03 Staff Report - Storm Water Management Budget~owN of MEETING DATE: 4/21/08
ITEM NO.
!pS°GA~~S COUNCIL AGENDA REPORT
DATE: APRIL 4, 2008
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: STORM WATER MANAGEMENT BUDGET
APPROVE THE FY 2008/09 STORM WATER MANAGEMENT BUDGET
AND AUTHORIZE THE WEST VALLEY SANITATION DISTRICT TO
COLLECT PROGRAM RELATED FEES ON BEHALF OF THE TOWN
RECOMMENDATION:
Approve the FY 2008/09 Storm Water Management Budget and authorize the West Valley
Sanitation District to collect program related fees on behalf of the Town.
BACKGROUND:
Locally, there are four programs that manage the prevention of urban runoff pollution from
entering the creeks which lead to San Francisco Bay: the "Santa Clara Valley Urban Runoff
Pollution Prevention Program" (SCVURPPP), the West Valley Sanitation District (WVSD), the
"West Valley Clean Water Program" (WVCWP), and the Town-managed "Non-Point Source
Discharge Elimination Program" (NPDES). These programs perform various functions required
under the Clean Water Act, Environmental Protection Agency regulations and respective NPDES
permits. The following background information describes the history and purpose of each of
these four programs.
Santa Clara Valley Urban Runoff Pollution Prevention Program (SCVURPPP)
SCVURPPP is made up of fifteen co-permittees comprised of the County of Santa Clara, thirteen
cities and towns and the Santa Clara Valley Water District. Originally known as the Santa Clara
Valley Non-point Source Pollution Control Program, it was issued a Municipal Storm Water
National Pollution Discharge Elimination System permit in 1990 by the San Francisco Regional
Water Quality Control Board,
PREPARED BY: KEVIN ROHANI
Interim Director of Parks and Public Works
NAENGINEERING\COUNCIL REPORTS\NPS. WVSD.BUDGET.2008.doc
Reviewed by: Assistant Town Manager Town Attorney Clerk Administrator
Finance Community Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: STORM WATER MANAGEMENT BUDGET
APRIL 4, 2008
SCVURPPP directs its resources to the technical aspects of watershed monitoring through the
assessment of specific pollutants and conditions of designated beneficial uses.
In October 2001, an amendment to the NPDES permit's Provision C-3 (New and
Redevelopment) was added, increasing monitoring requirements to further reduce pollutants
from entering creeks and the Bay.
West Valley Sanitation District, (WVSD)
In 1994, WVSD entered into an agreement with the Town of Los Gatos, and the Cities of
Campbell and Monte Sereno to collect a fee from property owners to fund various activities
related to the NPDES permit and storm drain management. Each year the Town and the WVSD
conduct annual work that clears the storm drains of debris that would otherwise enter the creeks
and Bay. WVSD cleans half of the Town's storm drains annually.
West Valley Clean Water Program (WVCWP)
WVCWP is a consolidated local program under WVSD for the Town and the cities of Campbell,
Monte Sereno, and Saratoga. WVCWP's purpose includes coordinating efforts of other agencies
(County Fire District and County Environmental Health Department) that perform NPDES
inspection activities for the Town, conducting public education activities and streamlining
implementation of the current NPDES permit and writing and submitting the Annual Report and
Work Plan for the four towns/cities to the State Regional Water Quality Control Board. Town
staff gathers and provides NPDES related activities to WVCWP for this annual report. WVCWP
offers a unified stronger voice to represent the interests of the West Valley cities at the
countywide program level and before regional bodies.
Town of Los Gatos' Non-Point Source Discharge Elimination System Program (NPDES)
The Town's NPDES program's purpose is to prevent debris and hazardous materials from
entering the storm drain system and entering creeks or the Bay. This is accomplished by
regularly sweeping streets and parking lots, clearing storm drains, ditches and culverts and
disposing collected material in a safe and secure manner. This activity includes volunteer groups
who regularly pick up debris along the Los Gatos Creek Trail. Town staff tracks and reports the
amount of debris collected by all these activities to WVCWP.
The NPDES permit which regulates each of the four programs is under review. It had been
reissued every five years since 1990 to the Town and its county-wide co-penmittees. The current
permit is now up for renewal. In an effort to provide consistency among all the Bay Area
agencies that drain storm water into the bay, a new NPDES permit is being issued to all 76 Bay
Area agencies, so all agencies follow the same guidelines. It is anticipated that this new permit
will be issued on July 1, 2008, and that the NPDES permit fee will increase at that time. It is also
anticipated that the tasks and reporting requirements will increase significantly to meet more
stringent standards included in the permit. The current NPDES permit fee for the Town of Los
Gatos is $7,776 annually. It is unknown at this time what the new NPDES permit fee amount will
be. Full impact of implementation costs will be assessed during FY 2008-09.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: STORM WATER MANAGEMENT BUDGET
APRIL 4, 2008
DISCUSSION:
Each year, the Town and the District cooperatively prepare an outline of the annual work plan
for WVCWP and the associated budget for approval prior to the establishment of the annual user
fees, and prior to the District transmitting those fees to the County for collection from the
property tax roll.
The property assessment fee collected from an average single-family residence remains at $20.37
per year, and is higher for commercial businesses. The fee collected from 10,673 property
owners in Los Gatos provides revenue of approximately $340,000 per year to sustain the
program. An increase in this fee could trigger requirements of Proposition 218 regarding the
majority votes. This NPDES Permit is a challenging unfunded mandate which all municipalities
have to address for the long term as such requirements will continue to get more complex in the
years to come.
Staff will be recommending in next year's budget a special one-time study as part of the General
Plan update to consider further organizational and budgetary needs in response to rising NPDES
requirements.
CONCLUSION:
It is recommended that the Council approve the proposed FY 2008-09 Storm Water Management
Program Budget and authorize West Valley Sanitation District to collect program related fees on
behalf of the Town.
ENVIRONMENTAL ASSESSMENTS:
None. Neither the work plan nor the fees are considered a project under CEQA.
FISCAL IMPACT:
For FY 2008-09, the estimated total revenue to be collected by the West Valley Sanitation
District for Storm Water Program activities remains at $340,000 per year. For FY 2008/09, the
District is proposing to retain $205,000 ($196,951 + $8,049 reserve) for management of the West
Valley Clean Water Program including State permit fees and inspection activities on behalf of
the Town.
The remaining $135,000 of the storm fees is budgeted by the District for reimbursement to the
Town for its eligible expenses in carrying out the Town's FY 2008/09 Urban Runoff program.
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: STORM WATER MANAGEMENT BUDGET
APRIL 4, 2008
Per the Town's Proposed FY 2008/09 budget, the current amount of fees collected does not fully
reimburse the Town for its urban runoff costs as per the recap below:
Description-
Amount
West Valle Clean Water Program Fees
$135,000
Total Revenues
135,000
Town Storm Water Program Estimated
Expenditures
(180,940)
Revenues Above Below Program Expenditures
$14j-940)
As depicted in the table above, the current level of reimbursement to the Town is not anticipated
to fully reimburse the Town for its annual program expenditures for FY 2008/09. Because
annual revenues remitted to the Town are not anticipated to fully recover program costs, the
Urban Runoff Fund balance will be used as a funding source as shown below:
Town Urban Runoff Program Fund
Amount
Estimated Beginning Fund Balance (7/01/2008)- Town Urban Runoff Fund
$114,841
Estimated Use of Town Urban Runoff Program Fund Bal. FY 2008/09
45 940
Estimated Ending Funding Balance (7/01/2009)
68 901
As demonstrated above there are sufficient fund balances available in FY 2008/09 to absorb the
excess of program expenditure above program reimbursements of $45,940. However, the fund
cannot continue absorbing under reimbursement indefinitely.
Addressing the under repayment of program expenditures will likely require an adjustment to the
annual fee of $20.37 for Los Gatos property owners (fee for residential, it is moderately higher
for commercial properties). Any future adjustment to the annual fees will need to be pursued by
the Town and West Valley Sanitation District using the appropriate process, which may require a
mail-in ballot pursuant to Proposition 218.
Attachments:
West Valley Clean Water Program - Municipal Budget Detail FY 08-09
Distribution:
Bob Reid, Manager, West Valley Sanitation District, 100 East Sunnyoaks Avenue, Campbell,
CA 95008
Kelly Carroll, Program Manager, West Valley Clean Water Program, 18041 Saratoga-Los Gatos
Road, Monte Sereno, CA 95030-4299
FY08-09 Proposed Budget
West Valley Clean Water Program
Item
FY 2007-08
FY2007-08
FY 2008-09
Current
Approved
Current
Projection
Proposed
West Valle Clean Water Program
1. WVCWP Staff
A. Program Mgr - Full time*
$
71,070
$
76,667
$
94,000
B. Staff - Full time*, hire Dec '08
$
-
$
-
C. Staff - Part-time*
$
76,000
$
59,021
$
42,000
D. Payroll Expense - SDI, Medicare, SS, PERs, Health
$
28,112
$
28,488
$
32,500
Subtotal
$
175,182
$
164,176
$
168,500
2. NPDES Compliance
A. URMPJ MRP: Admin & Tech Assistance, Reports, Municipal
Staff Training, ICID Response, Report Documentation Support
$
16,000
$
21,434
$
56,160
B. MRP Technical Assistance & Start-up Implementation,
Training Costs (registration, fees, hosting expenses)
$
5,000
$
1,700
$
-
Subtotal
21,000
23134
56,160
3. PIP - Public Education Program
A. Events Projects Ads Brochures Promotional Items
7,300
7,300
6,300
Subtotal
7,300
7,300
6,300
4. Facility Expenses
A. Office Rent
5,050
5,050
5,050
B. Building Maintenance/Repair
1,100
1100
1,100
C. Utilities
$
6,500
$
(2,500)
$
6,500
Subtotal
12,650
3,650
12,650
5. Program Administration & Operation
A. Office Supplies
2,800
2,800
2,500
B. Operating Expense, Computer Costs
9,600
9,600
11,000
Subtotal
12,400
12,400
11,000
Sub-Total West Valle Clean' Water Program
$
228,532
210,660
254,610
Contract Svc: Billed @ individual, municipal specific rates
6. SCC Fire - Industrial/Commercial Inspection Pgm SubtotalBy
$
20,000
8 000
20,000
7. WVSD Storm Drain Operation & Maint.
$
62,000
$
37,200
$
62,000
8. SCVURPPP Support & State Permit Fees
A. SCVURPP Program Assesment*
$
167,222
$
142,069
$
206,735
B. **Estimated State NPDES Permit fees
$
26,439
$
25,181
$
29,083
Subtotal
$
275,661
212 450
317,818
OWVSD Program Administration (15%)
$
37,280
$
32,799
$
38,192
TOTAL
_10,619
Page 1 FY08-09 Proposed Budget
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