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HomeMy WebLinkAboutAgenda Packet - 2010-01-11 Joint ArOf LAKE OS fCO O Joint meeting of the a1 �► iii Lake Oswego and Tigard CityCouncils 9 AGENDA OR EGOS Monday, January 11, 2010 Lake Oswego City Council 6:00 p.m. Jack Hoffman, Mayor Kristin Johnson, Council President West End Building, Willamette Room Donna Jordan Roger Hennagin 4101 Kruse Way Mary Olson Sally Moncrieff Also published on the internet at: ci.oswego.or.us Bill Tierney Contact: Robyn Christie, City Recorder E-Mail: rchristie@ci.oswego.or.us Tigard City Council Phone: 503-675-3984 Craig Dirksen, Mayor Nick Wilson, Council President Gretchen Buehner Marland Henderson Sydney Webb The meeting location is accessible to persons with disabilities. To request accommodations, please contact Public Affairs at 503-635-0236, 48 hours before the meeting. 1. CALL TO ORDER 2. WELCOME AND INTRODUCTIONS 3. GB Arrington presentation on Transit Oriented Development — 6 p.m. 4. Water Project Update — 7 p.m. 5. ADJOURNMENT ``�0 LAKE os,,fCO , �1 CITY OF LAKE OSWEGO COUNCIL REPORT OREGo$ TO: Mayors Jack D. Hoffman and Craig Dirksen Members of the Lake Oswego and Tigard City Councils City Managers Alex D. McIntyre and Craig Prosser FROM: Joel B. Komarek, P.E., Project Director SUBJECT: Lake Oswego/Tigard Water Supply Expansion Project— Implementation Update. DATE: January 7, 2010 ACTION This study session provides an opportunity for staff from the partner cities to update the Joint Councils on the status of Project' activities that have occurred since the Intergovernmental Agreement (IGA) was signed by the two cities in August 2008. In addition, staff seeks the Joint Councils' concurrence with proposed early implementation activities related to the initial expansion of Lake Oswego's water supply system. INTRODUCTION/BACKGROUND For over two decades, the cities of Lake Oswego and Tigard have shared the use of water from the Clackamas River with Lake Oswego being the supplier of surplus water to Tigard and Tigard being the purchaser of that water. It has been a mutually beneficial relationship. Beginning in 2005, the two cities joined together to fund a comprehensive analysis of the opportunities and costs of jointly planning, funding, constructing and operating an expanded water supply system for the benefit of their citizens and wholesale customers. The analysis concluded that significant benefits would accrue to both cities under a partnership approach relative to an approach that would have each pursue separate paths to achieve their water supply goals. On August 6, 2008 the Mayors of Tigard and Lake Oswego memorialized their commitment to each other to undertake significant efforts to achieve these goals by The"Project"(initial expansion)is defined in the IGA as"The design,permitting and construction of new and expanded Supply Facilities,as generally described in the City of Lake Oswego and Tigard Water Service Area Joint Water Supply System Analysis date July,2007 by Carollo Engineers("Carollo Report")to provide 32 million gallons per day capacity by 2016..." Council Report 01/07/2010 Page 2 signing an IGA. The IGA establishes the respective roles and responsibilities of the partner cities and schedule for undertaking and achieving the initial expansion. DISCUSSION Since the signing of the IGA, the partner cities have undertaken and completed a number of IGA-required actions including: • Appointment of two members from the city councils of each partner city to comprise an Oversight Committee ("OVC"); • Designation of two staff members from the partner cities to comprise a Technical Committee ("TC"); • Authorizing a first amendment to the IGA establishing the value of assets owned by Lake Oswego that could be used and useful to Tigard during the period prior to completion of the initial expansion and which Tigard purchased in June 2009 for approximately $2.8M dollars; • Conducting several meetings of the OVC and TC to discuss matters related to delivery of the initial expansion; • Developing and jointly approving an operating budget for FY 2009/10; • Recruiting and hiring additional staff for the managing partner to ensure the obligations of the managing agency to deliver the initial expansion are achieved; • Undertaking and completing a qualifications-based competitive procurement process to select and contract with an engineering firm to provide program management, permitting and construction management services to the managing partner; and • Embarking on efforts to develop a Capital Facilities Plan and budget for approval of the partner cities for FY 2010/11. Through the use of a PowerPoint presentation, staff wishes to engage the Joint Councils in a discussion of near term implementation actions staff believes are crucial to execution of efforts necessary to achieve the initial expansion. These crucial, early implementation actions consist of: • Development and execution of a comprehensive communications strategy that is easily adaptable to be effective at informing the broad spectrum of stakeholders the Program Team (the "Team")2 anticipates will be engaged in the delivery of the initial expansion; • Soliciting the involvement of interested citizens from the partner cities to comprise a "citizen's sounding board". The primary objective of the board would be to provide a broad-based, grass roots perspective on issues presented to them by the Team during the design phase of the initial expansion; and "Program Team"includes members of the Technical Committee and partner agency staff and the Program Management Team from Brown and Caldwell. Council Report 01/07/2010 Page 3 • Assembling a panel of experts to provide alternatives evaluation and decision support to the Team specific to the evaluation of various water treatment technologies that could be used at Lake Oswego's Water Treatment Plant ("WTP"). Staff will seek concurrence from the Joint Councils that the reasoning and rationale behind the above proposals is sound. In addition, staff seeks direction to move ahead with efforts necessary to complete these tasks. ALTERNATIVES 1. The Joint Councils could disagree with staff's suggested need to assemble a citizen's sounding board and WTP expert panel. 2. The Joint Councils could also disagree with staff's proposed communications strategy. RECOMMENDATION Staff believe that at the close of their presentation to the Joint Councils, selection of Alternative 1 will be deemed contrary to the public's interests on such critical matters as public health and the quality of their drinking water. Staff is eager to hear from the Joint Councils ideas for improving on the initial proposals for the communications strategies. Therefore, staff recommend Joint Council concurrence with staff proposals regarding the above early implementation actions. ATTACHMENTS 1. PowerPoint Presentation Reviewed by: Alex D. McIntyre City Manager 1 Joint Water Supply Project Program Status City of Lake Oswego—City of Tigard Joint Councils Meeting January 11,2010 k c 4-. UNTREATED WATER PIPELINE IFO011 67A =TREATED WATER PIPELINE 6 WATER FACILITY . PARK ! LAKE OSWEGO gi \\14., .. 0 Lake Oswego.Tigard / Water Partnership - K. OOEGCN or. genda Preview Introductions Program overview Permitting overview Communications strategy WTP process selection Action items for Councils Discussion of action items 2 : 1 Program Overview — Background and Purpose Lake Oswego • Peak season demands are approaching treatment capacity Respond to new contaminants of concern, e.g., PCP's & EDC's • Beneficial use of existing water rights 1,140 Tigard • Become an owner of water supply assets More control over customer costs of water 1111 • Owning assets allows cost recovery through SDC's TIGARD oywerw. Program Overview — Background and urpose (Cont.) - - - Lake Oswego -Tigard Expanded water system to serve both communities Sharing capital and operating costs to reduce rate impacts Rate stability Region • Improved water emergency response capabilities Reliability through interconnection of multiple sources Partnership sets example of benefits of regional cooperation Improved opportunity to access multiple sources for environmental and economic benefits �E�., 2 1� rogram Overview — Program rganization Citizens City Councils Oversight Committee .......................7 Technical Committee Water Program Staff Program Director Citizen Sounding Board I i r Design Program Manager Contractors Engineers I 1 1 Public Outreach Program Permits Project Construction Information Definition Management os^iF9-ry. 5 rogram Overview — Action Items Next Months Begin permits process Develop communications strategy Select WTP process Determine conveyance alignments Continue water rights process 6 �r 3 Waluga Reservoir SHPO Clearance ODEQ NPDES 1200-C Required Permits & Clearances City of Lake Oswego Permits Easements • Bonita Pump Station Lake Oswego Water Treatment Plant ODHS DWP Design Certification SHPO Clearance . 474, ODEO NPDES 200-J - ODEQ NPDES 1200-C S. ODEQ NPDES 1200-C City of Tigard Permits Finished SHPO Clearance Easements USACE Section 404/10&ODSL Removal Fill Water Pipeline ,y rrA 4. City of West Linn Permit Federal Endangered Species Act Consultation .ry NMFS Magnuson Stevens Act 4- - - ODEQ 401 Certification ODEQ NPDES 1200-C • ODFW Mitigation Policy jEagili , ODOT X-Permit SHPO Clearance I Cities of Lake Oswego,Tigard&West Linn Permits Lake Corporation Easement --.. UPRR Encroachment Permit Easements c • Raw Water Pipeline _ — - - ',- USACE Section 404/10&ODSL Removal Fill - State&Federal Endangered Species Act • Consultation USFWS Migratory Bird Treaty Act Clackamas River Intake NMFS Magnuson Stevens Act Legend OR State Parks Clackamas River Intake ODEQ 401 Certification USFWS Migratory Bird Treaty Act Existing and Proposed ODEQ NPDES 1200-C USACE Section 404/10&ODSL Removal Fill ODFW Mitigation Policy Federal Endangered Species Act Consultation Parallel Pipeline ODOT X-Permit NMFS Magnuson Stevens Act SHPO Clearance OWRD Water Rights 0 I 2 Cities of Gladstone&West Linn Permits ODEQ 401 Certification Mies Clackamas County Permits ODEQ NPDES 1200-C Easements ODFW Mitigation Policy SHPO Clearance City of Gladstone&Clackamas County Permits Easements Traditional Permit Acquisition Process Environmental Contact AIM'ilk 111 8 4 ollaborative Environmental Process ' ) Based on a strategy developed by the Partnership Uses frequent and early communication with regulatory agencies and the public Uses scientifically sound, unbiased data with agency and community input to make decisions Accommodates broad advisory agency input oywerw. ollaborative Environmental Process CEP) (Cont.) Limits concurrence to each agency's legal authority Built on 10 years of regulatory agency collaborative process, but uses an agreement Successful on-going implementation for Columbia River Crossing (1-5) and Tualatin Basin Water Supply Project 10 5 Permit Acquisition Schedule Task Name Stall Finish 29}9 20P7 2012 2013 011Q2103144 Q1Q21031Q4 07 I42103104 01 Q2103IQ4 1 Develop Permit Acquisition Strategy 12117/2000 0/3012010 2 Studies to Confirm Water System 12/1E/2009 6130l2010 Elements 3 Environmental Permitting 711/2010 911712013 V 4 Initiate Collaborative 7/1/2010 7/1/201Q Environmental Process 0 The Partners Early Decision 5125(2011 fil21l2011 Point 6 NMFS/USFWS Biological Opinion 12/1412011 6(12/2012 7 The Partners Decision Point 6/13(2012 7(10/2012 8 Environmental Permits Acquired 9/10(2013 9/17/2013 9 Water Rights Secured 12/1712009 10/4/2013 10 Land Use Approvals 7(1/2010 10/4/2013 ti 11 Right-of-Way Secured 71112010 10f4l2013 12 Design Approvals 7/112010 199/2013 -1 13 Permits,Clearances,A Approvals f0l7(2013 10f7/2013 Hantl 11 ommunications Strategy - Foundations • Includes outreach, public Economically Technically Viable Feasible involvement, media relations, public relations, facilitation, mediation Why public involvement? Environmentally Publicly Supports Councils' Compatible Acceptable ultimate sustainable decisions Source:IAP2 Sustainable Decisions ,wEw. 12 6 ommunications Strategy - Six-Month oals (Jan. 2010 — June 2010) Create communications materials and tools Develop clear information on the project and key issues Re-engage and inform Lake Oswego and Tigard policymakers Community education process underway Inform news media /oywe=grw.}� may, o 13 , ommunications Strategy - Six-Month oals (Jan. 2010 — June 2010 Cont. Identify key stakeholders; make initial contacts Update/validate community values and principles Support: — Business Case Evaluation — Collaborative environmental process and permitting Develop plan for next phases 14 7 roposed Early Implementation • ctions Communications Strategy Jan—Feb Develop Citizen Sounding Board Jan—Feb Citizen Sounding Board Facilitation Feb—ongoing Project Website(in progress) Dec—Jan Public Opinion Research Jan—Feb Stakeholder Interviews Jan—Feb Materials and Tools Jan—Feb 15 roposed Citizen Sounding Board Eight to twelve community members from the Partner jurisdictions Members assembled by agency staff Reports to Program Director Drawn from related fields of expertise / experience ✓ Engineering ✓Sustainability ✓ Finance ✓ Government ✓ Environment ✓Communications 16 $1 8 Proposed Citizen Sounding Board (Cont.) Purpos Identify important issues early on Provide balanced review of problems/opportunities Improve outcomes by bringing more perspectives to the table Assignment • Begin in February 2010 Meet bi-monthly over the first year Topics: water treatment technology, facilities design, conservation measures and public outreach oyw�rw.�I 17 raft Project Website *Lake Oswegt7•Tiga rd .' Water Partnership ` - Prstlw,lbws W,rgrn p.J tJ fl4 r<r Cx7r „"® _I - ,, ., -rd7re_r- -7--.8—;.:--- IN 18 http://www.lotigardwater.org/DRAFT '71. 9 Goals for Water Treatment Decision • Inclusive,transparent, repeatable — Offers more holistic approach to major program P.. decisions — Incorporates community Il values -V.. — Gives full consideration to Economic,Environmental, and Social/Community factors(the Triple Bottom Line) — Withstands future scrutiny —�� • Assesses potential risks & mitigation 'n"^""^""°I rn„CGnVn& Plittihatkstrategies ueru`, — • Monetizes evaluation factors Ilk, I. • Engages experts for broadest perspective • Seeks Council input at key steps 4.:44 1t'5Il.Hnnl;, • Recent success for Victoria, BC tom„ oywerw. 19 Business Case Evaluation Process Supports '► ustainable Decision on WTP Upgrade Al -, • 1 Form Expert Team-Your Staff+ Document Problem Linked to 2 Level of Service Define Evaluation Boundaries- Workshop 1 3 Link to Level of service f Community Values 4 Brainstorm Alternatives and Screen Fatal Flaws Collect Data on Costs and Benefits 5 Economic,Environmental,and 2 Community Risks and Opportunities Wodcshopivlonetize Environmental and & Community Criteria Undertake filet Present { 7 W0 3 Value Analysis ,°� . 20 f � s Determine Preferred Solutions ww�`' 10 Community Values Determine Evaluation Boundaries and Level of Service Criteria Level of 5ervrrc GHG, Hpsi Comtmnury suaainalMity, 1n.e Level cls rntena,tcueased Wyanc $SQL= f?�, I'acrtrtynerthe.t;CS, Ecosystem $ •• C.rrrnitmerito t aecemenn yl -,Suxte tr,1in„aeeucnon tn MTV quantity) nrm.;:enewr&AP • Construction, tconamx Resources • slow ibuerssmr, Developtnenl, Endangered Specbes Construction lmpans ' • Environmental Community Economic Regulatory • Capttal,GP.M, Water QuaGry& • • R&8,Rates Rellstlay t • Rerou - trs'ruest Reeovens Flzr�Is—. pegfiic Lac,F Green leuc Health Prcatect[on oyw rw.I 21 ide Range of Treatment Alternatives vailable, Higher Performance = Higher Co Treatment --I --111. ----�--- -- i--► „<„,cy Technology Direct filtration Itrlembranes Granular Advanced activated oxidation carbon processes CURRENT Removal EWfei.ii % FUTUR €kEGLLATIQINS REGULATIONS,' Level of Particulates Cryptosporidium Organics Difficult to Service Turbidity Enhanced remove organics [oliform particulate removal /,wEw. Giardia 3f 22 Virus z 11 Water Treatment Plant BCE Pan Membership — Agency staff — Process experts from several design firms — Public health and regulatory expert — Oversight Committee and Citizen Sounding Board representation Mechanics for engaging outside experts — Stipend for participation — Design firms still allowed to pursue WTP design contract Benefit of BCE process: a recommendation the Councils can support 1. =g /oywerw.}� �y o 23 , Action Items for Councils Endorse communications strategy Endorse expert panel for WTP process decision support Endorse Citizen Sounding Board 24 12 Discussion of Action Items Joint Councils and program management team /oywe=grw.}� may, o 25 , Closing Remarks of Councils Tigard Lake Oswego 26 �w 13 ontact the Water Team Hot Line: (503) 697-6502 http://www.lotigardwater.org/DRAFT(active in late January) Joel B.Komarek,P.E. David A.Prock,P.E. Jane Heisler Project Director Deputy Director Communications Director (503)697-6588 (503)697-7417 (503)697-6573 jkomarek@ci.oswego.or.us dprock@ci.oswego.or.us jheisler@ci.oswego.or.us Dennis Koellermeier Eric Day Laura Barrie Public Works Director Associate Planner Administrative Support City of Tigard (503)534-4238 (503)534-4239 (503)718-2596 eday@ci.oswego.or.us lbarrie@ci.oswego.or.us Dennis@tigard-or.gov •27 Glossary of Terms PCP — Personal Care Products EDC — Endocrine Disruptor Chemicals SDC — Systems Development Charge CEP — Collaborative Environmental Process LOS — Level of Service WTP — Water Treatment Plant (Off 28 14