FISCAL YEAR 2012/13 BOARD WORKSHOP · Fiscal Year 2012/13 Board Workshop January 21, 2012 Page 7 3....

FISCAL YEAR 2012/13

BOARD WORKSHOP

JANUARY 21, 2012

Fiscal Year 2012/13 Board Workshop January 21, 2012

FISCAL YEAR 2012/13 BOARD WORKSHOP

TABLE OF CONTENTS 1. Overview 2. Specific Projects and Actions from the Strategic Plan 3. Fire Department

a) Recap of Fiscal Year 2011/12 Projects b) Planned Fiscal Year 2012/13 Projects and Capital Purchases c) Planned Future Projects d) Planned Department Improvements

4. Administration


5. Water Division


6. Wastewater Collection Division


7. Wastewater Treatment Division



1. OVERVIEW

The District Fiscal Year 2012/13 Board Workshop provides the Board and staff an opportunity to review the accomplishments of the past year and discuss plans for the upcoming year. Fire, Administration, Water, Wastewater Collection, and Wastewater Treatment staff members will present pertinent information including: • Recap of prior year projects. • Planned projects and capital purchases for the upcoming fiscal year. • Planned projects for future years. • Planned department improvements. Much of the information considered during the workshop has a direct bearing on the remaining portion of the District Fiscal Year 2011/12 annual planning cycle and the upcoming Annual District Budget, since the projects, actions, and improvements considered (other than those planned for future years) will be funded through the upcoming Annual District Budget. To make the most effective use of the workshop planning process, the Board will be asked to provide direction whether or not to proceed with items presented. Those items approved for further consideration must have an identified funding source in the Annual District Budget to receive final approval.


2. SPECIFIC PROJECTS AND ACTIONS FOR FISCAL YEAR 2012/13

Specific projects and actions are the actual tasks that the District plans to accomplish in an effort to fulfill the District Mission and achieve the District Vision. The Annual Board Workshop identifies planned capital projects and purchases necessary to support specific projects and actions for the upcoming fiscal year. For Fiscal Year 2012/13, the District will continue to work on a few of the projects and actions that are not yet complete, and add more items throughout the year as the need arises. Specific projects and actions identified for Fiscal Year 2012/13 are as follows: 1. Financial Policies The District has a need to update existing, and develop non-existent Financial

Policies. This includes an investment policy which we will be working on later this year with the support of the District Financial Consultant.

The District will review existing policies, identify desired but absent policies, and

then develop draft financial policies for Board consideration. The Financial Master Plan and Budgeting and Internal Financial Practices will be closely related to this project.

2. District Policies

The District has a need to update existing, and develop non-existent District Policies. This includes Board Policies, Financial Policies (considered above) and Rules and Regulations for Water and Wastewater Service.

The District will review existing policies, identify desired but absent policies, and

then develop draft polices for Board consideration. Given the comprehensive nature of this project, we anticipate this will be a multi year effort, likely continuing into Fiscal Years 2012/13 and 2013/14.

3. Update Personnel Policy Manual The District has the need to update the Personnel Policy Manual on a regular basis

whenever policy practices or changes occur or when labor law dictates a change in policy. The Personnel Policy Manual was last revised on November 19, 2008 and is due for an updated revision.


3. FIRE DEPARTMENT

A. Recap of Fiscal Year 2011/12 Projects

B. Planned Fiscal Year 2012/13 Projects and Capital Purchases

C. Planned Future Projects

D. Planned Department Improvements


A. Recap of Fiscal Year 2011/12 Projects 1. PURSUE GRANT OPPORTUNITIES The following is a recap of our grants and status. FY2008 HSG Thermal imager $9,915 Completed HSG 6 Bendix King Radios $9,990 Completed FY2009 SAFER Additional Staffing $326,004 Denied HSG 6 Bendix King Radios $9,990 Completed FY2010 AFG Exhaust Removal System $24,500 Denied VFG 5 sets of turnouts $8,600 Completed SAFER Additional staffing $358,605 Denied

HSG Oxygen generator $11,748 Ordered FY2011 VFG 5 sets of turnouts $9,335 Ordered HSG VHF Mobil Radios $9,990 Applied AFG Squad replacement $103,300 Applied OTS Extrication Gear $20,700 Denied FEMA FPS Hazard Abatement $116,740 Denied 2. REPLACE WATER TENDER 51 Water Tender 51 was taken out of service November 2009 (blown engine). This was somewhat expected due to age 1978, and service time. The replacement Water Tender will be required to meet the 2010 smog standards. This makes pricing used equipment a little more difficult. What we are finding is the cost to meet the new standard for smog on diesel engines will be $15,000 - $20,000. We have found water trucks in good condition for $50,000. We would be able to do most of the modifications ourselves to satisfy Fire Department requirements. Status: Continuing with R & D Cost: $70,000


3. CAPNOGRAPHY MODULE FOR ZOLL 12 LEAD MONITORS ICEMA may be requiring Capnography in the near future. The discussion is strong, so in anticipation of ICEMA mandating agencies to use Capnography we would like to budget for the conversion to our current monitors. Current cost per unit is $3,820 X 3 monitors. We would only purchase if it becomes mandated. Used held-over funds from 2010/11 budget (assign to a designated fund), no additional funds required from 2011/12 budget. Status: Completed Cost: $11,460 4. TURNOUT GEAR REPLACEMENT PROGRAM With the Volunteer Fire Assistance Grant this past year we will only need to continue this expense for two more years instead of three. We will be unable to keep the cost at $1,700 per set due to cost increases. At this time it appears that the increase is $200, for a total of $1,900 per set. This is still the low bid (best of three) price. Status: Completed (Two years ahead of schedule, $18,000 savings to the district from Volunteer Fire Assistance Grants)

Annual Cost: $9,500 5. SNOW CAT REPLACEMENT We have been successful in acquiring two Snow Cats and trailers by working with SCE and the WA Tucker Foundation. We are currently evaluating the equipment. It appears that it will fulfill our emergency transportation needs for the next several years. Status: Completed Cost: $0



1. FIRE HAZARD ABATEMENT PROGRAM Last year’s program was extremely effective. The majority of property owners voluntarily complied with the abatement orders. This year we hope to improve the program we now have an Ordinance in place to abate properties where owners refuse to comply. This will assist the department with local credibility by letting those responsible owners see that all owners will comply with the County hazard regulations. The monetary outlay for the program is only an estimate. It will be dependent on: 1. How many properties are out of compliance? 2. What a contractor will charge for each property. 3. How much will be recovered through the property owner, either by paying their

bill, or a lien on the property. Estimated Cost: $100,000 2. REPLACEMENT OF BREATHING APPARATUS (BA) BOTTLES BA bottles have a life of 15 years. At that point they must be replaced. This coming year we will have five coming due for replacement. Estimated Cost: $3,500

3. SQUAD 51 REPLACEMENT Equipment Replacement schedule calls for replacement in 2008. We refitted our out of service Ambulance with the squad box to help extend the life of our squad. This has lasted for the two years we had hoped for. We now need to purchase a new Chassis and box. The Chassis and cab will be a Ford F550 4WD Diesel with custom C-TEC box. At this time we would like to replace it with funds from the equipment replacement designated fund. Estimated Cost: $90.000


4. REPLACE APPLIANCES AT STATION 50 All kitchen appliances at station 50 have lived past the useful life of the average appliance. We would like to replace the refrigerator, stove, and microwave. The station microwave no longer works. The station refrigerator has had two water leaks in the past year. The oven thermostat does not work and is not available for replacement due to age of appliance. Estimated Cost: $2,500

C. Planned Future Projects Projects that we will be looking at developing and proposing in future years include:

1. Replace Medic Ambulance 51A (1995) 2. Install exhaust removal system in both fire stations. We are pursing grant

opportunities for this project.

3. Building a new Fire Station to replace Station 51. This will consolidate all fire personnel and equipment into one centralized, state of the art station. It will also allow the Water Department to take over the old station, providing much needed office and storage space.

The Fire Department has developed an Equipment Replacement Schedule. This schedule is a planning tool to assist us in viewing future multi-year needs of the Department.

D. Planned Department Improvements 1. CREATE ONE LT (LIMITED TERM) OR PCF (PAID CALL FIREFIGHTER) POSITION PER SHIFT

This will guarantee a second out ambulance availability, allow for the mandatory 4 persons to make entry into a burning building and make up for the lack of PCF availability for coverage. Estimated Cost: $105,120


This will be revised to reflect a Staffing for Adequate Fire and Emergency Response Program (SAFER) Grant that will pay for the LT position for two years and the department will be required to maintain the LT for one additional year. This is a stop gap plan addressing the staffing issue, while continuing looking for a revenue stream for permanent staffing. Estimated Cost: $ 35,040 per year for three years 2. BREATHING APPARATUS REPLACEMENT PROGRAM NFPA will have a new BA standard for the Fire Service. The implementation deadline for the new standard has yet to be determined. In an effort to be compliant when the standard is implemented we would like create a replacement program. At this time the new BAs list for $ 6,985 each. We have 22 BA’s. Replacement cost at list price is $153,670. We anticipate trade-in and bid to be a much lower cost. Our current BA’s are 11 years old. We anticipate a 15year life expectancy per unit. Designated account. This will be our third year for this account. Estimated Cost: $38,000 per year for four years


4. ADMINISTRATION







1. FINANCIAL CONSULTANT A. Status: Approved and Completed

Approximate Cost: $5,000 to $9,000 per year

Rogers, Anderson, Malody and Scott (RAMS) had provided the District with auditing services for several years and they believed that as the District’s Financial Consultant, they would be able to take a more proactive role in assisting management with the accounting/finance functions and could assist the District with a broader scope of services which were limited by them servicing as our auditors. The Financial Consultants will provide expertise in their services that will include, but are not limited to, support with new fund balance classification that will be necessary under the Governmental Accounting Standards Board (GASB) Statement 54, District investment options, annual adjustments to support outside auditors in preparation of the Financial Statements and preparation of the required GASB 34 conversion information. The District previously budgeted $51,000 for the Professional Services account to conduct the yearly audit and provide appropriate accounting services. The increase in cost to the District per year to separate the Auditing and Financial Consultant services will be between $5,000 to $9,000 per year. District management understands the importance of appropriate accounting policies and procedures and appreciates the Board of Directors support regarding the Financial Consultant.

2. COMPUTER SERVER REPLACEMENT/UPGRADE A. Status: Approved and Completed

Approximate Cost: $16,037

The District computer server was approximately eleven (11) years old and had experienced recent technical issues that at times, resulted in complete failure of the system. District staff realized the importance of a reliable computer system and began to research new systems and also interviewed several computer companies in the quest to obtain the appropriate replacement system for the District. After conference meetings with the Board of Directors Ad Hoc Computer Committee, it was determined that the contract provided by California Computer Options offered the most compatible and cost effective system for the District. Computer Options designed a new server system for the District based on requirements and cost to ensure reliability and longevity. The District has also contracted with California Computer Options for network management, monitoring and maintenance of the system at $405 per month with additional costs incurred for further upgrades and support of the system.


3. XEROX MACHINE/UPGRADE TO XEROX COLORQUBE PRINTER

A. Status: Approved and Completed Approximate Cost: $285.30 per month/lease cost plus .007700 per black and white print/.02800 per color print As the District enhances their Public Relations Department, the goal for Administration is to support the design and development of various circulars. The new Xerox ColorQube 9303 Multifunctional Printer will produce copies in a more efficient timeframe, resulting in more productive staff time. The printer has an accounting function which provides detailed information regarding quantity and

department assignments for budgeting requirements. The Xerox ColorQube 9303 produces both black and white and color copies and is Energy Star Qualified.


A. Planned Fiscal Year 2012/13 Projects and Capital Purchases

1. BILLING FOLDER/INSERTER EQUIPMENT

The District’s Billing Folder/Inserter Machine was purchased in 2001 at a cost of $12,500. Due to the age of the equipment, a service maintenance agreement is no longer available. The machine has begun to encounter technical difficulties and does not provide for more than 1 additional insert in the monthly bills. Three proposals were received from Priority Mailing Systems, Pitney Bowes and Whitaker Brothers for a new Billing Folder Inserter Machine. The proposal received from Priority Mailing Systems to purchase a M5500 – 3 Station Folder Inserter (includes one additional insert) came in at $13,173 with a maintenance fee of $1,965 per year (1st year free). A 60 month lease to own option cost would be $274/month for the 1st twelve months and $437.75/month for the following 48 months for a total purchase price of $24,300 (the lease cost includes a maintenance agreement). The price quote expires on 12/30/11. The proposal received from Pitney Bowes to purchase a D1380 – 3 Station Inserter came in at $10,520 with a maintenance fee of $1,073/per year. The lease option would be $370 for 48 payments for a total cost of $17,760 with no purchase option available. The lease option includes maintenance District staff reported that the inserter from Priority Mailing System has larger capacity than the Pitney Bowes machine, and are recommending that the District purchase the M5500- 3 Station Folder Inserter to accommodate District billing requirements. As the District enhances its Public Outreach programs, Administration expects to have an increase in the number of billing inserts with newsletters and informational flyers. An upgraded Billing Folder/Inserter Machine would provide efficiency and effectiveness resulting in more productive staff time. Total Estimated Projected Cost: $13,173


2. SYSTEMS ADMINISTRATION COSTS TO UPGRADE DISTRICT CHART OF ACCOUNTS Teaman, Ramirez and Smith, Inc., (TRS) Certified Public Accounts have audited the District’s Financial Statements for the year ended June 30, 2010 and at the November 16, 2011 Board Meeting, have provided the District with recommendations to improve internal controls that would result in operational efficiencies. TRS reported on the District’s separate fund accounting in the financial statements that include an enterprise and governmental fund for the Fire Department. The District accounting records are set up as one combined fund rather than two separate funds requiring a significant amount of analysis, adjustments and reconciliations to convert and separate the balances and activity in the District’s accounting records into the two funds reported in the financial statements. Developing an accounting system that more accurately reflects the District’s reporting requirements can provide for greater efficiency and reduced accounting costs. This issue was discussed with Nancy O’Rafferty, Financial Consultant for the District and an example of a revised chart of accounts was requested from TRS to ensure accuracy in reformation of a new accounting system. Administration staff has conferred with Grant Foraker, Software Systems, who is the Administrator for the District’s Billing Software (Comet). Mr. Foraker has provided his recommendation of an upgrade/replacement of our General Ledger and implementation of the new chart of accounts. All the other software would remain the same. Mr. Foraker stated the replacement software would be approximately $1,000 and his fee is $100 per hour to reformat the new accounting system. The District may incur additional costs for our Financial Consultant to assist in development of the new chart of accounts. The District is awaiting information from TRS at this time. Total Estimated Projected Cost: $5,000


None anticipated at this time.


Administration will proceed with the assessment of Administrative Procedures and Practices.


5. WATER DIVISION

A. Recap of Fiscal Year 2011/12 Projects B. Planned Fiscal Year 2012/13 Projects and

Capital Purchases C. Planned Future Projects D. Planned Department Improvements


A. Recap of Fiscal Year 2011/12 Projects 1. BACK LOT METER RELOCATION PROGRAM Status: Deferred, emergency replacements only Estimated Cost: $5,000 inventory only Actual Cost: Pending Back lot meters will only be replaced when it is determined to be an emergency or by customer request. 2. WATER TANK INSPECTIONS Status: Scheduled for June 2012 Estimated Cost: $3,500 Actual Cost: Pending Inspection of the Rimwood 200,000 gallon tank that has not been inspected since 2005 and the ROWCO #2, 100,000 gallon tank which was last inspected in October of 2000 will be scheduled for inspection in June, 2012. 3. RE-COATING OF LURING PINES TANK Status: Scheduled for May 2012 Estimated Total Cost: $75,000 Actual Cost: Pending Sandblast and re-coat interior and exterior of the Luring Pines Tank and install a larger outlet on the tank when it is off-line.


4. WATER DEVELOPMENT, AYERS ACRES Status: Work in progress Estimated Cost: $750,000 Cost to date: Pending The District is proceeding with the ground water development at Ayers Acres. All properties and easements necessary to gain access to the proposed vertical well sites have been acquired. The District has constructed a new road on the 2.7 acre parcel and has completed improvements on all the roads accessing the site.


1. WATER DEVELOPMENT, AYERS ACRES The District is proceeding with the ground water development project at the Ayers Acres site. The roads to facilitate access of a drilling rig and well sites have been installed. We would like to begin drilling the vertical wells this summer. Estimated Cost: $300,000 (to drill wells) $350,000 - $450,000 (infrastructure) 2. WATER TANK INSPECTIONS The District makes an attempt to have at least two tanks a year routinely inspected. Robert McMurry from Aquatic Inspections Inc. recommended we have our tanks cleaned at the time of inspection to save on mobilization costs. We have three tanks in particular that need to be addressed in the 2012/13 FY Budget. First we will have to have an inspection on the newly recoated Luring Pines Tank while it’s still under warranty. We will then have both of the Enchanted Forest tanks cleaned and inspected. They were last inspected in 2005 and will be scheduled for cleaning and inspection in June, 2013. Estimated Cost: $6,000


3. ABOVE GROUND FUEL PUMPS AND KEY CONTROL SYSTEM The above ground fuel storage system located at the District office was installed 19 years ago. Over the past few years we have made numerous repairs to the registers and the key control system. Currently we have bypassed the diesel pump controls and are unable to operate the gasoline pump on the hotter summer days. I recommend that the District replace both the gas and diesel pumps and install a new fuel management system. This cost will be shared with all departments. Estimated Cost: $ 12,000 - $ 20,000 4. BACK LOT METER RELOCATION PROGRAM The District’s main focus this year will be the infrastructure installations at Ayers Acres. However, emergency replacements are sometimes necessary and require immediate attention. Estimated costs are for material only. Estimated Cost: $5,000

C. Planned Future Projects 1. WELL DEVELOPMENT, GENERAL The District must continue to obtain properties, drill wells and search for other sources of water supply to meet the demands of our community. The District needs to research special funding and grants on a yearly basis to become less reliant on others. 2. NEW WATER MAIN INSTALLATION, GENERAL The completed water system master plan, which includes hydraulic modeling and conditional assessments, identifies many portions of the water system, including areas in the water distribution system that need to be improved to increase fire flow and peak domestic demands. There are numerous items in need of improvement. The extensive amount of improvements necessary will require special funding, such as grants and loans.


3. GROUND WATER RULE (GWR) The U.S. Environmental Protection Agency (EPA) published the Ground Water Rule (GWR) on November 8, 2006. One goal of the GWR is to provide increased protection against microbial pathogens, specifically bacterial and viral pathogens, in public water systems (PWSs) that use ground water. Instead of requiring disinfection for all ground water systems (GWSs), the GWR establishes a risk-targeted approach to identifying GWSs that are susceptible to fecal contamination. The GWR requires systems at risk of microbial contamination to take corrective action to protect consumers from harmful bacteria and viruses. After speaking with the California Department of Public Health (CDPH) it was determined that there is currently no impact on the Running Springs Water District. However, the CDPH is required to conduct a complete sanitary survey of our system prior to December 31, 2014 to meet the EPA deadline. At this time it is unknown who will actually conduct the survey and what costs will be incurred if any. 4. RADON GAS TREATMENT The EPA has not yet finalized the Radon Gas Rule, and we are uncertain when the rule will be finalized. However the possibility remains that the EPA will adopt the rule, followed by the State, in the coming years. Once the Radon Gas limits go into effect, we will more than likely be required to install aeration equipment at our well sites. 5. COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM With the completion of our updated maps as part of the Master Plan, we would like to move forward to incorporate a Computerized Maintenance Management System (CMMS). This could include a Geographic Information System (GIS), valve maintenance program, hydrant maintenance program, dead end flushing program and various other annual maintenance projects conducted in the Water Department.

D. Planned Department Improvements Several of the projects and actions identified in the Strategic Plan will result in Water Division improvements. These items are identified in the Listing of Fiscal Year 2010/11 Strategic Plan Projects and Actions.


6. WASTEWATER COLLECTION DIVISION


Capital Purchases C. Planned Future Projects D. Planned Division Improvements


A. Recap of Fiscal Year 2011/12 Projects 1. SEWER SYSTEM MANAGEMENT PLAN (SSMP) /

WASTE DISCHARGE REQUIREMENTS (WDR) COMPLIANCE Status: Ongoing Estimated Total Cost: $136,418 Cost to Date: $7,000 budget in 11/12 for annual updates 2. PURCHASE NEW SERVICE TRUCK Status: Complete Estimated Total Cost: Up to $20,500 Cost to Date: $22,850 3. PAVING AT HARRIS PROPERTY Status: Complete Estimated Cost: $ 11,500 Cost to date: $22,863.30 4. COLLECTION SYSTEM REPAIR/MAINTENANCE Status: Will be completed by end of F.Y. 11/12 Estimated Cost: $115,000 Cost to Date: $52,665


5. ARROWBEAR CROSSOVER CONNECTION Monies are set aside from FY 10/11 and FY 11/12 awaiting Arrowbear Water District to begin construction. Status: Complete Estimated Cost: $21,670 Cost to Date: $21,670 6. LIFT STATION #1 OVERFLOW TANK Status: Ongoing Estimated Cost: $69,000 Cost to date: $4,000 for surveying and Engineering 7. SEWER SAG ON SCHOOL TRUNK LINE Engineer study to repair sewer sag Status: Will be completed by end of FY 11/12 Estimated Cost: $4,000 Cost to date: $0.00


1. SEWER SYSTEM MANAGEMENT PLAN (SSMP) /

WASTE DISCHARGE REQUIREMENTS (WDR) COMPLIANCE We are continuing the task of complying with the Statewide WDR for all wastewater collection systems, which requires the preparation of a Sewer System Management Plan (SSMP). Engineering Resources prepared and submitted the SSMP to the District and the State by the May 1, 2010 deadline. In compliance with State mandates and SSMP requirements, the District will need to update the document annually. This will be a recurring annual expense for the District. Estimated Cost: $7,000


2. FORCE MAIN VALVE AT LIFT STATION # 2 Over the past several years, we have been undergoing small projects at lift station # 2 to extend the life of the station, while updating systems and equipment. Lift station # 2 is currently 41 years old and has been identified in the Master plan for replacement or rehabilitation. We are proposing to install a vault and valve on the force main just outside the current building. These repairs would be completed using an outside contractor to install a 4 foot by 4 foot vault and hot-tapping of the force main. Installing a force main shut-off valve would be beneficial whenever a repair or modification necessitates draining the force main. The current process of draining the force main consists of lifting the check valves and back spinning the pumps which proves to be a difficult task. Estimated Cost: $ 31,500 3. PAVING AT LIFT STATION # 4 Lift station # 4 was completed in 2004. Since this time the paving around the vaults, wet well and overflow tank has sunk approximately 3 inches. This has proven to be hard to plow and is showing damage to the plows and concrete structures. We plan to pave roughly 1,500 square feet. Estimated Cost: $6,000 4. COLLECTION SYSTEM REPAIR/MAINTENANCE Each year the District undertakes a collection system repair project based on television data and known system problems. Another series of repairs will need to be undertaken in Fiscal Year 2012/13. These repairs will take place in Assessment District #2 on the School trunk line. After careful review of the School trunk line video footage from July, 2011, we have identified four manholes that are contributing Inflow and Infiltration to the system, as well as three site specific repairs. We will be using an outside contractor to seal the four manholes and staff for the repairs. Assessment District #2 system repairs are estimated to be $20,500. We will also continue our yearly operation of cleaning and televising the collection system. In FY 2012/13, we plan to video and clean the lower half of Assessment District # 6 which is 18,286 feet long. This will begin at Live Oak and Knoll View and end at Live Oak and Hwy 330. The lower half of Assessment District # 6 is the last area the District has to video. We plan to finish up with Enchanted Forest Estates in FY 2013/14. The cost to clean and video this section of sewer mains is estimated to be $46,000. Estimated Cost: Up to $66,200


5. WEISS CANYON SEWER EASEMENT During the December 2010 storms a section of the sewer interceptor was washed out in Little Mill Creek. Access to the interceptor is remote to say the least and contributed to the length of time it took to make the repair. Weiss Canyon is approximately 1 mile North East of the repair in Little Mill Creek and is actually the upper end of the same creek. Due to the remoteness and inaccessibility of Weiss Canyon we are proposing to hire a contractor to come in to clean up and repair the Sewer easement. Estimated Cost: $12,000 6. LIFT STATION #1 OVERFLOW TANK At the September 2010 Special Board Meeting, the Board approved the design engineering and surveying for the overflow tank project at Lift Station #1. The overflow tank will provide an additional 15,000 gallons of storage and 3 hours of retention time to the 2 hours we currently have. During a catastrophic lift station failure, it could take up to 4 hours to get pump trucks to respond, hook up a portable generator or change out a damaged pump. We have surveyed the property and are currently working with Brian Thomas of Engineering Resources to create the design criteria and placement of the tank. We have expensed approximately $4,000 to date for this project and estimate the total project cost will be $69,000. It is anticipated that construction will take place in late summer or early fall due to the high ground water that will be encountered. This may be a FY 2013/14 project considering design and revenues. Estimated Cost: $69,000 7. SEWER SAG ON SCHOOL TRUNK LINE Over the last 10 years, the Collection Division has video inspected approximately 75% of the District’s 53 miles of collection system. This data has proved most effective in identifying problem areas, needed repairs and sewer sags. One of these sewer sags is on the school trunk line near Lift Station #2. This sag is located in the known slide area of Preston Drive, Iris Way and Peaceful Way. These mains are cleaned by District staff on a quarterly basis using the District jetter. This is a high flow line which transports all of Arrowbear’s flow and 230 RSWD connections. We believe this should be treated as a high priority project and will have the engineering study completed by the end of FY 2011/12 with a cost estimate to determine what the best course of action is to pursue. Estimated Cost: $ ?


C. Planned Future Projects 1. LIFT STATION REPLACEMENT / REHABILITATION The rebuilding of Lift Stations No. 4, No. 5 and No. 6 has been completed. The District still needs to extensively rehabilitate or rebuild Lift Stations Nos. 1, 2, and 3. These stations are now 41, 41, and 38 years old respectively. These stations are considered to be confined space lift stations meaning that we need 2 to 3 people to visit and/or repair them should we have problems. The project cost has been estimated to be $1,800,000 for the complete rebuild of all three stations. For Lift Station Nos. 1 and 2, our current thought is to rehabilitate these lift stations, keeping the drywells in place and moving the control systems from the drywells to the existing buildings above the dry wells. This would require Engineering services as well as purchasing new control panels, and construction. The generators also need to be replaced and this is identified as a separate future project below. The equipment and construction costs for rehabilitating Lift Stations Nos. 1 and 2 would be approximately $250,000 combined at 2009 pricing. For Lift Station No. 3, our plan is to completely replace the station. This will require enlarging the existing easement (due to lack of available property), engineering costs, equipment costs and construction costs. There currently is no building at this site, only a metal tube to the top of the dry well. We also plan to phase out the pneumatic pot technology at this station, as we have at Lift Station Nos. 4 and 5. The replacement technology would be to use submersible centrifugal pumps. The equipment and construction costs for replacing Lift Station No. 3 would be approximately $250,000 at 2009 pricing. Estimated Cost: $500,000 plus Engineering costs approx. $100,000 Time Frame: 1 to 10 years 2. REPLACEMENT GENERATORS FOR LIFT STATIONS NOS. 1, 2 AND 7 The emergency standby power generators at Lift Station Nos. 1, 2, and 7 are now 29, 29 and 32 years old respectively. The generators at Lift Station Nos. 1 and 2 have experienced four engine failures in the last two years. Due to age, parts are getting harder and harder to find. These generators are vital pieces of equipment since the emergency power that they provide allows us to operate the stations during a power outage and avoid raw sewage overflows. In the event of a power outage and generator failure, we are not able to pump sewage as required. Both Lift Stations No.1 and 2 over-flow to storm drains that run to a major creek. The generator at Lift Station No 7 provides emergency power for Lift Stations No. 7, 8 and 9.


Estimated Cost: $200,000, combined Time Frame: 1 to 3 years 3. COLLECTION DIVISION OPERATIONS BUILDING The proposed Collection Division operations building has been deferred, both as a cost saving measure, and pending a determination of how to fund the project. We are proposing the construction of a “Butler” type building on the Harris property. At the appropriate time we would put the existing collections building on the market and use the proceeds from the sale toward building a new collection system building that would be sufficient to house: • 3 work trucks • 1 hydro cleaner trailer • 1 dump truck • 1 cement mixer • 1 pressure washer • 1 compressor on a trailer • Our inventory supplies including truss pipe that was in the now demolished ROWCO

warehouse • A workshop and office space • Possibly enough room to house other department vehicles like the Fire Department’s

snow cat, water tender and the Water Department’s backhoe. The current building is overcrowded. This building would be an asset to all departments. Estimated Cost: $350,000 4. COLLECTION SYSTEM REPAIR Each year the District undertakes a collection system repair project based on televised data and known system problems. In the future the scheduling of projects will be in large part determined by the findings of the District’s Wastewater Master Plan and available revenues. We are considering the possibility of completing these repairs using in-house labor and equipment which could significantly reduce the over-all project cost. Estimated Cost: Up to $85,000 per year 5. FLOW METERS AT LIFT STATIONS 1 & 2 Lift Stations #1 & #2 are the District’s highest flow lift stations with average flows of 100,000 gallons per day. Both of these lift stations are over 40 years old and have never had flow meters. With the expansion of the Treatment Plant, we feel it is essential to have accurate flow recordings.


These projects were to be included in the rehabilitation of Lift Stations #1 & #2. However, due to the uncertainty of when we will have funds available to complete the rehabilitation of these sites, it may become necessary to move these items forward as separate projects. Estimated Cost: $30,000 Time Frame: 1 to 3 years

D. Planned Division Improvements Several of the projects and actions identified in the Strategic Plan will result in Wastewater Collection Division improvements. These items are identified in the Listing of Fiscal Year 2010/11 Strategic Plan Projects and Actions.


7. WASTEWATER TREATMENT DIVISION


Capital Purchases C. Planned Future Projects D. Planned Division Improvements


A. Recap of Fiscal Year 2011/12 Projects 1. PURCHASE NEW SERVICE VEHICLE Status: Completed Estimated Cost: $20,500 Cost: $22,850 2. REPLACEMENT CARTRIDGES FOR ORIGINAL MBR’S Status: Completed Estimated Cost: $65,500 Cost: $61,414.60 3. OUTFALL LINE REPLACEMENT Status: Not Complete Estimated Cost: $350,000 Cost to date: $98,306.25



1. BIO SOLIDS HANDLING

The disposal of Bio Solids from the wastewater treatment plant has been increasing in difficulty and costs. The most significant factor that is contributing to these increases is the condition of the bio solids after they have been processed by the current belt press. The Bio Solids have too high of a water content after they have been processed by the belt press. This high water content is causing us difficulty in finding a facility that will accept the Bio Solids without any secondary treatment ie: adding mulch to “tighten up” the Bio Solids, in addition to the added trucking cost for hauling a wetter Bio Solids. Also due to the high water content Bio Solids storage during the winter is a challenge as well. To address our challenges of Bio Solids disposal, the Treatment division is proposing the replacement of the existing Belt Press with a unit of higher technology in addition to being sized more appropriately for the current amount of Bio Solids that are produced at the wastewater treatment plant. The District is currently researching the available technologies for their adaptability into our operation, the efficiency of the technologies and the cost effectiveness of the technologies. In addition to researching different technologies, the staff at the Treatment Plant is compiling data utilizing the existing equipment to help in the decision making process. Once the research is complete and the data is compiled from the Treatment Plant, a report will be prepared for the Board of Directors review with a recommendation of the specific technology that best meets the current as well as the future needs of the Wastewater Treatment Plant. The main objective of the Treatment Division by upgrading the Bio Solids handling equipment is to produce a dryer, easier to handle and dispose of Bio Solids and reduce the number of loads per year that are hauled from the Treatment Plant. Estimated Cost: $190,000 to $250,000


2. OUTFALL LINE REPLACEMENT As the Board is aware, the outfall line failed in March, 2010. A section under the creek plugged and caused the line to rupture. A temporary above-ground bypass line was constructed to get the permeate flowing back to the ponds. Our original plan was to make the permanent repair in the summer of 2010, but due to the onerous permitting process, the permanent repair will not be done until the summer of 2012. All of the documentation for the permits has been filed and we are currently waiting for the permits to be issued. The engineering is approximately 80% complete with only a few details left to work on, such as how to locate and drain the line. Estimated Cost: $350,000

C. Planned Future Projects 1. STANDBY GENERATOR The existing plant standby generator is now 30 years old. The generator is able to supply the necessary power reliably and in its current capacity, satisfies the regulatory requirements of an Emergency Stand-By Generator. There is a concern that this generator may not meet air quality standards in the future. If this were to occur, it would be cost prohibitive to try and retrofit the generator with air quality compliant equipment. Estimated Cost: $115,000 Time Frame: Unknown 2. WILDLIFE HABITAT AT PERCOLATION PONDS

This project has been moved to “Future Projects” to better determine the need of the project and to coordinate it with the Master Plan. Our original plan was to complete this project 4 years ago. Due to delays in the completion of the Treatment Plant we were not able to proceed with this project. Now that the Treatment Plant is complete, we need to plan for this project. This project will satisfy the last of the requirements set by the USFS for the District to maintain the current Special Use Permit for permeate disposal at the ponds and spray irrigation. The preliminary report identifying the improvements to be made at the site to comply with the USFS requirements is complete and at the USFS for their review.


There are still some housekeeping issues at the ponds that need to be addressed before we can proceed with setting up a site visit with the USFS, District staff, and our engineers to discuss the Wildlife Habitat. Once the housekeeping items are taken care of, we will set up the site visit. After we have reached an agreement with the USFS regarding the plan for the Wildlife Habitat the next step will be construction of the Wildlife Habitat. All of the required construction of the wildlife habitat will be performed by District staff. By utilizing District staff for construction, we will eliminate the need for contractors and increased costs. Estimated Cost: None at this time Time Frame: 2 to 5 years/ Coordinate with Master Plan 3. GREENBELT IRRIGATION PROJECT The District had previously considered a project to utilize tertiary treated wastewater to irrigate a green belt around the Smiley Park/Wastewater Treatment Plant area. At that time the Smiley Park residents were opposed to the project, so the project was not pursued. In October of 2007, prior to the Slide Fire, the District again met with representatives from the Smiley Park Country Club to discuss the project as a pre-disaster mitigation project. The Smiley Park representatives at that time seemed generally receptive to the project. Following the Slide Fire, the Smiley Park representatives were even more receptive to the project. The Project would provide a fire break on the south side of Smiley Park, immediately east of the wastewater treatment plant. We filed a notice of interest for a Pre-Disaster Mitigation (PDM) Grant for the possible project, but the grant application was rejected. We will explore other grant opportunities as they become available in the future. Estimated Cost: To Be Determined Time Frame: 2 to 5 years/ Coordinate with Master Plan

D. Planned Department Improvements Several of the projects and actions identified in the Strategic Plan will result in Wastewater Treatment Division improvements. These items are identified in the Listing of Fiscal Year 2010/11 Strategic Plan Projects and Actions.

FISCAL YEAR 2012/13 BOARD WORKSHOP · Fiscal Year 2012/13 Board Workshop January 21, 2012 Page 7 3....

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Transcript of FISCAL YEAR 2012/13 BOARD WORKSHOP · Fiscal Year 2012/13 Board Workshop January 21, 2012 Page 7 3....