1 of 65

Part 1�Planning Water and Wastewater Projects

Natalie Adams and Courtney Schreiner

Cary Sayre, PE

Allstate Consultants, LLC

Engineering, Planning Surveying

2 of 65

Normal Project Planning

What – is required on a project
Who – requires this stuff
How – much does it cost
Why – is it required and why does it cost so much
Today – Informal discussion

Ask Questions
Provide Comments
Explain experiences

3 of 65

Purpose of Upgrade�Permit Driven

Unfunded mandate?
MDNR Recommendations?
Do people want it?
Does Operator want it?
Is Engineer convincing?
Make operations more simple?
Permits often create operator complications!
Emergency

4 of 65

Emergencies�Help out Neighbors

Droughts
Floods
Bad wells
Water Quality

DBP
Radionuclides

“Water Wars”

Get water to People
Not about making a lot of money
Have to push hard to get it done

5 of 65

Decision Process

Factors to Consider
Need for the Project – does it help people
Location – pros and cons for best site
Land acquisition requirements
Long term versus short term expenses

Land price
Construction mitigation for site
Sometimes less expensive land cost more for construction

Emergencies
Costs

6 of 65

Communication is Key

Operators to Engineer
Operators and City Hall
City Hall and Engineer
City Hall and MDNR
MDNR to Engineer
Talk to MRWA and other operators
Most people want to help people
Some people are just difficult
“Water Wars” for water supply connections
Check References

Engineer
Project Attorney

8 of 65

Engineers – Office Bashing

Not Good Communicators
Confused between projects and clients
Never work with an Engineer
Stay away from Engineer
Don’t let kids become Engineers
Have to pick up pieces from Engineers
Engineer – (P.I.A.)
Engineer is a “special person”
Engineer – overthink and under perform

10 of 65

Funding Options

USDA-RD – Grant and Loan
MDNR – Grants and Loans (SRF)
MO DED – CDBG
Local Loan
Lease
Understand loan terms- public need
RFQ Requirements

Engineer
Attorney
Grant Administrator
Financial Advisor/Underwriter

11 of 65

Timelines for Funding

Changes create more time and costs
Typically Lease/local loan is quickest
Ask for extensions
Re-apply for funding
Amend documents
Engineer Services Grants

For Engineering Reports
Should not get two grants for same Report

12 of 65

Compare/Contrast Agency People�Examples

Clean Water SRF v. Drinking Water SRF
Coffee v. Whiskey
Ray of Sunlight v. Tasmanian Devil
Perfect Organization v. Ultimate Brow Bashing
Regulatory Assistance v. MRWA

13 of 65

MRWA�Compare - Contrast

MRWA – free assistance to members
Operators – Circuit Riders live around state
Wide variation - Examples

North Missouri Hillbilly – Webber
Bootheel – Fuchs
Arkansas – Billy Everett
Ozark Boy – Wayne and Brad

“KRAZO” is Ozark spelled backwards

14 of 65

Compare – Contrast �Project Matrix�Funding Process for MDNR Projects

Director-organizer (very tough job) –obvious great person required

/ \

Coordinator 1-Awesome Adult Coordinator 2-Problem Child

Process Consistency

/ \

Wastewater Drinking Water

(Fine Wine) (Natural Light- Stag)

\ /

Due Diligence

(Square Wheel)

15 of 65

MDNR Regional Office Staff

Inspections/NOV’s - always make sense
Recommendations v. Requirements
Design Guide v. Regulations
Permit staff v. Regional Office Staff
SRF Engineer v. Coordinator v. Enforcement
Need Balance – Darleen and Joan
Thank God for Hannah

16 of 65

USDA-RD� Perfect Organization or Brow Bashing

Director’s Rules – unwritten but they are there

A lot of experience – A lot

Engineer’s Rules – Modest in Design
Review always in 30 days (guaranteed)
Coordinator’s Homework – better do it

Drive the ship
Unseaworthy ship wreck sometimes

EJCDC – Perfectly Written Document

Engineers and Attorneys helped develop

Every State has same requirements - Maybe
Thank God for Clark

17 of 65

CDBG�Can be Coffee or Whiskey

HUD
Always there to help
Environmental

NEPA
State

Uniform Act (Uniform Relocation Act)
MWWRC (MUCK – For a reason)
Payroll Records

Federal, State, Heavy/Highway, Building??
Confusion

18 of 65

Lease�Coffee and whiskey

Local Financial Advisor – check references
Municipal Banker – Same as above
What in the world do they do?
Why do they get paid?
Drive and fly around – wear suits, bring cookies
Not needed for USDA-RD (usually)
Not enforcement
Not operators
Not Engineer
Not Grant Writer
Not attorney
No one really knows what they do

19 of 65

Location Selected

Land purchase requirements

Easement requirements

Permanent

Construction

Utility

Drainage

Existing easements

Geotechnical Considerations

Obstacles – “Buried Treasures”

20 of 65

Office Bashing Projects�Words/phrases office for projects

Never ending
Disjointed Communications
Like a hang over
Dysfunctional City Halls
Great and wonderful people – just inexperienced
State and Federal Agency People – depends on who you get
Multiple Agency Funded Projects – Go haywire, different rules

21 of 65

Questions and Comments?

22 of 65

Land Purchase/ownership Considerations

Loans – Funding agency may consider ownership

Is land purchase grant/loan eligible
Uniform Relocation Act (URA)

Land use – is land still usable by current owner
Public use – Public interest considerations
Local Politics – Challenging

Who gets how much?
Price for land
Have to defend price

23 of 65

Ownership vs. Easement

Ownership

Full use
More cost
More to maintain
Loss of private ownership control and use
Grant/Loan eligibility

Easement

Limited use authority
Less cost
Need to start on early-takes time
Less land to maintain
MODOT – 6 foot utility Corridor

24 of 65

Types of Surveys

Windshield
Topographic

Tied into USGS or MSL
Tied into some local bench mark (ie: elevation 100)

Level loops
ALTA
Boundary
Recorded Surveys

25 of 65

Boundary Surveys

Opinion of property line by Surveyor

Use best available information
Don’t design on property don’t have access
Can help reduce problems later
Allows operation and maintenance of utility or structures
Helps control what is built over buried utilities

Then record surveys

Why
Cost
How

26 of 65

Land Ownership/easement Decision Makers

Professionals should weigh heavy on decision

Engineer
Attorney
Funding Agency
Surveyor
Operators

Private owners
Local citizen support

27 of 65

Engineer/Surveyor - �May have Recommendations

Preliminary “windshield” surveys
Topographic surveys
Preliminary layouts/site plans
Final layouts/site plans
Listen to operator and board members

28 of 65

Attorney�Required to sign/certify land use rights

May have recommendations
Project attorney may be different than City/District attorney
Part of project team
Provide legal council

Land transaction documents
URA compliance
May require use of Certified Appraiser
May require use of Certified Commercial Appraiser
Need all easements prior to loan or grant closing (prior to bid)

29 of 65

Attorney Role

Legal advice (not owner)
Provide opinion – may be different than other
Prepare documents

Contracts
Title documents

Utilize surveyors information
Certify property acquisition/rights
Condemnation proceedings
Review appraisals
Again – Follow Uniform Act

30 of 65

Engineer’s Role

Provide Engineering/Technical Advise (not owner)
Observe wants, needs and practicality of situation
Basic Design

Preliminary Engineering Report (PER)
Facility Plan
Plans and Specs
Environmental Evaluation
Expected Probable Costs – many assumptions
Funding Process Assistance/Evaluation

Bidding Process Assistance
Construction Observation/Management
Start-Up, O&M, Record Drawings
Calculate total monthly user charge per household (include all costs)

31 of 65

Owner’s Role

Decision Makers
Discuss with all professionals (hire through RFQ Process)
Understand – you are owner, but listen to professional opinions
Be proactive with citizen education and negotiation
Owner needs someone dedicated to obtaining easements
Consider options

Pros
Cons

Land acquisition

Discuss with Land Owners
Sale
Easement (hopefully donated)

32 of 65

Owner’s Role cont’d�

Develop and maintain good maps/drawings/records
Review Plans and Specs

Operator
City/District Manager/administrator
Council
Board

Understand Basics

Location
Scope
Expectations
Costs and assumptions
Monthly user charge expected
Impacts

Positive
Negative

33 of 65

Owner’s Role cont’d

Understand nothing is ever perfect

Site/Land Location
Environmental Impacts
Costs
Design
Construction
Start-up

Main things

Make sure design meets expectations
Crystal ball – look into future

Land Locked – Chance of being

34 of 65

SCADA/Telemetry

Understand Trends
Don’t Micro-Observe and Analyze
Many options

Radio
Cell phones
Etc.

Takes a year to get “bugs” worked out

Understand system – all 4 seasons
Warranties
Mechanical plants
Coating Inspections

35 of 65

Ways to Obtain Easements

Land Owner Grant Land Deed
Warranty Deed
Quit Claim Deed
Condemnation
Adverse Possession
Inverse Condemnation

36 of 65

Condemnation

Last Resort

Try to work with owner
Evaluate redesign

Legal Court Process

Need Experienced Attorney
Funding URA
Need 3 People to Determine Value

38 of 65

Project Challenges

Paper work and red tape
Obtaining information from City Hall in a timely manner
Scope Creep – changes asked for by City/District
Project attorneys – easements
Communication – MDNR, Operators, Engineers, Owner
Educate Public
Planning Commission/Council of Governments will help
Financial Advisor will help

�

39 of 65

Questions and Comments

Ask questions
Permits
Operations
What is WOTUS?
What is NPDES?
Process for project
Types of Bonds
Etc?

40 of 65

Take Away- Do’s

Communication is Key
Owner/City needs to have idea of what is needed
Educate public
Ask questions – lots of them
Engineer wants to help people
Have face to face meetings with

Engineer
Engineer’s staff/technicians
Agencies

41 of 65

Thank you�Remain positive – winter coming on

With temperatures below 20

There are not any ticks

There are not any chiggers

There are not any mosquitos

Beverage coolers require no ice

Cars do not overheat as easy

Cut few ruts when feeding hay

Ice fishing season is here

42 of 65

Part 2 �Implementing Water and Wastewater Projects�Do’s and Don’t

Normal Project Planning

What – is required on a project

Who – requires this stuff

How – much does it cost

Why – is it required and why cost so much

Murphy’s Law – Please “Clobber Murphy”

43 of 65

More than One Way to Skin a Cat

Right way – Community A

Planning

Rate Studies
Public Education

Path of lesser resistance for a good project
Work with Agencies
Listen to professionals

Wrong way – Community B

Fighting among council people
Some people use most difficult approach
Keep rates running in negative
Get sent to enforcement

44 of 65

Hypothetical�Community Working together � Community A - Do’s

Separate Budget for different Utiliites/Departments
Budget for Short term – Annual
Budget for Long Term – 5 -20 year
Save Money – Reserve Fund
Community Realizes a Potential Problem in Future
Save Money – Reserve Fund
Council and operators get on same page

45 of 65

Hypothetical�Community Working together �Community A - Do’s

Proper Selection process for Professionals
Understand funding options and decide
Understand which Professionals are required for what funding

Engineer
Attorney (Project Attorney)
FA/Underwriter
Grant Administrator

46 of 65

Hypothetical�Community Working together � Community A Do’s

Different Utilities/Department should at least break even
Rates and/or taxes should pay for expenses
Robbing one to float the other – not good
Need realistic budgets
Need annual audits
Should be transparent in budget and audit
Have FA go over loans and refinancing periodically

47 of 65

Hypothetical�Community Working together �Community A Do’s

Understand impact of loan to user rates
Loan amount

SRF – 20 year, 2% or less
USDA-RD – 35 year, 2.3-4.5 %
Lease Financing – 20 year at 4.5 -6%

Grants are possible

MDNR
CDBG
USDA-RD

48 of 65

Hypothetical�Community Working together �Community A Do’s

Decide on project scope

Plant improvements
Water mains section/footage
Sewer mains sections/footage

Cost breakout/budget

Maximum loan can afford
Amount of Grant Eligible

Meet with Funding agencies
Meet with Engineer
Meet with Attorney
Meet with FA/Underwriter
Meet with Planning Commission/Grant admin

49 of 65

Hypothetical�Community Working together � Community A Do’s

Do your homework
Check References of all Professionals Hired
Go look at Equipment and layouts
Get an Attorney that wants to help you
Check with MRWA about problems around the State
Hire Engineer that wants to help
Do you want something “Gold Plated”
“People taking care of people”

50 of 65

Hypothetical�Community Working together �Do’s

Remember: most things in life are not free
Grants and low interest loans have “strings”/”red tape”
Environmental Reviews/Studies
Due Diligence Questionnaires (DDQ)
Public hearings/meetings
Owners follow these rules and it is extra insurance for project

51 of 65

Hypothetical�Community Working together �Community A Do’s

Can only design for data provided by the owner/City/District
Good data to Engineer
Provide good data to FA/Underwriter
Provide good information to Project Attorney
All may ask City for more data

Flow data
Cost data
Expenses
Problems with the system

52 of 65

Hypothetical�Community Working together �Community A Do’s

Start with developing good map of existing system
This is foundation for everything to come

Design
Data
Costs
Problems to solve
Solutions to evaluate

Develop preliminary maps of proposed system

Solutions selected
Review and comment on proposed solutions
Review budgets
Stay in budgets and scope

53 of 65

Hypothetical�Community Working together �Community A Do’s

Wants and Needs and Money

Water – 5 Year OSP’s are a “great thing”

Be mindful of costs

Changes can cost time and money

Most people want a lot of stuff for little money

“Wants and needs and money”

“Pick your poison

There are always unwanted “Buried Treasures”

54 of 65

Hypothetical�Community Working together �Community A Do’s

Owner follow through with Bond issues
Owner has a contact person for information and plan reviews
Owner follow through with signing paperwork
Owner follows through with bidding
Owner follows through with construction
Owner understands nothing is perfect

Make situation as good as possible
Make sure all parties do their jobs.

55 of 65

Hypothetical�Community Not Working Together � Community B – Don’ts

Charlie Brown cloud over them

Always steps in a bucket not smelling like a rose

Fights among themselves

Councilperson has hidden agenda

No rate increases - ever

Competition with neighbors – football/basketball game

School competition

Religion factors

Politics – something that happened 50 years ago

Not explainable - Goes back to Civil War?

56 of 65

Hypothetical�Community Not Working Together � Community B – Don’ts

Types of problems

Self inflicted problems
Mother Nature
“Acts of God”

Everett Baker would say:

“Not only shot themselves in the foot but took direct aim”

57 of 65