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MWMC MEETING AGENDA
Friday, September 8, 2017 @ 7:30 a.m.
City of Springfield City Hall, Library Meeting Room
225 Fifth St., Springfield, OR 97477
Turn off cell phones before the meeting begins.
7:30 – 7:35 I. ROLL CALL
7:35 – 7:40 II. CONSENT CALENDAR
a. MWMC 7/14/17 Meeting Minutes
Action Requested: By motion, approve the Consent Calendar 7:40 – 7:45 III. PUBLIC COMMENT
Request to Speak slips are available at the sign-in desk. Please present request
slips to the MWMC Secretary.
7:45 – 8:00 IV. OPERATIONS & MAINTENANCE BUILDING IMPROVEMENTS PROJECT P80085 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mark Van Eeckhout
Action Requested: By motion, adopt Resolution 17-13
8:00 – 8:20 V. EXECUTIVE SESSION – BROWN LANE PROPERTY
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Matt Stouder
Adjourn regular session and convene Executive Session for the purpose of
consulting with legal counsel pursuant to ORS 192.660(2)(e) to conduct
deliberations with persons designated by the governing body to negotiate real
property transactions
Adjourn Executive Session and convene Regular Session
Note: Memos presented in Executive Session are confidential and must be
turned in at the end of the meeting.
Action Requested: Staff requests the Commission authorize the General
Manager to proceed to closing for the subject property.
8:20 – 8:30 VI. FY 2017-18 SUPPLEMENTAL BUDGET #1 . . . . . . . . . . . . . . . . . . Meg Allocco
Action Requested: By motion, adopt Resolution 17-12
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8:30 – 8:50 VII. BIOGAS UTILIZATION UPDATE . . . . . . . . . . . . . . . . . . . . . . . . . . Josh Newman
Action Requested: Discussion and direction
8:50 – 9:05 VIII. DRAFT COMMUNICATIONS PLAN UPDATE . . . . . . . . . . . . . . . . Loralyn Spiro
Action Requested: Discussion and direction
9:05 – 9:20 IX. BUSINESS FROM COMMISSION, GENERAL MANAGER, AND
WASTEWATER DIRECTOR
9:20 X. 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.
________________________________________________________________________________________
MWMC MEETING MINUTES
Friday, July 14, 2017 @ 7:30 a.m.
City of Springfield City Hall, Library Meeting Room
225 Fifth St., Springfield, OR 97477
President Inge opened the meeting at 7:30 a.m. Roll call was taken by Kevin Kraaz.
ROLL CALL
Commissioners Present: Pat Farr, Bill Inge, Doug Keeler, Walt Meyer, Peter Ruffier, Jennifer Yeh
Commissioners Absent: Joe Pishioneri
Staff in Attendance: Meg Allocco, Jolynn Barker, Katherine Bishop, Dave Breitenstein, John
Casto, Barry Mays, Brian Millington (attorney), Laura Keir, Tonja Kling, Kevin Kraaz, Troy McAllister, Todd Miller, Josh Newman, Destin Ranch, Loralyn Spiro, Anette Spickard, Matt
Stouder, and Greg Watkins
Matt Stouder, MWMC General Manager, introduced Jennifer Yeh, City of Eugene’s Council
representative. She was appointed to the City of Eugene’s Council about two weeks ago. Ms. Yeh stated her background is in neighborhood activism.
Staff introductions were made.
CONSENT CALENDAR
a. MWMC 6/09/17 Meeting Minutes
MOTION: IT WAS MOVED BY COMMISSIONER KEELER WITH A SECOND BY
COMMISSIONER MEYER TO APPROVE THE CONSENT CALENDAR. THE MOTION
PASSED UNANIMOUSLY 6/0.
PUBLIC COMMENT
There was no public comment.
ELECTRICAL DISTRIBUTION SYSTEM REPLACEMENT AND UPGRADES PROJECT
(P80092) CONSULTANT AWARD
Josh Newman, Managing Civil Engineer and John Casto, Design Project Manager made the
presentation. Mr. Newman stated that the electrical distribution system at the wastewater plant is
the backbone to all the processes. It is made up of medium voltage cables which were installed in
the mid-1980’s, and are at risk of failure. A project was developed (P80092) to replace the cables
taking electrical loads from future capital projects into consideration.
MWMC Meeting Minutes
July 14, 2017 Page 2 of 7
An RFP was issued in May 2017. Mr. Casto stated there were five design teams that came to the
pre-bid walk through. Out of the five, CH2M Hill was the only responder. Their proposal met all the
tasks set forth in the RFP, and they were selected. The tentative budget for the project is $1.2M.
Mr. Casto said this project is more than just replacing the cables; it is also about acquiring
redundancy. The plant currently has redundancy as required by the EPA, but certain sections of
the plant would require moving generators around that the plant doesn’t actually own.
Mr. Casto stated CH2M Hill is experienced and has worked on MWMC projects in the past; staff
would like to sign a contract with them to do the design work. The construction budget, from a high
level view, is around $4M. As the design is defined, staff will be able to refine the amount and will
come back to the Commission to discuss it once they get a better sense of the design, scope, and
cost.
DISCUSSION: Commissioner Farr asked who owns the generators that are used now. Dave
Breitenstein, Wastewater Director, replied that when preparing for Y2K, it was realized that if there
was a long term power outage, generators would be needed to keep pump stations going. Both
Eugene and Springfield purchased the majority of the portable generators for emergency operations to keep pump stations going.
Commissioner Farr asked if the generators would become obsolete. Mr. Breitenstein replied they
would be used for the lift stations. Mr. Newman added that there could be a tug of war in an emergency; the priority would be to use them at the pump stations.
Commissioner Meyer asked if the project would include updating the arc flash analysis or will that
be done during construction. Greg Watkins, WPCF Project Manager replied, yes. Commissioner
Meyer asked if the funding for the project would be coming out of the replacement fund. Mr. Newman replied it is coming out of the capital funding. Mr. Breitenstein added that the replacement funding has limitations. It is for equipment that is valued between $10,000 and
$200,000 with a life expectancy of 20 years. The electrical distribution system’s life expectancy is
typically 30 to 50 years and is not an individual piece of equipment.
Commissioner Keeler asked if redundancy, safety issues, and other things that might apply to voltages that are above and below medium voltage were looked at. Mr. Newman replied that they
were during the planning stage. EWEB classifies these conductors as medium voltage conductors
but to us they are high voltage and really relate to a variety of voltages. It was decided to make
the upgrades at this time as it would be more cost effective. Commissioner Keeler clarified that the project is a comprehensive solution to our opportunities. Mr. Newman agreed.
Mr. Casto clarified that medium voltage is 480 to 35,000 volts.
Commissioner Ruffier asked if there were any concerns about one bidder and was the bid about where staff expected it to be price wise. Mr. Casto replied that we are not sure why only one bid was received except that consultants are busy. CH2M is very knowledgeable. The RFP was a
qualification based selection; the price is not received until after the proposals are scored,
analyzed, and the highest ranked consultant is picked. The construction bid will be lowest bidder.
Mr. Casto said the number showing in the resolution is the not to exceed amount.
MWMC Meeting Minutes
July 14, 2017 Page 3 of 7
Commissioner Ruffier asked about the budget for the project. Mr. Newman replied that there is
$6M budgeted total, $1.2M for the design and the remainder for construction. The construction
portion is based on conservative pricing. After the design is complete, staff will have a better idea of cost. If more money is needed, staff will come back to the Commission with a Supplemental
Budget request.
RESOLUTION 17-11: IN THE MATTER OF CONTRACT AWARD FOR MWMC PROJECT
P80092- ENGINEERING SERVICES FOR ELECTRICAL DISTRIBUTION SYSTEM REPLACEMENT AND UPGRADES.
MOTION: IT WAS MOVED BY COMMISSIONER MEYER WITH A SECOND BY
COMMISSIONER KEELER TO ADOPT RESOLUTION 17-11, TO AWARD
CONTRACT FOR MWMC PROJECT P80092. THE MOTION PASSED UNANIMOUSLY 6/0.
NON-DOMESTIC MOBILE WASTE
Mr. Stouder stated the MWMC has received requests to consider accepting non-domestic mobile
waste. He explained non-domestic mobile waste is nonresidential hauled waste. Currently, Exhibit C of the MWMC’s Operations, Maintenance and Administration Services agreement (an
appendix to MWMC’s IGA) allows the MWMC to accept septage from both inside and outside our
service area, and to provide service to septage haulers. The service area is the region inside the
city limits of Eugene and Springfield and areas that were being served at the time the IGA was written or to whom contractual arrangements have been made.
The MWMC’s most recent request to take non-domestic mobile waste was from Heard Farms, Inc.
of Roseburg. They requested the MWMC accept mobile waste from their facility in February due
to a capacity shortage at their site. The DEQ contacted plant staff, asking that we consider helping them out. Because of the language in the IGA, the MWMC is prohibited from accepting hauled waste outside the service area (with the exception of septage). The IGA was written in 1977 and it
was likely written with hard piped connections from surrounding areas in mind (i.e. Goshen,
Coburg, etc.). This was in part to ensure that capacity would be preserved for the partner
agencies as they expanded and to ensure equity between newly connected and previously connected users.
Mr. Stouder said there might be some benefit to modifying the IGA to allow acceptance of non-
domestic mobile waste from outside the service area. It would not affect the capacity of the plant,
for a short term basis. It could also be a source of revenue to help offset rates to some degree, and wouldn’t obligate us to accept the waste. Staff would look at each request to make sure there wouldn’t be an impact to our treatment processes, such as local limits or biosolids.
Mr. Stouder stated that if the Commission is interested in pursuing this, staff would clarify and
modify the language in the one paragraph in the IGA and take it to the three partner agencies to accept the changes.
DISCUSSION: Commissioner Keeler said he supports it in principal. If we can ensure that
whatever the waste stream proposed is not problematic and there is some form of equity built into
the rates, then it is a great thing to pursue.
MWMC Meeting Minutes
July 14, 2017 Page 4 of 7
Commissioner Keeler left at 8:00 a.m.
Commissioner Ruffier stated that he doesn’t see the distinction in the language in paragraph 8.e of the IGA between domestic and non-domestic waste. Mr. Stouder said paragraph 8.e says we
must only provide service inside the service area. In the Appendix to the IGA, in Exhibit C
Operation, Maintenance, and Administrative Services Agreement, it says it will allow septage
outside the service area at the plant.
Commissioner Ruffier said that the language in paragraph 8.e says “to users currently being
served or to whom contractual arrangements have been made who are outside the City Limits,” it
seems that we might be able to pursue that as an avenue for non-domestic waste. We could
evaluate the impacts and acceptability of the waste stream, and then establish a contract for
service.
Brian Millington, MWMC Legal Counsel, responded saying that it was interpreted to mean
contractual arrangements that were already made. In order to address this issue in a way to
eliminate the uncertainty of the interpretation, staff is presenting the issue to the Commission
today to clarify if it is the intent of the Commission and the governing bodies to allow for those future new unexpected contracts to be entered into. Mr. Millington thinks the Heard Farms
example is a good one. There was no way for the approvals we would need to happen in a way
that would be responsive to their needs.
Commissioner Ruffier said he is supportive of the concept of allowing for consideration of non-domestic waste from outside the service area.
Commissioner Meyer said in the last ten years the DEQ has pretty much shut down winter sludge
disposal sites. Consequently, a lot of smaller cities in Lane County and all over the state have been sending their winter sludge to Heard Farms. He took it all until finally he was at his limit. The City of Cottage Grove sends all its dewatered sludge to Heard Farms. Commissioner Meyer
believes there is an opportunity to help out some communities like that in the future. He would like
to be in a position, if there is an emergency, to be able to take it.
Mr. Stouder said that if we offer this service there may be perception issues associated with competing with the private sector. His philosophy is if there is a service we offer that people can
take advantage of, we can use the revenue to help keep our rates down. We know that with the
way regulations are going, we should do everything we can to try to mitigate the impact.
Commissioner Farr asked what MWMC’s current practice is for handling mobile waste other than the existing contracts. Mr. Stouder replied that septage haulers have been allowed to dispose of
waste at the treatment plant; non-domestic mobile waste outside the service area is not accepted.
Commissioner Ruffier said when the competition issue is discussed; he would also want to consider the fact that the MWMC would be providing service to perhaps other governmental units, to the extent that we can lower their costs.
Mr. Stouder said that when he said non-domestic mobile waste, that he should have added
temporary or something to imply that it is not going to be permanent. That is where the capacity issue would then come up.
MWMC Meeting Minutes
July 14, 2017 Page 5 of 7
Commissioner Ruffier said that we are making a distinction between domestic and non-domestic.
For some of these communities that are primarily domestic in origin, he is not sure that he would
necessarily say that they are non-domestic. If we were accepting their biosolids or something in the winter time, you could make an argument that is domestic waste.
Mr. Stouder said Commissioner Ruffier was correct. For the purposes of this memo, staff is trying
to clarify between basically septage and all other hauled waste (even if it was domestic) outside
the service area.
President Inge said he gets the sense that the Commission is generally in support of continuing to
move forward on this subject. He asked the Commission if that was correct; there were nods of
agreement all around.
REGIONAL SEWER FACILITIES PROPERTY OWNERSHIP
Tonja Kling, Management Analyst, stated that in June 2005, the MWMC IGA was modified and
approved by all governing bodies. Part of that revision was to define permanent and temporary
facilities (Appendix A of the IGA). All permanent facilities are to be owned by the MWMC and all temporary facilities are to be owned and operated by the municipality which has planning authority
for the area in which they are located. Upon review of the properties and IGA, it was identified that
six of the facilities/properties requiring ownership transfers were not completed. Five of these
properties are in the City of Eugene’s name and need to be transferred to the MWMC and one property to be transferred from MWMC to the City of Eugene. Even though the transfers did not happen in 2005, MWMC has been operating, maintaining, improving, and insuring the properties.
Mr. Millington said that his office has prepared all the deeds for these transfers to occur and the
City of Eugene’s legal counsel has reviewed them. The six deeds will be presented to the Eugene City Council in September to be approved and then staff will provide an update to the Commission.
Commissioner Ruffier asked if it was just an oversight. Ms. Kling replied that as far as she can
deduce, it is.
BUSINESS FROM COMMISSION, GENERAL MANAGER, AND WASTEWATER DIRECTOR
Commission:
Commissioner Ruffier stated that he had looked at MWMC’s new website and wanted to
commend staff on their work.
Commissioner Farr said that the website looks great; he likes the aerial photo.
Commissioner Farr said, in regards to Springfield’s ADU initiative, there is housing crisis in
Lane County. Springfield is being tremendously pro-active and Lane County is trying to find innovative ways to put people into tiny houses. If it is determined that there is a lower impact
on the regional system from a 300 square foot home, then he is strongly in favor of SDCs
reflecting that lower impact. If we can find ways to help without affecting the MWMC’s
overhead, to put people into homes, he is strongly in favor of that.
Commissioner Ruffier said in the May RWP Monthly Report the Operations and Maintenance
Building Improvements project had a note stating there were some stormwater issues raised in
regards to the permits; is that anything significant? Mr. Stouder replied the issues were
MWMC Meeting Minutes
July 14, 2017 Page 6 of 7
resolved. MWMC received conditional approval based on work moving forward, we may need
to do a little more work in the future as we move into future expansion at the plant. One of the
things Mr. Stouder wants to look at is an overall Stormwater Management Plan for the plant based on future expansion needs to make sure that we don’t address this on a project by
project basis but rather on a comprehensive basis.
Commissioner Ruffier asked if the June ACWA Workshop on temperature guidance happened.
Mr. Miller said yes, he had helped co-host the workshop for all ACWA members in Salem. The temperature guidance is in draft but will be finalized later this year.
General Manager:
Website and Social Media: Kudos to Loralyn Spiro and Laura Keir for their excellent work.
Launched Facebook and Twitter a couple of weeks ago. The MWMC has 50-60 followers right
now.
SDCs Update: Regarding the requests to waive SDCs on ADUs in Springfield and on the Tiny Homes development in Eugene. Based on the feedback from the Commission, staff reached
out to Deb Galardi to look if a specific rate class should be applied to “small” homes. She has
given us a scope of work and we have a draft contract we are reviewing and expect to sign this
week. She will be working on it in August and we will discuss the topic at the MWMC meeting
in September. Preliminary data from previous studies indicate that small houses have less portion of flow than larger houses. Whether it is substantial or not to create a separate rate
class to have a smaller fee will be determined.
Ice Storm: We have received a partial payment from FEMA of $39,200 for the efforts of initial
response. We just recently submitted for the damage of the Poplar Farm. The harvest work is expected to start shortly. After that we will receive reimbursement from FEMA, expecting to get
reimbursement for that portion. FEMA generally reimburses at 75% of eligible expenses,
unless there is substantial documentation that shows otherwise. Staff provided substantial
documentation and we were reimbursed at 82% of our costs for the initial losses. The total loss
was just under our $250,000 deductible.
Brown Lane property: A Level 1 Environmental Assessment was done and the results have
come back. There is one note; an adjacent property to the south was noted by DEQ as storing
hazardous waste onsite back in 1991. There were around 50, 55-gallon drums on the site of
unknown materials. The property owner had cleaned it up but the DEQ never issued a final action. In the opinion of the Environmental consultant, it poses no threat to the property that we
are looking to purchase. Mr. Stouder said there is a provision to do a well test on the one well
on the property and he thinks we should do that. We are developing a lease agreement for the
two-acre lot that the property owner would like to lease back and plan on sending it out today.
Operations and Maintenance Building Project: Building permits have been obtained from the
City of Eugene for the Maintenance Building portion of the project. We are expecting to get the
water quality laboratory permits shortly. The ISC trailer has been relocated and the temporary
Maintenance trailer has been installed and staff is currently occupying it.
Digester Project: The contractor has been on the site, there is a big hole, the site has been
excavated to grade, and the foundation is going in later this month with construction over the
summer.
Wastewater Director:
The rebuilt engine for the Cogeneration System arrived from Austria about two to three weeks
ago. It is being installed.
MWMC Meeting Minutes
July 14, 2017 Page 7 of 7
National ACWA Award: The plant will receive a Peak Performance Award for 10 years without
exceedance of permit limits for discharge at the National Annual Conference this month.
President Inge welcomed Jennifer Yeh to the Commission.
ADJOURNMENT
President Inge adjourned the meeting at 8:25 a.m.
M E M O R A N D U M
DATE: September 1, 2017
TO: Metropolitan Wastewater Management Commission (MWMC)
FROM: Mark Van Eeckhout, Civil Engineer
SUBJECT: Operations and Maintenance Building Improvements Project P80085
ACTION
REQUESTED: Approval of Resolution 17-13
_____________________________________________________________________
ISSUE
The Operations and Maintenance Building Improvements Project P80085 (O&M BIP), is
currently under construction and includes a new Water Quality Laboratory and an addition to the Maintenance Building. MWA Architects and their sub-consultants are providing construction
support services as part of their design contract. It has become apparent through the beginning
of the construction that additional fees will be needed to support these services.
BACKGROUND
Architectural and Engineering Design of the upgraded facilities, including the new Laboratory, was awarded by the Commission through Resolution 15-08 to MWA Architects in October 2015.
The award was for $1,415,833, and included the ability to increase the contract value through
amendments by no more than $138,180. The scope included fees for programing, design, and some construction services.
The design contract was subsequently amended to capture design items not anticipated during the October 2015 discussion and the current value of the contract with MWA Architects is
$1,540,539 ($13,474 below the allowable limit set by Resolution 15-08). These design & support services fees are roughly 12% of the of the construction contract value.
In May of 2017, per Commission direction, a notice to proceed was given to Wildish Building Co. for the construction of the O&M BIP, with the removal of the Admin/Operations Building scope.
MWA Architects has been utilizing their existing construction support services fees to coordinate
review of project submittals, answering requests for information, and reviewing construction change order requests.
DISCUSSION
The MWMC typically allocates approximately 30% of the overall project construction costs for
design and construction support services for capital projects. Currently, the O&M BIP design
and construction support services contract is roughly 12% of the approved construction contract. At the time, staff did not recommend allocating 30% of the construction costs for
design and support services because this project was not a typical MWMC process project. As
Memo: Operations and Maintenance Building Improvements Project P80085
September 1, 2017 Page 2 of 2
the project has progressed into construction, it has become apparent that additional support is
necessary from MWA Architects. Additionally, although some money was allocated for construction support services in the original consultant contract, there have been a number of
Requests for Information and potential construction contractor change requests to date that will
require additional consultant support.
Staff is requesting, through Resolution 17-13, the authority to amend the contract with MWA
Architects to the budgetary value of $1,982,760 (15% of the construction contract value) for additional construction services scope and necessary design support. These services may be
necessary to make minor modifications to the existing Administrative/Operations Building in
order to better utilize the space that is being excessed with the removal of the lab.
ACTION REQUESTED
Staff requests the Commission, by motion approve Resolution 17-13, which will:
Authorize the MWMC Executive Officer or her authorized designee to execute and
manage an amended contract with MWA Architects for architectural design and technical consultant services during construction for the Operations & Maintenance
Building Improvements Project (P80085) not to exceed the amount of $1,982,760.
ATTACHMENTS
1. Resolution 17-13
2. Resolution 14-11 (dated November 14, 2014) Design Contract with MWA Architects for Operations and Maintenance Building Improvements Project P80085.
3. Resolution 15-08 (dated October 9, 2015) Design Contract with MWA Architects for
Operations and Maintenance Building Improvements Project P80085
METROPOLITAN WASTEWATER MANAGEMENT COMMISSION
RESOLUTION 17-13 ) IN THE MATTER OF CONTRACT AMENDMENT
) AUTHORITY FOR MWMC PROJECT P80085 – ) ENGINEERING SERVICES FOR OPERATIONS
& MAINTENANCE BUILDING IMPROVEMENTS
WHEREAS, the Fiscal Year 2017/2018 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
Industrial Source Control (ISC) modular office; and WHEREAS, in November of 2014, through Resolution 14-11 the Metropolitan
Wastewater Management Commission (MWMC) entered into an agreement with MWA
Architects, Inc. to complete Architectural Programming and Design for upgrades to the
Operations and Maintenance Buildings; and WHEREAS, in October of 2015, through Resolution 15-08 the Metropolitan
Wastewater Management Commission (MWMC) amended the agreement with MWA
Architects, Inc. to complete Architectural Programming and Design for upgrades
including the Laboratory Facilities; and WHEREAS, the Metropolitan Wastewater Management Commission (MWMC)
has amended the agreement with MWA Architects, Inc. lastly in November 2016 and
has a current contract value of $1,540,539 (12% of the Construction Contract value);
and
WHEREAS, MWMC agreed during the May 2017 Commission meeting to move
forward with the construction of the Maintenance Building and new Water Quality Lab
with the removal of scope related to the upgrades designed in the Administrative and
Operations Building;
WHEREAS, the Metropolitan Wastewater Management Commission (MWMC)
finds it necessary to provide additional construction services scope to MWA Architects
fees; and WHEREAS, pursuant to MWMC Procurement Rule 137-048-0320, MWMC has
determined that the following would hold true of any amendments made through the
authorized Executive Officer of the MWMC
1) The amendment(s) will be within the scope of the original solicitation
document; 2) It is reasonable to conclude for that any amendments made will not
materially impact the field of competition of the services described in the
solicitation document because the original solicitation document resulted
in only two (2) responses and the amendments that may follow are not of
a nature that would likely change the response rate if the procurement document were re-issued;
ATTACHMENT 1
Page 1 of 2
WHEREAS, after making the determinations above, staff has regulatory authority
to negotiate a contract amendment with MWA Architects, Inc. for architectural design
and technical consultant services for the Operations & Maintenance Building
Improvements Project (P80085); and
WHEREAS, MWMC has appointed a duly authorized Executive Officer for
efficient execution of the day-to-day administration of MWMC business and the
Executive Officer may name an authorized designee;
NOW, THEREFORE, BE IT RESOLVED BY THE METROPOLITAN WASTEWATER MANAGEMENT COMMISSION:
The duly authorized Executive Officer of the MWMC, or his/her authorized
designee, is hereby authorized to: negotiate and execute amendment(s) to a contract
with MWA Architects, Inc. for architectural design and technical consultant services for the Operations & Maintenance Building Improvements, MWMC Project Number
P80085, for a not to exceed value of $1,982,760 (15% of the Construction Contract
value);
ADOPTED BY THE METROPOLITAN WASTEWATER MANAGEMENT COMMISSION OF THE SPRINGFIELD/EUGENE METROPOLITAN AREA ON THE 8TH
DAY OF SEPTEMBER 2017.
Bill Inge, President
ATTEST:
_______
Approved as to form: _______________________________
K.C. Huffman, MWMC Legal Counsel
ATTACHMENT 1
Page 2 of 2
ATTACHMENT 2 Page 1 of 2
ATTACHMENT 2 Page 2 of 2
ATTACHMENT 3 Page 1 of 2
ATTACHMENT 3 Page 2 of 2
M E M O R A N D U M
DATE: September 1, 2017
TO: Metropolitan Wastewater Management Commission (MWMC)
FROM: Meg Allocco, MWMC Accountant
SUBJECT: FY 2017-18 Supplemental Budget #1
ACTION
REQUESTED: Approve Resolution 17-12
_____________________________________________________________________ ISSUE
The purpose of this memo is to request approval of Resolution 17-12 authorizing proposed
supplemental budget requests for FY 2017-18. This is the first of three supplemental
budgets processed each year to adjust for corrections and new information.
DISCUSSION
Fiscal year 2017-18 wastewater rates and budget amounts were based upon estimates
derived from FY 2016-17 estimated expenditures, inflationary factors, projected debt and other considerations identified during the FY 2017-18 budget development process.
Actual amounts often differ from estimates used during the budget process, principally
because the budget development process takes place mid-year. Consequently, estimates
for the future year are based on approximately six months’ actual experience. As a result, certain adjustments are necessary at the beginning of a new fiscal year in order to reconcile actual prior year ending balances with budgeted beginning balances for the
subsequent year.
Staff now has final capital project costs and ending cash amounts for FY 2016-17. Below are recommendations regarding the unspent amounts to be carried forward to the current fiscal year budget, as well as adjustments to beginning cash balances.
Operating Fund:
The Commission is requested to approve an increase to the Operating Reserve in the amount of $1,509,248 to adjust Beginning Cash. This transfer will align the FY
2017-18 Beginning Cash balance with the actual cash balance at June 30, 2017.
The Commission is requested to approve the carryover of $139,922 in Eugene Wastewater Operations. This request includes expenses for United States Geological Survey (USGS) water quality monitoring, asbestos/hazardous material
Memo: FY 2017-18 Supplemental Budget #1
September 1, 2017 Page 2 of 3
inspections, distributed control systems wireless upgrade and the BMF water truck
that were budgeted for, but not completed or purchased, in FY 2016-17.
The Commission is requested to approve the transfer of $5,700 from contractual
services in the operating fund to the vehicle and equipment fund in order to finance
the replacement of a printer/copier for the Springfield construction staff office located
at the wastewater plant.
Capital Funds:
The Commission is requested to approve the transfer of $2,093,021 to the Capital
and Equipment Replacement Reserves from Beginning Cash. This transfer will align the FY 2017-18 Beginning Cash balance with the actual cash balance at June 30,
2017.
The Commission is requested to approve a negative carryover (net budget
reduction) of $394,107 from FY 2016-17 Capital Projects funding, which will reduce the FY 2017-18 capital budget. This includes a combination of actual spending for
the year less than estimated, and a budget reduction in the Thermal Load
Implementation I project. These carryover items include:
Originally $110,431 was available for carryforward. Project managers returned
$716,282 of budget back to reserves including Thermal Load Implementation I ($711,282) and Wet Weather Flow ($5,000) and increased the Poplar Harvesting
project $211,744 resulting in the $394,107 net amount being returned to reserves
relating to the capital projects.
The budget for Capital Outlay is being adjusted to carry forward $746,932 unspent in FY 2016-17 with an increase of $75,213 to complete the below projects. The total
of $822,145 will be added to the $622,000 already budgeted in FY18. Last year
this budget was reduced by $3.4M which was an estimate that turned out to be
slightly optimistic. This budget included the Biogas Cogeneration System project that
is made up of the Engine Rebuild, Digester related value added improvements such as switchgear, low pressure blower and waste heat radiators and engineering
services for the Digester improvements.
Project Amount
Operations Building Improvements 642,946
Poplar Harvesting 185,001
Electrical Distribution system 48,487
WPCF Lagoon Removal Decommissioning 19,546
Digestion Capacity Increase (640,795)
Thermal Load Implementation I (630,000)
Thermal Load Pre-Implementation (18,241)
Facilities Plan Engineering (1,051)
Net reduction to capital projects (394,107)
Memo: FY 2017-18 Supplemental Budget #1
September 1, 2017 Page 3 of 3
The Commission is requested to approve a transfer from Capital Reserves in the
amount of $890,000 to the Capital Program to fund the Brown Lane Property acquisitions, including closing costs and associated expenses.
On January 13, 2017, the Commission considered the Brown Lane properties
located adjacent to the Biosolids Management Facility (BMF), including the formal
Property Appraisal Report from Charles P. Thompson & Associates, Inc., and
provided the MWMC General Manager with direction. Following negotiations with the property owner, the General Manager returned to the Commission in April 2017 with
a signed sales agreement. At the September 8, 2017 meeting, the Commission
considered authorization for the General Manager to proceed to closing for the
properties.
Taken together, the individual actions requested above accomplish the following objectives:
Modification of beginning FY 2017-18 balances to reflect actual FY 2016-17
operating results in compliance with State Budget Law.
Carryover of funds into the current fiscal year associated with specific capital
projects that were budgeted in FY 2016-17, but will actually be expended in FY
2017-18.
Budget adjustments to specific capital projects in FY 2017-18, based on additional scoping and design information resulting in revised project cost estimates.
Additions to FY 2017-18 budget resulting from information not yet available when the
budget was developed.
Establishment of reserves as appropriate to balance increases and decreases in the
FY 2017-18 operating and capital budgets.
ACTION REQUESTED
Approve, by motion, Resolution 17-12 authorizing the budget actions requested in this
memorandum.
ATTACHMENT
1. Resolution 17-12
Resolution 17-12 Page 1 of 2
METROPOLITAN WASTEWATER MANAGEMENT COMMISSION
RESOLUTION 17-12 ) IN THE MATTER OF APPROVAL OF FISCAL ) YEAR 2017-18 SUPPLEMENTAL BUDGET #1
WHEREAS, the Metropolitan Wastewater Management Commission (MWMC) approved
the FY 2017-18 Budget on April 14, 2017 pursuant to Resolution 17-05;
WHEREAS, sewer rates and budget amounts for the FY 2017-18 Budget were based upon certain estimates;
WHEREAS, additional information from actual experience regarding the FY 2016-17 Budget is now available and actual prior fiscal year ending balances can be reconciled with the beginning budgeted balances for the FY 2017-18 Budget;
WHEREAS, the transfer of $1,509,248 from Beginning Cash to the Operating Reserve will align the FY 2017-18 Budget for Beginning Cash with the actual cash balance as of June 30,
2017;
WHEREAS, the carryover of $139,922 in Eugene Wastewater Operations from unexpended FY 2016-17 operations funding is appropriate because expenses for the USGS water
quality monitoring, asbestos/hazardous material inspections, distributed control systems wireless
upgrade and BMF water truck will not be incurred until FY 2017-18;
WHEREAS, the transfer of $2,093,021 from Beginning Cash to the Capital and Equipment
replacement reserves will align the FY 2017-18 Budget for Beginning Cash with the actual cash
balance as of June 30, 2017;
WHEREAS, the return to reserves of $394,107 from FY 2016-17 Capital Projects funding is
appropriate because capital projects are fully budgeted in the year the contracts are awarded even
though capital projects often span more than the fiscal year in which the contract is awarded and certain projects had estimates revised downward;
WHEREAS, the revised project estimates that resulted in a return to capital reserves above
included $110,431 available for carryforward, $711,282 reduction in Thermal Load Implementation I and $5,000 reduction for Wet Weather Flow. These were offset with an increased estimate for
Poplar Harvesting of $211,744;
WHEREAS, the capital outlay budget for Biogas Cogeneration System Replacement project is being increased by $75,213 and the remaining $746,932 of FY 2016-17 budget is being
carried forward for a total budget increase of $822,145 to FY 2017-18;
WHEREAS, an increase of $890,000 to the FY 2017-18 capital budget from capital
reserves is deemed appropriate to fund the Brown Lane Property acquisitions as directed by the
Commission;
WHEREAS, a transfer of $5,700 from contractual services to the vehicle and equipment
fund is deemed appropriate in the FY 2017-18 budget in order to fund the purchase of a
replacement printer/copier for the Springfield construction staff office located at the wastewater plant;
WHEREAS, MWMC has appointed Anette Spickard as its duly authorized Executive Officer
for efficient execution of the day-to-day administration of MWMC business.
Resolution 17-12 Page 2 of 2
NOW, THEREFORE, BE IT RESOLVED BY THE METROPOLITAN WASTEWATER
MANAGEMENT COMMISSION THAT:
The FY 2017-18 Supplemental Budget #1 as presented to the MWMC on September 8, 2017, is hereby approved.
ADOPTED BY THE METROPOLITAN WASTEWATER MANAGEMENT COMMISSION OF
THE SPRINGFIELD/EUGENE METROPOLITAN AREA ON THE 8th DAY OF SEPTEMBER 2017.
___________________________________________ PRESIDENT: Bill Inge
ATTEST:
_______________________________________
Secretary: Kevin Kraaz
Approved as to form: _________________________
MWMC Legal Counsel: K.C. Huffman
M E M O R A N D U M
DATE: September 1, 2017
TO: Metropolitan Wastewater Management Commission (MWMC)
FROM: Josh Newman, Managing Civil Engineer
SUBJECT: Biogas Utilization Update
ACTION
REQUESTED:
Staff seeks Commission direction and approval to procure consulting
services for needed technical assistance
_____________________________________________________________________
ISSUE
The MWMC is evaluating a proposal from Trillium Transportation Fuels, LLC (Trillium)
for utilization of biogas. Staff will update the Commission on the opportunities and risks associated with production and sale of renewable natural gas (RNG) at the MWMC’s Water Pollution Control Facility (WPCF).
BACKGROUND
Biogas is the methane-rich byproduct of anaerobic digestion (one of the processes of wastewater treatment). Since 1983, the MWMC has fueled a combined heat and power
(CHP) system with its biogas. The CHP system generates electricity and heat used at
the WPCF, offsetting a large portion of the MWMC’s energy demand. Due to the size
limit of the MWMC’s CHP system, approximately 30% of the biogas produced is not used and is instead flared off. Both the CHP and flare processes combust the biogas, resulting in carbon dioxide emissions.
In 2011, the MWMC implemented a two-phase study to identify a cost-effective strategy
to fully utilize its biogas. Three strategy pathways were identified: 1. CHP Upsizing – increasing the CHP system capacity to use nearly 100% of
biogas produced;
2. RNG Conversion – processing the biogas into RNG as feedstock for renewable
vehicle fuel; and 3. Combined CHP + RNG – maintaining the current CHP size and converting the flared portion to RNG.
Pathway Ranking:
The study applied a triple bottom line (TBL) assessment to rank these pathways based
Memo: Biogas Utilization Update
September 1, 2017 Page 2 of 4
on their individual financial, environmental, and community impacts. Due to evolving
dynamics and drivers, the rankings have shifted since the study started, as described
below. The 10-year return on investment (ROI) is a leading indicator of project feasibility.
Pathway 3 (Combined CHP + RNG) initially was the highest ranked alternative, based
on the economics of new public utility investment opportunities for NW Natural allowed
under Oregon Senate Bill 844 (SB 844). However, NW Natural elected not to implement the SB 844 funding opportunity, and Pathway 3 became financially infeasible (greater
than 20-year payback on investment).
Pathway 1 (CHP Upsizing) became the next highest ranked alternative. In 2015, the
MWMC pursued upsizing the CHP from 800 kilowatts (kW) to 1200 kW based on the value of future avoided electricity costs. This alternative’s financial outlook changed
when the Eugene Water and Electric Board (EWEB) proposed long-term changes to its
electricity rate structure in 2016. The proposed changes severely lower the value of
future avoided electricity costs causing the ROI to drop substantially. Staff subsequently
recommended holding off on the project and instead began moving forward to rebuild the CHP system at its current 800 kW capacity.
Pathway 2 (RNG Conversion) now appears to be the most favorable, not only due to
the changed economics that diminished the ROIs under Pathways 1 and 3, but due to
recent developments that make RNG more financially attractive. In 2015, the value of the environmental attributes of biogas-derived RNG used for vehicle fuel began
increasing. This was driven by governmental clean fuel programs at the federal and
state levels. The federal Renewable Fuel Standard (RFS) institutes statutory volume
mandates and, more recently, qualifies anaerobic-digester-derived biogas for the highest value credits. At the same time, a sunset provision in Oregon’s Clean Fuel Standard (CFS) statute was lifted, clearing the way for full implementation of that
program. The CFS is structured similarly to California’s Low Carbon Fuel Standard
(LCFS). The combination of these federal and state programs creates additional value
for renewable vehicle fuel production. Presently, the value of clean fuel credits is very high.
Most recent timeline toward developing Pathway 2 (RNG Conversion):
December 2016: the MWMC issued a request for proposals (RFP) for the sale of biogas
for vehicle fuel. The results of the RFP helped estimate the revenue potential of an RNG project and capital investment needed to upgrade the biogas to pipeline quality RNG.
February-March 2017: Three RNG “off-taker” (i.e. biogas buyer) proposals were
received. Staff identified Trillium as the highest ranked proposal.
April 2017: Staff updated the Commission on the RFP results and the opportunity presented by Trillium, as well as potential risks and benefits associated with capital
project investment. The project would require a NW Natural pipeline interconnection for
the MWMC’s biogas. The Commission concurred with staff’s recommendation to (1)
work toward execution of a non-binding Memorandum of Understanding (MOU) with
Memo: Biogas Utilization Update
September 1, 2017 Page 3 of 4
NW Natural as a precursor to entering into a formal interconnection agreement, and (2)
continue to engage with potential partners, equipment vendors, and NW Natural to
understand remaining project challenges and costs.
DISCUSSION
Staff has further analyzed environmental, financial and risk aspects associated with the
project and will provide information for Commission consideration at the September 2017 MWMC meeting, including:
Updated capital cost estimates
Re-assessment of MWMC biogas production rate
NW Natural’s recent draft Biomethane Interconnection Agreement
Revised GHG assessment of Pathway 2 compared with current practice
Project Considerations:
Benefits that could be gained through project implementation include increased
revenue, elimination of onsite flaring, improved environmental outcomes, and better
operational flexibility. However, the near-term ROI of an RNG project relies largely on the continuation of the governmental clean fuel programs and associated revenues
evaluated over a ten year lifecycle. The ROI appears to be most sensitive to
continuation of the RFS for at least the first 3-4 years of the project.
Potential risks to the continuation of clean fuels programs include legislative repeal and third party legal challenges. Staff’s understanding is that all three programs are
relatively robust in terms of legislative support and legal standing and have survived
recent legal challenges. However, repeal or successful third party challenges cannot be
completely ruled out and warrant consideration. Staff refined three revenue scenarios
associated with project implementation under various assumptions related to clean fuel programs status, and will discuss them in more detail at the September Commission
meeting. These scenarios also account for the following updated business case factors:
Estimated capital costs – Estimated capital costs increased from $5.6 million to $7.3 million. The increase reflects revised preliminary RNG pipeline and
interconnection costs per new NW Natural estimates and higher revised
equipment costs.
Revised biogas production rate – Staff calculated corrections to the historical data set based on known gas metering and calibration errors. As a result, the
estimated daily biogas production increased from 386,000 standard cubic feet
per day (scfd) to 440,000 scfd.
Another factor is the interconnection agreement with NW Natural. Legal counsel is in the process of evaluating NW Natural’s recently released draft Biomethane
Interconnection Agreement template. At the September 8th Commission meeting, staff
and legal counsel will discuss the key terms and conditions of the draft agreement
having the greatest potential impacts on MWMC’s interests.
Memo: Biogas Utilization Update
September 1, 2017 Page 4 of 4
In addition, staff considered environmental outcomes such as GHG emissions. To that
end, Good Company evaluated GHG emissions as part of the original TBL assessment
and has now updated that assessment with new information per international protocols. The protocols including modeling both “location based” and “market based” electricity
accounting. Results from these models will be discussed at the September meeting.
RECOMMENDATIONS
Staff recommends more study for better understanding of technological issues and risks prior to making a decision on investing in Pathway 2 (RNG Conversion). Issues
recommended for further analysis include:
Revised and more detailed cost estimation
Assessment of risks related to reliance of this project upon the governmental
clean fuel programs
Further assessment of NW Natural’s interconnection provisions
Assessment of biogas upgrading technology and design considerations
ACTION REQUESTED
Staff seeks Commission direction and input on whether to pursue development of the RNG option further, including the procurement of consulting services to provide
technical and risk analysis assistance.
M E M O R A N D U M
DATE: September 1, 2017
TO: Metropolitan Wastewater Management Commission (MWMC)
FROM:
Loralyn Spiro, Communications Coordinator
Laura Keir, Communications Coordinator
SUBJECT: Draft 2018 Communications Plan Update
ACTION REQUESTED: Informational Only
_____________________________________________________________________
ISSUE
The MWMC’s Communications Plan was last updated in 2015, and includes the overarching goal of increasing awareness of the MWMC and its role in the community. Staff has been working on a 2018 update to the plan, and welcomes Commission
feedback on the draft 2018 Communications Plan (Attachment 1).
BACKGROUND
The MWMC has been working to increase the community’s awareness of the MWMC, as part of Key Outcome #5 - “Achieve and maintain public awareness and
understanding of the MWMC, the regional wastewater system, and MWMC’s objectives
for maintaining water quality and a sustainable environment.” The Commission
conducted a Community Survey in 2015, which showed that a vast majority (82 percent) of respondents had not heard of the MWMC.
The Communications Plan, last updated in 2015, includes the overarching goal of
increasing awareness of the MWMC and its role in the community. The Plan also
contains objectives, core messages, target audiences, strategies and tactics that serve to accomplish Key Outcome #5. This memo outlines key points of the draft 2018 MWMC Communications Plan, focusing on the tactics which are the major portion of the
Plan revisions.
DISCUSSION
The most significant changes in the draft 2018 Plan are updates to the tactics section. While several of the existing tactics are being carried forward and will continue, a few
tactics have been removed and several others added. These changes are highlighted
below and will be discussed in more detail at the September Commission meeting.
Memo: Draft 2018 Communications Plan Update
September 1, 2017 Page 2 of 2
Under the tactic Explore Branding Options, inclusion of a possible trademark of “We Clean Water” for an MWMC official tagline.
New tactics added to the Plan:
o Promotional Giveaway Items: This tactic will include purchase of branded
items to be given away at community events or meetings that help build awareness of the MWMC and will promote the new website and social
media sites.
o MWMC Handouts: Develop informational handout materials (e.g. FAQs on
biosolids, a general MWMC brochure, etc.) for use at community events
and the website.
For the Clean Water University tactic, a survey of local teachers was conducted
in 2017 to determine challenges and opportunities associated with the program.
Staff will consider how the format of Clean Water University can be altered based
on survey feedback in order to better accommodate schools’ schedules and involve more students. One possibility is moving from a four-session format to a
half-day field trip session to the wastewater treatment plant with activity stations
that students rotate through.
The User Friendly Website tactic was removed, as this was completed in 2017.
The entire tactics table was reformatted to include columns for Tactic,
Description, and Key Staff.
NEXT STEPS
Finalize the Plan after receiving feedback from the Commission.
Once finalized, work to implement the strategies and tactics throughout 2018.
Evaluate any additional resource needs during the FY 18-19 budget process.
Provide a mid-year Public Information Update to report progress.
Prepare to survey the community again in 2019.
ACTION REQUESTED
This memo is being presented for information and discussion, and staff welcomes
feedback from the Commission.
ATTACHMENTS
Attachment 1 – Draft 2018 MWMC Communications Plan
The MWMC Communications Plan 2018
ATTACHMENT 1
Page 1 of 4
I. Introduction
For 40 years, the Metropolitan Wastewater Management Commission (MWMC) has quietly provided
essential and sustainable wastewater treatment services for our growing community, while protecting the
local environment. However, the 2015 survey efforts confirmed there is a low level of awareness about the
MWMC and its well-managed wastewater services amongst its customers.
This Communications Plan includes goals, objectives, strategies, and tactics for increasing awareness of the
MWMC and its role in the health of our community and environment, specifically the positive impact the
MWMC has on the water quality of the Willamette River. Stated measureable objectives in this plan are tied
directly to the FY15 Community Survey. Future community survey efforts will help determine the success of
this plan’s implemented strategies and tactics.
This plan will be adaptive to the needs of the MWMC and community it serves. It will be used to help shape
Key Outcomes and will be updated periodically following community survey efforts. This plan was developed
with the MWMC Communication Team’s guiding principles that information provided by the MWMC is
accurate, effective, consistent, cost-efficient, engaging, and fun.
II. Goal
Increase awareness of the MWMC and its role in the health and vitality of our community and environment.
III. Objectives
Increase community awareness so that more than 30 percent of those surveyed are able to identify
the MWMC; up from 18 percent.
Increase initial favorable response regarding the MWMC to 25 percent; up from 14 percent.
Improve community opinion regarding the MWMC’s performance by 10 percent with overall
performance of 50 percent or better on all metrics; up from an average of 45 percent.
In sections VI and VII, this plan identifies strategies and tactics to reach these stated objectives that were
developed based on the FY15 Community Survey findings. Strategies define how to achieve overall
objectives by answering “what” will be done. The strategies outlined in this plan address stated objectives
and additionally will help improve internal communications. The tactics identified are the specific activities
that will be implemented to further strategies and overall objectives.
IV. Core Messages
Message 1: We clean water.
Message 2: The MWMC is committed to clean water, community health, and the environment.
Message 3: Everyone has a role in keeping our local waterways and the environment healthy. Every day
actions make a difference.
Message 4: The MWMC is a regional leader in effective and sustainable wastewater treatment practices.
The MWMC Communications Plan 2018
ATTACHMENT 1
Page 2 of 4
V. Audience
The MWMC has an extensive audience. From those we serve, to those we collaborate with, the broader
region depends on the work we provide for a healthy environment and growing community. The primary
audience of this plan is the MWMC’s ratepayers; additional audiences are recognized as important to
reach plan objectives. Audiences will be communicated with using the most-effective communication
channels available and provided information that aligns with communications guiding principles.
Ratepayers Stakeholders/Partners Broader Community
- Residents of
Eugene-
Springfield
- Private business/
industry
- Property owners/
managers
- Regional Wastewater
Program staff
- Eugene City Council/
Springfield City Council/
Lane County Board of
Commissioners
- Congressional delegation
and staff
- Local, state, and national
regulators
- Pollution Prevention
Coalition
- Oregon Association of
Clean Water Agencies
(ACWA)
- School districts
- Local utilities including
Eugene Water & Electric
Board (EWEB) and
Springfield Utility Board
(SUB)
- Business leaders
- Development
community
- Media
- Opinion leaders
- Environmental
interest groups
- Community
organizations
- Universities/
community colleges
- Industry peers
VI. Strategies
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.
The MWMC Communications Plan 2018
ATTACHMENT 1
Page 3 of 4
VII. Tactics
Tactic Description Key Staff
Explore Branding Options Phase 2- Possible trademark of official tagline for
MWMC – “We Clean Water”. An official tagline will
help build awareness and quickly identify the
purpose of MWMC to the community.
General Manager,
Communications Team Lead:
Loralyn Spiro
Sponsorships 3-4 per year – Helps build awareness within the
community and supports events or organizations
with a direct connection to MWMC.
Communications Team Lead:
Loralyn Spiro
Social Media Continue to grow social media presence with
Facebook, Twitter and YouTube using videos, photos,
etc. See Appendix A.
Communications Team Lead:
Laura Keir
Media Relations Quarterly meeting with City of Eugene staff to
coordinate media relations.
Communications Team,
Eugene Public Works Public
Affairs
Annual Report Report out and highlight past year accomplishments,
upcoming initiatives, and financials to partner
agencies, community groups and others that have an
interest in MWMC.
Communications Team Lead:
Loralyn Spiro
E-Newsletter E-news sent to roughly 150 staff and partners
regarding MWMC news and updates (e.g.
construction projects). Consider moving from
quarterly to monthly release for more current
content, and work on increasing subscribers.
Communications Team Lead:
Laura Keir
Project Profiles Handouts that describe projects and cover
frequently asked questions.
MWMC Experts,
Communications Team
Professional Photography Staff working photos – Continue to build an archive
of images that help tell MWMC’s “story”; for use in
publications, social media posts and on website.
Communications Team Lead:
Loralyn Spiro
Speakers Bureau Identify staff to present to outside organizations,
develop/update presentation and train staff, actively
seek organizations to present to.
MWMC Experts,
Communications Team Lead:
Laura Keir
Videos Capture video clips that visually tells MWMC’s
“story” throughout year for use on social media
channels. Explore additional opportunities to engage
the community through videos.
Communications Team Lead:
Loralyn Spiro
Website Updates Regular resource and information updates on
website as needed, plus improvements such as news
room and other timely content.
Communications Team,
Administration
The MWMC Communications Plan 2018
ATTACHMENT 1
Page 4 of 4
Tactic Description Key Staff
Pollution Prevention
Outreach
Education/Marketing campaigns to inform
community members of preferred practices that
help reduce pollution in wastewater (e.g. drug take
back boxes).
Communications Team
Water Industry
Collaboration
Work with industry partners (e.g. ACWA) to build
overall public awareness of the wastewater industry.
All
Clean Water University 3 in-class sessions plus treatment plant tour and
graduation with 5th graders. Consider changing
format based on teacher survey to better
accommodate schools’ schedules and reach more
students.
Communications Team,
Environmental Technicians,
Volunteers
Facility Tours Meet or exceed 750 participants annually in facility
tours, including students and community groups.
Communications Team,
Regional Wastewater Staff
Recognition Opportunities Participate in industry-wide recognition
opportunities as identified (e.g. Pacific Northwest
Clean Water Association’s photo calendar contest).
All
Utility Bill Insert Develop informational brochure including rate
changes, sent in July to roughly 33,000 SUB
customers. Per agreement, the City of Springfield is
allowed two SUB inserts per year; one is the local
wastewater and stormwater rate brochure
mentioned, and the other covers stormwater issues.
Communications Team Lead:
Laura Keir, Administration
Promotional Giveaway
Items
Branded items to be given away at community
events or meetings that help build awareness of the
MWMC and will promote the website and social
media sites.
Communications Team Lead:
Loralyn Spiro
MWMC Handouts Update and/or develop informational handout
materials (e.g. FAQs on biosolids, and general
MWMC brochure) for use at community events and
on website.
Communications Team Lead:
Laura Keir
Public Information
Updates & Analytics
Update Commission annually with progress made on
communication tactics.
Communications Team