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Home My WebLink About2011.11.09 AWAC Minutes CITY OF K�� N—� �~��m �m�^r-��~� m�� ASMLANDVVATER ADVISORY COMMITTEE MINUTES NOVEMBER 9,2011 CALL TO ORDER Mike Fought called the meeting to order sd4:U7 p.m. in the 8iskiyou Room, 51 Winbum VVn«. Committee Members Present Csnmllo Consultants: (via teleconference) PotAoNin Rachel Lanigan Lesley Adams OavidKnaaka A|exAmamtico Darrell 8o|dt Staff Present: Donna Mickley Mike Fought. Public Works Director Don Morris Mike Morrison, Public Works Superintendent Amy Patton Robbin Pearce, Conservation OonnaRhee Pieter 8meenk` Public Works Associate Engineer Councilor Carol Voisin Lee Tuneberg.Administrative Services Director John Williams Jodi Vizzini` Public Works Office Assistant Steve Walker, Water Quality Supervisor Absent Members: Kate Jackson Public: Rich Whitely(Chair) Doug Gentry Joseph Graf APPROVAL OF MINUTES Ammsrot|co/Boldt m/s motioned to approve the Saptemmber28, 2011 minutes.Voice Vote: all Ayes. Motion passed. ADJUSTMENTS TO THE AGENDA The Committee agreed to move the public forum to the end of the agenda. DISCUSSIONS AND DECISIONS Operation &Maintenance—Chapter 8 Presentation Pieter Smeenk presented Chapter 8 and explained the three main budgeted components in the City of Ashland's water fund as it r8|8tBS to current and fUtUR} staffing in the 8nB8S Of water treatment plant operations, distribution SVSt8m operations, water system engineering,and conservation.The Committee asked clarifying questions on existing positions and their roles within the Public VVOrhS department.The remaining focus Of Chapter 8 n8|8t0d to the MO8iDt0n8nCe of the Citv'S water system facilities. Fins| CIP Rmcomrmmendation—Sslect the Final Redundancy Option Mr.Faught stated the next step will be to move towards choosing the final two options which are the second Water Treatment Plant(WTP) Or Partial Talent Ashland Pipeline(TAP), keeping the r8dUDd8DCY gO8|deadline Of2018 in mind. John Williams elected t0 pick Up where the Committee left off last meeting talking about redundancy and clarifying the issue. The topics of discussion were: historical winter flooding,Talent Irrigation District(TID),spending money at the existing WTP, nesting, capacity, water rights, and the location of the existing VVTP. The Committee looked over Capital Improvement Project(C|P)8p[8Gd8h8HtSGDdfOCUG8dODth8differ8DtG|t803tiVe88Dd asked clarifying questions of staff members.Mr.Smeenk answered questions regarding the Partial TAP option and provided new cost information h8 received that morning.Mr. F8Ught encouraged the Committee tO consider 8 third option,based oDthe discussions he heard, of including both the second WTP and installing Partial TAP as an emergency back-up option. The Committee moved into a discussion of doing both options and the cost and timeline involved with this decision. Mr. F8Ught Ashland Water Advisory Committee wu.emo°"9,20// Page/mr2 o'�p"o-w.&eng\m8-54 Right*uu,xigh'Use wdm"W*mc2o11'//'uvA*mc Minutes 11'v'2o//a"= added the Partial TAP option would take care of the redundancy problem and in the meantime,Ashland could spend more time building up funds for the second WTP. Lee Tuneberg,Mr.Faught and Mr.Smeenk provided information regarding legal water rights as they apply to the time sensitivity of installing Partial TAP,and the risk of"use it or lose it."It was decided that staff would check with the Legal Department on the legalities involved as the Committee agreed this information will affect the final decision. The Committee looked at the three options on the spreadsheets as they relate to future water rates and revenue,and how the decision will impact the community.More discussion revolved around funding options available,SDC eligible projects,and the economic condition and growth of the community presently, and how it may or may not change in the future. The Committee shifted their focus and looked at the cost of implementing both the second WTP and Partial TAP.Mr.Smeenk directed their attention to the spreadsheets and the cost comparison of building both. He explained the advantages to building both will include: having a back-up system in place immediately to solve the redundancy problem while the second WTP is being built, and delaying the second WTP two to four years longer if Partial TAP is in place. Mr.Williams reminded AWAC the cost of doing both options is not much higher and by doing so,both problems will be solved. Discussion took place among the Committee regarding redundancy,plant location vulnerability,and the order of installation of projects to address these issues. Mr. Faught reminded the Committee of the work that will need to be done in the community delivering the message, considering the impact to neighbors. Lesley Adams added there needs to be public education reminding the community to be mindful of conserving our natural resources. Amy Patton suggested coordinating an incentive to conserve water with the Conservation Department. Mr. Faught polled the Committee on their readiness to vote for Partial TAP, a second WTP, or to include both projects. He asked for a show of hands on the three options. Only Partial TAP:Acklin,Adams,Amarotico, Boldt, Mickley, Morris, Patton, Rhee,Williams, NO. Only Second WTP:Acklin,Amarotico, Boldt, Mickley, Morris, Patton, Rhee,Williams, NO; Adams,YES. Both Partial TAP and Second WTP:Acklin,Amarotico, Boldt, Mickley, Morris, Patton, Rhee,Williams,YES; Adams, NO. PUBLIC FORUM Doug Gentryl574 Long Way/Commented on Ms.Adams concern by adding he thinks it is important to have a solid rate base that covers low water usage and steep incremental rates to encourage conservation. Joseph Graf11160 Fern Street/Stated he thinks the Committee made the right decision. PUBLIC OUTREACH PLAN Mr. Faught suggested the Committee meet soon to develop a public outreach process. He suggested the Committee send ideas and strategies prior to the next meeting. ADJOURNMENT Meeting adjourned at 5:50 p.m. NEXT MEETINGISUGGESTED AGENDA TOPICS The Committee agreed to meet November 16,2011 from 4:30—5:30 p.m.in the Siskiyou Room,51 Winburn Way to plan the public outreach process. Respectfully submitted, Jodi Vizzini, Office Assistant II Ashland Water Advisory Committee November 9,2011 Page 2 of 2 G:Ipub-wrks I engM-54 Right Water Right Use lAdmn IAWA02011-11-09W WA Minutes 11-9-2011.doc