HomeMy WebLinkAbout2021-10-11 (Special) Meeting Agenda Packet
Please note: If you have a disability and need auxiliary aids or services, please notify the City of Englewood
(303-762-2405) at least 48 hours in advance of when services are needed.
1000 Englewood Pkwy – Community Room
Englewood, CO 80110
AGENDA
Hybrid City Council Special Meeting
Monday, October 11, 2021 ♦ 6:00 PM
This City Council Special meeting will be a hybrid meeting. City Council, staff, and the public
are welcome to attend the meeting either in person or virtually.
To view the meeting, please follow this link to our YouTube live stream link:
https://www.youtube.com/watch?v=x9FYlViq-BY
I. Call to Order
II. Pledge of Allegiance
III. Roll Call
IV. Overview of City's Snowplowing & Ice Removal Program - Information - 6:00 to 6:25 p.m.
a. Director of Public Works Maria D'Andrea, Public Works Operations and Maintenance
Manager Steve Ortega, and Streets Supervisor Nick Armbrust will be present to
discuss a brief overview of the city's planned snow & ice response as well as review
data for the 2020-2021 snow season.
Presentation: 15 minutes
Discussion: 10 minutes
IVa
V. Overview of City's Curb-to-Curb Street Sweeping Program - Information - 6:25 to 6:50 p.m.
a. Director of Public Works Maria D'Andrea, Public Works Operations and Maintenance
Manager Steve Ortega, and Streets Supervisor Nick Armbrust will be present to
discuss a brief overview of the city's bi-annual curb-to-curb street sweeping program.
Presentation: 10 minutes
Discussion: 15 minutes
Va
VI. Update on Backflow Prevention and Cross Connection Control Program - Information - 6:50 to
7:10 p.m.
a. Utilities and South Platte Renew Director Pieter Van Ry will be present to discuss an
update on Backflow Prevention and Cross Connection Control Program.
Presentation: 10 minutes
Discussion: 10 minutes
VIIa
VII. Sewer 2022 Cost-of-Service Rates - Information - 7:10 to 8:15 p.m.
Page 1 of 70
Englewood City Council Special Meeting Agenda
October 11, 2021
Please note: If you have a disability and need auxiliary aids or services, please notify the City of Englewood
(303-762-2405) at least 48 hours in advance of when services are needed.
a. Utilities and South Platte Renew Director Pieter Van Ry, Utilities Deputy Director of
Business Solutions, Sarah Stone and Stantec consultants Carol Malesky and Siyuan
Rao will be present to discuss information related to the Connector District Rate
Methodology to set outside city treatment rates and the resulting impact to inside city
sewer rates.
Presentation: 20 minutes
Discussion: 45 minutes
VIIIa
VIII. Break - 8:15 to 8:25 p.m.
IX. Executive Session
a. Executive Session to discuss the purchase, acquisition, lease, transfer, or sale of real,
personal, or other property interest under C.R.S. Section 24-6402(4)(a);
Va
X. Reports from Board and Commission Council Liaisons
XI. Council Member’s Choice
a. Proclamation Review: Community Planning Month
VIIa
XII. City Manager’s Choice
XIII. Adjournment
Page 2 of 70
STUDY SESSION
TO: Mayor and Council
FROM: Maria D'Andrea
DEPARTMENT: Public Works
DATE: October 11, 2021
SUBJECT: Overview of City's Snowplowing & Ice Removal Program
DESCRIPTION:
Staff will present information on 2020-2021 snow event results and review the protocol and
policy for snow operations in the city.
RECOMMENDATION:
Staff will provide a brief overview of the city's planned snow & ice response as well as review
data for the 2020-2021 snow season.
PREVIOUS COUNCIL ACTION:
Staff reviewed the draft Snow and Ice Removal Policy with staff on November 23, 2020.
ANALYSIS:
Effective snow and ice control is necessary for routine travel and the provision of emergency
services. The City provides such control in a safe and cost-effective manner while keeping in
mind safety, budget, personnel, and environmental concerns. The goal for the department is to
keep streets within the City passable during adverse weather conditions and in reasonably safe
condition.
This does not mean bare, dry pavement should be expected after every snowstorm. The aim of
snow and ice control operations is to return most road surfaces to safe winter driving conditions
as soon as feasible within the limitations of this policy, the City's limited resources, and weat her
conditions. Flexibility is needed to adapt to the variety of circumstances and conditions during all
snow events.
Four (4) districts have been established in accordance with available staff and equipment
resources. Streets will be cleared in each district in the following order of priority:
• Primary Streets - Primary streets that are considered main thoroughfares, as well as
roadways adjacent to schools and hospitals. Primary streets are plowed to full lanes
during the storm. Only under certain severe conditions, and after the snow has stopped,
will snow be hauled away fro curb to curb.
• Residential Streets - Residential streets will not be plowed or de-iced unless they have
steep hills with chronic icing problems. When snow events with accumulations above 8
inches occur, crews will plow the centers of all residential streets to create a passable
lane.
Page 3 of 70
• Alleys - The City does not plow alleys. Alleys are too narrow to allow for plowing or
placement of plowed snow.
Storm Classifications
Snow events are categorized using a storm level scale based on reports from the field as to the
severity of conditions, as well as other methods, including forecasts, satellite images and
common sense. The following classifications of storms are defined below:
• Class 1 Storm - A storm predicted to last for less than 12 hours with anticipated snow
accumulations of 4 inches or less. Under this storm classification, crews will plow and
sand all primary streets. The effort and resources expended shall vary depending on
accumulation and drifting conditions. Crews will treat all approaches to intersections and
will attempt to clear snow and ice from all travel lanes of primary streets.
• Class 2 Storm - A storm predicted to last for more than 12 hours with anticipated snow
accumulations between 4 and 8 inches. Under this storm classification, crews will
concentrate on removing snow and ice from primary streets. The effort and resources
expended shall vary depending on accumulation and drifting conditions. After the storm
event has subsided, or when sufficient clearing of the primary streets has occurred,
crews will plow and de-ice primary streets with 24 to 48 hours.
• Class 3 Storm - A storm predicted to be extreme with snow accumulations on road
surfaces at depths greater than eight (8) inches, accompanied by strong or gusting
winds that create drifting and expected to last 24 hours or more. Under this storm
classification, snowfall may be so heavy that only primary streets can be maintained in a
serviceable condition until the storm subsides. After sufficient clearing of primary
streets, crews will plow and de-ice residential streets within 24 to 48 hours.
FINANCIAL IMPLICATIONS:
The City expends nearly $210,000 yearly for snow and ice operations. Public Works staff is
developing improved reporting for labor, equipment, and material costs during the 2021-2022
season.
• De-icing materials - $120,000 per year
• 18 Employees - day and night shifts - $35,000 for a typical year
• 13 Pieces of equipment - equipment usage - $55,000 for a typical year
CONNECTION TO STRATEGIC PLAN:
Strategic Outcome: Infrastructure
A city that proactively and in a cost-effective manner invests in, maintains and protects its
infrastructure
• Ensure neighborhood roadways are safe and well-maintained
OUTREACH/COMMUNICATIONS:
Information on the city's Snow and Ice Program is available on the city's website at:
Snow Removal | City of Englewood, Colorado (englewoodco.gov)
ATTACHMENTS:
Presentation
Snow and Ice Removal Policy
Page 4 of 70
Snow & Ice Control Program Overview
Steve Ortega, Public Works Operations and Maintenance Manager
Nick Armbrust, Streets Supervisor
October 11, 2021
Page 5 of 70
Program Objective
Provide for the safe and efficient flow of traffic withinthecityandmaintainaccessforemergencyresponseduringperiodsofinclementwinterweather.Page 6 of 70
•Safety
•Mobility
•Maximize Resources
o Efficient use of staff
o Conserve materials & equipment
This plan will lead to cost savings and consistent service for Englewood citizens and the traveling public.
Program Goals
Page 7 of 70
Snow Removal Districts
Total Miles –98.98
Page 8 of 70
Storm Classifications
o Class 1 –A storm predicted to last less than 12 hours with an anticipated
snow amount of 4 inches or less.
o Class 2 –A storm predicted to last for more than 12 hours with an
anticipated snow amount of 4-8 inches.
o Class 3 –A storm predicted to be extreme with snow amounts on road
surfaces at depths greater than 8 inches, accompanied by strong gusty
winds that create drifting, and expected to last longer than 12 hours. Page 9 of 70
Primary Streets
•Main thoroughfares &
streets adjacent to
schools & hospitals
•Plow full lanes during
each storm event
•Remove snow, after the
storm has ended, along
Broadway from parking
lanes
•Only remove snow in
other areas, under severe
conditionsPage 10 of 70
•Will not be plowed or de-iced unless they have steep hills with chronic
icing problems or a snow emergency is declared.
•When accumulations are 8 inches or above, the city will "V" plow the
centers of all streets to allow for one passable lane.
•City does not re-plow as it buries vehicles, driveways and/or sidewalks that
have already been shoveled out.
•Alleys are not plowed.
Residential Streets & Alleys
Page 11 of 70
•Freeze/thaw cycles create large ice buildup areas especially on
roadways with highly-shaded south sides.
•Crews are deployed within 24 to 48 hours after the storm to address ice
buildup where it creates hazards to:
o Motorists,
o Pedestrians, or
o Drainage flow blockage
Ice Removal Operations
Page 12 of 70
•18 Staff Members
•13 Pieces of Equipment
•Day & Night Shifts (12-hour)
•Coordination with other Departments
o Parks & Recreation
o Golf Course
•Coordination with other Jurisdictions
o CDOT, (US 85, US 285, Belleview Ave & Federal Blvd.)
o Littleton
o Cherry Hills Village
Program Resources & Coordination
Page 13 of 70
2020/2021 Program Recap
Class 1 –9 Events
Class 2 –3 Events
Class 3 –2 Events
Page 14 of 70
Historical Trends
2019-2020 2020-2021
Number of Events 21 14
Number of Deployments 51 34
Total Snow (inches)57.6 80.6
Lane-Miles Plowed 14,013 13,092
Ice Slicer Used (tons)884.20 681.18
Pounds/Lane-Mile 126.19 104.06
Page 15 of 70
Equipment Upgrades
2020-2021:
•Upgraded to LED headlights for enhanced safety
•Replaced two plow blades with lighter units
•Installed heated sander LED lights
2021-2022:
•Replace two remaining plow blades
•All four trucks are scheduled for replacement
•Upgrade to tandem axle; included as an enhancement in the 2022
budget
•Purchased a sander to de-ice ServiCenter parking lot
Page 16 of 70
Questions & Thank You!Page 17 of 70
SNOW AND ICE REMOVAL POLICY 1
SNOW AND ICE REMOVAL POLICY
Purpose
A.The principal objective of the City of Englewood Public Works Snow and Ice Control Policy is to
provide for the safe and efficient flow of traffic within the City and maintain access for emergency
response during periods of inclement winter weather. The policy will endeavor to maximize
resources by making efficient use of equipment and conserve materials during winter storm events.
Routes have been established and priorities assigned which shall ensure that the minimum road
network required for operation of emergency vehicles shall be maintained at all times.
B.Flexibility remains the cornerstone of the policy to be effective, priorities must be reassessed
periodically and routes altered to keep pace with changing population centers and traffic volumes.
Snow and Ice Event Planning
A.During normal working hours, sanding and/or plowing operations in anticipation of a snow or ice
event may be initiated by the Streets Division Manager/Supervisor.
B.In order to ensure that sanding/plowing operations are initiated in a timely manner at other than
normal working hours, feedback regarding road conditions by Englewood Police Officers and any
other agency, including the Colorado State Patrol, shall be sent to the Public Works Department. The
Streets Division Manager/Supervisor shall then initiate sanding/plowing operations as warranted.
Response Plan for Snow and Ice Events
The following policy sets in place criteria for managing snow and ice removal efforts on the City of
Englewood roadway network during inclement winter weather events.
A.Level of Service. The deployment of City resources to manage snow and ice operations depends
upon the storm classifications and street priorities. The time and effort required to remove snow and
ice from streets depends on a variety of conditions unique to each storm event, including the
following:
(1)Snow storm intensity and accumulation
(2)Anticipated snow storm duration
(3)Type of snow, ranging from light/dry to heavy/wet
(4)Ambient air and pavement surface temperatures before and expected after snowfall
(5)High winds and drifting conditions
(6)Traffic Conditions
(7)Time of day
B.Districts and Priorities: The City of Englewood snow and ice removal operations will be divided into
four (4) districts. The snow removal routes will be reviewed annually and available to be viewed by
the public on the City of Englewood website (https://www.englewoodco.gov/inside-city-hall/city-
departments/public-works/snow-removal). Streets shall be cleared in the following order of priority:
(1)Primary streets that are considered main thoroughfares, as well as roadways adjacent to schools
and hospitals. Primary streets are plowed to full lanes during the storm. Only under certain
severe conditions, and after the snow has stopped, will snow be hauled away from curb to curb.
(2)Residential streets will not be plowed or de-iced unless they have steep hills with chronic icing
problems. When snow events with accumulations are above 8 inches occur, crews will plow the
centers of all residential streets to create a passible lane.
Page 18 of 70
SNOW AND ICE REMOVAL POLICY 2
(3) The City does not plow alleys. Alleys are too narrow to allow for plowing or placement of
plowed snow.
C. Storm Classifications. Snow events are categorized using a storm level scale based on reports from
the field as to the severity of conditions, as well as other methods, including forecasts, satellite
images and common sense. The following classifications of storms are defined below:
(1) Class 1 Storm. A storm predicted to last for less than 12 hours with anticipated snow
accumulations of 4 inches or less. Under this storm classification, crews will plow and sand all
primary streets. The effort and resources expended shall vary depending on accumulation and
drifting conditions. Crews will treat all approaches to intersections and will attempt to clear snow
and ice from all travel lanes of primary streets.
(2) Class 2 Storm. A storm predicted to last for more than 12 hours with anticipated snow
accumulations between 4 and 8 inches. Under this storm classification, crews will concentrate
on removing snow and ice from primary streets. The effort and resources expended shall vary
depending on accumulation and drifting conditions. After the storm event has subsided, or
when sufficient clearing of the primary streets has occurred, crews will plow and de-ice primary
streets within 24 to 48 hours.
(3) Class 3 Storm. A storm predicted to be extreme with snow accumulations on road surfaces at
depths greater than eight (8) inches, accompanied by strong or gusting winds that create drifting
and expected to last 24 hours or more. Under this storm classification, snowfall may be so heavy
that only primary streets can be maintained in a serviceable condition until the storm subsides.
After sufficient clearing of primary streets, crews will plow and sand residential streets within 24
to 48 hours.
Snow Operations
The Public Works Department shall be in charge of snow removal operations and shall staff the incidents
or events as necessary to carry out operations efficiently.
A. The Public Works Department shall be staffed to respond to a snow event as soon as determined
necessary by the Director of Public Works, the Streets Division Manager/Supervisor, or the City
Manager. The Streets Division Manager/Supervisor shall initiate the applicable snow response plan.
The first step will be to notify the crews of initiation of snow response plan, next is classifying the
snow event, and then finally directing operations in accordance with the priorities established herein.
B. If weather information indicates that operations are anticipated in advance of the approaching storm,
the Director of Public Works shall direct specific operators to be at work and ready to commence
operations as soon as practical. If more than two (2) days of continuous operations are anticipated,
no operator shall work more than (12) hours in a day without approval of the Director of Public
Works.
C. All incoming calls regarding snow removal shall be routed to the Public Works Department (303-762-
2520) or after-hours dispatch (303-761-7410).
D. No private roads or driveways extending off of City of Englewood rights-of-way shall be cleared by
City equipment, with the following exceptions: if a citizen needs a private road or driveway opened
for a medical or other emergency the citizen may call Emergency Services (911). Emergency
Services will then contact the Public Works Department. The Public Works Department will then
contact the appropriate operator who shall meet the emergency vehicle at the site and open the road
or driveway for the emergency vehicle.
E. Emergency Conditions. Plow operators are directed that the first priority is to get roads cleared as
fast and safe as possible, emergencies excepted. Operators are authorized and directed to stop and
assist disabled vehicles only if it is necessary to clear the road or if life or health is in danger. If an
abandoned vehicle is blocking the roadway, the operator shall radio in the location, license plate
number and description of the vehicle to the Public Works Department. The Public Works
Department shall contact the Englewood Police Department, informing the Dispatcher that a hazard
exists and the vehicle should be removed from the City of Englewood right-of-way.
Page 19 of 70
SNOW AND ICE REMOVAL POLICY 3
F. Ice Removal Operations. The freeze/thaw cycles Colorado experiences throughout the winter create
large areas of ice buildup, especially on the highly-shaded south sides of the Avenues. Streets
division crews will monitor these known locations. Crews will be deployed to locations with ice dams
when they are reported to Public Works. Ice dams are hazards to motorists and pedestrians that are
caused excessive blockage to drainage flows.
G. De-Icing Chemicals. The City of Englewood may use liquid and solid de-icing chemicals when
hazardous ice or slippery conditions exist. The City is concerned about the effect of such chemicals
on the environment and carefully controls and monitors application rates. It is important to use anti-
icing chemicals prudently during snow control operations. The application of sand and abrasives
during storm events has been identified by the Regional Air Quality Council (RAQC) as a major
contributor to the Denver metropolitan area’s particulate pollution (commonly known as the “brown
cloud”). The Public Works Department is required under legal mandates, which are regulated by the
RAQC, to comply with certain application rates. Limiting the application rates reduces the quantity of
particulates in the air and the amount of chemicals and sand deposited in waterways. Because of
these air quality impacts, the use of sand or abrasives in snow control has been virtually eliminated
in the Denver metro area.
H. Other Jurisdictions. Numerous sections of streets within the City limits are maintained by different
jurisdictions, including the City and County of Denver, City of Littleton, Cherry Hills Village and the
Colorado Department of Transportation (CDOT). These agencies are responsible for snow and ice
removal within their maintenance areas.
No waiver of governmental immunity
No term or condition set forth in this Chapter shall be construed or interpreted as a waiver, express or
implied, of any of the immunities, rights, benefits, protections or other provisions, of the Colorado
Governmental Immunity Act, Section 24-10-101, et seq., C.R.S., as applicable. Furthermore, nothing set
forth in this Chapter shall be construed as creating a duty of care upon any individual or party.
Page 20 of 70
STUDY SESSION
TO: Mayor and Council
FROM: Maria D'Andrea
DEPARTMENT: Public Works
DATE: October 11, 2021
SUBJECT: Overview of City's Curb-to-Curb Street Sweeping Program
DESCRIPTION:
Staff will present a brief overview of the city's bi-annual curb-to-curb street sweeping program.
RECOMMENDATION:
Staff will provide a brief overview of the city's street sweeping program as well as review data
for the spring 2021 curb-to-curb sweeping effort.
ANALYSIS:
The City conducts twice yearly street sweeping, from curb line to curb line, in order to collect
sand, leaves, gravel, and other materials from the street surface before they are washed into
the storm sewer system. When storm sewer pipes collect debris, it decreases their ability to do
their job of collecting storm water runoff and preventing flooding on private and public property.
This debris can also get washed into our streams, rivers, and lakes causing pollutants to
accumulate and deteriorating the ecosystem for fish and other aquatic life. Collecting this
material before it gets into the storm sewer by street sweeping is also more efficient and cost -
effective than removing the material once it is in the pipe.
Street sweeping is also good for the air we breathe. Dust and other fine particles are swept up
instead of continuing to be released in the air which contributes to air pollution. In fact, the
Regional Air Quality Council (www.racq.org) requires municipalities to report on the amount of
materials deposited on streets for snow & ice control as well as the amount of materials
collected from street sweeping efforts. While the city no longer applies sand to city streets
during snow events, the amount of accumulated dirt and debris in the streets is significant.
Sweeping the curb line, as opposed to just the middle of the street allows the street sweepers to
access the areas where most of the debris accumulates. This requires that vehicles be moved
in order to allow the sweepers to access the curb line unimpeded. While the city takes
considerable effort to notify property owners and citizens of the upcoming sweeping event,
oftentimes there are still vehicles that are parked on the streets when the sweeper arrives. In
those instances, a contracted towing company moves the parked vehicles, at the direction of
city staff, to either the other side of the street or around the corner from where the sweeping
operations are occurring. No fees or tickets are incurred by the vehicle owner. Staff attempts to
contact the vehicle owner before the vehicle is moved.
Page 21 of 70
FINANCIAL IMPLICATIONS:
Public Works staff is developing improved reporting for labor, equipment, and material costs for
the fall 2021 and future curb-to-curb efforts.
CONNECTION TO STRATEGIC PLAN:
Strategic Outcome: Infrastructure
A city that proactively and in a cost-effective manner invests in, maintains and protects its
infrastructure
• Ensure neighborhood roadways are safe and well-maintained
OUTREACH/COMMUNICATIONS:
The city provides outreach and communication to the public in a variety of ways including:
"No Parking" Signage
• No Parking” signage are placed at least 24 hours in advance of the scheduled sweeping
effort; signs will be placed so as not to interfere with sidewalk accessibility and placed at
a frequency of four (4) signs per block that allows for property owners to notice them.
Variable Message Sign (VMS) boards
• VMS Boards will be utilized to notify the public about the upcoming sweeping in a
particular area. A map of planned locations, located primarily on busier streets, has been
developed for each sweeping zone.
Hotline/Email for Questions & Complaints
• A city phone number (303-762-2520) is utilized in the various communications to provide
a point of contact for more information, questions, or concerns. All inquiries will receive a
response within one (1) business day.
Door Hangers
• Door hangers are distributed to each property and placed on or near the front door. Door
hangers are dual-language (English & Spanish).
City Website
• Information on the city's Street Sweeping Program is available on the city's website at:
Street Sweeping | City of Englewood, Colorado (englewoodco.gov)
GIS Map
• An interactive GIS map has been developed that allows property owners to identify the
date that planned sweeping efforts will occur on their street.
Social Media Posts
• Messages are developed and posted using the city’s various social media sites to deliver
more timely messages to property owners.
ATTACHMENTS:
Presentation
Page 22 of 70
Street Sweeping Program Overview
Steve Ortega, Public Works Operations and Maintenance Manager
Nick Armbrust, Streets Supervisor
October 11, 2021Page 23 of 70
Program Overview
•City streets are swept five (5) times per year
•Three (3) routine sweeping cycles
•Two (2) curb-to-curb sweeping cycles
o Spring (typically starts in May)
o Fall (typically starts in November)
o Weather and resources permitting
Page 24 of 70
Program Objectives
•Remove accumulated sediment and debris before it enters the storm
sewer system and/or waterways
•Results in:
•Less material in storm sewers maintains capacity
•Improved air quality due to less particulate matter
•Improved aesthetics
•Page 25 of 70
Sweeping Program Area Map
Area 1: North East
Area 2: South West
Area 3: Central
Area 4: South East
Area 5: North Industrial / South West
Page 26 of 70
Curb-to-Curb Program Map Example
No Parking Signs are
placed a minimum of 24
hours prior to
operations
Page 27 of 70
•Vehicles parked in a “No Parking” area are moved across the
street or around the corner by a third-party towing company
•No tickets are issued and no fees are imposed
•Streets staff attempts to notify the vehicle’s owner before it’s
moved
Parked Vehicles
Page 28 of 70
•Dual-language door flyers distributed to each property
•Variable message boards placed at key locations
•City website & social media posts
Communication & Outreach
Page 29 of 70
Distributed on doors one (1) week before
sweeping begins
*English on one side, Spanish on reverse side*
Door Hanger Example Page 30 of 70
2021 Fall Curb-to-Curb Sweeping Schedule
Start Date:
•October 4
End Date:
•November 15
•Weather permitting:Page 31 of 70
2021 Fall Curb-to-Curb Sweeping Schedule
Page 32 of 70
2021 Fall Curb-to-Curb Sweeping Schedule
Page 33 of 70
Spring 2021 Curb-to-Curb Recap
•214 Lane-Miles swept
•27 days to complete
•1,284 labor hours spent
•Zero (0) overtime hours
•Approximately 139 tons of debris collected
•Six (6) complaints/questions received
•42 vehicles moved
Page 34 of 70
Questions & Thank You!Page 35 of 70
COUNCIL COMMUNICATION
TO: Mayor and Council
FROM: Pieter Van Ry
DEPARTMENT: Utilities
DATE: October 11, 2021
SUBJECT:
Update on Backflow Prevention and Cross Connection Control
Program
DESCRIPTION:
City staff will provide an update on the City’s Backflow and Cross Connection Control Program.
RECOMMENDATION:
Update on Backflow Prevention and Cross Connection Control Program.
PREVIOUS COUNCIL ACTION:
None.
SUMMARY:
Utilities Director, Pieter Van Ry, will provide an update on the 2021 Backflow and Cross
Connection Control Program. The discussion will include background on the State regulations
and City Ordinance governing the City’s Backflow Prevention and Cross Connection Program.
Director Van Ry will review the Backflow Program Violation issued by the State for 2020, which
was not a physical system failure, but a violation related to records maintenance. Director Van
Ry will then focus on the plan to ensure program compliance in 2021 and in future years.
CONCLUSION:
Information item only.
FINANCIAL IMPLICATIONS:
None.
CONNECTION TO STRATEGIC PLAN:
Governance:
• Ensure appropriate procedures and policies are in place to meet State and local regulations
OUTREACH/COMMUNICATIONS:
Non-single-family customers have received letters and phone calls from the Utilities department
to remind them their backflow devices must be tested and a certification of the test must be
submitted by October 28, 2021 to be in compliance with City Ordinance 12-A-12 Backflow and
Cross Connection Prevention. The Utilities department will initiate shutoffs for noncompliant
customers on November 8, 2021.
ATTACHMENTS:
Page 36 of 70
PowerPoint Presentation
Page 37 of 70
Update on Backflow and Cross Connection Control Program
City Council Study Session
Pieter Van Ry, Utilities Director
October 11, 2021
Page 38 of 70
Agenda
Background
Backflow Program Violation–What Happened?
Timeline for Response
2021 Plan Moving Forward Page 39 of 70
•State regulations require all utilities to have a backflow prevention and cross connection control program
•Colorado Primary Drinking Water Regulations, 5 CCR 1002-11 (Regulation 11)
•City Ordinance 12-A-12 Backflow and Cross Connection Prevention
o City requires annual testing of commercial, industrial and multifamily backflow prevention device
Background
Page 40 of 70
•Violation for failure to maintain records of device testing
o No physical system failure
•City lost a long time employee who managed program on the job in November
•Staff assembled documents to achieve compliance with only 6 weeks left in the year
•Obtained required paperwork from the majority of industrial users –ultimately failed required compliance ratio of 80%
Backflow Program 2020 Violation–What Happened? Page 41 of 70
•Dec 31, 2020 –Achieved 60% backflow testing compliance ratio, 80% required
•Jan 2021 –Staff contacts CDPHE to determine steps to achieve compliance
•Mar 2021 –City sends multiple reminders to customers for requirement to submit testing certifications
•May 3, 2021 –City sends CDPHE report showing 77% compliance for 2020
•May 14, 2021 –City sends revised report showing 80%; City is now in compliance
•Jul 28, 2021 –CDPHE issues violation to City for noncompliance in 2020
•Aug 24, 2021 –CDPHE confirms resolution of the issue
•Aug 27, 2021 –City issues notice of noncompliance to all customers via mail
Timeline of Response
Page 42 of 70
•Steps implemented to improve this program since December:
New database to store and track records of backflow tests
Cross trained multiple staff in backflow prevention program
Hiring a regulatory compliance coordinator in Utilities –position filled
Utilize red tag and shutoff protocols to ensure compliance
•Immediate Actions:
Currently at 66% compliance for 2021
90% required by Dec. 31, 2021
100% required by Mar. 31, 2022
Remaining customers received letter with reminder for required testing week of Sept. 6
Nonresponsive customers will get second letter mailed on Oct.15, 2021
Utilities staff continuing contact efforts: phone calls, emails, site visits
Red tags placed on front doors week of Oct. 25, 2021
Nov. 8, 2021 shutoff for noncompliant customers
2021 Plan Moving Forward
Page 43 of 70
Questions?Page 44 of 70
Thank you
Page 45 of 70
COUNCIL COMMUNICATION
TO: Mayor and Council
FROM: Pieter Van Ry, Sarah Stone
DEPARTMENT: Utilities
DATE: October 11, 2021
SUBJECT:
Sewer 2022 Cost-of-Service Rates (Connector District Rate
Update)
DESCRIPTION:
City staff will present to Council information related to the Connector District Rate Methodology
to set outside city treatment rates, and the resulting impact to inside city sewer rates. Staff that
will be present to respond to feedback and questions from Council include Utilities Director,
Pieter Van Ry, Deputy Director – Business Solutions, Sarah Stone. Rate consultants Carol
Malesky and Siyuan Rao from Stantec Consulting will also be present.
RECOMMENDATION:
None. For information and feedback.
PREVIOUS COUNCIL ACTION:
• March 22, 2021, Study Session: Discuss analysis findings and seek Council feedback on
staff proposal to increase the outside-City Connector District multiplier from 1.05 to 1.2.
• November 16, 2020, Council approval of 2021 Rate and Fee Schedule and 2021 sewer
rate increase ordinance.
• August 24, 2020, Study Session: Water and Sewer Utilities Rate and Fee Study
Progress Update #3. Final recommendations for sewer rates and fees were presented.
• July 27, 2020, Study Session: Water and Sewer Utilities Rate and Fee Study Progress
Update #2, focused upon connection fees, CIP Funding scenarios, and a proposed
customer assistance program. On July 27, new financial scenarios incorporating
feedback from the June 22 study session were presented to Council. Revised 10-year
financial model results were presented. Additionally, initial findings for connection fees
were reviewed as well as the proposal of a customer assistance program to assist
customers experiencing financial hardship with their utility bill.
• June 22, 2020, Study Session: Water and Sewer Utilities Rate and Fee Study Progress
Update #1, focused upon preliminary results of the Rate and Fee Study related to rates.
SUMMARY:
The City of Englewood's sewer rates vary for customers based on their location either inside or
outside the City of Englewood, and are dependent on the type of sewer service received,
treatment only or treatment and collection. City staff is seeking Council feedback regarding
adjustments to the methodology to determine the Connector Districts rate that equitably and
accurately recovers the City’s costs of service to these customers. These Connector Districts
rely on City infrastructure for treatment through South Platte Renew. City staff is also seeking
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Council feedback regarding the resulting impact to the inside city rates for sewer collection and
treatment services.
ANALYSIS:
It is common within utility rate setting practices to recognize the differences between owners
(City residents) and non-owners (Connector Districts) of the utility system. City customers,
through rates and fees, bear the financial responsibility for funding capital improvement,
operations, and maintenance of the City’s sewer system. Connector Districts, or non-owners, do
not bear that same direct risk and responsibility. Currently, the City does not account for this risk
and only charges a 1.05 multiplier to account for Infiltration and Inflow (I&I). The City has
worked with Stantec consulting since February of 2020 to evaluate the Connector District
charges for service methodology to provide a defensible, industry accepted rationale for the
establishment of the outside city sewer treatment rates.
Industry guidance for developing the revenue requirements follows one of two approaches for
non-owners: the utility basis approach, or rate multiplier approach. These approaches, outlined
by the American Water Works Association Manual M1 and in the Water Environment Federation
Manual of Practice No. 27, provide the basis to determine an appropriate rate structure for non-
owners.
Stantec’s initial evaluation to develop revenue requirements was to maintain the rate multiplier
methodology, which resulted in a Connector District multiplier of 1.20 times the City’s sewer
treatment rate. This analysis and resulting multiplier were presented to Council on March 22,
2021 and to the Connector Districts on May 5, 2021. Following the meeting, a formal request
was made by Southgate, the City’s largest Connector District, for an update to the analysis to
include tap fees paid as contributed capital to the City over time and an accounting of grant
funds for the initial purchase of the land or other non-depreciable assets for the South Platte
Renew Facility. Additionally, the request was made to utilize the Utility Basis with Cash Residual
approach for developing revenue requirements to determine the outside city treatment rate.
In response to the Connector District request, the following steps were taken to update the
analysis:
• To address the question regarding tap fees paid, Englewood requested an accounting of
the tap payments made over time from each Connector Districts for wastewater
treatment. Little information or response was provided by the Connector Districts.
• The City’s billing records were then analyzed to determine the activation date for new
accounts to estimate Connector District tap fee revenue paid into the system over time.
• The 1975 US EPA and State Water Pollution Control Grants were reviewed and it was
determined all contributed capital has since depreciated based on the useful life of the
plant’s assets.
• Stantec revised their analysis and model to develop revenue requirements using the
Utility Basis with Cash Residual methodology as requested.
• City Staff and Stantec updated Southgate Leadership and their financial consultant with
the revised methodology on August 24, 2021, and received preliminary buy-in to the
approach.
• City Staff and Stantec met with the Connector Districts on August 28, 2021 to share the
final results of the Connector District Rate Methodology Revisions. Connector Districts
were generally supportive of the approach.
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City staff and Stantec have refined the Sewer Fund financial plan, with the adjustment to the
Connector District rate methodology, which has resulted in a proposed decrease for inside city
sewer rates for 2022. This adjustment resets the base treatment rate starting point for future
rate increases as planned in the financial model that will ensure proper funding for the required
operations and maintenance of the sewer collection and treatment system as well as fund
necessary capital investments.
CONCLUSION:
Information item only.
FINANCIAL IMPLICATIONS:
The revenue in the proposed 2022 Sewer Enterprise Fund budget is unchanged if these rates
are implemented as recommended. However, this proposed rate adjustment resets the cost
recovery from inside city and outside city customers to more accurately reflect the cost of
service to these customers.
CONNECTION TO STRATEGIC PLAN:
Infrastructure – A city that proactively and in a cost-effective manner invests in, maintains, and
plans to protect its infrastructure.
OUTREACH/COMMUNICATIONS:
• September 18, 2020 Connector District Meeting
• May 5, 2021 Connector District Meeting
• August 24, 2021 Southgate Water & Sanitation Districts Meeting
• September 28, 2021 Connector District Meeting
ATTACHMENTS:
PowerPoint Presentation
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City of Englewood
Council Study Session
Sewer 2022 Cost-of-
Service Rates
(Connector Districts
Rate Update)
October 11, 2021Page 49 of 70
Agenda
1.Sewer Cost-of-Service Update
2.Connector District Rate
Methodology Revisions
3.Revised Rate Results
4.Feedback & Discussion
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Sewer Cost-of-Service Update
3
COS with Multiplier -Present to Council
3/15/2021
Meeting With Connector Districts
5/5/2021
COS Update-Incorporate Southgate Feedback
Second Meeting with Connector Districts 9/28/2021
Council Study Session 10/11/2021
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Connector District Rate Methodology Revisions
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Southgate’s Request for Review
5
Grant & Tap
Review
Methodology
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Grant Review
6
•1975 US EPA Grant
•State Water Pollution Control Grant
•Total Grants ~ $18M
•Assume grant fully depreciated
•COE contributed land per Joint-Use
Agreement 1973
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Tap Review
7
•Request to each Connector District for historical tap connections and connection
fees paid
•Reviewed billing data in Englewood billing system for new accounts each year from
1982 -2015
•Detailed tracking available from 2016 –June 2021
•Assumed 25 years of useful life for connection fee revenues
•Net connection fee credit: $3.1M
•Subtracted credit from net treatment plant value
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Methodology Review
•Surcharge strength customers –3 customers in Englewood currently contribute
<$60,000
•Changed from cash basis with multiplier to new methodology (utility basis with cash
residual) per request
•Reviewed with Southgate Leadership & Financial Consultant on August 24, 2021
8Page 56 of 70
Methodology Review
Utility Basis w/ Cash Residual per WEF MOP No. 27
9
2022 Revenue
Requirement Inside City Connector Districts
O&M Costs
Treatment
Collection
Administration
Capital Costs Recover remaining
capital costs
Return on assets +
annual depreciation
2022 COS Rates Inside Costs/
Inside Flow ($/kgal)
Outside Costs/
Outside Flow ($/kgal)Page 57 of 70
Customer Characteristics
Based on 2020 Sewer Billing Data
Customer Class 2020 Billed Usage
(MG)% Allocation
Outside Treatment 3,875 71%
Inside City Treatment Only 340 7%
Inside City Treatment + Collection 1,216 22%
Total 5,432 100%DRAFT –FOR DISCUSSION PURPOSES10Page 58 of 70
2022 COS Results
Customer Class 2022
Rev. Req
2020 Billed
Usage (MG)
2022 COS Rate
($/kgal)
Outside Treatment $15,534,104 3,875 $4.01
Inside City Treatment Only $900,868 340 $2.64
Inside City Treatment + Collection $4,171,353 1,216 $3.43
Total $20,606,326 5,432
DRAFT –FOR DISCUSSION PURPOSES11Page 59 of 70
Sewer Rate Comparison
DRAFT –FOR DISCUSSION PURPOSES12
Customer Class 2021 Existing
Rate ($/kgal)
2022 COS
Rate ($/kgal)% Change
Outside Treatment $3.57 $4.01 12%
Inside City Treatment $3.40 $2.64 (22%)
Inside City Treatment +
Collection $3.85 $3.43 (11%)
Reset Sewer rate components based on 2022 Sewer COS study to allocate costs
equitably among customers using Utility Basis with Cash Residual Methodology.Page 60 of 70
2022 Sewer Bill Comparison
Based on Sewer Minimum Bill –6,400 gals/month
DRAFT –FOR DISCUSSION PURPOSES13
Customer Class 2021 Monthly Bill
(Sewer Only)
2022 Monthly Bill
(Sewer Only)
Outside Treatment $22.74 $25.54
Inside City Treatment Only $21.65 $16.82
Inside City Treatment + Collection $24.56 $21.85
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Rate Survey Comparison
Englewood Proposed FY2022 Water and Sewer Service
14DRAFT –FOR DISCUSSION PURPOSESPage 62 of 70
Path Forward
City of Englewood
•Implementation Timeline
•W&S Board Oct 12
•First Reading Oct 18
•Second Reading Nov 1
•Move to Connector District Rate based on this
methodology vs multiplier as requested
•Monthly billing (multiple District requests)
Considerations
•Reevaluate rates every 5 years
•Include true-up of actual revenues vs
expenses
•Future tap/connection accounting
15Page 63 of 70
Feedback & Discussion
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EXECUTIVE SESSION MOTION FORM
(Note: 2/3 quorum present must vote yes to pass any motion to go into executive session; and an
executive session may only occur at a regular or special meeting of the body.)
If 7 members are present 5 members must vote yes
If 6 members are present 4 members must vote yes
If 5 members are present 4 members must vote yes
I MOVE TO GO INTO EXECUTIVE SESSIONS TONIGHT:
____1____ To discuss the purchase, acquisition, lease, transfer, or sale of real, personal, or other property
interest under C.R.S. Section 24-6402(4)(a);
Present at the executive session are the following persons:
Mayor Linda Olson
Mayor Pro Othoniel Sierra
Council Member Rita Russell
Council Member Joe Anderson
Council Member Dave Cuesta
Council Member Steven Ward
Council Member Cheryl Wink
City Manager Shawn Lewis
City Attorney Tamara Niles
Director of Utilities and South Platte Renew Pieter Van Ry
Utilities Deputy Director of Business Services Sarah Stone
May I have a second? VOTE We will now exit this meeting and reconvene in the Pike’s Peak room on
the 3rd floor.
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ANNOUNCEMENT 1
BEFORE EXECUTIVE SESSION COMMENCES
ANNOUNCEMENT TO BE MADE BY PRESIDING OFFICER AT THE BEGINNING OF THE
EXECUTIVE SESSION (MAKE SURE THE TAPE RECORDER IS TURNED ON; DO NOT IT OFF
DURING THE EXECUTIVE SESSION UNLESS SO ADVISED BY THE CITY ATTORNEY)
TURN ON RECORDING
When all are present Ask: City Attorney Tamara Niles, can you please begin the recording of this Exec.
Session?
Today’s date is October 11, 2021, and the time is ______________________.
For the record, I am Mayor Linda Olson. As required by the Open Meetings Law, this executive session is being
electronically recorded
Also present at this executive session are the following persons:
Mayor Pro Othoniel Sierra
Council Member Rita Russell
Council Member Joe Anderson
Council Member Dave Cuesta
Council Member Steven Ward
Council Member Cheryl Wink
City Manager Shawn Lewis
City Attorney Tamara Niles
Director of Utilities and South Platte Renew Pieter Van Ry
Utilities Deputy Director of Business Services Sarah Stone
This is an executive session for the following purpose:
For a conference with the City Attorney to discuss the purchase, acquisition, lease, transfer, or sale of real,
personal, or other property interest under C.R.S. Section 24-6402(4)(a);
If at any point in the executive session any participant believes that the discussion is going outside the proper
scope of the executive session, please interrupt the discussion and make an objection
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ANNOUNCEMENT 2
ATTORNEY CLIENT PRIVILEGED INFORMATION
ANNOUNCEMENTS TO BE MADE AT THE BEGINNING OF EXECUTIVE SESSION FOR LEGAL
ADVICE, OR FOR THE DISCUSSION OF LEGAL ADVICE DURING AN EXECUTIVE
SESSION WHOSE STATED PURPOSE IS A SUBJECT OTHER THAN LEGAL ADVICE
By City Attorney:
As City Attorney, it is my opinion that the discussion of the matter announced in the motion to go into executive
session constitutes a privileged attorney-client communication. I am therefore recommending that no further
record be kept of this executive session, unless or until the privileged communication is concluded.
By Presiding Officer:
The City Attorney has recommended that no further record be kept of this executive session. The time is
now__________ and I am turning off the tape recorder
(turn off tape recorder at this time)
(If the attorney-client communication has finished, but the executive session continues, TURN THE TAPE
RECORDER BACK ON)
By Presiding Officer:
The time is now ________________and I have turned the tape recorder back on because the privileged attorney-
client communication is concluded.
(AT THE END OF THE EXECUTIVE SESSION, MAKE SURE ANNOUNCEMENT NO. 2 IS MADE
BEFORE TURNING OFF THE TAPE RECORDER)
ANNOUNCEMENT 3
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CONCLUDING AN EXECUTIVE SESSION
ANNOUNCEMENT TO BE MADE BY THE PRESIDING OFFICER BEFORE CONCLUDING THE
EXECUTIVE SESSION (WHILE THE TAPE RECORDER IS RECORDING).
I hereby attest that this recording reflects the actual contents of the discussion at the executive session and has
been made in lieu of any written minutes to satisfy the recording requirements of the Open Meetings Law.
The tape will be retained by the City for a 90-day period.
The time now is _______________, and this executive session is concluded. The Governing Body will now
return to the open meeting
(turn off recording and return to open meeting)
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ANNOUNCEMENT 4
RETURN TO OPEN MEETING
STATEMENT TO BE MADE BY THE PRESIDING OFFICER UPON RETURNING TO THE OPEN
MEETING
The time is now ____________________and the executive session has been concluded.
Present at the executive session are the following persons:
Mayor Linda Olson
Mayor Pro Othoniel Sierra
Council Member Rita Russell
Council Member Joe Anderson
Council Member Dave Cuesta
Council Member Steven Ward
Council Member Cheryl Wink
City Manager Shawn Lewis
City Attorney Tamara Niles
Director of Utilities and South Platte Renew Pieter Van Ry
Utilities Deputy Director of Business Services Sarah Stone
I move to close the executive session; may I have a second? VOTE
For the record, if any person who participated in the executive session believes that any substantial discussion
of any matters not included in the motion to go into the executive session occurred during the executive session,
or that any improper action occurred during the executive session in violation of the Open Meetings Law, I would
ask that you state your concerns for the record
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PROCLAMATION
COMMUNITY PLANNING MONTH
WHEREAS, change is constant and affects all cities, towns, suburbs,
counties, boroughs, townships, rural areas, and other places; and
WHEREAS, community planning and plans can help manage this change in
a way that provides better choices for how people work and live; and
WHEREAS, community planning provides an opportunity for all residents to
be meaningfully involved in making choices that determine the future of their
community; and
WHEREAS, the full benefits of planning require public officials and citizens
who understand, support, and demand excellence in planning and plan
implementation; and
WHEREAS, the month of October is designated as National Community
Planning Month throughout the United States of America and its territories, and
WHEREAS, American Planning Association endorses National Community
Planning Month as an opportunity to highlight how planning is essential to recovery
and how planners can lead communities to equitable, resilient and long-lasting
recovery; and
WHEREAS, the celebration of National Community Planning Month gives us
the opportunity to publicly recognize the participation and dedication of the members
of planning commissions and other citizen planners who have contributed their time
and expertise to the improvement of the City of Englewood; and
WHEREAS, we recognize the many valuable contributions made by
professional community and regional planners of the City of Englewood and extend
our heartfelt thanks for the continued commitment to public service by these
professionals.
NOW, THEREFORE, I Linda Olson, Mayor of the City of Englewood,
Colorado and the City Council, do hereby:
Proclaim October, 2021 as Community Planning Month in
conjunction with the celebration of National Community
Planning Month.
Linda Olson, Mayor
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