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Miracle Heights 2 Board of Commissioners Regular Meeting Wednesday, January 27, 2021, 6:00 PM AGENDA Remote Meeting Access Join online: https://meetings.ringcentral.com/join meeting number: 1489201774 --OR-- Join by phone: 1-623-404-9000 Meeting number: 1489201774 CALL REGULAR MEETING TO ORDER Voice Roll Call Approval of Agenda PUBLIC COMMENT 1. CONSENT AGENDA 1.1 Approval of Minutes from December 16, 2020 Regular Meeting 1.2 2021 System Development Charges 1.3 Acceptance of Water Mains and Related Facilities for Miracle Heights 2. DISCUSSION ITEMS 2.1 Acceptance of FY 2019-20 Comprehensive Annual Financial Report and acknowledgment of receipt of the AU-C 260 letter 2.2 Convene Local Contract Review Board for consideration of Contract-specific Special Procurement 3. STAFF REPORTS 3.1 Manager’s Update 3.2 Engineering & Construction Reports 3.3 Operational Reports 3.4 Finance Report 4. BOARD BUSINESS 4.1 Board Calendar 4.2 Liaison Reports 4.3 Information Items 4.4 Future Agenda Items 5. WORK SESSION –Plans for New Administration and Operation Facility 6. ADJOURN POSTED FRIDAY, JANUARY 22, 2020 PER REQUIREMENTS. The meeting site is accessible to persons with disabilities. Requests for an interpreter for the hearing impaired should be directed to Kim Anderson at 503-761-0220 or [email protected] at least 48-hours in advance. Agenda Item 1.1 MINUTES A regular meeting of the Sunrise Water Authority Board of Commissioners was held on Wednesday, December 16, 2020 at 6:00 PM. The meeting was held remotely, by teleconference through RingCentral. Board Present: Chris Hawes, Chair; Andy Coate, Vice Chair; Kevin Bailey, Secretary; Gary Barth; Kevin O’Meara Board Absent: None Staff Present: Wade Hathhorn, General Manager; Denise Bergstrom, Finance Director; Tim Jannsen, Engineering Manager; Kim Anderson, Government Relations Manager, and Christin House, Customer Service Manager Visitors Present: Sherry French, CRW; Paul Gornick, OLWSD CALL REGULAR MEETING TO ORDER Hawes called the meeting to order at 6:01 p.m. ROLL CALL Chair Hawes announced that he had received a letter of resignation from Commissioner Barstow. Anderson performed roll call attendance. PUBLIC COMMENT - None APPROVAL OF AGENDA A motion to approve the agenda was made by Bailey and seconded by Barth. Motion carried unanimously. 1. CONSENT AGENDA Coate made a motion to approve the consent agenda, consisting of the items listed below, and Bailey seconded. The motion carried unanimously. 1.1 Approval of Minutes from November 18, 2020 Regular Meeting 2. DISCUSSION ITEMS 2.1 Adopt Resolution 2020-13, Declaration of Surplus Property Anderson noted that the model year of the vehicle being declared surplus was correct on the resolution provided but not on the staff report. A motion to adopt resolution 2020-13, Declaration of Surplus property was made by Bath and seconded by Bailey. Motion carried unanimously. 3. STAFF REPORTS 3.1 Manager’s Update Hathhorn commented that the Reservoir 11 project is about totally wrapped up and stated that it was a good project for us. O’Meara noted that the landscaping looks good. He noted that Amy Victor, the newly hired utility worker is onboard and working. He commented that she has flagging and other pertinent experience that has allowed her to get right to work. Hathhorn informed the Board that Sunrise is in compliance with all of the newly released OSHA Covid related requirements and that the plant operators have adjusted their schedules to create even greater separation of their staff. He also shared that there has been some conversation within the industry on vaccinations and the ability of employers to require it as a condition of employment. Hathhorn lauded the launching of an apprenticeship program for water treatment operators, which the Clackamas providers were instrumental is developing. The participants receive full time pay while engaged in the program. It will be going before BOLI Board for approval. There was some discussion about the potential for placement of participants after the program. Hathhorn shared that Sunrise is hoping to beta test cloud file storage in the spring. He stated one aim is to eliminate hardware onsite. GIS and SCADA would potentially be migrated in the next few years. He discussed the other major benefit is that large data companies have much better capabilities for cyber security than we can provide at a more local level. 3.2 Engineering & Construction Reports Jannsen noted that he has a meeting next week to discuss an apartment complex meter sale and that a memory care facility is looking at a two-inch connection. He also noted that Parr Lumber has priced their water supply options and the interconnection with Dogwood Lane at High Ridge Court is the least cost option for them and that Eagle Landing Hotel is considering installing some additional improvements. He commented that meter sales have been strong this year. 3.3 Operational Reports Jannsen stated there was nothing of significance to report. 3.4 Finance Report Bergstrom stated that she is working on the audit and hopes to have it concluded in January. 4. BOARD BUSINESS 4.1 Board Calendar 4.2 Liaison Reports Barth noted that Wilsonville is planning to join the Regional Water Providers Consortium and that he would like to schedule a time to share a presentation about the role of the Consortium with the Board. 4.3 Information Items 4.4 Future Agenda Items 5. WORK SESSION –Plans for new Administration and Operation Facility Hathhorn stated that the cost estimate was not ready in time for this meeting and shared that work has been ongoing to reduce the scope. The meeting adjourned at 6:37 PM. CHRIS HAWES, CHAIR KEVIN BAILEY, SECRETARY Minutes of December 16, 2020 Page 2 of 2 Agenda Item – 1.2 SUNRISE WATER AUTHORITY REGULAR BOARD MEETING January 27, 2021 SUBJECT 2021 System Development Charges BOARD ACTION None required. Formal notice is being given to the Board of REQUESTED Commissioners regarding the 2021 System Development Charges. EFFECTIVE DATE February 15, 2021 PRINCIPAL STAFF Tim Jannsen, Engineering Manager PERSON DOCUMENTS Summary of 2021 System Development Charge calculations and associated ATTACHED rate schedules. Summary BACKGROUND In 2018, the Board authorized an approved methodology for establishing a system development charge (SDC), along with means for annual indexing. The analysis contained herein provides a summary of the 2021 SDC rate increase and related schedules. ANALYSIS The SDC is comprised of two components: improvement (added capacity) and reimbursement (shared capacity). The Board has approved a methodology that applies an increase to both components of the SDC equivalent to the Construction Cost Index (CCI) reported by the Engineering News Record (ENR) as of December of each year. This year the ENR CCI went up by 6.02%. Applying the proper formula, last year’s (cash discounted) SDC of $9,436 was raised to $10,003 for 2021 – an increase of $567. The installation charge of $700 remained unchanged for 2021. Hence, the total cash discounted cost for an installed standard 5/8” X 3/4” meter (1.0 ERU) is $10,703, exclusive of any additional special “dig-in” charges. OPTIONS None STAFF RECOMMENDATION Review the 2021 SDC rate schedules and associated annual indexing. January 27, 2021 Agenda Item 1.2 Page 1 of 1 Agenda Item – 1.3 SUNRISE WATER AUTHORITY REGULAR BOARD MEETING January 27, 2021 SUBJECT Acceptance of Water Mains and Related Facilities for Miracle Heights BOARD ACTION The Board of Commissioners is requested to accept the water mains and REQUESTED related facilities for Miracle Heights, a commercial development, south of SE Sunnyside Road and fronting on SE 147th Avenue and SE Oregon Trail Drive, all being in Section 1, Township 2 South and Range 2 East, W.M. EFFECTIVE DATE January 27, 2021 PRINCIPAL STAFF Tim Jannsen, Engineering Manager PERSON DOCUMENTS Signed Conveyance and Acceptance Document ATTACHED Vicinity Map Summary BACKGROUND Transfers of privately built water systems from the developer to the Authority are brought before the Board for Board acceptance. ANALYSIS The water mains and related facilities for Miracle Heights have been constructed to the Authority’s specifications; the facilities have passed pressure tests and bacteriological tests. The developer, Millard Holdings, LLC, has conveyed the water mains and related facilities to the Authority in previous conveyance documents dated December 21, 2020 as presented in the attachment. OPTIONS Option 1 – Approve the Board Action Requested Option 2 – Do Not Approve the Board Action Requested STAFF RECOMMENDATION Staff recommends The Board of Commissioners accept the conveyance of water mains and related facilities for Miracle Heights, a commercial development. January 27, 2021 Agenda Item 1.3 Page 1 of 1 Project Site Sources: Esri, USGS, NOAA, Sources: Esri, Garmin, USGS, NPS 0 0.5 1 Overview Miles Oregon Metro, Bureau of Land Management, State of Oregon GEO, State of Oregon, Esri, HERE, Garmin, INCREMENT P, Intermap, NGA, GeoEye, Maxar, Microsoft USGS, U.S. Forest Service 0 500 1,000 0 150 300 Overview Detail Feet Detail Feet Date: 1/19/2021 by: jcziesch swa Spatial Reference Name: NAD 1983 HARN StatePlane Oregon North FIPS 3601 Feet Intl Legend PCS: NAD 1983 HARN StatePlane Oregon North FIPS 3601 Feet Intl GCS: GCS North American 1983 HARN Datum: North American 1983 HARN Projection: Lambert Conformal Conic System Valve Hydrant Main Project Site Central Meridian: -120.5000 Miracle Heights Latitude of Origin: 43.6667 Longitude of Origin: 0.0000 Latitude of Center: 0.0000
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