Public Works Commission Minutes - May 2007
(05-24-2007)

CITY OF ROSEBURG

PUBLIC WORKS COMMISSION MEETING

May 10, 2007

MINUTES

CALL TO ORDER: The meeting of the City of Roseburg Public Works Commission was called to order at 11:35 a.m. Thursday, May 10, 2007 in the City Hall Third Floor Conference Room.

ROLL CALL: Present: Chair Chris Spens, Commissioners, Nathan Reed, Stuart Liebowitz, John Kennedy (arrived 11:55 a.m.), Richard Weckerle, Jim Kent, Fred Dayton, Doug John, and Dick Filley

Absent: None

Others Present: Murray, Smith & Associates Consultant Phil Smith and Fairhill Dr. resident Phylis Carston

Attending Staff: Public Works Director Clay Baumgartner, Civil Engineer Dick Hutton, Civil Engineer Nikki Messenger, Field Operations Manager Bill O’Byrne, Street Superintendent Bill Quimby, Cross Connection Specialist Jesse Di Stefano, and Public Works Secretary Chanelle Rogers

APPROVAL OF MINUTES: John moved to approve the minutes of the April 12, 2007 Public Works Commission meeting. Motion was seconded by Kent and carried unanimously.

DISCUSSION ITEMS:

Elect Vice Chair: Spens reported that at the April 12, 2007 Commission meeting staff proposed the election of a Vice Chair to serve in the absence of the Chair. Spens asked if any of the commission members had someone they would like to nominate. John nominated Dayton, Filley seconded the nomination. Spens asked if Dayton would accept the nomination, Dayton accepted. Unanimous agreement to appoint Fred Dayton as the Vice-Chair to the Public Works Commission

Water Treatment Facilities Preliminary Design Report, and Long-Range Water Supply Plan: Hutton informed that Murray, Smith & Associates was contracted to prepare two documents for use in planning the long term upgrading of the water treatment plant. The studies included a Water Treatment Facilities Preliminary Design Report to evaluate two possibilities and estimated costs to upgrade the treatment plant from 12 million gallons per day (MGD) to 18 or 20 MGD, and a Long-Range Water Supply Plan to schedule the needs and source water availabilities for continued growth. At the March 2007 meeting the commission was provided copies of the draft reports for review. Murray, Smith & Associates made a presentation and it was intended for the Commission to take time to review these important documents and develop comments to be included in the final documents. Based on information discovered in the preparation of the reports, the Public Works Department has already begun work on certification of current water right permits. The two reports under consideration will become a component of a new Water System Master Plan and Capital Improvement Plan to be completed in the upcoming budget year. The master plan and capital improvement plan will be more focused on the transmission, distribution and storage components of the system. One of the main things that needs to be accomplished would be to establish a way to pay for the Treatment upgrade. When we did the replacement of the existing Water Treatment Plant a similar document was done. City staff would like a recommendation from the engineer as to whether there could be phasing and what the recommended financing would be to get it built. The original replacement of the plant was paid for solely out of existing customers. Staff would like to add an additional chapter to the report in the funding and financing portion, so that when it is presented to Council it will be a complete package of what to do, how much it is going to cost, and how it is going to be done.

The Commission was also provided at the meeting a copy of a report from Murray, Smith & Associates regarding the Conceptual Water Supply Plan, Urban Growth Boundary Area North of North Umpqua River. Discussion ensued

MOTION: Dayton moved to recommend that the Public Works Commission give its recommendation to authorize the engineer to proceed with a recommended financing and phasing plan for implementation of the reports. Motion was seconded by Weckerle and carried unanimously.

Bid Award Recommendation: Fairhill Pump Station & Waterline Installation: Hutton informed that in 1971 a developer on the upper elevations of Fairhill Drive (above the service elevation of the Fairhill Reservoir) agreed with Oregon Water Corporation to construct a pump station and piping to serve a proposed subdivision. The pump station building and inlet/outlet piping was constructed, but the development was abandoned at that point for reasons unknown. In the 1990’s Douglas County allowed subdivisions and residential construction in the area originally proposed to be served by the upper level system, but allowed the houses to be served by individual wells. The wells serving the residences now show problems of going dry in hot summer periods requiring the residents to haul water for basic subsistence. Douglas County has received several requests for assistance from the affected property owners, and is now in the process of creating a Local Improvement District (LID) to fund the improvements to the existing 8 residences. The City realized after the preliminary design and estimate was completed that there was an opportunity to redesign the pump station to also supply fire flows to City standards and additional capacity for possible expansion in the future. Subject to verification of funding and Council approval it was tentatively agreed that a design would be prepared to accomplish this desired result with the City paying for costs over the original estimate of $96,000. The current estimate for the total improvements is about $270,000 including materials, installation, 10% contingency, 15% engineering, and power service. The City’s portion is estimated to by the difference, or $178,000. The design service area for the proposed system is outside of the Roseburg City limits, but within the Roseburg Urban Growth Boundary,

MOTION: Filley moved that the Public Works Commission give its recommendation to the City Council to recommend to Douglas County to award the Fairhill Pump Station and Water Line Installation Project No. 07WA28 to the low bidder, C2S Group, in the amount of $187,725.00; and for the City Manager to be authorized to enter into an agreement with Douglas County regarding particulars of the project and City payments estimated to be approximately $120,000; and upon completion of the project an equivalent assessment in the maximum amount of $12,000.00 per connected service shall be created in accordance with Roseburg Municipal Code Section 4.04.130 with a sunset provision of either 10-years of 10 connections for repayment of City’s investment.

Future Public Works Commission Topics: Messenger discussed the list of proposed subject matter for future Public Works Commission meetings. It was mentioned that some special meetings, outside the regularly scheduled meetings may be required to review master planning projects that are underway. A second meeting has been recommend for May to discuss the Storm Drainage Master Plan, and the Roseburg Valley Mall/Wal-Mart traffic signal.

INFORMATIONAL ITEMS:

Transportation and Growth Management Outreach Workshop: Messenger informed that Community Development is hosting a Transportation and Growth Management (TGM) Outreach Workshop. Provided in the agenda packet was information pertaining to this workshop. Spens mentioned that it was being held in the Ford Family Room of the Douglas County Library on May 15, 2007 from 6:00 p.m. to 8:00 p.m.

AUDIENCE PARTICIPATION: Phylis Carston gave a brief history as to how this project got started over 7 years ago.

BUSINESS FROM THE COMMISSION: Spens asked Liebowitz about a letter that he had given to Baumgartner regarding the Strategic Plan. Liebowitz informed that he and Baumgartner had a discussion after the last meeting and he understood that the City was looking for input regarding the Strategic Plan, so he provided Baumgartner with his input. Baumgartner informed that yes the City is looking for input, but it needs to either be from a citizen or from a commission as a whole. Liebowitz would like to incorporate his input with comments from the rest of the commission, as well as provided from him as a citizen. It was decided to add this topic as an additional item for the special May meeting.

NEXT MEETING DATE: Special Meeting May 24, 2007

ADJOURNMENT: Meeting adjourned at 12:58 p.m.

_______________________________________

Chanelle Rogers, Public Works Secretary

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