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HomeMy WebLinkAboutMinutes - Minutes - Citizens Utility Advisory Commission - Meeting Date: 1/4/2023 Glendale ARIZONA MINUTES CITIZENS UTILITY ADVISORY COMMISSION OASIS WATER CAMPUS 7070 NORTHERN AVE. GLENDALE,ARIZONA 85303 JANUARY 4, 2023 6:00 P.M. 1. CALL TO ORDER Vice Chair Ford called the meeting to order at 6:00 p.m. 2. ROLL CALL a. Present: Amber Ford, Vice Chair Larry Flatau, Commissioner Jon Froke, Commissioner Ron Short, Commissioner Also Present: Michelle Woytenko, Director, Field Operations Michael Carr, Deputy Director, Field Operations Ron Serio, P.E., Director, Water Services John Henny, Deputy Director, Water Services Megan Sheldon, Deputy Director, Water Services Mark Roye, Deputy Director, Water Services Lisa Esquivel, Support Services, Water Services Stacy Mawhiney, Account Specialist, Field Operations Alana Reid, Management Assistant, Water Services 3. CITIZEN COMMENTS None. 4. APPROVAL OF THE MINUTES a. Citizen Utility Advisory Commission Minutes of January 4, 2023. b. Approval of the Minutes Motion by Commissioner Froke, second by Commissioner Flatau, to approve the minutes of the November 2, 2022, Citizens Utility Advisory Commission Meeting as written. Motion carried 4—0. AYE: Vice Chair Amber Ford Commissioner Larry Flatau Commissioner Jon Froke Commissioner Ronald Short Passed 5. LANDFILL GATE RATES a. Landfill Gate Rates Ms. Woytenko, Director, Field Operations, introduced the agenda item. She said that the staff has taken the time to review the gate rates. She said there will be no impact to the Glendale residents either directly or indirectly through their Solid Waste fees. Mr. Carr, Deputy Director, Field Operations, gave a presentation on the Landfill Gate Rates, which included information on the following: •Landfill Overview .Opened in 1973 •Operates as an Enterprise Fund • Processes approximately 420,000 tons annually •Over 40 years of life remaining •October 2021 Landfill Rate Discussion held • Landfill Services to Glendale Residents • Free access: One trip per month for up to one ton • Reduced Rate: $15.79 per ton • Landfill Gate Rate •What is Gate Rate? The current rate is $35.25 per ton, which includes the ADEQ fee •Gate Rate revenue funds capital projects and operational expenses •The last rate increase was in 2021 •Landfill Charges Compared •Rates for Glendale were compared to the rates of Phoenix, Waste Management, and Salt River Pima Community • Landfill Gate Rate Recommendation •Gate Rate Per Ton: Increase$1.00 each year for the public, not including Glendale residents •Minimum Transaction Fee: Increase $1.00 each year for the public, not including Glendale residents, and pro-rated based on weight. •Proposed Environmental Fee •Intended to cover potential environmental risks •The Landfill hired a consultant, and the consultant identified the following risks •Water Monitoring •Stormwater Runoff •Gas Well System •Operating Expenses •Water Monitoring/Runoff Containment: $360,000 •Gas Well System: $150,000 .The consultant recommended covering annual O&M costs of$510,000 •Annual Tons Affected: 254,905— Has no impact on Glendale residents • Environmental Fee per Ton: $2.00 • Necessary to fund ongoing environmental compliance •Landfill Rate Adjustments •A chart was displayed of the proposed adjustments in total for FY23-FY27 •Summary: There will be no impact to the citizens of Glendale. The recommendations include: • Environmental Service Fee: $2.00 per ton •Annual Increase to Gate Rate of$1.00 per year for FY2023-FY2027 •The addition of FY27 $1.00 Rate Adjustments Commissioner Flatau asked how the figure of$1.00 was determined. Mr. Carr relayed that those expenses versus revenues were evaluated, and the increase was a balance. He said the intent was to implement the increase incrementally via a five-year forecast. Commissioner Flatau inquired if capital costs, and inflation were included in the increased amount. Mr. Carr relayed there was a rate model from October 2021 that was previously used, which still fit the department's needs. He said the environmental model was new and a separate model. Commissioner Froke asked if there was a construction project at the Landfill. Mr. Carr explained that Phase IIA of the North Cell project was planned, which was the construction of a road to get to the bottom of the Phase I project. Mr. Carr explained that the Phase I project was excavation and additional lining of the North Cell. Commissioner Froke inquired about any issues at the Landfill regarding the work along Northern Parkway. Ms. Woytenko stated that a few projects were completed at the Landfill already, including moving the fence and adjusting the right-of-way to allow for the Northern Parkway expansion. She noted that the Landfill was ready for expansion. Ms. Woytenko asked if there was a Commission consensus for the recommendations. Vice Chair Ford asked for a consensus on the following: • Environmental Service Fee: $2.00 per ton •Annual Increase to Gate Rate of$1.00 per year for FY2023-FY2027 •The addition of FY27 $1.00 Rate Adjustments All Commissioners expressed support for the recommendations. Vice Chair Ford confirmed the consensus. Vice Chair Ford asked if the rate adjustments would impact the capacity at the Landfill or if customers may decrease. Mr. Carr explained this was the reason the increase was implemented incrementally, to maintain a balance and not lose tonnage. Mr. Carr noted that the rate should not be so low so that there would be too many customers and there would be no capacity left in the Landfill. Vice Chair Ford asked if the proposed rates were in line with others in the valley. Mr. Carr replied in the positive. 6. 2023 COMMISSION CALENDAR AND AGENDA TOPICS a. 2023 Commission Calendar and Agenda Item Topics Ms. Esquivel, Support Services Administrator, Water Services, presented the draft 2023 Commission Calendar and Agenda Topics. She explained that the agenda item was only for discussion and that the calendar and agenda topics would be on next month's agenda for a formal vote. Commissioner Flatau inquired about the departments' balanced scorecards. He said the departments were accomplishing a lot; however, he wanted to see how the achievements compared to the standards on the scorecards. Ms. Esquivel explained that the recommendation was to provide this update in the Director's Report. Commission Flatau agreed this has been done but did not feel satisfied. He indicated he would like a report that compared the accomplishments against the goals. Ms. Esquivel explained the Commission's goal was to provide Council recommendations related to the impact of the City's water and solid waste management services, operations, policies, rates, fees, and budgets on the well-being and quality of life of Glendale residents and businesses. She indicated that it was Staffs the City Attorney's Office recommendation to include the item requested in the Staff Updates. Vice Chair Ford asked how the balanced scorecard update could be formally addressed. Ms. Esquivel will follow up. Commissioner Short stated that he believed that Field Operations completed its Scorecard. He said the Scorecard for Water Services was to be completed by September 30, 2022. He said there was a Commission discussion regarding a presentation on the Scorecard and stated it would be an excellent topic. Ms. Esquivel reported that the Water Services Scorecard was pending review by the City Manager's Office. Ms. Woytenko announced that she would give the Field Operations update in her Director's Report. Vice Chair Ford asked for the Commission purview relayed by Ms. Esquivel to be sent to the Commissioners so that they could make sure they were meeting the guidelines. 7. STAFF UPDATES a. Mr. Serio gave the following update: •Tonight, was the last meeting for Commissioner Short and Commissioner Froke. He thanked both Commissioners for their service, time, very energetic questions, and desire for information. •Mr. Mark Roye was selected to fill Mr. Serio's former position of Deputy Director. Mr. Roye has been with the City of Glendale for six years, was promoted to the position, and was a great addition to the team. Ms. Woytenko reported that Field Operations has been working with its Balanced Scorecard for approximately the past five to six years. However, over the past six months, the Scorecard has been realigned and revamped. She said the Scorecard was now pending review by the City Manager's Office and an update would be provided to the Commission when the Scorecard was final. Vice Chair Ford commended the department for adjusting and realigning its goals as needed to stay current. 8. COMMISSIONER COMMENTS AND SUGGESTIONS Commissioner Short announced that it was his last meeting, and he has had the pleasure of working with many excellent Commissioners, including all on the Commission currently. He shared his history and background on the Commission. He expressed his appreciation of the leadership of Water Services and Field Operations. He said the staff was outstanding. He commented that he was really pleased to have the opportunity to be on the Commission as it was very educational, and he will cherish it. He stressed the need for staff and Council to fill the open positions so that quorum could be met, and work could continue. Vice Chair Ford complimented Commissioner Short, said she learned a lot from him and appreciated his service and time. She also complimented Commissioner Froke and expressed the same sentiments about him. 9. FUTURE AGENDA ITEMS a. February 1, 2023: Vice Chair Ford announced the following: .February 1, 2023: • 1. Finalize CY2023 Calendar and Topics •2. Review Water Services FY22-23 CIP Project Status (pending new Commissioners) •3. Open Meeting Law and Roberts Rules Training (pending new Commissioners) .4. Fuel Surcharge Update 10. NEXT MEETING The next regular meeting of the Citizens Utility Advisory Commission will be held on February 1, 2023 at 6:00 p.m., at the Oasis Water Campus, 7070 W. Northern Ave., Glendale, Arizona, 85303. 11. ADJOURNMENT a. Adjournment Motion by Commissioner Froke, second by Commissioner Flatau, to adjourn the meeting at 6:35 p.m. Motion carried 4—0. AYE: Vice Chair Amber Ford Commissioner Larry Flatau Commissioner Jon Froke Commissioner Ronald Short Passed The Citizens Utility Advisory Commission meeting minutes of January 4, 2023 were submitted and approved this 17 day of May 2023. Z2AS For Denise Kazmierczak Recording Secretary