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HomeMy WebLinkAboutMWMC Agenda Packet Metropolitan Wastewater partners in wastewater management MWMC MEETING AGENDA Friday,October 13th,2023 7:30 AM -9:30 AM (PDT) The MWMC Meeting will be held in-person (Springfield City Hall Library Meeting Room),remotely or via phone. To join the Zoom meeting by phone dial:877.853.5247;Access Code (zoom.us):880 7382 3060;Passcode:761538 I.ROLL CALL:Commissioner Farr,Commissioner Hazen,Commissioner Inge,Commissioner Keeler, Commissioner Pishioneri,Commissioner Ruffier,Commissioner Yeh 7:30 -7:35 II.CONSENT CALENDAR a.MWMC 09/08/23 Minutes Action Requested:By motion,approve the Consent Calendar 7:35 -7:40 III.PUBLIC COMMENT:Public comment can be submitted by email to Minman@sprinafield-or.aov or by phone 541-726-3694 by 5 PM October 12th,2023 or made at the meeting.All public comments need to include your full name,address,if you are representing yourself or an organization (name of organization),and topic. 7:40 -7:45 IV.MCKENZIE RIVER TRUST PARTNERSHIP UPDATE .Loralyn Spiro7:45 -8:05 Action Requested:Informational and Discussion Bryan Robinson and Todd Miller8:05 -8:15 V.CLASS A DISINFECTION FACILITIES Action Requested:Approve Resolution 23-12,by motion VI.ASSET DISPOSAL .Matt Stouder8:15 -8:35 Action Requested:Informational and Discussion 8:35 -8:50 VII.FY 2022-23 ANNUAL FINANCIAL SUMMARY ANDBUDGET .Kevin VanderwallRECONCILIATION Action Requested:Informational and Discussion 8:50 -9:10 VIII.MWMC PARTNERSHIP ASSESSMENT .Loralyn Spiro and Matt StouderUPDATE Action Requested:Informational and Discussion IV.BUSINESS FROM COMMISSION.GENERAL MANAGER.&WASTEWATER DIRECTOR9:10 -9:30 X.ADJOURNMENT9:30 THE FULL PACKET IS POSTED ON THE WEBSITE www.mwmcpartners.ora AGENDA II.a. Metropolitan Wastewater partners in wastewater management MWMCMEETING MINUTES Friday,September 8,2023 at 7:30 a.m. The MWMC Meeting was held remotely via computer,phone,and in-person. Meeting was video recorded. Commissioner Inge opened the meeting at 7:30 a.m.Roll call was taken by Misty Inman. ROLL CALL Commissioner Present In-Person:Bill Inge,Joe Pishioneri and Peter Ruffier Commissioners Present Remotely:Pat Farr (arrived at 7:40 am),Doug Keeler,and Jennifer Yeh Commissioner Absent:Christopher Hazen Staff Present In-Person:Lou Allocco,Steve Barnhardt,Katherine Bishop,Spencer Gordon,Thomas Gray,Matt Green, Carrie Holmes,Misty Inman,Shawn Krueger,Troy McAllister,James McClendon,Todd Miller,Robert Murray,Bryan Robinson,Loralyn Spiro,Matt Stouder,Nick Thrasher,Greg Watkins,and Kevin Vanderwall Staff Present Remotely:Meg Allocco,Tanya Haeri-McCarroll,Yashara Lund,Michelle Miranda,BrookeMossefin,Karen Roybal,Mark Van Eeckhout Guests Present In-Person:Christina Davenport and Matthew Etzel Guests Present Remotely:John Quetzalcoatl Murray,CEWWTNF (Username) LegalCounsel Present In-Person:Kristin Denmark (Thorp,Purdy Jewett,Urness &Wilkinson,PC) CONSENT CALENDAR a.MWMC 7/14/23 Minutes MOTION:IT WAS MOVED BY COMMISSIONER RUFFIER WITH A SECOND BY COMMISSIONER PISHIONERI TO APPROVE THE CONSENT CALENDAR.THE MOTION PASSED UNANIMOUSLY 5/0 WITH COMMISSIONER FARR AND COMMISSIONER HAZEN ABSENT. PUBLIC COMMENT There was no public comment. WCOS PLANT OF THE YEAR AWARD Steve Barnhardt,City of Eugene Wastewater Operations Manager introduced Matthew Etzel,President of West Central Oregon Section (WCOS)of the Pacific Northwest Clean Water Association (PNCWA). • • • • • September 8,2023 MWMC Minutes Page 2 of 17 Mr.Etzel said theWCOS is comprised of Wastewater Operators from Benton,Lane,Lincoln,Linn,Marion,Polk,and Tillamook Counties and the PNCWA covers Oregon,Washington,and Idaho.The WCOS conducts plant profiles, provides training and continued education credits.Cities hosting a facility tour offer Operators a chance to network and to meet other Operators to work out problems they may have at other facilities.Last year,Eugene/Springfield hosted a Water Pollution Control Facility (WPCF)tour.This tour was the best attended of the year.This a reflection of the work and innovation the facility is performing,like the Renewable Natural Gas (RNG)project.At the end of the year,the WCOS Board of Directors votes on the facilities that hosted wastewater plants tours for Plant of the Year Award.This year the Eugene/Springfield WPCF was voted the Plant of the Year Award.Mr.Etzel congratulated the operators,staff,and the Commission. Commissioner Inge said this is a testament to the great work of staff and appreciate the time,energy,and effort. SUPPLEMENTAL BUDGET Kevin Vanderwall,MWMC Accountant presented Resolution 23-10 for adoption of Fiscal Year (FY)24 Supplemental Budget #1.The FY24 budget used projections based on six months of actuals.Supplemental Budget #1 trues up FY24 budget with the final FY23 actuals and includes any additional funding found to be needed after the FY24 budget adoption. For the Operating Fund,staff requests an increase to beginning cash of $2.1 million (M).A carryover of $228,000 is requested for ongoing work,of which $85,000 represents the unspent Small Home System Development Charges (SDC)funding.New money of $144,000 is requested as follow up to Resolution 23- 09 approved at the July 14 MWMC meeting for the pretreatment audit and associated services.The result will be an increase to the Operating Reserve of $1.7M. For the Capital Fund,staff requests an increase to beginning cash of $6.7M.Ongoing projects represent carryover of $5.1M.In addition,there is $950,000 for the Comprehensive Facility Plan Update that was approved on FY23 Supplemental Budget #4 and needs to be brought into FY24 due to occurring after the FY24 budget adoption. In the Equipment Replacement Fund,$1.4M is requested to carryover,with $137,000 in new money for the process control upgrades at the Biosolid Management Facility (BMF).The result is an increase of the Equipment Replacement Budget from $1.8M to $3.3M. In the Major Rehab Fund,$442,000 is requested to carryover,resulting in an increase of the budget from $630,000 to $1.1M. The Major Capital funding is a request a carryover of $24,000 and new money of $184,000.The new money is for design work on the RNG project for a waste gas burner to improve uptime and reliability.This will result in a budget increase to $208,000.The overall result is a net increase of $323,000 to the Capital Reserves and an increase of $1,7M to the Operating Reserve. FY 2023-24 MWMC•Supplemental Budget #1Summary BEGCASHADJUSTMENT (144457) NETCHANGETORESERVES CapitalReserve September 8,2023 MWMC Minutes Page 3 of 17 On the last page of the FY 2023-24 Supplemental Budget #1 Memo,under the description of Reserves,the language is incorrect.The list of the final balance of the reserves is after the adjustments and not what the adjustments are.The adjustments are listed on Attachment A-Summary of Changes with a request of approving Resolution 23-10 for adoption of FY24 Supplemental Budget #1. Commissioner Ruffier asked what is the sum,including what the adjusted beginning cash would be to the Operating Reserves? Mr.Vanderwall said that the Operating Reserves increased $1.7M. Commissioner Ruffier asked what would the new sum for the Operating Reserves be with the $1.7M increase? Mr.Vanderwall said that he can gather that information. Commissioner Keeler said that on the FY23-24 Supplemental Budget #1 Memo,Page 2 under Operating Fund,the first bullet point should have the actual cash balance date of June 30,2023 and not June 30,2024. Mr.Vanderwall said that is correct. Commissioner Pishioneri asked if the $1,7M increase is more revenue or extra funds that was not anticipated in the original budgeting process? Mr.Vanderwall said that is from an increase of revenue coming in or less expenses occurring. Commissioner Pishioneri said that $1.7M increase was unanticipated during the budget process. Mr.Vanderwall said last year there was a big decrease of money from interest and this year a big increase of money came from interest. Commissioner Pishioneri said that it was still unanticipated in the budget process. MattStouder,MWMC Executive Officer said that the $1.7M increase revenue to the Operating Reserves is new money to the budget. Commissioner Pishioneri said that if there is $1.7M unanticipated revenue in the budget,will the revenue be anticipating or planning on how that will positively impact MWMC ratepayers? Mr.Stouder said that he would need to understand exactly where the $1.7M is from and if the money is additional unanticipated revenue,or unspent funds from vacant positions and expenditures,or a combination thereof. Commissioner Pishioneri said that it would prudent and fiscally responsible when revenue funds occur to not automatically spend the money but rather see howto save ratepayers money.It is not responsible to have a $1.7M revenue and increase rate payers and spend all the money. Commissioner Ruffier said he concurred with Commissioner Pishioneri and asked how much of the adjustment to the beginning cash balance is due to the underspending of the previous year's budget verses additional revenue? Commissioner Inge asked the Commission if staff should gather additional information about the $1.7M unanticipated revenue. September 8,2023 MWMC Minutes Page 4 of 17 Commissioner Yeh said that good questions are being asked and she does not have a problem waiting on getting additional information about the $1.7M revenue increase from staff. Commissioner Keeler said that he is good with staff gathering additional information about the $1,7M unanticipated revenue. Commissioner Inge said that he thinks it is a good utilization of staffs time in gathering information about the $1.7M. Commissioner Farr said that he is fine with gathering the information about the increase revenue. MOTION:IT WAS MOVED BY COMMISSIONER PISHIONERI WITH A SECOND BY COMMISSIONER RUFFIERTO APPROVE RESOLUTION 23-10 FOR SUPPLEMENTAL BUDGET #1.THE MOTION PASSED UNANIMOUSLY 6/0 WITH COMMISSIONER HAZEN ABSENT. Commissioner Inge asked when will the information on the $1.7M revenue will be gathered and email to the Commission. Mr.Stouder said that the information on the $1.7M revenue increase should be gathered by next week. DIGITAL MEDIA CONSULTING SERVICES CONTRACT Thomas Gray,Communications Coordinator,presented Resolution 23-11 for adoption of digital media marketing services by FPW Media.In 2019,the communications team did extensive market research with Eugene/Springfield area ratepayers.One of the major points that resonated with ratepayers is caring about pollution,and what an individual can do to lessen impacts on the wastewater system and broadly on the environment.Ratepayers did not necessarily care about branding ora name behind who cleans the wastewater.As a result of the marketing research,part of the 2021 Communication Plan is to implement a pollution prevention ad campaign. A Request for Proposal (RFP)has been completed for a digital media advertisement campaign.The communication team is very accomplished on creating and generating market material,but the communication team does not have expertise on advertising.The communication team will produce the creative material of the digital media advertisement campaign such as graphics and videos,and the consultant will maximize the advertising plan.The key messages that the campaign will focus on is keeping Fats,Oil and Grease (FOG),wipes and pharmaceuticals out of the wastewater system.The RFP proposals were received in July 2023 with two proposals,FPW Media and Mixed Hand Branding.The proposals were scored by five staff from Eugene and Springfield.FPW Media was unanimously selected by staff as the winning proposer.The FPW Media contract is for a request of $60,000 and requires Commission approval of Resolution 23-11 authorizing the procurement of digital marketing services by FPW Media. Commissioner Ruffier said this is an ambitious digital media campaign that is well deserved.Is there a plan in place to measure the effectiveness of digital media? Mr.Gray said measuring the effectiveness of the advertisement is part of the RFP.The consultant agency will help in optimizing a plan to deliver the advertisement and will be responsible to manage the campaign,including monitoring the results to generate good metrics to measure success on how many individuals see the advertisement and behavior change.FPW Media list strong ideas that were proposed to assist with measuring effectiveness of the advertisement. Commissioner Keeler said in traditional marketing,payments are fora particular airing,print ora duration of time, how does it apply with digital media? September 8,2023 MWMC Minutes Page 5 of 17 Mr.Gray said the timeframe for the campaign is three months and there could be revisions to media such as online streaming,audio,or web banner. Commissioner Keeler asked how are the advertisements targeted to the MWMC service area? Mr.Gray said when digital media advertisement is purchased,a specific region can be targeted.For example,when a Facebook boost for MWMC social media has been purchased there is a target region of a radius of 10 miles around Eugene and Springfield.Similar things can be done with digital media advertisement that will be pursued to targeted metro areas. Commissioner Yeh said that part of the digital media advertisement is around behavior change of MWMC viewers, is that correct? Mr.Gray said yes,part of the digital media advertisement is around behavior change. Commissioner Yeh said that when evaluating behavior change we need to remember to be realistic.Expecting to have large change in a three-month timeline from MWMC viewers will likely not occur.Generally,advertisement takes time and needs to be effect and consistent.These funds can have a long-term effect on viewers. Mr.Gray said that he agrees with Commissioner Yeh and does not expect huge results on behaviors changing.This will not be a one and done campaign.This will be the first campaign that the communications team is undertaking and will be an outreach and learning tool to look at the metrics in continuing to optimize digital media in the future. Commissioner Yeh said that it is great to hear that the digital media campaign is not a one-time campaign and thanked Mr.Gray for sharing that information. Commissioner Ruffier asked how granular can the marketing get?If there is a particular pump station that has an issue with wipes,can that specific service area be narrowed down? Mr.Gray said that has been done previously with door fliers but he does not know how specific digital marketing can get.The most specific he was able to get was a 5-mile radius.For online advertising it might be difficult to target a specific pump station but there are other local communication efforts that have and can be done. Loralyn Spiro,Communications Supervisor,added that geofencing can be done by a using a set of addresses or zip code.Geofencing is where a fence goes around a neighborhood and that area is targeted.The media consultant will be able to do that. Commissioner Pishioneri said that political campaigns utilize good tools to specific areas,and it might be beneficial to contact a campaign manager.It could be an easy and inexpensive way to get information in targeted areas.Even the companies that send campaign mailers can specify an area. Commissioner Inge asked if there is an opportunity to talk to the manufacturers of theflushable wipe products to educate that the wipes are not flushable? Mr.Gray said that would be beyond the scope of this campaign. Mr.Stouder said that Oregon recently passed a law that wipes can no longer be labeled as flushable.A few other states have passed similar laws and not labeling wipes as flushable is receiving national attention. September 8,2023 MWMC Minutes Page 6 of 17 Commissioner Inge said that there is a $10,000 reserve in Resolution 23-11.If the reserve is not necessary,then the money will not be used? Mr.Stouder said that the money not used will go back into the budget. Mr.Gray said that the communication team plans on spending most of the $10,000 reserves based on optional tasks,but if the money is not used then it will be back in the budget. Commissioner Inge said would this contract be characterized as a $60,000 project without a reserve? Mr.Gray said that would be correct to characterize this contract as a $60,000 authorization. Mr.Stouder said that Resolution 23-11 is for $60,000. Commissioner Inge said he thought it was interesting to have the $10,000 reserve listed. Mr.Gray said that the full plan proposal is $49,485 with other options that the communication team will utilize for the $10,000 reserve.If the optional cost is not expended,then it will be rolled back. Commissioner Inge asked if the contract has the standard 15%on top of the $60,000? Mr.Stouder said yes,the standard 15%is in Resolution 23-11 but it is not intended to be used.He asked for the standard 15%to be in Resolution 23-11 for consistency with the other Resolutions that the Commission has approved. Commissioner Pishioneri said that the Resolution would ask for another $9,000 if the 15%were used. Mr.Gray said that when the $60,000 is spent then the campaign will be done,This is different from standard construction contracts where the money is spent but the project may not be completed.Staff does not intend to spend more than $60,000 on this campaign. MOTION:IT WAS MOVED BY COMMISSIONER PISHIONERI WITH A SECOND BY COMMISSIONER RUFFIER TO APPROVE RESOLUTION 23-11 AUTHORIZING THE EXECUTIVE OFFICER OF MWMC TO DESIGNATE QUALIFIED STAFF TO NEGOTIATE AND EXECUTE A CONTRACT AGREEMENT WITH FPW MEDIA FOR DIGITIAL MEDIA ADVERTISING CONSULTING SERVICES FOR AN AUTHORIZED AMOUNT NOTTO EXCEED $60,000.THE MOTION PASSED UNANIMOUSLY 6/0 WITH COMMISSIONER HAZEN ABSENT. PUBLIC INFORMATION PROGRAM ANNUAL UPDATE Loralyn Spiro,Communications Supervisor and Thomas Gray,Communications Coordinator presented the annual Public Information Program update.The Commission set a goal of Key Outcome #5 to achieve public awareness and understanding of the MWMC,the regional wastewater system,and MWMC's objectives for maintaining water quality and a sustainable environment.The Public Information Program is guided by the MWMC Communication Plan and particularly by Key Outcome #5 as part of the annual budget.The Plan was updated in 2020 based on the 2019/2020 community survey results and implemented in January 2021. Mr.Gray added the three objectives for the MWMC Communications Plan were set based on the results of the latest community survey.The objectives are to increase community awareness,increase initial favorable response and to improve community opinion.The purpose of the objectives is to help measure overall community awareness of the MWMC and to guide adjustments to the Communications Plan and specifically,implementation of strategies and tactics.The next community survey is tentatively scheduled for 2024/2025. September 8,2023 MWMC Minutes Page 7 of 17 Mr.Stouder said that for the "increase of initial favorable response"strategy,it was not that 87%did not have a favorable response to MWMC,it was due to individuals not being aware of MWMC. Communications Plan-Five Strategies tertreatmentpracticesandexpertise. *sxEsssttssr* oftheMWMC Ms.Spiro said the MWMC continues to include sponsorships as a robust tactic to build community awareness aligning with agencies and organizations with similar community goals.For most sponsorships,the MWMC receives a benefit package,including an online and social media presence,on-site banner,newsletter article recognition,and more.The Springfield Utility Board's (SUB)Light of Liberty event was a huge success in 2023.This event drew almost 6,200 attendees and raised over $56,000 for SUB's Project Share Program that helps with income-eligible customers who have difficulty paying their utility bills.The MWMC sponsored the Lane County Fair in 2023 and exclusively sponsored the season,and a 3-day passes with over 115,000 attendees.The Lane County Fair sponsorship has the highest Return On Investment.Roughly $6,000 is spent with a 3.2 ROI and that is well above industry standards.For several years,the MWMC has sponsored an informational table at the Lane County Home and Garden Show along with other agencies that are part of the Lane Area Pollution Prevention Coalition, also known as P2C.This past spring the group staffed a booth and handed out pollution prevention resources with the FOG kit as the most popular resource.The MWMC sponsored the McKenzie River Trust's (MRT)Living River Exploration Days at Green Island,a once-month Saturday series March through December,where Green Island is open to community members to explore,enjoy nature and learn about the MRT and their partners.The MWMC sponsored the Willamette Riverkeeper's Willamette River Festival.The event shifted back to a one-day event and occurred on August 27 at Alton Baker Park in Eugene.Thomas staffed a booth and handed out pollution prevention resources and highlighting Wally the Waterdrop.Staff are working with Eugene Water &Electric Board (EWEB)staff to set up a dedicated account for the MWMC to provide funds to their Customer Care Program in return for predetermined recognition benefits package through EWEB's communication channels.The stated objective for FY 22-23 was five sponsorships reaching 40%of residents in the service area. Commissioner Inge asked how does the ROI get calculated? Ms.Spiro said that there is a formula that she can share for calculating ROI's.The formula has several factors, including outreach engagement,how much money is spent,attendance,etc.She makes sure to use the same formula as the Lane County Fair to be consistent with the numbers and calculating the ROI the same way. Commissioner Inge said that the formula is calculated for all events. Ms.Spiro said yes,the same formula is used to calculate all events. This school year,Clean Water University (CWU)is offered in-person on October 4 and 5.There will be some minor changes to the event but the pole barn at the WPCF will be used again for the main event area.A big kudos to the Eugene staff for supporting the event location change in 2022.Community partner's SUB and EWEB plan to join. CWU emails have been sent out to teachers with 10 schools responding. September 8,2023 MWMC Minutes Page 8 of 17 Mr.Gray added that now there is roughly 15 to 16 schools that have responded to this year's CWU event. The CWU event can accommodates 10 schools with some schools not being able to attend the in-person event,but all schools can participate on the virtual event.To create interest,a 30-second promotional video was created that was previewed at an early MWMC meeting this year.The 60-second promotional video footage was captured during the 2022 CWU event.The goals of the videos are to increase awareness and the number of schools that participate in the program.The video was created and produced by the Communication Team with Brooke Mossefin as voiceover and Michael McGillivray,City of Springfield,Development and Public Works Communications Coordinator as videographer.Staff played the 60-second video for the Commission. Mr.Gray said another tactic is brochures and signage.The Eugene and Springfield rates brochures,distributed to EWEB and SUB customers in July is an annual communication item sent to all customers to provide resource about wastewater and stormwater rates.The Urban Water Cycle (UWC)visuals are slowly rolling out on how drinking water,stormwater,and wastewater interplay and impact the environment,and the importance of maintaining all three systems in protecting clean water.The UWC is done in partnership with EWEB,Rainbow Water District,SUB, City of Eugene,City of Springfield,and Lane County.A website is being created that all agencies can go to for public education. Commissioner Inge said he does not like the Tactic;Brochures,Signage,etc.slides because it does not say anything about Lane County.The slide says Eugene and Springfield area that encompasses Lane County,but MWMC is Eugene,Springfield,and Lane County. Commission Farr said that it was a good catch that Commissioner Inge had by seeing Lane County not mentioned on the slide. Mr.Gray said he understands.The City of Eugene and City of Springfield target ratepayers in their service area,but Lane County will be included in the UWC information with Eugene and Springfield. Ms.Spiro said that there will be Lane County coverage on the MWMC website related to the UWC. Tactic:Social Media WATER FollowersTo Date: Facebook-1,245 lnstagram-920 Twitter-210 2023 StatsYTD: Total Reach-67/424 TotalEngagement-2,977 GiveawayReach-38/452 GiveawayEngagement-1,268 Mr.Gray added the giveaways events show very strong ROI across all metrics,including outreach,engagement, followers gained,and boost brand perception.He has included staff into social media postings with some success. A monthly e-newsletter is sent out with the focus of telling stories about the work that MWMC does and the staff that does the work.Currently there are 621 subscribers with an open rate of about 39%and a click through rate of 5%.The annual report is sent out each spring to highlight accomplishments from the past year,upcoming initiatives,and financials to partner agencies and the overall community.This year,the annual report was created in Adobe Express to build the report for its strong visual features and interactive layout. September 8,2023 MWMC Minutes Page 9 of 17 Tactic:Branding WATER WallytheWaterdropwascreatedasareducationalbranding HeisawaterdropwhoexplonaturalandurbanwatercyclesinzWillametteRiver.andaroundthe ConceptartfromWally'sdevelopment(Brodfessefir). 'SocialMediaReach:6335 'Engagement:373 The branding tactic includes the development of Wally the Waterdrop in 2023 by the Communications Team as an educational branding tool.The name came from our previous CommunicationsIntern with the City of Springfield, Parker Lusch.Brooke Mossefin,Communications Coordinator,and a highly talented graphic designer designed Wally.Three plush Wally's were received in April along with Wally stress toys that are given out at events.Wally's concept is a water drop from the Willamette River who goes on adventures and learns about all the places water goes and how it impacts/is impacted by other systems.Wally has shown slightly above average social media metrics and serves as a good mechanism to show different processes in a more engaging way.Staff is looking to order a Wally mascot suit. Commissioner Pishioneri asked if there are plans for a Wally family? Mr.Gray said that the Communications Team has had that discussion. Commissioner Pishioneri said that Wally could branch out with a wife and kids.Staff could have fun with that educational tool and drawn more attention. Mr.Gray said that staff have been working on Wally's backstory. Commissioner Pishioneri said that one of Wally's kids can live in Springfield,one in Eugene and another on River Road. Ms.Spiro said in the past year,the MWMC received several recognitions.Seeking out award recognition is a listed tactic in the MWMC Communications Plan and supports the strategy of raising awareness of the MWMC as a leader in water resources management,specifically in wastewater treatment practices and expertise.Ms.Spiro highlighted couple of the awards won in the past year by the MWMC and staff. Tactic:Website WATER FromJuly1websitere-22Kpageviews 1,2022-June30,2023,ceivedOKuniquevisitoi.ourcurrentrsresultingin Fall2023 -Launch New Website ThenewwebsitehasupgradedADAaccessibilthehiswasupfromthepreviousyearandwelltededthestatedobjectives-5KuniquevisitorsandMKpageviews itythatallowsustomaintain ore:lighestWebsiteContentAccessibilityelines xceed Gu i (WCAG)ratingavaiIableat AAA Thenewwebsitehasbetter mobileviewing Arefreshofthe’yearstostayonwebsiteisneededaboutevery4 imodernstandardsu,. Thecurrentwebsitewaslaunchedin2018Srxsr SST Ms.Spiro shared the stats from the current website but also said that a new website is in being created.The revised MWMC website homepage menu style will change,and quick links will be in the middle of the page.The new September 8,2023 MWMC Minutes Page 10 of 17 layout will be easier to view on a mobile device.Presently,over 50%of viewers are accessing websites from a mobile device.Ms.Spiro previewed the home page for the Commission. Commissioner Inge noted on the revised website that Lane County is not listed in the middle of the page with Eugene and Springfield. Ms.Spiro said that staff will make sure to add Lane County. Commissioner Inge said that MWMC is Eugene,Springfield,and Lane County. Mr.Stouder said that there needs to be consistency with MWMC's service area listing and staff will have a future conversation about consistency. Ms.Spiro said she will double check to make sure the website will have consistency with MWMC mission statement. The upcoming focus in the coming year for the Communications team will focus on building and implementing MWMC digital advertising and applying for the National Association of Clean Water Agencies (NACWA)National Environmental Achievement Award in the public information and education category for the CWU Program. Commissioner Inge said that MWMC does not want individuals flushing pharmaceuticals down the toilet and is there a location that pharmaceuticals can be taken to in the MWMC area? Ms.Spiro said that a couple of years ago the Oregon Legislature put a mandate on manufactures to provide funds to pharmacies for a Drug Take Back Program.The MWMC messaging is to take unused pharmaceuticals to the pharmacies or to Lane County Sheriffs office.Some police departments will take unused pharmaceuticals,but the Springfield Police Department no longer has a take back program other than the Drug Enforcement Administration (DEA)two times a year take back event. Commissioner Inge said that if a ratepayer goes to the MWMC website,is information about the Drug Take Back Programs listed? Ms.Spiro said yes,the Drug Take Back Program information is listed on MWMC website. The Communications team will focus on a few items in the next year including applying for NACWA's Excellence in Management recognition program.This is an extensive process,and it will be a first-time submitting.Thomas has already started the research process and the recognition will be for three years.Another focus is the communications team will create a network of volunteers through watershed councils,high schools,the University of Oregon environmental programs and other agencies/non-profits for the expansion of CWU.Staff can support 2 days with existing staff;with volunteers a third day can be added for CWU. Staff is exploring to implement a twice a year newsletter mailing to all ratepayers to provide direct outreach, including pollution prevention tips,resources,and information to build awareness and understanding of MWMC. This would be like what EWEB and SUB mail out.The last focus will be to implement the community engagement plan for the 20-Year Comprehensive Facilities Plan Project working with MWMC Capital Improvement Projects (CIP) staff.Over the next couple of years,staff will be fully implementing that plan to support the success of the project. Commissioner Ruffier asked for an expansion of explanation on how the communication staff is engaging the community in the Facilities Plan update. September 8,2023 MWMC Minutes Page 11 of 17 Ms.Spiro said that a Communication Engagement Plan was created for the Comprehensive Facilities Plan Project that includes several tactics such as surveys,social media posts,newsletter,and a consultation with Lane Council of Government (LCOG)to implement. Commissioner Keeler said that the communication team is doing a great job and even though he has not seen Wally the Waterdrop,the discussion of Wally had him smiling. Commissioner Ruffier said he does not recall any signage on the bike path located by the WPCF that explains what the WTFP is.Is signage a consideration? Ms.Spiro said there are two signs along the bike path. Greg Watkins,City of Eugene Maintenance Manager said one sign is on the West and the other sign is on the East of the bike path loop. Mr.Gray said that recently one of the signs had to get replaced due to graffiti. Commissioner Ruffier said that he can image that is a problem. Commissioner Pishioneri said that was going to be his comment as well about the graffiti being a problem. Commissioner Ruffier said that the communications team is doing a great job. Commissioner Inge said thank you to the great efforts that the communication team is doing. GLENWOOD PUMP STATION Nick Thrasher,MWMC Civil Engineer and Troy McAllister,MWMC Managing Civil Engineer presented the Glenwood pump station upgrades.The Glenwood pump station construction was completed in 1995 with two pumps rated at a combined 7 million gallon a day (MGD)with future connections for two additional pumps expanding to 18 MGD.In 2008,the City of Springfield Wastewater Master Plan identified that the Glenwood pump station may not meet Department of Environmental Quality (DEQ)requirements for capacity.The plan showed a land use projection of 5,400MGD.The firm capacity of the station,defined as having the largest pump out of service,was only handling 4,300 MGD.In 2016,CH2M Hill performed testing on the pumping system at the Glenwood station to determine the existing capabilities and firm capacity rating of the pumps.The existing capacity is close to the 4,300 MGD and the firm capacity is under the estimated existing land use.In 2021,the MWMC approved an On-Call Services contract with Carollo Engineers through Resolution 21-01.Task Order No.1 work started with Carollo Engineers on January 20,2022 to perform capacity and geotechnical analysis of the Glenwood pump station.Task Order No.1 work is nearing 100%completion of the capacity analysis,including required firm capacity,current system capabilities,increased capacity analysis and the geotechnical analysis looking at the seismic risk to structure or force main,mostly at soil liquification.The amount authorized for Task Order No.1 was just under $150,000 and the amount paid to date is $148,852.28. The Technical Memo 1 findings from Carollo Engineers states that the Glenwood pump station should be designed to operate without the largest pump in service up to a 5-year,24-hour rainfall event per DEQ requirements.Carollo Engineers compared the pump run time data to the rainfall in a 5-year design storm event and found that in the last 10 years there has not been enough rainfall to warrant both existing pumps in the Glenwood pump station to run at the same time.However,this has not been the case in the field as there have been dozens of recorded events where both pumps have operated at the same time to keep up with the flows at the Glenwood pump station. Commissioner Pishioneri asked if there is still 2%to 3%of the work needed to complete the task order? September 8,2023 MWMC Minutes Page 12 of 17 Mr.Thrasher said yes,it is around 2%to 3 %of work needed to be completed. Commissioner Pishioneri said is it fair to say more than 1%of the work still needs to be completed,and if the 1% cost is added into the amount paid to date,the amount spent will exceed the authorized total. Mr.Thrasher said that amount for this Task Order No.1 will not exceed $149,952 and he has confirmed that with Carollo Engineers.The final work is submitting a final technical memo. Commissioner Pishioneri said he is not trying to catch an error,but the numbers don't appear to be matching up. Mr.Stouder said that staff does not anticipate returning to the Commission for more money. Commissioner Pishioneri said that is Task Order No.1 is not expected to go over the budgeted amount. Capacity Analysis Current Firm Capacity 2016SystemTesting andTech Memo1 Findings: FirmCapacity 4,048 gpm Recommended more testing since the smallnumber of data pointsdoesn't giveconfidence and not allofthesystem was tested. In Spring 2023,the City of Eugene staff assisted with additional testing to determine the capabilities of the pumps and force mains more accurately.Dozens of additional tests points were taken on each of the pumps and force mains to plot real,observed performance curves and to confirm the efficiency of the pumps to design future upgrades.Pump 1 is currently at 3,100 gallons per minute (GPM)with the pump curve and initially was at 3,900 GPM when installed.The GPM is pretty good for a 30-year pump station.Through investigation,hard sediment build up was found in the bottom of the 20-inch force main riser that could be partially blocking pipe connections and reducing flows. Staff collected information to determine future demand of the Glenwood pump station.Current modeling efforts from City of Springfield Wastewater Master Plan provided Peak Wet Weather Flows from the Glenwood basin but did not include modeled information from the wastewater flow of the Laurel Hill basin in Eugene.In 2023,Jacobs Engineering analyzed flow data provided from the City of Eugene and provided the remainder of the flows to give a modeled total Future Peak Wet Weather Flow estimate of 7.5 MGD.The next steps for design and construction services are for additional pumps and size,HVAC system improvements,seismic upgrades,including anchoring electrical equipment,securing walls to roof structure and pipe supports,with additional updates of optional tasks for modeling flood zone and implementing flooding mitigation. September 8,2023 MWMC Minutes Page 13 of 17 Next Steps WATER PROJECT TIMELINE DMtantConstructionStnkn Mr.McAllister said that Glenwood pump station is very close to the Willamette River and serves all of Lane County, including Springfield and Eugene.Short Mountain Landfill is the main solid waste location for Lane County and discharges to a transfer station piping in the Glenwood area.This presentation is to present information about a future project with the Glenwood pump station.Mr.McAllister said the Glenwood pump station is a unique pump station that serves Lane County related to the solid waste topic. Commissioner Inge said it made him happy to hear Lane County mentioned. Commissioner Ruffier asked how confident are staff in the 5-year storm predictions? Mr.McAllister said he looks at history and talk to consultants with climate change being a variable.Carrolo Engineers considered resiliency for earthquake,flooding and other climate change events.Staff looked at the best information available for the Glenwood pump station. Mr.Stouder said that staff is confident with the available data. Mr.McAllister said that staff is aware that the Glenwood pump station needs more pumps added and has space for two additional pumps. Commissioner Ruffier said is there no real concern with the design and construction schedule and that the station would be short in the interim with pumping capacity. Mr.Thrasher said there has not been any events where the pumping capacity has been an issue. Mr.McAllister said the pumps do not run 24-hours.The wastewater fills up in a wet well,then the pump kicks on and that system could be used in a different mode of operation during storm events. Mr.Stouder said there is development and growth in the basin area.The Glenwood pump station project has been identified for some time and it is time to move this project forward. Commissioner Ruffier asked if there is any consideration going into the design with a possible addition. Mr.Stouder said that state law prevents MWMC in planning for areas outside of the MWMC service area.However, are you referring to Goshen as an addition. Commissioner Ruffier said yes,he was referring to Goshen as a possible addition. September 8,2023 MWMC Minutes Page 14 of 17 Mr.Stouder said that the projected flows are known;the projected flows from Goshen are not expected to be an issue at the station. Commissioner Ruffier said will the design and construction will be able to accommodate should Goshen be added to services. Mr.Stouder said Goshen connecting to MWMC services is not driving the Glenwood Pump Station Project,but should Goshen be a part of this project the projected flows should not be a capacity constraint. Mr.Watkins said with regards to the 5-year storm event and Glenwood pump station capacity to handle that,there have been incidents where both pumps have been used.In a scenario where one of the pumps was out of use during a storm event,utilizing portable pumps and generators can be mobilized to the Glenwood pump station. He is comfortable if in a storm event with a pump being inoperable that solutions are available. Commissioner Ruffier said great,thank you. Commissioner Keeler said he recalled a conversation from many years ago regarding the Glenwood pump station that issues were not the pumping capacity and the two extra pump spaces but the discharge lines.He recalls there are two sized lines that handle the effluent from the Glenwood pump station that go under the river.It was thought at the time that one of the lines was getting compressed by the overburden pressure from the earth and hard sediment buildup was mentioned.Is there a plan to clean out hard sediment and is the issue of pipe collapsing not an issue anymore. Mr.Thrasher said there was a video pipe survey that had been performed recently that indicated no visible damage. Mr.McAllister said the existing 12-inch and 20-inch pipes have been evaluated. Mr.Thrasher said the hard sediment is inside the dry well and a section of capped pipe for future connection.It could partially block the flow to the discharge lines,but it is mostly water falling into a section of pipe that is not being used. Commissioner Keeler said that is good news. BUSINESS FROMCOMMISSION Commissioner Ruffier said he wanted to report his observations from July's Association of Clean Water Agencies (ACWA)Conference along with Commission Keeler.It was a good conference with a lot of information.A fair amount of money is available in grant funds for the type of projects and activities that MWMC is interested in. There is a community grant fund that is operated by the state which provides funds for planning and construction of renewable energy projects.There is a community climate initiative program that is administered by the DEQ that would provide funds for retrofitting fleets with renewable fuels.A range of funding sources were advertised and promoted at the conference,including federal funds through the legislative bills that were passed this summer. There are opportunities for MWMC to consider and projects could be funded.However,in discussions with staff, there is limitations with staff time and availability to pursue some of these funding opportunities.He would like to propose for the Commission's consideration to move forward with the idea of having a Commission workshop.The Commission discussed a workshop at the spring MWMC budget meeting.He had raised questions about the need for a rate increase and at the time the Commission decided to move forward with the purposed rate increase.There was a discussion about having a workshop to take a deeper look at some of the financial aspects of the MWMC.The Commission has heard presentations on reserves and questions have been raised.Commissioner Pishioneri has brought up issues with rate stability and protecting user rates.He would like to propose to work towards setting up September 8,2023 MWMC Minutes Page 15 of 17 a workshop that would consider some of the financial elements that have been raised,and resources and staffing constraints for pursuing funding opportunities. Commissioner Inge said that the Commission has had the discussion before about having a workshop and he thinks it is a good idea.He asked the Commission if there is agreement to move forward with scheduling a workshop. Commissioner Yeh said that she agrees with Commissioner Inge and having a workshop would be worth the Commission's time.She thanked Commissioner Ruffier for the presentation about the ACWA Conference and the grant funding opportunities.She would appreciate if any other information that Commissioner Ruffier or Commissioner Keeler thought would be worth sharing about the ACWA conference could be shared by email. Commissioner Keeler said he is supportive of a workshop,and it would be worthwhile for the Commission to do. At the ACWA Conference one of the sessions that the DEQ lead was on state revolving funding with loan money having 50%forgiveness.The DEQ had an interactive exercise at each table and the DEQ asked for the exercise worksheets back,looking for good projects to fund.The workshop would be a good opportunity to see what funding is worthwhile.He said that the presentations from the conference are online for members of ACWA and would be a good resource for the Commission. Mr.Stouder said that he can may be able to get the presentations to the Commission. Commissioner Farr said he is good with preceding with a workshop. Commissioner Pishioneri nodded that he was good with moving forward with a workshop. Mr.Stouder said it would be a good idea to have a workshop from the staffs perspective on being strategic, prioritizing future projects and dedicating time to initiatives. Commissioner Inge asked how does the Commission go about scheduling a workshop? Mr.Stouder said that he can email the Commission some propose dates,times,and locations.It would likely need to be in mid-winter given timing constraints and other factors. Commissioner Inge asked when the proposal email for the workshop is emailed,can agenda items be included for the Commission to have time to process the topics? Mr.Stouder said a list of agenda items can be included in the proposal email for scheduling the Commission workshop. GENERALMANAGER Mr.Stouder announced that he attended the ACWA Conference this year and it was one of the better conferences he has attended.There were many good presentations with a lot of information as mentioned by Commissioner Ruffier and Keeler. Todd Miller was recognized for receiving the ACWA Outstanding Individual of the Year Award.The AWCA award is a big achievement and was given for his lead work on developing a Temperature Compliance Manual for ACWA and member agencies.This will benefit the MWMC but also other member agencies.A big kudos to Todd for his excellent work. Clean Water University is happening soon,and staff is soliciting sign ups.This event is run with staff volunteers.If any Commissioners are interested in volunteering,he would be happy to assist with sign up. September 8,2023 MWMC Minutes Page 16 of 17 Staff have been in communication with the MWMC's insurance agent of record,and an insurance presentation will be brought to the Commission at the November MWMC meeting to discuss previous insurance requests that the Commission has made.He has authorized a update to the Profitable Maximum Loss Study.The last study was 10 years ago,and it is time for an update. The November MWMC meeting falls on the observation for Veterans Day with government offices closed.He will send out an email with an alternative date for the meeting. Mr.Stouder said that he has been considering and interested in updating some housekeeping items in the MWMC's Intergovernmental Agreement (IGA).He would like to start that process this winter.Updates will be presented to the Commission and then to the City of Springfield,the City of Eugene,and Lane County for approval. Mr.Stouder presented a picture of milled poplar from the BMF that Todd Miller and staff have been working on. Milled poplar from 9Wood in Springfield will be used in Springfield City Council Chambers.A stain was applied to the boards with a variety of colors and will hopefully help with the poplar marketing in the future. Todd Miller,Environmental Services Supervisor,added that Brings Recycling has put together a display showing different stains demonstrating to contractors and builders what Poplar boards look like when stained.There is a limited quantity for sale.All of the stains came out beautifully. Commissioner Pishioneri asked if the stain is UV reactive? Mr.Miller said he does not know. Commissioner Pishioneri said it would be interesting to know if the stain is UV reactive. Mr.Stouder said that staff should be able to find out if the stain is UV reactive. BUSINESS FROM WASTEWATER DIRECTOR Mr.Watkins on behalf of Michelle Miranda,Wastewater Director announced that last week was the end of the condition assessment activities at the WPTF.The WPTF has areas that are in service all the time and cannot be taken out of service.The condition assessment took planning and coordination.There was great support from City of Springfield staff and from the dive team.Staff would shutdown an entire collection system to hold backflow. Then an area was pumped down that needed to be inspected with specialized structural engineers that are also certified divers.If there was a catastrophic event,the divers would be submerged,and that level of expertise would be needed.Divers had an oxygen hose with extra personal tank for emergencies.After the assessment work is completed,the flow would restart in a controlled manner to avoid overwhelming the plant's capacity and treatment loading with a finite window of opportunity.Everyone involved did a great job and all areas were able to be assessed with five shutdowns.Most of the areas are in good condition and there are some areas that will need additional follow up.This assessment gives staff a benchmark on current conditions and will give Jacobs Engineering some evidence on frequency on when to do the next assessment.For coordinating the condition assessment,staff used the federal command structure to be efficient and safety perspectives.He is very proud of the hard work,effort in planning and support that Springfield staff gave Eugene staff with large pump rentals to access areas,and specialized consulting resources to perform the assessments. Mr.Barnhart said the assessment occurred during low flows otherwise the flow would not be able to be held back. Staff arrived at 2:00 am to start the work and had it pumped down by 4:00 am or 5:00 am for the divers to enter.It took quite a bit of effort for everyone to come in early for five events this summer.It was a great effort by all staff. Mr.Watkins said there are a couple of upcoming tours to share with the Commission.On September 18,Oregon State Representative Charlie Conrad from District 12,Eastern Lane County will take a tour of the plant.There is a September 8,2023 MWMC Minutes Page 17 of 17 group of engineers from New Zealand that are interested in taking a tour of the RNG facility,Biosolid Management, and the Poplar Farm on October 10.On October 13,the League of Oregon Cities is having their annual conference in Eugene and is providing a bus to tour the WPTF that is a level of interest that is outside of our service area. Commissioner Ruffier said he wanted to acknowledge the great work of staff for the shutdown of the plant and the assessment evaluations.He is glad that the plant is in good shape.TheFuzy filter media was to be replaced in August;did it get replaced in August? Mr.Watkins said the Fuzy filters were delivered at the end of August and scheduled to be replaced in September. Commissioner Inge said he would like to acknowledge the work of staff,the commitment and dedication that goes into doing what is done every day,thank you.It is a great honor to work with such a good group of wonderful people that is dedicated and committed to their work. Commissioner Inge adjourned the meeting at 9:21 am. AGENDA IV.Metropolitan Wastewater MANAGEMENT COMMISSION SPRINGFIELD^leal £ partnersin wastewater management M E M O R A N D U M October 5,2023DATE: Metropolitan Wastewater Management Commission (MWMC) Loralyn Spiro,Communications Supervisor Organizational Partner Presentation -McKenzie River Trust TO: FROM: SUBJECT: ACTION REQUESTED:Informational and Discussion ISSUE At the October 13,2023 Commission meeting,McKenzie River Trust (MRT)Executive Director Joe Moll will provide a short presentation to the Commission about the Trust and their partnership with the MWMC. BACKGROUND The MWMC,as a partnership-based organization,seeks to leverage additional beneficial collaborations with other community partners,and has built partnerships that directly contribute to the Commission's commitment and values of clean water,protecting community health,sustaining environmental stewardship and collaboration with partners.Complementing these efforts,two of the Key Outcomes (Strategic Pillars)in the MWMC's Strategic Plan include Protect theEnvironment and Build PublicSupport & Effective Partnerships.Indicators associated with these Strategic Pillars include protecting the vitality and quality ofour air,water and land,as well as growing communication and educational outreach with the MWMC's service area. A key partner in assisting the MWMC to achieve some of the outcomes and indicators in the strategic plan is the MRT.The MRT is a member of the Pure Water Partners along with the MWMC,which benefits the MWMC's water quality trading program for temperature compliance as well as overall watershed health. In the spirit of strengthening the MRT's and MWMC's partnership,regional wastewater program staff and MRT staff felt it would be beneficial to update the Commission on how the partnership is key to the MRT's success,how it helps them achieve their goals,and to provide an update on current initiatives and projects underway. DISCUSSION The MWMC has been a sponsor and partner of the McKenzie River Trust (MRT)for the past several years. Initially,the MWMC sponsored the MRT's Walk the Land event in 2017 (renamed to the "Get Outdoors Memo:Organizational Partner Presentation -McKenzie River Trust October 5,2023 Page 2 of 2 Day"event),and now known as their annual "Living River Exploration Days".Regional staff have participated in tours to learn how the MRT is managing and protecting Green Island and the Willamette Confluence properties,which in turn provides water quality protection for the Willamette River, consistent with the MWMC's goals.Staff has also volunteered time at Green Island pulling invasive weeds,to promote overall ecosystem health and vitality.In return,MRT has promoted the MWMC at events,venues and in their monthly newsletter. At the October meeting,MRT Executive Director Joe Moll will provide a short presentation and be available to answer any questions the Commission may have. ACTION REQUESTED No action required;informational only. AGENDA V.Metropolitan Wastewater MANAGEMENT COMMISSION SPRINGFIELD^leal £ partnersin wastewater management M E M O R A N D U M October 5,2023DATE: Metropolitan Wastewater Management Commission (MWMC) Bryan Robinson,Environmental Management Analyst MWMC Project P80098 -Class A Disinfection Facilities,Grant Funding TO: FROM: SUBJECT: ACTION REQUESTED:Approve Resolution 23-12 ISSUE Staff is currently seeking grant funding for MWMC Project P80098 Class A Disinfection Facilities.A previous application for WaterSMART grant funding by the U.S.Bureau of Reclamation (BOR)Drought Response Program did not get funded,however the MWMC was encouraged to re-apply.The 2024 WaterSMART grant program is currently open and applications are due October 31,2023.A resolution authorizing the receipt and commitment of BOR grant funds is required prior to the award of funding. BACKGROUND The MWMC Class A Disinfection Facilities design engineering services contract with Kennedy/Jenks was approved by the Commission by resolution on October 9,2020.Staff presented updates to the Commission in 2022 focused on pending construction details including project implementation drivers,the funding outlook,and the possible construction schedule.The Commission approved Resolution 22-07 on June 24,2022 to complete the WaterSMART application package for the BOR 2023 Drought Response Program. The MWMC 2023 WaterSMART grant application to the BOR with Resolution 22-07 was not funded.Out of 77 eligible applicants,the MWMC ranked 38th but only the top 36 projects were selected for awards prior to grant program funds being exhausted.Staff consulted with BOR to follow-up on re-application positioning and received good feedback on the merits of applying for the 2024 grant cycle. DISCUSSION The 2024 WaterSMART Notice of Funding Opportunity (No.:R24AS00007)requirements include a Commission Resolution approving providing 50%MWMC matching funds if the BOR grant application is approved and funded.Specifically,the resolution requirements are: D.2.2.12.Official Resolution If selected,the applicant must provide prior to award an official resolution adopted by your organization's board of directors or governing body,or,for state government entities,an official authorized • • • Memo:MWMC Project P80098 -Class A Disinfection Facilities,Grant Funding October 5,2023 Page 2 of 2 to commit the applicant to the financial and legal obligations associated with receipt of a financial assistance award under this NOFO,verifying: The identity of the official with legal authority to enter into an agreement. The board of directors,governing body,or appropriate official who has reviewed and supports the application submitted. That your organization will work with Reclamation to meet established deadlines for entering into a grantor cooperative agreement. An official resolution meeting the requirements set forth above is mandatory before an award of funding will be made. The 2024 BOR Drought Response Program grant ask is $4,000,000 to complete construction of the Class A Recycled Water project.The total project upper end cost estimate is $8,395,000 based on the 2023 Kennedy Jenks Class A Disinfection Facilities Opinion of Probable Construction Cost (OPCC).Staff has strategized funding of the project via a Clean Water State Revolving Fund (CWSRF)loan of $4,000,000, with up to $395,000 of other MWMC funds to finance the project.The CWSRF loan qualifies for up to $2,000,000 of principal forgiveness.In tandem with a successful BOR grant award,approximately 75%of the construction costs ($6,000,000)would be grant funded. At the October 2023 MWMC meeting,staff will briefly review P80098 funding needs,grant positioning, and request approval of Resolution 23-12. ACTION REQUESTED Approval of Resolution 23-12. ATTACHMENTS 1)Attachment 1-Resolution 23-12 Attachment 1 Resolution 23-12 Page 1 of 2 Metropolitan Wastewater MANAGEMENT COMMISSION SPRINGFIELD^tss m partnersinwastewater management METROPOLITAN WASTEWATER MANAGEMENT COMMISSION RESOLUTION 23-12 )IN THE MATTER OF GRANT APPLICATION )FOR EUGENE CONSTRUCTION }AGGREGATE AND PUBLIC GREENSPACE }CLASS A RECYCLED WATER FACILITIES }PROJECT (P80098) WHEREAS,WHEREAS,the Metropolitan Wastewater Management Commission ("MWMC") intends to submit the WaterSMART Drought Response Program:Drought Resiliency Projects for Fiscal Year 2024 Grant Application (the "Grant Application")to the United States Bureau of Reclamation in the amount of $4,000,000.00 on October 31,2023 to support the Eugene Construction Aggregate and Public Greenspace Class A Recycled Water Facilities Project (P80098) (the "Project")and more specifically regarding construction contractor costs associated with the Project (Notice of Funding Opportunity No.R23AS00007);and WHEREAS,in support of the MWMC's Grant Application,a resolution adopted by the Commission approving the submittal of the Grant Application and committing the MWMC to the obligations associated with receipt of the financial assistance must be provided;and WHEREAS,the total maximum estimated cost of the construction project is $8,395,000.00 and the maximum Grant Application award is 50%of project cost; and WHEREAS,the MWMC has allocated $8,000,000 in the Capital Improvement Budget for the Recycled Water Disinfection Facilities Project of which an unspent amount of $6,790,000.00 is allocated in the current fiscal year and is sufficient to meet the 50%local match requirement of the Grant Application;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: Digital Signature: Digital Signature: Digital Signature: Attachment 1 Resolution 23-12 Page 2 of 2 METROPOLITAN WASTEWATER MANAGEMENT COMMISSION Resolution 23-12 1.The duly authorized Executive Officer of the MWMC,or his/her authorized designee,has authority to enter into a Grant Agreement,should any such grant be awarded to the MWMC; 2.The MWMC Executive Officer has reviewed the Grant Application and hereby supports the submittal of the Grant Application; 3.The MWMC has the capability to contribute funding to support the Project on the terms outlined above;and 4.The MWMC will work in good faith with the U.S.Bureau of Reclamation to meet established deadlines pursuant to the Grant Agreement. ADOPTED BY THE METROPOLITAN WASTEWATER MANAGEMENT COMMISSION ON THE 13TH DAY OF OCTOBER 2023. Bill Inge,MWMC President Approved as to form:. MWMC Legal Counsel Attest: Misty Inman,MWMC Secretary • • • • AGENDA VI.Metropolitan Wastewater MANAGEMENT COMMISSION SPRINGFIELD^leal £ partnersin wastewater management M E M O R A N D U M October 5,2023DATE: Metropolitan Wastewater Management Commission (MWMC) Matt Stouder,Executive Officer Sale,Transfer and Disposal of Personal Property TO: FROM: SUBJECT: ACTION REQUESTED:Informational and Discussion ISSUE At the October 13,2023 Commission meeting,MWMC Legal Counsel will provide an update on Commission Rule 137-047-0285R with respect to the sale,transfer and disposal of personal property. BACKGROUND The Oregon Procurement Code (ORS Ch.279A-C)governs public procurement in Oregon.Further,public bodies are required to follow the procurement rules set forth in the Oregon Administrative Rules or adopt their own procurement code.The MWMC previously adopted its own procurement rules,which the Commission updates from time to time.A more general update of the MWMC procurement rules typically follows the State's update to the Oregon Administrative Rules.The State has not recently updated the Oregon Administrative Rules,however staff expects an update will occur within the next year DISCUSSION In 2019,the Commission adopted MWMC Procurement Rule 137-047-0285R.Section (6)regards the sale, transfer or disposal of personal property.A redline version of the proposed changes to this rule are attached to this memo and include the following substantive updates or clarifications: Subsection (d):Clarifying when approval is needed from the Executive Director or designee Section (e)(1):Clarifying approval is needed from the Executive Director or designee for any such transfers and simplifying the documentation process Sections (d)and (e)(3):Clarifying language regarding value for individual items or items of like character or not easily divisible Section (e)and (f):Adding language protective of the MWMC regarding electronic and as-is sales or transfers Memo:Sale,Transfer and Disposal of Personal Property October 5,2023 Page 2 of 2 ACTION REQUESTED No action required;informational only.Staff welcomes Commission feedback and discussion. ATTACHMENTS 1)Commission Rule 137-047-0285R Commission Rule 137-047-0285R (6) Sale, Transfer, and Disposal of Personal Property. (a) Authorization. The Commission grants approval of a special procurement for the sale, transfer, and disposal of Personal Property, as described in this Rule. (b) Application. This rule constitutes the Commission’s procedures for the sale, transfer, and disposal of Personal Property. This rule and these procedures do not apply to the disposition of Real Property. Pursuant to ORS 279A.065(6), the Commission has prescribed that the Commission will use these rules of procedure for the sale, transfer, and disposal of Personal Property. (c) Definitions. For purposes of these procedures regarding the sale, transfer and disposal of Personal Property, the following terms have the meanings set forth herein. Any term not defined herein shall have the definition set forth under the Oregon Public Contacting Code or the Commission Rules. (1) Personal Property. “Personal Property” means property other than Real Property. It may be tangible if it has a physical existence, or intangible, if it does not have a physical existence. (2) Real Property. “Real Property” is land and anything permanently affixed to the land, such as buildings, fences, and those things attached to the buildings that, if removed, would deface the structure or integrity of the building, such as plumbing, heating fixtures, etc. (d) Approval. Except as provided in Section (e)(1), aAny disposition of Personal Property, which individually, or for property of like character or not easily divisible, has a value of $1,000 or more, must be approved in advance by the MWMC Executive Officer, or his or hertheir designee. (e) Methods. The individual or department seeking to dispose, transfer, or sell Personal Property must make the following written findings: (a) the method of disposal complies with the requirements of the Oregon Public Contracting Codethis MWMC Procurement Rule; and (b) the method of disposal is in the best interest of the Commission. Factors to consider in determining the method of disposal include, but are not limited to: (a) costs of sale, (b) administrative costs, (c) processing fees, (d) disposal fees, and (e) public benefits to the Commission. The following methods may be used to dispose, transfer, or sell Personal Property: (1) Transfer to Other Government Entities. The Commission may sell or transfer Personal Property to another government entity, unless specifically prohibited by a particular State grant which funded the procurement of that property, and providing the property is used for public purpose or benefit and not for resale to a private purchaser. For any such transfer, the parties must enter into a written agreement to Attachment 1 Commission Rule 137-047-0285R Page 1 of 2 effect agree, in writing, on such transfer. Regardless of value, tThe transfer must be approved in advance by the MWMC Executive Officer, or his or her authorizedtheir designee and is subject to the delegated authority threshold established by the Commission. (2) Sale. The Commission may sell Personal Property by auction, bids, liquidation sale, fixed price sale, trade-in, or other competitive process. Proceeds from the sale must be used for public purpose or benefit. (3) Disposal as Waste or Other Means. The Commission may dispose of Personal Property which, individually, or for property of like character or not easily divisible, has a value of less than $500, or for which the costs of sale are likely to exceed sale proceeds. Such property may be disposed of by recycling, donation, or designation as waste. Individuals or departments making such a disposal shall make a record of the estimated value of the item and the manner of disposal. Disposal of Personal Property to employees of the City of Eugene, the City of Springfield, and Lane County under this subsection is strictly prohibited. Sales or transfer of Personal Property may be conducted electronically. (f) No Warranty. All Personal Property sold or transferred pursuant to this section shall be sold as-is without any warranty, either expressed or implied, or any kind unless otherwise agreed in writing by the Executive Officer or their designee. Attachment 1 Commission Rule 137-047-0285R Page 2 of 2 AGENDA VII.Metropolitan Wastewater MANAGEMENT COMMISSION SPRINGFIELD^leal £ partnersin wastewater management M E M O R A N D U M October 5,2023DATE: Metropolitan Wastewater Management Commission (MWMC) Kevin Vanderwall,MWMC Accountant FY 2022-23 Annual Financial Summary,Budget Reconciliation TO: FROM: SUBJECT: ACTION REQUESTED:Informational and Discussion ISSUE This memo presents the results of the FY 2022-23 Operating and Capital budgets from two perspectives: (1)a comparison between actual results and the FY 2022-23 budget,and (2)a comparison of actual results and the FY 2022-23 year-end estimates used during the FY 2023-24 budget and rate development process. DISCUSSION Results of Operations It is important to compare budget and actual results to ensure that legally authorized expenditure levels are not exceeded,as well as to evaluate overall budgeting accuracy."Budget to Actual"results are detailed in the regular MWMC monthly report for June 30,2023 (Attachments 1 and 2 to this memorandum).The results are summarized in Table 1 on Page 2. The difference between budgeted and actual operating revenues reflects the following factors: Operating revenue was over budget by $771,674 or 1.98%.This was driven primarily by revenue from RINs (Renewable Identification Numbers)credits and renewable natural brown gas sales with a cumulative overage of $436,219,additionally user fees were over budget by $139,365. Operating expenses came in under budget by $1,614,003 or 4.35%for Eugene and Springfield combined.The Springfield savings were $973,851,with the most significant areas of savings in contractual services of $148,291,salaries of $104,653,small home SDC of $84,833,and legal expense of $80,000.Personnel costs were under budget by $177,542 or 7.63%,representing a budgeted 1.0 full- time equivalent Environmental Management Analyst position that remained vacant,and another position that had been vacant for a couple months. In Eugene savings were $973,851.Personnel costs came in less than budgeted at $420,960 or 4%.This was driven primarily by savings in the health insurance ISF charges which were under budget by $395,035. Memo:FY 2022-23 Annual Financial Summary,Budget Reconciliation October 5,2023 Page 2 of 3 Eugene's materials and services,including indirect charges,came in over budget by $123,803 or 2.16%. Parts/Components and Chemicals/Paints/Sealers costs drove this overage. Table 1 -FY 2022-23 Budget-to-Actual Comparison Budget Actual %Over/UnderVariance $39,035,871 101,358,616 15,024,010 1,800,000 $39,807,545 101,358,616 16,752,830 3,238,506 $771,674OperatingRevenue Beginning Cash Capital Revenue (excludes SDC’s) SDC Revenue 1.98% 0.00% 11.51% 79.92% 0 1,728,820 1,438,506 TotaI Revenue $157,218,497 $161,157,498 $3,939,001 2.51% Operating Expenditures Capital Expenditures Debt S ervice Reserves $37,104,896 71,477,755 4,108,550 44,527,296 $35,490,893 ($1,614,003) 7,242,590 (64,235,165) 4,108,500 114,315,515 69,788,219 -4.35% -89.87% 0.00% 156.73% (50) Total Expenditures &Reserves $157,218,497 $161,157,498 $3,939,001 2.51% The Capital Revenue is over budget by 11.51%due to a market value adjustment,causing interest revenue to come in well over budget.SDC revenues exceeded budget by 25.15%. Ending reserves are substantially higher than budgeted.This is due to the capital expenditures that were budgeted,but not yet expended.While these reserves are present as of the end of the year,they are re-programmed in FY 2022-23 for those same capital projects. FY 2023-24 Supplemental Budget Adjustments 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 of actual experience.As a result,certain adjustments are generally 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.These adjustments were discussed with the Commission at the September meeting (Supplemental Budget #1 request).The following summaries show the difference between estimated (mid-year)and actual amounts for the major components of the Regional Wastewater Program FY 2022-23 Budget. Operating Fund -The Operating Reserve adjustments,displayed below in Table 2,outline what makes up the change to beginning cash for the current budget year,and how much was re-budgeted in FY 2023-24. Memo:FY 2022-23 Annual Financial Summary,Budget Reconciliation October 5,2023 Page 3 of 3 Table 2 -Operating Fund -Estimated vs.Actual Adjustments to FY 2023-24 Operating budget: Operating/Administrative expenditures under estimates RINS credits revenue above estimates RNG brown gas revenue above estimates User fee revenues above estimates Miscellaneous revenue above estimates Interest income over estimates $1,210,083 571,683 14,536 169,385 15,058 102,071 2,082,816 Supplemental budget -New spending for Pretreatment program and associated audit Supplemental budget -Carryforward for pipe repair kits and cathodic protection Supplemental budget -Small house carryforward (144,157) (143,070) (84,833) $1,710,756NetchangetooperatingreservewithSB1 Capital Fund -The Capital reserve adjustments displayed below in Table 3 outline what made up the change to beginning cash for the current budget year,how much was re-budgeted in FY 2023-24,and the two new money requests in SB1. Table 3 -Capital Funds-Estimated vs.Actual Adjustments to FY 2023-24 Capital budget: Capital projects not spent Interest income over estimates SDC Revenues above estimates Eugene capital not spent Miscellaneous items Merchant fees over estimates Correction to estimated actuals Beginning cash adjustment for FY 2023-24 3,250,401 2,004,710 1,238,506 800,861 6,615 5,799 (570,588) 6,736,304 New spending requests Supplemental budget -Capital project carryforwards Supplemental budget -Equipment replacement carryforward Supplemental budget -Major rehab carryforward Supplemental budget -Capital outlay carryforward (1,271,158) (3,235,557) (1,440,760) (441,682) (24,430) Net decrease to capital reserves with SB1 1 322,717 ACTION REQUESTED Informational and discussion. ATTACHMENTS 1.MWMC Statement of Revenues and Expenses 2.MWMC Comparison and Reserve Charts 100% REVENUES Budget Current YTD YTD Budget% YTD Budget OPERATIONS: User fees, Septage & lease income 38,416,421$ 6,618,083$ 39,004,374$ 35,215,053 111% Miscellaneous & internal engineering 539,450 64,335 497,188 539,450 92% Interest income 80,000 70,822 305,984 80,000 382% Beginning cash-operations 14,173,571 - 14,173,570 14,173,571 Total operating revenue 53,209,442 6,753,240 53,981,116 53,209,442 CAPITAL: Capital and ER support from user fees 14,600,000 2,433,334 14,600,000 14,600,000 100% SDC Revenues 1,800,000 368,793 3,238,506 1,800,000 180% Interest income 420,000 518,135 2,424,710 420,000 577% Misc Revenue 4,010 593 (271,880) 4,010 -6780% Beginning cash - capital 87,185,045 - 87,185,046 87,185,045 Total capital revenue 104,009,055 3,320,855 107,176,382 104,009,055 Total revenue 157,218,497$ 10,074,095 161,157,497$ 157,218,497 EXPENDITURES Budget Current YTD YTD Budget OPERATIONS: Administration - Springfield 5,220,896$ 452,554 4,600,131$ 5,220,896 88% O&M - Eugene 17,199,000 3,810,178 16,225,149 15,765,750 103% Computer replacement contribution 85,000 24,466 65,613 85,000 77% Capital and ER contribution 14,600,000 2,433,333 14,600,000 14,600,000 100% Total operating expenditures 37,104,896 6,720,531 35,490,893 37,104,896 CAPITAL: Capital projects 66,280,431 957,183 4,015,506 66,280,431 6% Eugene equipment replacement 4,291,580 398,618 2,713,662 4,291,580 63% Eugene major rehab.867,000 96,531 480,477 867,000 55% Other Capital Items - SDC 14,000 573 8,201 14,000 59% Interfund transfers 24,744 4,124 24,744 24,744 100% Total capital expenditures 71,477,755 1,457,031 7,242,589 71,477,755 DEBT SERVICE 4,108,550 - 4,108,500 4,108,550 RESERVES 44,527,296 1,896,533 114,315,515 44,527,296 TOTAL EXPENDITURES & RESERVES 157,218,497$ 10,074,095 161,157,497$ 157,218,497 METROPOLITAN WASTEWATER MANAGEMENT COMMISSION STATEMENT OF REVENUES AND EXPENSES For the Month Ending June 30, 2022 - FINAL Statement of Revenues and Expenses Attachment 1 MWMC Statement of Revenues and Expenses User fees, Septage fees Interest income Other Operating Revenues Operang Reserve $7.9M Rate Stability Reserve $2M Working $900K Capital Reserve Insurance Reserve $1.5M Capital Reserve $72.6M Equipment $14.2M Replacement Rsrve SDC Reserves $13.1M SDC reimbursement fees SDC Improvement fees Interest earnings To cover cash flow needs between receipts To cover expenses for 2 months in unforeseen circumstances. For use to avoid major rate swings Required by bond covenants, it’s only use is to increase net revenues if ever we are in danger of not meeng our coverage rao. Required by DEQ loan documents to guarantee payment of debt service on SRF loans. Toward high deducble in the event of major claim. To fund capital projects as determined by the Commission in the CIP plan. Funded by operang revenues to save for recurring replace- ment of equipment and vehicles as determined by the asset management team. Used for capital projects that qualify for use of SDC revenues per ORS 223.307 including debt service repayment. Rate Stabilizaon Reserve $2M SRF Loan Reserves $50K Reserves as of 06/30/2023 Attachment 2 MWMC Comparison and Reserve Charts • AGENDA VIII.Metropolitan Wastewater MANAGEMENT COMMISSION SPRINGFIELD^leal £ partnersin wastewater management M E M O R A N D U M October 5,2023DATE: Metropolitan Wastewater Management Commission (MWMC) Matt Stouder,Executive Officer Loralyn Spiro,Communications Supervisor Partnership Assessment Findings and Next Steps TO: FROM: SUBJECT: ACTION REQUESTED:Informational and Discussion ISSUE As part of the MWMC's Regional Wastewater Program (RWP)Budget,the Commission has included an indicator for Key Outcome 3,related to a successful partnership,in the form of a partnership assessment tool.The goal of the partnership assessment includes identifying gaps in communication and the decision-making process that will allow staff and the Commission to remedy those gaps.This memo focuses on the findings of the selected tools implemented to conduct the initial assessment and achieve this indicator. BACKGROUND At the August 4,2022 meeting,staff presented a potential suite of tools to conduct the initial Partnership Assessment as included in Key Outcome 3 in the MWMC's RWP budget.Key Outcome 3 relates to a successful intergovernmental partnership,with the specific language of "Achieve and maintain a successful intergovernmental partnership." The Commission supported the suite of tools as presented in the form of one-on-one interviews,staff assessment form,and staff survey.In the fall of 2022,staff provided a quick update on the cost to implement the partnership assessment effort and one-on-one interviews,and the Commission supported continuing to move forward with the effort. DISCUSSION The implementation of the Partnership Assessment and identified tools occurred in spring of 2023 with an analysis of the findings occurring over the summer of 2023.The assessment tools included: One-on-One Interviews -Commissioners and select management staff were interviewed by an independent consultant allowing for the capture of more in-depth and specific feedback and thoughts on the partnership.The interviews questions were related to areas of the partnership structure that could benefit from process improvements or relationship building efforts,and to • • • • • • • • • • • • • Memo:Partnership Assessment Findings and Next Steps October 5,2023 Page 2 of 3 ensure alignment with the MWMC's Strategic Plan goals. Staff Assessment Form -Identified staff were asked to complete an online questionnaire to capture feedback on the partnership.The assessment form questions were related to areas of the partnership structure that could benefit from process improvements or relationship building efforts. Staff Survey -All other staff were asked to complete an online survey.The questions were related to identifying gaps in information sharing and connection to would benefit from communication improvements and culture building. The findings from the partnership assessment indicate that overall,the partnership is working very well. Analysis of the collected data and results showed that there were no surprises in the findings and continuation of the great work the Commission and staff are doing should be supported.The key findings and takeaways indicate that only tweaks and minor adjustments are needed to strengthen the partnership. Key findings: Majority are extremely or very familiar with how the MWMC partnership works and the Mission, Vision,and Values Statements. Some at the staff level would like to learn more about the MWMC overall,how the partnership works,the Mission,Vision,and Values Statements,etc. Majority find the MWMC's Value of Clean Water resonates with them the most.The value of Protecting the Community's Health was the second highest and Sustainable Environmental Stewardship was third highest out of the six stated Values. Majority said communications and information sharing across all levels of the partnership is working very well but there is always room for improvement. Many stated the overall work partnership is working very well and there is no need for wholesale changes,only minor changes and tweaks. Several stated they are concerned about staff capacity and being able to implement new efforts and programs. Some see a need to increase public awareness efforts for the MWMC more than current levels, while others see the current levels being enough. Additionally,a few would like enhanced public participation and involvement in decision-making processes. Some see the need for addressing aging infrastructure overall for the entire wastewater system within the service area. Several stated the need for balancing priorities;one interviewee captured the essence of all comments provided -need to strike a balance between prioritizing and investing in emerging opportunities and maintaining current operations effectively,implying that too much focus on emerging opportunities may overshadow other important aspects. Key takeaways: Continue to foster a collaborative and unified approach among the partners. • • • • • • • • • • • • • • Memo:Partnership Assessment Findings and Next Steps October 5,2023 Page 3 of 3 Continue to encourage open communication,trust,and shared goals to maximize efficiency and effectiveness. Maintain responsible financial management and consideration of long-term sustainability with balancing the ratepayer needs and prudent use of resources. Continue to regularly assess financial reserves and explore opportunities for cost savings or efficiency gains without compromising service quality. Continue to share results and partnership outcomes and impacts with relevant governmental agencies and stakeholders to demonstrate the effectiveness and value of the partnership and to identify areas for further improvement. Continue embracing a culture of continuous improvement and strive for excellence while not changing for the sake of change. Continue to consider opportunities to leverage technology for efficient and effective operations and management. Based on the analysis of the key findings and takeaways,the following could help strengthen the partnership even more. Recommendations: Collaboration on joint learning and professional development,training and cross-agency collaboration. Implementation of an annual joint staff meeting or activity between Eugene and Springfield staff. Additional opportunities and encouragement of staff to build their understanding of the MWMC overall,how the partnership works,the Mission,Vision and Values Statements,etc. Assessment of anticipated short-and long-term needs with consideration to staff capacity and succession planning. Exploration of broadening the MWMC vision beyond day-to-day operations and what opportunities could help achieve a more holistic vision of clean water and the environment. Exploration of additional cost-effective tactics to increase public awareness of the MWMC. Assessment and refinement of short and long-term communications strategies and tactics both externally and internally. Solicitation of feedback from Commission members on usefulness of the MWMC Monthly Report. Next steps include prioritizing these recommendations based on feedback from the Commission. ACTION REQUESTED Information and discussion;staff welcomes Commission feedback on the recommendations.