Work Session on Grinder Pumps

BOARD OF ALDERMEN

CITY OF PARKVILLE, MISSOURI

November 13, 2006

CALL TO ORDER

Mayor Kathryn A. Dusenbery called the meeting to order at 6:59 p.m. in the Board Room at Parkville City Hall.

ROLL CALL

Ward 1 Alderman Deborah Butcher - present

Ward 1 Alderman Jim Brooks - present

Ward 2 Alderman David McCoy - present

Ward 2 Alderman Dave Rittman - present

Ward 3 Alderman Marvin Ferguson - present

Ward 3 Alderman Jeff Bay - not present

Ward 4 Alderman Marc Sportsman - present

Ward 4 Alderman Brian Atkinson - present

ALSO PRESENT: City Administrator Joe Turner

Public Works Director Jeff Rupp

Alliance Water Resources District Manager Dennae Caquelin

Project Manager Dan Koch

North Hills Consulting Engineer Jay Norco

Resident Gordon Cook

Resident Eric Wood

City Clerk Barbara J. Lance

Assistant City Clerk Claudia Willhite

MEDIA PRESENT: Nancy Jack for Parkville Luminary

Andy Hyland for KC Star

Jared Hoffman for St. Joseph Press

Mayor Dusenbery said there would be a presentation of the facts before discussion and audience participation.

Mr. Norco gave a slide show, which was also distributed in print form; a copy is attached to the original of these minutes as Exhibit A. A copy of an exchange of documents between Mr. Rupp and the Department of Natural Resources is also attached to the original of these minutes, as Exhibit B. Copies of the minutes and attachments will be available at the front desk at City Hall.

Options (shown in the attachment labeled Exhibit A) were discussed, and Mr. Rittman asked about bioxide costs, suggesting they should be costs shared by all sewer customers of the city.

Mr. Ferguson differed. Mr. Rittman said they started injecting bioxide in the beginning when there was not enough usage.

Mr. Norco said he thought the need for bioxide would always be there. Mr. Rittman said its use should be considered as part of the whole matrix. Mr. McCoy agreed. Mr. Sportsman said they were told they would need less bioxide over the years.

Mr. Rittman said at one time they were told they would be using rebuilt pumps. Mr. Sportsman asked how the City would control what kind of pump homeowners put in. Mr. Norco said every pump in the system is about the same. It is not hard to find a good unit. He said he didn’t think someone could put in one too large because it has to get through that service line. To protect the homeowners he could write a one or two-page document on performance specifications. Mayor Dusenbery said there would have been some pumps that have not performed as well as others.

Mr. Sportsman asked if residents of other subdivisions with grinder pumps are actually paying for their own units, or are they subsidized by the homeowners’ associations or other entity? Mr. Rupp said he was not aware of any arrangements like that, but there could be some.

Mr. Sportsman asked if he had any idea why, in 1988 when the MDNR (Missouri Department of Natural Resources) was first approached, the City was told the grinder pumps had to be the City’s responsibility, and why, around 2002, that policy was changed? Mr. Rupp said technically that earlier MDNR regulation is still on the books. They haven’t changed that. The more recent law allowing the City to turn responsibility over to homeowners takes precedence over the regulation.

Mrs. Butcher asked what other subdivisions had grinder pumps. Mr. Norco said there are 13 or more in Riverchase, fewer than 6 in River Hills Estates, 3 at The National, and the new tract in Thousand Oaks (the one that’s in Parkville) has some. Mr. Brooks asked if they had to have bioxide. Mr. Norco said they’re not in large numbers. Mr. McCoy asked about Weatherby Lake. Mr. Rupp said the City handles it. Mayor Dusenbery said their program is close to our Option 3. Mr. Rittman said they had to use bioxide in Riverchase a few years ago. Mr. Norco said that’s when they had the package plant and there was a concern about petroleum products there.

Mayor Dusenbery asked if there were any issues staff wished to discuss. She read the options listed in the booklet Mr. Norco had prepared, Riss Lake Grinder Pump System - Funding Study, attached as Exhibit A. At this point Assistant City Clerk Claudia Willhite started taking the minutes.

Submitted by

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City Clerk Barbara J. Lance - 11/17/06

Alderman Sportsman noted that “function of flow” was how the current program was sold initially. Alderman Rittman asked about rebuilt versus new replacement pumps. Discussion followed regarding use of a performance formula requirement rather than a prescriptive formula.

Mayor Dusenbery referred the board to page 19 of the distributed hard copy of the presentation regarding “Related Issues to Address”. She asked the board to consider the basic question regarding funding: “Is the Riss Lake System (including the pumps) an integral part of the Parkville Sewer System – or – should it be a financially self-sufficient?” Alderman Sportsman said “Both.”

It was noted that sooner or later all sewer lines in Parkville will need to be replaced and they are all part of the Parkville sewer system.

Alderman Ferguson said it was the Kroh Brothers and subsequent developers who wanted individual grinder pumps. Alderman Sportsman said he views it as a slippery slope to segregate out grinder pumps from the city sewer system.

Alderman Atkinson noted that the problem is the original plan didn’t cover the costs involved and problems that surfaced along the way have not been addressed. He said we have a commitment to Riss Lake residents.

Alderman Ferguson said Riss Lake rates need to be raised for us to continue. Alderman Atkinson said there is still the problem of going back to recover funds that were transferred in 1999.

Alderman Butcher asked if there are other levels of support for that and at what level do we do it as a city? Alderman Ferguson said grinder pump customers are entitled to the same support as other city sewer users and all should be treated equal.

Alderman Atkinson said we’ve got Riss Lake homeowners who’ve paid into a fund for pump replacement.

Alderman Ferguson pointed out that inflation goes up annually.

Alderman Atkinson asked where the city takes responsibility. Alderman Rittman said the city worked under conditions of the mandate and expectations at the time; a preventative replacement system needs to be in place and pumps upgraded with a better alarm system. Alderman Atkinson referred the board to the price comparisons of the options.

At this point in the meeting, Mayor Dusenbery invited citizen input.

Mr. Gordon Cook, a Riss Lake resident, said he has concerns regarding Option 1 because he does not feel the city is allowed to do this by statute. He added that effectiveness of the pumps can be highly subject to individual household users.

Mayor Dusenbery noted that some pumps are deficient models.

Alderman Atkinson asked Mr. Cook if he was referring to the issue of self-insurance. Mr. Cook said yes. Alderman Rittman asked City Administrator Joe Turner to follow up on Mr. Cook’s point regarding the state statute in question and to report back to the board his findings.

Alderman Sportsman suggested that all options stay open until legal counsel comments. He added that Option 3 comes closest to best addressing the issue without drastically altering the rates and that the city’s obligation should end with covering the deductible.

Alderman McCoy suggested the board should wait to request any money be spent on legal opinion until we know which option we prefer. He then asked Mr. Norco exactly what a lift station does. Mr. Norco said that gravity pipes rarely break but pipes that are shallow don’t drain well and must be depressurized so conventional system gravity will take it. He added that the right-of-way is the City’s responsibility.

Alderman Brooks asked if the board wants to make any attempt at this meeting to eliminate any options? Mayor Dusenbery stressed that all ramifications must be fully understood before any decisions are made.

Mr. Eric Wood said it’s important that there is an equal demarcation point; using the easement line reduces the rates to $3 for bioxide and offers a consistent sewer plan.

Mr. Cook noted that insurance deductibles can’t be equitable without common demarcation. He said he would support Option 4 and would be happy to take the risk. He noted that homeowners should not be self-insured.

Alderman Brooks asked who owns the grinder pump when a home is bought in Riss Lake. Public Works Director Jeff Rupp said the only way the city owns the pump is if the City buys and replaces a pump by virtue of the mandate to replace.

Alderman Ferguson noted that the replacement purchase is made from funds paid by the homeowner.

Alderman Rittman said that originally The Meadows were not part of Riss Lake.

Mr. Cook suggested that some form of transition be employed for a partial payment for someone who has paid into the fund for 12 years.

Alderman Sportsman asked if staff had any information on rates for private providers.

Mr. Norco said there are some private providers who will take care of everything for $30 to $40 per month and typically $1,900 is the cost for a new unit. Mr. Rupp said the expense for a rebuilt/refurbished unit is $800 to $1,000.

Mayor Dusenbery noted that regarding issues listed on page 20 and according to the Missouri Municipal League, if we don’t repay the Sewer Fund for the unidentified sewer expenses in 1999, we have to pass an ordinance.

Alderman Rittman asked about cross years. Mr. Turner explained that transfers must be approved by the board versus “due to and due from” equal loans that must be paid back. Alderman Sportsman asked if there is a maximum timeframe. Mr. Turner said no, typically five years are the recommended maximum and three years are the average minimum.

Mr. Norco noted that if Riss Lake were a conventional system, there would not be a need for bioxide. Alderman Ferguson said he sees that bioxide does save money down the street by preventing accelerated corrosion that would result without it. Alderman Rittman asked if the expense for bioxide can be written into the General Fund and an appropriate ordinance drafted.

Alderman McCoy noted that this would help establish demarcation and the funds paid for the bioxide help cover the deficit. Alderman Rittman concurred. Brief discussion ensued regarding the ordinance.

Mayor Dusenbery said she has names representing a mix of longevity and areas of Riss Lake, which she will recommend for the Riss Lake resident focus group. She asked the board to forward any names they would like to see included on the focus group to her as soon as possible. She said she hoped to establish a timeline to fully address this issue promptly.

Alderman Rittman asked Mr. Norco to update the options portion of his presentation to take into consideration revised estimated rates in light of changes to the source for the bioxide fund.

Alderman Sportsman asked Mr. Turner to check into costs and options for the city to take back the sewer billing.

ADJOURNMENT

ALDERMAN McCOY MOVED THAT THE MEETING ADJOURN; ALDERMAN FERGUSON SECONDED; ALL AYE; MOTION CARRIED 7-0.

The meeting adjourned at approximately 9:00 p.m.

Submitted by:

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Assistant City Clerk Claudia Willhite, 11/21/06