BOISE PUBLIC WORKS COMMISSION MEETING MINUTES March 1, 2017 Commission: Public Works: Legal: City Council: Other: Amber Salcedo, Don Reading, Judy Thorne, Julia Hilton, Larry Crowley, Renee Quick (Absent: Connor Skibeness, Jake Nink) Ben Nydegger, Catherine Chertudi, Cathy Schoenfeld, Colin Hickman, Haley Falconer, Heather Buchanan, Jim Pardy, Joannette Cox, Marcia Schmelzer, Ozzie Gripentrog, Rob Bousfield, Robyn Mattison, Shawn Wilson, Steve Burgos Doug Strickling, Abigail Germaine (Absent: TJ Thomson/City Council Liaison) Biff Jones, DFA, Yvette Harris, DFA, Chris Cleveland, Brown and Caldwell The meeting was held in the Ancell Conference Room, Boise Public Works Department, City Hall. Call to Order The Public Works Commission Chairman, Larry Crowley, called the meeting to order at 4:00 PM. 1. Approval of Minutes from the February 1, 2017 Meeting Commissioner Quick moved to approve minutes from the February 1, 2017 meeting. Commissioner Salcedo seconded and the motion carried unanimously. 2. CurbIt Composting Update Haley Falconer and Catherine Chertudi provided an update on the CurbIt composting program. March 1 marked the first day of online ordering. The City of Boise currently has over 73,600 customers and this program will run year-round on the same day as trash collection service. The long-term goal is trash collection every other week with weekly recycling collection. Ms. Chertudi summarized a wide variety of materials will be collected including leaves, grass clippings, pinecones and pine needles, fruits, and vegetables. A windrow compost process will be utilized and the piles will be constantly monitored for temperature and moisture. The piles will be watered and turned regularly and it will take about 100 days from start to finish to complete. The material will need testing to make sure it s safe to sell and will not be considered organic as the source cannot be guaranteed. A label with the product information will be created for the product package.
Commissioner Quick asked for clarification as to why it won t be considered organic yet it technically meets all the requirements. Ms. Chertudi indicated it could technically be considered organic but the City won t make that claim. The test results will be provided and we ll let consumers decide where to use it in their yards. We need to be careful of the requirements to represent something as organic materials. We won t be taking any commercial material to reduce the risk of herbicides and pesticides. The goal is that it s safe for flower and vegetable gardens but we can t be sure until testing can occur. We want to be able to fulfill a need in the valley with an organic material that meets agency requirements. It is recognized that January & February will likely be the lowest collection months and waste will consist mainly of kitchen scraps and additional woody materials will be incorporated. This program will allow for year-round leaf collection; residents can set out extra paper bags of compostable materials or bundled branches any time of the year (no special day or sticker). Customers will receive the same size compost cart as their current trash cart. Changes can be made now to any cart size for trash, compost or recycling. We expect customers will want to downsize their trash carts and customize to suit their needs. The City calculates about 80% of customers will experience an overall rate increase of about $3.40/month; the other 20% will opt out and not receive the participation rebate. The program is not mandatory but there is an incentive to keep the waste from going to the landfill. Ms. Falconer explained the operation will be located at Twenty Mile South Farm with a gated entry off Cloverdale to the processing area. This will keep the traffic out of the farm operating. A siting application has been submitted to DEQ for review and a meeting is scheduled next week. DEQ has some concern about the potential contamination of the leachate to the groundwater. The City has shown modeling that indicates this won t be a concern but additional detail regarding monitoring and adaptive management plans has been requested by DEQ (to include sampling the water from a variety of locations). If the site is approved, we will enter the comment period with design and construction in May. The Conditional Use hearing is scheduled for April 6. A Memorandum of Understanding will also be developed between the City of Boise and Republic since it s our site but Republic will be operating the facility. Ms. Chertudi and Ms. Falconer answered questions about opting out of the program and rebates. Scenario: Can a customer who lives in a townhome with the common area taken care of and produces little kitchen waste opt out or obtain a waiver? This would not be considered a waiver, everyone produces some waste. To receive the $5 rebate for participation, it s encouraged customers at least have the smallest can though it s not required to be set out weekly. This won t be policed. As of day one, about 10% of customers have opted out but if an increase is seen, it could be re-evaluated. The current options are: 1) Customer completes a self-certify checklist that they are a home composter and they will receive the $5 rebate 2) Customer chooses to opt out of the program, they will not receive the $5 participation rebate. The kitchen compost pail can be lined with newspaper, paper bags, or paper towels. It has a perforated lid to help with odors. It was noted that the pamphlet materials distributed have been very helpful. Pails are available for $7.50. The Commissioners asked for education on what could be composted and clear marking on carts. Ms. Falconer previewed the Curbit website with information on this, winter-time management, videos (expected in about a month), and ordering compost bins. Ms. Chertudi clarified dos and
don ts info will be molded into the lid. A compost 101 will go out with the carts. Steve Burgos (Director) thanked the many parties who were part of this project to make it a success. The county is looking at a $9M cost to expand the landfill so the more we can reduce what goes into the landfill and extend the life, the more it benefits everyone. Commissioner Quick inquired about the snow storage site at Fort Boise and the dirty residue it s leaving behind. Who is going to monitor and ensure it s not entering the drains? Rob Bousfield (Municipal Facilities Program Manager) confirmed the site was chosen because it s City property and there is some control, Parks is monitoring, they will conduct their annual stormwater maintenance in the summer and will do some extra sweeping this year. 3. Minimum Farm Commodity Prices Ben Nydegger (Biosolids Program Manager) presented the 2017 minimum commodity prices for the Twenty Mile South Farm (TMSF) and a brief crop history. The TMSF intends to sell all crops produced at or near market value and meet regulatory requirements associated with biosolids application. We are currently in the third and final year of an allocation agreement with our customers. Mr. Nydegger explained alfalfa, corn, and wheat are the three main crops. The TMSF beneficially recycles nutrients from the biosolids, feeding the soil, feed plant, harvesting the plant, continuing the process. Mr. Nydegger referenced to Exhibit 1 from the Agenda Item, stating the minimum prices listed are not the prices at which they intend to sell the 2017 crop year commodities. These prices are reduced approximately 10-50% to allow for possible decreased market prices and for climactic conditions that may adversely affect the value of commodities. Mr. Nydegger gave a brief history of how annual crop prices are established using agricultural reports, market reports, word-of-mouth, and customer feedback. Chair Crowley asked how many tons of silage corn would be produced based on the approximate acres listed of 1,130. Mr. Nydegger reported approximately 30,000 wet tons is expected. Alfalfa prices are down; winter wheat prices are very volatile; prices are up for baled wheat straw (use in bedding has increased). Chair Crowley inquired as to the difference in 2015 revenue (~$3.5M) and 2016 revenue (~$2.96) and the source of what s driving prices down. Mr. Nydegger explained that in terms of alfalfa, it s demand; dairies bought extra and stockpiled it a couple years ago. Commissioner Quick inquired if triticale is used only for animal feed and Mr. Nydegger confirmed it s a common grain but not used for human consumption from the TMSF. Commissioner Thorne asked if local pricing is available for similar processing, i.e., University of Idaho. Mr. Nydegger confirmed they do have a methodology he references but they don t have a published report. Commissioner Quick moved that the recommendations for minimum crop prices from Exhibit 1 be approved which will allow the sale of crops grown at TMSF in 2017. Commissioner Thorne seconded and the motion carried unanimously.
4. Facilities Planning Update: Public Outreach and Level of Service Goals Shawn Wilson (Asst. Municipal Facility Program Manager) introduced himself and gave a brief update on the facilities planning public outreach and survey results. The three-phase planning effort includes: Phase 1: Baselining existing assets, understanding capacities, understanding the public perception, identifying financial and regulatory constraints, and updating long-term projections. Public outreach included a broad customer survey and a targeted stakeholder survey. Phase 2 (current phase): Developing and evaluating long-term alternative solutions to close the gap between the existing assets and projections. Example alternatives are water, energy, and bioproducts; reviews will be conducted to determine how regulations will impact these alternatives. Phase 3: Prioritizing and implementing solutions Mr. Wilson summarized the survey with key takeaways: Citizens have an 80% positive opinion of the utility Citizens have an 85% positive opinion of customer service There is a willingness to pay for improvements involving the Boise River water quality Not so much support for buffer and landscaping Majority is willing to pay for the improvements to preserve the assets The Director commented these results are interesting as a lot of communities aren t willing to pay for a better outcome. Commissioner Quick gave a kudos to Public Works staff for involving citizens to educate to this point. The Director indicated there is always room for improvement in this arena. Continued public involvement and education The public understands the funding implications; not all alternatives can be funded Mr. Wilson also reviewed Public Works level of service goals. These are the internal values on how we set our criteria for operating and evaluating the alternatives including metrics to measure performance. Commissioner Thorne suggested more public outreach needs to be given to this survey, Public Works projects and project outcomes to let people know general findings and that support was provided by the public. Mr. Wilson confirmed that much more work on this will be done in Phase 2. Commissioner Quick added it should be conducted at each phase and report back to the public, not just via the web, to bring them along on the project and encourage them to continue participating. This creates a partnership. Commission Chair Crowley asked for clarification on the number of interviews conducted. Mr. Wilson confirmed 400 for the survey and about 40 stakeholders. No motion requested. 5. FY 2018 M&O and Equipment Budget Heather Buchanan (Support Systems Senior Manager) presented part 3 of the 4-part budget presentations. She thanked all who helped put the documents together on short notice. Ms. Buchanan will discuss O&M budget, baselining off 2016 actuals.
In the General Fund, a new project request to remodel each floor of building one. Two FTEs added in FY 2017 budget (Water Resources Manager) and Engineer II in Rob Bousfield s group. Two base additions are being requested in General Fund and are not yet included in the budget numbers presented: an additional FTE for the Sustainability Program along with making the annual $200,000 project budget into a base item; the second request is an additional FTE, $85,00, for the Security program along with $121,000 base funding to allow for ongoing repair and maintenance of the system. We may find out in approximately June if these will be approved. Also asking for $53,000 for two vehicles. In the Water Renewal Fund (previously known as Sewer Fund) indirects are increasing by about $1M; $1.4M increase for chemical costs; $250,000 increase in power and other utilities; $1.1M for increased depreciation costs; 4 additional FTEs (2 in Utility Billing, 1 Records Admin Specialist, 1 Controls Engineer I). We show a shortfall but this is normal at this point in the process; rate increases will be set to make sure everything is included. The Director reminded the Commission that last spring we proposed a 15% rate increase in 2017 followed by a 7.5% increase in 2018 to help fund the costs of increasing regulatory requirements. The 15% rate occurred in 2017 and we are confirming the need for the 7.5% rate increase for 2018. In the Solid Waste Fund we are adding the composting program as a base item for 2018 so we will increase customer rates to cover the program. Operating costs would be for Republic to operate the site and add collection routes in the City. No new equipment to note but there is a $600,000 shortfall due to the indirect cost allocation program. This is largely because our budget for the overall fund has increased. We are currently discussing this issue internally and hope to resolve this before the next Commission meeting. In the Geothermal Fund there is one geothermal reliability improvement capital project. The Municipal Irrigation Fund hasn t needed subsidy from the general funds for the last few years. Commissioner Quick asked how much the last rate increase was and Ms. Buchanan will look up the amount and let her know. Next month is the budget conclusion. Commission Chair Crowley requested the Commission packet sooner for next month s budget presentation, if possible. 6. Director s Report The Director provided the following information: Mr. Burgos shared a story regarding a wonderful thank-you event put on by Human Resources for all the staff involved in the snow work; staff from many departments attended and it was very well received and appreciated. River flows are increasing. Flow is up to 6,500 cfs in town, getting rid of water in case of event later in season; decide if set up IMT in the next couple weeks, snow pack is 146%. Commissioner Thorne asked who is responsible for making repairs to the bridges along the Greenbelt. Mr. Bousfield informed that some minor flooding and erosion is common but the Parks Department is handling it. Mr. Bousfield has been promoted to Facilities Program Manager. This comes with additional responsibility, he will become involved earlier in planning phases of projects
Adjournment and is forming a new division in Public Works. Mr. Wilson has shifted to this group to lead the project management group. Mr. Wilson will stay involved in facility planning through year two. Abigail Germaine has been appointed as the new Public Works Legal liaison as Doug Strickling retires in April. Robyn Mattison joins the City as the Assistant City Engineer in the Clean Water Engineering group. Matt Hightree is excited to return to project management. Ms. Falconer announced the Sustainability Coordinator position is open. Commissioner Thorne moved to adjourn the meeting. Commissioner Quick seconded and the motion carried. The meeting adjourned at 5:42 p.m. Stephan L. Burgos, Secretary Larry Crowley, Chairman