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HomeMy WebLinkAboutMinutes - Stormwater Utility Commission - 5/25/2006 STORMWATER UTILITY COMMISSION (SWUC) MEETING MINUTES DATE: May 25, 2006 TIME: 4:00 PM LOCATION: Hopi Room, Development Services, Town Hall Complex, 11,000 N. La Canada Oro Valley, AZ 85737 SWUC Commissioners Present: Glen Rockwell, Tom DuPlain,Jim Dunn Oro Valley Staff Liaison(s) Present: Phil Trenary; Operations Div. Mgr., Rich Hawkinson; Storm Water Civil Engineering Tech., Julie Smiley, Sr. Office Assistant for Public Works and KC Carter; Council Member Guest: George Glos Absent: David Parker 1. Call to order and roll call The meeting was called to order at 4:05 pm. Roll call was taken. It was unanimously agreed to have Glen Rockwell appointed as temporary Chair. The group welcomed guest; George Glos. George sat in on the meeting to see if he will be interested in joining the SWUC as a new member. 2. Acceptance of the minutes The minutes for March 23, 2006 were unanimously approved. There was no April meeting. 3. Election of SWUC Chair and Vice Chair (Not on agenda) The group unanimously agreed to have Vice Chair; Glen Rockwell appointed to the Chair and Member; Jim Dunn appointed to the Vice Chair, in lieu of Peter Salonga's resignation of the Chair for the SWUC. 4. CIP Pima County Flood Control Status Rich Hawkinson started off the discussion stating that the Core of Engineers had comments pertaining to the Lambert / Highlands Wash at which Phil Trenary contacted Jon Ahern with Kimley-Horn &Associates to reiterate that the Town was not intending to do a lot of changes to the wash and that Kimely-Horn has revised the submittal that will be reviewed next week by the Core of Engineers. Phil Trenary mentioned that the Town is trying to get a Nationwide Permit which would allow minimal clearing of the wash without having to get a new design that could cost an additional $30K. This permit will allow work in the wash and the channel to remain natural to which the Town will need to follow guidelines recommended by Marjory Blane from the Core of Engineers that include having cut off walls outside the jurisdictional boundaries of the wash. The ultimate goal for the wash is to "scoop" 5 or 6 feet of sand out of the channel so that the sand will not be as high as the culvert that could fall under an excavation exclusion permit with hopes to have a contract reviewed, out to bid and accepted by the end of the year or early 2007. Lastly, Phil mentioned the work at the OV Country Club and have met with the country club, both agree with the proposed drainage, however are waiting for Kimley-Hom to provide a scope of work along with a time table. Right now there is only a 30 percent design and a 65 percent design needs to be approved before any meetings with OV Country Club and residents before work can start. The goal is to have this approved and ready to move forward by May 2007. George Glos briefly mentioned to expect set backs such as scheduling or environmental/wildlife problems. 5. Discussion of Fee Structure Glen Rockwell started the discussion on mentioning the study session that was held on May 10, 2006, a handout was provided. The items discussed were; the fee structure, billing and collection, program requirements and presentation of the proposal, this lead into the discussion with the group. Tom DuPlain mentioned implementing a surcharge to companies not using first flush, the idea was opposed due this will become a requirement and there will be no incentive. The group then discussed, utilitizing OV Water and Metro Water to include a line item for the fee on a monthly and/or semi-annually basis, more research and planning will need to be prepared and presented to the water companies. On this note, Rich Hawkinson stated that Chuck Sweet; Town Manager said there should be no annual charge to use OV Water resources since we all work together. Next, Tom raised the suggestion to contract a private billing company to prepare and bill all residents and businesses, some agreements and oppositions were made. Tom said he will do more research with his contact to see if collection is included with the mailings or if it will be the Town's responsibility. Next, Glen Rockwell asked for Phil Trenary and Rich Hawkinson to provide a five-year projected budget with different level scenarios so that the SWUC can finalize the fee structure. Phil confirmed that he and Rich will provide budget scenarios that include a mandated level and an incentive level which he will email to the group so that a study session can be planned. Jim Dunn distributed a proposed activity draft that has estimated break downs of monies for staff requirements, equipment requirements and ancillary costs. Phil will review the proposed draft and have it incorporated into the scenarios, at which some items are already or will be designed. Lastly, Glen Rockwell brought up a question, if the fee is more then what is actually used can the money rollover to be used at a later date? Phil and KC Carter both replied stating that any money collected will remain in the SWUC account under a contingent fund that will be for emergency use. Phil also stated that the Town requires a 20 percent contingency to remain in the account and if the money is not be used an audit is subject to happen. Phil will get clarification from Finance regarding this question. 6. Discussion of SW Maintenance article The group unanimously agreed to post-pone this item until the June meeting, awaiting information from Phil Trenary and Rich Hawkinson. 7. Water Harvesting The group unanimously agreed to post-pone this item until the June meeting. The group asked for Phil Trenary to contact the OV Water Utility to let them know they are still interested in discussing water harvesting. 8. Current Stormwater Activities This item was skipped due to no new activities to report. 9. Discussion of Public Relation Activities The group unanimously agreed to post-pone this item until the June meeting. 10. Set meeting date/time It was unanimously agreed to have the June meeting on June 22, 2006 at 4:00 pm. The group will schedule a study session before the next meeting. 11. June Proposed agenda items 1. Call to order and roll call 2. Acceptance of the minutes from 5/25/06 3. CIP Pima County Flood Control Status 4. Discussion on Fee Structure 5. Discussion of SW Maintenance article 6. Water Harvesting 7. Current Stormwater Activities 8. Discussion of Public Relation Activities 9. Set July meeting date/time 10. July proposed agenda items 11. Adjourn 12. Adjourn A motion to adjourn was made and unanimously approved. There being no further business, the meeting adjourned at 5:25 pm. Prepared By: yulie Smiley Julie Smiley Senior Office Assistant