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Home My WebLink About7/24/00 . Water Board Agenda Regular Meeting July 24,2000 7:00 PM 1. Call to Order 2. Approve Agenda 3. Approve Minutes -regular, June 26, 2000 4. Continued Discussion Items a) Well # 5 - Status Report b) Well # 3 - Status Report c) Central Maintenance Facility - Funding Considerations d) Wellhead Protection Program 5. New Business . a) Meter Reading Contract 6. Approve Bills 7. Financial Report 8. Open Forum 9. Adjourn . . . . City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us Item 4b TO: Water Board FROM: Lee M. Mann, P.E., Director of Public Works/City Engineer SUBJECT: Well No.3 Update DATE: July 24, 2000 INTRODUCTION Well No.3 is currently in the process of being rehabilitated. DISCUSSION Further pumping of Well No.3 has not resolved the issue regarding the unacceptable levels of sand being pumped. Mr. Dick Foster of Bonestroo and Associates will be present at the meeting to discuss the issues and assist the Water Board in determining a course of action. BUDGET IMPACT To be determined based on course of action to be taken. ACTION REQUESTED Consideration of the issues to be presented at the meeting and subsequent determination of action to be taken. Respectfully submitted, 'oz{m ~ Lee M. Mann, P .E. Director of Public Works/City Engineer cc: file . . . City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us Item 4c TO: Fannin~onVVmerBo&d FROM: John F. Er&, City Administrator SUBJECT: Central Maintenance Facility - Funding Participation DATE: July 12, 2000 INTRODUCTION The VV ater Bo&d has been approached regarding their participation in funding the new Central Maintenance Facility (CMF). Information has been provided to the VVater Board by this office reg&ding a proposed contribution level over life of the 20 year bonds issued to construct the facility . DISCUSSION As previously proposed, the City is respectfully requesting a 15 percent contribution of the annual debt service on the bonds issued for the construction of the CMF. This is equivalent to the Sanitary Sewer Fund annual contribution percentage. Bond principle and interest repayment is projected over a period of20 ye&s It is estimated that the VVater Board's annual contribution will be approximately $70,500, based upon a total debt service payment of $470,500 over the entire repayment period. This represents a 15 percent sh&e of the total annual debt service for the CMF. VVith respect to the VVater Board's recent meeting of June 26, 2000, it is my understanding that. two additional issues were raised regarding the CMF. The first issue had to do with the Board's inclination to contribute to the CMF's operating costs, such as utilities, grounds maintenance, janitorial etc. The City is grateful for the Board's willingness to participate in these overhead costs that could be calculated using a simil& percentage for each category of overhead expense. For example, 15% multiplied against monthly utility costs would be a suggested methodology. The second issue brought to my attention by Public VV orks Director Mann relates to a question by the Board regarding owner equity in the facility. As I understand, the Bo&d desires to ascertain whether the invested equity in the building is redeemable should water operations be shifted to another facility in future years. The question, while valid, is difficult to respond to given a number of different variables. For example, determining the value of owner equity in a public facility factoring in depreciation, the state of the facility as well as attempting to predict what the nature and scope of on-going municipal operations would be in 20 years would be extremely difficult at this time. It should be pointed out that any appraisal value would not include the value of the land as the City owns the property the facility sits on. In addition, this office would be unable to gauge how . the political landscape or legislative sensibilities would impact these discussions twenty years from now. Accordingly, it is reasonable to assume that 20 years from now should the Water Board wish to negotiate a buyout of its interests in the facility, that this question could be explored at that time. Unfortunately, this office is unable to offer anything more concrete in this respect. ACTION REOUESTED Should the Water Board have any further questions, please feel free to contact me at your earliest convenience. In order to bring this issue to closure, it is respectfully requested that the Board adopt a formal motion establishing the level of financial contribution to the City in funding the construction costs associated with the Central Maintenance Facility. File . . . . . It should be pointed out that any appraisal value would not include the value of the land as the City owns the property the facility sits on. In addition, this office would be unable to gauge how the political landscape or legislative sensibilities would impact these discussions twenty years from now. Accordingly, it is reasonable to assume that 20 years from now should the Water Board wish to negotiate a buyout of its interests in the facility, that this question could be explored at that time. Unfortunately, this office is unable to offer anything more concrete in this respect. ACTION REOUESTED Should the Water Board have any further questions, please feel free to contact me at your earliest convenience. In order to bring this issue to closure, it is respectfully requested that the Board adopt a formal motion establishing the level of financial contribution to the City in funding the construction costs associated with the Central Maintenance Facility. File . . . City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us Item 4d TO: Water Board FROM: Lee M. Mann, P.E., Director of Public Works/City Engineer SUBJECT: Wellhead Protection Program - Proposal for Services DATE: July 24, 2000 INTRODUCTION The Water Board has requested the attached proposal for completion of Phase I of the City's Wellhead Protection Plan. DISCUSSION Mr. Doug Bergstrom of Northern Environmental Technologies will be at the meeting to present the proposal of services to complete Phase I of the City' s Wellhead Protection Plan. BUDGET IMPACT The total cost to complete the Wellhead Protection Plan and perform modeling of proposed future well locations is $7,500. ACTION REOUESTED Authorize Northern Environmental to perform the services outlined In the attached proposal regarding the Wellhead Protection Plan and future well modeling. Respectfully submitted, ~.~~ Director of Public Works/City Engineer cc: file . . . ! Northem EnvIronmental'" HfdroIO(J;sts . Engineers . GeoJogjsrs 312 West County Road D New BrIghton, Mil 55112 651-835-9100 8O(J...T7Fr7769 Fax 651-83$-0643 July 20.2000 (P2979) Mr. Lee Mann City of Farmington 325 Oak Street Farmington, Minnesota 55024-1358 Re: Proposal for Completion of Phase 1 Wellhead Protection Activities, City of Farmington Dear Mr. Mann; At your request. we have prepared this proposal for you and the Water Board to complete the wellhead protection activities discussed at the Water Board meeting on June 26, 2000. The City of Farmington's wellhead protection project was initiated in November 1994. Project activities included groundwater flow model development, wellhead protection area (WHPA) delineation, drinking water supply management area (DWSMA) delineation, and aquifer and well vulnerability assessments. A report containing the preliminary results of these actiyities was prepared in August, 1995 and was submitted to the Minnesota Department of Health (MDH). MDH staff reviewed the submittal and provided comments in October, 1995. Northern prepared a response to the comments and submitted the response to the MDH in January, 1996. MDH staff responded again in April 1996 with additional comments on the WHPA delineation. Such exchanges were typical of MDH management of the wellhead protection program in 1995 and early 1 SSG while the formal rule was still evolving and MDH'staff were gaining experience in applying it Scope of Work The scope of work below describes the work requested by the Wa~r Board in support of gaining approval by MDH of the delineation report (Phase 1) for the City's Wellhead Protection Plan: Task 1. Perform a 24-hour aquifer test to determine aquifer transmissivity, including data reduction and preparation of letter report; Task 2. Revise the Phase 1 Delineation Report, including an update of the groundwater flow model with results of the aquifer test, the addition of well #5, recomputing WHPA and DWSMA delineations. calculating the vulnerability of Well #5, and responding to MDH staff comments in their April 25. 1996 letter . It is our understanding that the tritium testing requested by MDH has taken place and that the results will be made available for our use; Though outside the Wellhead Protection Rules specifically, the Water Board has requested that we include another task in this phase of our work: Task 3. Perform groundwater modeling of proposed future locations and make recommendations to the Board regarding the suitability of these potential locations. S:\PROf'OSALIZOOOUUL Y\PU7UlOC: i:00~ "t176'ON "t"t9"t~917 ~ l~~N3WNO~I~N3 N~3H~~ON 00:n 000i:/0C:/l.0 . . . Schedule Task 1; This task will take approximately two weeks to complete once the test has been scheduled. We anticipate that this task will be performed in the Fall of 2000 after summer water demand subsides. . Task 2. We anticipate that this task will take approximately four weeks after the completion of Task 1. Task 3. This task will be completed approximately two weeks after the completion of Task 2. Cost Task 1. This task will cost $2,500 per well to complete. We believe that testing a single well will meet the needs of MDH. . Task 2. This task will cost $4,000 to complete. Task 3. This task will cost $1.000 to complete. Weare grateful for the opportunity to be of continued service to the City of Farmington Water Board. If you have any Questions, or wish additional information, please call either of us at {651} 635-9100. II 2QOO HQ/Ul....... EnWonITIlnIlll T eChna/Gllia. lI1c. S:\PROPO$...~oaUUL Y\P2179.DOC Sincerely, NORTHERN ENVIRONMENTAL TECHNOLOGIES, INC9RPORATED /-/~/~ Daniel P. Barrett, PG Senior Hyd~ eologist 1211a : H 000c/0c/L.0 k:00~ "t176.0N "t"t9"tk:917 ~ l~lN3WNO~I~N3 N~3Hl~ON . . . City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmi~gton.mn.us TO: FROM: SUBJECT: DATE: INTRODUCTION Item Sa Water Board Members Robin Roland, Finance Director Water Meter Reading Contract July 24, 2000 In September 1999, the Water Board chose to contract with TKDA for water meter reading services. After a year of service, the contract is due for renewal. DISCUSSION Staff is very satisfied with the meter reading services provided by TKDA. The meter reader assigned to our City has remained the same since the inception of the contract. This continuity has given staff the ability to more efficiently process the meter readings and accurate billing has been the result. The combination of more radio read meters and the timely performance of TKDA has helped staff maintain a more predictable workload, even as we grow and add more accounts. BUDGET IMPACT Estimated annual cost for the 15,200 readings is $8,162, which is included in the Water Utility 2001 budget. The cost for this service from September 1999 through June 2000 has been $7,454. ACTION REQUIRED Authorize renewal of the meter reading contract with TKDA with a three-year term. Res~ctfully submitted, 44/~ Robin Roland Finance Director TKDA .ENGINEERS . ARCHITECTS. PLANNERS . . TOL TZ. KING. DUVALL, ANDERSON AND ASSOCIATES. INCORPORATED 1500 PIPER JAFFRAY PLAZA 444 CEDAR STREET SAINT PAUL. MINNESOTA 55101-2140 PHONE:651/292-4400 FAX:651/292-0083 June 26, 2000 Ms. Robin Roland Finance Director City of Farmington 325 Oak Street Farmington, Minnesota 55024-1374 Re: Proposal for Water Meter Reading Services Dear Ms. Roland: On behalf of Toltz, King, Duvall, Anderson and Associates, Inc., we are pleased to submit our response to your request regarding a firm to provide water meter reading services for the City of Farmington. Our services will be provided in the manner described in this proposal subject to the terms and conditions set forth in the attached "General Provisions of Architect-Engineer Agreement" dated October 1993. Hereinafter, the City of Farmington is referred to as the OWNER. I. PROJECT DESCRIPTION Based upon the discussion at your meeting with Verne Jacobsen ofTKDA, we understand that the selected vendor will read only radio or remote accounts and that uploading and downloading of the meter routes into City-owned reading equipment will be completed by the OWNER'S Staff. The OWNER has approximately 3,800 residential accounts that are to be read during the first three weeks of the months of September, December, March, and June. The accounts include both external remote and radio read water meters. Personnel utilized for reading meters shall have jackets and identification when working in Farmington. II. SERVICES TO BE PROVIDED BY TKDA Based on TKDA'S understanding of the Project, we will provide the following services: A. Provide personnel to read water meters. B. Provide jackets and identification for personnel reading the water meters. C. Provide transportation for meter readers. An Equal Opportunity Employer . . . Ms. Robin Roland City of Farmington June 26, 2000 Page 2 III. ADDITIONAL SERVICES If authorized by you, we will furnish or obtain from others Additional Services which are not considered as basic services under this proposal. Additional Services shall be billable on an Hourly Rate basis as defined in Article 3 of the General Provisions, and such billings shall be over and above any maximum amounts set forth in this proposal. IV. OWNER'S RESPONSIBILITIES The OWNER'S responsibilities shall be as set forth in Article 8 of the General Provisions and as further described or clarified hereinbelow: A. Provide meter reading equipment. B. Provide all services required to upload and download routes. C. Provide maintenance required on meter reading equipment. V. PERIOD OF SERVICE We would expect to start our services promptly upon receipt of your acceptance of this proposal and to complete SECTION II services within 12 months. Two additional years of services will be available to the OWNER, if desired, at the fees listed herein. VI. COMPENSATION Based upon a total of approximately 15,200 residential meter readings, TKDA will provide the desired meter reading services at a cost of 53.7rf, per read. The estimated annual cost would be $8,162 for the estimated 15,200 meter readings and total duration of the contract shall be for a period of one year. The provisions of Article 3.A of the attached General Provisions are hereby deleted in favor of the above method of compensation. . . . Ms. Robin Roland City of Farmington June 26, 2000 Page 3 VII. CONTRACTUAL INTENT We thank you for the opportunity to submit this proposal and are willing that this letter and attachments constitute a contract between us upon its signature by an authorized official of the City of Farmington and the return of a signed copy to us. If you require additional information or have questions regarding this proposal, please contact Verne Jacobsen at 651-282-4484. This proposal will be open for acceptance for 60 days, unless the provisions herein are changed by us in writing prior to that time. Sincerely, iJJd Darrel H. Berkowitz, CEO/Chairman 9J~ Verne E. Jac sen, P.E. Project Man ger ACCEPTED FOR THE CITY OF FARMINGTON, MINNESOTA By Title Date DHB:VEJ:adh ATTACHMENTS: GENERAL PROVISIONS . CITY OF FARMINGTON REVENUES AND EXPENDITURES ANALYSIS WATER FUND 06/30/2000 2000 BUDGET 2000 ACTUAL OPERATING REVENUES USER FEES 500,000 268,337 WATER PERMITS 15,000 11,210 METER SALES 25,000 53,094 CUSTOM SERVICE 1,000 TOTAL OPERATING REVENUE 541,000 332,641 NON OPERATING REVENUES WATER AVAILABILITY CHARGES 140,000 125,263 WATER MAIN TRUNK FEES SPECIAL ASSESSMENTS 99,000 45,822 INTEREST 100,000 50,000 MISCELLANEOUS ANTENNA LEASE 20,000 11,838 TOTAL NON OPERATING REVENUE 359,000 232,923 TOTAL ALL REVENUE 900,000 565,564 . EXPENDITURES SALARIES 61,956 28,614 OVERTIME 4,500 1,492 BENEFITS 10,274 4,700 PRINTING & PUBLISHING 2,732 2,797 PROFESSIONAL SERVICES 46,579 58,997 DUES & SUBSCRIPTIONS 521 1,788 SCHOOLS & CONFERENCES 1,018 200 TRANSPORTATION COSTS 1,485 1,177 EQUIPMENT MAINT/RENT 21,946 18,390 BUILDING MAINTIRENT 10,609 UTILITIES 51,754 20,811 SUPPLlESIMETERS 97,404 32,963 MISCELLANEOUS CAPITAL OUTLAY 10,000 10,000 TOTAL EXPENDITURES 320,778 181,929 OTHER FINANCING USES DEBT SERVICE 93,833 46,916 CONSTRUCTION (well #5) 300,144 CONSTRUCTION (2000 Trunk Watermain) 48,344 TRANSFER FOR ADMINISTRATIVE FEES 27,500 13,754 TRANSFER TO CONSTRUCTION FUND 250,000 TOTAL OTHER FINANCING USES 371,333 409,158 TOTAL EXPENDITURES & OTHER FINANCING USES 692,111 591,087 . INCREASE (DECREASE) TO RETAINED EARNINGS 207,889 (25,523)