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HomeMy WebLinkAboutPackets - Stormwater Utillity Commission (124)*AMENDED (5/11/2017, AT 2:30 PM) AGENDA ORO VALLEY STORMWATER UTILITY COMMISSION MAY 18, 2017 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 April 20, 2017 regular session minutes 2. Update on Town Council meeting and Stormwater meetings and events 3. Discuss and approve Stormwater credit application(s) 4. Discuss Stormwater financials 5. Discuss on-going Stormwater projects and events 6. *Discuss the MS4 permit Notice of Intent (NOI) and Stormwater Management Plan Program-Draft 7. Set the June 2017 meeting date and time 8. Set the June 2017 proposed agenda items ADJOURNMENT POSTED: 5/2/17 at 5:00 p.m. by pp AMENDED AGENDA POSTED: 5/11/17 at 5:00 p.m. by pp 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 completing 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 the audience only.” MAY 12, 2017 APRIL YTD Financial Status FY 2016/2017 Stormwater Utility Fund % Budget Completion through April -- 83% Actuals thru 04/2017 Budget % Actuals to Budget Year End Estimate * YE % Variance to Budget REVENUES: CHARGES FOR SERVICES 1,104,473 1,303,500 84.7%1,335,000 2.4% INTEREST INCOME 661 500 132.2%730 46.0% MISCELLANEOUS 15 - 0.0%15 0.0% TOTAL REVENUES 1,105,149 1,304,000 84.8%1,335,745 2.4% Actuals thru 04/2017 Budget % Actuals to Budget Year End Estimate * YE % Variance to Budget EXPENDITURES: PERSONNEL 345,820 559,234 61.8%484,990 -13.3% OPERATIONS & MAINTENANCE 265,967 505,525 52.6%431,025 -14.7% CAPITAL 93,674 89,000 105.3%177,014 98.9% TOTAL EXPENDITURES 705,461 1,153,759 61.1%1,093,029 -5.3% Does not include non-cash outlays for depreciation SURPLUS / (DEFICIT)399,688 150,241 242,716 BEGINNING RESERVE BALANCE 272,747 Plus: Surplus / (Deficit)242,716 SUBTOTAL ENDING RESERVE BALANCE **515,463 LESS: VEHICLE & EQUIPMENT RESERVE (128,806) TOTAL ENDING RESERVE BALANCE **386,657 Reserve Policy Calculation 29.0% * Year-end estimates are subject to further revision ** 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 Stormwater Schedule - Work Plan Apr-14 Annual Summary Daily Monthly Quarterly Annually As Needed Assigned Hours Required Hours Comments Stormwater Sr. Civil Engineer Staff Hours to Complete FEMA/ADEQ Coordination floodplain issues X 140 140 PCFCD meetings X 53 60 Government Agency coordinations/meetings X 84 84 Stormwater Utility Commission Meetings X 42 48 Stormwater Utility Administration/Management 3 days/wk 911 1,048 Stormwater Utility Billing and Monthly Update Reports X 421 484 Answer Questions related to Stormwater utility X 35 35 Spill Incident Inspections/Reports X 42 42 Special Projects X 263 302 Site visits and reports for violations X 35 40 Site visits and reports for property damage X 70 81 Site visits and reports for in-house projects X 100 115 2,196 2,480 Stormwater Civil Engineer Floodplain Status Inquiries X 142 142 Includes GIS Map Preparation Stormwater Utility Mapping X 14 14 Calculation of impervious areas GIS Mapping Floodplain Use Permits (FPUP)X 107 89 Required to meet MS4 Best Management Practice Residential drainage complaints/field visits X 107 107 Drainage Review and Drainage Report Reviews X 739 739 Required to meet MS4 Best Management Practice SWPPP reviews and field inspections 3 days/wk 489 489 Required to meet MS4 Best Management Practice In-house Hydro/Hydraulic Analysis X 178 178 404 JD Prep and Management X 178 178 Local floodplain modeling and mapping X - 200 Local Floodplain Accounting In house drainage design/modeling using CAD X - 150 Local Floodplain Accounting FEMA LOMC Preparation (not single residence)X 71 71 LOMC = LOMR, LOMA, CLOMR etc… Community Rating System Management X 28 28 Completing CAV W/ADWR Professional training (conferences, training)X 43 43 2,095 2,428 Stormwater Civil Technician Vegetation Control X 59 59 Drainage Channel/Easement Inspections & mapping - - Recomended to meet MS4 Best Management Practice Basin Structure Inspections X 177 177 Recommended to meet MS4 Best Management Practice Public Information and Outreach X includes weekends 125 125 Required to meet MS4 Best Management Practice Outfall Inspections X X 177 177 Required to meet MS4 Best Management Practice Mosquito control Trapping/ Insecticide Jun - Aug 138 138 Required to meet MS4 Best Management Practice Buffelgrass control/management includes weekends 263 263 IGA w/PAG and Southern Az Buffelgrass Coordination Center SWPPP field inspections - Commercial 236 236 Required to meet MS4 Best Management Practice In-Kind Project Construction Field Inspection 6 Weeks 35 35 Post construction field inspections - 120 Required to meet MS4 Best Management Practice SWPPP field inspections - Residential - 200 Required to meet MS4 Best Management Practice Drainage control and Water Harvesting Projects 427 427 Resident drainage issues 167 167 Stormwater Schedule - Work Plan Apr-14 Meetings w/PAG (LID, Stormwater Group), Southern Az Buffelgrass Coordination Center, West Nile Virus taskforce 147 147 In-house design of minor projects 118 118 Misc. research 88 88 2,156 2,476 Senior Office Specialist Stormwater Utility Administration /Secretarial 2 hrs 8 hrs 524 524 Stormwater Utility Commission Meetings 12 hrs 144 144 Quarterly Billing information 6 hrs 26 26 Answer Questions related to Stormwater Utility .5 hr 131 131 825 825 - Stormwater facilities inspection X - Required to meet MS4 Best Management Practice Vehicle Wash Rack upkeep - Street Sweeping - Annual 7272 8209 Stormwater Sr. Civil Engineer 1 1 FTE 3.47 3.92 Stormwater Civil Engineer 1 1 Training 160 216 Stormwater Civil Technician 1 1 14 Days Vacation 403.2 345.6 Senior Office Specialist 0.6 0.6 13 Holidays Holidays 374.4 374.4 0 0 6 Sick days PTO 172.8 172.8 ADC Crew 0 0 Annual 8383 9318 3.6 3.6 FTE 4.00 4.48 MAY 12, 2017 APRIL YTD Financial Status FY 2016/2017 Stormwater Utility Fund % Budget Completion through April -- 83% Actuals thru 04/2017 Budget % Actuals to Budget Year End Estimate * YE % Variance to Budget REVENUES: CHARGES FOR SERVICES 1,104,473 1,303,500 84.7%1,335,000 2.4% INTEREST INCOME 661 500 132.2%730 46.0% MISCELLANEOUS 15 - 0.0%15 0.0% TOTAL REVENUES 1,105,149 1,304,000 84.8%1,335,745 2.4% Actuals thru 04/2017 Budget % Actuals to Budget Year End Estimate * YE % Variance to Budget EXPENDITURES: PERSONNEL 345,820 559,234 61.8%484,990 -13.3% OPERATIONS & MAINTENANCE 265,967 505,525 52.6%431,025 -14.7% CAPITAL 93,674 89,000 105.3%177,014 98.9% TOTAL EXPENDITURES 705,461 1,153,759 61.1%1,093,029 -5.3% Does not include non-cash outlays for depreciation SURPLUS / (DEFICIT)399,688 150,241 242,716 BEGINNING RESERVE BALANCE 272,747 Plus: Surplus / (Deficit)242,716 SUBTOTAL ENDING RESERVE BALANCE **515,463 LESS: VEHICLE & EQUIPMENT RESERVE (128,806) TOTAL ENDING RESERVE BALANCE **386,657 Reserve Policy Calculation 29.0% * Year-end estimates are subject to further revision MAY 12, 2017 ** 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 Stormwater Administration % Complete Req'd Date Status Provide Guidance for the day-to-day work of the Stormwater Utility Team On Going On Going See monthly staff reports Develop a five year Stormwater utility business plan, which includes all headings of this work plan, but developed for the next five years. This will include the SW CIP as well as routine operations maintenance. On Going 10/1/2014 updated annually Prepare draft Fiscal Year work plan by December of preceding FY 0 12/1/2014 working draft document for FY2014/2015 Have the Town of Oro Valley join the Community Rating System program 80 6/1/2014 Community Assist Visit in final stages with ADWR Further Stormwater infrastructure inspection program to provide continuous updates and better reporting to the GIS inventory. To include all Town Stormwater infrastructure including but not limited to: Basins, outfalls, all drainage channels. 25 On Going Basin Inspections in Fall, Outfall Inspections in Spring, Drainage structures/channels in fall & spring and as warranted Notice of Audit received 31 Jan 2013. ADEQ and US EPA will be conducting an audit of the Town of Oro Valley's MS4 permit February 26 and 27, 2014. The audit will consist of office interviews, in-field reviews and verification of primary components of stormwater program. 100 Feb 26,2014 Review components of MS4. Compile required documentation and initiate SOP's in anticipation of Audit receipt. Stormwater Commission % Complete Req'd Date Status review Stormwater credit applications As Needed On Going See attached applications review the SWU revenue requirement and recommend rate adjustments as necessary.On Going 6/1/14 review quarterly Serve as appeal board for issues regarding Stormwater fees and violations As Needed On Going helps staff in developing short and long term CIP to mitigate high maintenance storm areas (hotspots) within the Town NA NA Review effectiveness of Town's Best Management Practices to meet the 6 minimum requirements for the Town's MS4 status and make suggestions for new BMPs. NA On Going Review/suggestions quarterly Review monthly performance indicators and measureable goals reports and makes suggestions for adjustments NA On Going See Monthly Measureable Goals Report WORK PLAN General Plan update is in initial stages. The SWUC will be a critical component of the GP update by review of the Existing General Plan and discussing relevant issues that may or may not have been addressed. Additionally, examine existing parameters of OV Stormwater and evaluate for future expectations of the utility to be integrated into the General Plan. NA On Going throughout GP update Phase Two tentatively begins the end of May and Committee work will begin the end of August. Continuing Study Sessions for SWU fee increase. Subsequent to parameter evaluations obtained from the Updated General Plan, explore trigger mechanisms for increased fees required by the utility to complete required responsibilities. NA On Going Stormwater Financials % Complete Req'd Date Status Monthly reports for the SWUC 100 5/9/2014 complete Continue to work with Pima County Regional Flood Control District to fund SW drainage improvement projects (Northern Ave, Naranja, Etc. See CIP project priority list) NA On Going Northern Ave Drainage Improvements tentatively scheduled for completion FY13/14 Continue to evaluate the Oro Valley Stormwater fee at $2.90/eru and the deliverables associated with the fee NA On Going quarterly review by SWUC Provide a 2014/2015 Work Plan by March 2014 to the Public Works Director for planning the Town' next Budget Year.complete Stormwater Improvement Program % Complete Req'd Date Status complete/revise the draft five-year Capital Improvement Project list NA On Going Move to a 15 year cip list Northern Ave. Drainage improvements 80 NA Revised plan to contain 100 year flow, potholing completed 5/7/2014. Finalize plans expected no later than week of 5/19/2014 complete in-house study for Naranja drainage improvements 100 NA Fritz completed model Prepare for future Naranja drainage improvements 90 NA Working with Engineering Department Improve Stormwater infrastructure throughout Town by completion of small works projects. 10 working on List of small works projects Stormwater Operations Program % Complete Req'd Date Status Provide project management of the Town's sweeping, vegetation control, and stormwater cleanup NA On Going Document sweeping program plan and include reasons for the program, priorities, equipment required, map of areas swept, and measuring success. NA On Going see Measureable goals report for tracking sweeping activities Annual Monsoon report 0 10/1/2014 Stormwater Maintenance Program (in-house)% Complete Req'd Date Status Repair of Stormwater infrastructure that is identified as needing repair NA On Going Stormwater Compliance Programs % Complete Req'd Date Status Update Stormwater Web Pages NA semi-annually Work with Pima Association of Governments (PAG) to develop a conjunctive work plan to help cover the Town's Stormwater public education and outreach needs. NA On Going Town rep attends PAG SW Management working group meetings Submit annual MS4 permit/report to AZPDES 0 10/1/2014 Working with PCRFCD Study for North Ranch Wash Basin complete reach - TDN Technical Data Notebook for FEMA 10 Collecting Data for Study Goal Measureable YTD Month Budgeted Continue to maximize usage of other non-Town funding sources to include grants, bonds and in kind support from government agencies, including PCRFCD, ADEQ, ADEM, EPA, FEMA, and community groups MIKE $450,000 Track the value of projects funded through outside sources for Stormwater Projects $0 Continue to improve the bill collection process to maintain the existing low bad debt ratio Track the dollar amount for delinquent SWU fee customers $2,000.00 Track the amount of bad debt written off $1,500 Calculate the percentage of "bad debt written off" to total delinquent bills Continue to eliminate "Storm Hot Spots" through in-house or contract studies and projects Track the number of "hotspots" mitigated 3 Track the number of current maintanence "hotspots" TBD Track the number of CIP "hotspots"TBD Continue to reduce "Storm Hot Spots" clean up cost Track the cost of Storm Clean up $50,000.00 Continue to reduce Stormwater infrastructure maintenance costs Track the cost of Stormwater Infrastructure maintenance costs $200,000.00 Continue to improve support and customer service to owners of private Stormwater management facilities throughout the Town Track the number of outreach events 4 STORMWATER UTILITY MEASUREABLE GOALS Track the number of answers provided to our customers from calls, outreach events, etc 100 Develop a Stormwater Good Housekeeping training program for appropriate staff Track the number of training sessions that are held for Oro Valley staff 4 STORMWATER UTILITY MEASUREABLE GOALS (continued) Goal Measureable YTD Month Budgeted Continue to sweep all arterial roadways monthly and all public collector and local roadways quarterlyto effectively meet BMP requirement of Polluction prevention/good housekeeping for municapal operations Track and report the number of square yards swept TBD Track and report costs associated with the sweeping efforts TBD Future goal to report measured amount of swept material TBD STORMWATER UTILITY PERFORMANCE MEASURES Goal Measureable YTD Month Budgeted Reduce/mitigate drainage problem areas Track and report the number of drainage problem areas that have been reduced/mitigated 2 Increase number of Outreach events held for Public Outreach Track and report the number of Outreach events held 4 Track and report the estimated number in attendence 5,000 Track and report the total number of customers staff discussed Stormwater issues with at outreach events 100 Workload Indicator Measureable YTD Month Budgeted Number of Stormwater Outfall Structures inspected Track and report the number of Stormwater Outfall Structures inspected 170 Report number of Town Outfall Structures in database 170 Report number of Private Outfall Structures in database NA Number of Stormwater Basin Structures inspected Track and report the number of Stormwater Basin Structures Inspected 80 Report number of Town Basins in database 80 Report number of private basins in database NA STORMWATER UTILITY WORKLOAD INDICATORS *FUTURE INDICATOR* Number of Stormwater Drainage Channel/easement inspected Track and report the number of stormwater drainage channel/easements inspected NA Report the number of town channels/easements NA Report the number of private drainage channels inspected in database NA Number of mosquito traps set for testing West Nile Virus Track and report the number of mosquito traps set. 88 Number of town-owned property pollutant sources reported, investigated and mitigated Track and report the number of town-owned property pollutant sources reported, investigated and mitigated 0 STORMWATER UTILITY STAFF REPORT Current workload Future workload/projects Operations Division Manager: Phil Trenary, EIT, CFM General Stormwater Administration Help secure future funding sources Coordinate & prioritize future stormwater projects and equipment purchases Stormwater Budget for FY14/15 complete(awaiting Council Approval) Stormwater Engineer/Utility Manager: Michael D Todnem, P.E. Stormwater staff Administration Stormwater fee administration New Annexation Questions Regular SWUC meeting Stormwater 15 year CIP list working with Pima County on drainage studies (Linda Vista, Northern @ Chapala area) SWUC Study Session Contracted with Psomas to complete Lomas De Oro LOMR (Prepare as-built surface geometry in Civil 3D, model as-built conditions in HEC-RAS, prepare documents, prepare formal work map, Technical Data Notebook for FEMA Submittal. Currently PSOMAS is gathering survey data for the report. $18,664 Expect return of MS4 Audit withn the next few weeks (end of May early June). Items expected to require response have been initiated with SOP's. working with Kimley-horn on Linda Vista drainage repairs. On-Hold until FY14/15 working with citizens on stormwater repair issues (Sun City, Highlands) GIS database update/project to coordinate SW infrastructure, work order system, and mapping issues to include basins, outfalls, and drainageways Coordinating Northern Drainage improvement project/working with Pima County & Utility Companies, Locates complete and will finalize drawings in the next week. Once complete will setup up neighborhood meeting Drainage Easement for Kerman residence check with Fritz/Rob construct business plan for SWU tracking all monthly data (costs, revenue, performance indicators, etc.) Update Hotspot map PCRFCD advisory board meetings continue with Delinquent bill collection Update of Town's commercial accounts Apr-14 STORMWATER UTILITY STAFF REPORT Current workload Future workload/projects Civil Engineer: Fritz Laos, CFM Coordinating Community Assist Visit with ADWR. Recieved feedback from ADWR and working on completing Elevation Certs and Other requirements Evaluate results of CAV to prepare for Final submittal of Community Rating System application Conducting drainage reviews Reviewing Town Stormwater Ordinance Conduct SWPPP reviews PCFCD is conducting a study on the North Ranch Wash basin in preparation for a LOMR submittal. This reach begins north of Stone Canyon and for purposes of this study will terminate at Shannon Rd. ArcView 9, AutoCAD 3D 2013, HEC-RAS interfacing training with small modeling projects CRS Coordinator duties Integration of floodplain inspection procedures (prepare SOP) between building inspections, Stormwater review, and permiting. (ADWR CRS Requirement Preparing GIS maps and impermeable area calculations for new and existing TOV businesses for billing purposes. This is the first time we have had a highly accurate calculation of impermeable areas along with a diagram/map showing the area used in the calculations. (See attached) Process Floodplain Status Requests primarily from residents and realtors Prepare 404 PJD permits for submittal to ACOE (Naranja Park 100%) Maintain, prepare, issue and sign off on Floodplain Use Permits Identify critical local floodplains, determine actions, i.e.: convert to FEMA SFHA, hazard mitigation grants. (Highlands Wash most critical) Assist and review LOMCs by residents and consultants Field residential drainage complaints Review/Revise Town Floodplain Ordinance. Sent to ADWR Prepare 404 PJD permits for submittal to ACOE (Naranja Road 100%) Sent to ACoE Current workload Future workload/projects STORMWATER UTILITY STAFF REPORT Civil Engineering Technician: Rob Wilson, CFM Outfall inspections/Basin inspections to begin Future Outreach Events (Farmer's market 2014) Future Community outreach mailouts misc. Stormwater quality issues Completed design for Verbinita Improvements to include extruded curb in phase 1 and Phase 2 to include valley gutter. PAG Stormwater working group/LID Liason Quantitative inspection development for basins, outfalls, drainage channels, etc. ROW Buffelgrass work Stormwater Credit Application follow up SWPPP inspections - Commercial construction Pool discharge concerns GIS Analyst: Abdo Abdelrasoul working on SW infrastructure database setup dynamic hotspot map (linked to work orders to display costs, man power, etc at each respective location) working with developing infrastructure dynamic maps commercial accounts database linked to map Office Specialist: Carmen Ryan Coordinating and documenting all SWUC meetings Help upgrade work order system as pertaining to Stormwater Stormwater Billing Tucson/Metro Water billing agreement project input/tracking of Stormwater work orders provides office assistance to Stormwater Staff Answers calls and relays to appropriate Stormwater Staff Tracks invoices and all billing Projected for FY13/14:$760,000 Monthly YTD % of Projected July $70,887.82 $70,887.82 9.33% August $55,923.00 $126,810.82 16.69% September $56,817.61 $183,628.43 24.16% October $77,565.19 $261,193.62 34.37% November $50,095.07 $311,288.69 40.96% December $59,482.97 $370,771.66 48.79% January $66,160.59 $436,932.25 57.49% February $64,935.27 $501,867.52 66.04% March $58,998.74 $560,866.26 73.80% April $75,168.51 $636,034.77 83.69% May $55,314.00 $691,348.77 90.97% June $60,286.00 $751,634.77 98.90% Currently due 31-60 days 61-90 days Active Accounts $6,680.05 $1,619.79 $0.00 ACTION Currently due 31-60 days 61-90 days Delinquent notice to be sent:$0.00 $1,619.79 $0.00 2nd notice to be sent:$0.00 $0.00 $0.00 Letter from legal to be sent:$0.00 $0.00 $0.00 Court Summons:$0.00 $0.00 $0.00 Post Summons Legal action:$0.00 $0.00 $0.00 Write off:$0.00 $0.00 $0.00 Total $5,060.26 $1,619.79 $0.00 JUNE STORMWATER UTILITY BILLING STATUS REPORT REVENUES DELINQUENT BILLING UPDATE Past Due Past Due 91 or more days $5,060.26 91 or more days $0.00 $5,060.26 $0.00 $0.00 $0.00 $0.00 $5,060.26 JUNE STORMWATER UTILITY BILLING STATUS REPORT REVENUES DELINQUENT BILLING UPDATE Past Due Past Due