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HomeMy WebLinkAboutPACKET Public Works, Utilities and Public Safety 2016-06-09 Thursday, June 9, 2016 Public Safety, Utilities 8:00 a.m. & Public Works Committee Town Board Room * Revised: 06/02/16 1. PUBLIC COMMENT 2. PUBLIC SAFETY a) RECOMMENDATIONS TO THE TOWN BOARD i. None. b) REPORTS i. Municipal Court Annual Report. Judge Brown ii. Verbal Updates and Committee Questions. 3. UTILITIES a) RECOMMENDATIONS TO THE TOWN BOARD i. PRPA IGA Approval. Director Bergsten ii. L&P Purchase of Fiber Cable. Director Bergsten & Superintendent Lockhart iii. Electric Rates - Request for Public Hearing Date. Director Bergsten iv. Murphy's Resort/Estes Park Resort Water Coordinator Rusch Main Extension Agreement. b) REPORTS i. Flood Recovery Projects. Manager Swoboda ii. Verbal Updates and Committee Questions. 4. PUBLIC WORKS a) RECOMMENDATIONS TO THE TOWN BOARD i. None. b) REPORTS – (All Verbal Reports) i. Verbal Updates and Committee Questions. - Update on Spray Patching Supervisor Kearney - Downtown Loop EA Update Director Muhonen - Active Project Updates Manager Ash 5. ADJOURN AGENDA * Light and Power Memo To: Public Safety, Utilities and Public Works Committee Town Administrator Lancaster From: Utilities Director Bergsten Date: June 9, 2016 RE: PRPA IGA Approval Objective: To obtain approval to enter into the IGA for Demand Side Management (DSM) and Distributed Energy Resources (DER) Program Partnership. Present Situation: Our existing IGA only addresses DSM programs. The Town of Estes Park’s participation in consolidation of DER programs will lower the overall cost of DER programs which benefits our customers. Attorney White has reviewed the IGA and has no concerns with its content. Proposal: The proposed IGA consolidates DSM and DER programs under PRPA. Advantages: This agreement allows our communities to work collaboratively and reduce the cost of offering DSM and DER programs. Disadvantages: None. Action Recommended: Staff recommends the IGA be approved. Budget: Not applicable. Level of Public Interest Low. Sample Committee Recommendation: I recommend approval of the IGA to the Town Board, to be included on the Consent Agenda at the June 14, 2016 Town Board meeting. Attachments: 1. PRPA presentation on Intergovernmental Agreement for Demand Side Management and Distributed Energy Resources Program Partnership 2. Intergovernmental Agreement for Demand Side Management and Distributed Energy Resources Program Partnership Intergovernmental Agreement for Demand Side Management and Distributed Energy Resources Program Partnership Estes Park Public Safety/Utilities/Public Works Committee June 9, 2016 Overview •Intergovernmental Agreement (IGA) between four municipalities and Platte River •Replaces existing Demand Side Management (DSM) IGA (2014) •Expands collaboration from DSM to also include distributed energy resources (DER) •DER examples: solar, wind, combined heat & power, electric storage •Scope •DSM and DER procured by Platte River on behalf of the municipalities •Does not apply to DSM or DER procured by the municipalities or their customers on their own (e.g., customer-owned solar, municipally- owned generation, etc.) •IGA substance (more detail on subsequent slides) •Funding of programs by Platte River and municipalities •Wholesale billing adjustment for DER •DER system benefits: determination and allocation •Data sharing with third-party program contractors •Project Team –Platte River & municipality staff sort out the details Why Now? •To facilitate future DER collaboration •Examples: •Four-municipality community solar project –discussions underway) •DER grant opportunities •May target integrating DER at generation, transmission, and distribution levels •Nothing planned for now –want to be prepared for short-notice opportunities •More to come… DSM & DER Program Funding •Platte River funding for DSM & DER programs •Subject to annual appropriation and Platte River board approval •Funding is to be spent equitably among the municipalities •Municipalities’ interest in providing DSM/DER funding to Platte River •The original driver for the DSM IGA •New IGA expands scope to include DER •IGA provides mechanism for municipality funding •“Supplemental Funding” is money a muni provides to expand budget of existing Platte River programs within the muni •“Directive Funding” is money a muni provides for a program not already offered by Platte River Wholesale Billing Adjustment for DER •System benefits of DER do not necessarily equal wholesale rate •DER that reduces a host municipality’s metered wholesale energy will be added back to wholesale energy & demand purchases •DER is not intended to alter the host municipality’s purchases from Platte River •DER is intended to provide system benefits •System benefits (and costs) of DER will be tracked, allocated & credited separately… DER System Benefits (and Costs) •Example/potential DER benefits •Surplus sales revenue •Fuel savings (coal or gas) •Variable O&M savings •Power purchase savings •Avoided/delayed generation & transmission costs •Avoided transmission losses •Avoided emissions/GHG costs •Avoided ancillary services costs •Distribution benefits –muni staff •Potential for DER costs (same list as above) •Project Team to make program-by-program decisions •How DER benefits (costs) are determined, allocated among munis, and credited (to munis and participating customers, if applicable) Customer Data Sharing •DSM & DER program administration may be outsourced to third-party contractors •Administration often requires access to limited confidential customer information •IGA allows for sharing confidential customer information with program contractor provided that •Contractor enters into confidentiality agreement •Municipality staff approves in writing •Data is limited to that necessary for the contractor’s scope of work associated with DSM/DER program IGA Status •Staff review and approval completed (technical, managerial, and legal) •Governing body reviews (& approvals if required) •May 26: Platte River Board of Directors approved a resolution adopting the IGA in substantially the form presented •June 2: Fort Collins Energy Board •June 9: Estes Park Utilities Committee •June 28: Longmont City Council •Other bodies TBD… Questions & Discussion 1 INTERGOVERNMENTAL AGREEMENT FOR DEMAND SIDE MANAGEMENT AND DISTRIBUTED ENERGY RESOURCE PROGRAM PARTNERSHIP This Intergovernmental Agreement (“Agreement”) is made this _________ day of __________, 2016 by and between the TOWN OF ESTES PARK, a Colorado municipal corporation (“Estes Park”), the CITY OF FORT COLLINS, a Colorado municipal corporation (“Fort Collins”), the CITY OF LONGMONT, a Colorado municipal corporation (“Longmont”), the CITY OF LOVELAND, a Colorado municipal corporation (“Loveland”), and PLATTE RIVER POWER AUTHORITY, a political subdivision of the State of Colorado (“Platte River”), collectively referred to herein as the “Parties.” When specificity is not required, the municipal corporations which are parties hereto will hereinafter be individually referred to as “Municipality,” and collectively as “Municipalities.” WHEREAS, the Municipalities contracted with one another to establish Platte River as a separate legal entity and multi-purpose intergovernmental authority to provide the electric power and energy requirements of the Municipalities and to engage in related business activities including demand side management (“DSM”) and renewable energy resources; and WHEREAS, periodically Platte River develops Integrated Resource Plans that detail Platte River’s plans and programs in the areas of generation and transmission, renewable energy, and energy efficiency, including DSM; and WHEREAS, Platte River desires to provide distributed energy resources (“DER”) to the Municipalities as an additional related business activity which may include, but is not limited to, renewable energy resources; and WHEREAS, Platte River’s combined DSM and DER programs will include those offered to the utility customers of the Municipalities, which programs are contracted for and funded by Platte River; and WHEREAS, Platte River seeks to maintain an equitable distribution of DSM and DER funds among the Municipalities; and WHEREAS, the Parties intend to expand the scope of Platte River’s programs to include DER programs and desire to define certain terms and conditions related to program management as set forth in this Agreement; and WHEREAS, the Parties are authorized, pursuant to C.R.S. § 29-1-203, to cooperate or contract with one another to provide any function, service, or facility lawfully authorized to each. 2 NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows: 1. Definitions. “Common Programs” shall mean DSM and DER programs and related services which are developed by, contracted for, and funded by Platte River. Common Programs are offered by Platte River to the utility customers of the Municipalities, up to an amount equal to each Municipality’s Equity Share of Platte River’s DSM and DER budgets. “Directive Funding” shall mean funding that is provided by a Municipality to Platte River to procure DSM or DER services that fall outside of the Common Programs. “Demand Side Management” shall mean energy efficiency, conservation, load management, and demand response programs or any combination of these programs. “Distributed Energy Resource” shall mean an energy resource located within or adjacent to Platte River’s owner municipalities’ electric system and interconnected on the municipal utility’s side of the wholesale utility meter. Energy resources may include renewable generation from sources such as wind and solar; non-renewable generation from sources such as reciprocating internal combustion engines, micro-turbines, fuel cells, cogeneration and combined heat and power facilities; energy storage systems such as batteries, pumped hydro-storage, flywheels, and compressed air energy storage facilities; or any combination of these energy resources. “Equity Share” shall mean the pro rata share that each Municipality would receive of Platte River’s assets upon dissolution as provided in Section 2.8 of the Platte River Power Authority Organic Contract. “Fiscal Year” shall mean with reference to any Municipality, the applicable fiscal year for such Municipality, in accordance with its individual budget and accounting practices. “Supplemental Funding” shall mean funding that is provided by a Municipality to procure Common Programs services in excess of those provided by Platte River based upon the Municipality’s Equity Share. 2. Supplemental Funding. During any calendar year demand for Common Program services within a Municipality may result in the full commitment of its Equity Share of Platte River’s DSM or DER budget. Upon the request of a Municipality whose Equity 3 Share of the DSM or DER budget has been fully committed, Platte River shall continue to offer Common Programs within that Municipality; provided, however, that before Platte River commits such additional funding, the Municipality must issue a purchase order authorizing Supplemental Funding in the necessary amount. Supplemental Funding shall be from funds that have been appropriated and are available in the Municipality’s budget. Platte River shall invoice the Municipality under such purchase order when expenditures have exceeded its Equity Share of Platte River’s DSM or DER budget. The Municipality shall pay Platte River within thirty days of invoice. 3. Directive Funding. Platte River or a Municipality may identify additional DSM and DER programs or services not contemplated within the scope of the Common Programs. Platte River and the interested Municipality may decide to collaborate in offering these programs or services when they determine that such collaboration would result in the effective delivery of the programs or services to the Municipality’s utility customers. In these cases, Platte River will work closely with the Municipality’s designated staff to establish a scope of work for the program or service as well as a budget containing sufficient funding to complete the scope of work. Prior to Platte River undertaking any Directive Funding activity, the Municipality must issue a purchase order authorizing an amount of expenditure from funds that have been appropriated and are available in the Municipality’s budget. Platte River shall invoice the Municipality on a monthly basis, or at another agreed upon interval. The Municipality shall pay Platte River within thirty days of invoice. 4. Scope of Agreement. This Agreement shall apply only to DSM and DER that is procured by Platte River for the benefit of the Municipalities in accordance with the terms and conditions of this Agreement. 5. Project Team. Representatives of Platte River and the Municipalities will meet on an annual basis, and more often if necessary, to discuss and resolve any issues associated with implementation of this Agreement and to manage any programs undertaken through this Agreement. The nucleus of the Project Team will include a senior manager from the customer service departments of each party. Subject matter experts from each of the parties’ organizations will also attend as appropriate. 6. DER Tariff—Schedule 1: Firm Resale Power Service Adjustments. The parties agree that DER installed under Common Programs or as a result of Directive Funding outside of Common Programs are not intended to alter the quantity of Tariff—Schedule 1: Firm Resale Power Service (“Tariff 1”) furnished to a Municipality. Therefore, energy and power delivered by DER within a Municipality’s distribution system, which has reduced the Municipality’s purchases of Firm Resale Power (as defined in the Tariff), will be metered and added back into the Municipality’s energy and demand, with appropriate 4 adjustment for distribution system losses, before computing Tariff 1 charges. Similarly, in the case of DER that consumes rather than provides energy or power, such as may occur due to electric storage losses or due to station service in excess of generation output from an idle generator, such energy or consumption will be metered and deducted from the Municipality’s energy and demand, with adjustment for distribution system losses, before computing Tariff 1 charges. Platte River will work closely with designated Municipality staff to develop procedures for implementing the Tariff 1 adjustment for each DER program. 7. DER Credits. DER may provide benefits to Platte River’s system, and may in some cases result in additional costs. Benefits may include increased surplus sales revenue, reduced market purchases, reduced fuel costs, avoided generation and transmission costs, avoided ancillary service costs, and avoided greenhouse gas or other emission costs. Costs may include reduced surplus sales, increased market purchases, increased fuel costs, increased ancillary services costs, and increased greenhouse gas or other emission costs. Platte River will work with Municipality staff to develop methods for tracking these costs and benefits. Costs and benefits may also include Host Utility Distribution System Costs and Benefits as defined below. The resulting net benefit (or net cost) will be allocated to each Municipality in proportion to its share of the DER providing the net benefit (or net cost). Platte River will work closely with designated Municipality staff to develop procedures for measuring DER benefits and costs, as well as for determining the allocation of benefits and costs among the Municipalities. 8. Host Utility Distribution System Costs and Benefits. DER installed under this Agreement may result in costs and benefits to the Municipality that hosts the DER (“Host Utility Distribution System Costs and Benefits”). Costs may include, but are not limited to, those associated with planning, design, permitting, procurement, and construction of distribution and communication system upgrades necessary for the installation and operation of the DER. Benefits may include, but are not limited to, deferred distribution costs, deferred maintenance costs, or improved reliability or resiliency. 9. Term. This Agreement will be effective upon execution by the Parties and will remain in effect until terminated. 10. Termination. A Municipality or Platte River may terminate its participation in this Agreement upon sixty (60) days written notice to the other Parties; provided, however, that any work commenced by Platte River under a purchase order issued by a Municipality prior to receipt of the written notice of termination will be completed by Platte River and reimbursed by the Municipality. 5 11. Appropriation Required. The financial obligations of the Municipalities under this Agreement are from year to year only and shall not constitute a multiple-fiscal year debt or other financial obligation or fiscal obligation of any kind payable in any Fiscal Year beyond the Fiscal Year for which funds are so appropriated for the payment of current expenditures. 12. Designated Representatives. The designated representatives for each of the Parties are as follows: Platte River: Paul Davis, Customer Services Manager Platte River Power Authority 2000 East Horsetooth Road Fort Collins, CO 80525 970-229-5370 Davisp@prpa.org Estes Park: Reuben Bergsten, Utility Director Estes Park Light & Power Estes Park Municipal Building P.O. Box 1200 170 MacGregor Ave Estes Park, Colorado 80517 Fort Collins: John Phelan, Resource Conservation Manager Fort Collins Utilities 700 Wood St Fort Collins, CO 80522 Longmont: Anne Lutz, Energy Services Manager Longmont Power & Communications 1100 S. Sherman St. Longmont, CO 80501 303-651-8727 Anne.Lutz@ci.longmont.co.us Loveland: Gretchen Stanford, Customer Relations Manager Loveland Water & Power 200 North Wilson Avenue Loveland, CO 80537 970-962-3550 Gretchen.Stanford@cityofloveland.org 6 A Municipality or Platte River must notify the other Parties in writing of any subsequent changes in appointed representative. 13. Notices. Any notice, demand, request, consent, approval, or communication that a Municipality or Platte River is required to give shall be in writing and either served personally or sent by first class mail, postage prepaid, or by fax or email, to the designated representative of the recipient at the address designated as set forth above, or as subsequently provided in writing. 14. Confidential Customer Information. To the extent required by Platte River (as an agent of the Municipalities) to perform the work required under this Agreement, a Municipality may provide Platte River with confidential utility customer information. Use of confidential customer information shall be limited to that necessary for implementation of DSM or DER programs. Platte River agrees to keep such information confidential and shall not disclose such information, including to the other Municipalities, except as required by law. Platte River shall notify the Municipality prior to any such disclosure so that the Municipality may have an opportunity to take such legal action as it deems necessary to prevent the disclosure. 15. Third Party Agreements. Platte River and designated Municipality staff may determine that DSM and DER programs may in some cases benefit from the use of vendors or contractors tasked with implementing portions of the programs. When this is the case, Platte River shall be responsible for engaging with vendors and contractors and ensuring agreements are fulfilled. The Parties hereto agree that Confidential Customer Data may be shared with the vendor or contractors provided that the third party enters into a form agreement with Platte River to maintain customer confidentiality; provided that the Municipalities’ designated representative referenced above approves in writing the release of Customer Data and conditions associated therewith; and provided that use of Confidential Customer Information shall be limited to that necessary for the vendor’s or contractor’s scope of work associated with the DSM or DER program. 16. Liability. Each of the Parties hereto agrees to assume responsibility and liability associated with its own acts and the acts of its employees in the performance of this Agreement in accordance with Colorado law. By agreeing to this provision, neither Platte River or the Municipalities waives or intends to waive, the limitations on liability which are provided to them under the Colorado Governmental Immunity Act, § 24-10- 101 et seq., C.R.S., as amended. 17. Entire Agreement. This Agreement contains the entire agreement of the Parties relating to the subject matter hereof and, except as provided herein, may not be modified or amended except by written agreement of the Parties. 7 18. No Third Party Beneficiaries. The Parties acknowledge and agree that this Agreement is intended to only document the relative rights and obligations between the Parties to one another, and that no third party beneficiaries are intended. 19. Governing Law and Venue. This Agreement shall be governed by the laws of the State of Colorado, and venue shall be in the County of Larimer, State of Colorado. 20. Authority. The Parties recognize the legal constraints imposed upon them by the constitutions, statutes, and regulations of the State of Colorado and of the United States, and imposed upon the Municipalities by their Charter or Municipal Code, and, subject to such constraints, the Parties intend to carry out the terms and conditions of this Agreement. Notwithstanding any other provision in this Agreement to the contrary, in no event shall the Parties exercise any power or take any action which shall be prohibited by applicable law. This Agreement may be executed in separate counterparts, and the counterparts taken together shall constitute the whole of this Agreement. 21. Superseded Agreements. This Agreement supersedes and replaces the following agreements which are hereby terminated: “Intergovernmental Agreement for Demand Side Management Program Partnership” between the Town of Estes Park, the City of Fort Collins, the City of Longmont, and the City of Loveland, and Platte River Power Authority, dated September 10, 2014. IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first above written. PLATTE RIVER POWER AUTHORITY ATTEST: By:_____________________________ By:______________________ Jackie Sargent, Chief Executive Officer Secretary APPROVED AS TO FORM: By:_________________________ General Counsel 8 TOWN OF ESTES PARK, COLORADO ATTEST: By:________________________________ By:______________________ Mayor Town Clerk CITY OF FORT COLLINS, COLORADO ATTEST: By:________________________________ By:______________________ City Manager City Clerk APPROVED AS TO FORM: By:________________________ Assistant City Attorney CITY OF LOVELAND, COLORADO ATTEST: By:_____________________________ By:______________________ Mayor City Clerk APPROVED AS TO FORM: By:_________________________ Assistant City Attorney CITY OF LONGMONT, COLORADO ATTEST: By:_____________________________ By:______________________ Mayor City Clerk APPROVED AS TO FORM AND SUBSTANCE: By:________________________________________ General Manager of Longmont Power & Communications PROOFREAD: APPROVED AS TO FORM: _________________________________________ ____________________ Assistant City Attorney LIGHT & POWER DEPARTMENT Memo To: Public Safety, Utilities & Public Works Committee Town Administrator Lancaster From: Line Superintendent Lockhart Date: June 9, 2016 RE: L&P Purchase of Fiber Cable Objective: Obtain approval for the purchase of fiber cable in the amount of $172,000. Present Situation: Light & Power needs 24.8 miles of fiber optic cable to support smart grid. This will be installed along our Allenspark circuit. We received quotes from three vendors as follows: 1. Wesco $1.3090 per foot 2. Western United Electric $1.413 per foot 3. KVA Supply Company $2.17 per foot Proposal: We propose to accept the low bid from Wesco. Page 2 Advantages: The fiber cable is needed to support smart grid on our electric system from Estes Park to Allenspark. This product is compatible with the Longmont and PRPA fiber. Disadvantages: None. Action Recommended by Staff: Staff recommends approval of the purchase of the cable from Wesco in the amount of $172,000. Budget: Budget account (502-7001-580.35-66, Fiber Optic Install) contains $1,030,000 for the project. This is a planned and budgeted purchase for this project. Level of Public Interest: Low. Sample Committee Recommendation: I recommend approval of the purchase of the fiber cable to the Town Board, to be included on the Consent Agenda at the June 14, 2016, Town Board meeting. Light & Power Department Memo To: Public Safety, Utilities and Public Works Committee Town Administrator Lancaster From: Reuben Bergsten, Utilities Director Date: June 9, 2016 RE: Electric Rates - Request for Public Hearing Date Objective: To set the public hearing on, and proposed adoption of, a new electric rate schedule. The proposed hearing will be held at 7:00 p.m. at the July 26, 2016 Town Board Meeting in the Town Board Room at 170 MacGregor Avenue. Present Situation: To ensure continued high-quality utility services and plan for future upgrades through capital improvement projects, we periodically review the cost of providing services as well as projected revenue – the rates paid by customers. The Town’s public electric utility is a cost-based entity that relies solely on user fees to operate. Costs and revenues must be balanced in order to maintain operations and keep utilities in line with ever-increasing federal standards. Rate studies also ensure equitable rates among customer classes, so that one customer class does not subsidize another. Colorado Revised Statues, Title 40 Article 3.5 Section 104, requires notice be made 30 to 60 days prior to the public hearing. Proposal: Staff requests the proposed electric rate public hearing be held during at 7:00 p.m. at the July 26, 2016 Town Board Meeting in the Town Board Room at 170 MacGregor Avenue. The proposed electric rates will also be presented at the June 28, 2016 Town Board Meeting. Advantages: • Public notice can be given that each municipal utility customer shall have the right to appear, personally or through counsel, at such hearing for the purpose of providing testimony regarding the proposed new schedule. • The Town will meet its legal obligations for notifications under Colorado Law. Disadvantages: • None Budget: N/A Level of Public Interest High. Every effort will be made to follow proper procedure to communicate proposed rate changes to our customers and obtain feedback through public hearings, our Public Information Office and Town Clerk. Recommended Motion: Light & Power recommends setting the public hearing on electric rates for the July 26, 2016 Town Board Meeting to take place at 7:00 p.m. in the Town Board Room at 170 MacGregor Avenue, to be included on the Consent Agenda at the June 14, 2016 Town Board meeting. WATER DIVISION Memo To: Public Safety, Utilities and Public Works Committee Town Administrator Lancaster From: Steve Rusch, Utilities Coordinator Date: June 9, 2016 RE: Murphy’s Resort/Estes Park Resort Water Main Extension Agreement Objective: Request approval of expenditures not to exceed $200,000 for a water main extension project. Present Situation: Two neighboring commercial property owners have plans for fairly large scale development on their respective properties which would require a significant increase in fire hydrant flow demands. One development includes the addition of workforce housing as a portion of the design. The Water Division has run analysis on our hydraulic model and concluded that the demand requirements exceed what our current water distribution system can support. A looped water main extension will therefore be required to be installed by the developer(s). Town staff has determined that it would be extremely unlikely for any additional large scale development to occur in this area beyond these two property owners. Proposal: The Town Attorney, Greg White, is in the final stages of drafting a Water Main Extension Agreement, to be signed by each developer stating that the owner of Murphy’s Resort will be responsible for full payment of the installation including attorney/administration fees and the cost of engineering and construction. Murphy Resort estimates work could potentially begin in November, 2016. Murphy’s Resort will obtain contractor bids which will be reviewed and approved by the Water Division prior to line installation. Upon acceptance of the installed water main, the Water Division will pay one half of the total costs back to Mr. Murphy and a twenty (20) year contract will be put on the capacity of the new main. At the time when the second developer, Estes Park Resort, begins its proposed development work requiring connection to the new line, it will then pay the Town back the one half of the total cost of the main extension project. Both parties will be required to pay in full their own costs for all tap fees associated with new development outside the scope of this contract. Advantages: • Substantial increase in the Town’s water capacity in an outlying area. • The addition of much needed workforce housing in our community. • Supports commercial development. Disadvantages: Should the Estes Park Resort not develop within the twenty-year duration of the contract, it becomes null and void and the Town would absorb its half of the investment. The Town would still acquire this new and improved infrastructure. Action Recommended by Staff: Staff recommends approval of these expenditures in an amount not to exceed $200,000. Budget: This proposed development was unforeseen by staff and is, therefore, unplanned and unbudgeted. Preliminary bids indicate the total project should be well below $200,000. Level of Public Interest Low. Sample Committee Recommendation: I recommend approval of an amount not to exceed $200,000 for this water main extension project to the Town Board, to be included on the Consent Agenda at the June 14, 2016 Town Board meeting. Utilities Department Report To: Public Safety, Utilities, and Public Works Committee Town Administrator Lancaster From: Linda Swoboda, Flood Recovery Project Manager Date: June 9, 2016 RE: Flood Recovery Projects Objective: To inform the PUP Committee of good news regarding flood recovery grant revenues from the Housing and Urban Development (HUD) Community Development Block Grant – Disaster Recovery (CDBG-DR). Present Situation: FEMA covers 75% of the eligible flood recovery costs and the local cost share is 25%. For the 2013 flood disaster, the State of Colorado supported half the local cost share at 12.5%, which means the Town is responsible for the remaining 12.5%. The State sought and was awarded HUD CDBG-DR funds. These funds were made available to applicants to cover the local cost share. Utilities received two CDBG-DR grants to cover our 12.5% for Fish Creek Utilities and Windcliff electric work. All work is complete. Fish Creek The contractor finished the utility project in mid-October 2015. Final invoices were received for both the construction and the engineering construction management by the end of January 2016. We were pleasantly surprised when we received $94,856 more than expected. The final grant award was increased for change orders and project costs ineligible for FEMA funding. We did not expect the ineligible costs to be covered; however our well-organized and accurate documentation positioned us with the State to meet a CDBG-DR deadline. Original Grant award amount: $172,757 Final Grant award amount: $307,649 To date we have received $306,955 with only $695 outstanding. Windcliff This project was completed July 2015. Initially this grant was awarded for Windcliff power line only. By performing this work in-house we were well below the projected budget (original grant award). The State allowed us to include other flood damaged sites. The total grant award came to $18,948 for Windcliff and eight (8) additional sites. The majority of the additional sites were Water Department sites and one major electrical repair project at McGraw Ranch. Original Grant award amount: $31,966 Final Grant award amount: $18,948 To date we have received $18,025 with only $823 outstanding.