HomeMy WebLinkAbout2007-08-06 PacketCITY OF UKIAH
AGENDA
SPECIAL JOINT MEETING OF THE
UKIAH CITY COUNCIL AND
UKIAH VALLEY SANITATION DISTRICT
CIVIC CENTER COUNCIL CHAMBERS
300 Seminary Avenue
Ukiah, CA 95482
August 6, 2007
2:00 p.m.
JOINT MEETING OF CITY OF UKIAH CITY COUNCIL AND UKIAH VALLEY
SANITATION DISTRICT BOARD OF DIRECTORS
ROLL CALL
2. ITEMS OF DISCUSSION
a. Discussion of Funding for District Administrative and
Governance Expenses
b. Discussion and Possible Action on the Formation of a
Joint/City District Ad-Hoc Committee for the Sewer Lateral
Program
c. Discussion and Possible Direction to Staff Regarding the Cost
Participation Between the UVSD and the City for the Mattern
Property Acquisition
d. Presentation and Possible Discussion of Revised Equipment
Schedules for Equipment Used in the Operation and Maintenance
of the Combined Sewer Collection System and the WWTP
OTHER BUSINESS
a. Set the next Joint Meeting of the Ukiah City Council and Ukiah
Valley District
4. ADJOURNMENT OF MEETING
The City of Ukiah complies with ADA requirements and will attempt to reasonably
accommodate individuals with disabilities upon request.
Page 1 of 4
Item No. 2a
AGENDA SUMMARY REPORT
JOINT MEETING OF THE UHIAH CITY COUNCIL
AND THE UHIAH VALLEY SANITATION DISTRICT BOARD
AUGUST 6, 2007
DISCUSSION OF FUNDING FOR THE DISTRICT ADMINISTRATIVE AND
GOVERANCE EXPENSES
SUMMARY
At the Joint City/District Budget Hearing conducted on June 25, 2007, the City Council
members and the Board of Directors agreed to continue the discussion pertaining to the
appropriateness of budgeting and expensing ongoing and new administrative and
governance expenses incurred or to be incurred by the District to the Joint City/District
Sewer Operations Fund (Fund 612) or some other Fund established for the District's use
but managed by the City or the Special Property Tax Fund managed by the County Tax
Collector/Auditor. Anticipated District administrative and governance expenditures
estimated by Paul Cayler, Deputy CEO, for the forthcoming 07/08 Budget Year were
presented to the Joint Meeting participants. Support services to the Board were estimated
at $48,000.
In addition, the Board has under consideration contracting for a General Manager. The
General Manager job description includes administrative activities related to District and
Board operations and, in addition, sewer lateral inspections, plan checking and other
activities currently performed by City staff in its operation and maintenance of the
combined City/District sewer system under the 1995 Participation Agreement. Mr.
Caylor estimates the potential expenses for the proposed District Contract General
Manager at $144,300 for the remaining 9 month period for a total anticipated annual
expense of $192,900,
The Special Sewer funds which are managed by the City for the exclusive use by the
District are Funds 641 and 650. Special property taxes collected and managed by the
County Tax Collector/Auditor are available to the District and the current administrative
expenses for services provided by the County Executive office, Clerk of the Board, and
County Counsel are expensed to this Fund.
Fund 612 was created to receive the revenue generated from the monthly service fee from
which the expenses related to the administration, management and operations of the
combined sewer collection system and the City owned Wastewater Treatment Plant
(WWTP) would be paid. Under the 1995 Participation Agreement, the City provides the
administrative, management, financial, and operational services to operate the sewerage
system. Therefore, the City's Finance Director, opined that the expensing of
administrative and governance expenses incurred by the District Board to Sewer
Operations Fund 612, was not appropriate.
In the opinion of the City Attorney and staff, services provided by a possible contract
District General Manager are not included in the services shared between the City and the
District under Section 1 of the 1995 Participation Agreement. Operational services, such
as sewer inspections and plan checking, in the proposed District General Manager job
description are properly shared between the City and the District, but cannot be
performed by District contractors or employees without amending the Participation
Agreement, which currently provides for the provision of those services by the City.
DISCUSSION
Fund 612, the Joint District/City Sewer Operations Fund, was created to financially
manage the revenue generated from the monthly sewer service fee and the budgeting of
the expenses associated with the services provided by the City to administer, manage,
operate, maintain and repair the sewerage system, consisting of the combined sanitary
sewer collection system and the City owned WWTP in accordance with the 1995
Participation Agreement. These shared expenses are apportioned between the City and
the District based on sewer service units. The amount of the monthly sewer service fees
in the District and the City were established based on the estimated costs associated with
(1) providing the services required by the Participation Agreement, (2) the money needed
to make the annual debt payments for the AWT Project and the rehabilitation component
of the current WWTP Upgrade and Expansion Project, and (3) monetary allowances for
capital maintenance projects over a five year period. The expenses associated with the
administration and governance of the District Board were not included in the bond rate
study are not included in the monthly service fee. Some of the services in the proposed
District General Manager job description fall in this same category and are not included
in the budget. The inspection and plan check services are included in the budget, but are
performed by City staff in accordance with the Participation Agreement.
In addition, under the agreements for issuing bonds to pay for the WWTP upgrade and
expansion project, net income before capital outlay and debt payments must equal 120%
of the debt payment. There is also a gross revenue test. The gross revenue must exceed
the operating and maintenance expenses plus the debt payment.
For these reasons, adding expenses to the budget funded from Fund 612, which were not
included when fixing the rates, which were scheduled to phase in over a period of five
years, may require crate-increase. According to the City Attorney, including expenses
under Fund 612 which are not authorized by Section I of the Participation Agreement
also could violate the bond indenture, which obligates the City and the District to share
expenses in accordance with the Participation Agreement, unless the District pays or
makes arrangements to pay its share of the debt service for those bonds or the monthly
rates are raised.
Similarly, transferring functions performed by City staff, such as inspections and plan
checks, to District employees or contractors would require an amendment of the 1995
Participation Agreement, because the City has contracted to provide those services to the
District under that agreement.
Fund 641, Sanitation District Special Fund, was created to financially manage the
revenue generated from the annual right of way charge for that portion of the District's
collection system within the City's Maintained Road System. Currently, the monies
within Fund 641 are for the exclusive use of the District. The annual revenue is $60,000
and the projected Fund Balance Ending is $696,049 for the approved 07/08 Budget.
There are no known restrictions as to the use of these funds. However, it is to be noted
that if those portions of the District within the City are detached in the future, the amount
of the revenue generated will be decreased appropriately if al( District/City areas are
detached from the District.
Fund 650, Sanitation District Capital Improvement Fund, was created to financially
manage the revenue collected from sewer connection fees and to budget capital
improvements to the Districts sanitary sewer system and to pay for the District's share of
the annual debt payment for the expansion component of the WWTP rehabilitation and
expansion project. The use of this funds are exclusive to the capital expansion of the
sewer system and expensing the District's administrative and governance expenses to this
fund is not appropriate.
The Special Property Tax Fund managed by the County Tax Collector/Auditor was
created to financially manage the revenue generated from that portion of the annual
property tax apportioned to the Special District in accordance with State Law. Annual
revenue and the current Fund Balance are approximately $38,000 and $529,850,
respectively. The District's current administrative and governance expenses are being
expensed to this Fund. There are no known restrictions as to how the District may use
these monies within this fund. It is to be noted, however, that if those portions of the
District within the City are detached in the future, the amount of the tax revenue
generated will be decreased appropriately.
FUNDING
To be determined
RECOMMENDED ACTION
Discuss the issues and provide direction to Staff for development of the appropriate
budget amendments.
ALTERNATIVE ACTIONS
Continue the discussion to another Joint City/District meeting or provide alternate
direction to staff.
ATTACHMENTS
Approved 07/08 Budget for Funds 612, 641, and 650.
AGENDA SUMMARY REPORT PREPARED BY
Rick Kennedy, PE, City of Ukiah Staff Representative
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Item No. 2b
MENDOCINO COUNTY MEMOitaNDUM
EXECUTIVE OFFICE
Date: July 9, 2007
To: Member of the Ukiah Valley Sanitation District Board of Directors
From: Paul Cayler, DCEO
Subject: Ideas On A Joint City/County Sewer Lateral Committee
The purpose of this memorandum is to respond to a direction given by the Ukiah
Valley Sanitation District (UVSD) Board of Directors at their meeting on June 27, 2007,
that a memorandum be preparedd outlining ideas related to the establishment of a
committee on the issue of sewer lateral inspections and repair.
I am not going to send much time on the background of sewer infiltration and inflow
issue. As the Board of Directors are aware, UVSD Ordinance No. 29 came about due to
a citizen s lawsuit in order to limit sanitary sewer overflows in the wastewater
collection and treatment system jointly controlled by the City of Ukiah (City) and the
UVSD. In order to settle the lawsuit, the City and the UVSD agreed to a consent decree,
which mandated the establishment of a "point-of-sale' sewer lateral testing and repair
ordinance. The City adopted an ordinance very similar to the UVSD in response to the
consent decree. The UVSD's requirements under the consent decree are nuanced from
the City's requirements in that the UVSD has some exemption provisions and the
ability to propose a geographic testing sewer lateral program.
The "point-of-sale' approach has created considerable public concern and criticism,
especially among the real estate professional and construction trades sectors. There has
been criticism that the "point-of-sale' methodology is not the most effective means of
eliminating sanitary sewer overflows, because the underlying root cause of the
overflow problem is infiltration and inflow of surface and ground water into the sewer
collection system. The basis of this criticism is that the "point-of-sale' methodology
does not target laterals which have infiltration and inflow, rather it is a blanket
approach that places the burden on home sellers and buyers regardless of whether an
infiltration and inflow problem exists at the property which is for sale.
A group of concerned citizens approached UVSD Board Member individually to
express their ideas and requested for a joint City/District committee be formed in order
to communicate and explore alternative methodologies to solve the sewer infiltration
and inflow problem. The focus of this citizens group is to back away from a "point-of-
sale' approach and move to a "geographic' methodology. This methodology favors a
focused approach to specific geographic areas that have an infiltration and inflow
problems, and then to systematically test and repair sewer laterals in those areas. This
has been the approach favored by the UVSD Board of Directors.
SEWER LATERAL COMMITTEE PAGE 2 July 9, 2007
The aforementioned concern citizens group requested the UVSD Board of Director
consider the formation of a committee of City and District officials and citizens be
established as a means of communicating on this important matter in order to develop a
better way to solve the infiltration and inflow problem. The following ideas regarding
the proposed committee were discuss at the June 27, 2007, UVSD Board of Directors
Meeting:
- If a committee was to be organized that it should be an "ad hoc' committee with
a specific agenda of developing recommendations relative to sewer lateral testing
and repair.
- A committee mandate and timeline should be established.
- One UVSD Board Member and one Ukiah Council Member should be appointed
to the committee. This may create challenges due to the membership of the
UVSD Board of Directors.
- Citizen committee members should be limited to no more than four members
and attempt to represent across-section of community interests, for example, one
real estate professional, one construction trades representative, one
environmental representative and one member at-large.
- Committee meetings should be announced, open and public. Committee
meetings should have posted agendas.
- The County Executive Office and City of Ukiah should provide staff resources to
the committee.
There were comments that there had been a community outreach effort through the
City of Ukiah to communicate and gather community input through a system of public
workshops. It was felt by some that this had been a successful forum, and therefore
why not continue with workshops, rather than set up a new committee.
In summary, there is little doubt that there are numerous issues and problems related to
the governance and operation of the wastewater collection and treatment system
beyond the specific sewer lateral matter. At this point, there are many more questions
than answers. A forum for open communication is absolutely necessary if as a
community we are going to work our way through these challenges. It appears that
there is a group of citizens willing to volunteer time to this important subject. I
therefore recommend that an attempt to direct this energy toward positive public
discourse and communication, whether it be through an ad hoc committee or
community workshops.
Please feel free to contact me at your convenience at 467-2597 or
c ay ler~@co. mendocino. c a. us.
Cc: Jeanine Nadel, County Counsel
Item no. 2c
AGENDA SUMMARY REPORT
JOINT MEETING OF THE UHIAH CITY COUNCIL
AND THE UHIAH VALLEY SANITATION DISTRICT BOARD
AUGUST 6, 2007
DISCUSSION AND POSSIBLE DIRECTION TO STAFF REGARDING THE COST
PARTICIPATION BETWEEN THE UVSD AND THE CITY FOR THE MATTERN
PROPERTY ACQUISITION
DISCUSSION
At the UVSD Boazd meeting of April 25, 2007, staff presented a request from the Ukiah City
Council that the UVSD financially participate in the acquisition of the Mattern property located
just north of the Waste Water Treatment Plant (WWTP) that was needed to accommodate Phase
2 of the WWTP proposed expansion. The Boazd agreed on the following conditions to allow the
use of funds from the Joint District/City Sewer Operations Fund, Fund 612, to pay only the
$550,000 purchase price for the property and not any other acquisition costs, including the
related escrow fees, mediation fee and attorney's fees: (1) the UVSD be included as joint owner
of the property on the deed to the property, (2) the UVSD share in all revenue derived from
leasing the property prior to its use in the WWTP, including any revenue generated from use of
the property by the Mattern's, and (3) the UVSD, along with the City, be named as an additional
insured and indemnified from any litigation arising from any farming operations that may be
permitted on the property until it is used for Phase 2 of the WWTP Expansion. This counter
proposal was put into a letter from the Board Chairman, dated May 7, 2007 and was considered
by the City Council at its regular meetings of June 6, and June 20, 2007.
At those meetings, City Council members expressed some concerns about certain aspects of the
counter proposal. Council member McCowen was concerned that the District wanted to share
ownership in the Mattern property but was not willing to share all of the acquisition costs. He
expressed the opinion that as long as the property was being used for the intended purpose, that
the District and its customers were receiving benefits, regazdless of how title was held. The City
Attorney pointed out to the City Council that sharing ownership of property to be used as a part
of the WWTP conflicts with the Participation Agreement and every agreement between the City
and the District going back to 1955, which have consistently provided that title, management,
and control of the WWTP shall remain with the City. He recommended to the Council that if it
agreed to share ownership of the Mattern Property with the District, the required written
agreement should also address management of the property and the terms under which the City
could acquire the District's ownership interest in the property upon termination of the
Participation Agreement. City Council members expressed their desire that the conditions of the
counter proposal be discussed between the City Council and Board members at their earliest
scheduled Joint CityBoard Meeting.
On June 19, 2007, escrow closed on the purchase from the Matterns and the City is the current
owner of the property.
If the District Board agrees to the use of funds from Fund 612 to reimburse the City for all or
part of the acquisition costs, Amendment No. 1 to the Participation Agreement between the City
and the District requires the parties to enter a separate written agreement setting forth the terms
under which those funds may be used.
FUNDING
From Account No. To Account No. Additional Request
Sewer Operation Fund Balance 6123580.800.00 $552,500 plus escrow fees
(Approximately $554,000)
RECOMMENDED ACTION
1. Discuss conditions of the Counter Proposal and reach agreement as to the conditions
2. Direct the City Attorney and County Counsel to draft an Agreement for the Financial
Participation in the Acquisition of the Mattern Property for submittal to the UVSD Board
and City Council for Approval and Execution
ALTERNATIVE ACTIONS
Provide other direction to staff.
ATTACHMENTS
N/A
AGENDA SUMMARY REPORT PREPARED BY
Rick Kennedy, PE, City of Ukiah Staff Representative
2
Item No. 2d
AGENDA SUMMARY REPORT
JOINT MEETING OF THE UHIAH CITY COUNCIL
AND THE UHIAH VALLEY SANITATION DISTRICT BOARD
AUGUST 6, 2007
PRESENATION AND POSSIBLE DISCUSSION OF REVISED EQUIPMENT
SCHEDULES FOR EQUIPMENT USED IN THE OPERATION AND
MAINTENACE OF THE COMBINED SEWER COLLECTION SYSTEM AND
THE WWTP
SUMMARY AND DISCUSSION
Presented to the District Board members and City Council members are revised
Equipment Schedules listing the equipment purchased with funds from the Joint City
District Sewer Fund, Fund 612, and used by the City of Ukiah in the operation and
maintenance of the combined sewer collection system and the Wastewater Treatment
Plant as required by the provisions of the 1995 Participation Agreement. As requested by
Chairman Wattenburger, the Equipment Schedules were revised to include a verbal
description of the Fund corresponding to the Fund Account Numbers on the Schedule.
FUNDING
NA
RECOMMENDED ACTION
Receive the Revised Equipment Schedules
ALTERNATIVE ACTIONS
Provide further direction to staff
ATTACHMENTS
Revise Equipment Schedules
AGENDA SUMMARY REPORT PREPARED BY
Rick Kennedy, PE, City of Ukiah Staff Representative
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