HomeMy WebLinkAbout06-10-16_AgendaPkt Metropolitan Wastewater Management Commission
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OREGON
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MWMC MEETING AGENDA
Friday, June 10, 2016 @ 7:30 a.m.
City of Springfield City Hall, Library Meeting Room
225 Fifth St., Springfield, OR 97477
Please Turn Off Cell Phones
7:30-7:35 I. ROLL CALL
7:35-7:40 II. CONSENT CALENDAR
a. MWMC 5/13/16 Meeting Minutes
b. Ratification of the Regional Wastewater Program Budget and Capital
Improvements Program for FY 2016-17
Action Requested: By motion, approve the Consent Calendar
7:40 - 7:45 III. PUBLIC COMMENT
7:45 — 8:15 IV. INSURANCE RENEWAL . . . . . . . . . . . . . . . . . . . . . . . . . . Katherine Bishop
Action Requested: By motion, to authorize and direct the General Manager
to enter into agreements to secure property insurance coverage for the
period of July 1 , 2016 through June 30, 2017 for a cost of$265,733 with
$100 million earthquake or $234,035 with $75 million earthquake.
8:15 — 8:25 V. COMMISSIONING SERVICES CONTRACT— OPERATIONS &
MAINTENANCE BUILDING IMPROVEMENTS PROJECT
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mark Van Eeckhout
Action Requested: By motion, approve Resolution 16-10
8:25 — 8:40 VI. STRATEGIC PLANNING — DRAFT MISSION, VISION, AND VALUES
STATEMENTS . . . . . . . . . . . . . . . . . . . . . . . . . Loralyn Spiro/Amber Fossen
Action Requested: Discussion and Direction
8:40 — 9:00 VII. BUSINESS FROM COMMISSION, GENERAL MANAGER, AND
WASTEWATER DIRECTOR
9.00 VIII. ADJOURNMENT
The meeting location is wheelchair-accessible. For the hearing-impaired, an interpreter can be provided
with 48-hours-notice prior to the meeting. To arrange for service, call 541-726-3694.
All proceedings before the MWMC are recorded
THE FULL PACKET IS POSTED ON THE WEBSITE
www.m wmcpartners.orp
AGENDA ITEM Ila.
Metropolitan Wastewater Management Commission
SPRINGFIELD
a
OREGON
partners in wastewater management
MWMC MEETING MINUTES
Friday, May 13, 2016 @ 7:30 a.m.
City of Springfield City Hall, Library Meeting Room
225 Fifth St., Springfield, OR 97477
President Pishioneri opened the meeting at 7:30 a.m. Roll call was taken by Kevin Kraaz.
ROLL CALL
Commissioners Present: George Brown, Bill Inge, Doug Keeler, Hilary Loud, Walt Meyer, Joe
Pishioneri and Faye Stewart
Staff in Attendance: Meg Allocco, Jolynn Barker, Katherine Bishop, Dave Breitenstein, John
Bonham, Michelle Cahill, Judy Castleman, Amber Fossen, John Huberd, Tonja Kling, Kevin
Kraaz, Shawn Krueger, Barry Mays, Troy McAllister, Todd Miller, Josh Newman, Loralyn Spiro,
Matt Stouder, Mark Van Eeckhout, and Greg Watkins
CONSENT CALENDAR
a. MWMC 3/11/16 Meeting Minutes
MOTION: IT WAS MOVED BY COMMISSIONER LOUD WITH A SECOND BY COMMISSIONER
STEWART TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED
UNANIMOUSLY 7/0.
PUBLIC COMMENT
There was no public comment.
REVENUE BONDS UPDATE
Katherine Bishop, ESD Program Manager, stated that on March 16, 2016 both Standard & Poor's
Financial Services and Moody's Investors Services affirmed the MWMC's AA credit rating. Ms.
Bishop will be sending out the actual reports to the Commission in May's Communication Packet.
On April 12, 2016, the MWMC's 2016 revenue bond sale bid opening was held. Ms. Bishop said
that there were 12 potential bidders and the MWMC received 11 bids from major capital markets.
The winning bid went to Citigroup Global Markets, Inc. The true interest cost was 1 .385% with the
net interest cost at 1.537%; there was over $2 million in net savings. Western Financial Group out
of Portland was the MWMC's financial advisor and they were strategic in packaging the 2006
payoff with the 2016 bond sale. Meg Allocco, MWMC Accountant, said that the sale went better
than hoped. The financial advisors and bond council were pleased by how many bids that came in
as well as what the interest rate was.
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May 13, 2016
Page 2 of 11
Ms. Bishop said that staff really appreciates the Commission's guidance and support along the
way. Key to this sale was Bob Duey, City of Springfield's Finance Director, his input was greatly
appreciated. Ms. Bishop also thanked Matt Stouder, MWMC General Manager, and Michelle
Cahill, Wastewater Director for their leadership. She said it was a very positive experience.
Commissioner Brown said he appreciated the efforts and that it was a good job.
Commissioner Keeler remembers going to San Francisco to the Financiers about ten years ago
on the first issuance of the $50 million. It went really well and we felt great about it at that time as it
gave us the funding to start up on the Capital Program. This isn't the end; we will still be paying,
but what a wonderful achievement. He appreciates all that staff has done.
Commissioner Pishioneri said it was a great team effort on every level from management to staff
to Commission. It is really awesome to see something like that happen.
Commissioner Inge asked if it is possible to communicate this outcome to the public; they see the
increases but they don't see the behind the scenes work that happens to save a lot of money.
President Pishioneri added that a media release would be great.
FY 2015-16 SUPPLEMENTAL BUDGET #3
Ms. Allocco stated that both the items on Supplemental Budget #3 are to adjust existing budget
allocations where the split between interest, principal, and bond costs were estimated based on
preliminary numbers. The first request is to adjust the provisions for bond sale costs, principal,
interest expense, and the necessary transfers between funds for accounting purposes. These
adjustments account for the difference between preliminary estimates provided by the financial
advisors in January and the final numbers from the bond closing May 3rd. The second request
reconciles estimated debt service on SRF loan R64841 to the actual final debt schedule now that
the entire loan has been finalized. Until now, staff has estimated the budgeted debt service based
on when they believed it would begin. This supplemental budget increases the interest estimated
on this loan to the actual amount due in FY16 and returns the remaining budgeted principal
payment to reserves.
RESOLUTION 16-08: IN THE MATTER OF APPROVAL OF FISCAL YEAR 2015-16
SUPPLEMENTAL BUDGET #3.
MOTION: IT WAS MOVED BY COMMISSIONER KEELER WITH A SECOND BY
COMMISSIONER INGE TO APPROVE RESOLUTION 16-08. THE MOTION PASSED
UNANIMOUSLY 7/0.
PROCUREMENT RULES UPDATE
K.C. Huffman, MWMC Legal Advisor, stated that every time the legislature meets there is a review
done by the Attorney General's office to see if there are any changes made to the Public
Contracting Code (the Code) and if there is a need to update the Model Public Contracting Rules
(Model Rules) which the MWMC closely follows. Mr. Huffman said that there are not a lot of
changes this year. He did point out the first change, requiring state agencies to use specific
templates for their contracts and requiring a project manager be named for all projects in excess
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May 13, 2016
Page 3 of 11
of $150,000 noting MWMC staff has been doing that for quite some time. Mr. Huffman said the
biggest change for the MWMC is the disadvantaged business enterprise revisions. The revision
requires the Contractor to maintain their certification throughout the term of the contract. It is more
on the contractor to show the certification but it gives the Contracting Agency the ability to
terminate the contract if the certification is not kept up. Mr. Huffman said the rest of the changes
are very minor or don't apply to the MWMC.
Mr. Huffman's next step, if the Procurement Rules are approved by the Commission, is revision of
the construction contracts.
Commissioner Keeler asked, in regards to the specific templates being referred to in Section A of
the staff memo, if they will be prescribed by the state or are they saying you need to be consistent
in your application. Mr. Huffman replied that the templates will be prepared through the Attorney
General and the Department of Justice offices to issue them.
Commissioner Pishioneri asked if there are any financial changes in regards to our authority or
expected authority to require a move by the Commission in the expenditures of money; did money
limits come up. Mr. Huffman replied that there was only one minor change that applies to state
agencies but the limits haven't changed — same threshold.
RESOLUTION 16-09: IN THE MATTER OF ADOPTING REVISED PUBLIC CONTRACTING
RULES — 2015 COMMISSION RULES
MOTION: IT WAS MOVED BY COMMISSIONER MEYER WITH A SECOND BY
COMMISSIONER LOUD TO APPROVE RESOLUTION 16-09. THE MOTION PASSED
UNANIMOUSLY 7/0.
COGENERATION SYSTEM REPLACEMENT
Mr. Stouder went over the evaluation process that staff had done on replacing the existing
cogeneration system which is scheduled to reach the end of its operating life in the spring of 2017.
A triple bottom line analysis was performed and it was determined the best option to utilize the
MWMC's biogas was to rebuild the existing 0.8 megawatt (MW) engine-generator system with
new facilities to convert the remaining biogas (currently flared) to Compressed Natural Gas (CNG)
for sale as vehicle fuel. However, an agreement with Northwest Natural Gas to purchase the
biogas stalled. The next best option based on economic, social and environmental factors was to
build a new 1.2 MW engine-generator. During project design, construction costs estimates came
in higher than initially planned. Then staff learned that EWEB was proposing some significant
changes to their rate structure. Since then staff has met with EWEB on several different occasions
and was able to get information on where EWEB's process is going. EWEB will initiate a Citizens
Advisory Committee (CAC) and Mr. Stouder will send a request to EWEB on behalf of the
Commission to have a MWMC representative on that committee.
With the best information that staff had, a re-evaluation of the three original alternatives was done.
Costs were looked at as well as environmental aspects and the overall status of the MWMC's
capital program with its increasing budget needs. Early on in the re-evaluation, it became
apparent that a new 0.8 MW engine would not provide a project payback, nor provide any
additional environmental benefit over a 1 .2 MW or 0.8 MW rebuild. A new 1.2 MW engine is
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May 13, 2016
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around $6 million and looking at the projected rates it would provide a modest net present value at
the end of the useful life of the engine (18 years) — around 15 years it would start to pay back.
This option is assuming that the MWMC would be awarded the Oregon Department of Energy
(ODOE) grant of$1.5 million. There are fees associated with the grant (around 8% of the total
grant amount). This option does allow the MWMC to utilize nearly all of the biogas created onsite
and mostly eliminates flaring to the atmosphere. Other factors associated with a new 1 .2 MW
engine include: 1) requires a Balancing Authority Area Service Agreement (BAASA) with the
Bonneville Power Administration. The MWMC would become regulated by the BPA and be
responsible for oversight and administration associated with the BAASA and, 2) significantly
reduces the financial viability of CNG opportunities for the life of the project (approximately 18
years).
The rebuild of existing 0.8 MW engine option: The cost is approximately $700,000, which provides
a payback in the near term. A rebuild lasts about six years, so in five to six years the MWMC
would be in a planning stage again to decide what to do next. This option does continue to flare
35% of the biogas. It has a potential to have a significant payback over time depending on how we
move forward. It is also the most flexible option because in five to six years we may choose to go
with a 1 .2 MW or larger engine to utilize all our gas or move forward to CNG options, depending
on the market. If we go with this option, the cost is relatively low, EWEB will grandfather us in at
the rate they are currently paying for five years if we stay with this option, and it doesn't require a
BAASA. Staff recommends this option.
Commissioner Inge asked how many times an engine can be rebuilt. Dave Breitenstein, WPCF
Manager, replied that it could be done somewhat indefinitely as long as the manufacturer supports
the engine. The MWMC will purchase a reconditioned long block from the manufacturer to rebuild
with.
Commissioner Inge asked in regards to EWEB locking in our rates for the next five years, where
are the rates at now. Greg Watkins, Management Analyst II, said they are at the high end.
Currently the rate MWMC is receiving from EWEB is 4.8 cents/kilowatt as avoided electricity cost
but EWEB is projecting to change the rate to 3.1 cents/kilowatt. If the MWMC stays with our
current 0.8 MW engine (rebuild), EWEB is willing to "grandfather" that 4.8 cents/kilowatt rate for up
to the next five years. Mr. Stouder said that EWEB is looking to increase their base rate, and their
power utilization rate will be going down.
Commissioner Keeler said it was a good analysis and he agrees with it. What he doesn't like is
that we would continue to flare. He was wondering if we have looked at beneficial uses for the
flared gas. He asked if we could use it to heat hot water and use it as thermal energy. Mr. Watkins
replied that we already are using the digester gas to fuel the boiler which is the hot water loop for
the plant that we use to heat digesters and process equipment as well as office space,
conditioned air, and hot water for showers. Commissioner Keeler said that is great.
Commissioner Meyer asked if staff had thought about working with a private party that has a small
mobile reuse unit that could utilize our gas. All MWMC would do is provide gas and the contractor
would produce electricity on a full contract basis. Mr. Watkins said staff has looked at contractual
service providers versus doing our own maintenance. The financial prospect of someone else
owning the equipment, servicing and maintaining it costs about three times as much as doing it in-
house. Ms. Cahill and Mr. Stouder both stated that there have been companies that have
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May 13, 2016
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contacted them that are interested in doing something similar and staff will continue to investigate
the option. Mr. Stouder said that we don't know where the CNG market will be in five years, it
continues to evolve. In five years we will be in a better position than we are currently (to know
what direction to go).
Commissioner Pishioneri thinks that going out five years is putting the MWMC at less risk. Capital
Reserves in five years should be in a better position to look at a major expense. He also does not
like the thought of BPA oversight. He feels that the staff's recommended option is the best option.
PUBLIC INFORMATION PROGRAM UPDATE
Loralyn Spiro and Amber Fossen, Communication Coordinators, made the staff presentation. Ms.
Spiro stated that the last update of the public information program was in September 2015. Staff is
moving to provide the update bi-annually so the next update will be in the fall. The program is
directed by Commission goals and particularly those objectives set within Key Outcome #5 (part of
the annual budget).
Ms. Fossen went over the four main strategies from the updated Communication Plan.
1. Increase community understanding of the connection between well-managed wastewater
services and a healthy local environment.
2. Raise awareness of the MWMC as a leader in water resources management, specifically in
wastewater treatment practices and expertise.
3. Increase community understanding of how their behavior and practices affect the health of
local waterways and what they can do to help protect our environment.
4. Strengthen communications by evaluating the effectiveness of strategies/tactics
implemented.
Ms. Fossen stated that the updated communications plan included updating the tactics. The
communications team evaluated what staff has been doing, kept what works, and brainstormed
new opportunities to implement or explore.
MWMC's Website: Ms. Spiro said that the MWMC's website continues to be an effective
communication channel. Staff continues to look for ways to make the website more user-friendly
and engaging. Currently the website is being moved to a new editing platform, WordPress, to give
the website a fresh, modern look and to improve efficiency in maintaining the website. Staff will
continue to do testing, ensure content is current and fine-tune through its launch this summer. The
website update was made possible working with City of Springfield website vendor in conjunction
with the City's overall website update that is occurring. The launch date coincides with the launch
of City of Springfield's new virtual server. The great thing about doing this update in conjunction
with the City's update is the vendor built the MWMC's website at no cost. The only cost will be the
annual subscription rate for WordPress. Another good thing about WordPress is that it is easy and
quick to edit. Currently staff uses Dreamweaver which is cumbersome.
Mr. Stouder said that if a website doesn't have fresh content, people won't come back. So having
the ability to make easier updates is important. Another nice thing about the new platform is that if
you have a mobile device, you can see a whole page without pictures being piled on top of each
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May 13, 2016
Page 6 of 11
other as they do now. Ms. Fossen added that the functionality of WordPress is much more
advanced.
Video Series: Ms. Fossen stated that the MWMC video series was launched this spring. The
MWMC has a YouTube Channel where you can see the videos. Staff has set up a Google+
website as it is required to have in order to set up a YouTube Channel. The video series has been
featured in MWMC's newsletter, is on MWMC's website, and is currently running on MetroTV
several times daily. Staff has been reaching out to targeted groups that were identified for this
project such as tour participants, Clean Water University students, Media (KLCC), and our local
partners. The City of Eugene, Lane County, and SUB have been promoting the series on their
Facebook pages. The video series will also be promoted on the City of Springfield's Facebook
page and staff has reached out to EWEB. This July, the video series will be promoted in our
annual SUB billing insert regarding rates. Staff is also looking into advertising options to help
increase viewership.
Digital Annual Report: Ms. Spiro said the MWMC"s annual report will be switching over to a digital
format over a two year transition plan. Moving to a digital format allows for links to additional
information, flexibility to build content without print page requirements, versatility in delivery
through multiple communication channels such as website and email, ease of sharing by staff and
Commission, and cost savings. The release date will shift to February in 2017. Currently staff is
working on 2015 Annual Report to come out next month.
Commissioner Inge asked about the two-year transition period — why so long. Ms. Fossen replied
that the digital format will come out this spring but the two-year time period is that we will be
shifting from spring to February. There will be an annual report this year and then in February of
next year (2017).
President Pishioneri stated that he enjoys the appearance of the page turner option on the digital
format instead of scrolling down. Will we be able to do that? Ms. Spiro replied that we will.
President Pishioneri asked if staff was aware there is a local company, (Pacific Northwest
Strategies) that can target geographic areas when a person is on-line to shop. It is not like a pop-
up but it is a flag item that can be scrolled on the side and can reach over 100,000 people with a
flag item and provide a link. For about $1000 they can reach about 100,000 people. It is very
effective and it goes along with trying to reach the public.
Sponsorships: Ms. Fossen said the MWMC sponsored EWEB's "Run to Stay Warm" for the first
time in November of 2014 and again in 2015. This sponsorship covers the cost for the port-a-
potties at the event. Each port-a-potty had a flyer displayed in it to raise awareness about the
MWMC in addition to being listed as a sponsor on the event materials and EWEB's website. The
"Run to Stay Warm" event benefits EWEB's Customer Care program to help income-eligible
customers who are having difficulty paying their utility bills.
Ms. Spiro said the MWMC also sponsored an informational table, for the second year, at the Lane
County's Home & Garden show with other agencies that are part of the P2C. Currently staff is in
discussions with the Lane County Fair to provide a sponsorship that would cover half the cost of
port-a-potties at the event. Each port-a-potty would have a flier displayed similar to "Run to Stay
Warm." Sponsorships are a fairly new tactic for the MWMC that was added to the updated
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May 13, 2016
Page 7 of 11
Communications Plan. Our plan is to sponsor three to four events a year. Staff is on track with two
completed and a third in the works.
In the News: Ms. Fossen stated that this spring, KLCC interviewed Michelle Miranda, Wastewater
Lab/ISC Supervisor, along with representatives from EWEB, Lane County, and Oregon State
University about the issue of prescription medication in waterways and what people can do to
prevent unwanted medications from reaching our rivers. KLCC also included a link to MWMC's
video series in its online story. The communications plan goal is to take advantage of story
opportunities as they come up and also be thoughtful in developing stories we would like to pitch.
The MWMC Communications staff will be working more closely with Eugene Public Affairs
Manager on story development.
Commissioner Inge said that he went online about a month ago to see where to find the take back
stations for prescriptions drugs in Eugene, Oregon. The MWMC didn't come up, it just goes to the
Police Department. If you go on the MWMC website, does it come up? Ms. Fossen replied that the
website does list all the drop box locations in Lane County. The Police and Sheriffs are the only
places where the drugs can be taken back because of a state statue regarding controlled
substances. President Pishioneri said that he thinks there is some legislation that is trying to
soften that statue up to allow for other public agencies but they have to have a certain level of
security present.
Strategic Planning: Ms. Spiro said the findings from the FY 2015 Community Survey helped define
the overarching goal of the 2015 MWMC Communication Plan. One of the immediate steps taken
to implement the plan was the continuation of the Commission's work on strategic planning
through a facilitated discussion and Commission and staff surveys. Based on results and direction
from the Commission, next steps are for staff to draft mission, vision, and value statements and
present them at the June 2016 meeting for consideration and discussion.
Ms. Fossen said that the Commissioner Stewart had asked staff to check into what a couple
different agencies were doing in terms of reaching out to schools and students, specifically
LRAPA. She contacted LRAPA and they asked us for help because they are not in the schools
and were looking for avenues to get in. They asked how we did it and what we are doing and we
were able to help them and gave them a contact person in Eugene.
Ms. Spiro said that Commissioner Meyer had asked about the Water Environment Services name
change that happened about 15-20 years ago. She contacted staff, but unfortunately none of the
staff had been there that long and were unable to find anything in their archives about the name
change.
President Pishioneri said that the Communication staff is making great strides and to continue on
in the direction they are going.
Mr. Stouder mentioned that staff had attended the ACWA's one-day conference this week and
there were a couple of presentations on education outreach. Basically everything they mentioned
we are doing, but we do learn a little bit each time. One of the major themes was when you are
doing an education campaign, you need to hit the targeted audience in multiple ways. You need to
put your information on the website, social media, radio, on a bus, etc. When a person sees the
information in multiple places, it starts to sink in.
MWMC Meeting Minutes
May 13, 2016
Page 8 of 11
Commissioner Inge said that if the Drug Take Back program is important to us, it should be more
prominent on the MWMC's website so it is easier to find. He added that instead of drug take back
we should use prescription drugs which are what the average person is looking for. Ms. Spiro said
she would look into making it closer to the front page. Staff's goal is to make things easier to find
with less clicks. Ms. Fossen said, in regards to the name that is being used, it has evolved to be
more recognizable. The County has a dedicated resource to this program now, with the focus to
dial it in to make sure everyone is going from the same script. It is a robust program that needs
some guidance moving forward.
Commissioner Meyer asked if it is possible to have an icon on websites like EWEB, City of
Eugene, City of Springfield, KUGN, etc. that would link to the MWMC's site with all the
information. Ms. Fossen replied that all those websites he was referring to actually list the take
back spots. Mr. Stouder said that we could certainly look at Eugene's and Springfield's websites to
see where the information is positioned on their websites and prioritize the position.
President Pishioneri said that another term that could be used in the Take Back Drug program is
expired medicine or old medicine. The term medicine resounds with a lot of the elderly as oppose
to prescription drugs.
LANDSCAPING MAINTENANCE — TRANSITION TO OPERATIONS — UPDATE
John Bonham, Wastewater Facilities Maintenance Supervisor, stated that the Rexius maintenance
agreement ended in December 2014. Today he is going to give a review of what the current
landscape condition is, look at resources that have been used, look at labor and cost, and see the
Environmental Management System (EMS) goals related to pesticides. He will then show some
new work items that are being done.
Use of Resources:
Sheriff's Crew: They are utilized for the bulk of the labor intensive work because they run a crew
of 9-12 people, 10 days a month, six hours a day, provide their own equipment, and are very
productive. They are an excellent value.
Facilities Crew: The crew consists of 2-3 staff, worksl2-16 days per month, and does just manual
labor, not mowing. The work is assigned as needed on observed areas in need of attention. They
basically do the detailed finishing type work such as following the sheriff crew, work on the
administration building and frontage swales, pruning, and work that needs to be done around the
buildings.
Seasonal Help. They work with the facilities staff and are supervised by the staff.
Contractual Services: This resource has not yet been used. Mr. Bonham doesn't want to take it
off as a resource because there may be a future potential for some consulting work such as to
have someone come through and review with staff what the best practices are.
Pesticide use: The current EMS goals require reduced use of gylsophate and no 2-4D products.
Staff stopped the use of 2-4D products last year and is balancing the use of glyphosate. Staff will
MWMC Meeting Minutes
May 13, 2016
Page 9 of 11
continue to evaluate labor costs versus pesticide use and work with the EMS group to balance
EMS goals while being good environmental steward and keeping in mind the labor cost.
(Glyphosate is Round-Up and 24D is Crossbow and in its granular form, Casoron)
Actual labor and cost increase in 2015 Calendar Year:
Labor: A full time employee was added for a limited-duration (24 months). Seasonal labor help is
being utilized roughly the same as the previous year. Use of the Sheriff's crew has increased
substantially.
Total Cost: For the 2015 calendar year, total cost was $192,000. That includes all the landscape
maintenance. Mr. Bonham believes that we are maintaining the landscaping to a higher standard
than Rexius was. The 2015 actual costs were far below the budgeted projection of $291 ,000.
Rexius Cost: For the two year maintenance agreement, Rexius cost $101,000 for 2014 and
$132,900 for 2013. They only took care of the plant beds and were using at least seven
pesticides. Staff total cost is higher because it includes all the resources not just one.
A typical work week for the Facilities Maintenance crew includes having 2-3 staff assigned to
landscape labor tasks for four days per week and 1-2 staff on irrigation maintenance/repairs for 3-
4 days a week. When the Rexius agreement ended there were some warranty issues that hadn't
been fixed. Matt Graf, Maintenance worker, was great in figuring them out, working with the
suppliers, and getting them all fixed last summer. Depending on the season, there is staff on
mowing, rough mowing, and the pesticide application. The rest of the crew continues with building
and equipment maintenance, safety inspections, process equipment cleaning, force main locates,
special projects, and janitorial duties.
Other grounds maintenance work includes tree trimming, riparian area cleanup (controlling
invasive plants and protecting native plants and trees), and homeless camps. In regards to
trimming the trees, staff is also responsible for the trees health, deadfall in park, and public safety.
Staff borrowed the chip truck from the City of Eugene's Parks Department, at no cost, and chipped
everything, using the chips in the landscape beds and trails. The Homeless camps are an issue
and are a concern in regards to safety hazards for staff and the public.
Geese cause quite an impact to the landscape too. They eat the grass down to the bare ground
and leave lots of goose droppings which have E.coli in them. Staff has tried inexpensive methods
to discourage the geese but nothing has worked long term. Mr. Bonham believes planting trees is
the most viable option to deter the geese because it breaks their flight pattern.
[Commissioner Meyer left at 9 a.m.]
Commissioner Brown asked if neonicotinoids were being used. Ms. Cahill replied that as part of
the EMS, staff reviews the pesticides and eliminate those that have neonicotinoids in them.
Commissioner Keeler said the landscape does look beautiful and he is thankful that we are able to
provide a rehabilitation opportunity for the jail population. He said that in regards to the EMS, is
staff taking advantage of the recycled water (W2). Ms. Cahill said that it has not been targeted in
the last few years but it can be looked at. Commissioner Keeler said there might be an opportunity
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May 13, 2016
Page 10 of 11
to increase if the geese can be reduced (to allow the grass to grow). Mr. Bonham added that W2
is not used outside the fence as that is not allowed by regulations.
BUSINESS FROM COMMISSION, GENERAL MANAGER, AND WASTEWATER DIRECTOR
General Manager:
• Budget Update: The budget was forwarded for ratification to both Springfield and Eugene's
City Councils; both ratified the budget. Tuesday, May 17th, staff will be before the Lane County
Board of Commissioners to present the budget and ask the County to ratify. It will be back to
the Commission in June for final adoption by the MWMC.
• Poplar. GreenWood Resources was given the okay to proceed in replanting MU1 at the BMF.
• Commission: Commissioner Loud will be stepping down after 10 years of service on the
Commission. Mr. Stouder thanked her for her service and dedication to the MWMC, which is
greatly appreciated.
Wastewater Director:
• Commission: Thanked Commissioner Loud for her service. Next week the schedule will be
confirmed for the Mayor to make her recommendation (for Commissioner Loud's replacement)
to the Council. Ms. Cahill thinks the new person could be appointed at the May 23rd Council
meeting.
• Major Electrical System: There is a medium voltage electrical system backbone at the plant. In
April, while working on the design of the digester project, Brown and Caldwell identified the
medium voltage electrical system is built with wiring/cable that is known in the industry for
premature failure. It is a crossline polyethylene that was manufactured in 1982 and subject to
water treeing which is letting water into the installation of the cable at a microscopic level.
There hasn't been any major problems with it but there has been a project or two that when
staff touched it, it broke easily. The system may be close to its end of life but it hasn't been part
of the Asset Management program because the cap is at $200,000 and a lifecycle of 20 years.
Staff has begun discussing the benefits, risks, and costs of a variety of options for dealing with
this. Staff discussed testing the cable but is concerned that the test itself would do some
damage. Staff is discussing systematically replacing segments of it over a period of time.
• Biocycle Farm: Sheep have been brought in to graze on the grass between the trees. It
reduces the pesticide use at the farm and helps keep the grass down as staff is unable to mow
at this time of year because the ground is so soft.
• Resiliency Planning: Ms. Cahill stated that she attended an APWA conference on Emergency
Planning and Resiliency. She learned that the building codes are such that if met, the building
will hold while an earthquake is shaking but may not be usable afterwards. It also means there
would be big ticket items in terms of getting the existing buildings up to a standard where they
would be useable after an a big event. The strategy she learned at the conference was as
improvements are done to buildings; improve them so they will be useable after a big event.
• Eugene's Public Works Day Event: It will take place next Thursday, May 19th from 8:30 a.m. to
2:30 p.m. at 1820 Roosevelt Blvd. The event is opened to the public but geared to elementary
school age. Staff are expecting over 2000 visitors that day.
MWMC Meeting Minutes
May 13, 2016
Page 11 of 11
Commission:
Commissioner Loud said that she has very much enjoyed serving on the Commission and is sorry
to leave, but time has come for a transition.
Commissioner Inge asked, if the sign that was made for the Biocycle Farm (but then found out
that we didn't have permission from ODOT to put it up), could be put up now. Mr. Stouder replied
that ODOT said it was in violation and had to be moved so the sign was moved to Awbrey Lane.
Ms. Fossen said that ODOT will not give us permission for a permanent sign installation due to
regulations. Mr. Stouder said staff could check into it further.
Audience:
Mr. Breitenstein spoke in regards to Commissioner Keeler's interest in the expanding use of W2
water for irrigation outside the fence line. He said that Todd Miller, Environmental Management
Analyst, had worked on this and included it in his work on water reuse and as part of the potential
solution for the temperature management. The stumbling block was and still is that the MWMC
cannot update its Water Reuse Plan under an administrative extended NPDES permit. Also, using
it out in the public right-of-way will require some significant upgrades to the facility because the
reclaimed water would need to be upgraded from a Class D level for irrigating agricultural land to
a Class A level, which requires quite a bit more treatment and administrative efforts and then there
is the permitting issue. W2 is in staff's plans for the future.
ADJOURNMENT
President Pishioneri adjourned the meeting at 9:20 a.m.
AGENDA ITEM Ilb.
Metropolitan Wastewater Management Commission
^—A-k SPRINGFIELD - y..
OREGON
partners in wastewater management
MEMORANDUM
DATE: June 3, 2016
TO: Metropolitan Wastewater Management Commission (MWMC)
FROM: Matt Stouder, MWMC General Manager
Prepared By: Katherine Bishop, ESD Program Manager
SUBJECT: Ratification of the Regional Wastewater Program Budget and Capital
Improvements Program for Fiscal Year 2016-17
ACTION Adoption of the final Regional Wastewater Program Budget and
REQUESTED: Capital Improvements Program for Fiscal Year 2016-17
ISSUE
The FY 2016-17 (FY 16-17) MWMC Regional Wastewater Program (RWP) Budget and
Capital Improvement Program (CIP) have been ratified by the City of Springfield on May
2th City of Eugene on May 9th and Lane County on May 17th. The Commission's final
adoption, which is scheduled for the June 10th MWMC Consent Calendar, will complete
the FY 16-17 budget and CIP adoption process.
BACKGROUND AND DISCUSSION
On April 8, 2016, via Resolution 16-07, MWMC adopted the FY 16-17 Budget and CIP.
Consistent with the Intergovernmental Agreement (IGA), MWMC then referred the
Regional Wastewater Program Budget and CIP to the governing bodies for ratification.
The City of Springfield, City of Eugene and Lane County ratified the Budget and CIP on
May 2, 2016, May 9, 2016 and May 17, 2016 respectively. The City of Springfield is
MWMC's financial agent; as such the MWMC Budget and CIP amounts are
incorporated into the City's budget.
ACTION REQUESTED
The Commission is requested to adopt the final FY 16-17 Regional Wastewater
Program Budget and Capital Improvement Program as part of the June 10, 2016
Consent Calendar approval.
AGENDA ITEM IV.
Metropolitan Wastewater Management Commission
^—A-k SPRINGFIELD
6 T
OREGON
partners in wastewater management
MEMORANDUM
DATE: June 3, 2016
TO: Metropolitan Wastewater Management Commission (MWMC)
FROM: Katherine Bishop, ESD Program Manager
SUBJECT: Insurance Renewal - Effective July 1, 2016
ACTION Authorize and direct the General Manager to enter into agreements
REQUESTED: for insurance coverage to be effective on July 1, 2016
ISSUE
The Metropolitan Wastewater Management Commission's current property and pollution
liability insurance coverage will expire on June 30, 2016. The MWMC's insurance agent
of record is Brown & Brown Northwest. Ron Cutter, Senior Vice President/NW Public
Sector Practice Leader and staff at Brown & Brown NW have obtained property
insurance coverage pricing for further discussion and consideration.
BACKGROUND
The MWMC carries insurance policies that provide risk insurance coverage, including
property insurance and liability insurance.
Liability Insurance—At the November 2015 meeting, the Commission authorized the
MWMC General Manager to enter into an agreement for liability (casualty) insurance
coverage for the 2016 calendar year effective January 1, 2016. This policy covers
general liability, administrative liability, public officials' liability, non-owned and hired
automobile liability, hired automobile physical damage, and umbrella/excess liability.
Property Insurance - Generally covers physical loss to buildings, equipment and
systems, underground sewer pipelines, electronic data processing, and business
personal property of the Commission. The property insurance also includes earthquake
and flood coverage. The MWMC maintains several insurance coverage levels including
a $100 million policy limit, with earthquake and flood coverage of $100 million including
earthquake coverage on underground pipes. Effective July 1, 2015, the property
insurance deductible was increased from $100,000 to $250,000 (with some exceptions).
The deductible increase resulted in a premium savings.
Memo: Insurance Renewal - Effective July 1, 2016
June 3, 2016
Page 2 of 3
DISCUSSION
Property Insurance:
Asset Values— The total insured value of the MWMC's assets is $295.2 million in FY
16-17, a net decrease of$7.4 million (2.5%) when compared to FY 15-16. The decrease
in asset values is based on a 2016 evaluation of the MWMC owned collection system
using as-built drawings for pipe material, size and footages, and applying replacement
cost estimates inclusive of pipe materials and construction services derived from a
review of local projects and a large Portland project.
Property Insurance — Due to the $295.2 million in assets and historical coverage levels
for earthquake and flood, many insurance providers do not have the capacity to provide
insurance coverage to meet the standard MWMC coverage levels for earthquake
including underground pipes, and flood. The second year of the two-year agreement
with Starr Technical Risks Agency begins July 1, 2016. The additional Difference in
Conditions (DIC) earthquake coverage is provided by a separate insurance provider.
The table below provides a summary of the property insurance proposal from Starr
Tech. The Starr Tech property insurance includes a policy limit of $100 million, a flood
sublimit of$100 million, an earthquake sublimit of $50 million and a sewer pipes sublimit
of$10 million. The DIC additional earthquake pricing for $50 million (to $100M total) or
$25 million (to $75M total) is provided for further discussion and consideration by the
Commission. The DIC earthquake coverage excludes underground sewer pipes.
July 1, 2016-June 30, 2017
Property Coverage
Option 1 Option 2 Option 3
Program Pricing $100M Earthquake $75M Earthquake $50M Earthquake
Starr Tech /ACE America
All Risk Property Insurance $205,117 $205,117 $205,117
includes $50M earthquake
Starr Tech /ACE America $2,714 $2,714 $2,714
Engineering Fee
DIC Earthquake at $50M $57,902
DIC Earthquake at $25M $26,204
TOTAL Premium $265,733 $234,035 $207,831
Cost difference compared to Option 1 ($31,698) ($57,902)
% of cost difference to Option 1 -11.9% -21.8%
Total Insurable Values $295,174,850 $295,174,850 $295,174,850
Premium Rate/$100 Starr Tech 0.069 0.069 0.069
Premium Rate/$100 DIC EQ 0.024 0.011 -
The property insurance pricing above does not include agent commissions, as the
MWMC agent of record services are based on an annual fee paid directly by MWMC.
Storage Tank Liability Insurance:
The current pollution liability insurance policy provides coverage through June 30, 2016.
Memo: Insurance Renewal - Effective July 1, 2016
June 3, 2016
Page 3of3
Funding for replacement of the two underground fuel storage tanks is programmed in
the FY 16-17 Budget. The storage tank replacement project, which includes
decommissioning the existing two underground tanks and installing a new above ground
tank is currently planned to be completed this summer or early fall. At that time, all
storage tanks will be above ground and visible; mitigating pollution liability risk.
Fiscal Impact:
The approved FY 16-17 MWMC budget includes $370,000 programmed for property
and liability insurance related services. The requested action is for the property
insurance coverage. Staff will return to the Commission in late 2016 regarding general
(casualty) liability insurance coverage for the 2017 calendar year.
Option 1 : Including Starr Tech all risk property insurance with $100 million in
earthquake coverage at $265,733,
Option 2: Including Starr Tech all risk property insurance with $75 million in
earthquake coverage at $234,035.
The pricing difference between Option 1 and Option 2 is approximately $31,700 or 12%.
The earthquake coverage difference is $25 million.
ACTION REQUESTED
After review and discussion, the Commission is requested by motion, to authorize and
direct the General Manager to enter into agreements to secure property insurance
coverage for the period of July 1, 2016 through June 30, 2017 for at a cost of$265,733
with $100 million earthquake or $234,035 with $75 million earthquake.
AGENDA ITEM V.
Metropolitan Wastewater Management Commission
^—A-k SPRINGFIELD - y..
OREGON
partners in wastewater management
MEMORANDUM
DATE: June 3, 2016
TO: Metropolitan Wastewater Management Commission (MWMC)
FROM: Mark Van Eeckhout, Civil Engineer
SUBJECT: Commissioning Services Contract — Operations & Maintenance
Building Improvements Project (O&M BIP)
ACTION
REQUESTED: Commission Approval of Resolution 16-10
ISSUE
The Operations and Maintenance (O&M) buildings at the Water Pollution Control
Facility (WPCF) are being upgraded and expanded as part of the O&M Building
Improvements Project (O&M BIP) P80085. The project has planned to utilize a third
party Commissioning Agent (CxA) to perform commissioning of subsystems of the
building(s) that are currently being designed. The key subsystems that are planned to
be commissioned are the mechanical, electrical and plumbing (MEP) systems.
Accordingly, staff is requesting Commission approval of Resolution 16-10 authorizing
the MWMC Executive Officer to enter into a Contract with Systems West to act as the
CxA for specified subsystems on the O&M BIP.
BACKGROUND
During planning for the current O&M BIP, the project team reached out to similar
facilities within the Willamette Valley that have conducted upgrades & new construction
of their support facilities. A recurring theme from conversations with these agencies
was that they were happy they performed (or wished they had performed) third party
Commissioning of the MEP portions of the buildings. For this reason staff has planned,
as communicated in the June 2014 memo, to retain the services of a third party
Commissioning Consultant and included this intent within the Request for Proposal for a
design consultant.
DISCUSSION
MWA is currently the prime consultant for architectural design, and has a sub consultant
(GLUMAC) for MEP. There are a number of firms capable of completing independent
commissioning within the region. The project team reached out to the City of Eugene to
inquire how they have handled Commissioning on other local projects such as the
Memo: Commissioning Services Contract — Operations & Maintenance Building
Improvements Project (O&M BIP)
June 3, 2016
Page 2 of 2
Eugene Library and HULT Center Remodel. Staff learned the City of Eugene had
recently scored consultants for another project and the top two consultants were
Systems West Engineering, and GLUMAC.
With this in mind, and the knowledge that the scope of work to be conducted will be
below the Small Estimated Fee of$100,000 allowed per section 137-048-0200 of the
procurement rules, staff requested a quote to complete the Commissioning Work from
Systems West Engineering Inc. The Maintenance Building and Administrative/
Operations Building scope includes fundamental commissioning of plumbing, heating,
ventilation, air-conditioning, and electrical power, while the Water Quality Laboratory will
include enhanced commissioning for these same systems.
If in the process of completing the remaining design and bidding of the proposed work it
becomes necessary to eliminate scope to keep the project within the budget, the
Commissioning fees are presented in enough detail to be able to reduce the parallel
Commissioning scope at such a time.
Following with previous discussions and the original plan to hire an independent CxA,
staff would like to direct appoint Systems West to a contract with a not-to-exceed value
(NEV) of$67,100 for the services of Commissioning.
ACTION REQUESTED
Staff requests the Commission approve, by motion, Resolution 16-10 (attached)
authorizing the Executive Officer or designee to finalize and execute a contract with
Systems West Engineering Inc. for third party Commissioning Services in relation to the
O&M BIP for a not-to-exceed amount of$67,100.
ATTACHMENTS
1 . MWMC Resolution 16-10
METROPOLITAN WASTEWATER MANAGEMENT COMMISSION
RESOLUTION 16-10 ) IN THE MATTER OF DIRECT APPOINTMENT
OF ENGINEERING CONSULTING FIRM FOR
MWMC PROJECT P80085 —
COMMISSIONING SERVICES IN SUPPORT
OF THE BUILDING IMPROVMENTS
PROJECT FOR THE MWMC FACILITIES
WHEREAS, the Fiscal Year 2015/2016 Budget calls for Improvements to the
Maintenance Building and Operations Building at the Water Pollution Control Facility
(WPCF) and the construction of a new building to replace the existing temporary Source
Control (ISC) modular office;
WHEREAS, in March 2016, the Metropolitan Wastewater Management
Commission (MWMC) issued a Scope of Work and Request for Quote following the
Selection Procedure in accordance with 137-048-0200 of the MWMC's Model
Procurement Rules with the goal of agreeing to a scope and price for selecting an
engineering consultant to provide technical services for the commissioning of
mechanical and electrical systems;
WHEREAS, the MWMC has followed the procedures set forth in MWMC's
Procurement Rules, Section 137-048-0200;
WHEREAS, MWMC Rule 137-048-0200(1)(b) authorizes a direct appointment
procedure whereby the estimated fee to be paid under the contract does not exceed
$100,000;
WHEREAS, the MWMC has selected the Consultant pursuant to 137-048-
0200(2)(c) because the Consultant offers at least all the required Architectural,
Engineering, Photogrammetric Mapping, Transportation Planning or Land Surveying
Services or Related Services that the MWMC reasonably can identify under the
circumstances;
WHEREAS, the MWMC has reviewed the proposal of the Consultant and has
found it to be cost effective and acceptable; and
WHEREAS, the General Manager has documented his findings listed above in
the procurement file; and
NOW, THEREFORE, BE IT RESOLVED BY THE METROPOLITAN
WASTEWATER MANAGEMENT COMMISSION:
Anette Spickard, as the duly authorized Executive Officer of the MWMC, is
hereby authorized to: (a) designate qualified staff to award the Commissioning Services
contract on the Operations and Maintenance Building Improvements Project to Systems
West Engineering Inc.; (b) negotiate and execute a consultant services contract with
Systems West Engineering Inc. for an authorized amount not-to-exceed value (NEV) of
$67,100; and (c) delegate performance of project management functions including, but
ATTACHMENT 1
Page 1 of 2
not limited to, issuance of notices to proceed, and contract amendments not to exceed a
cumulative total of$10,065 (or 15% of$67,100).
ADOPTED BY THE METROPOLITAN WASTEWATER MANAGEMENT
COMMISSION OF THE SPRINGFIELD/EUGENE METROPOLITAN AREA ON THE
10TH DAY OF JUNE 2016.
President: Joe Pishioneri
ATTEST:
Secretary: Kevin Kraaz
Approved as to form:
MWMC Legal Counsel: K.C. Huffman
ATTACHMENT 1
Page 2 of 2
AGENDA ITEM VI.
Metropolitan Wastewater Management Commission
^—A-k SPRINGFIELD - y..
OREGON
partners in wastewater management
MEMORANDUM
DATE: June 3, 2016
TO: Metropolitan Wastewater Management Commission (MWMC)
Loralyn Spiro, Communications Coordinator
FROM: Amber Fossen, Communication Coordinator
SUBJECT: Strategic Planning — Draft Mission, Vision, and Values Statements
ACTION
REQUESTED: Discussion and Direction
ISSUE
The Commission has been engaged in a strategic planning process related to the
community's awareness of the MWMC. The Commission and staff were both surveyed
to gain insights on the direction to take on mission, vision, and values statements for the
MWMC. Survey results for the Commission were presented in December 2015 and staff
survey results were presented in April 2016. Further, the Commission directed staff to
prepare draft statements of mission, vision, and values based on the results from both
the Commission and staff surveys and present draft documents at the June
Commission meeting. This memo outlines the draft statements and will be accompanied
by a presentation at the June Commission meeting.
BACKGROUND
As a result of the strategic planning process, the FY 2015 Community Survey was
conducted and provided a baseline for how well the MWMC is meeting Key Outcome
#5. Survey findings guided the creation of the 2015 MWMC Communication Plan that
includes the goals, objectives, strategies, and tactics for increasing the awareness of
the MWMC. One important tactic listed in the Plan is to explore branding options.
In December 2015, the Commission was surveyed on mission, vision, and values for
the MWMC, and discussed results during the strategic planning work session. After
results were presented and discussed, the Commission directed staff to survey the
regional wastewater program staff to include them in the discussion about strategic
direction related to mission, vision, and values of the MWMC.
Staff survey results were presented in April 2016. Key findings from both surveys
provided insights for the next steps in continuing the Commission's work on strategic
planning; specifically to draft mission, vision, and values statements for the MWMC.
Memo: Strategic Planning — Draft Mission, Vision, and Values Statements
June 3, 2016
Page 2 of 3
DISCUSSION
The following are draft statements for mission, vision and values for consideration by
the Commission.
Mission Statement
A mission statement is a declaration of an organization's core purpose and focus that
normally remains unchanged overtime.
Existing Mission Statement:
To protect public health and safety and the environment by providing high quality
wastewater management services to the Eugene-Springfield metropolitan area.
When asked "Which best describes your view of the current mission?" five of the
Commission members stated it reflects their view of the MWMC core purpose. One
Commission member stated it would reflect their view of the MWMC core purpose if
modified slightly. Results for staff were similar; 77% stated it reflects their view of the
MWMC core purpose and 18% stated it would reflect their view if modified slightly. From
the Commission discussion in December, 2015 and staff comments from the survey, the
proposed draft includes "community" as this was a theme that emerged as a connection
to make in the statement.
Proposed Draft Mission Statement:
To protect our community's health and the environment by providing high-quality
wastewater services to the Eugene-Springfield area.
Vision Statement
A vision statement is an aspirational description of what an organization would like to
achieve or accomplish.
Commissioners and staff included the following words as important to capture in a
vision statement:
• Leader
• Fiscally Responsible
• Sustainable
• Water Quality
Proposed Draft Vision Statement:
The MWMC is recognized as a leader in protecting water quality through sustainable
and fiscally responsible practices.
Values Statement
A values statement tells customers and employees where the organization stands and
what it believes in.
When asked what they believe drive the MWMC, the following words or statements
emerged for both the Commission and staff as important to capture in a values
Memo: Strategic Planning — Draft Mission, Vision, and Values Statements
June 3, 2016
Page 3 of 3
statement:
• Public Health is Number One
• Environmental Stewardship
• Quality Service Delivery
• Regulatory Compliance
• Excellence/Leadership
Proposed Draft Values Statement:
The MWMC is driven to provide high quality services in a manner that will achieve,
sustain, and promote balance between community, environmental and economic needs
while meeting customer service expectations.
Proposed Draft Values:
• Clean Water
• Protecting Community Health
• Providing Excellent Customer Service
• Sustain Environmental Stewardship
• Collaboration with Partners
• Maintaining Fiscal Responsibility
RECOMMENDATION
Staff recommends implementation of the proposed draft mission, vision, and values
statements for the MWMC and will prepare documents for the Commission to formally
approve the statements. Documents will be presented in August 2016. Once formally
approved, regional wastewater staff will start to implement the statements into project
planning and documents such as the annual budget and communication materials.
Further, staff recommends continuing the Commission's work on strategic planning by
sharing the statements with partnership agency elected officials once formally
approved.
ACTION REQUESTED
Staff seeks input from the Commission on the draft mission, vision and values
statements, as well as direction on implementation.
ATTACHMENTS
1 . Commission Survey Results Report
2. Staff Survey Results Report
MWMC
Strategic Planning Session
Friday, December 111 2015
7:45-9:15 a.m.
Water Pollution Control Facility,
Willamette Room
Agenda
® Welcome / Introductions f Housekeeping
M Review Agenda / Meeting Purpose
m Strategic Direction
a The MWMC's Identity
w Closing Remarks J Next Steps
W Adjourn
ATTACHMENT 1
Page 1 of 11
Meeting Purpose
® Build foundation for creating Mission
Vision J Values statements
■ Understand expectations for identity effort
■ [discuss next steps
How long have you served on the
Commission ?
W
I I I I I I
1 5 6 6 9 15 17
YEARS
ATTACHMENT 1
Page 2 of 11
What are your chief areas of
interest in the MWMC
Public
corrnunieAions
1�Vate r�ualllp
Budget
Leadership and
decision making
Facilities and
aperati ons
Other. "Partnerships,especially with our constituents."
0 1 2 3 4 5 E
Strategic Direction
ATTACHMENT 1
Page 3 of 11
mission statement is a declaration
of an organization's core purpose and
focus that normally remains
unchanged overtime.
Current Mission Statement
To protect public health and
safety and the environment b
providing high quality
wastewater management
services to the Eugene-
Springfield metropolitan area .
ATTACHMENT 1
Page 4 of 11
Mission Statement: Which best
describes yourview?
Reflects my view of the
MWIVIC core purpose.
Would, reflect my viewof
the MWIVIC core purpose
modified
Mission Discussion Question
Should the mission
statement include a more
explicit relationship to
customers community?
ATTACHMENT 1
Page 5 of 11
vision is ars Aspirational
description of what An
organization would like to Achieve
or accomplish .
Vision: What words come to mind when you
think about what you would like the MWM
to achieve in the future?
" Dedicated, professional, leader, ingenuity,
successful
Fiscally responsible, efficient, smart spending ,
flat rates
Mater quality, compliance, protective
Sustainable, reduced environmental impact
Informed public
Word used more than one time.
ATTACHMENT 1
Page 6 of 11
Vision Discussion Questions
'what are the most
important f
achievements?
Anything
value statement tells customers and
employees where the organization
stands and what it believes in.
ATTACHMENT 1
Page 7 of 11
Veal es: What values do you believe drive the
v ?
V Transparent, open and honest communications,
collaborative
Compliance, public health is 41, protection
v/ Quality service delivery, technical excellence, high
quality work, hest practices
Leadership, long-term vision, political engagement
Financial prudence, efficient, effective
Genuine concern for staff, responsible, fairness
V Environmental stewardship
Value [discussion Question
What are the most
important values ?
Anything missing?
ATTACHMENT 1
Page 8 of 11
The MWMC s Identity
Hove would you describe the M11M '
current identity?
• "Who?-"
i "Negligible"
• `"Our reputation is strong among those who know us
well, unfortunately the majority of our stakeholders
do not know us even at a basic level."'
• "Partnership working to meet commuo ty needs in
regard to waste water treatment."
• "1 don't think most people know who the IOWMC is,"
. "Not well known because the system is well managed
in the background.'
ATTACHMENT 1
Page 9 of 11
On a scale of 1 (not important) to 7 (very important), how
would you rate the need to shape the organization's identity?
Average
5.43
V
nnnnn�
Not important Very important
General summary of comments: Creating
greater visibility will build community support
•
for current and future endeavors.
Votes
On a scale of 1 (not important) to 7 (very important), hover
would you rave the need to rename the Dr anization?
Average
4
V
munumna
Not important Very important
General summary of comments:
The name could be improved,
but do people care?
Vate5
ATTACHMENT 1
Page 10 of 11
Identity Discussion Questions
What are the pros and cans of
increasing awareness of the
organization?
Considering the pros and eons, what
are your expectations
moving forward?
Closing Remarks
Next Steps
ATTACHMENT
Page 11 of 11
Staff Survey
A Y Results ort
Ap it , 2016
Mobwollmnftshewalw.ManagementCammgsion o
c
Presentation Outline
StaffSurvey Results
y.re�ro�b�nrmwv, r
Survey Overview
Results Related to Identity
• Results Related to Commission
Next Steps
' ATTACHMENT 2
Pagel of 9
AN-
Survey Overview
Methodology
- Survey sent tD City of Eugene and 'CIty of Springfield staff that work on
behalf of the MWIVIC
a Note - communications staff did not participate due to survey topic's direct
relationship to work performed.
• Survey was open January 25th through February 121h, 2016
Survey sent via email using Survey Monkey
• Hard copies were also made available to staff at City of Eugene
Response rate = 71% (industry standard is 20% ;-- a successful survey)
* Received by 25 via Survey Monkey and 39 hard copies = 64
Results Related
to Identity
Page 2 of 9
E - -
0
Which city are you employed ay?
20
S City of Eugene
City of Springfield
11.3 is the average years staff has worked on behalf of the MWMC
Chief Areas of Interest ji'l
t _`r
...Survey Highlights
What are your chief areas of interest in the M WIViC?
Please select all that apply.
HMO%
70.0%
60.0% -
50.0%
a0.0%
30.0%
za.OYO
10.0% -
0.0% m
M v
L5iLL, %+ 3 C6
co :E
GJ S
iR
ro- LL
a
'L' ATTACHMENT 2
Page 3 of 9
M e
ission Statement
Survey Hig.hlight-
Which best describes your view of the MWMC i nissivn
statement? Please select one.
2% 3°Y
a kellects my view of the PdWMC
care purpose.
rj Would reflect rr►y view of The
MW MC care purpose If
moclitied slightly.
Does not reliert my vi elm of the
hAWMCcare purpose and
shpi.]d be replaced.
Other(piease specify}
_ a L
Vision
Survey
R {
Which firm words/statements reflect what you would
like the MWMC to achieve in the tUture? Please select five-
If there is a topic you believe is missing please enter it in the "Other" box.
70.0%
50.0%
50.0°.
40.096 -
30.0%
z0_a96
10-0%
0.0%
ria m
rm ao w a
Ty rd 86 u Q W ,� Q Si :'•is
u _
66 d it 7 L4 m
m C! Ln
� r
Ltl W C7
•' ATTACHMENT 2
Page 4 of 9
Which five words/statements do you believe drive the MWIVIC most?
Please select five.
If there is value you believe is missing please enter it in the "Other" box.
80.0%
70,0%
60.0%
50.09�a
40.0%
30.05
20.05
10.05
0.05
u r 5 r- !Y A=
1gr. a ° mU V L-
Q
rA CL -a € 0 a
V •sr u •5 C9 CE
±` u 4a 4U u aJ
F$
cq `U v o
41
a vi s e .a
LL
C) u Ma1'Q
X a Z O
cr W d 6}
win dMiiIIIE111li
Current Identity
Survey Highlights
High-level themes that emerged when asked
"How would you describe the IVMWI IC's current identity?":
• Hidden/under the radar
• Not known but doing a good job
• Mystery
Example comments:
• "Hidden, mot seem."
• "Shadow, but that's ckay. MWWC 1s getting the job done without olf t"he "atter�tioxr"
r "Mystery to most residents_',
ATTACHMENT 2
Page 5 of 9
Need
o Rename
Survey Highligh All
On a stale of 1 (rot important)to 7(very important),
how would you rate the need to renarne the organization?
30
i
25
M
2D
H
a 15
CL
w
L
� 5
z
D
c 3 +4 5 6 7
Not Important Very Important
YL
Neet
Shape
Identity
Survey Highlights
On a scale of 1• Snot important)to 7 (very important),
howwould you rate the need to shape the organizatiDn's identity?
16
14
12
10
8
g
Wj 6
w
Q A
2
4
2 3 4 5 is 7
Not Important Very Important
of
ATTACHMENT 2
Page 6 of 9
_ � r
t- t7 1, r'
I
High-level themes that emerged:
• Some staff would like opportunities to learn more about the Commission
• General support for community engagement and the value for it
Example comments:
• "Keep up the,positive customer relationships and fun, cool rand awesome tours-'
* "Promate the return on investment(socrair economic, and environmenta?) MWA4Cis
providing to the community."
• "Thank yov for rill your work on this effort-."
Results Related
Page 7 of 9
Interactions
Survey Highlights
How many times each year do you interact with the
Commission and its members? Please select one,
None
32 1to2
37'Y. .
More
than ? 3to4
14% 5 to 6
9%
s
Commissiton T
Surveyffighlights
Does the currentCommission, in your opinion, have the best interest of
the MWMC, community, and staff in mind when making decisions?
NE) No l
7% opinion
12%
Yes
42%
Most of the gime
39%
ATTACHMENT 2
Page 8 of 9
I
Commission
Overall Suggestions
f
High-level themes that emerged: --
* General appreciation for the Commission.
• Continue to do what's been working and don't Change fm the safe of change
• Opportunities for connecting with staff and community
Examples comments:
• "Thank you for Your service, support and dedication."
• "The C'ommissfon does c good job. P don't think there is to much broke that needs to
• "Be seen by employees."
oil
o - _
Next
Steps
Strategic
1. Staff recommends continuing the Commission's work on strategic
planning;
2. Staff prepare drafts of mission, vision, and value statements based
on results from both the Commission and staff surveys; and
. Present draft documents at the June Commission meeting for
consideration and discussion.
ATTACHMENT 2
Page 9 of 9