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HomeMy WebLinkAboutPackets - Stormwater Utillity Commission (186)       AGENDA STORMWATER UTILITY COMMISSION SPECIAL SESSION JUNE 22, 2023 HOPI CONFERENCE ROOM 11000 N. LA CAÑADA DRIVE        SPECIAL SESSION AT OR AFTER 4:00 PM   CALL TO ORDER   ROLL CALL   CALL TO AUDIENCE - at this time, any member of the public is allowed to address the Commission on any issue not listed on today’s agenda. Pursuant to the Arizona open meeting law, individual Commission members may ask Town staff to review the matter, ask that the matter be placed on a future agenda, or respond to criticism made by speakers. However, the Commission may not discuss or take legal action on matters raised during "Call to Audience." In order to speak during "Call to Audience", please specify what you wish to discuss when completing the blue speaker card.   COUNCIL LIAISON COMMENTS (INFORMATIONAL ONLY)   DIRECTORS REPORT (INFORMATIONAL ONLY)   SPECIAL SESSION AGENDA   1.REVIEW AND APPROVAL OF THE MAY 18, 2023 MEETING MINUTES   2.RECOGNITION OF OUTGOING STORMWATER UTILITY COMMISSIONER DAVID PARKER   3.DISCUSSION OF MEETINGS AND EVENTS   4.PRESENTATION AND DISCUSSION OF ORO VALLEY MONSOON PREPAREDNESS   5.PRESENTATION AND DISCUSSION OF STORMWATER UTILITY CAPITAL IMPROVEMENT PROJECT UPDATES - SIERRA WASH AT NARANJA DRIVE AND CATALINA RIDGE WASH DRAINAGE IMPROVEMENTS   ADJOURNMENT   POSTED: 6/16/2023 at 5:00 p.m. by dt When possible, a packet of agenda materials as listed above is available for public inspection at least 24 hours prior to the Commission meeting in the Town Clerk's Office between the hours of 8:00 a.m. – 5:00 p.m. The Town of Oro Valley complies with the Americans with Disabilities Act (ADA). If any person with a disability needs any type of accommodation, please notify the Town Clerk’s Office at least five days prior to the Commission meeting at 229-4700. INSTRUCTIONS TO SPEAKERS Members of the public have the right to speak during any posted public hearing. However, those items not listed as a public hearing are for consideration and action by the Commission during the course of their business meeting. Members of the public may be allowed to speak on these topics at the discretion of the Chair. If you wish to address the Commission on any item(s) on this agenda, please complete a blue speaker card located on the Agenda table at the back of the room and give it to the Recording Secretary. Please indicate on the speaker card which item number and topic you wish to speak on, or if you wish to speak during “Call to Audience,” please specify what you wish to discuss when completing the blue speaker card. Please step forward to the podium when the Chair announces the item(s) on the agenda which you are interested in addressing. 1. For the record, please state your name and whether or not you are a Town resident. 2. Speak only on the issue currently being discussed by the Commission. Please organize your speech, you will only be allowed to address the Commission once regarding the topic being discussed. 3. Please limit your comments to 3 minutes. 4. During “Call to Audience”, you may address the Commission on any issue you wish. 5. Any member of the public speaking must speak in a courteous and respectful manner to those present. Thank you for your cooperation. “Notice of Possible Quorum of the Oro Valley Town Council, Boards, Commissions and Committees: In accordance with Chapter 3, Title 38, Arizona Revised Statutes and Section 2-4-4 of the Oro Valley Town Code, a majority of the Town Council, Board of Adjustment, Historic Preservation Commission, Parks and Recreation Advisory Board, Stormwater Utility Commission, and Water Utility Commission may attend the above referenced meeting as a member of the audience only.”    Stormwater Utility Special Session 1. Meeting Date:06/22/2023   Submitted By:Yarina Hynd, Public Works SUBJECT: REVIEW AND APPROVAL OF THE MAY 18, 2023 MEETING MINUTES RECOMMENDATION: Staff recommends approval. EXECUTIVE SUMMARY: N/A BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: I MOVE to approve (approve with changes), the May 18, 2023 meeting minutes. Attachments 05-18-23 Draft Minutes  D R A F T MINUTES STORMWATER UTILITY COMMISSION REGULAR SESSION MAY 18, 2023 HOPI CONFERENCE ROOM 11000 N. LA CAÑADA DRIVE            REGULAR SESSION AT OR AFTER 4:00 PM   CALL TO ORDER Vice Chair William Thomas called the meeting to order at 4:01 p.m.   ROLL CALL Present: Richard Hawkinson, Commissioner Gary Mattson, Commissioner William Thomas, Vice Chair Absent: David Parker, Commissioner Richard Crocker, Chair Staff Present:John Spiker, Stormwater Division Manager Attendees: Harry Greene, Town Council Liaison  Commissioner David Parker and Chair Richard Crocker asked to be excused.   CALL TO AUDIENCE There were no speaker requests.   COUNCIL LIAISON COMMENTS (INFORMATIONAL ONLY) Councilmember Greene commented that the Council has been dealing with the budget and the gold star goes to the Stormwater Utility Administration staff for coming in with a great Budget Proposal that passed unanimously. Good Job!   DIRECTORS REPORT (INFORMATIONAL ONLY) Stormwater Utility Director John Spiker commented on the following: The Town Council May 17/18 Study Session for presentation of the Town Manager's Recommended FY 23/24 Budget, including the Stormwater Utility Budget. Fire Season: Lightning potential SWU broke ground on two Capital Improvement Projects that are to be completed by June 2023: Drainage Improvement Project at Sierra Wash and Naranja Dr Catalina Ridge Drainage Improvements The Community and Economic Development Department (CED) launched a housing survey, Mr. Spiker 05-18-23 Stormwater Utility Regular Session Meeting 1 asked the commissioners to fill it out and to pass it on to other residents. The Town Clerks Office will be hosting Board Training and that there are updates to the rules that Boards and Commissions follow. Commissioner Dave Parker resigned his position on the Stormwater Commission due to scheduling conflicts.   REGULAR SESSION AGENDA   1.REVIEW AND APPROVAL OF THE MARCH 16, 2023 MEETING MINUTES       Motion by Commissioner Richard Hawkinson, seconded by Commissioner Gary Mattson to approve the March 16, 2023 meeting minutes as written.  Vote: 3 - 0 Carried   2.DISCUSSION OF MEETINGS AND EVENTS       Mr. Spiker reported on recent meetings and events. On April 8th the Stormwater Utility set up a booth at the Celebrate Oro Valley Event at Steam Pump Ranch, in order to promote stormwater quality and floodplain management. Over 300 participants stopped by. Commissioner Mattson added that he attended and wanted to recognize the staff. He was very proud of them, seeing that they did a superb job explaining things to the general public. Mr. Spiker added that the Stormwater staff at the booth that day were Dennis Roberts, Senior Stormwater Engineer, and Scott Bennett, GIS Analyst. On May 17th at the Pima County Regional Flood Control District Advisory Committee Meeting, there was a topic presented by the City of Tucson, on the Tucson Water One Water Program. The goal is to educate the public that all water is part of one cohesive water cycle: including surface water, ground water, recycled water, wastewater, and stormwater. Information is available on water recycling and reuse. The public is asked to visit the site tucsononewater.com for more information.   3.PRESENTATION AND DISCUSSION OF STORMWATER BILLING       Stormwater Utility Senior Office Specialist Yarina Hynd gave a presentation on the process of Stormwater Utility billing and the new billing software, Sprypoint. Included in the printed materials was the reference to Town Code Article 15-24-13 Stormwater Utility Fee System The Town of Oro Valley Water Utility, agreed to bill on their billing statements, the Stormwater Utility Fee on behalf of the Stormwater Utility. Today, those accounts number approximately 20,000. In 2008, the Stormwater Utility, in order to bill the remaining Town of Oro Valley parcels where their water provider is not Oro Valley Water, but Tucson Water, Metro Water or private wells, the Stormwater Utility opened unique numbered Stormwater-Only accounts to bill the approximately 1500 Oro Valley parcels, to be handled through the Stormwater Utlity office. Needing to move to a newer, more advanced billing system, and after viewing many proposals, Sprypoint was chosen. Sprypoint went LIVE, to be shared by the Oro Valley Water Utility and the Stormwater Utility on August 29, 2022. A few points that were touched on in the presentation: The Sprypoint products chosen were SpryCIS, SpryEngage, SpryMobile. The products used by the Stormwater utility are SpryCIS, a customer information system, and SpryEngage, a self-service customer portal. SpryMobile is used by the Water Utility to allow their office staff to communicate with their field staff. 05-18-23 Stormwater Utility Regular Session Meeting 2 Discussion ensued among the Commissioners and the staff about the specifics of billing and collection. The Stormwater Utility does not have a service that can be turned off to prompt payment. The process the Stormwater Utility takes is collections through the Town Legal Department and eventually through the Town Magistrate Court. Approximately 2% of Stormwater-Only accounts make their way through Legal Collections as being delinquent.   4.DISCUSSION OF 2022/2023 TOWN OF ORO VALLEY MS4 COMPLIANCE SCHEDULE, THIRD QUARTER REPORT       Mr. Spiker reported that the Town is on track to complete all the required tasks on the schedule. The main item we achieved this 3rd quarter was to hold outreach events. A second stormwater lab sample was collected of the three that are required in a five-year period. Commissioner Hawkinson asked about the concentrations of the sampling results. Mr. Spiker commented that our runoff is looking healthy and that all came back clean for the results for this second sampling. Both of our samples have been submitted to ADEQ for preliminary review.   5.DISCUSSION AND POSSIBLE ACTION REGARDING THE CANCELLATION OF THE JUNE 15, 2023 SWUC REGULAR SESSION MEETING       Discussion ensued between the Commission and Mr. Spiker. Due to staff scheduling conflicts on the June 15, 2023 Regular Session meeting date, it was brought up to the commissions attention for the need to hold a Stormwater Utility Commission Special Session Meeting on June 22, 2023. The Commissioners agreed they would be able to attend the Special Session Meeting date.    Motion by Vice Chair William Thomas, seconded by Commissioner Gary Mattson to approve cancellation of the June 15, 2023 regular session meeting.  Vote: 3 - 0 Carried   FUTURE AGENDA ITEMS    Recognition to be given to resigning Commissioner Parker Monsoon Preparedness CIP Projects Stormwater Utility Budget Potential Stormwater Harvesting   ADJOURNMENT    Motion by Commissioner Richard Hawkinson, seconded by Commissioner Gary Mattson to adjourn the meeting.  Vote: 3 - 0 Carried    Vice Chair Thomas adjourned the meeting at 5:13 P.M.     I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the regular session of the 05-18-23 Stormwater Utility Regular Session Meeting 3 I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the regular session of the Town of Oro Valley Stormwater Utility Commission of Oro Valley, Arizona held on the 18th day of May 2023. I further certify that the meeting was duly called and held and that a quorum was present. ___________________________ Yarina Hynd Senior Office Specialist 05-18-23 Stormwater Utility Regular Session Meeting 4    Stormwater Utility Special Session 2. Meeting Date:06/22/2023   Submitted By:Yarina Hynd, Public Works SUBJECT: RECOGNITION OF OUTGOING STORMWATER UTILITY COMMISSIONER DAVID PARKER RECOMMENDATION: N/A EXECUTIVE SUMMARY: David Parker is veteran of the United States Air Force, serving as a Civil Engineering Officer at multiple bases around the world. Mr. Parker then went on to work locally for the University of Arizona, Pima Community College, Casas Church, Lifepoint Church, and the Town of Oro Valley as the Stormwater Utility Manager prior to his stead on the Stormwater Utility Commission. David was instrumental in developing the initial Stormwater Utility fee in 2008 as well as the fee adjustment in 2018.  Mr. Parker has lived in Oro Valley for nearly 3 decades and has dedicated himself to helping others. Serving as veteran, government employee, an adjunct professor, pastor, school board member or various other volunteer committees, David is a shining example of someone putting others ahead of themselves. Please join me in saying thank you to Mr. Parker for his time on the Oro Valley Stormwater Utility Commission.    BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: N/A    Stormwater Utility Special Session 3. Meeting Date:06/22/2023   Submitted By:Yarina Hynd, Public Works SUBJECT: DISCUSSION OF MEETINGS AND EVENTS RECOMMENDATION: N/A EXECUTIVE SUMMARY: The following is a list of immediate past, and future, stormwater meetings and events. May 18, 2023 - Oro Valley Stormwater Utility Commission Regular Session Meeting June 1, 2023 - Annual Tucson Area Flood Insurance Informational Meeting  June 7, 2023 - Annual Tucson Area Flood Insurance Informational Meeting June 9, 2023 - Pima Association of Governments Environmental Planning Advisory Committee Meeting June 11 - 17, 2023 - National Weather Service Southwest Monsoon Awareness Week  June 12, 2023 - New Oro Valley Town Manager Starts June 12, 2023 - Pima County Regional Flood Control District Major Flood Response and Investigation Training  June 12, 2023 - Pima Association of Governments Low Impact Development Working Group Meeting June 15, 2023 - Oro Valley Stormwater Utility Commission Regular Session Meeting (CANCELED) June 15, 2023 - Oro Valley Sandbag Program Begins  June 21, 2023 - Pima County Regional Flood Control District Advisory Committee Meeting  June 22, 2023 - Oro Valley Stormwater Utility Commission Special Session Meeting   BACKGROUND OR DETAILED INFORMATION: For informational purposes only. FISCAL IMPACT: N/A SUGGESTED MOTION: N/A    Stormwater Utility Special Session 4. Meeting Date:06/22/2023   Submitted By:Yarina Hynd, Public Works SUBJECT: PRESENTATION AND DISCUSSION OF ORO VALLEY MONSOON PREPAREDNESS RECOMMENDATION: For informational purposes only. EXECUTIVE SUMMARY: The summer rainy season will soon be here, and the Town of Oro Valley Stormwater Utility would like to remind everyone to stay monsoon aware and monsoon safe. These intense summer rain storms are an enjoyable break from the heat but do contain heavy rain, powerful lightning, and strong winds and dust; potentially causing dangerous flash floods. Flash floods are the number one weather related cause of death in the United States, with nearly half of those fatalities being vehicle related. In preparation of the upcoming monsoon season the Oro Valley Stormwater Utility has been actively performing outreach with our partnering agencies, our residents and our internal staff in a coordinated effort to make this summer rainy season a more enjoyable and safe experience for all. BACKGROUND OR DETAILED INFORMATION: Below are some helpful web links offering information and tips on staying monsoon aware and monsoon safe. Oro Valley Monsoon Preparedness Guide Oro Valley CodeRED Alerts Pima County Tips For Surviving Monsoon National Weather Service Monsoon Awareness Week Turn Around Don’t Drown Oro Valley Sandbag Program FISCAL IMPACT: N/A SUGGESTED MOTION: N/A Attachments Monsoon Preparedness  Town of Oro Valley Monsoon Preparedness June 22, 2023 Monsoon Preparedness Every summer, Southern Arizona experiences a weather phenomenon known as monsoon season. From roughly June 15 to September 30, monsoon season is marked by intense rain, lightning and thick dust storms. While the rain provides a welcome relief from the usual arid heat, the high winds and thunderstorms that accompany this weather shift often create treacherous conditions. Dust storms and flash floods are prevalent during this time of year, making it exceedingly important to be prepared. Monsoon Preparedness National Weather Service –Monsoon Awareness Week June 11 –17, 2023 Every June, SW U.S. NWS office works with public safety partners and broadcast media to observe Monsoon Awareness Week with the goal of reducing the number of deaths, injuries and property damage caused by weather related dangers that occur during the monsoon. Through education about proper precautionary actions to be taken, lives can be saved and property losses can be minimized. Monsoon Preparedness National Weather Service –StormReady Program Oro Valley has been a NWS StormReady community since 2006 The StormReady program helps arm America's communities with the communication and safety skills needed to save lives and property -before, during and after the event. The StormReady program helps community leaders and emergency managers strengthen local safety programs. Monsoon Preparedness Regional Partnering Oro Valley continues to work with local partners in preparing for monsoon season The Multi-Jurisdictional Hazard Mitigation Plan is an essential tool in preparing and mitigating disasters. The plan sets the stage for coordination efforts to meet the challenges of the monsoon, as well as other disasters, and allows the regional partners the opportunity to apply for federal assistance funding. Monsoon Preparedness Oro Valley Partnering The Stormwater Utility continuously works with all internal departments to prepare for disasters The Oro Valley Emergency Manager is responsible for readying staff and management in disaster preparedness. Coordination and scenario building exercises are routinely implemented to keep lines of communication open and help staff understand procedures and processes of the Emergency Operation Center. Monsoon Preparedness Public Outreach The Stormwater Utility remains proactive in pushing out the Monsoon Preparedness message Utilizing social media, local print media, public meetings, podcasts, webpages, phone, email, text messaging, and CodeRED alert applications; Oro Valley continues to push out warnings in regard to monsoon preparedness. Monsoon Preparedness Public Outreach The Stormwater Utility Monsoon Preparedness Guide is available on the Oro Valley webpage Offering information and tips on how to prepare and minimize threats from the seasonal hazards Monsoon Preparedness Public Outreach The Stormwater Utility supports our regional partners messaging efforts Pima County and the National Weather Service continue to push out messaging with their media partners reaching residents through television, radio, and the internet. Monsoon Preparedness Sandbag Program The Stormwater Utility has a new location for the sandbag program this year to assist residents of Oro Valley Beginning June 15, 2023 the Town will be offering free sandbags to our residents at James D. Kriegh Park off of Egleston Drive. Town residents are allowed up to 10 bags to be filled by the resident through September 30 who may need help to protect their property from potential storm damage. Monsoon Preparedness Operational and Maintenance Activities In preparation for the upcoming monsoon season the Stormwater Utility undertakes specific operational and maintenance actions to be ready for the storm and debris runoff. Road closure signage and locations have been designated across Town in coordination with our first responder partners. Monsoon Preparedness Operational and Maintenance Activities Wash maintenance is a large portion of the Stormwater Utility monsoon preparedness. Clearing sediment and debris, performing vegetation management, and repairing deficiencies in stormwater infrastructure helps keep the Town out ahead of potential failures Vista Del Oro Wash –before photos Monsoon Preparedness Operational and Maintenance Activities It is imperative that channel capacity and integrity are maintained to ensure storm runoff remains where it is intended to minimize flood threats Vista Del Oro Wash –after photos Monsoon Preparedness Operational and Maintenance Activities Uncontrolled vegetation poses threats to storm channels by trapping debris and diverting storm flow, blocking access, and impacting infrastructure. Canyon Shadows Wash –before photos Monsoon Preparedness Operational and Maintenance Activities Canyon Shadows Wash –after photos Monsoon Preparedness Operational and Maintenance Activities Inspections play an important role in helping the Stormwater Utility remain prepared to handle monsoon storm runoff. Identifying potential hazards and maintenance needs before they can become failures remains a major task for the Stormwater Utility. Shadow Mountain Drive–Sediment Removal Needed Hardy Road –Sediment Removal Needed Questions?    Stormwater Utility Special Session 5. Meeting Date:06/22/2023   Requested by: John Spiker, Public Works Submitted By:John Spiker, Public Works SUBJECT: PRESENTATION AND DISCUSSION OF STORMWATER UTILITY CAPITAL IMPROVEMENT PROJECT UPDATES - SIERRA WASH AT NARANJA DRIVE AND CATALINA RIDGE WASH DRAINAGE IMPROVEMENTS RECOMMENDATION: N/A EXECUTIVE SUMMARY: The Stormwater Utility has broken ground on two Capital Improvement Program projects. KE&G Construction was hired in May of 2023 to construct these improvements and is anticipated to be completed by June 30, 2023 with both projects. Project design plans were completed by in house staff.   Sierra Wash at Naranja Drive  This project is to address the failed outlet spillway for the three barrel six foot by ten foot concrete box culvert draining the Sierra Wash underneath Naranja Drive. This project was necessary to prevent additional spillway failure and potential impacts to the roadway box culvert. Improvements include removal of the grouted spillway apron, new concrete spillway, gabion rock apron with energy dissipation sill, and sediment removal. Project contract cost is $171,682.40. This site was visited during the 2021 Stormwater Utility Commission Field Trip.  Catalina Ridge Drainage Channel  This project is to address channel erosion and access into the channel to provide future maintenance needs for the Catalina Ridge drainage channel between Lambert Lane and Naranja Drive. This channel experiences significant flow velocities and has scoured out the channel bottom and has threatened the bank protection toe down. Repairs to failed bank protection were made in 2018 which are holding firm, but the channel erosion was not addressed at that time. This project was necessary to address the erosion and provide future access to the channel bottom to perform routine maintenance as needed. Improvements include concrete access ramp near Joy Mariah Drive, rip rap rock salvage and placement, and channel grading to re-establish grade. Project contract cost is $298,661.09. BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: N/A Attachments CIP project update  Oro Valley Stormwater Utility Commission Capital Improvement Program Project Update June 22,2023 Capital Improvement Program Update Sierra Wash at Naranja Drive Box Culvert Outlet Spillway Repair Catalina Ridge Drainage Channel Channel Access and Erosion Repair Sierra Wash at Naranja Drive Sierra Wash at Naranja Drive Sierra Wash at Naranja Drive Before Photos December 2018 –View upstream (north) at result of channel downcutting and local scour at rock embedded concrete apron Note the channel degradation at end of apron is 5+/-feet exposing and causing a partial failure of the existing 3’ apron toe-down. Sierra Wash at Naranja Drive Before Photos December 2018 –View downstream (south) from existing box culvert at rock embedded concrete apron and channel vegetation. Note that a sand bar/island that has formed, bifurcating the channel into an east and west branch with the east branch creating erosion along the existing east bank of the wash. Sierra Wash at Naranja Drive After Photos June 2023 –View upstream (north) at new concrete drop structure and gabion apron w/gabion dissipation end sill. Note: the drop structure addresses the threat of undermining the existing box culvert from downcutting of the channel. Additionally, the gabion apron will deflect to mitigate future channel downcutting, acting as an extension of the drop structure. Sierra Wash at Naranja Drive After Photos June 2018 –View downstream (south) from existing box culvert at crest of drop structure and gabion apron and gabion dissipation end sill.Note the channel downstream of the gabion sill has been graded to remove the sand bar/island and significant vegetative growth. The desert broom outcrop along the east bank was not removed so as to act as a deterrent to further erosion along the east bank. Catalina Ridge Drainage Channel Catalina Ridge Drainage Channel Catalina Ridge Drainage Channel Before Photos October 2022 –View from box culvert outlet and downstream channel looking SE from Joy Mariah Drive at Avenida Vallejo. Catalina Ridge Drainage Channel Before Photos October 2022 –View north along Avenida Vallejo toward box culvert outlet and Joy Mariah Drive. Note dislodged riprap along channel bottom including damage to/displacement of the underlying filter fabric. Catalina Ridge Drainage Channel After Photos June 2023 –View from box culvert outlet at Joy Mariah Drive looking southeast at newly constructed concrete access ramp and reconstructed riprap lining of the channel bottom inclusive of new filter fabric underlayment Catalina Ridge Drainage Channel After Photos June 2023 –View north along Avenida Vallejo toward box culvert outlet and Joy Mariah Drive. Note new concrete access ramp and reconstruction/repair of the riprap lining of the channel bottom inclusive of new filter fabric. Once completed (i.e., June 30, 2023) the project will include new handrail between the ramp slope and curb along Avenida Vallejo and a lockable gate across the ramp at Joy Mariah Drive. Questions? Capital Improvement Program Update