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HomeMy WebLinkAboutPackets - Stormwater Utillity Commission (162)       AGENDA STORMWATER UTILITY COMMISSION REGULAR SESSION NOVEMBER 18, 2021 HOPI CONFERENCE ROOM 11000 N. LA CAÑADA DRIVE        REGULAR 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)   REGULAR SESSION AGENDA   1.REVIEW AND APPROVAL OF THE SEPTEMBER 16, 2021 MEETING MINUTES   2.DISCUSSION OF MEETINGS AND EVENTS   3.RECOGNITION OF OUTGOING STORMWATER UTILITY COMMISSIONER JOAN BROWN   4.DISCUSSION AND POSSIBLE ACTION REGARDING THE ANNUAL STORMWATER UTILITY RATE ANALYSIS RECOMMENDATION TO MAYOR AND COUNCIL FOR FY 2023   5.DISCUSS POSSIBLE MEETING SCHEDULE FOR STUDY SESSIONS TO DISCUSS CAPITAL IMPROVEMENT PROJECTS AND RATE ADJUSTMENT SCENARIOS FOR FUTURE FISCAL YEARS   6.REVIEW AND DISCUSSION OF THE OCTOBER 29, 2021 STORMWATER UTILITY COMMISSION FIELD TRIP   7.DISCUSSION AND POSSIBLE ACTION REGARDING THE STORMWATER UTILITY REGULAR SESSION MEETING SCHEDULE FOR CALENDAR YEAR 2022   8.DISCUSSION AND POSSIBLE ACTION REGARDING THE CANCELLATION OF THE DECEMBER 16, 8.DISCUSSION AND POSSIBLE ACTION REGARDING THE CANCELLATION OF THE DECEMBER 16, 2021 SWUC REGULAR SESSION MEETING   FUTURE AGENDA ITEMS   ADJOURNMENT   POSTED: 11/10/21 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 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. In accordance with the Pima County Health Department’s most recent health advisory, the Town respectfully asks all in-person meeting attendees, regardless of vaccination status, to please wear a mask while indoors. COVID-19 remains a fluid situation, and the Town will adjust its safety guidelines in accordance with any future health advisories from the Health Department. 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 Commission 1. Meeting Date:11/18/2021   Submitted By:Yarina Hynd, Public Works SUBJECT: REVIEW AND APPROVAL OF THE SEPTEMBER 16, 2021 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 September 16, 2021 meeting minutes. Attachments 09-16-21 Draft Minutes  D R A F T MINUTES STORMWATER UTILITY COMMISSION REGULAR SESSION SEPTEMBER 16, 2021 HOPI CONFERENCE ROOM 11000 N. LA CAÑADA DRIVE            REGULAR SESSION AT OR AFTER 4:00 PM   CALL TO ORDER Vice Chair Parker called the meeting to order at 4:02 P.M.   ROLL CALL Present: Gary Mattson, Commissioner David Parker, Vice Chair William Thomas, Commissioner Absent: Joan Brown, Commissioner Joseph Cuffari, Chair Staff Present:Aimee Ramsey, Assistant Director Public Works John Spiker, Stormwater Division Manager Michael Dyckman, Senior Budget Analyst Attendees: Harry Greene, Town Council Liaison  Commissioner Brown and Chair Cuffari asked to be excused.   CALL TO AUDIENCE There were no speakers at this time.   COUNCIL LIAISON COMMENTS (INFORMATIONAL ONLY) Councilmember Greene had no comments at this time.   DIRECTORS REPORT (INFORMATIONAL ONLY) Stormwater Division Manager John Spiker reported on the following: Well wishes to Chair Cuffari and his wife who welcomed their newborn daughter Carolina. Stormwater Utility submitted ADEQ MS4 Annual Report. MS4 Permit is expiring at the end of month. The state has a draft proposal permit going live October 1st. A significant change will be enhanced stormwater outfall monitoring with a laboratory analysis. This will trigger a change to the Oro Valley Stormwater Management Plan to reflect the new monitoring plan. We will be presenting the new changes and how they will be addressed to the Commission. New rule change on waters of US designation. The Town does not anticipate too much change. 9/16/21 Minutes, Stormwater Utility Commission Regular Session 1 New rule change on waters of US designation. The Town does not anticipate too much change. New billing software and customer portal are coming to Oro Valley Water and the Stormwater Utility in early 2022.   REGULAR SESSION AGENDA   1.REVIEW AND APPROVAL OF THE AUGUST 19, 2021 MEETING MINUTES       Motion by Commissioner Gary Mattson, seconded by Commissioner William Thomas to approve the August 19, 2021 regular session minutes as written.  Vote: 3 - 0 Carried   2.DISCUSSION OF MEETINGS AND EVENTS       Mr. Spiker reported on recent and upcoming meetings and events.   3.DISCUSSION OF THE 2021 MONSOON UPDATE       Mr. Spiker provided an update on the 2021 monsoon season which was one of the wettest monsoon seasons on record. Some of the hardest hit private infrastructure was on the east side of town right off the Santa Catalina mountains, subdivisions in Rancho Catalina and Sunnyslope, south of Hardy Road and east of Oracle Road. Tributaries carrying large amounts of sediment were seen. Mr. Spiker shared photos that demonstrated the impacts of the monsoon rains.   4.DISCUSSION OF ANNUAL STORMWATER UTILITY RATE AND FIVE-YEAR FORECAST FOR FY 2023 RATE RECOMMENDATION       Public Works Assistant Director Aimee Ramsey began by introducing Senior Budget Analyst Michael Dyckman to the Commission. Ms. Ramsey went on to state that this rate review process is required annually and proceeded with the presentation of the Stormwater Utility Five-Year Forecast. Discussion ensued among the Commissioners and staff.   5.DISCUSSION OF THE FALL 2021 STORMWATER UTILITY COMMISSION FIELD TRIP       Mr. Spiker stated that Friday, October 29, 2021 will be the date for the Field Trip. This Field Trip will tell the story of Sierra Wash and how it navigates through the town and touches different pieces of infrastructure, or has needs that have yet to be delivered.   6.DISCUSSION AND POSSIBLE ACTION REGARDING THE CANCELLATION OF THE OCTOBER 21, 2021 SWUC REGULAR SESSION MEETING       Discussion ensued among the Commissioners and staff.    Motion by Commissioner William Thomas, seconded by Commissioner Gary Mattson to approve cancellation of the October 21, 2021 regular session meeting.  Vote: 3 - 0 Carried   9/16/21 Minutes, Stormwater Utility Commission Regular Session 2   FUTURE AGENDA ITEMS Vice Chair Parker requested a presentation of the new Billing Software Commissioner Thomas asked for an update regarding vector control due to monsoons Next FY rate recommendation Possible series of study sessions to analyze/discuss funding for future anticipated long term CIP projects   ADJOURNMENT    Motion by Commissioner Gary Mattson, seconded by Commissioner William Thomas to adjourn the meeting.  Vote: 3 - 0 Carried    Vice Chair Parker adjourned the meeting at 5:10 P.M.     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 16th day of September, 2021. I further certify that the meeting was duly called and held and that a quorum was present. ___________________________ Yarina Hynd Office Specialist 9/16/21 Minutes, Stormwater Utility Commission Regular Session 3    Stormwater Utility Commission 2. Meeting Date:11/18/2021   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. September 16, 2021 - Stormwater Utility Commission Regular Session Meeting October 1, 2021 - Arizona Department of Environmental Quality New Small Phase 2 Municipal Separate Storm Sewer System Permit October 13, 2021 - Pima Association of Governments Stormwater Pollution Prevention - Low Impact Development Working Group Meeting October 20, 2021 - Pima County Flood Control District Advisory Committee Meeting October 28, 2021 - Oro Valley State of the Town Address October 29, 2021 - Stormwater Utility Commission Field Trip November 8, 2021 - Pima Association of Governments Stormwater Pollution Prevention - Low Impact Development Working Group Meeting November 17, 2021 - Pima County Flood Control District Advisory Committee Meeting November 18, 2021 - Stormwater Utility Commission Regular Session Meeting BACKGROUND OR DETAILED INFORMATION: For informational purposes only. FISCAL IMPACT: N/A SUGGESTED MOTION: N/A    Stormwater Utility Commission 3. Meeting Date:11/18/2021   Requested by: John Spiker, Public Works Submitted By:John Spiker, Public Works SUBJECT: RECOGNITION OF OUTGOING STORMWATER UTILITY COMMISSIONER JOAN BROWN RECOMMENDATION: N/A EXECUTIVE SUMMARY: Joan and her husband have been residents of Oro Valley for 6 years now, relocating from Florida where she co-founded South State Associates a Florida-based consulting firm, responsible for bids and contracts, project management, regulatory affairs and business analytics. Joan has a Bachelors of Arts in Architectural Studies from Florida Atlantic University and a Masters of Science in Regional Planning from the University of Texas which she put to use working for the Texas Natural Resources Conservation Commission and the City of Austin Electric Utility. More recently, Joan served as founder and Development Director of Agile Management Group, an Arizona-based consulting firm. Capacities include biomedical and pharmaceutical 510(k) regulatory submissions, pre-market approvals, and applications for Investigational Device Exemptions. Beyond her tremendous professional career, Joan finds the time to serve as a volunteer, as evident in her past four years serving on the Stormwater Utility Commission and former roles in the City of Oviedo Planning, Zoning, and Appeals Board, the Seminole County Natural Lands Advisory Committee, Orlando Chamber of Commerce Regional Planning Initiative: Vision 2020, and the American Planning Association.  Joan has recently taken up a new job in the Phoenix area, so as she prepares for her next phase of her career, please join me in giving our thanks and well wishes for a bright future.  BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: N/A    Stormwater Utility Commission 4. Meeting Date:11/18/2021   Requested by: Aimee Ramsey, Public Works Submitted By:John Spiker, Public Works SUBJECT: DISCUSSION AND POSSIBLE ACTION REGARDING THE ANNUAL STORMWATER UTILITY RATE ANALYSIS RECOMMENDATION TO MAYOR AND COUNCIL FOR FY 2023  RECOMMENDATION: Staff recommends approval of a no rate adjustment scenario for FY 2023. EXECUTIVE SUMMARY: Town Code 15-24-13 Section H says the Stormwater Utility Commission shall annually review the stormwater Utility revenue requirements and recommend to the Town Council rate adjustments as necessary. Staff reviewed ongoing Stormwater Utility revenue and expenditures and have determined that the current rate of $4.50/ERU will be sufficient for FY 22/23 to cover the costs of stormwater management and to provide for the operation, maintenance, and capital improvements of the stormwater system in the Town. Staff is recommending that the current Stormwater Utility Fee of $4.50 remain unchanged. During the September meeting the Stormwater Utility Commission (SWUC) was presented with Capital Improvement Projects that were not funded under the current rate.  It was proposed that rate adjustment scenarios be presented to the SWUC to address the need to fund these project sooner rather than later.  It is staff's recommendation that a series of study sessions be created to discuss various scenarios and actively work through the options with staff utilizing budget worksheets.  This approach will allow the discussion to revolve around the SWUC concerns without staff assuming priorities.  BACKGROUND OR DETAILED INFORMATION: Annual rate and financial discussion review September 2020 - No rate adjustment recommended FY 2022 Annual rate and financial discussion review October 2019 - No rate adjustment recommended FY 2021 Annual rate and financial discussion review September 2018 - No rate adjustment recommended FY 2020 Annual rate and financial discussion review September 2017 - No rate adjustment recommended FY 2019 Annual rate and financial discussion review August 2016 - No rate adjustment recommended FY 2018 New rate adoption by Mayor and Council May 4, 2016 - FY 2017 Initial rate review report on October 16, 2015 - “Stormwater Utility Rate Analysis” prepared by Assistant Director Aimee Ramsey Rate review, data analysis and scenario evaluation by the Stormwater Utility Commission January 2014 – October 2015 FISCAL IMPACT: There is no fiscal impact associated with adopting a no rate increase scenario for the Stormwater Utility. The current rate provides the necessary revenue and resources to meet the code mandates placed on the Town by both the federal (EPA) and state (ADEQ) jurisdictional authorities. The current rate is budgeted in this current fiscal year and assumed as the base rate in future fiscal scenarios as represented on the 5-year forecast attached.   SUGGESTED MOTION: I MOVE to (approve or deny) a recommendation to Mayor and Council to support a status quo base rate for the I MOVE to (approve or deny) a recommendation to Mayor and Council to support a status quo base rate for the Stormwater Utility for the upcoming fiscal year 2022-2023.      Stormwater Utility Commission 5. Meeting Date:11/18/2021   Submitted By:Yarina Hynd, Public Works SUBJECT: DISCUSS POSSIBLE MEETING SCHEDULE FOR STUDY SESSIONS TO DISCUSS CAPITAL IMPROVEMENT PROJECTS AND RATE ADJUSTMENT SCENARIOS FOR FUTURE FISCAL YEARS RECOMMENDATION: N/A EXECUTIVE SUMMARY: A series of study sessions are needed to discuss various scenarios and actively work through the options with staff utilizing budget worksheets.  This approach will allow the discussion to revolve around the SWUC concerns without staff assuming priorities. BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: N/A    Stormwater Utility Commission 6. Meeting Date:11/18/2021   Submitted By:Yarina Hynd, Public Works SUBJECT: REVIEW AND DISCUSSION OF THE OCTOBER 29, 2021 STORMWATER UTILITY COMMISSION FIELD TRIP RECOMMENDATION: N/A EXECUTIVE SUMMARY: This year’s Stormwater Utility Commission Field Trip was held on October 29, 2021. The goal of the field trip was to visit places in Oro Valley that give the Commissioners a better understanding of the broad range of activities typically performed by the Stormwater Utility. Stormwater Utility staff were joined by three Commissioners and the Stormwater Utility Commission Council Liaison on the field trip.  This year’s trip took the Commissioners to seven locations throughout Town. Mainly focused on the Sierra and La Cholla Washes along the west side of Town, projects along La Cholla Boulevard, Lambert Lane, and Tangerine Road were highlighted. Activities and projects related to the following were showcased on the field trip: •Public Drainage Infrastructure Inspection (MS4), Maintenance & Repair •Private Drainage Infrastructure Inspection, Maintenance & Repair •SWPPP Inspections (current construction projects) •SWPPP Inspections (verification of post-construction control measures) •Illicit Discharge Detection and Elimination (IDDE): Enforcement Action •Drainage Complaints: Evaluation and Response •Capital Improvement Projects: Selection, Design and Construction Oversight •Coordination with Pima Co. Regional Flood Control District: LOMR’s, Studies, and Watercourse Maintenance •Verification of Municipal Operation’s Good-Housekeeping Practices   BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: N/A    Stormwater Utility Commission 7. Meeting Date:11/18/2021   Submitted By:Yarina Hynd, Public Works SUBJECT: DISCUSSION AND POSSIBLE ACTION REGARDING THE STORMWATER UTILITY REGULAR SESSION MEETING SCHEDULE FOR CALENDAR YEAR 2022  RECOMMENDATION: N/A EXECUTIVE SUMMARY: The Town of Oro Valley Stormwater Utility Commission holds their Regular Session Meetings on the 3rd Thursday of the month at 4:00 p.m. The attached document lists the anticipated meeting dates for regular meetings of the Stormwater Utility Commission for 2022. BACKGROUND OR DETAILED INFORMATION: Town Code Section 15-24-6 establishes a Town of Oro Valley Stormwater Utility Commission comprised of five (5) Oro Valley residents, and the Mayor and Council shall appoint the members. Commissioners serve two-year terms, with possible reappointment for a second term.   Regular Session Meetings are scheduled on the 3rd Thursday of the month at 4:00 p.m.   Topics discussed during Regular Session Meetings are mostly informational related to ongoing SW projects and administrative reports.  One exception to this is the requirement in Town Code 15-24-13 Section H that the Stormwater Utility Commission (SWUC) annually review the Stormwater Utility revenue requirements and recommend to the Town Council rate adjustments as necessary.    FISCAL IMPACT: N/A SUGGESTED MOTION: I MOVE to approve (deny) changes to the 2022 regular Stormwater Utility Commission meeting schedule. Attachments SWUC Schedule 2022  ORO VALLEY STORMWATER UTILITY COMMISSION REGULAR MEETING SCHEDULE 2022 SWUC MEETING DATES (3RD THURSDAY) January 20, 2022 February 17, 2022 March 17, 2022 April 21, 2022 May 19, 2022 June 16, 2022 July 21, 2022 August 18, 2022 September 15, 2022 October 20, 2022 November 17, 2022 December 15, 2022    Stormwater Utility Commission 8. Meeting Date:11/18/2021   Submitted By:Yarina Hynd, Public Works SUBJECT: DISCUSSION AND POSSIBLE ACTION REGARDING THE CANCELLATION OF THE DECEMBER 16, 2021 SWUC REGULAR SESSION MEETING RECOMMENDATION: N/A EXECUTIVE SUMMARY: N/A BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: I MOVE to approve (or deny) cancellation of the December 16, 2021 SWUC Regular Session Meeting.