NOTICE OF REGULAR MEETING

Transcription

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 8 a.m., on Thursday, April 11, 2019, at the Maintenance Facility Training Room at 1610 Moorland Road, Madison, Wis 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: April 9, 2019 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 and director at , 1610 Moorland Road, Madison, Wis., at least 24 hours prior to 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 Introduction of Mark Nesson, Metrogro Mechanic and Brian Wills, Custodian 2. Appearances by the Public 3. Consent Calendar A. Approval 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 Map Attachment 2: Sewer Extension Financial Summary New Construction Projects Windsor Crossing Village Center Phase 1, Village of Windsor Attachment 3: Map and Resolution ( R1) Grandview Commons North Phase 7 & Grandview Commons Northeast Phase 2, City of Madison Attachment 4: Map and Resolution ( R2) E. Acceptance of Work: Southeast Interceptor Rehabilitation Upstream of Pumping Station 9 Hjellen Commission Agenda Report Attachment 1: Project Cost Summary Attachment 2: Resolution ( R3) 1

2 F Final Clarifier 17 & 19 Coating Project Lessner Commission Agenda Report Attachment 1: Bid Tab Results Attachment 2: Resolution ( R4) 4. Approval of First Quarter 2019 Sewer Service Charges Gebert Commission Agenda Report Attachment 4: Resolution ( R5) *Note: summary reports provided at the meeting. 5. Informational: Review of Customer and Community Meeting Sereno Commission Agenda Report Attachment 1: Customer and Community Presentation from (see meeting information section) Attachment 2: Customer and Community Meeting Summary Attachment 3: Online Survey Results Attachment 4: Strategic Pillars 6. Review of Bids and Award of Contract for Northeast Interceptor Truax Extension Relief Hurlebaus Commission Agenda Report Attachment 1: Bid Tabulation Attachment 2: Resolution ( R6) 7. Amendment of Commission Policy on Capital Projects Budget and Debt Service Budget Development and Approval Brochtrup Commission Agenda Report Attachment 1: Proposed Policy Amendments Attachment 2: Resolution ( R7) 8. Chief Engineer and Director s Report Items to be covered include but are not limited to: A. CED Update Mucha Commission Brief Update on NACWA Policy Fly-In Hovel, Wilson, Swanson B. Regulatory/Legal Review and Report Kent C. Future Meeting Schedule Future Meeting Schedule as of Future Agenda Topics 10. Other Business by Law 11. Adjournment 2

3 Meeting of the Commissioners of the Madison Metropolitan Sewerage District Thursday, March 28, a.m. District Maintenance Facility Training Room, 1610 Moorland Road, Madison, WI Present: Commissioner Tom Hovel Commissioner Ken Clark Commissioner Sara Eskrich (via GoToMeeting) Commissioner James Martin Commissioner Ezra Meyer Commissioner Brad Murphy Commissioner Mary Swanson Commissioner Tom Wilson (via GoToMeeting) Excused Absence: Commissioner Angela James Commission Meeting 1. Opening A. Call to Order 8:00 a.m. B. Welcome Guests: Mark Moder, City of Madison C. Announcements: Introduction of Rustin Whitney, Relief Operator 2. Appearances by the Public: None. 3. Consent Calendar A. Approval Meeting Minutes from B. Review and Approval of Sewer Extension Plans New Construction Projects -Village at Autumn Lake Phase 7, City of Madison ( R1) -Village at Autumn Lake Phase 9, City of Madison ( R2) Re-construction Projects -Park Avenue & Russell Street Reconstruction, Village of DeForest ( R3) -Market Street Reconstruction, Village of DeForest ( R4) -Bridge Road Improvements, City of Madison ( R5) -Maywood Avenue Reconstruction, City of Middleton ( R6) C. Annual Digester Cleaning D. Increase Total Budget: Badfish Creek Effluent Force Main Standpipe Revisions E. Annual Vehicle Replacement F. Review and Award of Design Phase Engineering Services for Pumping Station 17 Force Main Relief Phase 1 3

4 Discussion: The minutes, sewer extension plans (resolutions R1 through R6), Annual Digester Cleaning ( R7), Increase Total Budget: Badfish Creek Effluent Force Main Standpipe Revisions ( R8), Annual Vehicle Replacement ( R9) and Review and Award of Design Phase Engineering Services for Pumping Station 17 Force Main Relief Phase 1 ( R10) were reviewed and placed on file. Action: Commissioner Martin moved, seconded by Commissioner Meyer to approve items A through F of the consent calendar. Motion carried Study Session: Energy Master Plan Presenter: Matt Seib, Process and Research Engineer Description: Informational presentation Discussion: Mr. Seib presented to the commission information on the financial impact, background and analysis and alternatives related to the district s future energy infrastructure and energy management direction and strategy. The commission was requested to offer guidance and provide feedback on the study session topic. Action: No formal action taken. 5. Study Session: Strategic Financial Planning Presenter: Bill Walker, Director of Planning and Strategy Description: Informational presentation Discussion: Mr. Walker presented to the commission information on the financial impact, background and analysis and alternatives related to the district s strategic financial planning effort. The commission was requested to offer guidance and provide feedback on the study session topic. Action: No formal action taken. 6. Chief Engineer and Director s Report A. CED Update: Mr. Mucha gave a brief update on the March 20, 2019 customer and community meeting and next steps for both the customer and community meeting and the commission strategic sessions. Action: None. B. Regulatory and Legal review: Paul Kent of Stafford and Rosenbaum gave a brief regulatory/legal update. Action: None. C. Operations Report: Operations Manager Alan Grooms gave an update on the February plant performance and flow data and a recap on generator repair. Action: None. D. Future Meeting Schedule Action: None. 7. Future Agenda Topics Action: No action. 4

5 8. Other Business by Law Action: No action. 9. Adjournment Action: Commissioner Wilson moved, seconded by Commissioner Clark to adjourn the meeting. Motion carried 8-0 at 9:49 a.m. Regular Meeting of the Commissioners Thursday, April 11, 2019 at 8 a.m. Thursday, April 25, 2019 at 8 a.m. Regular Meeting and Strategic Planning Session Thursday, May 16, 2019 at 8 a.m. Angela James, Secretary 5

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26 Madison Metropolitan Sewerage District Cash Statement Operating Fund For 4/11/2019 Commission Meeting Balance as of 4/05/2019 Available Cash Balance Through Check No $126, Plus/Less Adjustments - $126, Add Receipts Transfers & Interest Local Government Investment Pool 2,000, WF Savings 530, Capital Projects Savings Septage, Sewer Service & Station Charges Rent Receipts Misc. Receipts 41, , , ,625, Less Disbursements Transfers & Interest Local Government Investment Pool - Capital Projects Checking - WF Savings 300, Construction - Adaptive Management Accounts Payable Vouchers Other Disbursements Payroll - 1,030, , , (2,047,089.16) Available Cash Balance Through Check No $704, Current Investments LGIP 3/12/19 Balance - Gov't Investment Pool 14,137, Transfer from Operating Fund Transfer to Operating Fund (2,000,000.00) Transfer to Debt Service Interest- March % 29, /5/19 Balance - Gov't Investment Pool 12,166, WFS 3/12/19 Balance - Wells Fargo Savings 691, Transfer to Operating Checking (530,000.00) Transfer from Operating Checking 300, Transfer to Gov't Investment Pool Transfer from Construction Savings Intrafund Interest - March /5/19 Balance - Wells Fargo Savings 461, Total All Investments $ 12,628, Madison Metropolitan Sewerage District directs the Treasurer of said District to sign or cause to be signed by facsimile checks in accordance with the following list being paid by Operating Fund Checks Nos through by President Chief Engineer & Director Acknowledged: City Treasurer by Secretary 26

27 Cash Receipts, Adjustments & Wire Transfers for Operating Fund April Statement Description ADJUSTMENTS: Amount Total - Adjustments $ - RECEIPTS: Description Amount Transfers & Interest Local Government Investment Pool 2,000, Transfer from Construction Wells Fargo Savings 530, Total - Transfers & Interest 2,530, Sewer Service & Station Charges Septage Disposal 17, Pumping Stations 2, Sewer Services 20, Pretreatment Total - Sewer Service & Station Charges 41, Rent Receipts Jeff Klawes Thomas Mitchell 2, Debi Iglesias Roy Johnson Total - Rent Receipts 4, Misc. Receipts Health Insurance Payments 15, Plan Review Fees 4, Other Permit and Annexation Fees 2, Lab Samples - Struvite 27, Total - Misc. Receipts 49, Total - Receipts $ 2,625, DISBURSEMENTS: Transfers & Interest Transfer to LGIP General Transfer to WF Savings 300, Transfer to Construction Capital Projects Savings Transfer to Adaptive Man Total - Transfers & Interest 300, Accounts Payable Vouchers & WF CC - Refer to disbursement report for itemized detail 1,042, Voided transactions (11,643.14) Total -AP Vouchers 1,030, Other Disbursements Federal & State Taxes Wire Transfers 190, ICMA Wire Transfers 32, Flex Plan 7, WRS Wire Transfer 83, ADP Fees - Bank Service Charges Total - Other Disbursements 314, Payroll Checks 02/25/19-03/10/19 198, /11/19-03/24/19 203, Total-All Payrolls 402, Total - Disbursements $ 2,047,

28 Bank Code: BANK5 Date Range: 03/08/19 to 04/05/ Voided Check Payment Voided ACH Payment Voided Check Payment ALLIANCE TRAILER SERVICE INC Parts AMAZON BUSINESS Adapter and lamps AMERICAN PRINTING COMPANY GFOA Budget Doc 2, ARAMARK Uniforms BUMPER TO BUMPER MADISON Filters BURNS INDUSTRIAL SUPPLY INC. Hose and bearings 2, CANTY, MARCUS Metrogro Address CAPITAL NEWSPAPERS INC Mtg Ref # CDW GOVERNMENT INC License Renewals 7, CONNEY SAFETY PRODUCTS CO Safety Hip Boots Voided ACH Payment -2, Community Development Authority of the City of Madison Donations 2, DUNDEE, ERIC Retirement Gift Voided ACH Payment -8, ETS ELECTROFISHING LLC Electro parts 8, FISHER SCIENTIFIC LLC Chemicals FLUKE ELECTRONICS Calibration GENERAL COMMUNICATIONS Radio airtime GRAINGER Parts GRAYBAR ELECTRIC CO INC Sealing fitting GRIFFIN, MARTIN Disrupting Biases GROOMS, ALAN Registration-CSWEA HYDRITE CHEMICAL CO Chemicals 9, KELLEY WILLIAMSON CO Oil 5, KRAFT POWER CORP Ignition Module 9, LIBERTY PROCESS EQUIPMENT INC. Stator LabSource Inc. Gloves MARK KEY Safety Shoes MCMASTER-CARR SUPPLY CO Parts MOTION INDUSTRIES INC Parts PELLITTERI WASTE SYSTEMS Grit, screen, trash disp 6, PRO-WEST & ASSOC., INC. Esri GIS Imple Servs 6, PROFESSIONAL PEST CONTROL Evo Express ROGAN'S SHOES INC. Saftey Shoes SHERWIN-WILLIAMS Brushes SULZER TURBO SERVICES NEW ORLEANS Gaskets ULINE, INC. Storage Racks 2, UNITED PARCEL SERVICE Shipping WEIMER BEARING & TRANSMISSION INC Bearing 1, WERNER ELECTRIC SUPPLY CO Seal-Off CITY OF MADISON TREASURER Erosion Control Permit 3, CITY OF MADISON TREASURER Erosion Control Permit 3, DECKER SUPPLY COMPANY INC Wayfindings Signs MARK HARRING STANDING TRUSTEE Garnishment MENARDS Hitch pins MILES DATA TECHNOLOGIES LLC Zebra Labels Oxbo International Coproration Danfoss Mag 1, Public Assistance Collection Unit Garnishment SAFETY KLEEN CORP Oil Disposal STETSON BUILDING PRODUCTS INC FlexFoam Kit TASC Feb FSA fees USEMCO, INC. F18 Frame Kit WI SOCIETY OF LAND SURVEYORS Annual Dues WI SUPPORT COLLECTIONS TRUST Child Support 1, YOKOGAWA CORPORATION OF AMERICA Transmitter 1, AIRGAS USA LLC Chemical

29 Bank Code: BANK5 Date Range: 03/08/19 to 04/05/ AMAZON BUSINESS D-Con Bait 1, AMERICAN BACKFLOW PRODUCTS CO Backflow Preventer 1, ARAMARK Weekly Uniforms ASTORIA-PACIFIC INTERNATIONAL Gas Diff Membrane 1, CAPITAL NEWSPAPERS INC Bid Ref # CDW GOVERNMENT INC Apple ipad Mini CITY TREASURER Well Operation Permit CLARITY TECHNOLOGY GROUP, INC Not Updating Invest CORE BTS INC Core Training 1, CRANE ENGINEERING SALES INC Suction Cover 6, DORNER CO Motor DOUBLE D SERVICES INC Plow Work DRYDON EQUIPMENT INC Hayward Gordon Pump 17, ELECTRICAL TESTING LABORATORY LLC Glove Testing ENERGENECS Floatball FASTENAL COMPANY Parts FIRST SUPPLY CO Relief valve FISHER SCIENTIFIC LLC Chemical FUEL SYSTEMS INC APO Grease GRAINGER Safety wear GRAYBAR ELECTRIC CO INC Parts and tools HACH COMPANY Controller 1, INDUSTRIAL CONTROLS DISTRIBUTORS LLC Fluid Power Actuator INDUSTRIAL SCIENTIFIC Monthly gas monitoring INTERSTATE BATTERY SYSTEMS Batteries KAYSER AUTOMOTIVE GROUP Repair Wire Veh KEMIRA WATER SOLUTIONS INC Chemicals 4, L W ALLEN Midtown Pump1 Repair 21, MSC Industrial Supply Co Fowler NAVIANT INC Services 3, OCCUPATIONAL HEALTH CENTERS OF THE SOUTHWEST, P.A. Preplacement Testing OSTARA TECHNOLOGIES, INC Consultation 3, PACE ANALYTICAL SERVICES INC Effluent Mercury Testing PERKINS OIL CO INC Oil 1, PRO-WEST & ASSOC., INC. Esri GIS Imple Servs 6, QUILL Office Supplies 2, RELIABLE MECHANICAL SEAL REPAIR Seals 1, SECURIAN FINANCIAL GROUP INC. Employee Life Ins 3, UNITED PARCEL SERVICE Shipping USA BLUE BOOK Sensor 1, VELOCITY DYNAMICS INC. Joint Kit VERIZON WIRELESS SERVICES LLC Mar MS Toughbook WERNER ELECTRIC SUPPLY CO Terminal, module 1, ZIEGLER INC Parts and Tools ZONES INC CSP Office ALERE TOXICOLOGY SERVICES, INC. Testing Allegra Madison Metrogro Spring Mailing DANE COUNTY TREASURER Subscription Service DEPARTMENT OF WORKFORCE DEVELOPMENT Unemployment Ins ENVIRONMENTAL PRODUCTS & SYSTEMS Microglass Filters EWALD'S HARTFORD FORD Vehicle , GHD INC Sus Infra program 7, LIBERTY TOWING SERVICE LLC Tow Veh Oxbo International Coproration Proportional Mag PITNEY BOWES 1st qtr postage meter rent RITTER TECHNOLOGY LLC Male Conn Fitting SHOE BOX, THE Safety Shoes AFLAC March Suppl Ins 1, AIRGAS USA LLC Lab Chemicals 1, AMAZON BUSINESS IT Supplies

30 Bank Code: BANK5 Date Range: 03/08/19 to 04/05/ ARAMARK Weekly Uniforms BAER INSURANCE SERVICES LLC 2nd Qtr Wrk's Comp/Liabil 64, BATTERIES PLUS LLC Batteries BOWMAN, MICHAEL NACWA Core Growth CDW GOVERNMENT INC Apple Pencil CITY TREASURER Mar NS PS 4, 6, 8 12, CORPORATE BUSINESS SYSTEMS Contract Fees 7, DLT SOLUTIONS LLC Annual Subscription 2, EMC Research, Inc. Pollution Comm Survey 7, EMS INDUSTRIAL INC Equipment 4, ETS ELECTROFISHING LLC Electro parts 8, FIRST SUPPLY CO Parts FLUKE ELECTRONICS Calibration GALLAGHER TENT & AWNING Flags HYDRITE CHEMICAL CO Chemicals 8, INDUSTRIAL CONTROLS DISTRIBUTORS LLC Parts JON MARTINSON Core Growth St. Paul KEMIRA WATER SOLUTIONS INC Chemicals 4, KRAEMER AIR FILTER CO Air Filters Klein, Steve Backflow Prev School Koch, Stacey NACWA LIBERTY PROCESS EQUIPMENT INC. Parts 5, Lessner, Brady NACWA Core Growth MCMASTER-CARR SUPPLY CO Parts MEFFERT OIL CO INC Diesel Fuel 2, Mucha, Michael ISI Board Meeting NASSCO INC. Safety Sign NEMKE, JAMES 2nd Qtr Ins Karen PROFESSIONAL PEST CONTROL PS2 Pest Control QUARTZ April 2019 Health Ins. 144, QUILL Office Supplies 2, TELEDYNE INSTRUMENTS INC. Parts 3, ULINE, INC. Ice Melt UNITED REFRIGERATION INC Pipe Insulation WEIMER BEARING & TRANSMISSION INC Nord Gearbox 2, WERNER ELECTRIC SUPPLY CO Parts WORK TRUCK STUFF INC Parts Walker, William Travel GB Site Visit ZORN COMPRESSOR & EQUIPMENT Parts ALLIANT UTILITIES/WP&L Verona Utilities 2, AT&T MG&E Line Apex Industrial Solutions, Inc. Armored Level Gauge 3, BARNES, INC. Fertilizer applications Boerger, LLC Boerger Trial Pump 14, CHARTER COMMUNICATIONS INC. April NS Phone & HIS 1, CITY OF MONONA Right-of-Way Permit Community Development Authority of the City of Madison Donations 2, DANE COUNTY HIGHWAY DEPT Right-of-Way Permit DELTA DENTAL OF WISCONSIN Employ April Dental 7, FABICK RENTS Pick Up and Delivery FEDERAL EXPRESS CORP Shipping MARK HARRING STANDING TRUSTEE Garnishment MENARDS Parts Public Assistance Collection Unit Garnishment RAECO-LIC LLC Sensor TEMPERATURE SYSTEMS INC Air Handling Filter WI SUPPORT COLLECTIONS TRUST Child Support 1, WISCONSIN DEPT OF NATURAL RESOURCES Wastewater Exam Fee WELLS FARGO March 2019 CC Charges 11, ETS ELECTROFISHING LLC Electro parts 8,

31 Bank Code: BANK5 Date Range: 03/08/19 to 04/05/ AIRGAS USA LLC Welding Jacket ALLIANCE TRAILER SERVICE INC Parts AMAZON BUSINESS IT Supplies AMERICAN BACKFLOW PRODUCTS CO Backflow Kit AMERICAN PRINTING COMPANY Cards, Portal fee, Sup Inv ARAMARK Weekly Uniforms BATTERIES PLUS LLC Batteries BURNS INDUSTRIAL SUPPLY INC. Kuri Tech Hose CAPITAL NEWSPAPERS INC Mtg Ref # CHRISTY'S LANDING Breakfast Meeting CITY TREASURER March PS 5, 2, CONNEY SAFETY PRODUCTS CO Hi Vis Vests CONWAY, RANDY Spring Biosolids Seminar CliftonLarsonAllen LLP 2018 Audit 21, ENVIRONMENTAL RESOURCE ASSOC Hexavalent Chromium FASTENAL COMPANY Phillips Sleeve Anchor FISH WINDOW CLEANING Window Washing Op 1, FLUKE ELECTRONICS Calibration FORESTRY SUPPLIERS INC Rogue Hoe GRAINGER Parts GRAYBAR ELECTRIC CO INC Cooper Bussman IDEAL CRANE RENTAL INC Crane Rental INDUSTRIAL CONTROLS DISTRIBUTORS LLC Temp Controller 1, KAYSER AUTOMOTIVE GROUP Floor Mat KRAFT POWER CORP Gen 2 Engine Rebuild 109, LAKESIDE INTERNATIONAL TRUCKS Shocks M G & E March Utilities 296, MEYER, KIM Biosolids Symposium MIDDLETON POWER CENTER Toro Power MULCAHY SHAW WATER INC Freight Charges Mercedes Medical, LLC Lab Supplies PIEPER, CORY Cross-Conn/Bckflw Cert PROGRESSIVE IMAGE INC Red LED Bulb Pomp's Tire Service Flat Tire Repair ROGAN'S SHOES INC. Safety Shoes SMEATON, GLENN April Hlth Ins SPRINGFIELD WELDING & MFG CO Rotor Lisep Unit STAFFORD ROSENBAUM LLP Feb 2019 Retainer 5, STAFFORD ROSENBAUM LLP Misc. Legal Expenses SUESSE, DREW NACWA Core Growth TRANE US INC. Repair Roof Top ULINE, INC. Plastic Bottles USA BLUE BOOK Sensor 1, USIC LOCATING SERVICES INC Feb Utilities Locate 2, VIKING ELECTRIC SUPPLY INC Lever Arm WIEDENBECK INC Shaft, Pipe ZONES INC LED Monitor 1, AT&T MOBILITY March OPS/GPS Data AT&T MOBILITY Mar Smartphone Service 3, CHARTER COMMUNICATIONS INC. April 1st St Phone & HIS CITY OF MADISON TREASURER Leadership Courses DEPT OF INTERIOR-USGS Joint Funding Agreement 8, DON MILLER DODGE INC Repair electrical EZRA MEYER CSWEA Seminar Reimburs Excel Engineering, Inc. Off Site BioSolids Storage 1, FRONTLINE SYSTEMS INC Sage Tech Support STRAND ASSOCIATES INC On-Call Servs 1, TDS TELECOM PS17 Phone USGS Monitor ,030,

32 WELLS FARGO CREDIT CARD BILLING DATE: 03/03/2019 DATE VENDOR Description Total Amt 2/13/2019 EIG Constantcontact.com Software $ /27/2019 J2 Metrofax Faxing Services $7.95 3/1/2019 J2 Efax Services Efax Services $ /1/2019 APL Apple Online Store IT Supplies $ /8/2019 UWEX Registration Registration Fees $ /5/2019 UW Student Jobs Platform HR Posting $ /5/2019 UW Student Jobs Platform HR Posting $ /26/2019 HyVee Catering for MMSD Event $ /27/2019 HyVee Catering for MMSD Event $ /1/2019 LinkedIn Subscription Renewal $ /3/2019 Applicantpro.com HR Posting $ /3/2019 Craigslist.org HR Posting $ /10/2019 City of Madison Parking $4.50 2/5/2019 Walmart Commission Retreat Supplies $ /6/2019 Staples Office Supplies $ /6/2019 AMZN Mktp US Meeting Supplies $ /7/2019 Staples Commission Retreat Supplies $ /7/2019 Staples "Make Meetings Work' Retreat Supplies $ /7/2019 Hobby Lobby Frame for Retirees $ /13/2019 HyVee Yahara Watershed Academy Catering $ /13/2019 HyVee Yahara Watershed Academy Catering $ /14/2019 Walmart MMSD Employee Retirement Part Supplies $ /14/2019 NFG Natural Resources "Network for Good" Donation $ /15/2019 Championship Awards Name Tags $ /15/2019 HyVee Commission and Retirement Party Catering $ /24/2019 AAF Madison 3D Addy Award 2019 $ /27/2019 Dropbox Business Account Renewal $ /3/2019 Delta Air Travel Expenses $ /20/2019 American Public Works Membership Fees $ /4/2019 CSWEA Government Affairs Seminar Registration $ /11/2019 WI Land Info Assn WLIA Conference Registration $ /13/2019 Blackridge Solutions Service Plan Renewal $ /28/2019 Government Finance Office GFOA Awards Submission $ /24/2019 DSPS Eservice Fee Blackflow Prevention Permit Fee $0.80 2/24/2019 DSPS Epay ISE Blackflow Prevention Permit Fee $ /28/2019 Gatemoving.com Tool $ /28/2019 Remote Site Products LLC Antenna System $ /1/2019 UWEX Registration Backflow Prevention School Registration $1, /1/2019 UWEX Registration Backflow Prevention School Registration $ /1/2019 UWEX Registration Backflow Prevention School Registration $1, /1/2019 American Purchasing Contract and Risk Management Book $ /3/2019 OWPSACSTATE Operation and Maintenance Manual $ $11,

33 Madison Metropolitan Sewerage District Cash Statement Capital Projects Fund For 04/11/2019 Commission Meeting Balances as of 04/05/2019 Available Cash Balance Through Check No $ 1,629, Plus/Less Adjustments Net Available Cash Balance 1,629, Add Receipts Transfers & Interest - Interceptor Connection Charges 48, Misc. - Other Receipts - 48, Less Disbursements Transfers & Interest 1,000, Accounts Payable Vouchers 233, Other Disbursements - (1,233,420.33) Available Cash Balance Through Check No $ 445, Current Investments LGIP 3/12/19 Balance - Local Gov't Investment Pool 2,422, Transfer to Wells Fargo Savings Interest March 2.47% $ 6, /5/19 Balance - Gov't Investment Pool 2,428, Dana 3/12/19 Balance - Dana Investments 4,225, Interest February 3.67% 12, Interest March 2.79% 9, /5/19 Balance - Dana Investments 4,248, WF 3/12/19 Balance - Wells Fargo Savings 14, Transfer from Construction checking 1,000, Transfer to Construction checking Transfer to LGIP - Interest - March /5/19 Balance - Wells Fargo Savings 1,014, Total All Investments $ 7,691, Madison Metropolitan Sewerage District directs the Treasurer of said District to sign or cause to be signed by facsimile checks in accordance with the following list being paid by Capital Projects Fund Checks Nos through inclusive. by President Chief Engineer & Director Acknowledged: City Treasurer by Secretary 33

34 Cash Receipts, Adjustments & Wire Transfers for Capital Projects Fund April, 2019 ADJUSTMENTS: Description Amount Total - Adjustments $ - RECEIPTS: Description Transfers & Interest Transfer from WF Savings Fund Transfer from LGIP Transfer from General Amount Total - Transfers & Interest $ - Interceptor Connection Charges City of Fitchburg NSVI, Traceway Senior Housing 9, City of Madison NSVI, 7941 Tree Lane 2, Village of Windsor NEI, Pleasant Hill Estates, Phase 2B 29, Town of Dunn Sanitary Dist #3 SEI, 2525 Tower Road 1, City of Madison NEI, Amer Pkwy 5, City of Madison West, 810 West Olin Ave Misc. - Other Receipts Total - Interceptor Connection Charges $ 48, $ - Total - Misc. Other receipts $ - DISBURSEMENTS: Total - All Receipts $ 48, Description Amount Transfers & Interest Transfer to WF Savings Fund 1,000, Transfer from General - Total - Transfers & Interest 1,000, Accounts Payable Vouchers Bank 6 233, Refer to disbursement report for itemized detail Other Disbursements Transfer to General Total -AP Vouchers 233, Total -Other Disbursements - Total - All disbursements $ 1,233,

35 Bank Code: BANK6 Date Range: 03/09/19 to 04/05/19 Check # Vendor Desc. Amount City of Verona Refund BAXTER & WOODMAN Design Consult - SWI 2, CAPITAL NEWSPAPERS INC Bid Ref # Cardno Inc Grass Lk Dk Design Servs 7, Commonwealth Heritage Group Inc. Arch Survey SWI Haywood Maddrell Excavating LLC Thickener Overflow Proj 45, SHORT ELLIOTT HENDRICKSON INC Headworks Flow Project 4, STRAND ASSOCIATES INC Liq Proc Improv Ph1 71, VISU-SEWER CLEAN & SEAL INC SEI Rehab PS9 60, WERNER ELECTRIC SUPPLY CO Radio 39, ,

36 COMMISSION AGENDA REPORT Meeting of April 11, 2019 Review and Approval of Sanitary Sewer Extensions Lead Staff: Curt Sauser, Engineering Technician Requested Action: Adopt resolutions R1 and R2 approving the sanitary sewer extension plans. Attachments: Attachment 1: Sewer Extension Vicinity Map Attachment 2: Sewer Extension Financial Summary Attachment 3: Windsor Crossing Village Center Phase 1 Resolution R1 & Map Attachment 4: Grandview Commons North Phase 7 & Grandview Commons Northeast Phase 2 Resolution R2 & Map Financial Impact: A plan review fee of $1,475 will be due for the new construction projects for external customers which propose to install new publicly owned sewers. Conveyance facility and treatment plant connection charges will also be due for the lands which can be served from the sewers being installed, as identified above. A plan review fee is not charged for reconstruction projects. Background: The district is directed under Section (b) 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. It is requested that the commission adopt resolutions approving sanitary sewer extension plans that were reviewed by staff and placed on file with the district. 36

37 New Construction Projects: Windsor Crossing Village Center Phase 1, Village of Windsor Grandview Commons North Phase 7 & Grandview Commons Northeast Phase 2, City of Madison Analysis and Options: Recommendation: Adopt resolutions approving the sewer extension plans. Key consideration: Plans have been reviewed by the planning department and are acceptable. Option 1: Approve sewer extensions, with modifications determined by the commission. Key consideration: 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. 37

38 Attachment 1 Village of DeForest Windsor Crossing Village Center Phase 1 Village of Windsor Village of Windsor City of Sun Prairie City of Madison Grandview Commons: North Phase 7 Northeast Phase 2 City of Madison Vicinity Map Sewer Extensions Prepared by: CAS Date: 04/11/

39 Attachment 2 Sewer Extension - Resolution Approvals - Year 2019 Sewer Plan Agenda Item Sewer Extension Community Proposed Use Meeting Apvl Date 4/11/2019 a. Windsor Crossing Village Center Phase 1 Length and Size Plan Review Fee CFCC (Conveyance Facility Charges) TPCC (Treatment Plant Charges) Sewer Plan Total Village of Windsor 2 Commercial Lots 499' - 8" 1, , /11/2019 b. Grandview Cmns North Ph 7 / Northeast Phase 2 City of Madison 26 Residential Lots & 2 Outlots 174' - 8" 1,850' - 10" 1, , , , Charges Approved: Current Meeting $2, $13, $5, $22, Previous Total Approved (by Resolution) $14, $334, $121, $470, Current Total Approved (by Resolution) $17, $348, $126, $492, Actual vs. Budget comparison Plan Review 2019 Income: Actual Collected $20, Income: Budgeted $60, Percent of Budget 34% ICCAS_apvls.xlsx Day of the year 98 % Yr passed by 27% CFCC & TPCC $392, $1,825, % 39

40 Attachment 3 USH 51 Windsor Rd Lot 1 North Towne Ct Lot 2 OutLot 1 OutLot 2 (private access) Village of Windsor Village of DeForest North Towne Rd *2017 Aerial Photography Legend Phase 1 Lots Outlots / Future Phases MMSD Service Area Eton Cir Municipal Boundary Proposed Sewers Existing Sewers Map Scale Feet Windsor Crossing Village Center Phase 1 Village of Windsor MMSD Plan No Prepared by: CAS Date: 04/11/2019

41 Attachment 3 WINDSOR CROSSING VILLAGE CENTER PHASE R1 WHEREAS, plans for sanitary sewer extensions were submitted to the Madison Metropolitan Sewerage District ( the district ) for Windsor Crossing Village Center Phase 1, in the Village of Windsor, on March 18, 2019, by William Dunlop of JSD Professional Services, and WHEREAS, the project consists of installing 499 feet of 8-inch diameter sanitary sewer within a utility easement on lots 1-2 and outlot 2 of an unrecorded Certified Survey Map (CSM), and WHEREAS, the lands to be served are lots 1-2 of the unrecorded CSM, and WHEREAS, the proposed sanitary sewer extension will connect to Village of Windsor s sanitary sewerage facilities, and is within the district s Northeast Interceptor/Highway 19 extension basin, and WHEREAS, plan review fees are due, and WHEREAS, conveyance facility and treatment plant connection charges for the lands to be served were previously paid with sewer plan # , approved by the district on July 16, 2015 for Windsor Crossing, and WHEREAS, the district has received a sewer extension review letter # from the Capital Area Regional Planning Commission (CARPC) dated April 3, 2019 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 is consistent with the conditions of DNR approval letter #DC-0106, which added this area to the Northern Urban Service Area, and WHEREAS, the chief engineer and director of the district has recommended the approval of said plans, THEREFORE, BE IT RESOLVED, that the plans for sanitary sewer extensions for Windsor Crossing Village Center Phase 1, in the Village of Windsor, submitted on March 18, 2019, by William Dunlop of JSD Professional Services, be approved subject to the following conditions: 1. That the Village of Windsor shall pay the plan review fee of $1,475 to the district within 30 days of receiving an invoice for the fee. 2. That the Village of Windsor 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 41

42 construction as built and shall furnish the district with as-built plans in the case of any significant deviations from the original design. 3. That the construction, operation, maintenance and use of said sewer extensions shall be in accordance with the lawful rules and regulations of the district and with the applicable State of Wisconsin plumbing and sewerage codes. 4. 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. The above resolution was adopted by the Commissioners of the Madison Metropolitan Sewerage District at their meeting held at the district on April 11, Attested by: MADISON METROPOLITAN SEWERAGE DISTRICT Thomas Hovel, President James L. Martin, Secretary 42

43 Legend Current Phases Outlot 52 / Env. Corridor Deferred / Deed Restriction Proposed Sewers Existing Sewers OL52 DTTP Stormwater Venus Way OL4 DTTP Trail Prepared by: CAS Date: 04/11/ Galileo Dr Attachment 4 Milwaukee St Driscoll Dr Ragan St Misty Bridge Rd Grandview Commons North Phase 7 & Grandview Commons Northeast Phase 2 City of Madison MMSD Plan No Stoney Oak Ln North Star Dr Map Scale Feet Alton Dr *2017 Aerial Photography 43

44 Attachment 4 GRANDVIEW COMMONS NORTH PHASE 7 & GRANDVIEW COMMONS NORTHEAST PHASE R2 WHEREAS, plans for sanitary sewer extensions were submitted to the Madison Metropolitan Sewerage District ( the district ) for Grandview Commons North Phase 7 & Grandview Commons Northeast Phase 2, in the City of Madison, on March 25, 2019, by Mark Moder, City Engineering Division, and WHEREAS, the project consists of installing 2,024 feet of 8-inch and 10-inch diameter sanitary sewer on Ragan Street, North Star Drive, Galileo Drive, an unnamed public trail and within a public utility easement on lot 1150 of the plat of Northeast Addition to Grandview Commons, and WHEREAS, the lands which can be served by the proposed sewers are lots of the plat of North Addition to Grandview Commons; and lots , , , , and outlot 52 of the plat of Northeast Addition to Grandview Commons; and outlot 4 of the plat of Eastlawn, and WHEREAS, the lands which will be developed and served by the current phases are lots of the plat of North Addition to Grandview Commons; and lots , , and of the plat of Northeast Addition to Grandview Commons, and are hereinafter referred to as the phased lots, and WHEREAS, outlot 4 of the plat of Eastlawn has been dedicated to the public for trail purposes, and is a public right-of-way. Outlot 52 of the plat of Northeast Addition to Grandview Commons has been being dedicated to the public for stormwater management purposes, and is recognized by the Capital Area Regional Planning Commission (CARPC) as being within an environmental corridor. Said outlot 4 and outlot 52 will not receive sanitary sewer service and are hereinafter referred to as the exempt outlots, and WHEREAS, lots , and of the plat of Northeast Addition to Grandview Commons are adjacent to proposed sewers, but are not included within the city s development agreement for the current phases. Said lots are not being developed and are not connecting to the public sewer system at this time, and are hereinafter referred to as the deferred lots, and WHEREAS, the proposed sanitary sewer extension will connect to City of Madison s sanitary sewerage facilities, and is within the district s Far East Interceptor/Door Creek extension basin, and 44

45 WHEREAS, plan review fees are due, and WHEREAS, conveyance facility and treatment plant connection charges for the lands to be served have not been paid, and WHEREAS, the district has received a sewer extension review letter # from CARPC dated April 3, 2019 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 is consistent with the conditions of DNR approval letter #DC-0096 and Resolution DCRPC #839, which added this area to the Central Urban Service Area, and WHEREAS, the chief engineer and director of the district has recommended the approval of said plans, THEREFORE, BE IT RESOLVED, that the plans for sanitary sewer extensions for Grandview Commons North Phase 7 & Grandview Commons Northeast Phase 2, in the City of Madison, submitted on March 25, 2019, by Mark Moder, City Engineering Division, be approved subject to the following conditions: 1. That the City of Madison shall pay the plan review fee of $1,475 to the district within 30 days of receiving an invoice for the fee. 2. That the aforementioned exempt outlots are exempted from conveyance facility and treatment plant connection charges. 3. That the aforementioned deferred lots may not be connected to the public sewerage system at this time. Prior to installation of the proposed sewers, the City of Madison shall record a document with the Dane County Register of Deeds, indicating that district connection charges for the deferred lots have not been paid. Said deferred lots are not to be connected to the public sewerage system until appropriate conveyance facility connection charges and treatment plant connection charges have been paid. If said document is not recorded within six months of approval of this resolution, conveyance facility and treatment plant connection charges on the deferred lots shall be due by the City of Madison. 4. That prior to connection of the proposed sewers serving said lands to the public sewerage system, the City of Madison shall have paid to the district the sum of $17, for payment of $12, in Far East Interceptor/Door Creek extension conveyance facility connection charges and $5, in treatment plant connection charges; said lands being the aforementioned phased lots. 5. That payment of the aforementioned connection charges shall be made to the district within six months of the date of approval. If payment in full is not received by the district within six months of approval, the approval shall become void and new plans shall be submitted. 45

46 6. That conveyance facility and treatment plant connection charges are adjusted from time to time, and said connection charges will be due based on the rate in place at the time at which the payment is made. 7. That if said connection charges for the lands to be served remain unpaid after construction of said sewer extensions, a late fee of 0.5 percent of the amount due shall be charged to the City of Madison for each month or partial month thereafter following connection. A one-time $500 administrative fee shall also be charged. 8. That the City of Madison 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 district with as-built plans in the case of any significant deviations from the original design. 9. That the construction, operation, maintenance and use of said sewer extensions shall be in accordance with the lawful rules and regulations of the district and with the applicable State of Wisconsin plumbing and sewerage codes. 10. 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. The above resolution was adopted by the Commissioners of the Madison Metropolitan Sewerage District at their meeting held at the district on April 11, Attested by: MADISON METROPOLITAN SEWERAGE DISTRICT Thomas Hovel, President James L. Martin, Secretary 46

47 COMMISSION AGENDA REPORT Meeting of April 11, 2019 Acceptance of Work: Southeast Interceptor Rehabilitation Upstream of PS09 Lead Staff: Eric Hjellen, P.E., ENV-SP, Project Engineer II Requested Action: The commission is requested to accept the Southeast Interceptor Rehabilitation Upstream of Pumping Station 9 project in accordance with attached resolution R3. Attachments: Attachment 1: Project Cost Summary Attachment 2: Resolution R3 Financial Impact: This is the final construction payment associated with the Southeast Interceptor Rehabilitation Upstream of Pumping Station 9. The total project cost, which includes construction, salaries, advertisements, etc., is estimated to be $275,154. This is approximately $764,845 below the budgeted amount of $1,040,000. Details concerning project costs are shown in Attachment 1: Project Cost Summary. Funding for the project came from reserves. Background: The Southeast Interceptor was constructed in 1961 and began at Pumping Station 7 in the City of Monona and ended at the Yahara River in the Village of McFarland. The section of the Southeast Interceptor upstream of Pump Station 9 consists of approximately 3,360 feet of 24 through 30 reinforced concrete pipe. Closed circuit televising inspection revealed that the sewer suffered from interior corrosion and numerous leaky joints. The 2018 capital improvements plan assumed that all of the interceptor pipe upstream of Pumping Station 9 required rehabilitation with a cured in place pipe (CIPP). A total of $1,040,000 was included in the capital budget for this. After detailed review by district staff, much of the pipe was determined to be in good structural condition and the leaking joints could be fixed by injection grouting, thus eliminating the need for CIPP. This lowered the total project cost estimate significantly. 47

48 Bids for the project were opened on Jan. 31, On Feb. 22, 2018, the commission awarded the contract to the low bidder, Visu-Sewer, Inc., at their low bid price of $215,780. At that time, the commission was also informed that the total project cost estimate had decreased from $1,040,000 to $286,000. Visu-Sewer, Inc., has since completed all work included under the contract dated Feb. 27, They have submitted acceptable evidence showing satisfaction of all claims/liens. Since State prevailing wage requirements are no longer allowed, they were not required. Compliance with Davis-Bacon federal wage rates, American Iron & Steel and other contractual requirements were completed satisfactorily. Per the contract, a $10,000 maintenance retainer is to be withheld for a period of one year from substantial completion. Analysis and Options: Recommendation: District staff recommends the commission accept the Southeast Interceptor Rehabilitation Upstream of Pumping Station 9 work in accordance with the attached resolution ( R3). Key considerations: Scope The scope of the work did not change significantly throughout the project. A total of six change orders were issued during construction, resulting in a net increase of $10,190 to the contract. Schedule Completion of the contract was extended to allow lake levels and flows to reduce following the rain events in the fall of This was done at the request of the district and did not add any cost to Visu-Sewer s contract. Budget The final construction contract price, $225,970, is 4.7 percent above the original amount of $215,780. This meets the key result measure goal of 5.0 percent. As shown in Attachment 1, the district total project cost is estimated to be $275,154. This includes all costs throughout the life of the project (planning, design, construction, district labor and other costs such as permits, direct purchases, advertising, etc.). The final total project cost is $764,846 below the $1,040,000 approved budget amount. It is also $10,850 below the revised estimate of $286,000 that was presented to the commission at award of contract on Feb. 22, Option 1: The commission could request additional information regarding the project and delay acceptance of the work until a later meeting. 48

49 Key considerations: Visu-Sewer, Inc., has satisfied the terms of the contract. Staff believes the work can be formally accepted. If the commission identifies any reasons why the contract should not be accepted, these could be documented and addressed at a subsequent meeting. Next Steps: If approved, the work under the contract will be accepted and final payment will be made to Visu-Sewer, Inc. 49

50 Attachment 1 Southeast Interceptor Rehabilitation Upstream of PS09 Project Cost Summary Final Amount With All Construction Contract Bid Amount Change Orders Percentage of Change Visu-Sewer, Inc. $ 215,780 $ 225, % Percentage of Final Original Construction Planning & Design Amount Final Amount Amount Professional Services N/A N/A N/A District Labor N/A $ 27, % Other/Misc.** N/A $ % Total N/A $ 27, % Construction Professional Services N/A N/A N/A District Labor N/A $ 21, % Total N/A $ 21, % Total Project Cost: $ 275, Total Approved Budget Amount: $ 1,040, Amount Below Approved Budget: $ 764, **Other/Misc.: Permits, Advertisements, etc. 50

51 Attachment 2 ACCEPTANCE OF WORK: SOUTHEAST INTERCEPTOR REHABILITATION UPSTREAM OF PUMPINGING STATION R3 WHEREAS, routine televising and cleaning of the Southeast Interceptor upstream of Pumping Station 9 indicated that the gravity sewer suffered from interior pipe corrosion and numerous leaky joints, and WHEREAS, Madison Metropolitan Sewerage district ( the district ) determined the need to rehabilitate the Southeast Interceptor upstream of Pumping Station 9, and WHEREAS, the project was included in the district s capital improvements plan and budget, and WHEREAS, the Southeast Interceptor Rehabilitation Upstream of Pumping Station 9 (the project ) project included lining of 634 lineal feet of 24-inch through 30-inch diameter gravity sewer, rehabilitation of two manholes, grouting of pipe joints in 2,700 of 24-inch through 27-inch pipe, and WHEREAS, the district entered into a contract dated Feb. 27, 2018, with Visu-Sewer, Inc., for construction of the project, and WHEREAS, the chief engineer and director of the Madison Metropolitan Sewerage district certifies that all work included for the project has been completed in accordance with the contract documents, and WHEREAS, Visu-Sewer, Inc., has submitted acceptable evidence showing satisfactions of all claims/liens, and WHEREAS, acceptable evidence showing compliance with state prevailing wage requirements was not required, and WHEREAS, Visu-Sewer has submitted acceptable evidence showing compliance with Davis-Bacon federal prevailing wage rate requirements, American Iron & Steel requirements, Disadvantaged Business Enterprise requirements, and WHEREAS, the original contract amount was $215,780 and the final contract amount, including all change orders, is $225,970, and 51

52 Attachment 2 WHEREAS, the contract includes a provision that the sum of $10,000 be withheld by the district as a retainer for a period of one year following substantial completion. NOW, THEREFORE, BE IT RESOLVED by the Madison Metropolitan Sewerage District Commission, and following consideration of the above recitals which are incorporated by reference, as follows: 1. That said work be accepted, with the district reserving to itself all rights under said contract, including guarantees against defects in workmanship, materials, construction or installation and guarantees against failure to perform successfully within the limits of the specifications. 2. That final payment be authorized and made to Visu-Sewer, Inc., in the amount of $60,471.00, which amount provides for the withholding of a $10,000 retainer from the final contract amount of $225,970. The above resolution was adopted by the Commissioners of the Madison Metropolitan Sewerage District at their meeting held in the district office on April 11, MADISON METROPOLITAN SEWERAGE DISTRICT Attested by: Thomas Hovel, President James L. Martin, Secretary 52

53 COMMISSION AGENDA REPORT Meeting of April 11, Final Clarifier 17 & 19 Coating Project: Review of Bids, Increase Total Project Cost and Award of Contract Lead Staff: Brady Lessner, Building and Grounds Supervisor Requested Action: The commission is requested to approve resolution R4, which awards the contract for the 2019 final clarifier 17 & 19 coating project to the low bidder, MZ Construction, Inc. at their low bid price of $197,000 and increases the total project cost for annual clarifier coating in the 2019 capital budget from $185,000 to $210,000. Attachments: Attachment 1: Bid Tab Results Attachment 2: Resolution ( R4) Financial Impact: $185,000 is budgeted for coating final clarifiers 17 & 19. The low bid of $197,000 from MZ Construction, Inc. is 6.48 percent above the budgeted amount. Adequate cash reserves exist in the capital fund to fund the anticipated total project cost of $210,000. Background: Final clarifiers are the last step in the process of removing solids from the wastewater stream. These tanks have rotating steel components that include a submerged collector arm to remove solids from the bottom of the tank and a partially exposed sweep arm that skims floating materials from the surface. In 2008, a plan was developed to extend the life of the district s 19 final clarifiers by removing the existing coatings and applying a glass flake reinforced amine epoxy system. Staff currently conducts cleanings and inspections of four to five final clarifiers annually to ensure that the coatings are performing adequately and to spot maintain all components. Analysis and Options: In 2018, the district received four bids that spanned from $157,000 to $317,000. The two bids for the 2019 project were $197,000 and $534,000. MZ Construction, Inc. was the low price bidder in 2018 and successfully completed the project on time and on budget. 53

54 Recommendation: The commission is requested to approve resolution R4, which awards the contract for the 2019 Final Clarifier 17 & 19 Coating Project to the low bidder, MZ Construction, Inc. at their low bid price of $197,000 and increases the total project cost for Annual Clarifier Coating in the 2019 capital budget from $185,000 to $210,000. Key considerations: MZ Construction, Inc. was the low bidder in the competitive bidding process. MZ Construction, Inc. is qualified to perform the work. MZ Construction, Inc. is financially stable. Adequate cash reserves exist to fund the project. At this time staff does not anticipate that the total amount of authorized expenditure in the 2019 capital projects budget will be exceeded as a result of the increase in costs for this project. Option 1: Delay the project and do not award the contract. Key considerations: The bids received were responsive, competitive and met the requirements of the district. Delaying the project will result in a delay of one year, due to weather and coating application conditions. Delaying and rebidding the project can result in higher bids, negating the cost savings the district is seeing with the current bids. Next Steps: Staff recommends awarding the contract to the low bidder, MZ Construction, Inc. Following award of the contract, the contractor will finalize bonding and insurance requirements, and the district and contractor will execute the contract. Staff anticipates the project will begin in June of 2019 and be completed in September of

55 Attachment 1 BID TABULATION 2019 Final Clarifier 17&19 Coating Project Bid Opening: Wednesday, March 27, 11:00am Bidder Total Amount M.Z. Construction $ 197, TMI Coatings, Inc. $ 534,

56 Attachment 2 AWARD OF CONTRACT AND INCREASE TOTAL PROJECT COST FOR 2019 FINAL CLARIFIER 17 & 19 COATING PROJECT R4 WHEREAS, The Madison Metropolitan Sewerage District ( the district ) owns, operates and maintains nineteen (19) final clarifiers as part of liquid processing, and WHEREAS, the final clarifiers are essential to meeting permit compliance, and WHEREAS, district staff developed a plan to extend the life of the final clarifiers by rehabilitation through means of protective coating, and WHEREAS, the district staff developed a financial plan to coat two final clarifiers per year starting in 2010 and omitting 2015, and WHEREAS, the 2019 capital budget includes $185,000 for the project, and WHEREAS, the district received two competitive bids from pre-qualified bidders and noted no bid abnormalities among the bids received, and WHEREAS, the lowest responsible bid contains all documentation required by law and district policy, including, but not limited to, bid security, NOW, THEREFORE, BE IT RESOLVED by the Madison Metropolitan Sewerage District Commission, and following consideration of the above recitals which are incorporated by reference, as follows: 1. The commission awards the contract for the 2019 final clarifier 17 & 19 coating project to MZ Construction Inc., at its low bid price of $197, The commission increases the total authorized project cost from $185,000 to $210, The total amount of authorized expenditures listed in the 2019 capital projects budget remains unchanged at this time based on anticipated spending in this fund for the remainder of Following completion of all required conditions, the commission authorizes the chief engineer and director to execute the contract on behalf of the district. 56

57 The above resolution was adopted by the commissioners of the Madison Metropolitan Sewerage District at their meeting held at the district on Apr. 11, Attested by: MADISON METROPOLITAN SEWERAGE DISTRICT Thomas Hovel, President James L. Martin, Secretary Attachments incorporated by reference: Project bid tabulation 57

58 COMMISSION AGENDA REPORT Meeting of April 11, 2019 Approval of First Quarter 2019 Sewer Service Charges Lead Staff: Todd Gebert, Capital Planning Engineer Requested Action: The commission is requested to approve sewer service charges for the first quarter of Attachments: Attachments 1-3 will be provided at the commission meeting: Attachment 1: Letter to commissioners Attachment 2: Service Charge Summary Quarter 1 Attachment 3: Service Charge Summary Total 2019 Charges Attachment 4: Resolution ( R5) Financial Impact: Approving the quarterly bills is a necessary step in receiving about 23 percent of the revenue needed for the district s 2019 operating budget. District staff will make available the service charge amounts to the commissioners at the meeting. Background: Service charges are charges to the district s customer communities that recover its annual operating and debt service expenses based on quantity and quality of wastewater received at the Nine Springs Wastewater Treatment Plant and the number of actual users and equivalent meters in service in the district. Service charges typically comprise about 95 percent of operating budget revenues. Service charges are calculated and invoiced on a quarterly basis. The amount of service charges for each community is the sum of seven billing parameters: wastewater volume, carbonaceous biochemical oxygen demand (CBOD), total suspended solids (TSS), total kjeldahl nitrogen (TKN), total phosphorus (TP), actual customers, and equivalent meters. Each parameter is measured by district staff and multiplied by its corresponding billing rate. Parameter billing rates are determined each year based on the district s operating and debt service costs, the expected quantity and quality of wastewater received at the treatment plant, and the expected number of actual users and equivalent meters in service in the district. 58

59 Analysis and Option: Recommendation: District staff has calculated and reviewed the service charges for each community and recommend their approval by the commission. Next Steps: The district will prepare and send invoices for service charges to each customer upon commission approval. 59

60 Attachment 4 APPROVAL OF FIRST QUARTER SEWER SERVICE BILLS (2019) R5 WHEREAS, service charges are charges to the district s customer communities that recover its annual operating and debt service expenses based on the quantity and quality of wastewater received at the Nine Springs Wastewater Treatment Plant and the number of actual users and equivalent meters in service in the district, and WHEREAS, the amount of service charges for each community is the sum of seven billing parameters: wastewater volume, carbonaceous biochemical oxygen demand (CBOD), total suspended solids (TSS), total kjeldahl nitrogen (TKN), total phosphorus (TP), actual customers, and equivalent meters, and WHEREAS, each billing parameter is measured by district staff and multiplied by its corresponding billing rate. Parameter billing rates are determined each year based on the district s operating and debt service costs, the expected quantity and quality of wastewater received at the treatment plant and the expected number of actual users and equivalent meters in service in the district, and WHEREAS, service charges for transmitting and treating wastewater from the district s customer communities have been computed for the first quarter of 2019 for the period from Jan. 1, 2019 through March 31, 2019, THEREFORE, BE IT RESOLVED, that first quarter service charges be approved and distributed to each customer community in accordance with the attached service charge summary. BE IT FURTHER RESOLVED that all customer community bills shall be payable by May 15, The above resolution was adopted by the Commissioners of the Madison Metropolitan Sewerage District at their meeting held at the district on Apr. 11, Attested by: MADISON METROPOLITAN SEWERAGE DISTRICT Thomas Hovel, President James L. Martin, Secretary Attachments incorporated by reference: 1. Service Charge Summary (Quarter 1, 2019) 60

61 COMMISSION AGENDA REPORT Meeting of April 11, 2019 Informational: Review of Customer and Community Meeting Lead Staff: Jennifer Sereno, Communications and Public Affairs Manager Requested Action: No action is required. The commission is requested to receive the information in preparation for the next step in strategic planning on April 25. Attachments: Attachment 1: Customer and Community Presentation from (see meeting information section) Attachment 2: Customer and Community Meeting Summary Attachment 3: Online Survey Results Attachment 4: Strategic Pillars Financial Impact: The budget contains sufficient funds to produce three additional customer and community meetings through the end of 2019 as well as some potential outreach activities that may result. Future capital and operating budget recommendations may be developed as a result of continued work by the participants. Background: Achieving the broad objectives established in the district s global outcomes policies requires robust engagement with a variety of stakeholders. For district customers and community members to be confident in the public health, environmental and economic benefits of our regional sanitary sewer collection system, they must believe decision-making occurs through fair and transparent processes that reflect the best available options and prudent financial management. Absent effective communications, opportunities for collaboration and positive experiences with the district s work, the desired beliefs and resulting behaviors will not take root. As part of the work to develop the global outcomes policies, the commission acknowledged the importance of engaging customers and community members through regular meetings to strengthen relationships and build understanding of the district s priorities. The commission also expressed support for efforts to factor the interests of customers and community members into policy decisions. More recently, the commission s strategic planning process has 61

62 focused on ideals and actions the district should take so that it continues to protect public health and the environment now and for the foreseeable future. Consistent with the commission s direction, district staff members came together and developed a plan for customer and community engagement based on the commission s work and 2019 district goals. As part of the effort, staff members reviewed the district s strategic priorities and conducted an online survey to assess customer and community priorities. The internal team also established objectives for the initial meeting including: Advancing Global Outcomes Policy 0-1 as well as 2019 commission goals for increased customer community engagement, affordability and financial sustainability; Establishing new relationships among district and customer community leaders; Reinforcing relationships among district and customer community technical staff; Identifying and beginning to solve key district and customer community challenges; and Building broader understanding of and appreciation for the district s role in protecting public health and the environment. The format of the meeting included an overview presentation of district operations as well as an exercise asking participants to identify issues and opportunities that customer communities and the district should be working on together (Attachment 1). Based the topics identified, participants then moved into breakout groups to begin exploring the themes in more detail. Priorities that emerged from the discussions included infiltration and inflow; rate design and funding issues; pretreatment; and communications and education. Beyond accomplishing the initial objectives, the meeting delivered support for the district s current approach of managing technical priorities through staff-centered processes while managing adaptive challenges through stakeholder engagement. Importantly, the priorities or themes that emerged from the self-directed breakout groups (Attachment 2) showed strong alignment with the public interests identified through the online survey (Attachment 3) and the commission s own strategic work (Attachment 4). Many of the participants expressed appreciation for the process and indicated their willingness to engage in subsequent efforts to refine shared objectives. At the meeting s conclusion, many participants also expressed interest in remaining connected to progress on all of the key topics and district staff members indicated follow-up opportunities would be organized. Analysis and Options: Based on this feedback, district staff members intend to convene additional customer and community meetings during 2019 with the potential for additional smaller working group meetings as needed. Following each meeting, progress reports will be shared with participants and other stakeholders via , social media and in some cases hard copy mail. 62

63 The immediate next step is to schedule a follow-up meeting. The structure will include a review of the initial meeting, followed by development of shared objectives regarding the four key areas of interest identified through the breakout groups: Infiltration and inflow, including opportunities to enhance collection system resiliency at the public and private level; Infrastructure economics and equity, including rate design and innovative funding solutions that may support the infiltration and inflow work among other priorities; Industrial pretreatment, including improved community-industry coordination; and Communication, outreach and education on pollution prevention and sustainability issues. While attendance at the follow-up meeting may decrease slightly based on the participants technical interests and time, every effort will be made to drive attendance at an anticipated final meeting of the year with personal outreach to elected officials and lead staff. Through the district budget presentation, staff members will affirm the district s commitment to serving customers and community members while highlighting the importance of the stakeholders contributions. Next Steps: The commission is having its next strategic planning session on April 25. The chief engineer and director will provide more guidance on how to incorporate the information in that process. 63

64 Attachment 2 March 20, 2019 Madison Metropolitan Sewerage District Customer and Community Meeting Summary PARTICIPATION AND ENGAGEMENT Attendance Attendees included a total of 47 registrants with participation by 16 district customer communities including: City of Fitchburg; City of Madison; City of Middleton; City of Monona; Dane County; Kegonsa Sanitary District; Pleasant Springs Sanitary District; Town of Dunn; Town of Verona; Town of Westport; Village of Cottage Grove; Village of Dane; Village of Maple Bluff; Village of McFarland and Village of Waunakee and Village of Windsor. Representatives from other organizations included: American Family Insurance sustainability team members; Capital Area Regional Planning Commission; Clean Lakes Alliance; Electronic Theater Controls; Home Savings Bank; Madison Metropolitan Sewerage District Commission members; retired commission members; two prospective Madison City Council members; Shilling Law; Strand Associates; and WPPI Energy. Invitation process To drive attendance, five s and two news releases were sent over a five week period. The formal invitation list included elected officials, chief community administrators and clerks, public works directors, sanitary district contacts and lead engineers. Personal phone calls were extended to contacts from customer communities who did not respond to the invitation. The news releases also were sent to more than 1,200 subscribers on the district s GovDelivery list. Media coverage WKOW Channel 27 news covered the event and posted a very positive story: The event also was recorded by the City of Madison s Cable Channel team and will be embedded on the district s web site: Survey tool The invitations and news releases included a link to an online survey designed to gauge knowledge and attitudes regarding key infrastructure, pollution prevention and affordability issues among those most engaged with one water concepts and sustainability concerns. The majority of questions were designed to mirror previous national and statewide scientific surveys to provide context. Seventy respondents completed the survey. 64

65 Attachment 2 Meeting format The two hour meeting included a presentation by district Chief Engineer and Director Michael Mucha. Following the presentations, an open space process allowed participants to form working groups to address priority topics. A summary of the working groups notes follows. After the formal meeting concluded, approximately a dozen participants stayed for a tour of the Nine Springs Wastewater Treatment Plant. GROUP SUMMARIES Topic: Inflow and Infiltration Section I Notes: Bruce Borelli Summary The group would like to develop a partnership between communities and the district to look at: Funding o What potential funding sources exist for I/I reduction? o Are grants available (federal, etc.) for sewer lining, manhole rehab, etc.? Technical expertise o o Formation of a technical team/group to advance I/I awareness What technologies exist to address I/I? How effective are they? Example: Village of Maple Bluff tried grouting of manhole(s) but it did not work; I/I continued. Policy issues How do you address I/I on private property? o How can a community and/or property owner afford to address this? o Can public municipalities work (and fund work) on private property? o How can a combined effort work to involve land owners, municipalities and the district? Roles and responsibilities o The district is the big player. What can the district do to broker the education, the technical expertise, the engineering and the potential funding sources to lead I/I reduction efforts? A regional partnership to address I/I would create shared benefits: If we can reduce I/I, it will reduce volume, which will reduce annual bills. Addressing I/I will avoid the need for increased size of pump stations, interceptors, etc. A partnership effort could help advance education and outreach on I/I, which will be important in gaining support from the general public, boards, council, etc., when it comes to potential costs, technical and policy solutions. Topic: Inflow and Infiltration Section II Notes: Todd Gebert Summary The discussion included a variety of perspectives from the point of view of several customer communities: City of Monona has significant areas of I/I. o o Sump pumps are of particular concern. City doesn t have enough resources to enforce control of fats, oils and grease to public sewer system. 65

66 Attachment 2 o City struggles to offer special programs and incentives that bigger cities like Madison can offer for things like I/I and FOG. They don t have enough resources and staff. o Replacement of private laterals is the responsibility of home owner. Like Monona, the Village of Waunakee sees illicit sump pump discharges to public sanitary sewer system as a significant problem. o The village notes that there is a large disparity between the volume of water that the village sells to users and the amount that is billed by the district as wastewater. This gap could be as large as 45 percent. The City of Madison knows that sump pump discharges to sanitary sewer occur throughout the city and are a problem. o Other known I/I sources include things such as flooding of parking garages, which are connected to sanitary sewer. This was observed in the last flooding event on August 20-21, o City has made substantial progress in reducing sewer back-ups by cleaning sewer mains every two years, on average. o In the 1980 s there were approximately 150 backups per year. o Presently there are fewer than 20 backups per year under normal weather conditions. o City is providing education through newsletters in monthly billing statements. One topic has focused on instructing residents about the proper operation of sump pumps. o City has operated a lateral replacement program for the last 20 years or so. Under this program the city will pay for 75 percent of the cost to replace the lateral between the main and the property line on projects where the street is being reconstructed. The property owner pays the remaining 25 percent of the cost. o Participation rate in program at this time is nearly 100 percent. o Of those who participate, though, almost no one continues the replacement from the property line to the house at their own expense. o City does a significant amount of sewer main lining, particularly for pipes constructed in the 1960s or earlier. o City is developing a new program to further reduce sewer backups by cost sharing with home owners on the installation of backwater valves. City will pay 75 percent of cost and home owner remaining 25 percent. Approximate cost of program is $250,000 (annual?). Offer would be limited to street reconstruction projects or on demand. Town of Dunn has four sanitary districts that operate independently. o The districts are aware of known defects in laterals where large amounts of inflow are getting into the sanitary system. It is believed that there are five laterals that contribute to much of the problem. o Town had large increase in tax bills in 2018 to cover district service charges. The increase was approximately $400 per house in o The town believes it does not have sufficient authority to direct repairs to defective laterals. From Madison Metropolitan Sewerage District s point of view: Overall the district considers the rate of I/I to be moderate by industry standards. The district is currently preparing for $16 million of upgrades to the treatment plant to provide additional capacity, with more phases to come in the next 10 years. The district would like to minimize the need for any future work, if possible. 66

67 Attachment 2 The district sees opportunities for reduction in I/I on private property. Historically this I/I source has received little attention since most laterals are owned by individual property owners and due to the associated problems with working on private property. The Capital Area Regional Planning Commission s focus is on green infrastructure. This allows storm water to infiltrate more easily at its source rather than run off to drainage systems. Examples of this infrastructure include: Wetland restoration Prairie restoration Rain gardens Porous pavement From the perspective of Grant Foster, aldermanic candidate: I/I could be better controlled by proper management of storm water. This includes infiltrating storm water and controlling lake levels. Why don t we have a regional authority for managing storm water (like MMSD for sanitary service)? Results would be better if one entity could coordinate and oversee all work. Need to adopt a watershed perspective for problems such as these. Need to investigate and find new possibilities for funding of storm water management such as green infrastructure. Possible strategies: Sewer lateral rehabilitation In all communities (except Madison), the homeowner rarely participates in lateral replacement. Incentives are needed to encourage homeowners to replace their laterals. Lining laterals is expensive. Next steps: Education Focus on sump pumps and roof drains? Education materials in billing statements can be effective. District should continue to provide information, as it does for pollution prevention. Funding. Rebate program for I/I work. Organize contractors to make work easier for smaller and less experienced communities. The district could play a role in this as the regional provider. 67

68 Attachment 2 Topic: Education Notes: Catherine Harris Summary The group hypothesized that most residents know very little about the sanitary sewer system and that policy makers also know very little. Possible antidotes offered by the group centered on information sharing efforts such as: Coordinated messaging with other area groups; Making a simple list of do s and don ts; and Developing a short presentation to give to various groups and to educate youth. The people participating in the conversation felt strongly about the district s role in the community as an educator. Reaching out and engaging with stakeholders proactively represents a good investment of district funds because it will help community members better understand the need for district expenditures on infrastructure and equipment repair and replacement. Topic: Chloride reduction Notes: Emily Jones Summary Education is not enough to motivate people to update their softeners. Alternative motivators include monetary incentives for homeowners and getting developers and landlords/property owners to focus on high-efficiency softeners. o Suggestion: make the potential cost of chloride removal technology real by breaking it down to individual homes and businesses and compare the cost of technology with the cost of prevention. o o The group questioned what softening and salt alternatives exist. One tactic that the district could prioritize for salt reduction is I/I reduction. However, this is a very individualized approach, as this would keep salt out of the sewer but not reduce it in the environment at large. o It s still important to ramp up I/I reduction efforts to lessen peaks. Chloride regulation is inevitable: there will be a TMDL for chloride for Lake Wingra eventually. On the home softening side, the group could see someone taking an optimization before a replacement due to the lower cost. However, convenience/access can be a barrier even if cost isn t. An example was given of a municipal lateral replacement program. It was free, but an inconvenience to people who didn t want to stay home for the service person to come. There is a need to determine the actual barriers and motivations to home softener improvements. o Suggestion: Municipalities could establish a deed restriction for all annexed properties mandating installation of a high-efficiency softener. This option would require coordination with building/plumbing inspectors. There are three strategies that the district can take to reduce chloride: o Educate o Incentivize o Regulate It is difficult to forecast hypothetical long-term possibilities and adequately message this. Should this issue move from local to state scale? For example, will necessary changes here require changes to the state plumbing code or Uniform Building Code? 68

69 Attachment 2 Changes could also be accomplished through ordinance revision, with creation of exemption opportunities based on need. The district could create an enforceable rule requiring HE softeners. This rule would be relatively easy for building inspectors to enforce. It s difficult for the district to reach individual homeowners, particularly those not already engaged. The economics of home softening could make a mandate challenging (i.e., cost-prohibitive) Summary: use district authority to require more efficient softening. Topic: Infrastructure Economics and Equity Notes: Bill Walker Summary The discussion covered a wide range of topics including costs associated with different development patterns, the challenges associated with effective affordability programs for low income households and funding for asset renewal. The group agreed that there is benefit in having end users pay for services as opposed to funding services from general tax revenue. Having end users pay helps demonstrate the value of the services and helps align incentives for use. Other key themes included: Different rate structures have various incentive effects that should be considered. There are tradeoffs and issues to discuss regarding development density, cost of service to distant areas and scale economies. There are tradeoffs and issues to discuss regarding use of rates to incent behavior and potentially inequitable cross-subsidization among users. Regarding wastewater, assistance to low-income households is best done not through rates but through other social service groups. Planning for long-term, lifecycle costs of infrastructure is a challenge for human nature but important to control costs and ensure service. Topic: Industrial pretreatment Notes: Stacey Koch Summary What issues and opportunities should customer communities and the district work together on and what are potential next steps? How do we deal with industries and verify what they are discharging? There have been cases where companies sometimes exceed pollutant limits but change their process when the district comes to monitor. In one instance, when the district came to monitor, plastics were found in the sample. In another example, upstream sampling was used to track down high chlorine loading. What types of customers should be monitored in communities? District knows of industrial users, dental clinics. What other customers could have problems or pollutants (funeral homes, etc.). 69

70 Attachment 2 Communities would find it helpful to have more resources and education around the possible types of facilities to look out for. When do the communities hear about new industries or facilities moving to their area? The city gets the architectural design reviews for a facility. It would be helpful for the city to have a list of customers and types of industries to look out for. o It would then be possible to set up meetings with them. Plats/CSMs come through for dividing the land/lots. The community will receive a community development plan if a company is growing or expanding. These efforts may need to start higher up at the economic development department. How else can companies reduce their impact? Permittee perspective some companies know what they are discharging but wonder what else they can do to be forward thinking. How can companies be better stewards and reduce their impact further? Manufacturing education: Could various similar industries meet and discuss processes and best practices? Topic: Resiliency and Communications Notes: Jeff Brochtrup Summary The challenges of extreme weather raise a variety of issues with respect to infrastructure resiliency and communications. The upside is that when communication efforts are deployed strategically via appropriate channels, it is possible to be proactive, manage expectations and build support for the investment needed to improve infrastructure resiliency. Hallmarks of effective communications include: Dissemination of messages with actionable information. Use of effective channels such as social media, the Nextdoor blog and YouTube. Identification of overlapping concerns and shared messages by communities and the district. Education when properly informed, people are more likely to take action. Develop trusted messengers and deploy them to engage with external groups. Use of influencers who may have their own channels to amplify a message. Partnerships with other groups ranging from developers to local units of government the Yahara WINS model works well. The topic of infrastructure resiliency covered a number of questions and challenges: Flooding is going to happen. Is there a better way to manage it or better direct the damage? The force main to Badfish Creek is limiting. There will be occasional deviations from desired results for extreme events. It may not be possible to prevent these deviations but it may be possible to better anticipate and mitigate the consequences. It is particularly hard for small communities to plan for resiliency. Extreme rain events and drought cycles are likely to continue. 70

71 Attachment 2 Topic: Phosphorus and adaptive management Notes: Martye Griffin Summary The discussion covered a wide range of themes: Manure treatment dairy manure manure digesters. Treatment cooperation. Cooperate on treatment of manure. Treatment of manure at a community level is essential. Individual producer may not be able to bear cost. Dairy is not going away. We will always consume dairy products. Community effort needed for solution. Do we have more capacity for manure digesters? There is potential for areas of concentration of farmers to make it profitable. Look to strategically acquire lands (rural) to be used for phosphorus capture and stormwater infiltration. Yahara area is just one area. There are other areas that also are doing trading that require county resources. Need to expand watershed to whole county - whole county is a watershed. Cross plains - adaptive management project. Dane Iowa treatment plant - AM plan - impacts other areas of the county. Dredging. Rivers. Expand dredging expanded to lakes? Municipalities many are working on stormwater. Use of confluence ponds to slow down sediment and nutrients and infiltrate water Stormwater regulations - more infiltration can help. City of Middleton - Idea to purchase farm land to be used for infiltration. Phosphorus control, and stormwater capacity. Stormwater focus. Phosphorus numbers are good, infiltration numbers are OK. Is the focus stormwater or phosphorus? Do those have to compete? We can accomplish both. City of Madison - southwest area - Tiedeman pond area. Stormwater focus but will also have phosphorus reduction to lakes? Goals More participants in adaptive management. (Some voluntary participants). But once some municipalities meet their goal, they may want to cut back. As they make improvements, they can claim credit, to reduce payment amount and less total money for adaptive management project. Should municipalities, since they agreed to be a part of the solution, wouldnʼt they keep their payment amount. Keep effort. Difference between bare minimum regulator obligation vs. real work goals to achieve the water quality changes that the public expects. Concern that regulatory obligation may be met, but may not be possible to physically see changes in water quality. To motivate participation with no regulatory hook, municipalities should lead toward the goal. Get recognized and keep it up for the greater good. 71

72 Attachment 2 What to do when we see municipalities take small credit adjustments vs. communities who have met regulatory obligation but still want to pay in. There may be some misunderstandings about how the IGAs work. Need to potentially close the gap between what we are required to do by permit and what needs to be done to reach water quality goals. Develop new markets for organic (leaves, food waste, FOG, etc.). Nutrients: Nutrient concentration should be a focus. Recognize that we need and want the nutrients. Just applied and distributed appropriately. Concentrate and transport to areas that need them. In lieu of commercial fertilizer. Current model is manure, nutrients are on one area and expensive to move. Heavy application near source, farther away,, less manure and importing nutrients. Better distribute manure that is produced, may not have excess and off set import of fertilizer. Phosphorus is a needed resource. Look at business model of Ostara/Crystal green. Are there companies that distribute fertilizer in the state? Direct consumer vs. straight to farmers. Way to distribute needed nutrient where it is needed. Compost with municipal sludge. Product for farmers to pick up. How to make a product available that farmers want, and that they can get. How to use food waste in this nutrient cycle. Reduce food waste early on Wisconsin Academy having a seminar on it. Compost ing food waste can be challenging. Hard to site. Planning should identify where things like these can be sited. As we become more urbanized more challenges to do this. Area near landfill? Less urbanized. Topic: Bigger population and less open rural land Notes: Eric Dundee Summary Dane County and the region served by Madison Metropolitan Sewerage District faces numerous challenges due to growth. Specifically, 75 percent of the state s population growth last year was in Dane County. This creates a paradigm in which policy makers may help incent choices between sprawl and redevelopment. When population grows, some things go up: Runoff; Water usage; Infrastructure; and Biosolids volume. When population grows, some things go down: Natural infiltration of precipitation; Aquifer levels; Capacity; and Land to spread biosolids. 72

73 Attachment 2 Higher use of water will lead to water scarcity (draining aquifers). There will be a need to look for alternate sources of water including lakes and/or a gray water system. This leads to important questions: What is the value of lakes? What is the value of property? What is the value of open land, our ability to produce farm to table food and how does this affect the cost of clean water. 73

74 Attachment 3 Madison Metropolitan Sewerage District: Customer and Community Survey 2019 SurveyMonkey Q1 Are you... Answered: 68 Skipped: 2 An elected or appointed... A government employee? A member of the public? 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES An elected or appointed official in your community? A government employee? A member of the public? RESPONSES 14.71% % % 43 TOTAL 68 74

75 Attachment 3 Madison Metropolitan Sewerage District: Customer and Community Survey 2019 SurveyMonkey Q2 How important do you think the sanitary sewer system is to you and your family s personal well-being? Answered: 70 Skipped: 0 Not at all important No too important Somewhat important Very important 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES Not at all important No too important Somewhat important Very important RESPONSES 0.00% % % % 57 TOTAL 70 2 / 7512

76 Attachment 3 Madison Metropolitan Sewerage District: Customer and Community Survey 2019 SurveyMonkey Q3 How good a job do you think Madison Metropolitan Sewerage District does in delivering sanitary sewer service to its customer communities? Answered: 70 Skipped: 0 Poor Fair Good Excellent Don't know/na 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES Poor Fair Good Excellent Don't know/na RESPONSES 2.86% % % % % 11 TOTAL 70 3 / 7612

77 Attachment 3 Madison Metropolitan Sewerage District: Customer and Community Survey 2019 SurveyMonkey Q4 Following is a list of services that wastewater agencies either provide today or may provide in the future. Please indicate whether you think each service should be a high priority; a moderate priority; a low priority or not a priority. Answered: 70 Skipped: 0 Reducing water pollution Meeting increased st... Maintaining, enhancing, o... Reducing greenhouse g... Generating energy in th... Preparing for the impact o... Increasing the use of recyc... Capturing nutrients fr HIGH PRIORITY MODERATE PRIORITY LOW PIORITY NOT A PRIORITY DON'T KNOW/NA TOTAL WEIGHTED AVERAGE Reducing water pollution 86.96% % % % % Meeting increased state and federal health and safety regulations 81.43% % % % % Maintaining, enhancing, or replacing aging equipment, pipes, facilities and buildings 68.57% % % % % Reducing greenhouse gas emissions 61.43% % % % % Generating energy in the process of treating wastewater 42.86% % % % % Preparing for the impact of climate change 64.29% % % % % Increasing the use of recycled water 44.29% % % % % Capturing nutrients from wastewater to be used as fertilizer and other industrial uses 45.71% % % % % / 7712

78 Attachment 3 Madison Metropolitan Sewerage District: Customer and Community Survey 2019 SurveyMonkey Q5 Do you think what you pay currently for water and wastewater service is affordable or unaffordable? Answered: 70 Skipped: 0 Very affordable Somewhat affordable Somewhat unaffordable Very unaffordable Don't know/na 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES Very affordable Somewhat affordable Somewhat unaffordable Very unaffordable Don't know/na RESPONSES 42.86% % % % % 4 TOTAL 70 5 / 7812

79 Attachment 3 Madison Metropolitan Sewerage District: Customer and Community Survey 2019 SurveyMonkey Q6 Suppose your wastewater service provider increased rates by a modest amount to pay for infrastructure and water quality improvements. Would you be willing or unwilling to pay a modest rate increase in order to improve your wastewater service? Answered: 70 Skipped: 0 Very willing Somewhat willing Somewhat unwilling Very unwilling Don't know/na 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES Very willing Somewhat willing Somewhat unwilling Very unwilling Don't know/na RESPONSES 50.00% % % % % 6 TOTAL 70 6 / 7912

80 Attachment 3 Madison Metropolitan Sewerage District: Customer and Community Survey 2019 SurveyMonkey Q7 When water goes down the drain, it travels through the sanitary sewer system to Madison Metropolitan Sewerage District's Nine Springs Wastewater Treatment Plant before being returned to the environment. While many pollutants are removed at the plant in order to return safe, fishable and swimmable water to nature, some pollutants are not removed from wastewater. By preventing these pollutants from reaching the plant in the first place, we can help protect clean water and avoid expensive treatment systems. Please identify your level of concern with the following: Answered: 70 Skipped: 0 Phosphorus Chloride Contaminants such as per... Mercury Pharmaceuticals Fats, oils and grease Wipes Phosphorus DON'T KNOW/NA 5.97% 4 LOW MEDIUM HIGH TOTAL WEIGHTED AVERAGE 2.99% % % Chloride 14.29% % % % Contaminants such as per and polyfluoroalkyl substances (PFAS) 15.63% % % % Mercury 4.55% % % % Pharmaceuticals 4.76% % % % Fats, oils and grease 4.55% % % % / 8012

81 Attachment 3 Madison Metropolitan Sewerage District: Customer and Community Survey 2019 SurveyMonkey Wipes 14.93% % % % / 8112

82 Attachment 3 Madison Metropolitan Sewerage District: Customer and Community Survey 2019 SurveyMonkey Q8 In our region, sanitary sewers are designed to be separate from the stormwater drainage system. This helps ensure the safety of residents and the environment. However, during storms, rain and groundwater can end up in the sanitary sewer, taking up valuable sewer capacity and sometimes causing problematic overflows. Studies show that approximately 50 percent of this infiltration and inflow comes from private property (broken laterals, sump pumps, foundation drains, etc.) while aging public infrastructure also plays a role. During the August 2018 flooding, infiltration and inflow volume significantly increased bills for some communities and also pushed the Nine Springs Wastewater Treatment Plant to three times its average treatment volume. What should happen next? (You may check more than one item.) Answered: 70 Skipped: 0 Nothing; this is not an... The communities... My community has taken st... This is an issue facing... A combination of public an... Build a bigger treatment pl... 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES Nothing; this is not an ongoing problem. The communities with the problems should solve them. My community has taken steps to reduce infiltration and inflow. Please make sure we are not billed for others problems. This is an issue facing the entire region. Communities need to work together to find shared solutions. A combination of public and private investment is needed to address infiltration and inflow at the source. Build a bigger treatment plant and collection system, as needed, to convey and treat the infiltration and inflow volume. RESPONSES 1.43% % % % % % 17 9 / 8212

83 Attachment 3 Madison Metropolitan Sewerage District: Customer and Community Survey 2019 SurveyMonkey Total Respondents: / 12

84 Attachment 3 Madison Metropolitan Sewerage District: Customer and Community Survey 2019 SurveyMonkey Q9 We re working to address issues related to extreme weather; known pollutants; emerging contaminants; and reinvest in our aging infrastructure. We re also cost-conscious ratepayers, just like you. How would you like us to keep in touch? Answered: 68 Skipped: 2 news and information Social media channels Regularly scheduled... Make a presentation... Tours Education programs Pass-through information... Local news media outlets 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES news and information Social media channels Regularly scheduled meetings Make a presentation to my community or group Tours Education programs Pass-through information from my local government Local news media outlets RESPONSES 76.47% % % % % % % % 46 Total Respondents: / 12

85 Attachment 3 Madison Metropolitan Sewerage District: Customer and Community Survey 2019 SurveyMonkey Q10 Do you have other concerns, questions or comments? We welcome your feedback. Answered: 25 Skipped: / 12

86 Attachment 4 OUR MISSION: To protect public health and the environment. OUR VISION: Enriching life through clean water and resource recovery. FIVE PILLARS ENVIRONMENT COMMUNITY EMPLOYEES EFFECTIVENESS INFRASTRUCTURE KEY RESULTS AREAS We see opportunities in wastewater to recover valuable resources. We see solutions in the community to engage others in meeting future challenges. We see success in a healthy, resilient workforce to promote a culture of positive engagement. We see greater success in the use of best business practices. We see value in sustainable infrastructure to support a vibrant regional community. Goal: Increase recovery of resources while meeting permit requirements. Goal: Improve partnerships to build and increase public support. Goal: Achieve a culture of positive engagement. Goal: Adopt best business practices to increase district efficiency and effectiveness. Goal: Achieve expected community level of services at the lowest total cost of ownership. STRATEGIES Energy master plan Badger Mill Creek phosphorus compliance Chloride reduction Biosolids management Overall communication efforts Community engagement Competitive pay and benefits Campus security Inclusion and diversity ELC engagement Internal communication Strategic planning Establish long-term financial strategy Reliability centered maintenance Establish records management system Deploy Office 365/Sharepoint Deploy new asset management and financial systems Deploy ESRI GIS platform THREATS AND OPPORTUNITIES Industrial pretreatment program modifications Sewer Use Ordinance enforcement Inflow and infiltration reduction Changes to user charges and billing Succession planning and institutional knowledge transfer Workload management Plant resiliency (backup power) Collection system management Lagoon property management Agricultural property management ONGOING PRIORITIES Yahara WINS Struvite recovery GFOA Award Pollution prevention Strategic communications Safety committee Plant operations and maintenance Procurement Laboratory services IT governance and strategic plan Records management Liquid processing facility improvements Interceptor and pumping station rehabilitation Force main inspections Capital improvement planning 86

87 COMMISSION AGENDA REPORT Meeting of April 11, 2019 Review of Bids and Award of Contract: Northeast Interceptor Truax Extension Relief Lead Staff: Jen Hurlebaus, PE, Collection System Engineer Requested Action: The commission is requested to approve resolution R6 that awards the contract for the Northeast Interceptor Truax Extension Relief project to the low bidder, Speedway Sand and Gravel, Inc. at their low bid price of $7,034, Attachments: Attachment 1: Bid Tabulation Attachment 2: Resolution ( R6) Financial Impact: Budgeted and current (which reflects the actual low bid amount) cost estimates for the Northeast Interceptor Truax Extension Relief project are listed in the table below. Item 2019 CIP Estimate Current Estimate Construction (with change order contingency) $ 8,570,000 $ 7,250,000 Consultant, district, and other costs $ 1,074,000 $ 1,250,000 Total project estimate $ 9,644,000 $ 8,500,000 The estimated total project cost of $8,500,000 is approximately 12 percent below the $9,644,000 included in the 2019 budget. It is anticipated that this project will be funded by a Clean Water Fund loan. Background: The Northeast Interceptor Truax Extension is located between Lien Road and the terminus of the Pumping Station 13 force main near the intersection of U.S. Highway 51 and Rieder Road. The existing 48-inch concrete pipe is showing evidence of internal pipe corrosion and needs to be rehabilitated or replaced to ensure reliable service. The district s collection system facilities plan update (2011) showed that capacity increase for the Truax Extension will be needed sometime between 2017 and 2031, depending on the assumptions used for the growth rate in the upstream service area. 87

88 District staff evaluated preliminary alternatives for the Truax Extension Relief and Rehabilitation projects as part of the 2018 capital improvements plan and recommended construction of a relief sewer prior to rehabilitation of the existing Truax Extension. This reduces the overall risks and total cost of both projects, as the relief sewer can be used to bypass flows during the rehabilitation (i.e., lining) of the existing sewer. The Northeast Interceptor Truax Extension Relief project consists of 7,800 lineal feet of 42-inch diameter interceptor sewer using open-cut and trenchless techniques. The project also includes constructing a paved path in Reindahl Park that will enhance the park s path network and also provide periodic access for the district to perform maintenance activities. The project was advertised in Feb. of Approximately 40 companies obtained plans for the project. Four companies pre-qualified to bid as a prime contractor. On Thursday, March 28, 2019, the district opened bids from four pre-qualified prime contractors (see Attachment 1: Bid Tabulation), with the low bidder being Speedway Sand and Gravel, Inc. at a low bid price of $7,034, Analysis and Options: Recommendation: Approve resolution R6, which awards the contract for the Northeast Interceptor Truax Extension Relief project to the low bidder, Speedway Sand and Gravel, Inc. at their low bid price of $7,034, Key considerations: Speedway Sand and Gravel, Inc., was the low bidder in the competitive bidding process. The low bid was approximately 14 percent below the estimate included in the 2019 budget. Speedway Sand and Gravel, Inc. is qualified to perform the work, is financially stable and included the necessary documentation with their bid (bid bond, DBE solicitation, addenda acknowledgement, etc.). The district has previous experience working with Speedway Sand and Gravel, Inc. They also have extensive prior experience and the equipment necessary to perform the work. Option 1: Delay the project and do not award the contract. Key considerations: Delaying and/or re-bidding the project will result in additional administrative and engineering costs. Delaying pushes-off a project that is required at some point in the future. 88

89 Next Steps: Staff recommends awarding the contract to the low bidder, Speedway Sand and Gravel, Inc. Following completion of bonding and insurance requirements, the contract will be finalized by the district and the contractor. Construction is scheduled to begin in July of 2019, with substantial completion by June 30,

90 Attachment 1 Bid Tabulation Northeast Interceptor Truax Extension Relief Bid Opening: Thursday, March 28, 2019 Bidder Total Amount Speedway Sand & Gravel, Inc. $ 7,034, S.J. Louis Construction, Inc. $ 8,849, R.G. Huston Company, Inc. $ 8,968, Super Excavators, Inc. $ 17,612,

91 Attachment 2 AWARD OF CONTRACT: NORTHEAST INTERCEPTOR TRUAX EXTENSION RELIEF R6 WHEREAS, Madison Metropolitan Sewerage District ( the district ) has determined the need to rehabilitate or replace a portion of the Northeast Interceptor between Lien Road and the terminus of the Pumping Station 13 force main in the City of Madison, and WHEREAS, the district s Collection System Facilities Plan Update (2011) showed that capacity increase for the Northeast Interceptor Truax Extension will be needed sometime between 2017 and 2031, and WHEREAS, district staff recommended construction of a relief sewer prior to rehabilitation of the existing Truax Extension, which reduces the overall risks and total cost of both projects, as the relief sewer can be used to bypass flows during the rehabilitation (i.e., lining) of the existing sewer, and WHEREAS, the Northeast Interceptor Truax Extension Relief project (the project ) was included in the district s 2019 Capital Improvements Plan and Budget, and WHEREAS, Strand Associates prepared plans and specifications for the project, and WHEREAS, district staff advertised the project as required by Wisconsin Statutes and the district s procurement policies, and WHEREAS, the scope of work includes installation of 7,800 lineal feet of 42-inch interceptor and construction of a paved path in Reindahl Park, and WHEREAS, bids received were within the approved amount in the capital budget, and WHEREAS, district staff reviewed bidders proof of responsibility, including but not limited to standard information regarding financial ability, equipment, experience in the work prescribed in the public contract and other matters that the district requires for the protection and welfare of the public in the performance of the project, all as permitted by Wis. Stats. s (2) and district policy, and thereby pre-qualified the bidders, and WHEREAS, the district received four competitive bids from pre-qualified bidders and noted no bid abnormalities among the bids received, and 91

92 Attachment 2 WHEREAS, the lowest responsible bid contains all documentation required by law and district policy, including, but not limited to, bid security, and WHEREAS, the project will be financed by a Clean Water Fund loan. NOW, THEREFORE, BE IT RESOLVED by the Madison Metropolitan Sewerage District Commission, and following consideration of the above recitals which are incorporated by reference, as follows: 1. The commission awards the contract for the Northeast Interceptor Truax Extension Relief project to Speedway Sand and Gravel, Inc., at its low bid price of $7,034, Following completion of all required conditions, the commission authorizes the chief engineer and director to execute the contract on behalf of the district. The above resolution was adopted by the Commissioners of the Madison Metropolitan Sewerage District at their meeting held in the district office on April 11, Attested by: MADISON METROPOLITAN SEWERAGE DISTRICT Thomas Hovel, President James L. Martin, Secretary 92

93 COMMISSION AGENDA REPORT Meeting of April 11, 2019 Amendment of Commission Policy on Capital Projects Budget and Debt Service Budget Development and Approval Lead Staff: Jeff Brochtrup, Assistant Chief Engineer and Director of Finance Requested Action: The commission is requested to adopt resolution R7, which amends policy ATT-2: Capital Projects Budget and Debt Service Budget Development and Approval to allow for combined bidding for construction projects. Attachments: Attachment 1: Commission Policy ATT-2: Policy on Capital Projects Budget and Debt Service Budget Development and Approval with proposed amendments Attachment 2: Resolution R7 Financial Impact: There is no direct financial impact. However, combining some projects for joint bidding will likely lower costs by utilizing economies of scale, consolidating project management and decreasing contractor mobilization. Background: The commission policy ATT-2: Commission Policy Statements on Capital Projects Budget and Debt Service Budget Development and Approval was adopted by the commission in June, The policy requires the commission to approve total project costs for each individual project. The district capital improvements plan (CIP), as summarized in the annual capital projects budget table and the six-year capital projects summary table, shows individual projects to provide accountability and control for capital expenditures. This is a key financial control point. When preparing the CIP, district policy is to identify discrete projects that are clear in scope and can be justified through business case evaluations in the CIP. Thus, the liquid process improvements work is listed as 17 individual projects within the CIP. In some circumstances, it is beneficial to combine projects under one bid after the CIP is complete. The challenge with this approach is that assigning specific construction costs for each individual project at the time of bidding and contract award is often difficult to do accurately. This will make tracking the individual total projects costs a challenge at this point in a project. 93

94 This is the situation for many of the projects involved in phase one of the liquid process improvement work. The projects are listed individually in the CIP to clearly delineate the different components of the work. Yet, because of the close physical and process connections among these projects, they are being designed by the consultant as a single large project. The immediacy of those projects has led to the proposed policy change in this report. To address these situations while maintaining financial controls, staff proposes to amend the policy on Capital Projects Budget and Debt Service Budget Development and Approval to permit consolidation of individual CIP projects for the purpose of bidding and construction management. Proposed changes to policy ATT-2 reflect the intent to combine certain projects and how that will be monitored by the commission. Analysis and Options: The proposed amendment to the policy does two things. First, it requires commission action to combine individual projects for the purpose of bidding construction contracts. Second, it changes the financial control point from the individual total project cost to the sum of the costs for the individual projects. Costs for each individual project will continue to be tracked throughout construction and will be provided in the CIP for informational purposes. Recommendation: The commission is requested to adopt resolution R7, which amends policy ATT-2: Capital Projects Budget and Debt Service Budget Development and Approval to allow for combined bidding for construction projects. Key considerations: The amendments permit the combining of individual CIP projects when it is advantageous to the district. The amendments require commission action to combine projects for bidding construction contracts. The amendments maintain a financial control point for the commission. Combined bidding will benefit the liquid process improvement work and other work currently in design. Avoids the scope creep that comes with bundling unrelated projects. Option 1: Maintain current policy. Key considerations: This would remove an opportunity for more efficiently bidding and constructing some construction projects. When multiple projects are bid together, construction costs for the individual projects are not known when bids are received, making it difficult to know the total cost of the individual projects and to award a contract. 94

95 Contract award for some projects may be delayed while construction costs for the individual projects are estimated. Staff will need to bid and award more construction contracts, resulting in higher administrative and engineering costs. Sequencing and coordination of related projects will be challenging, as multiple contractors could be on site at the same time. Next Steps: If the amendment is approved the district will have an additional option for efficiently managing bidding of construction contracts. 95

96 Attachment 1 Madison Metropolitan Sewerage District INCORPORATED INTO COMMISSION POLICY BY REFERENCE Title: Commission Policy Statements on Capital Projects Budget and Debt Service Budget Development and Approval, Debt Financing, Financial Reporting, Fund Reserves, Fund Structure, Operating Budget Development and Approval and Strategic Financial Planning Attachment Number: ATT 2 Madison Metropolitan Sewerage District Commission Policy Statement Commission Policy Statements on Capital Projects Budget and Debt Service Budget Development and Approval POLICY OBJECTIVE: The district s plans for capital expenditure and financing are intended to effectively develop and maintain the district s infrastructure assets to meet the demands of growth and timely repair and replacement. The Capital Projects Budget and Debt Service Budget Development and Approval Policy is intended to ensure that the district s capital project expenditure and financing plans are developed and approved by the commission under a defined schedule that will provide for stakeholder review and engagement. The district will control expenses and service charge rates consistent with our mission to protect public health and the environment. This policy clarifies when staff must obtain approvals for changes to the capital projects and debt service budgets. POLICY STATEMENT I. Definitions In this policy, the following words and phrases (listed alphabetically) have the meanings indicated below. A. Capital Projects Budget is the annual financing plan for the budget year s anticipated capital projects fund expenditures. B. Capital Improvements Plan (CIP) is the six-year plan identifying projects, total project costs and the estimated project costs for each year of the plan. The plan provides information on the level and type of future capital expenditures and identifies sources of funds and anticipated capital expenditures in each year of the plan. C. Debt Service Budget is the annual plan for transfers to and disbursements from the debt service fund. 96

97 Attachment 1 D. Debt Service Plan is the six-year plan identifying planned transfers to and scheduled disbursements from the debt service fund. E. "Project" means any of several activities that are integrally related to and may result directly in the creation of or modifications to a district asset. Such activities include, but are not limited to, feasibility studies, facilities planning studies, engineering and design studies and plans, and construction. A single project may consist of one or more of these activities and may or may not include construction, and, in general, has a cost of $100,000 or more. F. Proposed Capital Projects Budget is the chief engineer and director s annual budget recommendation for the upcoming calendar fiscal year. The proposed capital projects budget becomes the capital projects budget after review and adoption by the commission. G. Proposed Debt Service Budget is the chief engineer and director s annual budget recommendation for the upcoming calendar fiscal year. The proposed debt service budget becomes the debt service budget after review and adoption by the commission. H. "Total Project Cost" includes all estimated costs for activities to complete a single project over one or more years. II. Capital Projects Budget and Debt Service Budget Development A. The chief engineer and director shall annually submit to the commission the following for commission action: 1. Total Project Costs A list of all projects previously approved, all projects new to the current budget year, and a list of all existing projects that have changed estimates of previously approved total project cost along with the estimated costs to complete each project. Commission action on the total project costs and the capital projects budget allows expenditures of project funds subject to other pertinent statutory or policy requirements including policies related to commission approval of contracts and other transactions and the district s procurement policy. 2. Capital Improvements Plan - The plan identifies projects and anticipated sources of funds for capital expenditures in each year of the six-year plan. Commission action on the capital improvements plan approves capital projects, expenditures and the financial plan for planning purposes only. It does not authorize expenditures, sources of funds, the tax levy, or the amount of the tax levy to be abated in subsequent years. Commission 97

98 Attachment 1 approval of the capital projects plan records an indication of the projects the commission plans to move forward with in the future. 3. Capital Projects Budget - The annual financing plan for a fiscal year s anticipated expenditures. The budget identifies projects, expenditures and sources of funds for capital expenditures for the budget year. It also includes a summary of actual revenues and expenditures for the preceding calendar year and an estimate of revenues and expenditures based on the first six months (or most current actual data) for the current calendar year. Commission approval of the capital projects budget identifies the amount of the tax levy and other sources of funds anticipated for the budget year s capital expenditures. Approval of the capital projects fund budget by the district s commission authorizes expenditures of funds subject to other pertinent statutory or policy requirements including policies related to commission approval of contracts and transactions and the district s policy for procurements. 4. Debt Service Budget - The annual plan for a fiscal year s anticipated transfers to and disbursements from the debt service fund to meet district debt obligations. Commission approval of the debt service budget authorizes the amount of operating fund transfers to and debt service payments for the budget year s debt service obligations. 5. Debt Service Plan - The plan identifies planned transfers to and scheduled disbursements from the debt service fund for a six-year period. Commission action on the capital improvements plan approves the plan for incurrence of debt obligations and servicing for the budget year and the next five years required to support the district s capital projects plan. B. The chief engineer and director, with the commissioners approval, shall establish a calendar for public hearings and the commission's review of the proposed capital projects budget and debt service budget. The proposed capital project budget and proposed debt service budget are subject to a public hearing preceded by a public notice pursuant to Wisconsin Statutes chapter The district s proposed capital project expenditure and financing plans shall be made available for public inspection at least 15 days before the public hearing. These plans consist of the district s: (1) capital improvements plan, (2) debt service plan, (3) proposed capital projects budget and (4) proposed debt service budget (collectively referred to as the district s capital projects expenditure and financing plans ). A notice of the public hearing shall be published at least 15 98

99 Attachment 1 days before the hearing. The chief engineer and director will also send written notice of the proposed budget and budget hearing to the district s customer communities in advance of the public hearing. 1. The chief engineer and director may provide for additional public hearings or meetings with interested stakeholder groups to review the proposed capital project expenditure and financing plans at his/her discretion, subject to compliance with the commission approved public hearing schedule. C. The commission shall review the proposed capital improvements plan and may amend it through normal budget deliberations. D. The proposed capital projects budget and the proposed debt service budget are subject to change either through commission-sponsored or staff-sponsored amendments. The proposed capital projects budget becomes a capital projects budget for the succeeding fiscal year when the commission adopts an approving resolution(s) following consideration of the proposed capital projects budget; comments of the public following the noticed public hearing on the proposed capital budget; staff-proposed amendments; and commissioner-sponsored amendments. The same procedure holds for the debt service budget review and adoption. III. Commission Action, When Required A. Commission action is required for the following with a simple majority vote unless otherwise noted: 1. Approval of the annual capital projects budget and the debt service budget. 2. Amendments to the adopted capital projects budget that increase the capital projects budget total: The resolution presented to the district commission for approval must include the sources and uses of funds in the amendment. Approval of amendments to an adopted budget requires a two-thirds vote of all commissioners and the publication of a class one notice of the change within 10 days per Wisconsin Statutes chapter The addition of a new project not included in the adopted capital projects budget. The resolution presented to the commission for approval must describe the total project cost, including the amount estimated to be spent in the current year and over the life of the project. a. If funds are available within the capital projects budget without increasing the capital budget total. 99

100 Attachment 1 b. If funds are transferred from the operating fund a two-thirds vote is required in accordance with State law. 4. Approval to increase a previously approved total project cost. 5. The combining or consolidation of individual projects for bidding of construction contracts. 6. The issuance of bonded debt and notes or promissory notes to finance the capital projects budget. 7. The issuance of municipal obligations in anticipation of receiving proceeds from Clean Water Fund Program loans. 8. The levying of property taxes. IV. Force Account Approval of the capital projects budget authorizes force account expenditures (district staff time and expenses) upon the effective date of the budgets adopted by the commission. V. Project Cost Carry-over Project costs approved for expenditure in the previous year s capital projects budget but not expended in that year can be carried over and expended in the succeeding budget year without additional approval by the commission. The approved total project cost shall not be exceeded without prior approval of the commission. VI. Project Consolidation for Bidding Individual CIP projects may be combined and bid as a single construction project when advantageous. When projects are so combined the combined total project cost cannot exceed the sum of the individual project costs as previously approved by the commission. For purposes of meeting the total project cost requirements of this policy the previously approved total project cost for the formerly separate projects are no longer controlling, rather, the new combined total project cost applies. Costs for each individual project shall be tracked throughout construction and shall be provided in the CIP for informational purposes. Combining projects shall be approved by the commission prior to advertising for bids for construction contracts. VII. Chief Engineer and Director Responsibility 100

101 Attachment 1 A. The chief engineer and director shall ensure that capital projects expenditures do not exceed the total funds budgeted (as may be amended) for the year and that the total project costs for a project do not exceed the approved amount. 1. When it is apparent that budgeted total capital projects expenditures will be exceeded a request for a budget amendment shall be brought to the commission before an overrun. 2. When it is apparent that the approved total project costs for a project will be exceeded a request for a project cost amendment shall be brought to the commission before an overrun. B. The chief engineer and director shall ensure that required debt service payments are made as required to meet district debt obligations. None of the specific provisions of this statement shall be interpreted to require actions that will frustrate accomplishment of the stated policy objective. Adopted by commission action June 13, 2013 Amended by commission action April 11,

102 Attachment 2 AMENDMENTS TO THE POLICY ON CAPITAL PROJECTS BUDGET AND DEBT SERVICE BUDGET DEVELOPMENT AND APPROVAL R7 WHEREAS, the district has a policy on Capital Projects Budget and Debt Service Budget Development and Approval which governs overall financial management of capital improvements projects, and WHEREAS, the policy on Capital Projects Budget and Debt Service Budget Development and Approval shows many individual projects with approved total project costs to provide accountability and control of capital expenditures, and WHEREAS, from time to time it may be advantageous to bid construction contracts for two or more capital improvements projects as a single construction contract, and WHEREAS, when individual projects are combined for purposes of bidding construction contracts it will often be difficult to identify the costs for the individual projects at the time of bidding and contract award making estimation of individual project costs difficult. NOW, THEREFORE, BE IT RESOLVED, by the Madison Metropolitan Sewerage District Commission, and following consideration of the above recitals which are incorporated by reference, as follows: That the Madison Metropolitan Sewerage District Commission hereby amends the policy on Capital Projects Budget and Debt Service Budget Development and Approval as shown in Attachment 1. The above resolution was adopted by the Commissioners of the Madison Metropolitan Sewerage District at their meeting held at the district office on April 11, Attested by: MADISON METROPOLITAN SEWERAGE DISTRICT Thomas Hovel, President James L. Martin, Secretary 102

103 Location: Maintenance Training Facility Note: All dates are tentative and subject to change Meeting Date 04/11/ a.m. Agenda Topics Introduction of New Employees: Mark Nesson, Metrogro Mechanic Meyer Brian Wills, Custodian - Lessner Consent Approval of Minutes Operating and Capital Funds Cash Statements Acceptance of Work: Southeast Interceptor Rehabilitation Upstream of Pumping Station 9 Hjellen 2019 Final Clarifier 17 & 19 Coating Project-Lessner Review and Approval of Sewer Extension Plans Sauser o Windsor Crossing Village Center Phase 1 o Grandview Commons North Phase 7 & Grandview Commons Northeast Phase 2 Topics Informational: Review of Customer and Community Meeting Sereno Approval of First Quarter 2019 Sewer Service Charges Gebert Review of Bids and Award of Contract for Northeast Interceptor Truax Extension Relief Hurlebaus Amendment of Commission Policy on Capital Projects Budget and Debt Service Budget Development and Approval Brochtrup CED Update Commission Brief Update on NACWA Policy Fly-In Hovel, Wilson, Swanson Chief Engineer and Director s Report Mucha Regulatory/Legal Review Kent Commissioner Clark-excused absence 103