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Home My WebLink AboutPackets - Stormwater Utillity Commission (163) AGENDA STORMWATER UTILITY COMMISSION REGULAR SESSION DECEMBER 16, 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 NOVEMBER 18, 2021 MEETING MINUTES 2.DISCUSSION REGARDING THE STORMWATER UTILITY REGULAR SESSION MEETING SCHEDULE FOR CALENDAR YEAR 2022 3.DISCUSS POSSIBLE MEETING SCHEDULE FOR STUDY SESSIONS TO DISCUSS CAPITAL IMPROVEMENT PROJECTS AND RATE ADJUSTMENT SCENARIOS FOR FUTURE FISCAL YEARS FUTURE AGENDA ITEMS ADJOURNMENT POSTED: 12/09/21 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:12/16/2021 Submitted By:Yarina Hynd, Public Works SUBJECT: REVIEW AND APPROVAL OF THE NOVEMBER 18, 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 November 18, 2021 meeting minutes. Attachments 11-18-21 Draft Minutes D R A F T MINUTES 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 Chair Cuffari called the meeting to order at 4:01 P.M. ROLL CALL Present: Joan Brown, Commissioner Gary Mattson, Commissioner Joseph Cuffari, Chair Absent: David Parker, Vice Chair William Thomas, Commissioner Staff Present:Paul Keesler, Director Public Works Aimee Ramsey, Assistant Director Public Works John Spiker, Stormwater Division Manager Attendees: Harry Greene, Town Council Liaison Commissioner Thomas asked to be excused. CALL TO AUDIENCE There were no speakers at this time. COUNCIL LIAISON COMMENTS (INFORMATIONAL ONLY) Councilmember Greene gave congratulations to Director of Public Works Paul Keesler and Stormwater Division Manager John Spiker for their super job of explaining the amendments to Town Code Chapter 17 (Floodplain and Erosion Hazard Management) Ordinance before Town Council and getting the Council on board to pass last night's resolution. DIRECTORS REPORT (INFORMATIONAL ONLY) 11/18/21 Minutes, Stormwater Utility Commission Regular Session 1 DIRECTORS REPORT (INFORMATIONAL ONLY) Mr. Spiker reported on the following: ADEQ issued a new small Phase 2 MS4 permit on October 1, 2021. The Town submitted a notice of intent and paid permit fees for the 2021-2022 permit year. Staff is working on amendments to the Stormwater Management plan, so that we may remain in compliance with the updated state permit. We hope to present the updates to the Commission sometime this spring, this is a 5 year permit, but changes to Stormwater Management Plan are due June of 2022. Before we finalize the Management Plan we will bring it to the Commission for review. The Town Council did approve the amendment to CH 17, Floodplain and Erosion Hazard Management, this allows the Town to remain compliant with a state model floodplain ordinance which allows us to be eligible for the National Flood Insurance program. New Stormwater Commissioner will be approved at TC meeting in December 2021 and should join the Commission in January 2022. New billing software pushed back to spring of 2022. REGULAR SESSION AGENDA 1.REVIEW AND APPROVAL OF THE SEPTEMBER 16, 2021 MEETING MINUTES Motion by Commissioner Gary Mattson, seconded by Commissioner Joan Brown to approve the September 16, 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.RECOGNITION OF OUTGOING STORMWATER UTILITY COMMISSIONER JOAN BROWN The Stormwater Commission and Staff made farewells to Commissoner Brown and wished her well. 4.DISCUSSION AND POSSIBLE ACTION REGARDING THE ANNUAL STORMWATER UTILITY RATE ANALYSIS RECOMMENDATION TO MAYOR AND COUNCIL FOR FY 2023 Assistant Public Works Director Aimee Ramsey presented on the annual Stormwater Utility Rate Analysis recommendation to Mayor and Council for the FY 2022-2023. Ms. Ramsey stated that we are within budget compliance for this year. Should the Commission want to do a deep dive into the rate review to determine if the rate should be changed to accommodate CIP projects it would take approximately 18 months, with a good idea being to start January 2022 for the FY 2023-2024. Motion by Chair Joseph Cuffari, seconded by Commissioner Joan Brown to approve a recommendation to Mayor and Council to support a status quo base rate for the Stormwater Utility for the upcoming fiscal year 2022-2023. Vote: 3 - 0 Carried 5.DISCUSS POSSIBLE MEETING SCHEDULE FOR STUDY SESSIONS TO DISCUSS CAPITAL IMPROVEMENT PROJECTS AND RATE ADJUSTMENT SCENARIOS FOR FUTURE FISCAL YEARS 11/18/21 Minutes, Stormwater Utility Commission Regular Session 2 Mr. Spiker reported that study sessions are an opportunity for Commissioners to better understand what our current financial situations are and what our needs might be out into the future. Mr. Spiker offered up to the Commissioners to discuss consideration of a time frame of study sessions that could take place in 2022 and by this time next year be confident to make a recommendation to council. Mr. Keesler suggested that Staff bring to the Commission an outline of steps to give you something manageable to accept, change or modify. Discussion ensued among the Commissioners and staff. Clarification of the dates to put a recommendation before Council were discussed, that a recommendation by the Commission should be determined by November/December 2022 in order to follow the timeline of the adoption of the FY 23/24 Town Council budget. Understanding that the Town Managers recommended budget will probably be brought to Council in April 2023. Due to a mandate of public notice Stormwater would need to start with Notice of Intent for a rate increase published 60 days prior to that in February 2023. 6.REVIEW AND DISCUSSION OF THE OCTOBER 29, 2021 STORMWATER UTILITY COMMISSION FIELD TRIP Discussion ensued among the Commission and Staff. It was agreed that following one particular wash through the city helped to understand the impact the wash had on different parts of the city. Mr. Spiker stated that a benefit was to be able to showcase our partnerships with Town of Marana and Pima County, who have helped us out tremendously. 7.DISCUSSION AND POSSIBLE ACTION REGARDING THE STORMWATER UTILITY REGULAR SESSION MEETING SCHEDULE FOR CALENDAR YEAR 2022 Discussion ensued among the Commission and Staff. Commissioner Brown asked whether the Field Trip would be held in the Spring. Staff recommends keeping the Field Trip in October, one reason being that it is post monsoon. Chair Cuffari asked about the possibility of moving the meeting start time to 3:30 p.m. from 4:00 p.m. Mr. Keesler stated that staff would need to check with the both the Town Clerk and the Town Manager to understand if there are any legal ramifications for a change like that, as it is not just for this body but for the public as well. Motion by Chair Joseph Cuffari, seconded by Commissioner Gary Mattson to continue this item at the next Stormwater Utility Commission meeting, no action to be taken today. Vote: 3 - 0 Carried 8.DISCUSSION AND POSSIBLE ACTION REGARDING THE CANCELLATION OF THE DECEMBER 16, 2021 SWUC REGULAR SESSION MEETING Motion by Chair Joseph Cuffari, seconded by Commissioner Gary Mattson to deny cancellation of the December 16, 2021 SWUC meeting. Vote: 3 - 0 Carried FUTURE AGENDA ITEMS Potential study sessions timeline to discuss the idea of a rate increase Revisit scheduling of Stormwater Utility Commission meetings in 2022 11/18/21 Minutes, Stormwater Utility Commission Regular Session 3 ADJOURNMENT Motion by Commissioner Joan Brown, seconded by Commissioner Gary Mattson to adjourn the meeting. Vote: 3 - 0 Carried 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 November, 2021. I further certify that the meeting was duly called and held and that a quorum was present. ___________________________ Yarina Hynd Office Specialist 11/18/21 Minutes, Stormwater Utility Commission Regular Session 4 Stormwater Utility Commission 2. Meeting Date:12/16/2021 Requested by: John Spiker, Public Works Submitted By:John Spiker, Public Works SUBJECT: DISCUSSION REGARDING THE STORMWATER UTILITY REGULAR SESSION MEETING SCHEDULE FOR CALENDAR YEAR 2022 RECOMMENDATION: This report is for informational purposes only. No action is required to be taken. 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: This report is for information only. Attachments 2022 SWUC Meeting Schedule ORO VALLEY STORMWATER UTILITY COMMISSION REGULAR MEETING SCHEDULE 2022 SWUC MEETING DATES (3RD THURSDAY) at 4:00 p.m. January 20, 2022 February 17, 2022 March 17, 2022 April 21, 2022 May 19, 2022 June 16, 2022 July 21, 2022 August 18, 2022 (Town Council Summer Break) September 15, 2022 October 20, 2022 (SWUC Field Trip and State of the Town Address held in October) November 17, 2022 December 15, 2022 (Town Council Holiday Break) Stormwater Utility Commission 3. Meeting Date:12/16/2021 Requested by: John Spiker, Public Works Submitted By:John Spiker, Public Works SUBJECT: DISCUSS POSSIBLE MEETING SCHEDULE FOR STUDY SESSIONS TO DISCUSS CAPITAL IMPROVEMENT PROJECTS AND RATE ADJUSTMENT SCENARIOS FOR FUTURE FISCAL YEARS RECOMMENDATION: This report is for informational purposes only. No action is required to be taken. 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: This report is for information only. Attachments Timeline Rate Analysis Town of Oro Valley Stormwater Utility Potential Fee Adjustment Schedule FY 21/22 November 18, 2021 SWUC Regular Meeting 22/23 Rate Review January 20, 2022 SWUC Regular Meeting January 2022 SWUC Study Session Meeting Potential Discussion of the Municipal Separate Stormwater Sewer Systems program, audit and response. Introduction and review of budgets for new Commissioners February 17, 2022 SWUC Regular Meeting February 2022 SWUC Study Session Meeting Potential past and current fee structure and presentation of peer stormwater and environmental utility rates throughout Arizona March 17, 2022 SWUC Regular Meeting March 2022 SWUC Study Session Meeting Potential development and discussion on 1st rate options April 21, 2022 SWUC Regular Meeting April 2022 SWUC Study Session Meeting Potential continued development of rate options and project listing May 19, 2022 SWUC Regular Meeting May 2022 SWUC Study Session Meeting Potential evaluation and review of Equivalent Residential Units (ERU) and Analysis June 16, 2021 SWUC Regular Meeting June 2022 SWUC Study Session Meeting Potential review of calculated ERU value and explain the methodology of calculation. FY 22/23 July 21, 2022 SWUC Regular Meeting July 2022 SWUC Study Session Meeting Potential modification of rate options and 5-year analysis of scenarios proposed August 18, 2022 SWUC Regular Meeting Town Council Summer Break August 2022 SWUC Study Session Meeting Potential review of Financial Scenarios September 15, 2022 SWUC Regular Meeting September 2022 SWUC Study Session Meeting Potential review of Financial Scenarios October 20, 2022 SWUC Field Trip October 2022 SWUC Study Session Meeting Potential review of Financial Scenarios November 17, 2022 SWUC Regular Meeting November 2022 SWUC Study Session Meeting Potential approval of final Financial Scenario and distribution of DRAFT Stormwater Management Rate Analysis December 15, 2022 SWUC Regular Meeting Town Council Holiday Break December 2022 Potential submittal of Town Council Report on Final Rate Report January 17, 2023 Potential submittal to Clerk's Office and Agenda Committee Resolution Documents for notice of intent to adjust rate January 19, 2023 SWUC Regular Meeting February 1, 2023 Town Council Regular Meeting Potential Publish Notice of Intent to Adjust Rate February 14, 2023 Potential submittal to Clerk's Office and Agenda Committee Resolution and Ordinance Documents for Rate Adjustment February 16, 2023 SWUC Regular Meeting March 1, 2023 Town Council Regular Meeting Potential presentation and authorization to advertise for a Public Hearing to Adjust Rate March 16, 2023 SWUC Regular Meeting April 5, 2023 Town Council Regular Meeting Potential Advertise Public Hearing April 20, 2023 SWUC Regular Meeting May 3, 2023 Town Council Regular Meeting Potential Public Hearing on Proposed Rate Adjustment May 18, 2023 SWUC Regular Meeting June 15, 2023 SWUC Regular Meeting July 1, 2023 Potential New Rates become effective and are billed F:\2 DIV STORMWATER\1 Stormwater Utility Commission\2021 SWUC Agendas, Minutes, Members\2021 Agendas and Attachments\12 Dec 2021 Agenda\Attachments\4242_Timeframes_for_SWU_Rate_Adjustment_UPDATED