NOTICE OF REGULAR MEETING

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1 MADISON METROPOLITAN SEWERAGE DISTRICT 1610 Moorland Road Madison, WI Telephone (608) Fax (608) D. Michael Mucha, P.E. Chief Engineer & Director COMMISSIONERS Caryl E. Terrell President Thomas D. Hovel Vice-President Ezra J. Meyer Secretary John E. Hendrick Edward V. Schten NOTICE OF REGULAR MEETING PLEASE TAKE NOTICE that there will be a regular meeting of the Commission of the Madison Metropolitan Sewerage District at 8:00 a.m., on Thursday, October 11, 2012 in the Commission Room of the Operations Building at 1610 Moorland Road, Madison, Wisconsin The Commission will consider and may take action on the matters set forth on the attached Agenda. If any matter on the Agenda is to be considered in closed session of the Commission, please be advised that following the closed session the Commission will reconvene into open session for purposes of concluding its Agenda. Date: October 8, 2012 D. Michael Mucha, P.E. Chief Engineer and Director Any person who has a qualifying disability as defined by the Americans with Disabilities Act that requires the meeting or materials at the meeting to be in an accessible location or format must contact the Director at , 1610 Moorland Road, Madison, Wisconsin, at least twenty-four hours prior to the commencement of the meeting so that any necessary arrangements can be made to accommodate each request. 1. Opening (8:00 AM) A. Call to Order B. Welcome guests and visitors C. Announcements 2. Appearances by the Public (8:02) 3. Special Recognition (8:05-8:10) 4. Consent Calendar (8:10-8:15) Approval of Commission Meeting Minutes from Approval of Cash Statement-General Account Approval of Cash Statement-Construction Account 5. Review and Approval of Sewer Extension Plans (8:15-8:25) Sauser Click Here: Commission Agenda Report Northeast Interceptor, SEI to FEI Relief/Replacement, MMSD Blackhawk 8 th Addition Phase 3 (Reapproval), City of Madison

2 6. Approval of 3 rd Quarter 2012 Sewer Service Bills (8:25-8:35) Gebert Click Here: Commission Agenda Report Note: Attachments provided at Commission Meeting 7. Amendment of Construction Phase Engineering Services: Operations Building HVAC Rehabilitation (8:35-8:50) Click Here: Commission Agenda Report Borelli 8. Follow-up Discussion of 2013 Proposed Budget (8:50-9:20) Mucha Click Here: Commission Agenda Report Link to 2013 Proposed Budget: :// Note: Adobe Reader 10.0 or >is required to view this document. A free download of Adobe Reader 10.0 is available at: :// 9. Phosphorus Management Strategy (9:20-9:30) Taylor Click Here: Commission Agenda Report 10. Oral Reports and Updates (9:30-9:35) Staff A. CARPC Update-Mucha B. Chief Engineer & Directors Report-Mucha Meeting Schedule as of 10/08/ Future Agenda Topics (9:35-9:38) 12. Other Business Allowed by Law (9:38-9:40) 13. Adjournment (9:40 AM)

3 Meeting of the s of the Madison Metropolitan Sewerage District Thursday, September 27, :00 a.m. MMSD Commission Board Room, 1610 Moorland Road, Madison, WI Present: Edward Schten John Hendrick Caryl Terrell Ezra Meyer Commission Meeting Call to order: Terrell called the meeting to order at 8:07 a.m. 1. Opening A. Welcome Guests 1. Mike Dailey, City of Madison 2. Rebecca Harring, Wells Fargo B. Announcements Presenter: Michael Mucha, Chief Engineer and Director Announcements: Mr. Mucha congratulated Jeff Brochtrup on thirty years of service at Madison Metropolitan Sewerage District. 2. Appearances by the Public None. 3. Consent Calendar Discussion: The Commission Meeting Minutes of September 13, Action: Meyer moved, seconded by Hendrick that the Commission approve the Consent Calendar. Motion carried unanimously.

4 4. Public Hearing and Discussion of 2013 Proposed Budget Action: Terrell convened the public hearing. Discussion: Mike Dailey, Deputy City Engineer for the City of Madison, spoke on behalf of the City of Madison. After Mr. Dailey, there were no additional public inquiries on the topic. Action: After discussion, Terrell closed the public hearing. 5. NEI-SEI to FEI Relief/Replacement Project Update Presenter: Bruce Borelli, Director of Engineering Description: Mr. Borelli presented an update on the status of the Northeast Interceptor- Southeast Interceptor to Far East Interceptor Relief/Replacement project. Discussion: Mr. Borelli presented information to the Commission related to the NEI-SEI to FEI Relief/Replacement Project. He covered the need for the project, alternatives considered, detailed design considerations, final route highlights, community outreach efforts, projected costs, and the current project schedule. Action: None. 6. Review and Approval of DARC Consultant Presenter: Laurie Dunn, IS Manager Description: Ms. Dunn presented a brief description of the project and reviewed the selection process for the DARC Consultant. The Data Acquisition and Reporting Center (DARC) is the proposed replacement for the Operations Reporting System (ORS) and is associated with the larger Process Control System Upgrade project. Discussion: Ms. Dunn proposed to the Commission that DARC (Data Acquisition and Reporting Center) replace MMSD s current ORS (Operations Reporting System). Both of these systems store, aggregate, calculate, and report process and plant related data. She explained that there are several reasons for replacing the existing system. First, the existing system is getting old and outdated. This means it is hard to maintain, harder to interface it with newer systems, and it is reaching its capability and capacity limits. Second, ORS does not currently have a centralized reporting system, so reports can sometimes be difficult to find. Next, Ms. Dunn explained how there are just a couple people with the background and skills needed to create reports using ORS and that by moving to a new DARC system, many people will be able to easily create their own reports. Lastly, Ms. Dunn explained that the proposed DARC project would separate Metrogro data into its own database, which would enable both the DARC and Metrogro databases to grow with greater ease in the future. Ms. Dunn concluded the presentation by explaining the selection process. An internal selection Committee made up of seven people reviewed the proposals, scored, and then interviewed the top consultants. The Committee selected Yahara Software as their consultant of choice and consequently, Ms. Dunn requested that the Commission award the DARC project work to Yahara Software.

5 Action: Schten moved, seconded by Hendrick that Yahara Software be awarded the professional services work for the detailed design and implementation of the Data Acquisition and Reporting Center (DARC), and that the Chief Engineer and Director be authorized to execute a professional services agreement with Yahara Software at a cost not to exceed $750,000. Motion carried unanimously. 7. Oral Reports & Updates Presenter: Paul Nehm, Director of Operations and Maintenance Report/Update: Operations Report Mr. Nehm presented the operations data for August. Treatment has continued to be excellent. The average flow to the treatment plant for the month was the lowest since October He reported that the test that had been conducted to determine if a proprietary product was effective in increasing the amount of gas that could be produced in the digesters had not shown an increased production level. The District will continue to look at alternate means of increasing gas production. Mr. Nehm also noted that the Department of Natural Resources has not yet developed a draft air emission permit for the gas-driven engines and boilers. Lastly, he briefly mentioned the behindthe-scenes work that occurs to allow for successful Metrogro transportation and application. Mr. Nehm introduced Mike Northouse, Metrogro Manager, who gave a presentation on the Metrogro program. Mr. Northouse explained how application sites are selected and the activities that must be completed before Metrogro can be applied. He also discussed equipment maintenance activities that are conducted throughout the year to ensure that transportation and application equipment is available when needed. The s were invited to view an applicator after the meeting. Action: None. Presenter: Commission Discussion-CARPC Update Report/Update: No report. Action: None. Presenter: Michael Mucha, Chief Engineer and Director Report/Update: Mr. Mucha shared two handouts with the s from a recent meeting he attended. Action: None. 8. Future Agenda Topics Action: None. 9. Other Business Allowed by Law Action: None.

6 10. Adjournment Action: Schten moved, seconded by Meyer that the Commission meeting be adjourned. Motion carried unanimously. Regular Meeting of the s September 27, 2012 Ezra J. Meyer, Secretary Thursday, October 11, 2012, 8:00 a.m. Regular Commission Meeting Future Meetings: Thursday, October 25, 2012, 8:00 a.m. Regular Commission Meeting and Study Session Thursday, November 15, 2012, 8:00 a.m. Regular Commission Meeting

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16 MADISON METROPOLITAN SEWERAGE DISTRICT 1610 Moorland Road Madison, WI Telephone (608) Fax (608) D. Michael Mucha, P.E. Chief Engineer & Director COMMISSIONERS Caryl E. Terrell President Thomas D. Hovel Vice-President Ezra J. Meyer Secretary John E. Hendrick Edward V. Schten Lead Staff: Curt Sauser, Engineering Technician Commission Agenda Report Meeting of October 11, 2012 Sewer Extensions Requested Action: Request approval of 2 sewer extensions: A. Northeast Interceptor, SEI to FEI Relief/Replacement, MMSD B. Blackhawk 8 th Addition Phase 3 (Reapproval), City of Madison Financial Impact, Background, Analysis and Options: To be presented at commission meeting Next Steps Upon commission approval, MMSD will forward plans to DNR for consideration.

17 MADISON METROPOLITAN SEWERAGE DISTRICT 1610 Moorland Road Madison, WI Telephone (608) Fax (608) D. Michael Mucha, P.E. Chief Engineer & Director COMMISSIONERS Caryl E. Terrell President Thomas D. Hovel Vice-President Ezra J. Meyer Secretary John E. Hendrick Edward V. Schten Lead Staff: Todd Gebert, Collection System Engineer Commission Agenda Report Meeting of October 11, 2012 Third Quarter Service Charges Requested Action: Move to approve service charges for the third quarter of Attachments: Note: Attachments will be provided at the Commission Meeting A. Letter to s B. Service Charge Summary Quarter 3 C. Service Charge Summary Total 2012 Charges Financial Impact: District staff will make available the service charge amounts to the s at the meeting. Background: Service charges for each of the District s customers are calculated and invoiced on a quarterly basis to fund the District s costs for conveying and treating wastewater. Analysis and Options District staff has calculated and reviewed the service charges for each community and recommend their approval by the Commission. Next Steps The District will prepare and send invoices for service charges to each customer upon Commission approval.

18 MADISON METROPOLITAN SEWERAGE DISTRICT 1610 Moorland Road Madison, WI Telephone (608) Fax (608) D. Michael Mucha, P.E. Chief Engineer & Director COMMISSIONERS Caryl E. Terrell President Thomas D. Hovel Vice-President Ezra J. Meyer Secretary John E. Hendrick Edward V. Schten Commission Agenda Report Meeting of October 11, 2012 Amendment to Construction Phase Engineering Services Operations Building HVAC Rehabilitation Affiliated Engineers, Inc. Lead Staff: Bruce Borelli; Director of Engineering Requested Action: Move approval to amend the construction phase engineering services agreement for the Operations Building HVAC Rehabilitation and that the Chief Engineer and Director be authorized to execute an amendment to the Construction Services Agreement with Affiliated Engineers, Inc., at a cost not to exceed $59,136. Attachments: None. Financial Impact: The additional cost for this amendment to the Operations Building HVAC Rehabilitation construction engineering services agreement is $59,136. Adding $59,136 to the original construction services estimate of $106,691 results in a new total of $165,827. This increases the construction phase engineering services from the original estimate of approximately 4.3% of the construction cost ($2,490,000) to approximately 6.3% of the anticipated final construction cost ($2,640,000). The District anticipates to receive funding for the additional construction engineering services as part of Clean Water Fund Loan the District for this project. Background: This amendment is for construction phase engineering services associated with the Operations Building HVAC Rehabilitation. Prior to bidding, construction phase engineering services to be performed by Affiliated Engineers were projected to cost $106,691. These were approved by the Commission on June 27, 2011.

19 As has been noted, the Operations Building HVAC Rehabilitation has been a difficult project to construct. Completely rehabilitating a HVAC system that was installed 30 years ago has been a challenge. Extensive modifications to the original design have been required to eliminate conflicts and improve future operation, maintenance and safety. These changes have required a great deal of construction phase engineering, none of which was anticipated prior to construction. Also, several items performed by Affiliated Engineers during construction were not included in their original scope of services. These changes are summarized as follows: 1) System Integration: System integration includes testing of field instruments to ensure they are wired properly, calibrated correctly, and communicating properly with the overall control system. This work was included in the Contractor's scope, but was not performed as-required by the specifications. Affiliated Engineers performed this work at a cost of $29,376. MMSD will seek to recover these costs from the Contractor via a credit change order to the contract. 2) Engineering Associated with Change Orders: Several change orders encountered during construction were very complicated and required extensive engineering time. This included analysis, pipe/valve sizing, new drawings, etc. The additional cost for this engineering time was $17,088. 3) Differences Between Existing Conditions and Record Drawings: Examples include differing valve sizes and locations, actual ductwork locations, etc. These required additional engineering time to review and modify engineering documents as necessary, along with changes to record drawings. The additional cost for this was $6,240. 4) Additional Services: This included an analysis of the lab bottle gas rooms, training for MMSD staff on the overall operation of the system, programming edits, etc. The additional cost for this was $6,432. Due these reasons, Affiliated Engineers has requested an additional $59,136 for engineering costs incurred during construction. Staff has reviewed their request and believe it is appropriate. Analysis and Options: Option 1: Approve the additional engineering construction services. This is the preferred option. These services were not anticipated prior to bidding and were not included in Affiliated Engineer's original scope of work. Engineering staff has reviewed their request, believe it is appropriate, and that Affiliated Engineers is due the additional costs. Option 2: Do not approve the additional construction services. This is not recommended. As discussed previously, staff believes these costs are appropriate and due to Affiliated Engineers. They were not included in their original scope of services. Not approving the additional costs would not be fair to Affiliated Engineers. Next Steps: If approved, MMSD will execute an amendment to the construction phase engineering services agreement with Affiliated Engineers and submit the additional costs to the WDNR for reimbursement through the Clean Water Fund. MMSD Engineering will negotiate the final amount due from the Contractor for integration services they did not perform and issue a credit change order to the contract.

20 MADISON METROPOLITAN SEWERAGE DISTRICT 1610 Moorland Road Madison, WI Telephone (608) Fax (608) D. Michael Mucha, P.E. Chief Engineer & Director COMMISSIONERS Caryl E. Terrell President Thomas D. Hovel Vice-President Ezra J. Meyer Secretary John E. Hendrick Edward V. Schten Lead Staff: D. Michael Mucha, Chief Engineer and Director Commission Agenda Report Meeting of October 11, 2012 Follow-up Discussion of 2013 Proposed Budget Requested Action: Commission to provide feedback on the 2013 Operating and Capital Budgets. Attachments: None. Financial Impact: The total 2013 operating expenditure budget is $27,085,226, which is a 6.97% change from Background: The Commission considers public input and provides feedback to MMSD staff on the operating and capital budgets for the District. Analysis and Options A public hearing took place on September 27, 2012 regarding the operating and capital budgets. This meeting allows an opportunity for the Commission to provide feedback to management on the proposed budgets. Next Steps The Commission will deliberate on the budget and consider approval at the October 25, 2012 Commission meeting.

21 MADISON METROPOLITAN SEWERAGE DISTRICT 1610 Moorland Road Madison, WI Telephone (608) Fax (608) D. Michael Mucha, P.E. Chief Engineer & Director COMMISSIONERS Caryl E. Terrell President Thomas D. Hovel Vice-President Ezra J. Meyer Secretary John E. Hendrick Edward V. Schten Lead Staff: Dave Taylor-Director of Special Projects Requested Action: No action is required-receive for information. Attachments: None. Commission Agenda Report October 11, 2012 Meeting Phosphorus Management Strategy Financial Impact: No short term impact. The pilot project will have an annual cost to MMSD of approximately $127,000 per year for a three year period starting in Background: The commission receives monthly updates on key issues related to selecting a phosphorus management strategy. Analysis and Options Brief updates will be provided on the adaptive management work plan and related discussions with the Yahara Pride Farm Workgroup, the September 26 th DNR stakeholder kickoff meeting to begin development of Wisconsin s Nutrient Reduction Strategy, an upcoming meeting with DNR regarding phosphorus limits for Badfish Creek and Badger Mill Creek, strategic planning for long-term phosphorus management, and other relevant topics. Next Steps 1. October 9 th meetings of the strategic planning workgroup and the executive committee for the Yahara WINs adaptive management pilot project 2. Continue to work with Dane County staff to develop and implement a detailed work plan. 3. Multiple meetings on issues related to the adaptive management pilot project.

22 MADISON METROPOLITAN SEWERAGE DISTRICT 1610 Moorland Road Madison, WI Telephone (608) Fax (608) D. Michael Mucha, P.E. Chief Engineer & Director Note: All dates are tentative and subject to change Upcoming Agenda Items Commission Meeting Date 10/11/2012 Thursday Meeting Finalized X Meeting/Event Commission Meeting Potential Agenda Items COMMISSIONERS Caryl E. Terrell President Thomas D. Hovel Vice-President Ezra J. Meyer Secretary John E. Hendrick Edward V. Schten Cash Statements Review and Approval of Sewer Extension Plans Sauser 3 rd Quarter 2012 Sewer Service Bills Gebert Amendment to Construction Phase Engineering Services: Operations Building HVAC Rehabilitation Borelli Follow up Discussion of 2013 Proposed Budget Mucha 3 rd Quarter 2012 Sewer Service Bills Gebert Phosphorus Management Strategy Taylor 10/25/2012 Thursday X Commission Meeting & Study Session Review and Approval of Sewer Extension Plans Sauser Approval of 2013 Proposed Budget Action on 2013 Proposed District Budget Mucha Consideration of Proposed 2013 Sewer Service Charge Rates & Septage Disposal Rates Brochtrup Consideration of Proposed 2013 Annexation Hearing Charges and Plan Review Fees Sauser Consideration of Proposed 2013 Interceptor Connection Charge Rates and Treatment Plant Connection Charge Rates Sauser Review and Adoption of Proposed 2013 Application Fees for Wastewater Generated Outside the District Taylor Excused: Terrell will be available via teleconference 10/25/2012 X Study Session Topic: 11/15/2012 X Commission Thursday Meeting Cash Statements including sinking funds Review and Approval of Sewer Extension Plans Sauser Phosphorus Management Strategy Taylor 11/29/2012 Thursday X Commission Meeting & Study Session 11/29/2012 X Study Session Topic: 12/13/2012 X Commission Cash Statements Review and Approval of Sewer Extension Plans Sauser

23 Subject: Calendar Date: October 4, 2012 Thursday Meeting Review and Approval of Sewer Extension Plans Sauser 12/13/2012 X Study Session Topic: Financial Management Policies Brochtrup 1 st Meeting of the month All Meetings Cash statement (sinking fund information included in May and November) Sewer extensions and voids as necessary Annexation Hearings as required Capital Budget Update (possibly no report in November) Closed Session: Compensation & Pay Plan Open Session: Related Action to Closed Session Phosphorus Management Strategy Taylor Policy Issue Discussions as necessary Interim Financial Resolutions (as needed and typically in January) 2 nd Meeting of the month Operations Reports Future Agenda Topic Summary of Costs to Provide Sewer Service Future Discussion on Policy Regarding Delinquent Sewer Extension Charges Process Control System Upgrade Project Budget Update Allen Miscellaneous Topics: CWF Bonds (as needed) Municipal Obligation & Financial Assistance Agreement part of CWF Bond Annexations as needed Sewer Use Ordinance (as needed) Award Contracts & Project Closeouts (as needed) Automatic Annexations please check with Curt Sauser Commission & Staff Discussion Curt Sauser 2