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HomeMy WebLinkAbout09 29 08_Proposed Amendment to the Wastewater Impact Fee Capital Improvement Plan Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Bob Murray, Project Engineer Chris Kukulski, City Manager SUBJECT: 2008 Sewer Rehabilitation – Impact Fee Request MEETING DATE: 9/29/08 RECOMMENDATION: Approve Amendment to the Wastewater Impact Fee CIP to replace WWIF07 with WWIF14 and schedule for FY 09 in the amount of $350,625. BACKGROUND: Attached is a the supporting information for a request to replace the trunk sewer main on Fowler from Durston to Oak (WWIF07) on the impact fee CIP with at new project for the trunk Main on Lincoln Street which has been designated WWIF14, and fund it in FY09. The Fowler main is no longer needed, and the Lincoln main has been included in this year’s rehab so that it can be completed prior to the 19th reconstruction. (See attached memo of 8/19/08 for additional details). This request went before the impact fee advisory committee on 9/11/08. A recommendation of approval was forwarded by that committed pending submission of calculations to support the 66% capacity expansion figure that was included in the request. Those calculations have been forwarded to the committee members, and are also attached to this memo. The draft minutes from the impact fee advisory committee meeting have also been attached. FISCAL EFFECTS: See attached proposed changes to WW Impact Fee CIP 252 ALTERNATIVES: Disapprove Respectfully submitted, _________________________________ ____________________________ Robert J. Murray Jr., Project Engineer Chris A. Kukulski, City Manager Attachments: Memo to Rosenberry WW Impact Fee CIP Sheets Capacity Expansion Calculations IFAC Minutes Report compiled on 9/22/08 253 254 255 256 257 258 259 260 261 262 263 264 265 266 267 1 Impact Fee Advisory Committee Meeting– September 11, 2008 ** MINUTES ** THE CITY OF BOZEMAN IMPACT FEE ADVISORY COMMITTEE THURSDAY, SEPTEMBER 11, 2008 NOON ITEM 1. CALL TO ORDER AND ATTENDANCE Chair Ron Kaiser called the meeting to order at 12:05 p.m., in the Upstairs Conference Room, Alfred Stiff Professional Building, 20 East Olive Street, Bozeman, Montana. Members Present Staff Present Tim Dean Chris Saunders, Assistant Planning Director James Nickelson, Vice Chair Tara Hastie, Recording Secretary Anna Rosenberry Ron Kaiser, Chair Debra Becker Members Absent Rick Hixson Eric Bryson Visitors Present Bob Murray ITEM 2. MINUTES OF JUNE 12, 2008. MOTION: Ms. Rosenberry moved, Mr. Dean seconded, to approve the minutes of June 12, 2008 as presented. The motion carried 5-0, with Mr. Hixson voting via proxy. ITEM 3. PUBLIC COMMENT {Limited to any public matter within the jurisdiction of the Impact Fee Advisory Committee and not scheduled on this agenda. (Three-minute time limit per speaker.} There was no public comment forthcoming. ITEM 4. CITY COMMISSION LIAISON {A standing item to be used as needed} The City Commission Liaison was not in attendance. ITEM 5. REVIEW AND DISCUSSION A. Proposed change to the Wastewater Impact Fee CIP. Ms. Rosenberry stated the modification had been to remove one of the projects and replace it with another. 268 2 Impact Fee Advisory Committee Meeting– September 11, 2008 Engineer Bob Murray stated there had been an error in the CIP due to the necessity of expanding a different section than had originally been proposed under the previous facility plan. He stated the work would be trenchless and a larger pipe would be pulled through an existing pipe. He stated the numbers included in the spread sheet was an engineer’s estimate for a rehab project and 66% of that estimate would be roughly $350,000 for capacity expansion. He stated the request was to replace the Fowler main with the Lincoln main in the Wastewater Impact Fee CIP. Chair Kaiser asked for clarification regarding which map was the description of the requested modification. Engineer Murray clarified and directed the IFAC to that location on the map; he added that the Lincoln main from 19th Avenue to Tai Lane would be the end of that section. Chair Kaiser stated the impact fee eligible portion had been based on the 60% from the engineering estimate and he wondered what Engineer Murray’s perspective was on the construction costs as they were currently being reduced given the economy; he asked if the $350,000 estimate was a generous number due to the limited number of bidders. Engineer Murray stated he hope the figure was generous, but if it wasn’t, a portion would be completed or another method would be investigated as it would not be worth the cost if it was more than the estimate. Ms. Rosenberry added the pipe bursting method could be cheaper, in total, than reconstruction. Engineer Murray concurred with Ms. Rosenberry, unless the cost was greater than the $350,000 estimate. Mr. Dean asked if the capacity expansion had been included in the estimate. Engineer Murray responded it had been included and explained which parcels had recently annexed and which parcels would be annexed into the City. Planner Saunders added there was a 20 acre patch along Kagy Boulevard that had expressed interest in annexation. Mr. Dean stated only the five inch increase should be paid for with impact fees; adding there would need to be a 10 inch line to take care of the existing services. Engineer Murray explained that the hydraulic capacity had always been used instead of the dimensions; he added information could be obtained for the IFAC upon the final submittal. Ms. Rosenberry asked if the same methodology had been used for this proposal that was used for scheduling out the number of feet for upsizing in the past for water/sewer projects. Engineer Murray responded it was the same methodology. Ms. Becker stated she agreed that the IFAC needed to be satisfied that they were only paying for capacity expansion with impact fees. She suggested the IFAC should review the modifications at the bid stage when the numbers were more firm. Ms. Rosenberry added that the schedules would be updated this fall. Ms. Becker asked if some of the lower priority projects would be completed if the impact fees had not been collected. Planner Saunders responded that if the bids came in badly, the project would be on hold; he added there was some flexibility within the schedule on those items. Vice Chair Nickelson stated it looked like a good project, but wondered if there were more projects out there that would be more worthy. Engineer Murray responded the project to be removed had been left in due to the possibility of impact fee credit requests from Meadow Creek that have now been resolved. He stated they had looked at where development was occurring and those projects had been included. Ms. Rosenberry added that additions of smaller projects had been held up due to the magnitude of the Wastewater Plant. 269 3 Impact Fee Advisory Committee Meeting– September 11, 2008 Chair Kaiser asked Planner Saunders what Staff was requesting from the IFAC with regard to the approval of the modification. Planner Saunders responded a formal recommendation would be fine and the Commission would likely appreciate the recommendation, but advice and comment would also be fine. Engineer Murray added that the project would begin in the fall one way or the other. Chair Kaiser suggested the IFAC review the final bid numbers prior to final approval by the City Commission. Ms. Becker stated the IFAC recommendation was not dependant on the cost estimate, but on the eligibility calculations. She stated she would be more comfortable seeing how the calculations were actually achieved. Chair Kaiser responded Engineer Murray would forward the calculation information to the IFAC. Ms. Becker stated she did not think it would be that difficult to view and understand the calculations as it was the one number the Committee was supposed to be focused on. Chair Kaiser responded there wasn’t a way to critique a mathematical equation. Engineer Murray stated if he could not get approval to swap out the project then it would be irrelevant. Mr. Dean stated the IFAC could all agree that the proposal was eligible. The Committee concurred. Ms. Becker added the amount of eligibility would be the only question. MOTION: Vice Chair Nickelson moved, Ms. Becker seconded, to forward a recommendation of approval to the City Commission for the requested Waste Water CIP modification with the final bid data to be reviewed by the IFAC prior to final approval. The motion was withdrawn. MOTION: Ms. Becker moved, Chair Dean seconded, that WWIF07 be removed from the Wastewater CIP. The motion carried 6-0, with Mr. Hixson voting via proxy. MOTION: Ms. Becker moved, Mr. Dean seconded, that WWIF14 be added to Wastewater CIP FY09 based on eligibility. The motion carried 6-0, with Mr. Hixson voting via proxy. Chair Kaiser stated he would prefer to give a recommendation based on today’s figures and if there was a discrepancy a meeting of the IFAC could be called. Mr. Dean stated he was not comfortable forming a motion without more information. Chair Kaiser suggested he would like to give the City Commission some sense that the IFAC had done their due diligence and reviewed the calculations with regard to eligibility. MOTION: Ms. Becker moved, Vice Chair Nickelson seconded, to forward a recommendation of approval to the City Commission for the proposed change to the Wastewater Impact Fee CIP, for impact fee eligibility, pending receipt of the calculations formula. The motion carried 6-0, with Mr. Hixson voting via proxy. ITEM 6. OLD BUSINESS Planner Saunders responded the contract had been modified for the Law Enforcement Fee to allow more time to find a location for the new police station. He added that bids on the Wastewater plant would be completed in the fall and the Water Treatment Plant was in the 270 4 Impact Fee Advisory Committee Meeting– September 11, 2008 design phase of development. ITEM 7. COMMITTEE COMMENTS Ms. Rosenberry stated two separate meetings could cover two areas of the CIP plan and asked if the IFAC was amenable to that arrangement. Ms. Becker responded she thought the material could be covered in two meetings. The IFAC concurred. Ms. Rosenberry added that Staff had previously prepared the materials, but the IFAC could attend the meeting used to prepare the schedule that would be presented to the Committee. Ms. Becker suggested it would be helpful to be invited to the meeting. The Committee concurred. Chair Kaiser added that he thought all four could be completed in one night. Planner Saunders added that, hopefully, there would not be many changes from year to year. ITEM 8. ADJOURNMENT There being no further business to come before the Committee at this time, Chair Ron Kaiser adjourned the meeting at 1:05 p.m. _____________________________________ _____________________________________ Ron Kaiser, Chairperson Chris Saunders, Assistant Planning Director Impact Fee Advisory Committee Dept of Planning & Community Development City of Bozeman City of Bozeman 271