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HomeMy WebLinkAboutMinutes - Water Utility Commission - 5/11/2009 MINUTES ORO VALLEY WATER UTILITY COMMISSION REGULAR SESSION `. MONDAY, May `I1, 2009 q HOPI CONFERENCE ROOT' 11000 N. LA CANADA DRIVE AppRovEgi,Fior CALL i O O, .DER 6 55 p.m. ROLL CALL PRESENT: David Powell, Chair Winston Tustison, Vice Chair Rick Davis, Commissioner Robert Milkey, Commissioner Elizabeth Shapiro, Commissioner EXCUSED: John Hoffmann, Commissioner STAFF PRESENT: Philip C. Saletta, Water Utility Director Shirley Seng, Utility Administrator David Ruiz, Engineering Division Manager Robert Jacklitch, Project Manager Karn Boyce, Conservation Specialist Jim Peterson, Water Utility Regional Coordinator Chair Powell expressed his appreciation to Staff for the Highlands Subdivision tour. The Commission will receive educational credits. CALL TO AUDIENCE - None 1. APPROVAL APRIL 13, 2009 MINUTES MOTION: A Motion was.made by Commissioner Davis and Seconded by Vice Chair Tustison to approve the April 13, 2009 minutes. MOTION carried, 5-0. 2. UPDATE ON PROPOSED LANDSCAPE CODE ORDINANCE, GRAY WATER AND RAIN WATER HARVESTING Mr. Saletta introduced sayer Vella from Planning & Zoning Department who was currently working on the Landscape Code Ordinance. He indicated that the Water Utility also had several representatives in the Landscape Committee, Commissioners Davis, Milkey and Staff K. Boyce. Mr. Bayer proceeded with a power point presentation: -Gray Water: Process of adopting an ordinance. The committee is also working on the dra l for the Landscape Code. -Basic sources for Gray Water. (Washing machines, bathroom sinks bathroom tub & showers. Gray water is a potential resource, and approximately 5-11-09 MINUTES, ORO VALLEY WATER UTILITY COMMISSION 13,000 gals of water per household could be used for landscaping. The Town's '...4G 'it11,2QI,icy addresses the use of gray water. The Planning and Zoning plemented these issues into their Building Codes. The Water 1ti j 04t a ' t uded allowance for gray water use in the Water Code. -Gray water requirements have been established for new home construction only, not commercial. The following slides were presented: - Diagram of Gray \Nater pipeline system per Tucson Ordinance. An explanation was given on the pipe installation and draining methods for gray water systems. - Washing Machines Water Re-Use per Tucson Ordinance: The washing machine setup is the simplest way for gray water and the most inexpensive way it is also efficient because of its high pumping capacity. - Benefits & Cost Benefits: -Water Savings -New Home Marketing -Extensive Cost to Retrofit System (Costs for an existing home = $10,000-$20,000 for a full system. Newer homes may not be able to take advantage of these systems due to the way slabs are built. -Best accomplished in Tandem with Landscape Design -Opportunity for Future Homeowners -Cost: $300.00 per home (Includes a State income tax credit which builders can take advantage of when installing these systems.) -Next Steps for Gray water Ordinance: -Set up an internal committee -Four meetings scheduled within the next two weeks -Use the City of Tucson Ordinance as an example, revise it to meet the Towns standard and details. Mr. Vella indicated that the draft ordinance will be presented to the Commission at their next meeting. It will be presented to Council for formal consideration June 17th. Question & answer session occurred (Gray water): -When using a washing machine as a resource are there any restrictions on detergents or chemicals? (Commissioner Milkey) Residential Permit: Arizona Department of Environmental Quality (ADEQ) has restrictions that indicate that no hazardous chemicals or soiled items could be used (e.g. diapers, bleach) Homeowners must be educated on the use of gray water devices and could be provided with brochures. As part of any ordinance proposal a backflow prevention device must be installed and inspected once a year by the Water Utility. -What is the average household water usage (Commissioner Milkey). Mr. Saletta indicated that the average was about 120,000 gals per year. Does it impact the provisions of sewage and allocation for reclaim? Mr. Saletta indicated yes it could have an impact. 5-11-09 MINUTES, ORO VALLEY WATER UTILITY COMMISSION -Gray water irrigation and effects on plant vegetation & landscaping (Commissioner Shapiro). Mr. Vella indicated it could hurt some vegetation if you are not using products that are low in nitrogen levels, but there are many cleaning products that are perfecly acceptable. ADEQ has determined that the use of gray water is low risk and has mandated that all jurisdictions permit the u e of these systems. Commissioner Davis indicated that Ms. Little from Water Casa had been using gray water for the past 15 years, and confirms that the use of detergents does not have any effect on vegetation. Mr. Vella indicated that Ms. Little would be meeting with Staff to work on the ordinance. Commissioner Davis also indicated that Ms. Little was very instrumental in passing the Gray Water ordinance in Arizona. -The cost of $300.00 is it for the basic system connection with the washing machine and sink or all four elements? Mr. Vella explained there were options. You can set up a system with a washing machine which is the best and most inexpensive method or bundle the two together under one system. The $300 includes bringing the fixtures together into the pipes and exterior wall and stubbing them out. Mr. Saletta explained that the builder is responsible for the initial setup if the gray water ordinance is passed. -How much would a completed system cost? (Commissioner Milkey). Mr. Vella indicated that it would cost $1 ,000 - $2,000 on average for a very simplistic system. -Is there any information or incentives made combining the gray water system with the rain water harvesting system on a house? (Jim Peterson). Mr. Vella indicated that it would be a great supplement combining the systems, but that it was important keeping the systems separate in terms of piping, irrigation and storage. -Is it possible to use gray water for toilets? (Commissioner Shapiro). Mr. Vella indicated that it was possible to drain the cleaner water to a tank and then use it for flushing. Chair Powell asked, does the item need to come back to the Commission? Mr. Vella - indicated that that he would like to bring the draft ordinance back for review and input before presenting it to Town Council. Mr. Saletta mentioned that staff would bring it back to the Commission as an agenda item and request their support. The Commission agreed that the draft Gray Water ordinance be presented as an agenda item at the next meeting. Mr. Saletta pointed out that the Utility would require a backflow prevention device installed with any gray water system. The resident must have a permit in place at the time of installation. A discussion occurred regarding homeowners education of gray water systems. Mr. Saletta pointed out that ADEQ regulations were on their website but the Water Utility could also provide information on gray water. There were no further questions. No Action required on this item. 5-11-09 MINUTES, ORO VALLEY WATER UTILITY COMMISSION Rain Water Haris_sti - Rain Water Harvesting exterior techniques & examples - General Plan Policies (Water Use & Aesthetic) - Problem Statement Graphs (Average Annual Water Use for irrigation & Annual Irrigation (Water Use) Presentation by K. Boyce - Water Use -Solutions in General Plan (Plant type - Water Plan) -Irrigation ►equirements -Water harvesting (Supply side approach. Town's main concern: riparian areas in commercial sites. -Goal: develop the difference between the level of runoff before development happens and level of runoff after development occurs. - Private and Public Benefit & Cost - Landscape Code (Next Steps) Scheduled Meeting: Thursday, May 14 Landscape Task Force (Attendees: Developer representative, Landscape architect, Development Review members, WUC members, (two members) Planning & Zoning. Goal: Present Landscape Code to Council by September. Requirements go in place by year 2010. - Solar PV & Heating (Electric & Thermal Energy) - General Plan Policy (2.21: The Town shall promote site planning and architectural design that reduces heating and cooling demands.) -Building Codes currently in place. - Solar Heating (Full solar hot water system, Conduit with stub out, Insulated plumbing from water heater.) - Solar PV System (Breaker Space in Electric Panel, Area for Solar Equipment in proximity to Electric Panel -Other?) -The Bottom Line - Benefits & Costs Question & answer session occurred (Rain Water Harvesting): -What is the overall increase cost of a building project for a commercial structure? (Vice Chair Tustison). Mr. Vella indicated that it was less than 1%. -Are there any restrictions on rain water storage systems treatment requirements or circulation of water? (Chair Powell). Mr. Vella indicated that ADEQ did not have specific requirements in terms of treatment, but they were concerned about the use of closed systems and mosquito infestation. Mr. Saletta emphasized that it was important to keep track of organic debris and algae that may accumulate in these systems. A simple solution is the use of chlorine and that the public must be aware that they have to maintain these types of systems. Commissioner Davis discussed the high density of plant materials and water requirements. A discussion occurred regarding water runoff and the concept of ramping possibilities. Mr. Vella ended his report. There were no further questions. No Action Required on this item. 4 5-11-09 MINUTES, ORO VALLEY WATER UTILITY COMMISSION 3. EMERGENCY RESPONSE PLAN AND BUSINESS CONTINUITY PLAN Mr. Saletta gave a short report regarding the pandemic flu, the Utility's responsibility to public health and safety, water supply, system security, and vulnerability assessment. Mr. Ruiz presented a power point presentation: Oro Valley's Water Utility Security Program. 1 . vulnerability Assessment (EPA requirement by June 2004): -Bioterrorism Act 2002 -RAM-W Training -VA Security report -Emergency Response Plan -Business Continuity Plan 2. Program Parameters -Identify Critical Assets - identify Risks Prioritize Risks - Develop Risk Mitigation Plan -Develop Risk Mitigation Implementation Schedule 3. Emersenc Response Plan -Addresses the procedures to be implemented in response to specific emergencies such as: (contamination, loss of power, infrastructure failure, SCADA intrusion, earthquake, wind damage and fire) -Details the organizational structure used during emergencies -Details protocols to be used during emergencies -Provides parameters to classify emergencies 4. Business Continuity Plan -Ensures the continuity of vital business services by: Assessing business functions as critical and/or interdependent -Analyses disaster impacts -Explains risk mitigation measures -Contains response plans for disasters 5. Risk Mitigation Plan Annual Training: -Practicing incident management using NIMS structure -Table top exercises -Full scale exercise Photo Slides: FOC Staff exercise, Naranja Road Reservoir, Booster & Well Site, Fire Hydrant Defender, Intrusion detectors (motion sensor & video). Question and answer session occurred: If there is pipeline contamination who pays for it? (Commissioner Davis). Mr. Ruiz explained that the Utility needs to notify ADEQ if the possibility of contamination exists. Mr. Saletta indicated that it would be the Utility's responsibility to pay for any repairs. The Utility could apply for emergency funds but ultimately it is the Utility's responsibility to flush the pipes until the contamination is cleared. Under AZWARN (Arizona Water Agency Response Network), if the Utility assists other water providers (e.g. Metro Water or Tucson Water) they are responsible for reimbursing the Utility. The same principle would apply to us if we requested their assistance. 5 5-11-•09 MINUTES, ORO VALLEY WATER UTILITY COMMISSION Mr. Ruiz indicated that the Utility was staying prepared by mitigating and lowering the level of risk. Ms. Seng mentioned that in the Emergency Response Plan and Business Plan Continuity Plan there were several pages of contact information in case of emergencies (vendors, health department, fire department and Staff contacts) and that all the information such as vendors and staff numbers were updated routinely. There were no further questions, Mr. Ruiz ended his report. No Action required on this item. 4. WATER UTILITY BUDGET UPDATE Ms. Seng reported the following: Budget: -The Utilitysubmitted its budget to the Town Manager. The Town Manager's g recommended budget to Council included layoffs of 2.5 employees. -Study Session with Council: Council asked if the Utility could cut $130,000 from its budget to save positions. Staff reviewed the budget and was able to cut $131,000 (C1P) for Construction Inspection Services. With the slow down in development the Utility's Inspectors will be able to do the majority of inspections and the technical work will still be performed by consultants. These options have been presented but no decision have been made by Council. Other changes: Ms. Seng gave a brief update regarding: -New connections and EDU's (Equivalent Dwelling Units) -Water revenues (no changes based on no growth and no rate increase) -AWRDIF (revenue reduction $189,000) -PWSDI F (revenue reduction $97,500) -GPF (estimated increase .55 to .75 cents per 1,000 gallons) -Debt Service Coverage Ratio (with changes = $1 .31) The tentative budget has not been adopted but is planned to be adopted by June. The final budget will be adopted in June or July. There being no further questions, Ms. Seng ended her report. Mr. Saletta indicated that Mr. Andrews, Town Manager was very supportive of the Utility's budget and the proposed changes with no layoffs. The budget was in the Town Manager's Office for Council's approval and recommendation. Mr. Saletta mentioned that on May 6th Town Council approved the early payoff of Series 1999 Bond payment. The payoff would save the Utility debt service and interest payments of approximately $450,000.00 The Municipal Property Corporation (MPC) also approved the bond payoff today. Ms. Seng ended her report. 6 5-11-00 MINUTES, ORO VALLEY WATER UTILITY COMMISSION 5. TOWN COUNCIL MEETINGS/COMMUNICATIONS Vice Mayor Carte had a question on item #3. -Are Tucson Water and Metro Water preparinr.; f,::g these types of emergencies? Mr. Ruiz explained that all water utilities had to do vain arability assessments and need to have Emergency Response Plans in place. He also explained that the Utility, Tucson Water and Metro Water are members of AZWARN (Arizona Water and Wastewater Agency Response Network). Vice Mayor Carter felt strongly that the correlation and effort amongst the water providers would payoff. Mr. Ruiz emphasized that the Utility has made an effort to cooperate and strengthen its relationship with the other water providers. There were no other comments. 6. SUBCOMMITEE/COMMISSIONER REPORTS a. Finance Subcommittee: Vice Chair Tustison had no report. b. Conservation Subcommittee: Commissioner Davis indicated that the Subcommittee continues to work on the Landscape Ordinance. Renewable Water Subcommittee c. Commissioner Hoffmann had no report. 7. STAFF REPORTS a. Customer Ser is e Report: Ms. Seng reported the following: -Month of April: Installed 5 new meters bringing total to 182 for this fiscal year. -Projected 250 new connections. The Water Utility will most likely not meet this projection. However, the Water Utility has exceeded its projected EDUs because of the larger meters installed at Oro Valley Market Place. b. WIFA Loan Application -Staff is in the process of completing the WIFA loan application for Phase 1 of the existing system improvements and the design of the CAP water delivery system - $11 million. The process should be completed in a week. c. Ca��tal Pro ects Mr. Jacklitch reported the following: -Pusch View Lane: New production well in service as of April. Pumpage: 750 7 5-11-09 MINUTES, ORO VALLEY WATER UTILITY COMMISSION gpm -Piloted chlorine generator system is operating as designed. -May 18: Advertise 16" Water Main replacement on innovation - Bid Opening: Month of June -June 09: Advertise -El Conquistador Booster Station replacement upgrade --Construction of a 3 million gallon reservoir North La Canada Drive. -Well El: Permit application submitted to abandon existing well. Condition of casing is poor and formation is soft. All projects are included in Phase I WIFA loan application process. There were no further questions, Mr. Jack!itch ended his report. d. Potable and Reclaimed Water stem Report Mr. Ruiz reported on the following: --April 2009: Potable Water Operations - Mr. Ruiz indicated that everything was going well. -Overall Reservoir Storage Demand (Below 7 million gallons) (Lowest 4 million gallons). -April 2009 Daily Demand Operations - Mr. Ruiz reported that there were no problems maintaining the reservoir water supply. -April 2009 Reclaim Water System - The Hilton south pond continues to be repaired. The Hilton El Conquistador golf course is being served reclaimed water directly to their irrigation pump station wet well. During the month of April they received over 10 million gallons. Staff continues to work with the Hilton El Conquistador. The contractor will install new fill material over the repaired liner that has been exposed. During the month of April over 68 million gallons of reclaimed water was delivered. Mr. Ruiz ended his report. 8. DIRECTOR'S REPORT a. Water Utility Commission Vacancy and Reappointments: Mr. Saletta reported the following: -No applications received for the Commercial/Turf vacancy. -Commissioner Hoffmann term ends June 30 but will be applying for reappointment. b. Northwest Water Providers/CAP Water -Staff continues to work with Westland Resources on the routing study. The contract was recently approved by Metropolitan Water District board and Westland will be doing the additional work to the routing study. 8 5-11-09 MINUTES, ORO VALLEY WATER UTILITY COMMISSION C. Upcoming Meetings -5/26 T.0 me&.7g -613 T.C. meeting -5/22 A possible field trip to Palo Verde power p,r3nt scheduled by CAP. Mr. Saletta ended fts report 9. FUTURE AGENDA ITEMS -Update on Proposed Landscape Code and Gray Water Ordinance -Future agenda item on: How rates could be used to incentivize water conservation (Commissioner Milkey) Commissioner Davis indicated that he was involved in a study group with Tucson Water regarding Commercial Incentives\Conservation and that he would be glad to give the Commission an update. 10. CALL TO AUDIENCE: None 11 . NEXT MEETING: JUNE 8, 2009 LOCATION: HOPI CONFERENCE ROOM • 12. ADJOURNMENT • MOTION: A Motion was made to adjourn by Commissioner Shapiro and Seconded by Commissioner Milkey. MOTION carried, 5-0. Respectfully, LS// /tz-.; Aie4v Iris L. Chaparro Senior Office Specialist 9