GREATER EAST WENATCHEE STORMWATER UTILITY MANAGEMENT TEAM MEETING AGENDA Thursday, February 15, 2018 Douglas County Conference Room

Transcription

1 INVITEES: CONSENT ITEMS: GREATER EAST WENATCHEE STORMWATER UTILITY MANAGEMENT TEAM MEETING AGENDA Thursday, February 15, 2018 Douglas County Conference Room Kyle Steinburg, Jim Barker, Mitch Reister, Matthew Hepner, Josh Toftness, Tom Wachholder, Phil Young, Jennifer Lange a. Approval of Minutes for the January 18, 2018 SWU Management Team Meeting. b. SWU Revenue/Expense Report through 12/31/1 7. c. SWU Revenue/Expense Report through 1/31/1 8. d. City of East Wenatchee Invoice No , $ 9, e. Douglas County Expense Report 12/17, 1/18. i. Vender Invoices, $ 70,073.89, $ ii. Timecard Audit, $ 18,491.05, 8, iii. Journal Entries, $ 0 f. Joint Utility Interlocal Agreement and Funding Policies DISCUSSION ITEMS: A. Capital Project Expenditure Tracking (2018) B. Sand Canyon Drainage Maintenance East Wenatchee C. NPDES Municipal Permit/Stormwater Management Program a. WVSTAC Wenatchee Valley Stormwater Technical Advisory Committee b. Eastern Region Permit Coordinator Meetings c. Effectiveness Studies d. IDDE Partnerships Chelan/Douglas County Emergency Planning Committee e. STAC Coordination. Education/outreach expectations for a complete submittal. D. Work Items: a. Review existing and develop/update Stormwater Capital Improvement Plan JointlCity/County. i. 2018:Canyon A Rural Project (Revisit scoping for project evaluation and re-design) b. Review-update for completion; the DRAFT Stormwater Comprehensive Plan (PACE). i. Rates fees (cost recovery for review, inspection, enforcement) ii. Standards Tentative Mtp. dates: 3115I2017, , , 6I21!2018, 7I19I2018, 8/ , 9I , loll 8I18, 11115I18 18_0215_ SWU Agenda.doc

2 GREATER EAST WENATCHEE STORMWATER UTILITY MANAGEMENT TEAM MEETING MINUTES Thursday, January 18, 2018 Douglas County Conference Room Attendees: Kyle Steinburg (KS), Jim Barker (JB), Mitch Reister (MR), Matthcw Hcpncr (MH) absent, Josh Toftness (JT), Tom Wachholder (TW), Phil Young (PY), Jennifer Lange (JL) (BOLD = voting membe,) The meeting began at 8:30 am. CONSENT ITEMS: a. Approval of Minutes for the December 7, 2017 SWU Management Team Meeting. b. SWU Revenue!Expense Report November c. City of East Wenatchee Invoice No , $ 46, d. City of East Wenatchee Invoice No , $10, e. Douglas County Expense Report November i. Vender Invoices, $ 3, ii. Timecard Audit, $ 26, iii. Journal Entries, $ KS moved to approved consent items a-e, seconded by MR. Motion carried. ** Motion included motion to table consent item f. below and discussion items to February meeting in order to have City ~ County elected official representation. 1W recommended incorporating this unwritten policy into the ILA or otherwise formalizing the policy. f. Joint Utility Interlocal Agreement and Funding Policies tabled. DISCUSSION ITEMS: - tabled. A. Capital Project Expenditure Tracking (2018) B. NPDES Municipal PermitlStormwater Management Program a. WVSTAC Wenatchee Valley Stormwater Technical Advisory Committee b. Eastern Region Permit Coordinator Meetings c. Effectiveness Studies d. IDDE Partnerships Chelan/Douglas County Emergency Planning Committee e. STAC Coordination. Education/outreach expectations for a complete submittal. C. Design Storm Inquiry/Direction BCC Workshop 1/1 7/18 D. Work Items: a. Review existing and update Stormwater Capital Improvement Plan Joint/City/County. i. Canyon A Rural Project (Additional scoping for project evaluation and re-design pending) b. Review-update for completion; the DRAFT Stormwater Comprehensive Plan (PACE). i. Capital Improvement Plan ii. Rates fees (cost recovery for review, inspection, enforcement) iii. Standards The next meeting ~s schedule. r F-brua , at the Douglas County Public Servi e Conference Room. The meeting co I ~-. ~.ppr. imately 8:45 am. Ky tei Do uglas County Tom ~chholder City of East Wenatchee ~ Approved Date February Approved As Amended 18_Ol 18_DRAFT_SWU_ Minutes.doc

3 2017 Revenue and Expense through 12/31/17 Expenditures Administration (Page 3) Capital (Page 6) NPDES: East Wenatchee (Page 8) NPDES: Douglas County (Page 9) Disaster: Catastrophic (Page 10) Disaster: Significant (Page 10) ER&R (Page 11) 2/12/ : $2,966,964 $2,401,494 $617,425 1,234,500 1,212,711-1,251, , , , , , ,295-10,000 10,000 13,500 3,028 - Revenues $2,398,950 $2,297,312 $0 Administration (PageS) 1,112,000 1,164,833 - Capital (Page 7) 627, ,524 - NPDES: East Wenatchee (Page8) 270, ,000 - NPDES: Douglas County (Page 9) 297, ,000 - Disaster: Catastrophic (Page 10) 50,750 54,954 - Disaster: Significant (Page 10) 10,000 11,408 - ER&R (Page 11) 32,200 40,593 - Beginning Fund Balance $4,859,130 $5,028,962 $4,092,386 Excess Revenues Over (Expenditures) (568,014) (104,182) (617,425) Ending Fund Balance $4,291,116 $4,924,780 $3,474,961 1

4 2017 Revenue and Expense through 12/31/17 Administration Expenditures 2017 Budget 1,234, YTD 1,212,711 2/12/ : Projection * Storm Water Utility Administration Budget Prep $3,000, Service charge roll $6,000, Indirect Cost $7,000, Acct $4,500, Comp Plan $15,000 Douglas County 43,000 32,483 43,000 32,483 32,000 24,460 Administration Treasuer fee for collection General administration and ordinance revision. East Wenatchee Administration Treasurer fee for collection General administration, accountinq. ordinance revision. Debt Redemption and Interest Change from 2015 Budget: 11th Street Detention Basin (EW, PWTF, 2020) Canyon A Pre-Construction #1 (PWTF, 2024) Canyon A Construction (PWTF, 2025) Canyon A Pre-Construction #2 (PWTF, 2026) 9,000 23,000 28,000 6,500 21,500 9,153 15,307 27,334 6,486 20,848 Intrafund Transfers 1,029,000 1,029,000 Change from 2015 Budget: $1,029,000 Admin to Capital 500, ,000 Admin to Disaster 50,000 50,000 NPDES service charge allocation (county) 132, ,000 NPDES service charge allocation (city) 117, ,000 NPDES-SW service charge O&M allocation--dc 115, ,000 NPDES-SW service charge O&M allocation--ew 115, ,000 $102, ,500 99,434 12,300 12,200 61,000 17,000 9,871 12,146 60,533 16,884 2

5 2017 Revenue and Expense through 12/31/17 Administration 2/12/ : Revenue 1,112,000 1,164,833 - Stormwater Utility Service Charge 1,110,000 1,154,803 Interest 2,000 10,030 Miscellaneous Income Beginning Balance 297, , ,355 Ending Balance 175, , ,355 3

6 2017 Revenue and Expense through 12/31/17 Capital Account 2/12/ : Expenditures 1,251, , ,425 ~ Preconstruction 125,000 Pending G1600XXX_l9th/Cascade (adni $125, ) 125,000 ~Construction 741, , ,425 Baker Ave (City limits to 23rd) 193,164 Baker Ave (15th to City Limits)w/X-ing 535, , ,425 Highline Drive 13,200 13,200 ~* Small Stormwater Projects 385, ,837 Douglas County 125,000 16,851 East Wenatchee 5,000 1,181 Astor Court 65,000 13,402 Ashland 65,000 13,402 5th Street Si1~walk and Stormsewer 125, ,000 4

7 2017 Revenue and Expense through 12/31/17 Capital Account 2/12/ : Revenue Budget 627,000 YTD 521,524 Projection Transfer from Admin 500, ,000 pending GI600X)(X_1 9th/Cascade 125,000 WQZ_16 EWENA_00305 Valley Mall Parkway LID Valley Mall Parkway LID design repayment from EW NPDES for lntrafund loan - sweeper Interest 2,000 21,524 Beginning Balance 3,050,573 2,911,881 2,911,881 Ending Balance 2,426,209 2,647,401 2,294,456 Revenue and Expenditures associated with Grant Revenue through the City of East Wenatchee is shown in Italic text. Detailed accounting for these revenues and expenditures shall be kept by the City of East Wenatchee. East Wenatchee shall provide information to Douglas County in order to update the budget and projections accordingly. 5

8 2017 Revenue and Expense through 12/31/17 NPDES-East Wenatchee 2/12/ : Expenditures Budget YTD 202, ,456 Projection Stormwater Program--updates/Admin (01) 12,500 19,277 Public Education and Outreach (02) 2,000 2,075 Public Involvement and Participation (03) Illicit discharge Detection and Elimination (IDDE)(04) 1,800 3,859 Construction Site Stormwater Runoff Control (05) 5,900 9,720 Post Construction Stormwater Management (06) 4,500 1,531 Pollution Prevention and Good Housekeeping (07) 165, ,394 sweeper, vactoring, sweeping, (PPGH equipment) Monitoring (08) 4, UIC Registration/Assessments Permit Fee 4,300 I Revenues 270, ,000 EW - Ecology Grant - Capacity/Planning 38,000 NPDES Service Charge contribution 117, ,000 SW service charge O&M allocation 115, ,000 lntrafund Loan from Capital Account Beginning Balance 120, , ,262 Ending Balance 188, , ,262 Revenue and Expenditures associated with Grant Revenue through the City of East Wenatchee is shown in Italic text. Detailed accounting for these revenues and expenditures shall be kept by the City of East Wenatchee. East Wenatchee shall provide information to Douqlas County in order to update the budget and projections accordinqly. 6

9 2017 Revenue and Expense through 12/31/17 NPDES-Douglas County 2/12/ : I Expenditures 255, ,295 Stormwater Program--updates/Admin (01) 25,000 7,732 Public Education and Outreach (02) 8,000 1,352 Public Involvement and Participation (03) 2, Illicit discharge Detection and Elimination (IDDE)(04) 5,000 3,129 Construction Site Stormwater Runoff Control (05) 12,500 8,638 Post Construction Stormwater Management (06) 18,000 7,542 Pollution Prevention and Good Housekeeping (07) 175, ,766 Monitoring (08) 4, UIC Registration/Assessments Permit Fee 5,000 Revenues 297, ,000 DOE Grant, Capacity Grant 50,000 25,000 NPDES Service Charge contribution 132, ,000 SW service charge O&M allocation 115, ,000 Beginning Balance 598, , ,486 Ending Balance 639, , ,486 7

10 2017 Revenue and Expense through 12/31/17 Disaster Reserve Accounts 2/12/ : Catastrophic Flood ~ Expenditures 10,000 10,000 Transferto Significant Flood 10,000 10,000 ~Revenues 50,750 54,954 Transfer in from Administration (service charges) 50,000 50,000 Interest 750 4,954 Beginning Balance 583, , ,778 Ending Balance 624, , ,778 Significant Flood *Expenditures - Canyon B Check Dam Clean-up/Repair - *Revenues 10,000 11,408 Transfer in from Catastrophic Flood 10,000 10,000 Interest 1,408 Beginning Balance 165, , ,226 Ending Balance 175, , ,226 Resolution TLS 05-02: Amended TLS 00-52, established a maximum $50,000 annual budget appropriation to Catastrophic Reserve account, and a subsequent 20% appropriation to a separate line itme for events that are less than catastrophic in nature. 8

11 2017 Revenue and Expense through 12/31/17 ER&R Account 2/12/ : U Expenditures 13,500 3,028 - Maintenance 8,500 3,028 Insurance 2,500 Rental Contracted Services Captial Expenditures 2,500 O Revenues 32,200 40,593 - Rental Douglas County SW 15,000 18,789 Rental East Wenatchee SW 15,000 17,811 Rental Douglas County Road Department 2,000 2,281 Rental East Wenatchee Street Department lnterest 200 1,712 Beginning Balance 196, , ,974 Ending Balance 215, , ,974 9

12 2018 Revenue and Expense through 1/31/18 2/12/ : Expenditures $4,555,274 $3,014 $0 Administration (Page 3) 1,496,569 1,328 - Capital (Page 6) 2,558, NPDES: East Wenatchee (Page 8) 210,200 - NPDES: Douglas County (Page 9) 269,500 1,686 - Disaster: Catastrophic (Page 10) 10, Disaster: Significant (Page 10) ER&R (Page 11) 11, Revenues $2,601,549 $6,238 $0 Administration (PageS) 1,203,639 2,275 - Capital (Page 7) 509,000 2,675 - NPDES: East Wenatchee (Page 8) 281, NPDES: Douglas County (Page 9) 513, Disaster: Catastrophic (Page 10) 51, Disaster: Significant (Page 10) 10, ER&R (Page 11) 32, Beginning Fund Balance $4,725,701 $4,924,778 $4,092,386 * Excess Revenues Over (Expenditures) (1,953,725) 3,224 Ending Fund Balance $2,771 ~976 $4,928,002 $4~092,386

13 2018 Revenue and Expense through 1/31/18 Administration 2/12/ : Expenditures 1,496,569 1,328 ~ Storm Water Utility 40, Administration 40, Budget Prep $3,000, Ser,ice charge roll $6,000, Indirect Cost $7,000, Acct $4,500, Comp Plan $15,000 ~ Douglas County 33, Administration Treasuer fee for collection 9,300 General administration and ordinance revision. 24, ~ East Wenatchee 28,300 Administration Treasurer fee for collection 6,800 General administration, accounting, ordinance revision. 21,500 ~ Intrafund Transfers 1,294,519 Change from 2015 Budget: $1,294,519 Admin to Capital 500,000 Admin to Disaster 50,000 NPDES Distribution (county) 463,362 NPDES Distribution (city) 281,157 ~ Debt Redemption and Interest 100,450 Change from 2015 Budget: $100,450 11th Street Detention Basin (EW, PWTF, 2020) 11,000 Canyon A Pre-Construction #1 (PWTF, 2024) 12,150 Canyon A Construction (PWTF, 2025) 60,500 Canyon A Pre-Construction #2 (PWTF, 2026) 16,800 2

14 2018 Revenue and Expense through 1/31/18 Administration 2/12/ : erevenue 1,203,639 2,275 - Stormwater Utility Service Charge 1,202,139 2,069 c~ty 520,309 County 681,830 Interest 1, Miscellaneous Income Beginning Balance 438, , ,478 Ending Balance 146, , ,478 3

15 2018 Revenue and Expense through 1/31/18 Capital Account 2/12/ : Expenditures Budget 2,558,005 YTD Projection ~ Preconstruction 200,000 Canyon A - Rural 200,000 ~ Construction 2,114,405 Canyon A - Rural 2,100,000 Baker Ave (15th to City Limits)w/X-ing 14,405 * Small Stormwater Projects 243,600 Douglas County (Airport/Baker Flats) 125,000 East Wenatchee 5,000 AstorCourt 56,800 Ashland 56,800 4

16 2018 Revenue and Expense through 1/31/18 Capital Account 2/12/ : Revenue 509,000 2,675 - Transfer from Admin 500,000 Interest 9,000 2,675 Beginning Balance 2,470,097 2,647,401 2,647,401 Ending Balance 421,092 2,650,076 2,647,401 Revenue and Expenditures associated with Grant Revenue through the City of East Wenatchee is shown in Italic text. Detailed accounting for these revenues and expenditures shall be kept by the City of East Wenatchee. East Wenatchee shall provide information to Douglas County in order to update the budget and projections accordingly. 5

17 2018 Revenue and Expense through 1/31/18 NPDES-East Wenatchee 2/12/ : Expenditures 210,200 Stormwater Program--updates/Admin (01) 14,000 Public Education and Outreach (02) 2,000 Public Involvement and Participation (03) 800 Illicit discharge Detection and Elimination (IDDE)(04) 3,000 Construction Site Stormwater Runoff Control (05) 7,000 Post Construction Stormwater Management (06) 4,500 Pollution Prevention and Good Housekeeping (07) 165,800 sweeper, vactoring, sweeping, (PPGH equipment) Monitoring (08) 8,500 UIC Registration/Assessments Permit Fee 4,600 Revenues 281,157 NPDES Distribution 281,157 Beginning Balance 221, , ,808 Ending Balance 292, , ,808 Revenue and Expenditures associated with Grant Revenue through the City of East Wenatchee is shown in Italic text. Detailed accounting for these revenues and expenditures shall be kept by the City of East Wenatchee. East Wenatchee shall provide information to Douglas County in order to update the budget and projections accordingly. 6

18 2018 Revenue and Expense through 1/31/18 NPDES-Douglas County 2/12/ : Expenditures 269,500 1,686 - Stormwater Program--updates/Admin (01) 28, Public Education and Outreach (02) 10,000 Public Involvement and Participation (03) 3,000 Illicit discharge Detection and Elimination (IDDE)(04) 5,000 Construction Site Stormwater Runoff Control (05) 10, Post Construction Stormwater Management (06) 20, Pollution Prevention and Good Housekeeping (07) 180, Monitoring (08) 8, UIC Registration/Assessments Permit Fee 5,000 Revenues 513, NPDES Distribution 463,362 Capacity Grant FY 17/18 50,000 Beginning Balance 577, , ,190 Ending Balance 821, , ,190 7

19 2018 Revenue and Expense through 1/31/18 Disaster Reserve Accounts 2/12/ : Catastrophic Flood ~ Expenditures 10,000 - Transferto Significant Flood 10,000 ~irevenues 51, Transfer in from Administration (service charges) 50,000 Interest 1, Beginning Balance 626, , ,778 Ending Balance 668, , ,778 a Significant Flood ~iexpenditures - Canyon B Check Dam Clean-up/Repair - ~Revenues 10, Transfer in from Catastrophic Flood 10,000 Interest Beginning Balance 176, , ,226 Ending Balance 187, , ,226 Resolution TLS 05-02: Amended TLS 00-52, established a maximum $50,000 annual budget appropriation to Catastrophic Reserve account, and a subsequent 20% appropriation to a sedarate line itme for events that are less than catastrophic in nature. 8

20 2018 Revenue and Expense through 1/31/18 ER&R Account 2/12/ : Expenditures 11, Maintenance 8,500 Insurance 2,500 Rental Contracted Services Captial Expenditures Revenues 32, Rental Douglas County SW 15,000 Rental East Wenatchee SW 15,000 Rental Douglas County Road Department 1, Rental East Wenatchee Street Department Interest Beginning Balance 214, , ,539 Ending Balance 235, , ,539 9