JOINT SHARED SERVICES COMMITTEE THURSDAY, JANUARY 10, 2019, AT 9:00 A.M. ROOM th FLOOR - ABBOTSFORD CITY HALL AGENDA
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1 JOINT SHARED SERVICES COMMITTEE THURSDAY, JANUARY 10, 2019, AT 9:00 A.M. ROOM th FLOOR - ABBOTSFORD CITY HALL AGENDA 1. CALL TO ORDER.1 Elect the Joint Shared Services Committee Chair and Vice-Chair 2. ADOPTION OF MINUTES.1 Minutes of the Joint Shared Services Committee meeting held December 4, 2018 (attached) Page 2 3. PRESENTATIONS 4. DELEGATIONS None. 5. BUSINESS OUT OF MINUTES None. 6. REPORTS.1 ABBOTSFORD MISSION WATER AND SEWER COMMISSION.1 Bi-monthly JAMES Plant Report November/December 2018 (JSSC ) Jamie Austin (attached) Page 6.2 Bi-monthly Water Report November/December 2018 (JSSC ) Jamie Austin (attached) Page 17.3 Financial Statements November 2018 (JSSC ) Emily Lewis (attached) Page Draft Financial Plan (JSSC ) Emily Lewis (attached) Page 36.2 RECYCLING.3 TRANSIT 8. ADJOURNMENT
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3 Minutes of the Joint Shared Services Committee meeting held December 4, 2018, at 9:00 a.m. in Room 530 of Abbotsford City Hall JSSC Members Present: Councillor Barkman (Abbotsford) (Chair); Mayor Alexis (Mission); Mayor Braun (Abbotsford); Councillor Crawford (Mission); Councillor Hamilton (Mission); and Councillor Siemens (Abbotsford) Council Present: Councillor Banman (Abbotsford); Councillor Blue (Abbotsford); Councillor Gill (Mission); Councillor Herar (Mission) (part); and Councillor Loewen (Abbotsford) Staff Present: City Manager P. Sparanese (Abbotsford); Chief Administrative Office - M. Younie (Mission); Deputy General Manager, Engineering and Regional Utilities R. Isaac (Abbotsford); General Manager, Corporate Services R. Sharma (Abbotsford); Director, Utility Operations J. Austin; (Abbotsford); Director of Finance - K. Basatia (Abbotsford); Director of Finance K. Boland (Mission); Director Infrastructure Planning - T. Bowie (Abbotsford); Director, Project Management Office - N. Koning (Abbotsford); Manager of Business Services B. Schmitt (Mission); Manager, Financial Planning and Accounting - E. Lewis (Abbotsford); Manager, Water Supply - J. McAuley (Abbotsford); Senior Engineer, Drainage and Wastewater S. Chiu (Abbotsford); Senior Transportation Manager M. Kelly (Abbotsford); Project Engineer - G. McAllister (Abbotsford); and Administrative Manager - R. Brar (Abbotsford) Public Present: 0 1. CALL TO ORDER The meeting was called to order at 9:00 a.m. 2. ADOPTION OF MINUTES.1 Minutes of the September 20, 2018 Meeting Moved by Mayor Alexis, seconded by Councillor Siemens, that the minutes of the Joint Shared Services Committee meeting held September 20, 2018, be adopted. JSSC CARRIED. 3. PRESENTATIONS None. 4. DELEGATIONS None. 5. BUSINESS OUT OF MINUTES None. 2
4 Minutes of the Joint Shared Services Committee meeting held December 4, 2018, at 9:00 a.m. in Room 530 of Abbotsford City Hall Page 2 6. REPORTS.1 ABBOTSFORD MISSION WATER AND SEWER COMMISSION.1 Committee Governance Overview R. Isaac, Deputy General Manager, Engineering and Regional Utilities presented a powerpoint presentation regarding the Abbotsford Mission Joint Shared Services Committee; Purpose; JSSC Structure; Water Sewer Commission; and Governance..2 Regional Water System and Utility Operations Overview T. Bowie, Director Infrastructure Planning, presented a powerpoint presentation regarding the Regional (Joint) Water; Regional Water Overview; Major Assets- Dickson/Norrish Creek; Dickson Lake Drawdown Graph; Major Assets Cannel Lake; Cannell Lake Drawdown Graph; Water Consumption Trends; 2017/2018 Master Plan Highlights; Building Capacity; Asset Renewal; Operational Compliance; Optimize Service Delivery; Resilient System; and Recommended Capital Expenditures (2018 Dollars)..3 Regional Wastewater System (JAMES Plant) Overview S. Chiu, Senior Engineer, Drainage and Wastewater, presented a powerpoint presentation regarding the Regional (Joint) Wastewater; Regional Wastewater Overview; Regulations; Source Control; 2017/2018 Master Plan Highlights; Building Capacity; Resource Recovery; Sustainable Community; Resilient System; Proposed Upgrades Roadmap; and Recommended Capital Expenditures (2018 Dollars). Moved by Councillor Hamilton, seconded by Councillor Siemens, that the powerpoint presentation, regarding the Joint Shared Services Committee (JSSC); Water and Sewer Commission (WSC); Governance; Regional (Joint) Water System; and Regional (Joint) Wastewater System, be received for information. JSSC CARRIED..2 RECYCLING.1 Abbotsford-Mission Recycling Program Overview N. Koning, Director, Project Management Office, presented a powerpoint presentation regarding the Abbotsford-Mission Recycling Program; Governance; Program Overview; AMRD; MRD & Mission Landfill Recycling Depot; Processing Facility and Drop-off Depot; Recycle BC; Program Highlights; and Education Programs. 3
5 Minutes of the Joint Shared Services Committee meeting held December 4, 2018, at 9:00 a.m. in Room 530 of Abbotsford City Hall Page 3 Moved by Mayor Braun, seconded by Mayor Alexis, that the powerpoint presentation, regarding the Abbotsford-Mission Recycling Program, be received for information. JSSC CARRIED..3 TRANSIT.1 Regional Transit Overview M. Kelly, Senior Transportation Manager, presented a powerpoint presentation, regarding the Central Fraser Valley Transit System; Governance; BC Transit s Partnership Model; Revenue/Funding Model; Program Highlights; Abbotsford System Overview; Mission System Overview; Expansion Initiatives; and New Operations & Maintenance Facility. Moved by Councillor Siemens, seconded by Councillor Hamilton, that the powerpoint presentation, regarding the Central Fraser Valley Transit System, be received for information. JSSC CARRIED..1 ABBOTSFORD MISSION WATER AND SEWER COMMISSION (cont d).4 Bi-monthly JAMES Plant Report October/November 2018 ( ) Moved by Mayor Alexis, seconded by Councillor Siemens, that Report No. JSSC , dated November 20, 2018, from the Director, Utility-Operations, regarding Bi-monthly JAMES Plant Report - October/November 2018, be received for information. JSSC CARRIED..5 Bi-monthly Water Report October/November 2018 ( ) Moved by Mayor Braun, seconded by Councillor Siemens, that Report No. JSSC , dated November 19, 2018, from the Director, Utility Operations, regarding Bi-monthly Water Report October/November 2018, be received for information. JSSC CARRIED. 4
6 Minutes of the Joint Shared Services Committee meeting held December 4, 2018, at 9:00 a.m. in Room 530 of Abbotsford City Hall Page 4.6 Financial Statements October 2018 ( ) Moved by Councillor Hamilton, seconded by Councillor Siemens, that Report No. JSSC , dated November 28, 2018, from the Manager, Financial Planning and Accounting, regarding, Financial Statements - October 2018, be received for information. JSSC CARRIED. 7. NEW BUSINESS None. 8. ADJOURNMENT Moved by Councillor Siemens, seconded by Councillor Crawford, that the December 4, 2018, JSSC meeting, be adjourned. (10:19 a.m.). JSSC CARRIED. Certified Correct: Councillor Les Barkman JSSC Chair Rob Isaac Acting UMC Chair 5
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44 25-Year Water Capital Project Summary (inflated) Budget Year: 2019 GL Account Type: Expense Stage: Multiple Division: Waterworks Department: Multiple Asset Category: Multiple Asset Type: Multiple Fund Category: Multiple Fund: Multiple (all amounts are expressed in Thousands) Division / Department Rank Expense Waterworks Water - Water Supply Services R&R Aging Asset R&R - Norrish WTP Filtration Sand (10-yr cycle) , , R&R Aging Asset R&R - Norrish WTP Dumper (20-yr cycle) R&R Aging Asset R&R - Norrish WTP Membranes (10-yr cycle) , , ,330 R&R Aging Asset R&R - Norrish WTP Skimmer (20-yr cycle) SIO % DCC Update Joint Water Master Plan (5-yr cycle) R&R 12P-0125 Pickup, Jointwater JW Ford Ranger R&R 13P-0109 Pickup Truck 2 - Replacement R&R 13P-0110 Pickup Truck 4 - Replacement R&R 13P-0111 Pickup Truck 6 - Replacement R&R 14P-0087 Pickup Truck 3 - Replacement SIO 17P-3844 Bell Road Soda Ash Facility / PH Study SIO 18P-4398 Norrish Creek Intake Removal R&R 18P-4553 Aging Asset R&R - Industrial Wellfield Renewal R&R 18P-4556 Aging Asset R&R - Townline Wellfield Renewal - 1, R&R 19P-4777 Aging Asset R&R - Norrish WTP Slow Sand Wall Crack Repairs R&R 19P-4778 Aging Asset R&R Program ,896-1,997 2,846 2,921 2,998 1,846 3,157 3,240 3,326 2,730-2,876 3,690 3,787 3,886 2,393 4,093 4,201 3,449 3,540 - R&R 19P-4779 Aging Asset R&R - Norrish WTP Clearwell Crack Repairs R&R 19P-4780 Aging Asset R&R - Mt. Mary Ann Reservoir Crack Repairs SIO 19P-4785 Regional Mission Zone 4 Reservior , SIO 19P-4794 Best Booster Station Upgrade , SIO 19P-4798 Dickson Lake Reservoir Expansion , R&R 19P-4799 Aging Asset R&R - Pine Well Decommissioning R&R 19P-4800 Dam Safety Reviews (10-yr cycle) R&R 19P-4804 Aging Asset R&R - Replace Norrish WTP PLCs SIO 19P-4806 Upgrade SCADA for Mobile Access (Shared Project) SIO 19P-4818 SCADA Network design - Security Enhancement (Shared Project) R&R 19P-4828 Aging Asset R&R - Cannel Lake Pumps' Power Cable Replacement SIO 19P-4829 Remote Communications for Norrish WTP SIO 19P-4830 Seismic Study and Design Guidelines SIO 19P-4831 Seismic Upgrades (if required from Seismic Study) ,106 2,162 1, SIO 19P-4834 Emergency Response Plan Update SIO 19P-4835 Watershed Management Planning R&R 19P-4838 PH/Corrosion Control Upgrade (if required) , SIO 19P-4839 Norrish WTP Membrane System Feed Flow Control Study SIO 19P-4840 Aging Asset R&R - Condition Assessments R&R 19P-5151 ICCP system repairs R&R 19P-5162 Recalibration of Hydrogeological Model Jan 03, :19 AM Project Revenue and Expense by Division - 25 Year Page 1 43
45 25-Year Water Capital Project Summary (inflated) Budget Year: 2019 GL Account Type: Expense Stage: Multiple Division: Waterworks Department: Multiple Asset Category: Multiple Asset Type: Multiple Fund Category: Multiple Fund: Multiple (all amounts are expressed in Thousands) Division / Department Rank R&R AUTO Aging Asset R&R - Best Booster Station Pump Renewal R&R AUTO Aging Asset R&R - Farmer Wellfield Renewal R&R AUTO Aging Asset R&R - Farmer-Industrial Area Well , Replacement R&R AUTO Aging Asset R&R - Riverside Wellfield Renewal , SIO AUTO % DCC New Supply - Construction, Engineering Services and 3,000 10,000 12,000 12,000 29, , Commissioning R&R AUTO Aging Asset R&R - Norrish Creek WTP Membrane Tank Lining R&R AUTO Joint Water Contingency Total: Water - Water Supply Services Total: Waterworks Total Expense 6,075 11,851 14,180 19,361 36,068 21,961 3,017 2,921 3,088 3,434 3,157 3,240 3,326 23,311 5,289 2,876 3,911 3,787 4,003 4,451 4,093 4,201 37,895 3,673 6,857 6,075 11,851 14,180 19,361 36,068 21,961 3,017 2,921 3,088 3,434 3,157 3,240 3,326 23,311 5,289 2,876 3,911 3,787 4,003 4,451 4,093 4,201 37,895 3,673 6,857 6,075 11,851 14,180 19,361 36,068 21,961 3,017 2,921 3,088 3,434 3,157 3,240 3,326 23,311 5,289 2,876 3,911 3,787 4,003 4,451 4,093 4,201 37,895 3,673 6,857 Total for 25 years Capital Projects 236,026 Jan 03, :19 AM Project Revenue and Expense by Division - 25 Year Page 2 44
46 25 Year Sewer Capital Project Summary (inflated) Budget Year: 2019 GL Account Type: Expense Stage: Multiple Division: Sanitary Sewer Department: Multiple Asset Category: Multiple Asset Type: Multiple Fund Category: Multiple Fund: Multiple (all amounts are expressed in Thousands) Division / Department Rank Expense Sanitary Sewer SanSwr - JAMES Plant R&R Digester #1 Floating Cover , R&R Digester #1 Mechanical Works - 4, R&R Digester #2 Floating cover , R&R Digester #3 Floating Cover , R&R Digester #3 - Gas System and Misc. - 2, ,910-3, , R&R % DCC Electrical, Add 500 kw Standby Generator # R&R Electrical, Add Electrical Feeder Line # , R&R % DCC Electrical, Allowance for SCADA and Electrical Upgrades R&R General, Asset Replacement R&R Pickup, JointSW JS Ford Ranger SIO % DCC General, Master Plan Study R&R General, Miscellaneous Repairs to Concrete Tanks and Channels R&R Pickup, JointSW JS Ford F R&R General, Remove Sludge from West Lagoon R&R General, Replace Blue Tent (15-year Cycle) R&R General, Replace Building Roofs R&R General, Replace Cover on Biosolids Storage (Green) Tent (15-Year Cycle) R&R General, Replace Cover on Biosolids (Large White) Tent ( Year Cycle) R&R General, Replace Cover on Biosolids (Small White) Tent ( Year Cycle) R&R General, Upgrade Bypass Pipe from PST to Disinfection , Channel SIO % DCC Headworks, Relocate Hydrocyclone #1 and Add Hydrocyclone #2 SIO Odour, Improve Pasteurization Tank Odour System , R&R Odour, Odour (H2S) Audit SIO Odour, Replace Odour Control and Biofilter Tent Cover R&R Odour, Replacement of Biofilter Media SIO Primary, Add Watertight Isolation Gate to the Mid-Channel SIO % DCC Primary, Upgrade and Relocate Scum Dewatering System R&R Secondary, Add Isolation Valves to Clarifiers #1 and # SIO Secondary, Install Filter Fly Spray System R&R Solids, Cleaning and Repair Digester # , R&R Solids, Cleaning and Repair Digester # , R&R Solids, Cleaning and Repair Digester # , , R&R Solids, Cleaning and Repair Digester # , , R&R Solids, Refurbish Centrifuges R&R Solids, Refurbish Pasteurization Tanks R&R Solids, Removal of Belt Filter Presses R&R Solids, Replace WBS Thickener # Jan 03, :05 PM Project Revenue and Expense by Division - 25 Year Page 1 45
47 25 Year Sewer Capital Project Summary (inflated) Budget Year: 2019 GL Account Type: Expense Stage: Multiple Division: Sanitary Sewer Department: Multiple Asset Category: Multiple Asset Type: Multiple Fund Category: Multiple Fund: Multiple (all amounts are expressed in Thousands) Division / Department Rank R&R 11P-0335 JAMES WWTP Outfall Pipe Restoration of Cover , Contingency R&R 17P-3834 Condition Assessment for JAMES Plant assets R&R 18P-4549 Trickling Filter Media (cell 3) 1, R&R 18P-4550 Trickling Filter Media (cell 4) - 1, SIO 19P-4760 SCADA Network design - Security Enhancement (Shared Project) SIO 19P-4763 Biosolids Management Plan SIO 19P-4765 Liquid Train: Inlet, Primary & Secondary Treatment Study SIO 19P-4766 Enhanced Primary Treatment , SIO 19P-4767 Phase 1 - Seismic and Flood Proofing (West Side) , SIO 19P-4768 Phase 2 - Division , SIO 19P-4769 Phase 2 - Siteworks , SIO 19P-4770 Phase 2 - Influent Pump Station , SIO 19P-4771 Phase 2 - Headworks Screening & Grit , SIO 19P-4772 Phase 2 - Primary Sedimentation , SIO 19P-4773 Phase 2 - Bioreactors , SIO 19P-4774 Phase 2 - Electrical and Controls (MCC, Genset, PLC, , SCADA) SIO 19P-4775 Phase 2 - Administration Building, Blower Room and , Workshop SIO 19P-4786 Phase 3 - Division , SIO 19P-4787 Phase 3 - Secondary Clarifiers , SIO 19P-4788 Phase 3 - Flow Splitter Box & Sludge Pumping , SIO 19P-4789 Phase 3 - Electrical and Controls (MCC, Genset, PLC, , SCADA) SIO 19P-4790 Phase 4 - Seismic and Flood Proofing (East Site) ,715 R&R 19P-5171 Joint Sewer Contingency R&R AUTO General, Asset Replacement (Grit Tanks#1&2 - misc.) R&R AUTO General, Asset Replacement (Clarifier #2 Process - - 1, Mechanism and valves) R&R AUTO General, Asset Repl (Misc. - Septage Equipment, MCCs, Dig - - 1, Sludge Heat Pumps) R&R AUTO General, Asset Replacement (HVAC Sys in screenings and chemcial feed bdg) R&R AUTO General, Asset Replacement (North-South Gallery - misc.) R&R AUTO General, Asset Replacement (Sedimentation Tank # Influent Gates) R&R AUTO General, Asset Replacement (TF#1 - Ventilation Fans and Ducting) R&R AUTO General, Asset Replacement (Misc. - Raw Sludge Pumps, Primary Effluent Pumps) R&R AUTO General, Asset Replacement (Sed Tank #1 Collector Drive & Mechanism) R&R AUTO General, Asset Replacement (Sed Tank #2 Collector Drive & Mechanism) R&R AUTO General, Asset Replacement (Misc.) R&R AUTO General, Asset Replacement (PEP Station #1 - Misc.) R&R AUTO General, Asset Replacement (Digester #2 Misc.) - - 4, R&R AUTO General, Asset Repl (Misc. - Primary Effluent Pumps, - - 1, Laboratory & Misc, MCC) R&R AUTO General, Asset Replacement (Influent Screw Pump #2) R&R AUTO General, Asset Replacement (Clarifier #4 Process Mechanism) R&R AUTO General, Asset Replacement (Influent Screw Pumps #1, 2 - Electrical Misc.) , Jan 03, :05 PM Project Revenue and Expense by Division - 25 Year Page 2 46
48 25 Year Sewer Capital Project Summary (inflated) Budget Year: 2019 GL Account Type: Expense Stage: Multiple Division: Sanitary Sewer Department: Multiple Asset Category: Multiple Asset Type: Multiple Fund Category: Multiple Fund: Multiple (all amounts are expressed in Thousands) Division / Department Rank R&R AUTO General, Asset Replacement (Influent Screw Pump #1) R&R AUTO General, Asset Replacement (Waste Sludge Thickener) R&R AUTO General, Asset Replacement (Boiler #2) R&R AUTO General, Asset Replacement (Boiler #2 - Electrical Misc.) R&R AUTO General, Asset Replacement (Sed Tank #4 - Misc.) R&R AUTO General, Asset Replacement (Biofilter Blowers) R&R AUTO General, Asset Replacement (TF #2 Media) , R&R AUTO General, Asset Replacement (TF #2 - Misc.) R&R AUTO General, Asset Repl (Misc-Primary Eff Pump, Biofilter main duct, Clarif #1 misc) R&R AUTO General, Asset Replacement (Digester #1 - Structural) , R&R AUTO General, Asset Replacement (Influent Channel) R&R AUTO General, Asset Replacement (Sed Tank #4 & 5 Collector Drive & Mechanism) R&R AUTO General, Asset Replacement (Sed Tank #6 & 7 Collector Drive & Mechanism) R&R AUTO General, Asset Replacement (TF #2 Ventilation Fans and Ducting) R&R AUTO General, Asset Replacement (North-South Gallery , Structural) R&R AUTO General, Asset Replacement (Disinfection System) , R&R AUTO General, Asset Replacement (Digester #2 - Structural) , R&R AUTO General, Asset Replacement (Headworks Screen #2) R&R AUTO General, Asset Replacement (SCT #1 Aeration System and Misc.) R&R AUTO General, Asset Replacement (SCT #2 Aeration System and Misc.) R&R AUTO General, Asset Replacement (Diesel Emergency Backup Generator) R&R AUTO General, Asset Repl (Misc-Spliter Box #1-3 Gates, Infl , Channel Gates, weir) R&R AUTO General, Asset Replacement (TF#1 - Structural) , R&R AUTO General, Asset Replacement (Clarifier #1 - Structural) R&R AUTO General, Asset Replacement (JWC Screenings Conveyor and Compactor) R&R AUTO General, Asset Replacement (Clarifier #3 Misc.) R&R AUTO General, Asset Replacement (Clarifier #1 - Structural) , R&R AUTO General, Asset Replacement (Effluent Pump Station Structural) R&R AUTO General, Asset Replacement (Clarifier #2 - Structural) , R&R AUTO General, Asset Replacement (Siloxane System) R&R AUTO General, Asset Replacement (Outfall Pipe) , R&R AUTO General, Asset Replacement (Biofilter Tent - Structural) R&R AUTO General, Asset Replacement (Diesel Generator Sound-Proof Cover) R&R AUTO General, Asset Replacement (Septage Station - Misc.) , R&R AUTO General, Asset Replacement (Road/Hardstand) , R&R AUTO General, Asset Replacement (Biosolids Storage Tent Structural) R&R AUTO General, Asset Replacement (Clarifier #1 - Yard Piping and Valves) R&R AUTO General, Asset Replacement (Centrifuge #1) , R&R AUTO General, Asset Replacement (Centrifuge #2) , R&R AUTO General, Asset Replacement (Centrifuge Misc.) , Jan 03, :05 PM Project Revenue and Expense by Division - 25 Year Page 3 47
49 25 Year Sewer Capital Project Summary (inflated) Budget Year: 2019 GL Account Type: Expense Stage: Multiple Division: Sanitary Sewer Department: Multiple Asset Category: Multiple Asset Type: Multiple Fund Category: Multiple Fund: Multiple (all amounts are expressed in Thousands) Division / Department Rank R&R AUTO General, Asset Replacement (Biosoilds Room - Electrical Misc.) R&R AUTO General, Asset Replacement (Boiler #1) R&R AUTO General, Asset Replacement (Engine Room - Electrical Misc.) R&R AUTO General, Asset Replacement (Generating Engine #1) , R&R AUTO General, Asset Replacement (Disinfection Channel) , R&R AUTO General, Asset Replacement (Clarifier #2 Yard Piping and Valves) R&R AUTO Solids Contact Tank Cleaning and Diffuser Replacement Total: SanSwr - JAMES Plant Total: Sanitary Sewer Total Expense 4,670 9,329 13,661 7,318 13,258 11,466 11,657 14,150 12,709 9,223 7,388 96, ,703 9,090 8,728 13,916 5,337 2,957 1,039 2, ,095-86,715 4,670 9,329 13,661 7,318 13,258 11,466 11,657 14,150 12,709 9,223 7,388 96, ,703 9,090 8,728 13,916 5,337 2,957 1,039 2, ,095-86,715 4,670 9,329 13,661 7,318 13,258 11,466 11,657 14,150 12,709 9,223 7,388 96, ,703 9,090 8,728 13,916 5,337 2,957 1,039 2, ,095-86,715 Total for 25 Year Sewer Capital Projects 526,507 Jan 03, :05 PM Project Revenue and Expense by Division - 25 Year Page 4 48
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