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Home My Public Portal About2017.12.01 Special MeetingMINUTES McCall City Council Special Meeting McCall City Hall -- Legion Hall December 1, 2017 Call to Order and Roll Call Work Session Adjournment CALL TO ORDER AND ROLL CALL Mayor Aymon called the regular meeting of the McCall City Council to order at 9:06 a.m. Mayor Aymon, Council Member Giles, Council Member Holmes, Council Member Nielsen, and Council Member Witte all answered roll call. City staff members present were BessieJo Wagner, Interim City Manager/City Clerk; Shay Tyler, Deputy Clerk; Linda Stokes, City Treasurer; Nathan Stewart, Public Works Director; Levi Brinkley, Water Distribution Superintendent; Matthew Dellwo, Water Operations Manager; Linda Stokes, City Treasurer; Traci Malvich, Human Resources Manager; Meg Lojek, Library Director; WORK SESSION 2017 Draft McCall Water Master Plan Presentation Public Works Director Nathan Stewart began the work session for the draft McCall Water Master Plan (WMP) with a quick overview explaining the purpose of having a master plan and the Department of Environmental Quality's (DEQ) requirement for an updated WMP every 5 years. Eric Landsberg of SPF Water Engineers (SPF) gave the presentation. For over 2 years, the Public Works/Water Department and SPF have been in the development stages of a new WMP. Utilizing a 50% matching grant from the Idaho Department of Transportation, SPF was hired to complete the technical analysis and draft the 2017 WMP. The plan evaluates the existing conditions of the water treatment and distribution system; documents the City's water rights; develops a hydraulic model for identifying deficiencies and forecasting system performance over time; defines current customer demand and forecasted growth over time based on historical data; and ultimately describes a 20 year Capital Improvement Plan (CIP) that will meet regulatory requirements and establish industry standard maintenance and infrastructure replacement programs. Mr. Landsberg briefly went through the five steps of the WMP which are existing facility uses and conditions; historical water usage and projections of water usage of the next 20 years; hydraulic modeling results (deficiencies in distribution, storage system); analysis of facility needs; and project timelines and cost. He discussed in more detail the water system facilities, pipe layout and age, and how those systems work. The existing water system facilities and pipeline have a total replacement value of $115 million with three quarters of the value being underground in the pipeline. McCall City Council Special Meeting Page 1 of 3 December 1, 2017 Water Production and Treatment Currently, the City's water production ranges from .5 million gallons in off season to up to 3 million gallons in the summer (2012-2017) which is mostly residential water use with a few unique users. The peak demand can be almost 5.3 million gallons per day (mgd). Average growth is 3% annually with a projected peak growth from roughly 5.5 million gallons to close to 10 million gallons per day over the next 25 years. None of the data is taking into consideration any annexation of the impact zone. There are 3248 existing connections on the system but some of those connections can have multiple units such as an apartment building. A capacity analysis was done including Legacy Park and Davis Beach raw water pump stations (one station can pull 3.06 mgd). The Legacy Park station needs structural repairs due to settling, roofing, and siding, and staff is looking at the elimination of the chlorine treatment feature. Davis Beach is piped in a shallower area of the lake lowering the water quality in the summer and does not have enough stand by power for the facility. Currently, the raw water stations are at max capacity for supply at peak season and do not have room for much more growth without upgrading. Adding a generator at Davis Beach and upgrading a third pump at Legacy Park would bring the water capacity up an additional 4784 ERU's or 3.06 mgd. The water treatment plant needs a new chlorine generation system, actuated valves, soda ash feeder, and SCADA computer upgrades as well as the facility will exceed its capacity by 2038 if the annual growth continues at the projected 3%. Storage The water storage tanks are in good condition but additional storage capacity will be needed by 2026 so a new one million gallon tank is included in the CIP for 2025 with an estimated cost of $2.2 million and will be the largest single project in the next 10 years. The three booster pumps stations are fairly new and in good condition. Those needs identified are improved access and weather protection for Betsy's pond and a redundant fire pump for the west side pump station. There are some safety issues that need addressed as well. The water mains are 74% of the replacement costs due to the age and materials of the existing system. The hydraulic distribution system was examined for flow and pressure in the fire hydrants with priority put on any hydrants that came below 500 psi. Good pressure is between 1000-1500 psi. The goal is to replace 15 fire hydrants per year, replace 160 water meters per year, 4700 linear feet of main pipelines per year, undersized piping, and combine replacement with planned roadway projects save on costs. Mr. Landsberg went over the major capital expenditures, the 10 year CIP, and the 2018 budget. Public Works Director Stewart explained the treatment, storage, and pumping are regulatory requirements from DEQ before they will approve the WMP whereas the distribution piping improvements are not but necessary nonetheless. 75% of the CIP investment is on the distribution side so there is flexibility in what improvements come first. The WMP is act one of a 3-part play and is a tool to help plan a way forward. Act two is completing a rate study to define the actual costs and needs, including offering help to large water users to bring usage down and find better ways to operate. A rate increase has not been implemented in the past nine years but at the same time look for other funding sources to try to minimize what that rate increase will be. The third act will be to amend the CIP to reflect changes brought about by the rate study, etc. To summarize, the next steps is to submit the WMP to DEQ in the coming week, compile comments from the Council and DEQ, finalize revisions to the plan during December, hold a tentative public hearing for Council adoption on December 28th, begin the rate study in 2018, and complete the list of CIP projects with a goal of rate divisions by summer 2018. Public Works Director Stewart stated he McCall City Council Special Meeting Page 2 of 3 December I, 2017 would like to see the new rates in place for the 2019 budget, a new water policy, and be moving forward with the CIP. Strategic Plan for the Library Expansion Project Library Director Meg Lojek introduced the strategic plan for the Library Expansion project and presented a review of the current project status. She reported book circulation has gone up 82% in the last 13 years, and programing has exploded at a 567% increase. She believes the reason behind the increase is a backlash against everything going digital and a desire to connect with others because of the interne based life. The needs identified by the community includes a meeting space, programs, computer use, maker's space, and with the changing needs of the community the library's focus and services have evolved. The 21st Century Library is not just about books any more, it is about community. Heather Haynes, Library Expansion Committee (LEC) Chair gave an overview of the process to where they are at now and are ready to begin raising funds. Beth Markley and Amy Rush, fund raising consultants, spoke on the plan for raising those funds. Top of the list is to establish a partnership with a 501(c)(3) fiscal sponsor, set a goal of a $3 million for a campaign, advocate the City to match the public campaign, and launch the campaign with an informational meeting and fundraising training. Interim City Manager BessieJo Wagner pointed out that the expansion of the library creates a rehoming issue for the Parks Department at an approximate cost of $2 million and she expressed the necessity of taking those expenses into consideration. There was monies set aside in the budget to move the police department, reconfigure City Hall to bring the Annex staff over, and move the Parks & Recreation staff from the Airport to the Annex due to FAA non-compliance. There are not enough funds to also relocate the Parks equipment area. There was discussion of moving the library off campus. Both staff, members of the Library Board of Trustees, and Beth Markley stated they all have contemplated the option, but due to the difficulties it is not a very viable option at this time. Council directed staff to come up with some procedural strategies on how to accommodate the LEC's request. Library Director Lojek will meet one on one with the new Council members prior to the Council retreat on Jan 26, 2018 to catch them up to speed on what has been accomplished on this project up to date. ADJOURNMENT Without further business, Mayor Aymon adjourned the meeting at 12:15 p.m. ATTEST: Bessie o W. ="ter, City ..0111111811110 ' i U SE : AL •: v •s o_ 11) N� 0�` ckieJ. McCall City Council Special Meeting December 1, 2017 Page 3 of 3