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Minutes Wk Shp - 06/08/2009COUNCIL WORKSHOP MINUTES JUNE 8, 2009 TAPE R F. A T)TNCT 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JUNE 8, 2009. CONVENED. The workshop convened at 6:00 p.m. with Council President McCallum presiding. 0010 ROLL CALL. Mayor Figley Present (5:39 pm) Councilor Berkey Absent Councilor Cox Present Councilor Lonergan Present Councilor McCallum Present Councilor Nichols Present Councilor Sifuentez Present Staff Present: City Administrator Russell, Asst. City Attorney Stuart, Asstistant City Administrator Stevens, Public Works Director Brown, Community Development Director Hendryx, Finance Director Gillespie, Randy Scott, Curtis Stultz, Julie Moore, Mike Ferguson, Robert Knorr, City Recorder Tennant 0150 WASTEWATER TREATMENT PLANT FACILITIES PLAN. Public Works Director Brown stated that the goals of the Wastewater Treatment Facilities Plan are to communicate the findings of the planning effort and will be presented in three volumes: Volume 1 addresses the plan and the natural treatment system; Volume 2 addresses the collection system and the needs; and Volume 3 addresses the financial plan to execute the capital improvement. Staff would like additional direction from Council in how to proceed with the financial planning and obtaining public outreach associated with the project. Public Works Director Brown introduced the planning team which consisted of CH2M Hill representatives, City staff, and Citizen Advisory Committee of which include John Reinhardt and Willis Grafe. Public Works Director Brown gave an overview of the projects background. He explained that in 1995, the Facilities Plan was initiated and capital improvements were completed. There were a number of requirements that the City needed to comply with including permitting requirements and mutual agreements with DEQ. The 1995 Wastewater Facilities Plan developed atwo-phase approach to how Woodburn would address its treatment plant. Phase II of the project required planning to accommodate the new regulatory requirements. Public Works Director Brown explained that the 1995 new wastewater rates were adopted and intended to be in place for a five year period. However, there were no changes in the rate structure from 1995 to 2007. In 2007 new wastewater rates were adopted that were intended to address an immediate capital Page 1-Council Meeting Workshop Minutes, June S, 2008 COUNCIL WORKSHOP MINUTES JUNE 8, 2009 TAPE RF.an~r improvement needs and were considered to be an interim rate increase. In 1995, the SDC's were also adopted and no subsequent adjustments have been in place. 502 The Plan update addresses an adjust to the TMDL (Total Maximum Daily Loads) that could be put into the Pudding River as part of the MolallalPudding sub-basin, and because Woodburn is one of the primary point source dischargers in the Pudding River, the City is the first required to improve TMDL. 598 Public Works Director Brown explained that the plan update also address growth, new system information, available and needed funding, and public education and outreach. As of now, public involvement included an open house on November 13, 2008 and a future open house will be scheduled. 658 Existing conditions involve Volume 1: Wastewater Treatment "Loads and Flows", Volume 2: Collection and Transmission, and Volume 3: Rate Study. He explained that the Loads and Flows concept is used to anticipate future loads and is more accurate than population based methods. The Collections and Transmission portion of the plan was neglected in the past and includes infiltration of ground and storm water into the wastewater system and lift stations. The plan update identifies both treatment plant needs and commercial allocated versus actual flows and loads. 959 Capital improvements needed through 2030 total $94 million and are broken into phases: project delivery based upon system need, regulatory requirements dictated initial capital outlay, and growth dictates improvements after 2020. Public Works Director Brown presented a Facility Plan Costs by Component graph which indicated that growth is responsible for approximately $60 million of the total expected cost. 1069 The treatment plant will be upgraded to a type I facility which requires higher level of redundancy in its processes. The City has been progressive in its use of the poplar tree system and the Natural Treatment System Plan will continue to promote the concept of land application of wastewater and include wetlands treatment of discharge to meet TMDL requirements. 1238 Collection and transmission of wastewater is also included in the plan and consists of eighty-seven miles of pipe and eight pump stations. A study is needed to guide system improvements for the future growth and address wet weather flow management, system repair, rehabilitation and replacement. Public Works Director Brown detailed the costs involved and what resources will be used to pay for upgrades. 1437 Noted that it costs $390 million to replace eighty-seven miles of wastewater collection and transmission lines. Public Works Director Brown explained that current rates do not meet system requirements and rate structure has led to backlog of deferred maintenance. 1648 The financial impacts identified include limitations on future funding eligibility and pass through costs. 1870 Public Works Director Brown presented a Financial Impact graph that showed the expenditures on an annual basis over then next twenty years and compared current rate revenues to alternative rate revenues. He briefly reviewed other options available in Page 2 -Council Meeting Workshop Minutes, June 8, 2008 COUNCIL WORKSHOP MINUTES JUNE 8, 2009 TAPE READING making rate adjustments over the years and feels that it is important to set up a multi-year financial plan to determine system-wide rate increases. 2170 Mayor in attendance at 5:39 p.m. 2175 Councilor Cox asked if the plant capacity needs to be 300% of the actual discharge because of the infiltration that occurs and if the City could reduce the design requirement for the capacity of the plant by implementing an aggressive program to upgrade the City's collection system. Public Works Director Brown explained that some of the improvements outlined for the plant have been included in the plan and the plant was originally designed to handle a large amount of infiltration. Less and less of the capacity of the plant will be consumed by infiltration and it will be more tailored towards growth and the increase of the waste stream. The City needs to show DEQ that they are actively working to reduce infiltration and exploring options for reducing infiltration. Randy Scott explained that the plan includes on-going replacement of transmission lines that are seventy years or older. 2653 Public Works Director Brown stated that one of the proposals in the financial plan that the City is considering is increasing SDC's significantly. It may seem like the increase is drastic but only because SDC's have not indexed with the cost of living over the years. There was discussion amongst the Councilors and staff in regards to population growth and SDC's. Councilor Lonergan asked if the poplar trees saved the City money. Public Works Director Brown stated that the poplar trees have saved the City some money in the design of the treatment plant. The market and technology associated with the poplar trees is not a large benefit. The real benefit comes from applying the discharge and receiving a carbon credit. He stated that the Citizen's Advisory Committee felt that the plantation demonstrated a community value and commitment. Councilor Lonergan asked about charges to food processors. 3297 Public Works Director Brown explained that food processors are allowed very large allocated amounts, although they are operating far below capacity. The City needs to decide whether it will allow for the same allocations or renegotiate. 3465 Councilor Lonergan asked about the economic impact to the food processors. Public Works Director Brown stated that they have not had formal discussions with the food processors but there was a representative in attendance at some of the Citizen Advisory Committee meetings. Staff will do whatever they can to reduce total estimated costs and numbers shown in his presentation are maximum costs based on commercial bonding but other federal and state financial sources could reduce the estimated cost. 3750 Councilor McCallum questioned the population estimate of 42,000. Public Works Director Brown explained that the population estimate came from Winterbrook Community Resource Planning study that ties into the City's and Marion County's Comprehensive Plans. The twenty year plan uses a 2.8% growth rate per year Page 3 -Council Meeting Workshop Minutes, June 8, 2008 COUNCIL WORKSHOP MINUTES JUNE 8, 2009 TAPE READING through 2020 and a 1.9% growth rate until 2030. He explained that the plan contains solid information on improvements to be made over the next ten years and Woodburn is a point source and is targeted by DEQ to comply with standards. When upgrades to the plant are in place, the potential reuse of the water will be very great and it can be used on parks and golf courses. There was discussion amongst the Councilors and staff in regards to the discharge in the Pudding River. 4435 Public Works Director Brown stated that he would like Council's approval to complete the plan and formalize the Citizen's Advisory Committee's advisement to Council. He would also like Council to authorize an open house to allow for communication with the public. He stated that he felt obligated to brief Council on the plan before the open house since questions would most likely be directed towards them. There was discussion amongst the Councilors and staff in regards to the presentation of the plan. 4820 Public Works Director Brown stated that he feels that the City needs to be in a position to move forward with the plan by the end of summer. 5000 There was consensus amongst the Council to allow Public Works Director Brown to move forward with open house, etc. 5225 Mayor Figley closed the workshop at 6:18 p.n APPRO y~ ~- ATTEST ~ ` l Mary Te ant, City Recorder City of Woodburn, Oregon Page 4 -Council Meeting Workshop Minutes, May 12, 2008