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HomeMy WebLinkAboutPackets - Stormwater Utillity Commission (114)AGENDA ORO VALLEY STORMWATER UTILITY COMMISSION REGULAR SESSION JUNE 16, 2016 HOPI CONFERENCE ROOM 11000 N. LA CANADA DRIVE REGULAR SESSION AT OR AFTER 4 P.M. CALL TO ORDER ROLL CALL CALL TO THE 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 Stormwater Utility Commission may not discuss or take legal action on matters raised during "Call to the Audience." In order to speak during "Call to the Audience" please specify what you wish to discuss when completing the blue speaker card. 1. Approval of the May 19, 2016 regular session minutes 2. Organizational update on the development of the Stormwater Utility Department 3. Update on meetings and events 4. Discuss and approve Stormwater credit applications 5. Update on the Your Voice, Our Future Committee 6. Discuss Stormwater Financials 7. Discuss on-going Stormwater projects and events 8. Set July meeting(s) date and time 9. Set July proposed agenda items ADJOURNMENT POSTED: 6/7/16 at 5:00 p.m. by mrs When possible, a packet of agenda materials as listed above is available for public inspection at least 24 hours prior to the Stormwater Utility Commission meeting in the Town Clerk's Office between the hours of 8:00 a.m. and 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. INSTRUCTION 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 Stormwater Utility 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 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 complet ing the blue speaker card. “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 2-4-2 of the Oro Valley Town Code, a majority of the Town Council, Board of Adjustment, Conceptual Design Review Board, Historic Preservation Commission, Parks and Recreation Advisory Board, Planning and Zoning Commission, and Water Utility Commission may attend the above referenced meeting as a member of t he audience only.” Community Development and Public Works Stormwater Utility Division Director Paul Keesler Assistant Director Aimee Ramsey Stormwater Utility Manager Mike Todnem Stormwater  Engineer Justin Turner Stormwater  Inspector Rob Wilson Stormwater  Analyst NEW ‐1 Stormwater Project  Manager NEW ‐2 Stormwater  Drainage Designer NEW ‐3 Stormwater  Utility  Commision Advisory Board PT Office  Assistant Jamie Hoppe Quantity - safety MS4 Compliance - Quality Town of Oro Valley Page 1 of 2 (Original/signed Position Description is on file in Human Resources.) Town of Oro Valley Classification Description Title: Stormwater Utility Project Manager Department: Community Development and Public Works Class Code: 3140 FLSA: exempt Salary Grade: 117 Revision Dates: 7/06 POSITION SUMMARY: Under general supervision, performs civil engineering work including planning, designing, reviewing and maintaining construction and development project plans. JOB FAMILY: Engineers ESSENTIAL JOB FUNCTIONS: The letters associated with the essential job functions correspond with the attached Job Hazard Analysis (JHA). Any changes to the essential job functions will require update of the corresponding letter on the JHA and reassessment of Sections II and III. A. Manage design and construction of stormwater infrastructure improvements to meet or exceed public health and safety standards. B. Manage the stormwater capital improvement plan to meet the short and long goals in the Town General Plan and the Stormwater Management Plan. C. Supervise staff with complex design and construction concepts. D. Reviews engineering designs and construction contracts. Coordinate with Utility Manager and the Legal Department on various development agreements and related legal issues. E. Interacts with Town staff regarding Capital Improvement Projects and coordinates projects and project timing with other department divisions. F. Plan for future infrastructure projects and coordinate with Stormwater Engineer on development of annual project costs. G. Prepares engineering and construction cost estimates and assists in budgeting capital improvements and assist Utility Manager on budget development and funding requests from Pima County Flood Control Regional District. H. Leadership role developing and supporting infrastructure throughout the Town. I. Participates in public meetings on stormwater improvement projects. J. Administer Request for Qualifications and Request for Proposals and the selection of and contractors. REQUIRED KNOWLEDG, SKILLS AND ABILITIES:  Knowledge of applicable Town, State and Federal statutes, ordinances, codes, rules and regulations governing engineering.  Knowledge of engineering practices and principles, complex mathematical and engineering formulas and material testing practices.  Knowledge of engineering design, plan, calculations, and preliminary drafting techniques, principles and practices.  Skill in organizing, analyzing, interpreting, and evaluating civil engineering problems. Town of Oro Valley Page 2 of 2 (Original/signed Position Description is on file in Human Resources.)  Skill in the use of graphic instructions such as blueprints, schematic drawings, layouts or other visual aids.  Skill in planning and designing specifications for engineering projects.  Skill in oral and written communication.  Skill in establishing and maintaining effective working relationships. MINIMUM QUALIFICATIONS:  A Bachelor’s degree in Engineering or related field and/or  Five (5) years’ experience in the design and construction of infrastructures including two (2) years at a managerial and/or supervisory level; OR  An equivalent combination of education and experience. Recommended  Must possess at time of application and maintain an Arizona (Class A) commercial driver license (CDL) with air brake and tanker endorsement with no restrictions. ENVIRONMENTAL FACTORS and WORKING CONDITIONS: Positions in this class require the incumbent to be able to:  Physical Requirements:  Climb up and down ladders and stand on a ladder while performing tasks with both hands.  Lift, carry, push and pull heavy equipment and tools weighing up to 50 pounds; over 50 pounds with assistance.  Load and unload equipment and materials weighing up to 50 pounds; over 50 pounds with assistance.  Operator small tools and diagnostic equipment.  Frequently bend, stoop, squat, kneel, crouch and reach above the shoulder.  Individuals who do not meet these requirements due to disability will be reviewed on a case-by-case basis. Working Conditions:  Work is performed primarily in an outdoor environment. Work outside in all types of climatic conditions including inclement or very hot weather.  Work around dust, fumes, and gases.  Work in loud or noisy areas.  Work in a day light and night environment  Ability to maneuver through stormwater management and drainage facilities, sometime heavily vegetated, is necessary.  Must be able to sit, stand, or walk for long periods of time.  Employment in this position may require both regular and irregular work hours to include weekends and nights or holidays depending on the needs of the Town.  Maybe assigned to supervise an inmate crew of two or more from the Arizona Department of Corrections. Town of Oro Valley Page 1 of 2 (Original/signed Position Description is on file in Human Resources.) Town of Oro Valley Classification Description Title: Stormwater Utility Analyst Department: Community Development and Public Works Class Code: FLSA: non-exempt Salary Grade: 106 Revision Dates: 5/16 POSITION SUMMARY: Under general supervision ESSENTIAL JOB FUNCTIONS: The letters associated with the essential job functions correspond with the attached Job Hazard Analysis (JHA). Any changes to the essential job functions will require update of the corresponding letter on the JHA and reassessment of Sections II and III. A. Provides expertise for all aspects of data collection and data management used in the Public Works Department Stormwater Utility Division. B. Maintains databases for the stormwater infrastructure monitoring data. C. Prepares annual ADEQ stormwater report based on requirements outline in the Town’s Stormwater Management Plan (SWMP). D. Prepares Town’s stormwater pollution prevention plan (SWPPP) for facilities and various Capital Improvement Projects by coordinating projects and project timing with other department divisions. E. Implements a public education program which includes distribution of educational materials to the community or conducting equivalent outreach activities which address the impacts of stormwater discharges on water bodies and the steps the public can take to reduce pollutants in stormwater runoff F. Prepares a plan and materials under the direction of the Stromwater Engineer to support a public involvement and participation program to solicit public comment and participation from the community. G. Prepares engineering and construction cost estimates and assists in budgeting capital improvements and assist Utility Manager on budget development and funding requests from Pima County Flood Control Regional District. H. Develop, implement and track a program to map and track illicit discharges into the MS4 through database management. I. Develop a storm sewer system map of the MS4, showing the location of all outfalls, either pipes or open channel drainage, showing the names and location of all washes and associated data. Perform necessary research on encroachment, licenses, and maintenance or ownership agreements. J. Researches, gathers, reads, and interprets resource documents. K. Participates in public meetings on stormwater improvement projects. L. Maintains the Stormwater Utility website. REQUIRED KNOWLEDG, SKILLS AND ABILITIES:  Knowledge of applicable Town, State and Federal statutes, ordinances, codes, rules and regulations governing engineering. Town of Oro Valley Page 2 of 2 (Original/signed Position Description is on file in Human Resources.)  Knowledge of engineering practices and principles, complex mathematical and engineering formulas and material testing practices.  Knowledge of engineering design, plan, calculations, and preliminary drafting techniques, principles and practices.  Skill in organizing, analyzing, interpreting, and evaluating civil engineering problems.  Skill in the use of graphic instructions such as blueprints, schematic drawings, layouts or other visual aids.  Skill in planning and designing specifications for engineering projects.  Skill in oral and written communication.  Skill in establishing and maintaining effective working relationships. MINIMUM QUALIFICATIONS:  Bachelors degree from an accredited college or university with major work in physical or natural science, geography, engineering, planning, computer science or a related field, and one year of experience using GIS software in the design and production of thematic maps and other applications;  Or graduation with an associate’s degree and two years of GIS experience.  Equivalent combination of knowledge and specialized experience may be acceptable in lieu of a degree.  Must possess at time of application and maintain a valid Arizona driver license. ENVIRONMENTAL FACTORS and WORKING CONDITIONS:  Work is performed in indoor and outdoor environments. Town of Oro Valley Page 1 of 3 (Original/signed Position Description is on file in Human Resources.) Town of Oro Valley Classification Description Title: Stormwater Drainage Designer Department: Development and Infrastructure Services Job Code: 3025 FLSA: exempt Salary Grade: 115 Revision Dates: 11/07 9/08 6/11 7/14 POSITION SUMMARY: Under general supervision performs analysis and design of Stormwater drainage and flood infrastructure for the Town’s Stormwater utility to meet regulations and ordinances for Stormwater quality, quantity and floodplain management ensuring compliance of federal, state and county regulations. JOB FAMILY: Engineers ESSENTIAL JOB FUNCTIONS: The letters associated with the essential job functions correspond with the attached Job Hazard Analysis (JHA). Any changes to the essential job functions will require update of the corresponding letter on the JHA and reassessment of Sections II and III. A. Transport infrastructure drainage design and public improvements for all drainage and utilities. B. Performs cost analysis, drainage, plan and field reviews and pavement management. C. Tracks details and cost estimates of assets in the public right-of-way for the Town. D. Researches, analyzes and solves problems with buildings infrastructure. E. Assists in the inspection of streets, subdivisions, drainage structures, grading, retaining walls and culverts. F. Conducts activities essential to fulfilling the requirements of the current ADEQ/EPA approved Stormwater Quality Management Plan (SWMP). G. Primary liaison with ADEQ/EPA regarding stormwater quality regulations and requirements for changes to the SWMP. H. Works with the Pima County Regional Flood Control District (PCRFCD), ADWR, and FEMA to ensure compliance and consistency of the Town’s adopted Floodplain and Erosion Hazard Ordinance and in the resolution of floodplain mapping issues. I. Participates with Town staff and Stormwater Utility Commission (SWUC) members to implement required activities to necessary to fulfill the Town’s SWMP. J. Reviews and recommends updates to the Town manuals and ordinances regarding stormwater issues. K. Helps develop the budget for the Town’s stormwater management program. L. Provides guidance to Town staff on EPA, ADEQ, ADWR, and FEMA regulatory requirements and the implications to current Town regulations. M. Responds to and advises local residents on stormwater quality regulations and quantity issues. N. May manage contractors and consultants who provide stormwater related services, products, and construction to support the Town’s Stormwater Utility and programs. Town of Oro Valley Page 2 of 3 (Original/signed Position Description is on file in Human Resources.) O. Performs technical analysis and review of drainage and soil reports for all development and improvement plans to ensure appropriate stormwater infrastructure is provided and incorporated into the existing Utility system. P. Performs technical analysis and review of actions that impact FEMA regulatory floodplains within the Town to include LOMRs, LOMAs, levee certifications and any supporting environmental or geotechnical reports completed in support of the proposed actions. Q. Performs minor in-house hydrologic and hydraulic studies, drainage reports and construction designs to support in-house operations projects. R. Provide technical analysis and inspection support on Stormwater Pollution Prevention Plans and Notice of Termination requests submitted for construction projects to meet the ADEQ Stormwater Construction General Permit. S. Assists in development of the capital improvement program project proposals to correct drainage and erosion issues, for submittal for funding from the PCRFCD and FEMA, as appropriate. T. Responsible for day to day supervision of Stormwater staff. U. Regular, daily attendance is an essential function for this position. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:  Knowledge of applicable Town, State and Federal statutes, ordinances, codes, rules and regulations and procedures, including Federal and State regulations regarding stormwater quality and floodplain management.  Knowledge of and skill in program and project development techniques.  Skill in supervision and management of people and programs.  Ability to effectively communicate verbally and in writing and represent the Town on complex stormwater and environmental issues.  Ability to develop and apply interpersonal and collaborative approaches to programs, projects, teams, and committees.  Skill in assessing and prioritizing multiple tasks projects or demands while meeting required deadlines.  Ability to establish and maintain effective work relationships internally and externally.  Knowledge of program/project budgeting, budget tracking, and fund control principles and practices. MINIMUM QUALIFICATIONS:  A Bachelor’s degree in engineering with an emphasis on hydrology.  Must be a registered Civil Engineer in the State of Arizona within (12) twelve months of employment.  Experience using industry-standard hydrologic and hydraulic modelling software packages (e.g. DRAINS, WBNM, RAFTS, HEC-RAS and TUFLOW).  High level of proficiency using GIS (e.g. MapInfo or ArcGIS) and CAD software.  Two (2) years’ experience in engineering or related field OR an equivalent combination of education and related experience.  Must possess at time of application and maintain a valid Arizona driver’s license. Town of Oro Valley Page 3 of 3 (Original/signed Position Description is on file in Human Resources.) ENVIRONMENTAL FACTORS and WORKING CONDITIONS:  Work is generally performed in an indoor environment, although periods of outdoor activity will be required.  Occasional work during inclement weather will be necessary to assess drainage and flooding related issues. MAY YTD Financial Status FY 2015/2016 Stormwater Utility Fund % Budget Completion through May -- 92% Actuals thru 5/2016 Budget % Actuals to Budget Year End Estimate * YE % Variance to Budget REVENUES: STATE GRANTS 12,518 35,000 35.8%35,000 0.0% CHARGES FOR SERVICES 718,727 787,000 91.3%787,000 0.0% INTEREST INCOME 466 250 186.4%500 100.0% TOTAL REVENUES 731,711 822,250 89.0%822,500 0.0% Actuals thru 5/2016 Budget % Actuals to Budget Year End Estimate * YE % Variance to Budget EXPENDITURES: PERSONNEL 296,534 346,620 85.6%346,620 0.0% OPERATIONS & MAINTENANCE (A)361,552 491,995 73.5%491,995 0.0% CAPITAL 48,481 90,500 53.6%48,171 -46.8% TOTAL EXPENDITURES 706,567 929,115 76.0%886,786 -4.6% Does not include non-cash outlays for depreciation SURPLUS / (DEFICIT)25,144 (106,865) (64,286) BEGINNING RESERVE BALANCE 279,352 Plus: Surplus / (Deficit)(64,286) SUBTOTAL ENDING RESERVE BALANCE **215,066 LESS: VEHICLE & EQUIPMENT RESERVE (90,800) TOTAL ENDING RESERVE BALANCE **124,266 Reserve Policy Calculation 15.8% * Year-end estimates are subject to further revision (A) Includes chargeout from Highway Fund for storm cleanup of streets: FY 15/16 Budget =$134,000 YTD Actuals =$122,833 ** Ending reserve amounts are estimates subject to further revision, and may not tie to the cash balance in the fund due to timing of revenues received and expenditures paid