4. Presentation of Proposed 2018 Budget and Capital Improvements Plan-Mucha Commission Agenda Report

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1 NOTICE OF REGULAR MEETING PLEASE TAKE NOTICE that there will be a regular meeting of the Commission of the Madison Metropolitan Sewerage District at 7:30 a.m., Thursday, September 14 at the Maintenance Facility Training Room at 1610 Moorland Road, Madison, Wisconsin The Commission will consider, and may take action, on the matters set forth on the attached Agenda. If any matter on the Agenda is to be considered in closed session of the Commission, please be advised that following the closed session the Commission will reconvene into open session for purposes of taking any action based on the closed session and concluding its agenda. Date: September 12, 2017 D. Michael Mucha, P.E. Chief Engineer and Director Any person who has a qualifying disability as defined by the Americans with Disabilities Act that requires the meeting or materials at the meeting to be in an accessible location or format must contact the Chief Engineer Director at , 1610 Moorland Road, Madison, Wisconsin, at least 24 hours before the commencement of the meeting so that any necessary arrangements can be made to accommodate each request. 1. Opening A. Call to Order B. Welcome Guests C. Announcements 2. Appearances by the Public 3. Consent Calendar A. Approval of Commission Meeting Minutes from B. Approval of Cash Statement-Operating Fund C. Approval of Cash Statement-Capital Projects Fund D. Review and Approval of Sewer Extension Plans-Sauser Commission Agenda Report Attachment 1: Sewer Extension Vicinity Attachment 2: Sewer Extension Financial Summary New Construction Projects o The Community of Bishop s Bay, The Prairie & The Farm Phase 5, Town of Westport Sewer Utility District Attachment 3: The Community of Bishop s Bay, The Prairie & The Farm Phase 5: Resolution & Map ( R1) 4. Presentation of Proposed 2018 Budget and Capital Improvements Plan-Mucha Commission Agenda Report 1

2 *a hard copy of the proposed budget will be handed out to commission members at the meeting. An electronic version can be found on the district website at 5. Chief Engineer and Director s Report A. CED Update-Mucha Overview of Overflows 6. Policy Governance Study Session-Commission/Mucha Commission Agenda Report 7. Future Agenda Topics 8. Other Business by Law 9. Adjournment 2

3 Meeting of the Commissioners of the Madison Metropolitan Sewerage District Thursday, August 31, :00 a.m. MMSD Maintenance Facility Training Room, 1610 Moorland Rd., Madison, WI Present: Commissioner Tom Hovel Commissioner Angela James Commissioner Ken Clark Commissioner Sara Eskrich Commissioner James Martin Commissioner Ezra Meyer (via conference call) Commissioner Brad Murphy Commissioner Brian Potts (excused absence) Commissioner Tom Wilson Commission Meeting 1. Opening 2. Appearances by the Public 3. Consent Calendar A. Commissioner Hovel called the meeting to order at 8:00 a.m. B. Welcome guests: Randy Wirtz, Strand and Associates and Eric Dundee, City of Madison C. Announcements: None. None. A. Approval of meeting minutes from B. Review and approval of sewer extension plans: Cross Point estates, City of Verona ( R1) 3rd Addition to River s Turn, Village of DeForest ( R2) C. Review of Bids and Award of Contract-2017 Pavement Replacement Discussion: The minutes, sewer extension plans and the Review of Bids and Award of Contract-2017 Pavement Replacement were reviewed and placed on file. Action: After discussion, Commissioner James moved, seconded by Commissioner Wilson to approve items A-C of the Consent Calendar. Motion carried

4 4. Review of Bids and Increase Total Project Cost: Nine Springs Valley Interceptor-Morse Pond Extension-Hjellen Presenter: Eric Hjellen, Project Engineer Description: Request and approval of project increase for the Nine Springs Valley Interceptor-Morse Pond Extension. Discussion: Project Engineer Eric Hjellen presented the commission with information on the financial impact, background including questions from the commission at the August 17, 2017 meeting and analysis and options. After discussion, the commission took the following action: Action: Commissioner James moved, seconded by Commissioner Murphy to approve resolution R3 that increases the total project for the Nine Springs Valley Interceptor (NSVI)-Morse Pond Extension from $1,435,000 to $2,300,000. The contract for this will be awarded through the Wisconsin Department of Transportation (WisDOT). Motion carried Strategic Information Technology Plan Presentation-Dunn Presenter: Laurie Dunn, Information Systems Manager Description: Informational presentation. Discussion: Information Systems Manager Laurie Dunn presented information to the commission on the financial impact, background, analysis and options and next steps related to the district s future technology direction and strategy. Action: No action needed. 6. Liquid Processing Facilities Plan-Klawes Presenter: Jeff Klawes, Project Engineer Description: Adoption of resolution and authorizing the submittal of the 2016 liquid processing facilities plan for review to the Wisconsin Department of Natural Resources (WDNR) and the Capital Area Regional Planning Commission (CARPC) and authorization for staff to schedule a public hearing as required. Discussion: Mr. Klawes and Mr. Wirtz from Strand and Associates presented the commission with information on the financial impact, background, analysis and options and next steps related to the 2016 liquid processing facilities plan. After the presentation and commission discussion, the following action took place: Action: Commissioner Wilson moved, seconded by Commissioner Martin to approve resolution R4 authorizing the chief engineer and director to submit the 2016 liquid processing facilities plan for review to the Wisconsin Department of Natural Resources (WDNR) and the Capital Area Regional Planning Commission (CARPC) and to authorize staff to schedule a public hearing as required by s. NR (4). 4

5 Motion carried 8-0. *Commissioner Eskrich departs at 9:45 a.m. 7. Chief Engineer and Director s Report A. CED Update-Mucha Mr. Mucha Informed the commission that topic Consideration and Potential Action Regarding Sewer Service to the City of Fitchburg Northeast Neighborhood Area would be scheduled for an upcoming meeting. He mentioned that district staff are meeting with communities first and that the communities would be invited to the future meeting. Action: No action necessary. B. Regulatory Review-Kent Mr. Kent provided a brief overview of regulatory and legislative happenings. Action: No action necessary. C. Operations Report-Grooms Operations Supervisor Alan Grooms presented on current operations including July plant performance and flow data. Mr. Grooms also presented information on recent high flow events. Action: No action necessary. D. Review of Commission Calendar Action: No action necessary. 8. Future Agenda Topics 9. Other Business Allowed by Law 10. Adjournment Action: No other business was discussed, no action necessary. No other business was discussed, no action necessary. Action: Commissioner Wilson moved, seconded by Commissioner Martin that the meeting be adjourned. Motion carried 7-0 at 9:58 a.m. 5

6 Regular Meeting of the Commissioners August 31, 2017 Angela James, Secretary Future Meetings: Thursday, September 14, :30 a.m. Commission Meeting & Policy Governance Thursday, September 28, :00 a.m. Policy Governance, Public Hearing and Commission Meeting Thursday, October 12, :00 a.m. Commission Meeting 6

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23 WELLS FARGO CREDIT CARD BILLING DATE Commission Meeting DATE 7/30/17 7/25/17 7/11/17 7/5/17 7/18/17 7/7/17 7/11/17 7/13/17 7/11/17 7/12/17 7/18/17 7/9/17 7/25/17 7/27/17 7/26/17 7/30/17 7/12/17 7/11/17 7/12/17 7/19/17 7/20/17 8/1/17 7/14/17 7/21/17 7/31/17 8/1/17 7/14/17 7/3/17 7/20/17 7/20/17 7/28/17 7/28/17 Description Monthly Subscription Supplies Floor liner Pump Tank & Stand Excessive heat- Employee liquids Tools ABB Disconnect parts Registration fee Backflow Preventer Cert. parts & repairs on grinder Solvita Compost Professional 6-pk kit#2261. Annual Subscription MS Online commercial support ; Single support incident PASS Summit /31-11/03/17 Monthly Fee Monthly Fee Monthly Fee Job Postings Sugar HR Supplies on 7/19/17 FutureQuest17 12/6/17 Advertising 2017 WI Section Pretreatment Seminar 2017 Utility Leadership Conference 2017 management Seminar - 10/30-11/2/17-2 ENG Empl. Southern Dist Regional Operator's Mtg in Richland Center 8/15/17 Connections Change Meeting 7/12/17 & 7/17 commission meeting Subscription renewals 19 Leather Tabs, Black w/gold 10 Chip replacement pages for pantone Plus Series DSLR Basics Camera Training 8/24/17 Adobe photoshop basics - 10/31 & UW MKE VENDOR LinkedIn Amazon Autoanything.com Zaentz Industiomart Plastic-mart Wal-Mart JJS Technical Services Powertech Controls State of WI DSPS Farm & Fleet Woodsend Lab Safaribooksonline.com Microsoft Prof. Assoc. for SQL J2 Metrofax J2 Efax CTCconstantcontact.com Craigslist Staples Bill's food center EBfuturequest17 Indeed.com CSWEA NACWA WAWWA WWOA Goosebury on the Square apstylebooks.com Championship Awards Pantone EB Nikon/Canon UWM SCE 23 Total Amt $24.95 $2, $ $ $ $31.53 $ $73.71 $ $36.96 $ $ $ $ $7.95 $16.95 $20.00 $50.00 $18.98 $35.33 $ $8.77 $90.00 $ $ $20.60 $ $ $61.12 $98.45 $ $ $10,068.41

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27 COMMISSION AGENDA REPORT Meeting of September 14, 2017 Review and Approval of Sanitary Sewer Extensions Lead Staff: Curt Sauser, Engineering Technician Requested Action: Adopt resolutions approving sanitary sewer extension plans. Attachments: Attachment 1: Sewer Extension Vicinity Map Attachment 2: Sewer Extension Financial Summary Attachment 3: The Community of Bishop's Bay, The Prairie & The Farm - Resolution & Map Financial Impact: A plan review fee of $1, will be due for the new construction projects for external customers which propose to install new publicly owned sewers. Interceptor and treatment plant connection charges will also be due for the lands which can be served from the sewers being installed, as identified above. Background: The district is directed under Section 66.24(3) of the Wisconsin Statutes and NR108.04(4) of the Wisconsin Administrative Code to review and approve any proposed sanitary sewerage system construction or installation projects within the Madison Metropolitan area for which Wisconsin Department of Natural Resources approval is required. New Construction Projects: The Community of Bishop's Bay, The Prairie & The Farm - Phase 5 / Westport Regional Sewer, Town of Westport Sewer Utility District This project will install 11,511 LF of 8-inch sanitary sewer on Burning Prairie Drive, Texas Longhorn Drive, Red Barn Pass, and on several private roads and sanitary sewer easements. The project will provide regional sanitary sewer service to The Community of Bishop s Bay development in the Town of Westport, as well as local service to 86 residential lots and 16 outlots identified in phase 5. 27

28 Analysis and Options: Recommendation: Adopt resolutions approving the sewer extension plans. Key Considerations: Plans have been reviewed by the planning department and are acceptable. Option 1: Approve sewer extensions, with modifications determined by the commission. Key Considerations: The commission may choose to place conditions on the approval, as necessary. Option 2: Other options brought forward by the commission. Next Steps: Upon commission approval, plans will be forwarded to the Wisconsin DNR for final approval, prior to construction. 28

29 The Community of Bishop's Bay The Prairie & The Farm Phase 5/ Westport Regional Sewer Town of Westport Legend Proposed Sewer Extension Area City of Madison City of Middleton Village of Shorewood Hills Village of Waunakee Vicinity Map Sanitary Sewer Extensions 29 Prepared by: CAS Date: 09/11/2017

30 Sewer Extension - Resolution Approvals - Year 2017 Sewer Plan Meeting Agenda Apvl Date Item Sewer Extension 9/14/2017 a. Bishop's Bay, The Prairie & The Farm/ Westport Regional Sewer Community Town of Westport Proposed Use 86 Resdiential Lots & 16 Outlots Length and Size 11,511' - 8" ICC Plan (Interceptor Review Fee Charges) 1, , TPCC (Treatment Plant Sewer Plan Charges) Total 27, , Charges Approved: Current Meeting $1, $89, $27, Previous Total Approved (by Resolution) $52, $851, $236, $1,139, Current Total Approved (by Resolution) $54, $940, $263, $1,258, Plan Review Interceptor & Treatment Plant Actual vs. Budget comparison 2017 Income: Actual Collected $54, $1,265, Income: Budgeted $61, $1,800, % Percent of Budget ICCAS_apvls.xlsx Day of the year % Yr passed by % % $118,206.54

31 RESOLUTION R1 WHEREAS, plans for sanitary sewer extensions were submitted to the Madison Metropolitan Sewerage District (MMSD) on August 29, 2017 for Westport Regional Sewer and The Community of Bishop's Bay, Farm & Prairie Phase 5, in the Town of Westport, by Matthew Schreiner of Vierbicher Associates, and WHEREAS, the project proposes to install 11,511 LF of 8 inch sanitary sewer within a sanitary sewer easement, and in the public right of way of Burning Prairie Drive, Silo Prairie Drive, Texas Longhorn Drive, Red Barn Pass, and within private streets shown on the unrecorded plat of The Community of Bishop s Bay, Farm & Prairie Phase 5, and WHEREAS, the lands to be immediately served are Lots , and Outlots of the unrecorded plat of The Community of Bishop s Bay, Farm & Prairie Phase 5, and WHEREAS, Outlots 19, 24 and 28 of the unrecorded plat of The Community of Bishop s Bay, Farm & Prairie Phase 5 are identified as private outlots and are recognized by the Capital Area Regional Planning Commission as environmental corridor, and WHEREAS, Outlots 29 and 32 of the unrecorded plat of The Community of Bishop s Bay, Farm & Prairie Phase 5 will be dedicated to the public and are recognized by the Capital Area Regional Planning Commission as environmental corridor, and WHEREAS, the proposed extension will connect to Town of Westport Sewer Utility District s sanitary sewerage facilities and is within MMSD s Nine Springs Valley Interceptor/Mendota Bishop s Bay extension basin, and WHEREAS, plan review fees are due, and WHEREAS, the interceptor and treatment plant connection charges for the lands to be immediately served have not been paid, and WHEREAS, the MMSD has received a sewer extension review letter # from the Capital Area Regional Planning Commission (CARPC) dated August 28, 2017 stating the CARPC staff has reviewed the proposed extension and determined that it is consistent with the urban service area provisions of the Dane County Water Quality Plan and the Dane County Land Use and Transportation Plan, and the conditions of Resolutions DCRPC No. 719, CARPC No and CARPC No , which added this area to the Central Urban Service Area, and WHEREAS, the Chief Engineer and Director of the MMSD has recommended the approval of said plans, 31

32 THEREFORE, BE IT RESOLVED, that the plans for sanitary sewer extensions for Westport Regional Sewer and The Community of Bishop's Bay, Farm & Prairie Phase 5, in the Town of Westport, submitted on August 29, 2017, by Matthew Schreiner of Vierbicher Associates, be approved subject to the following conditions: 1. That Town of Westport shall pay the plan review fee of $1, to the MMSD within 30 days of receiving an invoice for the fee. 2. That MMSD interceptor and treatment plant connection charges for Outlots 19, 24, and 32 of the unrecorded plat of The Community of Bishop s Bay, Farm & Prairie Phase 5 are deferred. 3. That prior to installation of the proposed sanitary sewer extension and connection to the public sewerage system, the Town of Westport shall have paid to the MMSD the sum of $116, for payment of $89, in Nine Springs Valley Interceptor/Mendota Bishop s Bay extension basin connection charges and $27, in treatment plant connection charges for the lands to be served, said lands being Lots and Outlots of the unrecorded plat of The Community of Bishop s Bay, Farm & Prairie Phase That if lot areas shown on the final, recorded plat of The Community of Bishop s Bay, Farm & Prairie Phase 5 differ from the unrecorded plat submitted to MMSD for approval, additional MMSD interceptor and treatment plant connection charges may be due from the Town of Westport. 5. That interceptor and treatment plant connection charge rates are adjusted from time to time, and said connection charges will be due based on the rate in effect at the time in which the payment is made. 6. That, if said interceptor and treatment plant connection charges for the lands to be served remain unpaid after connection of the said sewer extensions to sewers within MMSD s system, appropriate penalties shall be charged to the Town of Westport by the MMSD. 7. That the Town of Westport shall require the presence of an engineer or an inspector on the construction of said sewer extensions who shall make a record showing in detail the construction as built and shall furnish the MMSD with as built plans in the case of any significant deviations from the original design. 8. That the construction, operation, maintenance and use of said sewer extensions shall be in accordance with the lawful rules and regulations of the MMSD and with the applicable State of Wisconsin plumbing and sewerage codes. 32

33 9. That if construction of the sewer extensions covered by said plans has not commenced within four years following the approval date of this resolution, this approval shall become void and new plans shall be submitted. If construction has commenced but has not been completed within the four year approval period, the unbuilt portion must be submitted for reapproval if it is a significant portion of the project and would require DNR approval. MADISON METROPOLITAN SEWERAGE DISTRICT Attested by: Thomas Hovel, President Angela James, Secretary The above resolution was adopted by the Commissioners of the Madison Metropolitan Sewerage District at their meeting held at the District on September 14,

34 The Community of Bishop's Bay: The Prairie and the Farm Phase 5 OL24 CTH 'M' OL Phase 5 - Lands Served OL OL OL OL *2014 Aerial Photography 232 OL OL Burning PrairieDrive Silo Prairie Drive Legend S Meadow Dr OL19 Bishop's Bay Pkwy OL32 Lost Lake Westport Regional Sewer OL CTH 'M' OL23 OL20 Red Barn Pass Texas Longhorn Drive OL22 OL of ty eton i C dl t or id tp M s e fw o wn To Outlots / Env. Corridor OL Feet CT H Map Scale 0 'M ' City of Middleton Map Scale Proposed Sewers 0 Existing Sewers 300 Feet The Community of Bishop's Bay The Prairie and The Farm Phase 5 / Westport Regional Sewer Town of Westport Sanitary Utility District MMSD Plan No Prepared by: CAS Date: 07/19/2017

35 COMMISSION AGENDA REPORT Meeting of September 14, 2017 Presentation of the Proposed 2018 Operating Budget and Capital Improvements Plan Lead Staff: D. Michael Mucha, Chief Engineer and Director Requested Action: No action requested. Receive the chief engineer and director s proposed 2018 Operating Budget and Capital Improvements Plan. Attachment 1: Financial Impact: The budgeted for 2018 expenditures are $37 million and are 5.3 percent greater than budgeted expenditures for Required service charge revenues will increase by $2.3 million and are 6.9 percent over the 2017 budgeted amount. Background: The purpose of the annual budgeting process is to ensure the district has adequate resources to deliver its planned services during the upcoming year and in future years. As required by state law, the budget was published in the Wisconsin State Journal on Tuesday, September 13, Analysis and Alternatives: Staff will present the 2018 Budget and Capital Improvements Plan to the commission. The commission will conduct a public hearing and provide direction to staff on September 28, Next Steps: Hold a public hearing on the budget on September 28,

36 COMMISSION AGENDA REPORT September 17, 2017 Policy Governance Study Session Lead Staff: D. Michael Mucha, Chief Engineer and Director Requested Action: No action required. Attachments: None. Financial Impact: There is no financial impact at this time. Background: In January, 2016, the commission decided to proceed with the development of a new policy book to support the effectiveness of a larger, more diverse commission. This new policy book would follow the policy governance model developed by John Carver. Dr. Carver, creator of the Policy Governance model, who has authored or coauthored five books and over 200 published articles on nonprofit (NGO), equity corporate and governmental boards thought to be the most extensive approach used worldwide. The Madison Water Utility developed a policy book using this model. The commission retained the services of the consulting firm, Warm at Twenty Below, to introduce the policy governance approach and facilitate the commission through the policy book development process. The commission will hold approximately six study sessions during normal business meetings. This is the fourth of these meetings. Analysis and Options: The commission received a workbook with draft policies as a starting point for the discussion. The study session will include facilitated group discussions and decision making led by consultant A.B. Orlik. Next Steps: Prepare draft policies and plan the next study session. 36

37 Meeting Date 09/14/17 Note: All dates are tentative and subject to change Type of Meeting Commission Meeting & Policy Governance 7:30 Start for Policy Governance Commission Meeting, Public Hearing & Policy Governance 09/28/17 7:30 Start for Policy Governance Public Hearing at 9:00 a.m. Agenda Topics Consent Calendar: o o o Cash Statements Review and Approval of Sewer Extension Plans-Sauser The Community of Bishops Bay, The Prairie and The Farm-Phase 5, Town of Westport Sewer Utility District Presentation of Proposed 2018 Budget and Capital Improvements PlanMucha Policy Governance Commission/Mucha Introduction of the new plant operator John Lilja Policy Governance (7:30 Start) Public Hearing on the Budget and Commission Discussion (9 a.m.)mucha Consent Calendar: Sewer Extension Plans Sauser Force Main Condition Assessment Plan - Hjellen Tentative: Review and Approval of Firewall IP Addressing ConsultantDunn Chief Engineer and Director s Report CED Update Regulatory Review and Report-Kent Operations Report Cash Statements Consent Calendar: o o o 10/12/17 Commission Meeting 10/26/17 Commission Meeting Pumping Stations 11 & 12 Rehabilitation Acceptance of Work-Borelli Pumping Station 12 Force main Relocation Acceptance of Work-Borelli 2017 West Interceptor Rehabilitation A Acceptance of Work-Borelli Review and Approval of Sewer Extension Plans-Sauser Deliberation and Direction on 2018 Budget Options-Mucha Approval of 3rd Quarter Sewer Service Bills-Gebert Chief Engineer and Director s Report CED Update Capital Projects Update-Borelli Regulatory Review-Kent Review and Approval of Sewer Extension Plans-Sauser Review and Adoption of the 2018 Operating, Capital Projects and Debt Service Budgets-Mucha 37

38 Meeting Date Type of Meeting Agenda Topics Review and Adoption of Proposed 2018 Sewer Service Charge Rates and Septage Disposal Rates-Gebert Chief Engineer and Director s Report CED Update Regulatory Review and Report-Kent Operations Report Excused absence: Tom Wilson Excused absence: James Martin Cash Statements including Debt Service Fund Review and Approval of Sewer Extension Plans-Sauser Study Session Debt Financing Policy-Brochtrup Commission Chief Engineer and Director s Report 11/09/17 Meeting CED Update Regulatory Review-Kent Adaptive Management Quarterly Update-ECO-Systems Services Team Excused absence: James Martin Review and Approval of Sewer Extension Plans-Sauser Struvite Update-Seib Commission Chief Engineer and Director s Report 11/22/17 CED Update Meeting Regulatory Review and Report-Kent Operations Report Cash Statements Review and Approval of Sewer Extension Plans-Sauser Commission Chief Engineer and Director s Report 12/14/17 CED Update Meeting Regulatory Review-Kent Capital Projects Update-Borelli Icebox Requests (Topics & General Requests): Should there be a cap on how long each Commission Officer serves? (Potts) Request to review the role Dave Gawenda plays as Statutory Treasurer. (Gawenda) Financial Presentation Request (James) o Recap where you get the money for pay-as-you-go financing of construction projects. o How does/will the District s asset management initiative help with managing our CIP investment needs? o What is the future of the Clean Water Fund? Will it continue to be there and be able to meet the District s financing needs in the future? o Request to provide benchmarking/comparisons for the level of debt financing for similar utilities. City of Madison Source Separated Organics Project Update-(Nehm) 38

39 Resolution ( R9) Approval of First Amend to Memorandum of Understanding (MOU) by and between Madison Metropolitan Sewerage District, City of Middleton and Town of Westport-(Sauser) Regulatory Tools Discussion-(Mucha) Polymer testing update (Seusse) Public Hearing as part of the Draft WPDES permit process. Consideration and Potential Action Regarding Sewer Service to City of Fitchburg Northeast Neighborhood Area-Mucha Tentative: Chief Engineer and Director s Performance Review 39