Public Works, Sewer and Water

CITY OF VERONA PUBLIC WORKS/SEWER & WATER COMMITTEE AGENDA MONDAY, JULY 26, 2021 5:00 P.M. VERONA CITY CENTER, ROOM D122 111 LINCOLN STREET VERONA, WI 53593 Agenda Items 1. Call to order. 2. Roll call. 3. Approval of the minutes of the June 14, 2021 meeting of the Public Works/Sewer and Water Committee. 4. Discussion and action regarding 2020 Sanitary Sewer Compliance Maintenance Annual Report. 5. Discussion and action regarding toilet rebate. 6. Discussion regarding refuse and recycling contract. 7. Discussion and action regarding Project ID 2018-108 Eastside Interceptor Gravity Sanitary Sewer Replacement. 8. Adjourn. Evan Touchett Chairperson Notice is hereby given that a majority of the City Council may be present at the meeting of the Public Works/Sewer & Water Committee to gather information about a subject over which they have decision-making responsibility. POSTED: Verona City Hall Verona Library Miller’s Market ALL AGENDAS ARE POSTED ON THE CITY’S WEBSITE AT www.ci.verona.wi.us IF YOU NEED AN INTERPRETER, MATERIALS IN ALTERNATIVE FORMATS, OR OTHER ACCOMMODATION TO ACCESS THE MEETINGS, PLEASE CONTACT THE CITY CLERK AT 845-6495 AT LEAST 48 HOURS PRECEDING THE MEETING. EVERY REASONABLE EFFORT WILL BE MADE TO ACCOMMODATE YOUR REQUEST.  CITY OF VERONA MINUTES PUBLIC WORKS/SEWER & WATER COMMITTEE MONDAY, JUNE 14, 2021 1. The meeting was called to order by Mr. Touchett at 5:02pm. 2. Roll Call: Present: Evan Touchett, Chad Kemp. Not present: Charlie Ryan. Also present: Theran Jacobson, Director of Public Works; Adam Sayre, City Administrator. 3. MOVED by Touchett, seconded by Kemp, to approve the minutes of the May 24, 2021 meeting of the Public Works/Sewer and Water Committee. Motion carried 2-0. 4. MOVED by Touchett, seconded by Kemp, to recommend approval of change order no. 4 for Project ID 2018-108 Eastside Interceptor Gravity Sanitary Sewer Replacement. Motion carried 2-0. 5. MOVED by Touchett, seconded by Kemp, to recommend approval of change order no. 5 for Project ID 2018-108 Eastside Interceptor Gravity Sanitary Sewer Replacement. Motion carried 2-0. 6. Mr. Jacobson provided an update regarding Project ID 2018-108 Eastside Interceptor Gravity Sanitary Sewer Replacement. Interceptor and force main pipe construction to be completed on June 15th. Local sewer connections to occur over the next month. Project is ahead of schedule. No action taken. 7. MOVED by Touchett, seconded by Kemp adjourn at 5:25pm. Motion carried 2-0. Note: These minutes were prepared by Theran Jacobson, Director of Public Works. These minutes are based on the notes of the recorder and are subject to change at a subsequent meeting.  Meeting Date: July 26, 2021 PW/S&W Committee Memo Public Works/Sewer & Water Committee Listed below is an explanation of the items on the Public Works/Sewer & Water Committee agenda. Item (4) 2020 Sanitary Sewer Compliance Maintenance Annual Report. City staff has prepared the annual report for the maintenance activities on the sanitary sewer utility. The report shall be submitted to the Wisconsin Department of Natural Resources and needs approval from the committee. The report summarizes the following activities: • Last rate change • Equipment fund balance • Future planning (capital improvement projects) • Maintenance activities • Pumping station inventory • Capacity, Management, Operation and Maintenance Program review Item (5) Toilet Rebate. City staff has prepared a draft policy for a toilet rebate program that would mirror other communities. The proposal for the toilet rebate has the following details: 1. Program to start January 1, 2022 2. Annual program maximum cost of $10,000 3. Max rebate of $100 per toilet but with a varying maximum number of rebates per year depending on meter size 4. Replacement toilets only, not new construction 5. Toilet to be a High Efficient Toilet (HET) of 1.28 gallons per flush per EPA Water Sense website Included with the packet are materials that staff has prepared to provide information on the proposed rebate. Staff reviewed the other communities’ process and crafted the proposal to fit the operation of our department with a comparable rebate cost to other communities. The policy and form would be approved by the committee at a future meeting and the program is proposed to be funded by the sanitary sewer utility. Waunakee, Fitchburg, Madison, and Middleton rebate information and application forms are included as a reference and justification for the comparable costs. Staff is requesting feedback on the proposal. Page 1 / 2  Meeting Date: July 26, 2021 PW/S&W Committee Memo Item (6) Refuse and recycling contract. City staff sent the refuse and recycling contract out to contractors for quotes. Quotes are due back on July 28, 2021. Staff will review and present the responses from the contractors at a future meeting. Below is an updated schedule: 7/28/2021 – Quotes back from contractors 8/3/2021 – Staff review quotes from contractors 8/9/2021 – Meeting with PW S&W Committee as necessary 9/24/2021 – Finalize contract with Contractor 10/11/2021 – PW S&W Committee to recommend council to approve contract Item (7) Project ID 2018-108 Eastside Interceptor Gravity Sanitary Sewer Replacement. Staff will provide a construction update on the Eastside Interceptor Replacement Project. Page 2 / 2 Compliance Maintenance Annual Report Verona Sewage Collection System Last Updated: Reporting For: 7/16/2021 2020 Financial Management 1. Provider of Financial Information Name: Jon Bublitz Telephone: (608) 845-6695 (XXX) XXX-XXXX E-Mail Address (optional): jon.bublitz@ci.verona.wi.us 2. Treatment Works Operating Revenues 2.1 Are User Charges or other revenues sufficient to cover O&M expenses for your wastewater treatment plant AND/OR collection system ? Yes (0 points) No (40 points) If No, please explain: 2.2 When was the User Charge System or other revenue source(s) last reviewed and/or revised? Year: 2020 0 0-2 years ago (0 points) 3 or more years ago (20 points) N/A (private facility) 2.3 Did you have a special account (e.g., CWFP required segregated Replacement Fund, etc.) or financial resources available for repairing or replacing equipment for your wastewater treatment plant and/or collection system? Yes (0 points) No (40 points) REPLACEMENT FUNDS [PUBLIC MUNICIPAL FACILITIES SHALL COMPLETE QUESTION 3] 3. Equipment Replacement Funds 3.1 When was the Equipment Replacement Fund last reviewed and/or revised? Year: 2020 1-2 years ago (0 points) 3 or more years ago (20 points) N/A If N/A, please explain: 3.2 Equipment Replacement Fund Activity 3.2.1 Ending Balance Reported on Last Year's CMAR $ 132,800.00 3.2.2 Adjustments - if necessary (e.g. earned interest, $ 0.00 audit correction, withdrawal of excess funds, increase making up previous shortfall, etc.) 3.2.3 Adjusted January 1st Beginning Balance $ 132,800.00 3.2.4 Additions to Fund (e.g. portion of User Fee, earned interest, etc.) + $ 15,800.00 Compliance Maintenance Annual Report Verona Sewage Collection System Last Updated: Reporting For: 7/16/2021 2020 3.2.5 Subtractions from Fund (e.g., equipment replacement, major repairs - use description box 3.2.6.1 below*) - $ 0.00 3.2.6 Ending Balance as of December 31st for CMAR Reporting Year $ 148,600.00 All Sources: This ending balance should include all Equipment Replacement Funds whether held in a bank account(s), certificate(s) of deposit, etc. 3.2.6.1 Indicate adjustments, equipment purchases, and/or major repairs from 3.2.5 above. 3.3 What amount should be in your Replacement Fund? $ 148,600.00 0 Please note: If you had a CWFP loan, this amount was originally based on the Financial Assistance Agreement (FAA) and should be regularly updated as needed. Further calculation instructions and an example can be found by clicking the SectionInstructions link under Info header in the left-side menu. 3.3.1 Is the December 31 Ending Balance in your Replacement Fund above, (#3.2.6) equal to, or greater than the amount that should be in it (#3.3)? Yes No If No, please explain. 4. Future Planning 4.1 During the next ten years, will you be involved in formal planning for upgrading, rehabilitating, or new construction of your treatment facility or collection system? Yes - If Yes, please provide major project information, if not already listed below. No Project Project Description Estimated Approximate # Cost Construction Year 1 Eastside Interceptor Replacement (Phase 1) 4500000 2021 2 Collection System Repairs (CIPP) 100000 2021 3 Eastside Interceptor Rehabilitation (Phase 2) 360000 2022 4 Mark Dr, Scheele Ct, Rita Ave, and Plympton St Replacement 560000 2025 5 East View Rd Replacement 455000 2024 5. Financial Management General Comments ENERGY EFFICIENCY AND USE 6. Collection System 6.1 Energy Usage 6.1.1 Enter the monthly energy usage from the different energy sources: COLLECTION SYSTEM PUMPAGE: Total Power Consumed Number of Municipally Owned Pump/Lift Stations: 2 Compliance Maintenance Annual Report Verona Sewage Collection System Last Updated: Reporting For: 7/16/2021 2020 Electricity Consumed Natural Gas Consumed (kWh) (therms) January 384 February 416 March 379 April 353 May 369 June 352 July 361 August 368 September 326 October 322 November 371 December 446 Total 4,447 0 Average 371 0 6.1.2 Comments: 6.2 Energy Related Processes and Equipment 6.2.1 Indicate equipment and practices utilized at your pump/lift stations (Check all that apply): Comminution or Screening Extended Shaft Pumps Flow Metering and Recording Pneumatic Pumping SCADA System Self-Priming Pumps Submersible Pumps Variable Speed Drives Other: 6.2.2 Comments: 6.3 Has an Energy Study been performed for your pump/lift stations? No Yes Year: By Whom: Describe and Comment: Compliance Maintenance Annual Report Verona Sewage Collection System Last Updated: Reporting For: 7/16/2021 2020 6.4 Future Energy Related Equipment 6.4.1 What energy efficient equipment or practices do you have planned for the future for your pump/lift stations? Total Points Generated 0 Score (100 - Total Points Generated) 100 Section Grade A Compliance Maintenance Annual Report Verona Sewage Collection System Last Updated: Reporting For: 7/16/2021 2020 Sanitary Sewer Collection Systems 1. Capacity, Management, Operation, and Maintenance (CMOM) Program 1.1 Do you have a CMOM program that is being implemented? Yes No If No, explain: 1.2 Do you have a CMOM program that contains all the applicable components and items according to Wisc. Adm Code NR 210.23 (4)? Yes No (30 points) N/A If No or N/A, explain: 1.3 Does your CMOM program contain the following components and items? (check the components and items that apply) Goals [NR 210.23 (4)(a)] Describe the major goals you had for your collection system last year: Continued development of the web-based GIS system maps Manage and coordinate general maintenance activities, including televising, lining, and cleaning Manage and coordinate the construction of the new Eastside Interceptor sewer Did you accomplish them? Yes No If No, explain: Organization [NR 210.23 (4) (b)] Does this chapter of your CMOM include: Organizational structure and positions (eg. organizational chart and position descriptions) Internal and external lines of communication responsibilities Person(s) responsible for reporting overflow events to the department and the public Legal Authority [NR 210.23 (4) (c)] What is the legally binding document that regulates the use of your sewer system? Title 9, Chapter 2, Sewer Utility Rates If you have a Sewer Use Ordinance or other similar document, when was it last reviewed and revised? (MM/DD/YYYY) 2016-06-30 Does your sewer use ordinance or other legally binding document address the following: Private property inflow and infiltration New sewer and building sewer design, construction, installation, testing and inspection Rehabilitated sewer and lift station installation, testing and inspection Sewage flows satellite system and large private users are monitored and controlled, as necessary Fat, oil and grease control Enforcement procedures for sewer use non-compliance Operation and Maintenance [NR 210.23 (4) (d)] Does your operation and maintenance program and equipment include the following: Equipment and replacement part inventories Up-to-date sewer system map Compliance Maintenance Annual Report Verona Sewage Collection System Last Updated: Reporting For: 7/16/2021 2020 A management system (computer database and/or file system) for collection system information for O&M activities, investigation and rehabilitation A description of routine operation and maintenance activities (see question 2 below) Capacity assessment program Basement back assessment and correction Regular O&M training Design and Performance Provisions [NR 210.23 (4) (e)] What standards and procedures are established for the design, construction, and inspection of the sewer collection system, including building sewers and interceptor sewers on private property? State Plumbing Code, DNR NR 110 Standards and/or local Municipal Code Requirements Construction, Inspection, and Testing Others: Overflow Emergency Response Plan [NR 210.23 (4) (f)] Does your emergency response capability include: 0 Responsible personnel communication procedures Response order, timing and clean-up Public notification protocols Training Emergency operation protocols and implementation procedures Annual Self-Auditing of your CMOM Program [NR 210.23 (5)] Special Studies Last Year (check only those that apply): Infiltration/Inflow (I/I) Analysis Sewer System Evaluation Survey (SSES) Sewer Evaluation and Capacity Managment Plan (SECAP) Lift Station Evaluation Report Others: 2. Operation and Maintenance 2.1 Did your sanitary sewer collection system maintenance program include the following maintenance activities? Complete all that apply and indicate the amount maintained. Cleaning 8 % of system/year Root removal 1 % of system/year Flow monitoring 0 % of system/year Smoke testing 0 % of system/year Sewer line televising 5 % of system/year Manhole inspections 2 % of system/year Lift station O&M 134 # per L.S./year Manhole rehabilitation .05 % of manholes rehabbed Mainline rehabilitation 1.5 % of sewer lines rehabbed Private sewer inspections 0 % of system/year Compliance Maintenance Annual Report Verona Sewage Collection System Last Updated: Reporting For: 7/16/2021 2020 Private sewer I/I removal 0 % of private services River or water crossings 80 % of pipe crossings evaluated or maintained Please include additional comments about your sanitary sewer collection system below: 3. Performance Indicators 3.1 Provide the following collection system and flow information for the past year. 40.89 Total actual amount of precipitation last year in inches 34.48 Annual average precipitation (for your location) 62 Miles of sanitary sewer 2 Number of lift stations 0 Number of lift station failures 0 Number of sewer pipe failures 1 Number of basement backup occurrences 5 Number of complaints 1.118 Average daily flow in MGD (if available) Peak monthly flow in MGD (if available) Peak hourly flow in MGD (if available) 3.2 Performance ratios for the past year: 0.00 Lift station failures (failures/year) 0.00 Sewer pipe failures (pipe failures/sewer mile/yr) 0.00 Sanitary sewer overflows (number/sewer mile/yr) 0.02 Basement backups (number/sewer mile) 0.08 Complaints (number/sewer mile) 0.0 Peaking factor ratio (Peak Monthly:Annual Daily Avg) 0.0 Peaking factor ratio (Peak Hourly:Annual Daily Avg) 4. Overflows LIST OF SANITARY SEWER (SSO) AND TREATMENT FACILITY (TFO) OVERFLOWS REPORTED ** Date Location Cause Estimated Volume None reported ** If there were any SSOs or TFOs that are not listed above, please contact the DNR and stop work on this section until corrected. 5. Infiltration / Inflow (I/I) 5.1 Was infiltration/inflow (I/I) significant in your community last year? Yes No If Yes, please describe: Interceptor line along Badger Mill Creek when flooding ocurs 5.2 Has infiltration/inflow and resultant high flows affected performance or created problems in your collection system, lift stations, or treatment plant at any time in the past year? Yes Compliance Maintenance Annual Report Verona Sewage Collection System Last Updated: Reporting For: 7/16/2021 2020 No If Yes, please describe: Higher pumping at MMSD lift station #17 5.3 Explain any infiltration/inflow (I/I) changes this year from previous years: same 5.4 What is being done to address infiltration/inflow in your collection system? Replacing interceptor line 2020-2021 Replace manhole castings that have pick holes Total Points Generated 0 Score (100 - Total Points Generated) 100 Section Grade A Compliance Maintenance Annual Report Verona Sewage Collection System Last Updated: Reporting For: 7/16/2021 2020 Grading Summary WPDES No: 0047341 SECTIONS LETTER GRADE GRADE POINTS WEIGHTING SECTION FACTORS POINTS Financial A 4 1 4 Collection A 4 3 12 TOTALS 4 16 GRADE POINT AVERAGE (GPA) = 4.00 Notes: A = Voluntary Range (Response Optional) B = Voluntary Range (Response Optional) C = Recommendation Range (Response Required) D = Action Range (Response Required) F = Action Range (Response Required) Compliance Maintenance Annual Report Verona Sewage Collection System Last Updated: Reporting For: 7/16/2021 2020 Resolution or Owner's Statement Name of Governing Body or Owner: City of Verona Public Works Date of Resolution or Action Taken: 2021-07-26 Resolution Number: Date of Submittal: ACTIONS SET FORTH BY THE GOVERNING BODY OR OWNER RELATING TO SPECIFIC CMAR SECTIONS (Optional for grade A or B. Required for grade C, D, or F): Financial Management: Grade = A Collection Systems: Grade = A (Regardless of grade, response required for Collection Systems if SSOs were reported) ACTIONS SET FORTH BY THE GOVERNING BODY OR OWNER RELATING TO THE OVERALL GRADE POINT AVERAGE AND ANY GENERAL COMMENTS (Optional for G.P.A. greater than or equal to 3.00, required for G.P.A. less than 3.00) G.P.A. = 4.00  CITY OF VERONA DEPARTMENTAL POLICY Department Public Works & Utilities Division Sewer Utility Author: Theran Jacobson PW, Sewer & Water Policy Number PW-002 tbd Committee Approval Subject Toilet Rebate Revision # / Date DRAFT 7/23/2021 1. Purpose a. To conserve water by offering an incentive for residential and multi-family owners to replace older, low-efficiency toilets with newer, high-efficiency models. New models also reduce the risk of expensive bills due to malfunctioning, constantly-running toilets. 2. Eligibility a. Residential and multi-family properties that replace less-efficient existing toilets with high- efficiency toilets “HET”. High efficiency toilets are those with 1.28 gallons per flush or less. New construction properties or properties that wish to replace an existing, properly-functioning HET will not be eligible. We intend to use the EPA WaterSense website and point residents to that website to determine eligible toilets. lookforwatersense.epa.gov b. There will be a limit for each eligible property per year as follows: Meter Size Max Rebate/year Total Allowable Credit/year 5/8” 2 $200 1” 2 $200 1-1/2” 4 $400 2” 4 $400 3” 6 $600 Above 3” 6 $600 c. Program maximum per year will be $10,000 funded by the Sewer Utility. Eligibility will be on a first come first server basis on the date of a completed rebate application received by City staff. If an application is determined to be incomplete by staff the required additional information will be requested by staff to the applicant, once the complete application is received eligibility cataloged. Once funds are expended for the year no rebates will be granted. d. Toilets shall be purchased within the same year as the rebate application requested. Page 1 / 2 3. Claims Process and Reimbursement a. The Toilet Rebate form must be completed and submitted to the utility as stated on the form, along with a copy of the receipt listing toilet model number. b. Utility personnel will verify the replacement qualifies as a HET with 1.28 gpf or less using the EPA WaterSense website. c. If qualifying, and if the maximum has not been reached, either per property or annual limits for the program, a responding credit will be placed on the utility account of the service address as per Section 2 line b. Originally Drafted by: Kimberly Marshall Utility Clerk Originally Reviewed by: Jon Bublitz Street Superintendent Page 2 / 2  City of Verona, Wisconsin Toilet Rebate Form Name Address Utility Account #: Phone E-mail Qualifying toilets must be replacements for existing toilets (new construction not included) with less- efficient flow rates. New toilets must be high-efficiency toilets with a flush rate of 1.28 gpf or less, and be listed on the EPA Watersense website list of qualifying toilet models: lookforwatersense.epa.gov The rebate will be given as a credit on the utility bill of the eligible property. There will be a limit for each eligible property per year as follows: Meter Size Max Rebate/year Total Allowable Credit/year 5/8” 2 $200 1” 2 $200 1-1/2” 4 $400 2” 4 $400 3” 6 $600 Above 3” 6 $600 Program maximum of $10,000 total credit given annually across all recipients. Number of rebates claiming: _____ Flow rate of toilet(s) being replaced (this info can usually be found inside tank): __________________ E-mail this form with attached copy of receipt showing model # of new toilet to: meters@ci.verona.wi.us Or mail to the address below: City of Verona Public Works Attn: Toilet Rebate 410 Investment Court Verona, WI 53593 Submissions will not be returned Page 1 / 1  WaterSense® Labeled Toilets Toilets are by far the main source of water use in the home, accounting for nearly 30 percent of an average home's indoor water consumption. Older, inefficient toilets that use as much as 6 gallons per flush also happen to be a major source of wasted water in many homes. FLUSH FACTS Recent advancements have allowed toilets to use 1.28 gallons per flush or less while still providing equal or superior performance. This is 20 percent less water than the current federal standard of 1.6 gallons per flush. WaterSense labeled toilets are independently certified to meet rigorous criteria for both performance and efficiency. Only toilets that complete the third-party certification process can earn the WaterSense label. WATERSENSE SAVINGS By replacing old, inefficient toilets with WaterSense WaterSense labeled toilets could save the average family labeled models, the average family can reduce water 13,000 gallons of water per year. used for toilets by 20 to 60 percent—that’s nearly that is wasting money and 13,000 gallons of water savings for your home every water, installing a WaterSense year! They could also save more than $110 per year in labeled toilet is a high- water costs, and $2,200 over the lifetime of the toilets. performance, water-efficient Nationally, if all old, inefficient toilets in the United option worth considering. States were replaced with WaterSense labeled models, WaterSense labeled toilets are we could save 520 billion gallons of water per year, or available at a wide variety of the amount of water that flows over Niagara Falls in price points and a broad range of styles. In many about 12 days. areas, utilities offer rebates and vouchers that can lower the price of a WaterSense labeled toilet. For LOOK FOR THE WATERSENSE LABEL! more information or a list of WaterSense labeled Whether remodeling a bathroom, starting construction products, visit www.epa.gov/watersense. of a new home, or simply replacing an old, leaky toilet GET A HANDLE ON LEAKS Does your toilet have a silent leak? Place a drop of food coloring in your toilet’s tank and wait 10 minutes. If the dye shows up in the bowl, you have a leak that can probably be fixed by replacing a worn toilet flapper. For more information about fixing leaks, please visit www.epa.gov/watersense/our_water/howto.html EPA-832-F-06-018 PHONE (866) WTR-SENS (987-7367) WEBSITE www.epa.gov/watersense EMAIL watersense@epa.gov February 2013