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HomeMy WebLinkAbout2019.04.23 AWAC Agenda S u ASHLAND WATER ADVISORY COMMITTEE April 23,2019 AGENDA S I. CALL To ORDER: 4:00 PM, Siskiyou Room, 51 Winburn Way Ashland, OR II. ANNOUNCEMENTS III. APPROVAL OF MINUTES: March 27, 2018; March 26, 2019 IV. PUBLIC FORUM T V. OLD BUSINESS A. Water Treatment Plant Update B. Pump Stations Update VI. NEW BUSINESS A. RH2 Master Plan Schedule Update/Pro gress Report o Master plan development to date review o O&M Manual development to date review o Current Status o Shared Vision Planning-removal B. May-Capital Improvement Program/Rate Structure C. June-Document review and recommendations for adoption VII. ADJOURNMENT: 6:00 PM CITY OF ASHLAND ►r ASHL NDWater Advisory Committee MINUTE March 27,2018 CALL To OCHE Graf called the meeting to order at 4:00 Ply i Committee Members resent. Pat Acklin,Alex Amarotico,doe Graf, Rich biller,, Dona Morris, Darrell Doldt, late Jackson, Michael Morris(Council liaison) Committee Members Absent John Williams, Donna F hee, Lesley Adams Staff present: Paula Brown Scott Fleury, alike Morrison, Steve Walker, Kevin Caldwell, Julie Smitherman, Greg Hunter, Tara I iewel,Jessica Bain. Consultants:Jeff Ballard P.E. (RH2) it it Public: Pieter Sm!eenk None i APPROVAL,OF MINUTES February 27, 2018 It Amarotieo motioned to approve. Dori Morris second All ayes. Minutes approved as presented.. Old Business A. T.I.D. Piping Project Update-Caldwell updated the Commission that staff is currently meeting with property owners to discuss concerns regarding the project., Feedback has been mostly positive with loss of trees, loss of open water, and property values being the main concerns. Drown said,the public It meetings went well and most property ornery are supportive of the project. Atkins mentioned that the only concern she had heard was regarding tree death. Smitherman explained that part of than canal is not lined and that in 2014 and 2018 there were reports of tree death. It is unclear if it was due to,beetles, loss of grater, or ether issues. Siskiyou Dio Survey will be looking at trees and landscaping to give suggestions of the area. The next community meeting will be held April 18, 2018,5:00 pm to 7:00 pm in the SOU Arena Room. Staff will bring a summary of feedback to the next Committee meeting. Construction on this project is set to begin in 2020, B. Terrace St, and Park Estates Pump,Station Improvements—Caldwell updated the Committee that Council has approved the contract with McClure and Sons to rebuild both facilities. The total cost of this project is$2.9 million which is under ghat was budgeted.A pre construction meeting is scheduled for Larch 29, 2018. Construction of Park Estates will begin this summer and Terrace Street will begin after irrigation season. Ashland Water Advisory Ad-Hoc Committee AWAC March 27, 2018 Page I of 3 A'S�H'LAND Water Advisory Committee MINUTES March 27,2018 77 77 ­7 77,77,7777, 7,7 7777, 77= 777 7 7"7'777 77 7/777777 i­T//////// 7777 7 77 C. Current CI P Project Updates—Attached Brown gave the Committee the Capital Improvement Projects(CIP) spreadsheet and had'a brief review of the current CIP water d'istribution projects. D. Water Treatment Plant Evaluation Update—Council Staff Report Attached Brown gave the Committee a preview of a Council Staff Report and the Executive Summary from consultants Black and Veatch and RH2., The existing Water Treatment Plant(WTP)can treat 5.5-6 million gallons of water per day(mgd). The current plant would take an estimated$3 to$4 million dollars of maintenance and has risk factors including;seismic, fire, landslides, and flooding. In addition, operational expandability would need to be put in. Brown's recommendation to Council is to build a new 7.5 mgd WT'P at the lower granite pit, The,goal is for a WTP to be one that will last and can be upgraded to a 10 mgd plant if needed. Graf mentioned that this was the original recommendation of the Committee to build a new plant. Brown will not recommend operating two plants. Graf asked how this,will affect the original fee structure. Browni,said there is enough in the budget for the plant. Atkins motioned The Committee is in agreement with Brown on recommending to Council to build a new Water Treatment Plant at the lower granite pit. Don Morris,seconded The Committee had discussion regarding support of the motion. Vote: All Ayes motion passed New Business A. RH2 Master Plan Schedule and Update/Progress Report-JefflBallard P.E. (RH!2). Ballard is looking at next steps depending on Council outcomes and is still planning completing the Master Plan in July. When complete Ballard will give a presentation to the Committee regarding climate change and water supply modeling. B. AWAC, Next Steps—Brown explained',that the City Management Team has been discussing Commissions and structures and asked:the Committee for suggestions.Atkins,discussed that having Water and Waste Water as a part of Conservation mlight,be too big of a charge. Graf believes the scope of this group has been, limited, but there should some kind of water group going forward. Bolt said the goal of this Committee is almost complete. Jackson,expressed concern of getting a Committee up to speed when reformed or when needed, Amarotico said it should be the will of the Council. Brown mentioned the possibility of a quarterly meeting. Graf suggested they could stay as a body and serve at the pleasure of the Public Works Director and meet when called upon. Ashland Water Advisory Ad-Hoc Committee(AW'AC) March 27, 2018 Page 2 of 3 E31-11L N Water Advisory Committee M''I'NI TE March 27 201 T11m,intpotes ore 0 � W C � z 1, j PUBLIC FORUM Pieter Smeenk Smeenk questioned the Committee being in agreement of building a new plant without having a cost. Brown explained that there is a cost estimate. "what the Committee was reviewing was a comparison study for improvements of the current WTP for a twenty year period to a new similar plant at raw costs. ro�wn explained costs provided were 22 million for a new plant but these costs are preliminary and will not be the same if built elsewhere. The study had a cost estimate of$5-6 mnillion for upgrading the current plant. i Smeenk's expressed concern that 7.5 mgd is low and feels we are not spending money r in the right place on the right things. He would like to see an in depth analysis of how big and where a plant should be located. Smeenk thinks the community should have more information and time before a decision is made. Brown explained that after numerous evaluations the recommendation to Council is to move forward with the building r of a 7.5 mgd WTP with the capacity to upgrade;to 10 mgd at the lower granite pit., The next step would be to get design which would give us real costs and then we would be able to evaluate budget plans and make changes. oldt added that in the long terra it does not make sense to upgrade the existing plant due the location, environment and'all the potential risks.Atkins said we will have more information on cost after Council makes a decision., Next Committee meeting May 29, 201 4.,00 p ADJOURNMENT: of :55 pry "es ec fully surfed, Tara Kewel Public Works Administrative Assl'Stant Ashland Water AdvisoryAd-Hoc Committee WAC March , 201 Page 3 of 3 ASHLAND water Advisory Committee MINUTES March 26,2019 " m CALL TO ORDER Graf called the meeting to order at 4:00 PM Committee Members Present: Pat Acklin, Joe Graf, Rich Miller, Don Morris, Kate Jackson, Donna Rhee, Committee Members Absent: John Williams, Lesley Adams, Darrell Boldt,Alex Amarotico Staff present: Paula Brown, Steve Walker, Michael Morrison, Kevin Caldwell,Julie Smitherman, Lea Richards, Taina Glick ANNOUNCEMENTS None PUBLIC FORUM None Old Business A., Dater Treatment Plant Pre-design Progress—Caldwell and Brown apprised the group of the status of the design phase of the WTP. Cost estimate and 30% plans should be completed in May. Potential start of construction in 2020. B. T.I.D, Piping Project Update-- Brown shared the presentation of the piping project to the group and requested input on ways to improve how the data is presented. Committee members had the following concerns and suggestions: • Storm water runoff ■ E Coli levels ■ Make presentation available on paper as well as digitally ■ Flow rate reduction • Clarification of anticipated tree removal and parameters for removal • Clarify the term"connectivity" • Highlight the challenge of quantifying the projects effect on property values ■ Actual excavation size ■ Amount of theft Committee members and staff discussed costs associated with the project. Staff thanked committee members for their input. Graf inquired if action was necessary from the Committee. Brown requested that the group submit a letter of support for the project. Committee members suggested. Jackson moved to submit a letter of support to City Council. Motion was seconded.Jackson amended her motion to support option 1 and not support Option 4.Amendment seconded.All ayes. Brown indicated staff would compose a draft and send it to the group for editing. C. Next Steps for Dater Master Plan Brown described that wTP costs and treatment process have been outlined. Committee members were asked to attend three more meetings related to the plan:April, May, and June. Ashland Water Advisory Ad-Hoc Committee(AWAC) March 26, 2019 Page 1 of 2 ASHLAND water Advisory Committee MINUTES March 25,2019 .. .. ....................................... : . . These minutes end; Citte y '' . .... n apxhs_ omme New Business None Next Committee meeting April 23, 2019 4:00 lam ADJOURNMENT: at 5:35 pm t Respecffully submitted, pain a Glick Public Works Administrative Assistant Ashland Water Advisory Ad-Hoc Committee(AWAC) March 26, 2019 Page 2 of 2 CITY OF M0 oiXS" LAND Late: April 15, 201 From: Scott A. Fleury To: Ashland Water Advisory Committee ittee Design of a 7.5 MGD Water Treatment Plant BACKGROUND. This memo is meant to provide a brief review of activities performed to date with respect to the change in scope of the previous 2.5 MGD Water Treatment Plant project originally recommended by AWAC and adopted by Council in the 20 12 Water Master Plan. At the September 26, 2017 A A.0 meeting Director Brown discussed the options for further analysis with respect to rehabilitation of the existing plant vs. construction of a new 7.5 MGD plant. AWACS supported moving forward with a comparison study, considering construction of r new plant compared to rehabilitation and providing for enhanced resiliency in the old.plant. This was brought to Council as discussion item at the November 6, 2017 Study Session � (httPs;,]/w_-____-_ - ashland".or � 0'�� f � o�� i W cuter Treaitm�n�t Pleat Si"ttin �f� . Council_ _ _ .._ _ _ -------------- supported - - �_ moving forward with the Analysis. 2 and Black and Veatch were tasked with generating the comparison study. The final study was brought before Council at the April 2, 2018, Study Session. http s-://www.,ashiand.,or.us,,/Si'��/"` _ __ r T reatment Pla,nt Up,, t ... Council agreed to move forward with the preliminary engineering for a new 7.5 MGD WTP. 1 Engineering staff developed a formal solicitation for engineering services and the preliminary engineering contract was awarded b Council at the September 18, 2018 Business Meeting. y p h-ttps,, vv--ash;tan_ .oiir.us I B f*Ies o9ll8l8 Award Contract . df The goal of the project 'is to develop a reliable, simple, robust, energy efficient,and expandable water treatment plant. To date city staff have worked with the HLR team to move forward towards 30% design documents and appropriate cost estimates. Staff and :-1L1 .have held.tlu-ee (3) onsite workshops to select a treatment train from primary alternatives, develop conceptu.al. site layouts, analyse clear well storage requirements, analyse alternative energy sources (solar/hydro), develop onsite/offsite piping connections and develop cost estimates. The general process is detailed in the attached Technology Alternatives Report. LR is currently moving forward towards the 30% design marker for preliminary engineering and a review/value engineering workshop will be held at the end of May. Mortenson. Construction will be providing a fully updated cost estimate based on the 30% design documents. Once the value engineering workshop is complete HDR will make appropriate updates and complete the basis of design report o,DR). The BODR will detail the reasoning and decision-making process to date Soo pages). GA ub-wrks\engl2015 Project YeaAl51-12Water Master Plan Update\Agendas\Memo WAC TP Design Synopsis Memo - - 01 . o After completion of the preliminary engineering phase, staff will work with HDR to develop the scope and fee for final engineering which will lead to formal bid documents and a public solicitation for the construction phase. Staff expects the publicly bid the project in 2020 and construction to take upwards of 24-3 6 months. Public works staff would like to provide the BODR to AwAC and discuss a recommendation to Council on proceeding forward with the final engineering and construction phases at the June meeting. Water Capital Improvement Project (CIP) information along with project documentation can be found here: h_tt ps J/gs,_a s_h i a_n d_a_r...0 s jc_i p story b o_o k The storybook also includes other division projects (wastewater, storm drain, transportation, other). The CIP storybook projects are updated routinely to provide current project information and links to appropriate reference documentation and Council reports. GIS staff is currently working on updating the storybook to include the recently adopted CIP document, specifically projects detailed in the 6-year window. City staff dedicated to meet project needs include: Scott Fleury-Deputy Public works Director Michael Morrison-Public works Superintendent Kevin Caldwell-Senior Project Manager Greg Hunter-water Treatment Plant Supervisor Steve Walker-water Distribution System Supervisor Dave Onka--water Treatment Plant Operator Iv Alistar Andre-Water Treatment Plant Operator III Uriah Jones-water Treatment Plant Operator 1I Matt Reeder-water Treatment Plant Operator I GApub-wrksleng12015 Project Yea A15-12 Water Master Plan Dpdate\Agendas\Memos\AWAG WTP Design Synopsis Memo 4-9-2019.doc