February 5, 2020 Draft Minutes
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City of Glendale Citizens Utility Advisory Commission Oasis Water Campus 7070 W. Northern Avenue February 5, 2020 6:00 P.M. DRAFT MINUTES 1. CALL TO ORDER Chair Liebman called the meeting to order at 6:05 p.m. 2. ROLL CALL Present: Chair Jonathan Liebman, Vice Chair Ron Short, and Commissioners Robin Berryhill, Larry Flatau, and Amber Ford Absent: Commissioner David McGrew Also Present: Craig Johnson, Director, Water Services; Kerri Logan, Deputy Director, Water Services; Michelle Woytenko, Director, Field Operations; John Henny, Deputy Director, Water Services; Dan Hatch, Financial Administrator, Water Services; Katrina Alberty, Administrator, Water Services; Megan Sheldon, Deputy Director, Water Services; Samuel Pena, Public Works Program Manager, Field Operations; Ron Serio, Deputy Director, Water Services; Julia Cary, Financial Analyst, Water Services; Matthew Dudley, Transportation Program Manger 3. CITIZEN COMMENTS None. 4. APPROVAL OF MINUTES a. Citizen Utility Commission Minutes of December 4, 2019 Motion by Commissioner Flatau, second by Commissioner Short, to approve the December 4, 2019 Citizens Utility Advisory Commission meeting minutes as written. Motion carried 5 – 0. 5. DIRECTOR’S REPORT Ms. Woytenko, Field Operations Director, gave a report on the Recycling Program, which included the following: • There was a briefing at Council workshop in January. Councilmember Malnar, now Vice Mayor, had asked for a much more in-depth review of the recycling program and it was determined that the review would take a great deal of staff time, approximately 320 to 340 hours of staff time. Council consensus on this use of staff time was needed and given. Staff had planned on spending about 200 hours initially, so the request was for an additional 100 hours or so. The scope of the project will be to look at the future of recycling, community outreach, and community education. February 5, 2020 Citizens Utility Advisory Commission Draft Minutes 2 • As a result of this presentation, two newspapers have done a few articles on recycling, in which staff was misquoted. The reporter was contacted regarding the misquote and the reporter stated that the quote was factual. Ms. Woytenko explained that the quote was factual, however it was taken out of context. The Mayor had asked Ms. Woytenko about trash and Ms. Woytenko responded, however did not use the word “trash” in her response as it was a direct response to the Mayor’s question. Ms. Woytenko clarified that staff is not recommending the City cancel its recycling program; rather staff will be suggesting changes to it. The slant on the articles in the newspaper was not right. • There will be a survey to citizens, an economic recycling review, and outreach to residents conducted soon. Surprise has suspended their recycling program and yesterday, the Surprise City Council agreed to continue to suspend the program for another 18 to 60 months until they determine what to do with their recycling. • The City of Phoenix has just finished public meetings on recycling. At the end of February, Phoenix City Council will take a look at its rates and the recycle program. Chair Liebman asked if the sensitivity analysis would include what a change means to the landfill. Ms. Woytenko replied in the positive. Chair Liebman stated that the recycling program is slated for the Commission’s August agenda and asked if perhaps the Commission would receive information on the recycling program prior to August 2020. Ms. Woytenko relayed that staff would like to issue the survey to residents pretty quickly and stated the timing will be pulled up if possible. Vice Chair Short asked if only in-house City staff would be conducting the review of the recycling program. Ms. Woytenko replied in the positive and announced there is a brand new Recycle Supervisor. Ms. Woytenko noted that the Marketing Department will be working on social media and outreach. Commissioner Berryhill commented that she saw on television regarding a company such as Proctor and Gamble, who is starting to put their product in bags versus plastic containers due to issues with the oceans. Commission Berryhill asked if this change would help with the recycling program. Ms. Woytenko could not specifically comment on that scenario at this time. Mr. Craig Johnson, Water Services Director, announced he was very proud of the new format for the Clean and Green for 2020, which is in a calendar format and includes the bulk trash schedule, household hazardous waste dates, and a number of conservation activities. Commissioner Flatau stated that he saw a lot of positive information on this calendar on the Nextdoor.com. Mr. Johnson reported that the City’s new customer service interface was launched this week, which has many new capabilities and is a good step in the right direction for good communication and good customer service. 6. CENSUS REMINDER Mr. Matthew Dudley, Transportation Program Manager, was in attendance in place of Ms. Jenna Goad, Assistant Director of Public Affairs. Mr. Dudley’s comments included the following: • He is in attendance to give a reminder on Census 2020. • March 12th is the date that the Census goes live. • The Census can be filled out on paper, online, or on a smart phone. • It is important for all to be counted in the Census as it drives the amount of federal funding received. February 5, 2020 Citizens Utility Advisory Commission Draft Minutes 3 • The Transportation Department is in the process of repurposing an old GUS Bus into a Census Bus. The Census Bus will travel to different communities to get the word out about the Census. • Everyone will receive a reminder in the mail to complete the Census. • April 1st is Census Day. • Mayor and Council are filming promotional pieces on the Census which will be shown on Channel 11. No questions. The agenda item was concluded. 7. CAPITAL IMPROVEMENT PLAN REVIEW a. Solid Waste and Landfill CIP Review Ms. Woytenko gave an overview of the Solid Waste and Landfill CIP and the Landfill G.O. Bond, which included the following information for FY20 through FY29: • Solid Waste CIP by Project o Changes since the last presentation were explained. o There was a dramatic increase in truck prices, which has impacted forecasting. o Software Process improvements includes routing software. • Landfill CIP Budget by Project o Changes since the last presentation were explained. • Landfill CIP by Funding Source • Landfill General Obligation (G.O.) Bond o A Citizen’s Bond Commission has been formed and the Landfill CIP information was presented to the Committee as well. o There are two types of projects: pay as you go and bonding projects. Staff spoke with Council regarding using bonds for those projects with a longer life. Generational Funding was explained. o G.O. Bond Debt ▪ Use full-faith and credit of the City ▪ Lower borrowing cost ▪ Principal and interest paid by the Landfill Fund o Capital Projects ▪ Landfill North Cell Construction ▪ North Cell Liner • Landfill Phase Construction – North: Including detailed project description, justification, and project fiscal year budgets. • North Cell Liner – North: Including detailed project description, justification, and project fiscal year budgets. Commissioner Flatau inquired as to the reason the design costs was spread out over fiscal years. Ms. Woytenko relayed that this is because it is a series of phases of excavation and design. Ms. Woytenko stated that the landfill industry is highly regulated and there are regulations of various agencies which must be met and sometimes cause changes. Commissioner Flatau inquired about how the initial cost estimates for the landfill was obtained. Ms. Woytenko replied that staff works with the City’s Engineering Department and a large national landfill consulting company. Commission Flatau asked if contingencies February 5, 2020 Citizens Utility Advisory Commission Draft Minutes 4 are in the budget. Ms. Woytenko replied and stated that if the contingencies were not used, they will go back into the overall budget. Vice Chair Short asked what is the threshold for the equipment to be part of the CIP. Ms. Woytenko replied that the threshold is five years or $50,000.00. The agenda item was concluded. b. Water Services CIP Review Mr. Johnson stated that there are only a few new projects coming up in the CIP, as last year’s projects are still being completed. Mr. Johnson announced that Water Services is still operating on pay-as-you go for the projects, i.e. cash; and at some point, a decision will need to be made regarding revenues and fund balances. Mr. Johnson said the department is challenged with spending the money fast enough, due to the availability of resources, project managers, and engineering. Mr. Johnson reported that the five year forecast has the cash outlays for the next five years and the department is looking at an infusion of revenue bond funds, possibly in the next fiscal year. Mr. Hatch gave an overview of the Water Services 10-Year CIP, which included the following information: • Total Water & Waste Water CIP - o FY19-20 Request by fiscal year o FY20-21 Request by fiscal year • Plant Projects – FY19-20 and FY20-21 Requests by Fiscal Year – Details Provided on: o Arrowhead Water Reclamation Facility o Cholla Water Treatment Plant o Pyramid Peak Water Treatment • Systems Projects – FY19-20 and FY20-21 Requests by Fiscal Year o Pipes & Manholes o Hydrants & Valves o Meter Vaults • Water Resources – FY19-20 and FY20-21 Requests by Fiscal Year o Groundwater Well Rehabilitation o Water Supply Redundancy Chair Liebman asked about the initial rate increases and the amount of bond fund proceeds needed. Mr. Hatch stated that in the 2017 plan, it was estimated that $28 million would be needed for this year, but with the delay in several projects, this has been pushed out into the next fiscal year. Mr. Hatch noted that the amount would be $30 million instead of $28 million in the fall of FY20-21. Chair Liebman asked about the large increase in FY20-21 CIP for the Cholla Water Treatment Plant. Mr. Hatch explained this was due to increased steel costs and the change in scope. Mr. Serio provided more details on the change in project scope. Mr. Serio reported that the initial project focused on reservoirs and booster stations, however, once the project commenced, other needs under the water were noticed. Mr. Serio described the scope changes. Vice Chair Short inquired about the use of contingency funds. Mr. Serio explained that there are project contingency, however, it was not large enough to cover the other items found. Mr. Serio stated that the contingency has not been used at this time and funds budgeted for other projects have been February 5, 2020 Citizens Utility Advisory Commission Draft Minutes 5 moved to cover this project specifically. Mr. Serio noted that during the downturn, a lot of maintenance was deferred and catch up maintenance is being planned at this time. Vice Chair Short asked how long the Cholla Plant will be down. Mr. Serio replied that the plan is expected to be down for two months. Mr. Serio hoped the plant would be back in service by the end of March. Commissioner Flatau asked if this same presentation will be made to Council. Mr. Hatch replied the presentation would similar. Commission Flatau inquired about a discrepancy in the totals on two of the slides. Mr. Hatch explained that in the later slides, only the major projects were shown. Mr. Hatch explained that the slides that Council will see will have more information. Mr. Hatch briefly explained the project budget and estimating process. Mr. Johnson agreed that sometimes changes in projects lead to necessary adjustments or re-prioritization of projects. Chair Liebman recommended explaining to Council large project budget swings in the CIP. Commissioner Ford asked if Peoria has an expected completion date for the Pyramid Peak Plant. Mr. Serio stated the estimate is about two more years, there is a contractual date for completion, and the only way it can be extended is by formal request to add time to the contract. Mr. Serio reported the project is on track and on schedule at this time. Commissioner Ford asked if it is typically a two-month period of time when a treatment plant is taken off- line. Mr. Serio stated that this depends on a variety of factors and gave examples of how plants are taken off-line and the timing of such. Mr. Johnson commented that the Redundancy Project relies primarily on the Colorado River Water and explained how he is working with Phoenix and Peoria regarding interconnections. Mr. Johnson explained this project and its impact in detail. Chair Liebman thanked staff for the information. 8. FINALIZE CY2020 CALENDAR AND AGENDA TOPICS Ms. Logan facilitated discussion on the CUAC CY2020 Calendar and Agenda Topics. Ms. Logan stated that a previous request was made to have Councilmember Turner give a report to the CUAC on his trip to Israel. Ms. Logan consulted with the City Manager’s Office who consulted with the City Attorney’s Office and a determination was made that it was not appropriate for the Commission to invite a single Councilmember make a presentation to the Commission or share information with the Commission who serve in an advisory role to the Council as a whole. Therefore, it was not added to the calendar for 2020. Ms. Logan submitted a draft calendar for review and acceptance. Ms. Logan stated that changes can be made throughout the year, as needed, and the main intent here is to ensure that the Commission has a plan for the year. Chair Liebman noted that the April and September meetings are vacated on the calendar and asked if that could change. Ms. Logan replied that it could change if something comes up. Commissioner Flatau asked for an update on Water Supply and the Interstate Agreement to be included on the calendar. Mr. Johnson estimated that the state would not be at the trigger point for another 18 months to 2 years, per Mr. Drew Swieczkowski. February 5, 2020 Citizens Utility Advisory Commission Draft Minutes 6 Motion by Commissioner Flatau, second by Vice Chair Short, to approve the CUAC CY2020 Calendar and Agenda Topics as presented. Motion carried 5 – 0. 9. COMMISSIONER COMMENTS AND SUGGESTIONS Commissioner Ford commented on the excellent presentations and agreed with Commissioner Flatau regarding the Water Supply Update presentation request. Chair Liebman suggested April or September. Ms. Logan recommended September because more detailed information on this topic is available in August. Ms. Sheldon agreed. Commissioner Flatau appreciated staff’s patience with all of his questions and the good answers provided. Vice Chair Short commented on the levels of complexity for the water and trash services and of which most of the public is not aware. Vice Chair Short was amazed by all of the work and presentations done by staff. Commissioner Berryhill thanked staff for all of the presentations. Chair Liebman concurred with all of the comments and thanked staff for answering all of the Commissioners comments. 10. NEXT MEETING The next meeting regular meeting of the Citizens Utility Advisory Commission will be held on March 4, 2020 at 6:00 p.m. at the Oasis Water Campus, 7070 W. Northern Avenue, Glendale, Arizona, 85303. 10. ADJOURNMENT Motion by Vice Chair Short, second by Commissioner Flatau, to adjourn the meeting at 7:36 p.m. Motion carried 5 – 0. Respectfully submitted, Denise Kazmierczak