Board of Directors Agenda Third Quarter 2017 · 2019-11-12 · Printed: 9/6/2017 G:\Alliance\1 EXEC-ADMIN\1 BOARD\Agendas\091517 Q3 Alliance Board of Directors Meeting Agenda.docx

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Board of Directors Agenda Third Quarter 2017

Friday, September 15, 2017, 10:00 a.m. District Board Meeting Room, 8000 NE 52nd Court, Vancouver, WA 98665

Regular Meeting

No Item Action/Info Presenter Time (minutes)

1. Call To Order

2. Flag Salute

3. Late Additions to the Agenda

4. Public Comment INFORMATION 5 This item is to provide an opportunity for citizen comment.

5. Consent Agenda ACTION 5 5a.

5b. Board of Directors Meeting Minutes of June 16, 2017 Audit of Accounts

6. Reports INFORMATION 6a.

6b. 6c. 6d. 6e. 6f.

Operator Report Clark County – Second Quarter 2017 Operator Report Ridgefield – Second Quarter 2017 Capital Program Report – Second Quarter 2017 Finance Report – Second Quarter 2017 Draft Resolution – 2017-2018 Operating and Capital Budget Amendment Administrative Lead Report

Henderson Kast

Krause Peterson Peterson Peterson

10 10 15 10 20 10

7. Member Agency Staff Reports INFORMATION 5

8. Board of Directors Reports INFORMATION 5

9. Adjourn Meeting

Next Meeting: Friday, December 15, 2017, 10:00 a.m., Regular Business Meeting District Board Meeting Room, 8000 NE 52nd Court, Vancouver, WA 98665

The Board provides reasonable accommodations to persons with disabilities. Please contact a staff member (by noon Thursday) if we can be of assistance. If you should experience difficulty hearing the proceedings, please bring this to the attention of the Board by raising your hand.

Board of Directors Meeting MINUTES

Friday, June 16, 2017, 10:00 a.m. District Board Meeting Room, 8000 NE 52nd Court, Vancouver, WA 98665

Present:

Staff: Clark Regional Wastewater District: John Peterson; Battle Ground: Scott Sawyer; Clark County: Heath Henderson; City of Ridgefield: Matt Jenkins.

Audience: Clark County: Travis Capson, Larry Frueh; Clark Regional Wastewater District: Denny Kiggins, Neil Kimsey, Ken Andrews, Robin Krause, Tammy Lecomte; City of Battle Ground: Steven Phelps; Interested Citizens: Dan Clark, Jim West.

Business Meeting

Call to order: Chair Bowman called the meeting to order at 10:00 a.m.

1. Late Additions to the Agenda Discussion: None.

2. Public Comment Discussion: None.

3. Consent Agenda Action: Norm Harker moved, seconded Lee Wells, to approve the Consent Agenda, approving the

May 19, 2017 meeting minutes; claim warrants #10291-10298 in the amount of $1,885,642.63; and to approve the authorization for the Regional Biofilter Operator Agreement. Motion carried unanimously.

4. Operator Report: Clark County First Quarter 2017 Discussion:

Heath Henderson presented the Operator Report for Clark County covering the Salmon Creek Wastewater Treatment Plant operating performance and budget through March 31, 2017. Plant staff are currently working on the Battle Ground Force Main (BGFM) pipeline location and flow control project. The Programmable Logic Controller (PLC) and other projects are proceeding well. Norm Harker asked for clarification of a budget notation regarding additional indirect cost allocations to the Operator budget shown in the Operator Report. A discussion followed. Operationally, the plant ran well with no permit violations through the first quarter.

City of Battle Ground: Shane Bowman Clark County: Julie Olson

City of Ridgefield: Lee Wells (Alternate for Ron Onslow) Clark Regional Wastewater District: Norm Harker

Meeting Minutes of June 16, 2017 Page 2 of 3

g:\alliance\1 exec-admin\1 board\minutes\2017\061617 alliance board of directors minutes.docx

5. Operator Report: Ridgefield First Quarter 2017 Discussion:

Matt Jenkins presented the Operator Report for the City of Ridgefield, covering the Ridgefield Wastewater Treatment Plant operating performance and budget through March 31, 2017. Mr. Jenkins noted that treatment expenses are proportionally higher in the first quarter due to front-loaded expenditures over the winter. Costs are expected to be within budget through the biennium period. The plant continues to run well operationally.

6. Administrative Lead Report Discussion:

John Peterson reviewed the Administrative Lead Report. In response to discussions with the Board at the May meeting, Mr. Peterson and Alliance Legal Counsel Lee Marchisio presented three draft resolutions that would support moving to a quarterly Board meeting schedule. The approach relies on delegation of authority for routine actions and approvals to the Administrative Lead. A discussion followed. The Board agreed to move forward with the new meeting schedule as of June. Norm Harker moved to authorize Resolution No. 2017-01 establishing the place and times for regular meetings of the Board of Directors, repealing Resolution No. 2013-01, and providing for other related matters; to authorize Resolution No. 2017-02 authorizing the issuance of warrants or checks in payment of claims prior to Board approval, adopting internal control policies, and providing for other related matters; and to authorize Resolution No. 2017-03 delegating certain administrative and business decision making authority to the Administrative Lead, establishing parameters over delegated authorities, and providing for other related matters. The motion was seconded by Julie Olson, and it carried unanimously. The next Alliance Board meeting will be held September 15, 2017.

Mr. Peterson briefed the Board on the recent Alliance public open house events held at the Salmon Creek Treatment plant and in the area near the construction of the Regional Biofilter project. It was noted that the Alliance received the GFOA Distinguished Budget Presentation Award for the 2017-2018 budget, and a draft mid-cycle amendment to the 2018 budget will be presented for consideration at the September Board meeting.

The Salmon Creek Treatment Plant (SCTP) Phase 5A Columbia River Outfall and Effluent Pipeline project status was reviewed. The SCTP Phase 5B plant expansion was discussed, including odor control and the potential for accelerating the project with support from the budget amendment process.

Mr. Peterson presented the preliminary findings from the recent Asset Management Workshop process. A discussion followed.

7. Member Agency Staff Reports Discussion:

Scott Sawyer reported that Battle Ground recently participated with the District in an Ecology review of its General Sewer Plan update.

Heath Henderson will research the Operator budget notation and report his findings at a future meeting, in response to Director Harker’s questions.

Matt Jenkins reported on the status of Ridgefield plant operations.

Meeting Minutes of June 16, 2017 Page 3 of 3

g:\alliance\1 exec-admin\1 board\minutes\2017\061617 alliance board of directors minutes.docx

8. Board of Directors Reports Discussion:

No reports. The meeting was adjourned at 10:55 a.m.

Prepared and edited by Alliance Administrative Lead staff. Approved by the Discovery Clean Water Alliance Board of Directors on: September 15, 2017 ___________________________________________________________________ Julie Olson, Secretary



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Staff Report

Board Meeting of September 15, 2017 6a. Operator Report - Clark County Second Quarter 2017

STAFF CONTACTS PHONE EMAIL

Heath Henderson, P.E. Clark County Public Works Director

360-397-6118 ext. 4358 [email protected]

PURPOSE: This report covers the Salmon Creek Wastewater Treatment Plant operations through June 30, 2017. The attached monitoring report shows the monthly values for the key process parameters that are tracked, and includes data for the period ending June 30, 2017. Due to the Sludge Blend Tank (SBT) overflow incident, there may be an NPDES permit violation pending. Plant staff are currently working to supply the Department of Ecology (Ecology) with any and all information on the cleanup and remediation efforts surrounding the SBT overflow event. At Ecology’s request, staff have updated the facility’s Emergency Spill Response Plan. During and after the overflow event, no effluent discharge limits were exceeded and the effluent flow to the Columbia River remained in full permit compliance. Currently, the County is unclear on Ecology’s stance on the SVT overflow event, and to-date there has been no official ruling communicated to staff. In the first quarter of 2017, Battle Ground Force Main (BGFM) locating projects continue to be an area of primary focus. A Ground Penetrating Radar (GPR) service contractor has been engaged in the locating efforts. They will be utilizing a large trailer-mounted GPR unit to locate the force main in relationship to other nearby utilities. Robin Krause has further details on this effort and is engaged in the coordination and scheduling of the project. The first of five Programmable Logic Controllers (PLCs) in Building 72 (biosolids processing) was changed out. The polymer process upgrade progressed smoothly, with significant early bench testing efforts to tie the intercommunications between units. Bench testing is currently in progress on the next PLC, which controls the Belt Filter Presses. The County is also in the process of scheduling the next PLC installation with electricians. Both influent screens have been rebuilt. Staff recently procured the final part to finish up the #1 screen auger compactor assembly and will engage the manufacturer to schedule the last site technical visit to oversee the auger rebuild. This will complete the influent screen rebuild

Clark County Operator Report September 15, 2017

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project. The new screen elements are capturing about 30% more material than the previous assemblies. A large boiler re-tube project has been substantially completed. The maintenance team is finishing exhaust stack repairs and will be replacing the front fire box once the new part arrives in a few months. The current assembly is well past the point of serviceable life. The digester cleaning scope of work is being discussed with multiple cleaning contractors and a bid package is in development for the Public Works “small works roster”. A contractor is anticipated to be selected by mid-September, with a schedule for work to start roughly in late October. In addition to projects moving forward, key staff positions were also filled. The Lead Operator position was awarded to William Michaud. He comes to the County from the Vancouver Westside treatment plant with a comprehensive operations background and will be an asset to the team. The Wastewater Operator position was filled by Brandon Salice, another great addition who joins the team with a solid operational background and positive attitude. The attached financial documents include the second quarter revenue and expense summaries for the operating fund (Fund 4580) and the repair and replacement fund (Fund 4583). Graphs of Funds 4580 and 4583 budget vs. actuals are also included. The overall operating fund is currently at 20.5% of actual expenditures versus budget for the 2017-2018 biennium budget. The second quarter biennium percent complete is 25.0%, therefore the fund is underspent by 4.5%. The breakdown of expenditures to budget by area is:

Lab 30.7% spent Maintenance 27.3% spent Battle Ground Force Main 24.0% spent Biosolids 18.1% spent Operations 20.4% spent General Administration 13.4% spent

The overall 2017-2018 operating budget’s actual expenditures are anticipated to run very close to the budgeted amounts. The Repair and Replacement fund is 10% expended through the first quarter of 2017. ACTION REQUESTED: None, information item.

9.13 10.65 10.70

9.25 8.40 7.67

0

4

8

12

16

Influ

ent F

low

, MG

D

Salmon Creek WWTP

Influent Flow 2016

2017Design Flow 14.95 MGD

Planning trigger - 85% of Design flow -12.71 MGD

18757 20764 19712

19696 18762 17904

0

5000

10000

15000

20000

25000

30000

BOD,

lbs/

day

Influent BOD loading 2016

2017Design limit 25,400 lbs/day

Planning trigger - 85% of Design limit - 21,590 lbs/day

22371 24730 23880

24251 19834 17539

0

5000

10000

15000

20000

25000

30000

TSS,

lbs/

day

Influent TSS loading 2016

2017Design limit 28,200 lbs/day

Planning trigger - 85% of Design limit - 23,970 lbs/day

2016 2017 2016 2017 2016 2017 2016 2017January 9.40 9.13 18757 20167 23005 22371 7.2 12.4February 8.89 10.65 18731 20764 20840 24730 7.4 9.6

March 9.10 10.70 17078 19712 20837 23880 8.8 8.4April 7.45 9.25 18122 19696 20149 24251 9.1 7.2May 7.13 8.40 16235 18762 17854 19834 7.4 5.1June 6.88 7.67 17002 17904 19463 17539 7.2 8.4July 6.62 14798 17361 6.7

August 6.53 14653 18339 7.8September 6.56 15690 16577 3.0

October 7.90 16965 18216 4.6November 8.63 19035 18222 7.2December 9.03 20077 22746 10.8

2016 2017 2016 2017 2016 2017January 7.4 13.2 8.3 11.5 0.9 1.2February 8.5 11.9 13.1 18.1 3.6 0.5

March 10.1 8.3 20.4 9.8 3.0 1.5April 9.2 6.8 29.1 28.3 3.8 0.7May 7.9 5.5 34.9 13.3 1.1 0.4June 9.3 8.3 31.3 33.5 0.4 3.0July 11.6 24.8 2.6

August 9.1 85.0 11.3September 3.6 11.4 0.4

October 5.4 16.8 0.4November 8.6 14.2 1.8December 12.4 24.3 0.7

average, mg/l

average, mg/l average, CFU/100ml average, mg/l

Influent Flow, Efflluent BOD5 Monthly

Efflluent TSS Monthly Fecal Coliform Monthly

Influent BOD5 Monthly

average, lbs/day

Influent TSS Monthly

average, lbs/day

Total Ammonia Monthly

MGD

11.5 18.1 9.8 28.3

13.3 33.5

0

50

100

150

200Fe

cal C

olifo

rm, C

FU/1

00m

l

Fecal Coliform

2016

2017 Permit limit 200 CFU/100ml

1.2 0.5 1.5

0.7 0.4

3.0

0

4

8

12

16

20

Tota

l Am

mon

ia, m

g/l

Total Ammonia (as NH3-N) 2016

2017

Permit limit 18.7 mg/l

12.4 9.6 8.4 7.2

5.1 8.4

0

5

10

15

20

25

30

35

BO

D, m

g/l

Effluent BOD 2016

2017Permit limit 30 mg/l

13.2 11.9 8.3 6.8 5.5

8.3

0

5

10

15

20

25

30

35

TSS,

mg/

l

Effluent TSS 2016

2017Permit limit 30 mg/l

DESCRIPTION BUDGET REVENUEREMAINING

BUDGET

Sale Of Merchandise -$ 33$ (33)$ Sewer Flow Charges 7,347,000$ 2,205,840$ 5,141,160$ Sewer- City of Ridgefield 100,000$ 26,687$ 73,313$ Other Jurisdictions - Repair Services 30,000$ 13,820$ 16,180$ Interest 5,000$ 7,811$ (2,811)$

TOTAL $7,482,000 $2,254,191 $5,227,809

CLARK COUNTY PUBLIC WORKSSALMON CREEK TREATMENT PLANT

OPERATIONS AND MAINTENANCE - FUND 4580

January 1, 2017 through June 30, 2017

REVENUE

% REMAINING % REMAININGBUDGET EXPENSES SPENT BUDGET BUDGET EXPENSES SPENT BUDGET

Consolidated Fund 4580 Consolidated Fund 4580by Controllables by Category

Salaries and Benefits 2,980,554$ 786,715$ 26.4% 2,193,839$ Laboratory 535811 275,863$ 84,767$ 30.7% 191,096$ Supplies 1,240,411$ 272,553$ 22.0% 967,858$ Maintenance 535812 1,622,602$ 443,233$ 27.3% 1,179,369$ Services 3,450,390$ 530,627$ 15.4% 2,919,763$ BG Force Main 535813 276,487$ 66,342$ 24.0% 210,145$ Capital 70,000$ -$ 0.0% 70,000$ BioSolids 535814 1,705,655$ 309,439$ 18.1% 1,396,216$

Operations 535815 2,403,879$ 491,250$ 20.4% 1,912,629$ General Administration 535819 1,456,869$ 194,865$ 13.4% 1,262,004$

Total $7,741,355 $1,589,895 20.5% 6,151,460$ Total $7,741,355 $1,589,895 20.5% $6,151,460

Laboratory 535811 BioSolids 535814

Salaries and Benefits 209,245$ 71,529$ 34.2% 137,716$ Salaries and Benefits 216,493$ 160,307$ 74.0% 56,186$ Supplies 40,340$ 8,105$ 20.1% 32,235$ Supplies 507,824$ 72,800$ 14.3% 435,024$ Services 26,278$ 5,133$ 19.5% 21,145$ Services 981,338$ 76,332$ 7.8% 905,006$

Total $275,863 $84,767 30.7% $191,096 Total $1,705,655 $309,439 18.1% $1,396,216

Maintenance 535812 Operations 535815

Salaries and Benefits 1,052,588$ 337,354$ 32.0% 715,234$ Salaries and Benefits 657,267$ 133,972$ 20.4% 523,295$ Supplies 275,006$ 47,371$ 17.2% 227,635$ Supplies 171,000$ 84,034$ 49.1% 86,966$ Services 225,008$ 58,508$ 26.0% 166,500$ Services 1,575,612$ 273,244$ 17.3% 1,302,368$ Capital 70,000$ -$ 0.0% 70,000$

Total $1,622,602 $443,233 27.3% 1,179,369 Total $2,403,879 $491,250 20.4% $1,912,629

BG Force Main 535813 General Administration 535819

Salaries and Benefits 45,246$ -$ 0.0% 45,246$ Salaries and Benefits 799,715$ 83,553$ 10.4% 716,162$ Supplies 221,241$ 57,317$ 25.9% 163,924$ Supplies 25,000$ 2,926$ 11.7% 22,074$ Services 10,000$ 9,025$ 90.3% 975$ Services 632,154$ 108,385$ 17.1% 523,769$

Total $276,487 $66,342 24.0% 210,145 Total $1,456,869 $194,865 13.4% $1,262,004


OPERATIONS AND MAINTENANCE - FUND 4580

January 1, 2017 through June 30, 2017 (25% of Biennium)

EXPENSES

DESCRIPTION OF EXPENSEREPORTING CATEGORY BUDGET EXPENSES

REMAINING BUDGET COMMENTS

Small Project Annual Allowance:Aeration Basin Diffuser Replacement 015001 $40,000 $0 $40,000Digester Heating Recirculation Pumps 015002 $50,000 $0 $50,000Aeraton Basin Air Flow Control Valves 015003 $40,000 $22,957 $17,043Turblex Blower Services 015004 $65,000 $0 $65,000Mixed Liquor Recycle Pumps 015005 $30,000 $0 $30,000Misc. Small Repair and Replacement Projects 015006 $120,000 $11,997 $108,003

TOTAL EXPENSES $ 345,000 $ 34,954 $ 310,046 10%

DESCRIPTION OF REVENUE BUDGET REVENUEREMAINING

BUDGET COMMENTS

Transfer in from Fund 4580 177,500$ 44,375$ 133,125$

Interest Earnings 10,000$ 671$ 9,329$

TOTAL REVENUE $ 187,500 $ 45,046 $ 142,454 24%


REPAIR AND REPLACEMENT - FUND 4583

January 1, 2017 through June 30, 2017

`

CLARK COUNTY PUBLIC WORKSSalmon Creek Wastewater Treatment Plant

Operations and Maintenance Fund 4580 and Repair and Replacement Fund 4583January 1, 2017 - June 30, 2017

-

1,000,000

2,000,000

3,000,000

4,000,000

5,000,000

6,000,000

7,000,000

8,000,000

9,000,000

1st Qtr 2017 2nd Qtr 2017 3rd Qtr 2017 4th Qtr 2017 1st Qtr 2018 2nd Qtr 2018 3rd Qtr 2018 4th Qtr 2018

Fund 4580 Budget vs. Actuals 2017/2018

Actuals

Budget

-

50,000

100,000

150,000

200,000

250,000

300,000

350,000

400,000

1st Qtr 2017 2nd Qtr 2017 3rd Qtr 2017 4th Qtr 2017 1st Qtr 2018 2nd Qtr 2018 3rd Qtr 2018 4th Qtr 2018

Fund 4583 Budget vs. Actuals 2017/2018

Actuals

Budget

Page 1 of 1

Staff Report Board Meeting of September 15, 2017

6b. Operator Report – Ridgefield Second Quarter 2017

STAFF CONTACTS PHONE EMAIL Bryan Kast, Public Works Director 360-857-5023 [email protected]

PURPOSE: This report covers the Ridgefield Wastewater Treatment Plant (WWTP) operations through June 30, 2017. The attached graphs show the monthly values for the key process parameters that are tracked per the Alliance’s NPDES Permit for the WWTP. The report shows data for the period ending June 30, 2017. Routine operation of the WWTP occurred throughout the reporting period and the WWTP operated within all permit parameters. The financial reports attached include the Ridgefield Treatment Plant Fund Budget and Expense Summary through June 30, 2017, or the second quarter of the biennial period of 2017-2018. The operating expenses, including capital outlays ended at $261,467 or 18.6% of actual expenditures versus budget. The biennium is 25% complete; therefore the fund is currently underspent Ridgefield staff would be happy to answer any questions the Board may have or provide additional information as requested. ACTION REQUESTED: Discussion regarding the operation of Alliance facilities.

0.352 0.452 0.419

0.318

0.247 0.217

0.00.10.20.30.40.50.60.70.80.91.0

Influ

ent F

low

, MG

D

Ridgefield WWTP Influent Flow 2016

2017

Max Month Avg Flow 0.7 MGD

9.7 9.3 6.5 5.9

5.1 7.3

0

5

10

15

20

25

30

35

BOD,

mg/

l

Effluent BOD Monthly Average 2016

2017

Permit limit 30 mg/l

9.8 9.9

5.8 6.0 6.0 10.0

0

5

10

15

20

25

30

35

TSS,

mg/

l

Effluent TSS Monthly Average 2016

2017

Permit limit 30 mg/l

2016 2017 2016 2017 2016 2017 2016 2017 2016 2017January 0.500 0.352 7.6 9.7 9.1 9.8 8.0 11.0 0.3 0.3February 0.380 0.452 4.7 9.3 6.9 9.9 6.0 22.0 0.3 0.3

March 0.370 0.419 3.9 6.5 5.5 5.8 10.0 13.0 0.3 0.3April 0.250 0.318 4.8 5.9 5.3 6.0 2.0 6.0 0.3 0.3May 0.240 0.247 4.9 5.1 4.8 6.0 4.0 5.0 0.3 0.3June 0.220 0.217 4.1 7.3 5.7 10.0 3.0 17.0 0.3 0.3July 0.213 3.9 5.7 3.0 0.3

August 0.204 5.1 6.6 5.0 0.3September 0.221 3.1 3.9 6.0 0.3

October 0.308 5.8 7.9 15.0 0.3November 0.333 3.4 4.4 6.0 0.3December 0.338 6.5 7.7 5.0 0.3

BOD5 = Biochemical Oxygen Demand (5-Day)TSS = Total Suspended Solids

Total Ammonia Monthly

MGD average, mg/l average, mg/l average, CFU/100ml average, mg/l

Influent Flow, Efflluent BOD5 Monthly Efflluent TSS Monthly Fecal Coliform Monthly

11.0 22.0

13.0 6.0

5.0 17.0

0

20

40

60

80

100

120

Feca

l Col

iform

, CFU

/100

ml

Fecal Coliform Monthly Average 2016

2017Permit limit 100 CFU/100ml

0.3 0.3 0.3 0.3 0.3 0.3

0.0

0.2

0.4

0.6

0.8

1.0

1.2

1.4

1.6

Tota

l Am

mon

ia, m

g/l

Total Ammonia (as NH3-N) Monthly Average 2016

2017

Permit limit 1.4 mg/l

Salaries and Benefits 259,547$ 50.0% 106,910$ 41.2% 152,637$ Supplies 35,719$ 50.0% 16,311$ 45.7% 19,408$ Utilities 33,519$ 50.0% 11,924$ 35.6% 21,595$ Operations and Maintenance 29,745$ 50.0% 9,865$ 33.2% 19,880$ Services 59,878$ 50.0% 17,327$ 28.9% 42,551$ Intergovernmental 233,945$ 50.0% 99,130$ 42.4% 134,815$ Capital Outlays 81,500$ 50.0% -$ 0.0% 81,500$ Total 733,853$ 50.0% $261,467 35.6% 472,386$

Salaries and Benefits 534,570$ 25.0% 106,910$ 20.0% 427,660$ Supplies 72,203$ 25.0% 16,311$ 22.6% 55,892$ Utilities 67,305$ 25.0% 11,924$ 17.7% 55,381$ Operations and Maintenance 55,649$ 25.0% 9,865$ 17.7% 45,784$ Services 120,015$ 25.0% 17,327$ 14.4% 102,688$ Intergovernmental 475,683$ 25.0% 99,130$ 20.8% 376,553$ Capital Outlays 81,500$ 25.0% -$ 0.0% 81,500$ Total 1,406,925$ 25.0% $261,467 18.6% 1,145,458$

Ridgefield Public WorksRidgefield Wastewater Treatment Plant

Second Quarter 2017-2018 Biennial Operating Budget and Expense Summary

WWTP Fund Description Budget % Budget Term

Actual Expenses % Spent Remaining

Budget

Second Quarter 2017 Annual Operator Budget and Expense SummaryRidgefield Wastewater Treatment Plant

Ridgefield Public Works

WWTP Fund Description Budget Remaining Budget% SpentActual

Expenses% Budget

Term

G:\Alliance\1 EXEC-ADMIN\1 BOARD\Agenda Packets\091517\6c 091517 Board Staff Report - Capital Program Report Q2.docx 9/6/2017

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6c. Capital Program Status Report – Second Quarter 2017

PURPOSE: This staff report provides an update on the ongoing capital program and capital project activities for the Regional Assets (RAs) under Alliance responsibility. The capital program and capital project responsibilities are assigned to Members according to the following three elements:

Following is a brief summary of ongoing activities for each of these elements: 1. Capital Program. The current Alliance Capital Plan was adopted at the December 2016 Board

meeting based on all known needs at that time. The District is charged with tracking project needs that may result in future capital projects. Projects arise from the regulatory environment, as a result of Regional Asset condition assessments, or as a result of more detailed design work as projects are developed. The Members evaluate new projects for incorporation in the next Capital Plan or implementation within contingency funding provided in the current capital and operation budget.

2. Capital Projects Less Than $57,000. The adopted Operating Budget includes funding for repair and replacement projects to be completed by the Operators. The Operators will continue to report on their respective capital project work elements as part of the quarterly Operator reports.

STAFF CONTACTS PHONE EMAIL John M. Peterson, P.E., District General Manager

Robin Krause, P.E., District Engineer 360-993-8819 360-993-8821

[email protected] [email protected]

Period Capital Program and Capital Project Responsibility

Salmon Creek Wastewater Management

System, RAs 1-7

Ridgefield Treatment Plant & Outfall, RA 8

Battle Ground Force Main, RA 9

2017-2018 Alliance

Full Operations

1. Overall Capital Program – Administrative Lead/ Members

2. Projects less than $57,000 – Operators

3. Projects greater than $57,000

– Administrative Lead

District/Members

Clark County

District

District/Members

City of Ridgefield

District

District/Members

Clark County

District

Alliance Staff Report September 15, 2017

Page 2 of 3

3. Capital Projects Greater Than $57,000. A Capital Program Summary Status Report for the District-led capital projects included in the 2017-2018 Capital Budget is attached for the Board’s information. This summary reflects the work that is currently in progress or scheduled during the 2017-2018 biennium. Repair and Replacement (Projects 1-9 on Summary Report) The first quarter of 2017 focused on closing out the construction activities for the Battle Ground Force Main repairs and Upper Salmon Creek Interceptor relining project, as well as moving forward with the construction and design activities for the other projects. The second quarter focused on advancing the R&R projects currently in progress, as well as the emergency response to the SCTP sludge blend tank overflow event on May 2, including cleanup, troubleshooting and design.

• Construction: o Regional Biofilter Project – The project went to bid in April and was awarded to Tapani, Inc.

in May. Construction is currently underway. The project is progressing on schedule and on budget. Construction is scheduled to be complete by year end.

o SCTP PLC Replacement Project - Work continues to move forward, with six of seven PLCs replaced. The first four PLCs were replaced in 2016. The fifth was replaced in first quarter 2017, and the sixth was replaced in second quarter 2017. The remaining PLC serves to control solids handling, including five major processes: polymer, dewatering, thickening, digestion and hopper control. Polymer and dewatering processes were upgraded in June. The remaining processes will be upgraded later this year. The project is substantially ahead of schedule and under budget, due largely to plant staff participation and a resulting reduction of consulting expenses.

o SCTP Influent Screen Rebuild – The project materials were obtained through sole-source procurement and plant staff completed the installation in the second quarter of 2017. The project was completed on schedule and on budget. The manufacture’s estimation of extended life with the new assemblies is ten years.

Two additional approved projects will come online in 2018. Staff are also working on design alternatives to address recently identified corrosion in one of the anaerobic digesters. Digesters create methane gas, and safety is a primary concern in this case. This scope of work was not identified in the currently adopted budget and will be addressed through established budget allowances.

• Design:

o SCTP Sludge Blend Tank Overflow Project - Work is progressing to recover from the sludge blend tank overflow event. The first tasks assignment focused on identifying systems to be rebuilt and systems to be replaced. The second focuses on design and contracting for the repairs. A design workshop with the District, County, CH2M, Contractor and insurance company was held on July 19. The consultant is currently finalizing the design and the contractor is preparing a cost matrix and schedule. Work is anticipated to be complete by year end.

o 36th Avenue Pump Station Pump Replacement - The design team has evaluated several raw sewage pumps for the 36th Avenue Pump Station and is currently proceeding with the sole source procurement of the selected pumps. Final design for the work required inside the station is underway and bid documents are anticipated to be complete in September.


Page 3 of 3

Coordinated testing of the existing 117th Street and 36th Avenue pumps is ongoing. Construction at the 36th Avenue Pump Station is planned for 2018.

Capacity (Projects 10-11 on Summary Report) • Salmon Creek Treatment Plant Phase 5A - Columbia River Outfall and Effluent Pipeline

Project: Work continues to progress well, and the currently adopted budget supports the completion of the following tasks within the 2017-2018 budget period: 30% engineering design with related field investigations to support key decisions on project configuration and approach, an Engineering Report based on the 30% design, and environmental analysis and SEPA determination (also required by the Engineering Report). This work is anticipated to be completed by Q1 2018. A budget amendment is being proposed to keep project momentum and critical path activities moving forward through 2018, and will be presented in a separate Staff Report.

• Salmon Creek Treatment Plant Phase 5B – Treatment Plant Improvements: This project will provide for an increase in formally recognized capacity of the Salmon Creek Treatment Plant (SCTP) from the currently approved 14.95 MGD to 17.00 MGD. The project will also construct odor control systems for the preliminary and primary treatment facilities and make modifications to the effluent pump station and other minor process improvements. Work continues to progress well, and the currently adopted budget supports the completion of the following tasks within the 2017-2018 budget period: 30% engineering design to support key decisions on project configuration and approach, an Engineering Report based on the 30% design, and environmental analysis and SEPA determination/process for the recommended project (also required by the Engineering Report). This work is anticipated to be completed by Q1 2018. A budget amendment is being proposed to keep project momentum and critical path activities moving forward through 2018, and will be presented in a separate Staff Report.

ACTION REQUESTED: Information and discussion on the current capital project work activities.

Printed 9/6/2017 G:\Alliance\3 ENGINEERING\Capital Program\Reports\Alliance Capital Program Summary

Comments and Issues

2,500 feet of concrete pipe to be re-lined

$29 $0 $610 $581 $29 $610 Retainage paid August 1, 2017

Record drawings complete, project closed out

New regional biofilter mitigates H2S from BG Force Main

$1,085 $0 $1,275 $190 $36 $226 Bid award to Tapani

Construction in progress

Replaces three 200HP raw sewage pumps

$1,255 $0 $1,400 $145 $19 $164 Pump selection sole sourcing approved

Developing Final PS&E, work planned for 2018

Replaces 7 PLCs, including programming

$675 $0 $1,350 $676 $349 $1,025 6 of 7 PLCs replaced

Last PLC planned for early fall (biosolids handling)

Rebuilds 2 mechanically cleaned influent screens

$120 $0 $120 $0 $118 $118 Extends life of 1998 era units until replaced in Phase 6

Construction complete, retainage pending

Rebuilds 2 existing belt filter presses

$250 $0 $250 $0 $0 $0 Extends life of 1996 era dewatering system until replaced

Work planned for 2018

Replaces obsolete fire pump controllers

$27 $143 $170 $0 $0 $0 Ensures long-term functionality of onsite fire pump system

Work planned for 2018-2019

Emergency cleanup, repair & replacement of damaged facilities

$0 $0 $681 $0 $139 $139 Design contract signed, design underway

Construction in 2017-2018

Repairs or replaces 19 air valve/vault structures

$19 $0 $415 $396 $16 $411 Construction complete in 2016

Record drawings complete, project closed out

7,200 feet of 48-inch outfall pipe and difuser assembly

$1,580 $15,020 $17,600 $1,000 $285 $1,285 Significant permitting/easement coord, ER (30% design) in progress

BDP to consider accelerating permitting and easement procurement

Re-rating study eval to recognize imbedded capacity at 17.0 MGD

$249 $6,151 $6,400 $0 $0 $0 Odor control and effluent pump station improvements at plant

BDP to consider accelerating construction to 2019

Total Project Costs $5,289 $21,314 $30,271 $2,988 $990 $3,979

Buildings /Structures and

Grounds$314 $0 $314 $0 $0 $0

Notes:1.

2.

2016

2017

2017

2016-2018

ProjectName

2015

2017-2019

2017-2019

Construction Period

Complete

2016

2016

2015-2016

Complete

2017-2018Planning

2017-2018 30% Design

2015None - in ROW

2016

None

Funded

Funded

Funded

Design Status/ Plans & Specs

None

Salmon Creek Ave at Libertly Bible

Church

NW 36th Avenue at Salmon Creek

McCann Road in Felida

Section 5.1.1 of 2012 GSP

Amendment

4

1

2

FinanceStatus

Environmental Review/

Permitting

Planned Project Costs ($1,000s, Escalated)

AnticipatedFutureCost

TotalCost1

Spent PriorTo 2017

2017-2018 Budget

Project #

Regional Biofilter - Upper Klineline

Interceptor

36th Ave Pump Station

PumpReplacement

Klineline Interceptor 2016

2016

NA

7

10

None

None9

5

6

Project Type

Easement NeedsPlanning StatusLocation

REP

AIR

AN

D R

EPLA

CEM

ENT

RegionalAsset

Salmon Creek Treatment Plant

Fire Pump Controller

Replacement

Capital Plan R&R project to

repair/replace assets

3


Programmable Logic Controller Replacement

Salmon Creek Interceptor

Upper SC Interceptor Repair

Battle Ground Force Main

Valve & Vault Repair

Betts Bridge to NE 119th Street

Spent-to-date may not include all costs incurred to-date due to nvoicing and payment processing timelines.

R&R Allowance

Total project costs include construction costs (contingency, sales tax, escalation) and an allocation for all non-construction costs including administration, legal, planning, right-of-way acquisition, permitting/mitigation/restoration, public involvement, design, and construction management. Adjusted to reflect Total Spent To-Date, current biennium Budget and Anticipated Future Costs.

2017-2018work


and Outfall

Phase 5B Plant Expansion


and Outfall

Phase 5ACR Outfall and

Effluent Pipeline

SCTP to Lower River Road to

Terminus in CR

Salmon Creek Treatment Plant11 2021-2022

2021-2022

Funded

Funded

2017-2018work

2019Funded


Influent Screen Rebuild



Dewatering Equipment Rebuild


Force Main Route - Battle Ground to

Betts Bridge


2017-2018

2017-2018


Amendment


Amendment

2017-2018

Discovery Clean Water Alliance Capital Program SummaryStatus Report - August 2017

Actual Project Costs ($1,000s)

2017To-Date2

Total SpentTo-Date2

Replacement of existing District

biofilter


Amendment

Section 5.2.6a of 2012 GSP

Amendment

CA

PAC

ITY



None None Funded 2017 2017



None None Funded 2018 2018



None

2016

2018

8 Salmon Creek Treatment Plant

Sludge Blend Tank Overflow Recovery

Salmon Creek Treatment Plant Unplanned None N/A

Funded - Insurance

Claim2017

9/6/2017

1

AllianceBoard of Directors September 15, 2017

R&R Projects Update

• CONSTRUCTION PROJECTS UPDATE

•DESIGNPROJECTS UPDATE

2

9/6/2017

2

Construction Projects Update

• Regional Biofilter – Upper Klineline Interceptor

• SCTP Programmable Logic Controller Replacement

• SCTP Influent Screen Rebuild

• SCTP Digester Overflow Box Repair

3

Regional Biofilter –Upper Klineline Interceptor

4

9/6/2017

3

Regional Biofilter

5

• New Regional Biofilter mitigates H2S from Battle Ground Force Main andSt Johns Interceptor

• Replaces existing District biofilter

Regional Biofilter

6

Bid Award – Tapani Inc., May 2017

Demolition of northernbiofilter cell

9/6/2017

4

Regional Biofilter

Biofilter Options

7

Construction – Summer 2017

Foul air line installation along Church driveway

Regional Biofilter

Biofilter Options

8

Construction in ProgressExcavation for new biofilter

Pouring concrete base slab

Forms for concrete wall

9/6/2017

5

Salmon Creek Treatment PlantProgrammable Logic Controller

Replacement

9

10

SCTP PLC Replacement

Design/Implementation – CH2M HILL/Taurus Power

• Construction in progress: May 2016 – December 2018

• 6 of 7 PLCs installed to-date

Replaces a Portion of the Plant’s PLCs

9/6/2017

6

11


10PLC01 Installed – major component of PLC replacements

• Monitors influent flow to plant

• Controls multiple downstream operations

Influent Flow Meters

12


Final PLC installation in progress

• 72PLC01controls 5 major biosolids processes Polymer Dewatering Thickening Digestion Hopper Control

9/6/2017

7

13


Belt Filter Press

Polymer Processing

Filtrate Recycle Pumps

14


Digesters

Hopper

Gravity Belt Thickeners

9/6/2017

8

Salmon Creek Treatment PlantInfluent Screen Rebuild

s 15

16

SCTP Influent Screen Rebuild

Construction – SCTP Staff• Rebuilt two mechanically cleaned influent screens

9/6/2017

9

17

SCTP Influent Screen Rebuild

• Project completed in July

• On schedule and on budget

18

SCTP Influent Screen Rebuild• Extends operational life 10 years

9/6/2017

10

Salmon Creek Treatment PlantDigester Overflow Box Repair

(Scoping)19

20

SCTP Digester Overflow Box Repair

Project Scoping – District/SCTP Staff

• Inspection and repair of deteriorated digester overflow box assemblies

• Evaluation of modifications to overflow and hatch features

Improves anaerobic digester reliability by repairing/modifying digester overflow box assemblies

9/6/2017

11

Design Projects Update

• SCTP Sludge Blend Tank Overflow Recovery

• 36th Avenue Pump Station Pump Replacement

21

Salmon Creek Treatment PlantSludge Blend Tank Overflow Recovery

(Emergency Response)22

9/6/2017

12

23

SCTP SBT Overflow Recovery

Emergency Response – SCTP Staff/ District/Consultant/ Christenson Electric

24


Emergency Response –• Initial cleanup and

troubleshooting complete

9/6/2017

13

25


Emergency Response –• Design underway

• Construction in 2017

• Insurance claim in progress

36th Avenue Pump StationPump Replacement

26

9/6/2017

14

36th Ave PS Pump Replacement

Replaces 3 200 HP Raw Sewage Pumps• Pump station assessment complete

27

36th Ave PS Pump Replacement• Final design in progress

• Preferred pump selection identified – sole source

Profile view of the influent pipe, wet well, vortex breakers and pump intake

28

9/6/2017

15

29

Questions and Answers

• Regional Biofilter – Upper Klineline Interceptor

• SCTP Programmable Logic Controller Replacement

• SCTP Influent Screen Rebuild

• SCTP Digester Overflow Box Repair

• SCTP Sludge Blend Tank Overflow Recovery

• 36th Ave PS Pump Replacement

Capital ProgramRepair & Replacement Projects Update

Printed: 9/5/2017 G:\Alliance\2 FINANCE\Quarterly Reports\2017\06 - June 2017\Board Staff Report - Second Quarter 2017 Financial Report.docx

Page 1 of 4

Staff Report

Board Meeting of September 15, 2017

6d. Financial Report – Second Quarter 2017-2018

STAFF CONTACTS PHONE EMAIL Ken Andrews, CPA, Alliance Treasurer 360-993-8824 [email protected]

PURPOSE: Report to the Board the financial results from operations through the quarter ended June 30, 2017.

SUMMARY – ALL FUNDS Category Adopted Budget

Biennial Budget 6/30/2017

Biennial % of Budget Period

Actual6/30/2017

% vs Adopted Budget

% vs Budget 6/30/2017

BEGINNING FUND BALANCE 6,522,000$ 6,969,607$

SOURCES

Regional Service Charges (RSCs) 22,213,000 5,553,250 25.0% 5,553,221 25.0% 100.0%

Investment Interest 0 0 25.0% 27,651

TOTAL SOURCES 22,213,000$ 5,553,250$ 25.0% 5,580,872$ 25.1% 100.5%

USES

O&M Administrative Services (1,819,000) (454,750) 25.0% (432,782) 23.8% 95.2%

O&M SCWMS Operations (7,272,392) (1,818,098) 25.0% (1,818,098) 25.0% 100.0%

O&M BGFM Operations (290,487) (72,622) 25.0% (72,622) 25.0% 100.0%

O&M RTPO Operations (1,406,925) (366,149) 25.0% (366,149) 25.0% 100.0%

Debt Service (6,915,000) (1,728,750) 25.0% (1,089,544) 15.8% 63.0%

R&R Capital Expenditures (3,585,000) (966,000) 25.0% (421,387) 11.8% 43.6%

CIP Capital Expenditures (1,829,000) (687,500) 25.0% (136,612) 7.5% 19.9%

TOTAL USES (23,117,804) (6,093,869) 25.0% (4,337,194) 18.8% 71.2%

SOURCES OVER (UNDER) USES (904,804) (540,619) 25.0% 1,243,678 -137.5% -230.0%

ENDING FUND BALANCE 5,617,196$ 8,213,285$

SOURCES: $2.8 million RSC revenues: $5.6 million. RSC revenues were in line with budget through the end of Q2 2017.

USES: $1.8 million

Administrative services: $433K. Administrative services through the biennium were under budget by 4.8%, with contract administrative services paid to the District under budget and professional engineering services for capital program support and regulatory compliance paid to an engineering consultant over budget.

Operating costs: $2.3 million. Operating costs paid to contract operators, Clark County and Ridgefield, to operate the Alliance’s Regional Assets were in line with budget at 100% through the biennium.

Debt service: $1.1 million. Debt service costs through the end of Q2 2017 are 37.0% under budget. $1.1 million in debt service is coming due in Q3 2017 and another $1.0 million is coming due in Q4 2017.

Capital expenditures: $558K. Capital expenditures through the end of Q2 2017 were significantly under budget. Construction on six capital projects will increase in the remainder of the 2017-2018 biennium budget period.

Alliance Treasurer’s Report September 15, 2017

Page 2 of 4

SOURCES AND USES BY TYPE – ALL FUNDS

Regional Service Charges

(RSCs)100%

Investment Interest

0%

Total Sources through 2nd Quarter

O&M Administrative

Services10%

O&M SCWMS Operations

42%

O&M BGFM Operations

2%O&M RTPO Operations

8%

Debt Service25%

R&R Capital Expenditures

10%CIP Capital

Expenditures3%

Total Uses through 2nd Quarter

Sources:

Regional Service Charges account for nearly all of the sources through Q2 2017, as budgeted. Uses:

R&R and CIP capital expenditures through Q2 2017 have been under budget. All engineering and professional service contracts have been executed and Administrative Lead staff anticipates an increase in capital project expenditures going forward with construction continuing on six capital projects in the 2017-2018 biennium budget period.

CASH AND INVESTMENTS BY FUND HELD BY THE ALLIANCE

Cash Investments Total OPERATIONS AND MAINTENANCE 39,661$ 1,009,991$ 1,049,652$

RATE STABILIZATION 181,102 181,102

DEBT SERVICE 60,660 732,520 793,180

RESTORATION AND REPLACEMENT 353,054 3,950,254 4,303,309

CONSTRUCTION IN PROGRESS 196,983 48,684 245,667

831,460$ 5,741,449$ 6,572,910$

Cash and Investments at December 31, 2016 6,969,607

Change in Cash and Investments (396,697)$


Page 3 of 4

Adopted BudgetBudget

6/30/2017% of Budget

PeriodActual

6/30/2017% vs Adopted

Budget% vs Budget

6/30/2017

10,454,000$ 2,613,500$ 25.0% 2,613,605$ 25.0% 100.0%- - 25.0% 4,260

10,454,000$ 2,613,500$ 25.0% 2,617,865$ 25.0% 100.2%

(1) 1,819,000$ 454,750$ 25.0% 432,782$ 23.8% 95.2%7,272,392$ 1,818,098$ 25.0% 1,818,098 25.0% 100.0%

290,487 72,621.75 25.0% 72,622 25.0% 100.0%1,406,925 366,149 25.0% 366,149 25.0% 100.0%

10,788,804$ 2,711,619$ 25.0% 2,689,651$ 24.9% 99.2%

(334,804)$ (98,119)$ (71,786)$

Notes

Total Revenues

Expenses

Quarterly Financial Report Through the Quarter Ended June 30, 2017

Unaudited - Intended for Management Purposes Only

The following is a summary of the Alliance's financial results for operating funds. This information is summarized from financial activity for the six months ended June 30, 2017.

Category

RevenuesRegional Service ChargesInvestment Interest

OPERATIONS AND MAINTENANCE ACCOUNT

Revenues Over (Under) Expenses

(1) Administrative services: $433K. Administrative services were 4.8% under budget primarily based on the timing of executing engineering and professional services related to capital program delivery not yet billed.

O&M SCWMS Operations O&M Admin Services

O&M BGFM Operations O&M RTPO Operations

Total Expenses


Page 4 of 4

Adopted Budget Budget 6/30/17 Actual 6/30/17% of Adopted

Budget% Budget Period

2,738,000$ 684,500$ 684,618$ 25.0% 25.0%- -$ 16,752 25.0%

2,738,000 684,500 701,370 25.6% 25.0%

(1) 3,585,000 966,000 421,387 11.8% 25.0%3,585,000 966,000 421,387 11.8% 25.0%

(847,000)$ (281,500)$ 279,983$ Program Budget Budget 6/30/17 Actual 6/30/17 LTD 12/31/2016

Alliance R&R ProjectsUpper Salmon Creek Interceptor Repair 31,000$ 15,500$ 3,439 584,596$ 581,157 Regional Biofilter 1,078,000 26,000$ 38,800 228,850 190,051 36th Avenue PS Pump Replacement 902,000 443,000$ - 145,404 145,404 SCTP Programmable Logic Controller Replacement 866,000 337,000$ 239,162 915,300 676,139 BGFM Valve & Vault Repair - - 18,272 413,802 395,531 SCTP OPS Water Chiller - - 3,476 67,991 64,516 SCTP Influent Screen Rebuild 134,000 67,000 118,239 SCTP Dewatering Equipment Rebuild 233,000 - SCTP Fire Pump Controller Replacement 27,000 - Annual R&R Allowance 314,000 77,500

Total Alliance R&R Capital Expenditures 3,585,000 966,000 421,387 2,355,944 - Notes

(1) Construction Costs: $421K. R&R activity expected to increase going into Q3 and Q4 2017.

Adopted Budget Budget 6/30/17 Actual 6/30/17% of Adopted

Budget% Budget Period

1,929,000$ 482,250$ 482,279$ 25.0% 25.0%-$ -$ 354 25.0%

1,929,000 482,250 482,633 25.0% 25.0%

(1) 1,829,000 687,500 136,612 7.5% 25.0%1,829,000 687,500 136,612 7.5% 25.0%

100,000$ (205,250)$ 346,021$ Adopted Budget Budget 6/30/17 Actual 6/30/17 LTD 12/31/2016

Alliance CIP ProjectsSCTPO Phase 5A Expansion (Outfall/Effluent Pipeline) 1,580,000$ 597,500$ 136,612$ 1,136,951$ 1,000,339$ SCTPO Phase 5B Expansion (Plant) 249,000 90,000

Total Alliance CIP Capital Expenditures 1,829,000 687,500 136,612 1,136,951 1,000,339 Notes

(1) Construction Costs: $137K. CIP activity expected to increase going into Q3 and Q4 2017.

Total Expenditures

Quarterly Financial Report Through the Quarter Ended June 30, 2017

Unaudited - Intended for Management Purposes Only

The following is a summary of the Alliance's financial results by operating funds. This information is summarized from financial activity for the six months ended June 30, 2017.

EXISTING ASSETS R&R ACCOUNT

ALLIANCE R&R

Revenues

Investment InterestTotal Revenues

Expenditures


Construction Costs

Alliance CIP Capital Expenditures

Revenues Over (Under) ExpendituresAlliance R&R Capital Expenditures

NEW ASSETS CIP ACCOUNT

ALLIANCE CIP

Revenues

Investment InterestTotal Revenues

Expenditures

Total Expenditures

Revenues Over (Under) Expenditures


Construction Costs

ACTION REQUESTED: Information and Discussion

G:\Alliance\1 EXEC-ADMIN\1 BOARD\Agenda Packets\091517\6e 091517 Staff Report - 2018 Budget Amendment.docx Printed: 9/6/2017 10:11 AM

Page 1 of 2


6e. Draft Resolution – Draft 2017-2018 Operating and Capital Budget and Regional Service Charges Amendment

STAFF CONTACTS PHONE EMAIL Ken Andrews, CPA, Alliance Treasurer 360-993-8824 [email protected]

PURPOSE: As the midpoint of the two-year 2017-2018 Operating and Capital Budget nears, Administrative Lead staff and Standing Committees have been reviewing operating and capital project costs-to-date to see how actual-versus-budgeted expenditures are tracking. This report highlights the findings from that review, summarizes requests for additional expenditure authorizations made via Budget Decision Packages (BDPs), and refers a draft 2017-2018 budget amendment resolution (Attachment A) to the Board, including Regional Service Charges adjustments for 2018 to pay for these additional authorized expenditures. Proposed expenditure authorization increases and funding sources are summarized below.

BDP

#Uses/Expenditures

($1000s)

O&M / R&R Insurance

Reserves Proceeds (CR) (BG)

OPERATING BUDGET AMENDMENT

Clark County Operator

1 ‐ Additional Indirect Costs $48 $48

2 ‐ Sludge Blend Tank Overflow Recovery $36 $36

Ridgefield Operator $0

Administrative Services $0

Subtotal $84 $48 $36 $0 $0

CAPITAL BUDGET AMENDMENT

Repair & Replacement Program

2 Sludge Blend Tank Overflow Recovery $825 $25 $800

3 R&R Program $200 $150 $50

Capital Improvement Program

4 SCTP Phase 5A Project $250 $185 $65

5 SCTP Phase 5B Project $350 $260 $90

Subtotal $1,625 $25 $800 $595 $205

TOTAL BUDGET AMENDMENT $1,709 $73 $836 $595 $205

RSCs

Sources/Revenues($1000s)

Description


Page 2 of 2

BACKGROUND: For the 2017-2018 biennial period, an Operating and Capital Budget was adopted via Resolution 2016-03 by the Alliance Board on December 16, 2016. Administrative services, operating costs of the nine Regional Assets, debt service and capital costs are to be primarily funded from Regional Service Charges (RSCs) collected from the funding Members over the two year period.

As part of the mid-biennial budget review, five budget amendments are recommended by the Standing Committees for Board review and comment. One BDP identifies unanticipated Operating and Maintenance (O&M) expenses. One BDP identifies increases in both O&M expenses and Capital expenditures in the Existing Assets Repair and Replacement (R&R) Program for an emergency repair. Three BDPs request additional Capital expenditure authorization, one for ongoing projects in the R&R Program, and two for ongoing New Assets Capital (CIP) Program projects, both part of the Salmon Creek Treatment Plant Phase 5 Expansion. The budget amendments are detailed further in the attached Budget Decision Package Summary (Attachment B).

A presentation will be provided to the Board at today’s meeting (Attachment C) for consideration of the draft 2017-2018 Operating and Capital Budget and Regional Service Charges Amendment

NEXT STEPS: Funding Members, the City of Battle Ground and Clark Regional Wastewater District, will review the Regional Service Charges as proposed in this amendment for affordability. A final budget amendment will include input received from that affordability review, direction received from the Board today, and Standing Committees’ final review and recommendation. Staff will compile a final resolution and budget amendment for a public hearing and Board consideration in December.

ACTION REQUESTED: Review and comment. Adoption of the proposed budget amendment of the 2017-2018 Operating and Capital Budget, along with RSC updates for 2018, will be requested via resolution at the December Board meeting.

Attachment A

Page 1 of 1

Staff Report Board Meeting of September 15, 2017 Attachment A-1

DISCOVERY CLEAN WATER ALLIANCE

RESOLUTION NO. 2017 – XX

A RESOLUTION OF DISCOVERY CLEAN WATER ALLIANCE, ADOPTING THE 2017-2018 OPERATING AND CAPITAL BUDGET AND REGIONAL SERVICE CHARGES AMENDMENT FOR THE DISCOVERY CLEAN WATER ALLIANCE.

WHEREAS, the Board of Directors has determined after various meetings that it is in the best interest of the Alliance to approve the 2017-2018 Operating and Capital Budget and Regional Service Charges Amendment as proposed; now, therefore

BE IT RESOLVED by the Board of Directors of the Discovery Clean Water Alliance that the 2017-2018 Operating and Capital Budget and Regional Service Charges Amendment attached to this Resolution is hereby approved and adopted.

ADOPTED by the Board of Directors of Discovery Clean Water Alliance at a regular meeting held on December 15, 2017.

DISCOVERY CLEAN WATER ALLIANCE

___________________________________________

Chair, Board of Directors

DRAFT

Reflects Change in #s

TOTAL Monthly

Operating & RSC Debt Existing New Assets BUDGET RSCs

Maintenance Stabilization Service Assets R&R Capital 2017‐2018 2018

BEGINNING BALANCES

Alliance Funds 1,320$ 143$ 1,357$ 3,602$ 100$ 6,522$

Contracts Receivable 2,159 ‐ ‐ ‐ ‐ 2,159

TOTAL BEGINNING BALANCES 3,479 143 1,357 3,602 100 8,681

SOURCES

Insurance Proceeds (1) 36 ‐ ‐ 800 ‐ 836

Regional Service Charges ‐ District (2) 8,497 122 5,122 2,010 1,877 17,627 759$

Regional Service Charges ‐ CofBG (3) 1,958 32 1,816 928 652 5,386 233

TOTAL SOURCES 10,490 154 6,937 3,738 2,529 23,849 992

USES

O&M Admin Services (1,819) ‐ ‐ ‐ ‐ (1,819)

O&M SCWMS Operations (4) (7,894) ‐ ‐ ‐ ‐ (7,894)

O&M BGFM Operations (276) ‐ ‐ ‐ ‐ (276)

O&M RTPO Operations (1,407) ‐ ‐ ‐ ‐ (1,407)

Debt Service ‐ ‐ (6,915) ‐ ‐ (6,915)

Existing Assets R&R (5) ‐ ‐ ‐ (4,609) ‐ (4,609)

New Assets Capital (6) ‐ ‐ ‐ ‐ (2,429) (2,429)

TOTAL USES (11,396) ‐ (6,915) (4,609) (2,429) (25,350)

ENDING BALANCES

Alliance Funds 980 297 1,379 2,731 200 5,587


TOTAL ENDING BALANCES 2,573$ 297$ 1,379$ 2,731$ 200$ 7,180$

Footnotes

(1) WSRMP insurance proceeds for Sludge Blend Tank Overflow Recovery ($36k) and Repair ($800k)

(2) Additional RSCs ‐ District to fund addiditonal R&R ($200k) and CIP ($600k) BDPs

(3) Additional RSCs ‐ CoBG to fund addiditonal R&R ($200k) and CIP ($600k) BDPs

(4) Sludge Blend Tank Overflow Recovery Costs ($36k) + Additional Indirect Cost Allocations ($48k)

(5) Sludge Blend Tank Overflow Repair Costs ($825k)

(6) Phase 5A Option 1 Costs ($250k) + Phase 5B Option 1 Costs ($350k)

ACCOUNTS

OPERATING BUDGET CAPITAL BUDGET

Staff Report Board Meeting of September 15, 2017 Attachment A‐2

ORIGINAL 2017-2018 BUDGET AS ADOPTED:Adopted Monthly

Operating & RSC Debt Existing New Assets Budget RSCs

Maintenance Stabilization Service Assets R&R Capital 2017‐2018 2017

BEGINNING BALANCES

Alliance Funds 1,320$ 143$ 1,357$ 3,602$ 100$ 6,522$


TOTAL BEGINNING BALANCES 3,479 143 1,357 3,602 100 8,681

SOURCES

Regional Service Charges ‐ District 8,497 122 5,122 1,860 1,432 17,032 710$

Regional Service Charges ‐ CofBG 1,958 32 1,816 879 497 5,181 216

TOTAL SOURCES 10,454 154 6,937 2,738 1,929 22,213 926

USES

O&M Admin Services (1,819) ‐ ‐ ‐ ‐ (1,819)

O&M SCWMS Operations (7,810) ‐ ‐ ‐ ‐ (7,810)

O&M BGFM Operations (276) ‐ ‐ ‐ ‐ (276)

O&M RTPO Operations (1,407) ‐ ‐ ‐ ‐ (1,407)

Debt Service ‐ ‐ (6,915) ‐ ‐ (6,915)

Existing Assets R&R ‐ ‐ ‐ (3,584) ‐ (3,584)

New Assets Capital ‐ ‐ ‐ ‐ (1,829) (1,829)

TOTAL USES (11,312) ‐ (6,915) (3,584) (1,829) (23,641)

ENDING BALANCES

Alliance Funds 982 297 1,379 2,756 200 5,614


TOTAL ENDING BALANCES 2,621$ 297$ 1,379$ 2,756$ 200$ 7,253$

OPERATING BUDGET CAPITAL BUDGET

ACCOUNTS

AMENDED 2017-2018 BUDGET:

DRAFT

Reflects Change in #s

Original Amended

BIENNIAL BUDGET PERIOD 2015‐2016 2017‐2018 2017‐2018 $ %

Actuals Budget Budget Change Change

DISTRICT**

O&M

Administrative Services 1,336 1,153 1,153 ‐

SCWMS 5,643 5,874 5,874 ‐

BGFM 62 60 60 ‐

RTPO 1,246 1,410 1,410 ‐

Rate Stabilization 112 122 122 ‐

Capital ‐

Debt Service 4,519 5,122 5,122 ‐

Existing Assets R&R 769 1,860 2,010 150

New Assets Capital 835 1,432 1,877 445

TOTAL DISTRICT RSCs 14,522 17,032 17,627 595 4.1%

BATTLE GROUND**

O&M

Administrative Services 381 329 329 ‐

SCWMS 1,392 1,398 1,398 ‐

BGFM 249 231 231 ‐

RTPO ‐ ‐ ‐ ‐

Rate Stabilization 32 32 32 ‐

Capital ‐

Debt Service 1,649 1,816 1,816 ‐

Existing Assets R&R 408 879 928 50

New Assets Capital 278 497 652 155

TOTAL BATTLE GROUND RSCs 4,389 5,181 5,386 205 4.7%

TOTAL PER BIENNIAL BUDGET PERIOD 18,911 22,213 23,013 800 4.2%

BIENNIAL REGIONAL SERVICES CHARGES CHANGE:

MONTHLY REGIONAL SERVICE CHARGES CHANGE: 1 Monthly RSCs 2017 Monthly RSCs 2018 $ Change % Change

DISTRICT RSCs/Mo 710$ 759$ 50$ 7.0%

BATTLE GROUND RSCs/Mo 216 233 17 7.9%

TOTAL RSCs/Mo 926$ 992$ 67$ 7.2%

DRAFT

Attachment B

G:\Alliance\1 EXEC-ADMIN\1 BOARD\Agenda Packets\091517\6e3 091517 Staff Report - Attach B BDP Summary.docx Printed: 9/6/2017 10:35 AM

Page 1 of 2

Staff Report Board Meeting of September 15, 2017 Attachment B

Draft 2017-2018 Operating and Capital Budget and Regional Service Charges Amendment

BUDGET DECISION PACKAGES (BDP) SUMMARY

2018 OPERATING BUDGET INCREASE - $84,000

Clark County Operator O&M Budget Increase - $84,000

BDP #1 Additional Indirect Costs The County has requested a net increase in O&M expenditure authorization of $48,000 related to additional indirect overhead in 2018. The County experienced adjustments to the following areas of indirect overhead costs allocated to the Contractor Operator budget:

a. Information security increase (to address vulnerabilities) $5,000 b. Financial Management System (FMS) replacement – planning phase $3,000 c. FMS replacement – selection and implementation phase $63,000 d. Risk liability fund balance increase $3,000 e. Central services decrease (Treasurer’s Office, Auditor’s Office, Facilities, others) -$26,000

Net Expenditure Increase: $48,000

The net O&M expense increase of $48,000 will be funded through existing O&M reserves. BDP #2 Sludge Blend Tank (SBT) Overflow Recovery (O&M) The County has requested an increase in O&M expenditure authorization for the additional costs incurred to respond to the SBT overflow event, as follows:

a. Initial cleanup and troubleshooting, regular salaries and benefits plus overtime $56,000 b. Regular salaries and benefits already included in adopted budget -$20,000


The net SBT O&M expense increase of $36,000 will be funded through insurance claim proceeds. 2018 CAPITAL BUDGET INCREASE - $1,625,000

Existing Assets Repair and Replacement (R&R) Account Increase - $825,000

BDP #2 Sludge Blend Tank Overflow Recovery (R&R) An additional $825,000 is necessary for design and construction activities required to restore the SBT operation to its pre-event condition.

a. Restoration work – costs to be submitted for insurance claim $800,000* b. Restoration work – costs applied to deductible (from R&R reserves) $25,000


The SBT R&R expenditure of $800,000* will be funded through insurance claim proceeds. *Note: This is a project allowance. Final project costs will be determined through the construction quotation process.


Page 2 of 2

BDP #3 R&R Program The Capital Budget adopted in 2016 currently identifies eight projects included in the R&R budget for 2017-2018. Most projects are tracking very close to the budgets adopted in December 2016. One project cost is trending notably higher than the adopted program estimate, primarily due to initial costs for sole-source equipment to provide optimal performance and reduced life–cycle (maintenance) costs. A second project is trending notably lower than the program estimate due to fewer contract labor hours needed for installation.

a. 36th Avenue Pump Station Pump Replacement $400,000 b. Salmon Creek Treatment Plant Programmable Logic Controller Replacement -$200,000


The increased R&R expenditures of $200,000 are proposed to be funded through Regional Service Charges.

New Assets Capital (CIP) Account Increase - $600,000

BDP #4 Salmon Creek Treatment Plant Phase 5A – Columbia River Outfall and Effluent Pipeline Project.

The project is proceeding well and current budget authority is anticipated to be expended in first quarter 2018. Standing Committees reviewed three alternative options for the project: 1) suspend work until the next budget cycle beginning in 2019, 2) increase the project budget by $250,000 to allow for critical path environmental permitting to move forward, or 3), increase the budget by $500,000 to further support permitting, easement assessments and negotiations. Standing Committees recommend Option 2.

a. Phase 5A critical path environmental permitting (Option 2) $250,000 Net Expenditure Increase: $250,000 (does not represent an increase in total project cost)

The 2017-2018 budget increase of $250,000 is proposed to be funded through Regional Service Charges. BDP #5 Salmon Creek Treatment Plant Phase 5B – Plant Improvements Project (Capacity

and Odor Control) The project is proceeding well and current budget authority is anticipated to be expended in first quarter 2018. Standing Committees reviewed three alternative options for the project: 1) suspend work until the next budget cycle beginning in 2019, 2) increase the project budget by $350,000 to allow for critical path environmental permitting and design to move forward, or 3), increase the budget by $600,000 to further support permitting and complete final design. Standing Committees recommend Option 2.

a. Phase 5B critical path environmental permitting and design (Option 2) $350,000 Net Expenditure Increase: $350,000 (does not represent an increase in total project cost)

The 2017-2018 budget increase of $350,000 is proposed to be funded through Regional Service Charges.

Attachment C

ATTACHMENT C 9/8/2017

1

AllianceBoard of Directors September 15, 2017

2

Draft 2017-2018 Budget AmendmentOPERATING BUDGET AMENDMENT OVERVIEW

BDP

#Uses/Expenditures

($1000s)

O&M Insurance








Subtotal $84 $48 $36 $0 $0

RSCs


Description


2

3

• Clark County Operator Budget

o Uses: Additional Indirect Costs: Decreased indirect central service costs;

increased costs for information technology security, financial management systems replacement (Workday), and general liability fund replenishment.

Sludge Blend Tank Overflow Recovery: Equipment and other expenses for troubleshooting and cleanup.

o Sources: O&M Fund Reserves

Insurance Proceeds


$48k

$36k

TOTAL USES: $84k

$48k

$36k

TOTAL SOURCES: $84k

4

• Ridgefield Operator Budget

o No proposed changes $0k

• Administrative Services Budget

o No proposed changes $0k

District Administrative Lead

Other direct Alliance expenses (legal, insurance, etc.)



3

5

CAPITAL BUDGET AMENDMENT OVERVIEW

Draft 2017-2018 Budget Amendment

BDP

#Uses/Expenditures

($1000s)

R&R Insurance





3 R&R Program $200 $150 $50




Subtotal $1,625 $25 $800 $595 $205

RSCs


Description

6

• Sludge Blend Tank Overflow Recoveryo Uses:

Repair mechanical, electrical and control systems damaged by sludge overflow* Project Allowance

o Sources:

R&R reserves fund draw down (insurance deductible)

Insurance claim proceeds

Draft 2017-2018 Budget AmendmentCAPITAL BUDGET AMENDMENT OVERVIEW

REPAIR & REPLACEMENT PROGRAM

TOTAL USES: $825k

$25k

$800k

TOTAL SOURCES: $825k

*


4

7

• R&R Program Projects:o Uses:

Six of eight R&R projects in adopted budget are running near budget One project will underrun budget (PLC Replacement) One project has increased costs (36th Ave Pump Station)

* Proposed pumps are lowest life-cycle cost

o Sources: RSCs – Clark Regional share RSCs – Battle Ground share


REPAIR & REPLACEMENT PROGRAM

$0k

‐$200k$400k

TOTAL USES: $200k

$150k$50k


*

8

• Phase 5A – Columbia River Outfall and Effluent Pipeline Projecto Project going well:

Will achieve 30% design/Engineering Report/SEPA determination in Q1 2018 Intended work will be complete and budgets utilized at that time

o Options:

1. Temporarily shut down project until additional resources availableIn 2019-2020 budget ($0)

2. Move forward on strategic “critical path” tasks such as permitting andeasements (Standing Committees’ recommendation) $250k

3. Move forward more aggressively on all permitting and easements($500k)


CAPITAL IMPROVEMENT PROGRAMSCTP Phase 5 Expansion


5

9

• Phase 5A – Columbia River Outfall and Effluent Pipeline Project

o Uses (Recommended Option #2):

o Sources:

RSCs – Clark Regional share

RSCs – Battle Ground share

o Considerations:

Not a net increase to project, but rather a timing/optimization opportunity

An offset to construction costs escalating at approximately $1M per year



TOTAL USES: $250k

$185k

$65k


10

• Phase 5B – Plant Improvements (Capacity and Odor Control)o Project going well:

Will achieve 30% design/Engineering Report/SEPA determination in Q1 2018 Intended work will be complete and budgets utilized at that time

o Options:

1. Temporarily shut down project until additional resources availableIn 2019-2020 budget ($0)

2. Move forward on strategic “critical path” tasks such as permitting anddesign (Standing Committees’ recommendation) $350k

3. Move forward more aggressively on all permitting and easements($600k)




6

11

• Phase 5B – Plant Improvements

o Uses (Recommended Option #2):

o Sources:

RSCs – Clark Regional share RSCs – Battle Ground share

o Considerations: Not a net increase to project, but rather a timing/optimization opportunity An offset to construction costs escalating at approximately $0.3M per year

– Recommended option moves up project delivery 2 years

Odor control system will address approximately 90% of offsite odors



TOTAL USES: $350k

$260k$90k


12

Draft 2017-2018 Budget AmendmentBDP

#Uses/Expenditures

($1000s)

O&M / R&R Insurance








Subtotal $84 $48 $36 $0 $0




3 R&R Program $200 $150 $50




Subtotal $1,625 $25 $800 $595 $205

TOTAL BUDGET AMENDMENT $1,709 $73 $836 $595 $205

RSCs


Description


7

13

Next Steps

• Board policy input/direction

• Review affordability with funding Members

• Finalize budget amendment with Standing Committees

• Hold public hearing(December 15 Board meeting)

• Adopt amendment (December 15 Board meeting)

Draft 2017-2018 Budget Amendment

Printed: 9/6/2017

Page 1 of 3


6f. Administrative Lead Report

STAFF CONTACTS PHONE EMAIL John M. Peterson, P.E., District General Manager

Ken Andrews, CPA, Alliance Treasurer Robin Krause, P.E., District Engineer

Tammy Lecomte, District Senior Admin Assistant

360-993-8819 360-993-8824 360-993-8821 360-993-8823

[email protected] [email protected] [email protected]

[email protected] PURPOSE: The Alliance is a regional wastewater transmission and treatment utility in its third year of full operation in 2017. The goal of the Administrative Lead (AL) Report is to provide a quarterly update for ongoing activities in the executive, financial and engineering areas of responsibility. Executive and Administrative Activities.

1. Board Meeting Frequency Follow Up. The Board of Directors is now meeting on a quarterly frequency, having delegated additional responsibilities to the District as AL. The District has established processes under the Board resolutions adopted on June 16 to carry out the day-to-day activities of the Alliance.

2. Public Engagement Follow Up. The Alliance conducted two open houses in early June. An open house for the neighbors near the Salmon Creek Treatment Plant site was held in the evening of June 6. A second open house related to the construction of the regional biofilter project was held in the evening of June 13.

AL staff is utilizing the input from residents near the Salmon Creek Treatment Plant to provide ongoing engagement. At this time, the plan is to (1) maintain an up-to-date email list for interested parties, (2) provide updated website content on a quarterly basis, based largely on content provided at the Board meetings. Consideration will also be given to hosting additional open houses on an annual or biennial cycle or as important capital project-related information is developed that may be of interest.

Financial and Treasury Activities.

1. Provide Ongoing Alliance Financial Management. Two agenda items are included as part of the September board agenda package. The regular financial report is provided for activities through

mailto:[email protected]

Administrative Lead Report September 15, 2017

Page 2 of 3

2Q 2017. In addition, a draft 2017-2018 Operating and Capital Budget Amendment has been prepared for the Board’s consideration.

Engineering and Capital Program Activities.

1. Capital Project Delivery. Work is moving forward on all Board-authorized capital projects depicted in the Capital Plan and Capital Budget. A separate report is included as part of the September Board agenda package to provide updates on all ongoing work in progress. It should be noted that the Alliance has received the attached notice from Ecology regarding capacity at the Salmon Creek Treatment Plant. The Phase 5B project is designed to address the loading limits on the facility and staff recommends every effort be made to proactively deliver that project.

2. Newly Identified Capital Project – Sludge Blend Tank Overflow Recovery Project. On May 2, 2017, the Sludge Blend Tank at the Salmon Creek Treatment Plant overflowed in an uncontrolled fashion for several hours after facility staff had gone home for the day. This condition resulted in several thousands of gallons of raw (untreated) solids flooding the treatment plant site near the Sludge Blend Tank. Eventually the solids flowed into an adjoining building’s electrical room, resulting in loss of power to that facility and damage to electrical equipment. It was eventually this loss of power - as reported through the fire alarm system - that notified plant staff of the situation early in the morning of May 3, 2017. The initial clean-up of the site has been completed and daily operations have been reestablished.

Work is ongoing to define the scope and cost of the permanent repair project. The focus areas for the permanent repair efforts are associated with damaged electrical and control system equipment and devices. At this time, the design has been completed for the repair work and staff is in the process of obtaining construction quotes for a facilitated project delivery process.

AL staff is also coordinating closely with the Alliance property insurance provider, the Water Sewer Risk Management Pool (WSRMP), to ensure the scope of repairs is understood and endorsed. A preliminary payment from WSRMP in the amount of $250,000 has been authorized.

3. Ensure Regulatory Compliance. AL staff continues to track emerging regulatory requirements and processes, including (1) the Clean Water Act 303(d) listing process and (2) new proposed water quality standards to address human health criteria (HHC, also known widely as the “fish consumption rule”).

Ecology has recently and formally recognized the Alliance as the owner of the Regional Assets by sending the attached 2016 100% Compliance Award letters directly to the Alliance Board. Congratulations are in order to both Alliance Operators for the work required to obtain these awards of excellence.

4. Asset Management Workshop. As a newly formed regional utility, it is critical that the Alliance establish its management framework for its level-of-service, cost-of-service and risk profile. To that end, the Alliance has invested in an evaluation of its overall approach to asset management. A consulting engineering team toured Alliance facilities on June 7 and conducted a comprehensive assessment workshop on June 8 with a broad cross section of Alliance Member agency staff. Preliminary results of the workshop were shared with Board on June 16, indicating performance level of the current program was on the lower end of the overall range. Building a more complete asset management program will take time and additional resources through the

Administrative Lead Report September 15, 2017

Page 3 of 3

2019-2020 and future budget periods. In order to better assess the needs of the current program, effort is being focused on a qualitative risk based assessment of the existing assets, considering both the condition (risk of failure) and criticality (consequence of failure) of the primary assets to better understand near term program priorities, risks and costs.

ACTION REQUESTED: Policy-level guidance for the various Administrative Lead activities.




Documents

Board of Directors Agenda Third Quarter 2017 · 2019-11-12 · Printed: 9/6/2017 G:\Alliance\1 EXEC-ADMIN\1 BOARD\Agendas\091517 Q3 Alliance Board of Directors Meeting Agenda.docx