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HomeMy WebLinkAbout2008-10-14 - MinutesCity Council Water & Sewer Meeting Minutes October 14, 2008 Page I of 5 Member Aldermen Mayor Dan Coady 4D Ward 1 Position 1 — Adella Gray a e ev 1 le Ward 2 Position l- Kyle rt Cook City Attorney Kit Williams � Ward 3 Position 2—Robert Ferrell Ward 4 Position 2 - Lioneld Jordan City Clerk Sondra Smith ARKANSAS City of Fayetteville Arkansas City Council Water & Sewer Committee Meeting Minutes October 14, 2008 A meeting of the Fayetteville City Council Water & Sewer Committee was held on October 14, 2008 at 5:15 p.m. at the Fayetteville Town Center on Mountain Street, Fayetteville, Arkansas. MEMBERS PRESENT: Alderman Kyle Cook, Chair; Alderman Lioneld Jordan; Alderwoman Adella Gray MEMBERS ABSENT: Alderman Bobby Ferrell OTHER ALDERMEN PRESENT: Alderwoman Shirley Lucas; Alderwoman Nancy Allen STAFF PRESENT: David Jurgens; Ron Petrie; Fire Chief Tony Johnson; Bud Thompson; OTHERS PRESENT: Billy Ammons, OMI Chairman Kyle Cook called the meeting to order. 1. Approve minutes Alderwoman Adella Gray moved that the minutes of the Water & Sewer Committee meeting held on August 26, 2008 be approved. The motion was seconded and passed unanimously. 2. 2008 State and Tribal Assistance Grant Acceptance David Jurgens said this is an acceptance of the grant the City applied for about three months ago. EPA Region 6 representatives have said we should be receiving the grant within the next couple of weeks. There typically is a very fast turnaround time for signing the acceptance of the grant so he wanted to get the process underway. Alderwoman Gray moved that this STAG award be accepted Alderman Jordan seconded the motion and it passed unanimously. 3. WSIP Non -Critical Tieover WL -9 David Jurgens said the low bid on this project came in at $1.5 million from Goodwin & Goodwin. They have done some work for the City before. This bid was slightly above the engineer's estimate but staff feels it is a good bid price. He said because of the biosolids issue, staff is trying to reduce the scope of work on this job but hasn't finalized anything. For this 113 West Mountain 72701 (479) 521-7700 (479) 575-8257 (Fax) accessfayetteville.org City Council Water & Sewer Meeting Minutes October 14, 2008 Page 2 of 5 reason Mr. Jurgens is asking for approval to forward this contract to the Council with the understanding that the amount will be this amount or something less. He said staff has looked at the job to see what could possibly be deferred to in-house crews. Though this is a good bid as is he is trying to scrape up every dollar possible for biosolids solutions as they come up. Alderwoman Gray moved that this contract be forwarded to the City Council for approvaL Alderman Jordan seconded the motion and it passed unanimously. 4. Mt. Seauovah Pressure Plane Change Order #1 David Jurgens said this is the change order that generated the discussion about the Mt. Sequoyah (Hyland Park) pressure plane tank. He said this change order is simply updating the prices from the 2005 contract and amending the contract to increase the engineering contract by a small amount. He said we are also throwing in a contingency because this project has the potential to need an engineering contingency. In response to a question from Alderwoman Gray, David Jurgens said information has been sent to the POA outlining each specific point where there is a potential tank spot, the exact height and footprint needed for that tank at that location and the offsite easements needed. The POA and staff will meet again to discuss this information and then see where we go from there. Alderwoman Gray asked what the next step will be. David Jurgens said he will call the POA and try to set up a meeting. Alderwoman Gray moved that this change order be approved. Alderman Cook seconded the motion and it passed unanimously. 5. Southpass Sewer Cost Share David Jurgens said this is a discussion of the city's willingness to participate in 50% of the cost of extending sewer to this area. Ron Petrie reviewed a map with the Committee and said staff looked at several possible routes to get the sewer from the park in South Pass to EL -3 for which upgrades have already been approved to take into account the additional flow in this area. Cost estimates for each alternative were also distributed to the Committee. Alternate A which utilizes an existing crossing under I540 is the least expensive ($1.5 million). This would also include upgrading an 8" line on Custer to a 12" line. The next alternative is Alternate B which is more in the Custer Drive area and pumps it further to the north along the interstate. The cost for this is around $2 million. Alderman Jordan asked if we would go through the neighborhood on Custer. David Jurgens said we would be going through the neighborhood to upgrade the line but it would be exactly where the sewer lines are now. We would dig up at both ends and where the connections are and it would not be nearly as invasive as laying a new sewer line. Ron Petrie said there is one small area from the interstate crossing up to Custer where we do not currently have an easement. This goes between two houses and we would need to acquire an easement there. 113 West Mountain 72701 (479) 521-7700 (479) 575-8257 (Fax) accessfayetteville.org City Council Water & Sewer Meeting Minutes October 14, 2008 Page 3 of 5 Alderwoman Lucas asked if there is enough room there for the line to go through. David Jurgens said he believes there is an existing drainage easement there already though he isn't sure if it is in the same place. He believes there is space there to put the sewer line through. Ron Petrie said with the proposal we have this cost would be shared 50150 with Southpass. He drew the Committee's attention to a column on the handout labeled "Park Only". This is the cost to the City to supply to just the park ($634,000). This would require a little bit smaller pump. The same routing would be used up to Custer but the pipes through Custer would not have to be enlarged if we do just the park. He said the ideal alternative is Alternate D because it is gravity flow all the way but this option is very expensive. David Jurgens said Alternate D is the long range plan. Someday we'll be there but not today. Alderman Jordan asked why we are doing a cost share now if we don't know if we are going to approve Southpass. Ron Petrie said we are bringing all these items together as one package. Since these items will be following the PZD to the Council, at the Council level we would not vote on this until the PZD is approved. David Jurgens said this is just the water & sewer portion of the same cost share proposal going before the Street Committee. Alderman Cook said this was part of our original agreement with these developers. Ron Petrie said the agreement reads that "the City of Fayetteville and Southpass shall cost share 50/50 all costs of extending sewer to the community park site. Neither shall charge for the acquisition of necessary water/sewer easements across their property to serve their land within this 800 acre area. " He said what is at Council right now is not the actual agreement so we won't be encumbering the funds at this time but will be saying we will do it in the future. It is anticipated that the city's portion of the funding will come from the impact fee fund. Alderman Cook asked if staff is asking the Committee which alternative they support. Ron Petrie said it is his understanding that the Council is looking for a recommendation from this Committee as to whether or not to cost share. He said the original agreement was really broad and we are now slowly getting it narrowed down and focused. Since we now have new information (cost and concept) this would be a reaffirmation of the agreement. David Jurgens said if the Committee does not want to make a recommendation they could decide which alternate they prefer and ask that it be included in the total Southpass package and defer the other decisions to the Council. He said the sewer portion of this is a very small piece of a much larger package and this way the entire bundle is discussed at the Council level. At this time we don't necessarily need a recommendation other than saying that the Committee concurs on one alternative and if this goes forward and gets approved, that is the alternative on which the city will cost share. Alderman Gray said this sounds good to her. 113 West Mountain 72701 (479) 521-7700 (479) 575-8257 (Fax) accessfayetteville.org City Council Water & Sewer Meeting Minutes October 14, 2008 Page 4 of 5 David Jurgens said it is not the intent that we get a decision on the entire Southpass project at this meeting. Staff just wants to make sure the Committee is informed as to the sewer piece of that package. Alderman Cook said he likes Alternate A because it is cheaper but it does go between two houses. Alderman Lucas said she doesn't want to do this part right now. Alderman Jordan agreed. Alderman Cook said he understands Mr. Jurgens' comment that if we do support Southpass and we do agree to cost share with them, staff needs to know which one of the four alternatives presented we want to support. In response to a question from Alderwoman Gray, David Jurgens said Alternate A does go between two houses. He said staff can provide a bigger map of this area to confirm whether the existing drainage easement between those houses is in the right area. He said we are not talking about a big deep sewer line but a residential sewer line. It could even be a pressure line which is a little bit smaller and shallower. We can get that information to the Committee. Alderman Cook said he supports Alternate A contingent on how it affects those two houses. Ron Petrie said even without a yes or no this should probably be forwarded back to the City Council with Alternate A as the preferred alternative subject to the information regarding the line between the two houses. The other option is to hold it here. Alderman Cook said at the pace we are going he doesn't see Southpass passing anytime soon. He suggested that we look at Alternate A and see what it does. 6. WSIP Update Information attached to agenda. Mount Secluoyah Water and Sewer Upgrades No discussion 8. Sanitary Sewer Rehabilitation Project Update No discussion 9. Biosolids Update David Jurgens said based on the comments of a contact in Oklahoma it is unlikely that we will be able to use the Sand Springs landfill due to ODEQ requirements. At this point the contract with Sand Springs is essentially void. We have been taking one to two loads there a day and the rest we have been taking to Russellville. But the impression he gets from ODEQ is that the Sand Springs facility will be closed to all biosolids except Class A & B (ours are neither Class A nor 113 West Mountain 72701 (479) 521-7700 (479) 575-8257 (Fax) accessfayetteville.org City Council Water & Sewer Meeting Minutes October 14, 2008 Page 5 of 5 B) so we are not expecting to be able to use them next year. CDM is working on the evaluation of viable alternatives for the City and we should have that report in December. They are not making a specific recommendation but are giving us a list of pros and cons pertaining to each of the alternatives. As far as next year's OMI contract which will be coming forward on the next Water & Sewer Committee agenda, their pricing is based on the existing Russellville landfill prices with the anticipation that the prices next year will be comparable. 10. HiAway 265 Water/Sewer Relocations and 36" Water Line David Jurgens said this item involves the water & sewer relocations for Hwy 265 and includes building the 36" water line down 265 and over to the existing 36" line on Old Wire Road. He said we have talked about this off and on over the years and it is now time to begin initiating the engineering. We selected McClelland Consulting Engineers several months ago and that contract will be coming forward at the next meeting. Simultaneous with that we are intending to bring forward a resolution pertaining to a water and sewer revenue bond. This was identified within the water & sewer rate study and so we are proceeding forward with the plan that has been discussed. This project will be a cost share between the city and the AHTD. That information will be in the packet when the engineering contract is brought forward. At this point there are only estimates based on where we think things will go. Nothing is locked in simply because we don't have the engineering contract under way for them to start doing some of the serious work of figuring out what is and is not inside the right-of-way. Alderwoman Gray asked if the biosolids alternatives might affect the OMI contract. David Jurgens said it could, depending on exactly how we plan to do that. He said rather than hire an outside consultant to do the design work he is hoping we can do all the design and construction management in-house. This would save money on the engineering contract and save time as well. It may affect the OMI contract and if that is the case we would have to come back with a specific amendment pertaining to that. He said next year we will also have to make a decision about whether to do our wastewater treatment, lift station, SCADA and NPDES work in-house or go out for another professional selection for that service. All this complicates the issue. 11. Water/Sewer Committee Meeting The next Water & Sewer Committee meeting is scheduled for Thursday, November 13, 2008 following the Council Agenda Session. A meeting may also be scheduled earlier if necessary due to the number of items needing decisions. There being no further discussion, the meeting was adjourned. 113 West Mountain 72701 (479) 521-7700 (479) 575-8257 (Fax) accessfayetteville.org