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HomeMy Public PortalAbout2008.06.28 PLWSD Memo Of Understanding on Joint Advisory CommitteeMEMORANDUM OF UNDERSTANDING ON A JOINT ADVISORY COMMITTEE The City of McCall (City) and the Payette Lakes Recreational Water & Sewer District (District) herewith create a JOINT ADVISORY COMMITTEE with the intent of assuring a mutually beneficial working relationship between the City and District as they pursue their separate responsibilities and respective interests in the shared McCall Wastewater Treatment System, as it exists on Jun441, 2008. This Agreement is applicable to the operation and the operating and capital improvement cost allocation of the Wastewater Treatment System, referred to as the "System", which consists of the existing wastewater treatment plant, the existing treated wastewater storage facility, and the existing system for the disposal of treated wastewater. COMMITTEE MEMBERSHIP The Joint Advisory Committee will consist of one elected member and one employee each from the City and the District. Such representatives shall: 1. Possess an informed grasp of the McCall Wastewater Treatment System. 2. Have direct access as may be necessary to the McCall City Manager or, respectively, to the Manager of the District. 3. Act as an honest broker to represent the views and recommendations of the Advisory Committee to the City Council and the District Board. AUTHORITY Both the City and the District have separate authorities and duties arising from their responsibilities to customers and the public. This MOU changes none of that. The Joint Advisory Committee will only be advisory to the City and the District. It is understood that a City Engineer chosen by the City Council and a District Engineer chosen by the District Board will each continue to advise their respective entities. Although the City Council and the District will listen to or consider advice and views from other sources, each parry will rely primarily on the advice and engineering expertise of its own engineer. If and when the McCall Wastewater Treatment System is relocated or modified in a material way that affects either party's authorities or responsibilities the parties shall modify this MOU as may be necessary. PURPOSE The Joint Advisory Committee will meet not less than quarterly to review joint operations, cost and new hookup allocations, and assess potential issues. Their assessments shall be advisory and their reporting shall attempt to prevent future problems. The goal of the Joint Advisory Committee is to assure that decisions about sewer service are sensitive to the needs of both the City and the District users and that those decisions provide adequate, efficient, reliable and quality service to all in a fair and equitable manner and at reasonable costs. Memorandum of Understanding. 1 June 13, 2008 If the Joint Advisory Committee reaches an impasse on an issue, both the City Council and District Board will work collaboratively to resolve it fairly, prior to any formal actions being taken. REPORTS AND RECORDS The representatives of the Joint Advisory Committee will prepare minutes of each meeting, which, after approval of both parties, will be provided to their respective sponsors. A file will be kept of these minutes by the McCall City Council and the District Board for review when necessary at their meetings. COST AND HOOKUP ALLOCATION METHODOLOGIES COSTS: Costs incurred in the joint operation of the existing system will be shared and allocated in the following manner: Equivalent Dwelling Units (EDUs) and flow data will be determined as of June 1 of each year for the preceding twelve (12) months and will incorporate May flow rates, in order to allow for developing the next year's budgets. The data will be applied to cost allocations beginning October 1. Flow based allocation: This method of allocating costs will be used for both direct and indirect costs that relate to the amount of flow in the wastewater treatment system. Each side will pay the percentage of these costs related to the proportion of flow it contributed to the system in the previous year. The parties realize that different flow monitoring devices may lead to different measurements for the same flow. The parties will use the most complete data they have to determine flow proportion, will have their flow meters calibrated by a third party annually or biannually, and will reconsider their data sources as monitoring systems are changed or expanded. EDU based allocation: This method of allocating costs will be used for current costs and capital repair items, replacement of broken or worn-out parts, etc. which keep the system at its current capacity, as well as overhead costs that cannot be directly related to the flow through the system. It will also be used to fund improvements, equipment, or methods that add capacity to the existing system. Costs will be allocated between the parties based on the percentage of total EDUs in the jointly operated system that were hooked to each party's respective collection system in the previous year ending May 31. EDUs will be defined using whatever definition is directed by the Department of Environmental Quality of the State of Idaho. HOOKUPS: Hookups will be allocated in accordance with the McCall Wastewater Policy in a manner that balances the following factors: 1. The historical ratios and commitments both parties have used and made when considering future growth projections; 2. The current needs for hookups both parties have experienced; 3. The capacity of the existing system and maximum allowable growth rate within which both parties must operate; and Memorandum of Understanding 2 June 13, 2008 4. Other considerations concerning when the applicants could realistically be expected to have a significant impact on the amount of sewage flows. DEFINITIONS EDU — Equivalent Dwelling Unit. IDEQ — Idaho Department of Environmental Quality, an agency of the State of Idaho Direct Costs — Labor (including benefits), materials, supplies, and equipment, associated with the cost of treating the effluent flow into the System. Indirect Costs — Costs associated with the operation of the System, but not directly related to the effluent flow into the System, such as supplies, fuels, professional services, travel, repairs to the facilities, etc. Overhead Costs — Costs of other city departments that are applied to the operations of the System, such as management costs, personnel costs, and various administrative costs. Capital Costs — Costs of future System improvements, expansion, upgrade, or major component replacement, including Debt Costs, or the costs of repaying System debt, such as bond principal and interest repayment. Passed and approved this ZO /-3' day of June, 2008 Payette Lakes Recreational Water and Sewer District By Vevig, Chaiy ierson Attest: By amie Melbo, Secretary Passed and approved this ,7•2� day of June, 2008. CITY OF Mc By Attest: By ulesza, Mayor Brenna Chaloupka, Acting Cit}% Clerk Memorandum of Understanding 3 June 13, 2008