City of Kalamazoo - November 12, 2024 Committee of the Whole Meeting

Updated less than a minute ago

The Kalamazoo City Commission Committee of the Whole meeting on November 12, 2024, focuses on water and wastewater rate proposals. Public Services Director James Baker presents on rate adjustments, infrastructure projects, and water affordability initiatives. The meeting highlights the city's ongoing efforts in water main replacements, lead service line updates, and initiatives to control utility costs. The Community Action Agency discusses support programs for residents facing financial difficulties with utility bills. The commission reviews current and proposed rate changes, emphasizing Kalamazoo's relative affordability compared to other cities. The meeting underscores the importance of infrastructure investment and community outreach to ensure water access and affordability for all residents.

Chapters

Welcome and Introduction (00:02:30)
The meeting begins with informal greetings and a welcome to the attendees on a beautiful fall day.

Meeting participants greet each other and express their pleasure at being together in the chambers. The meeting is starting a few minutes late due to the arrival of one of the members.
Call to Order (00:02:52)
The meeting is officially called to order for the Committee of the Whole of the Kalamazoo City Commission.

The chair calls the meeting to order, indicating the start of the official proceedings for the Committee of the Whole of the Kalamazoo City Commission.
Roll Call (00:03:08)
Roll call is conducted to confirm the presence of commissioners and other officials at the meeting.

Commissioners Cooney, Decker, Hoffman, Prader, Wilson, Vice Mayor Hess, and Mayor Anderson are present. Commissioner Cooney is noted as absent and a motion is made to excuse him.
Approval of Minutes and Motions (00:03:18)
A motion is made and passed to excuse the absence of Commissioner Cooney.

Commissioner Hoffman makes a motion to excuse Commissioner Cooney, supported by Vice Mayor Hess. The motion is passed with all in favor.
Communications from the Manager (00:03:35)
The city manager reports that there are no communications to present at this time.

Manager Ritsema indicates that there are no communications to report to the commission at this meeting.
Public Comments (00:03:46)
The floor is opened for public comments, with a time limit of two minutes per comment.

Members of the public are invited to make comments during the committee meeting, with a reminder that they will have another opportunity to comment at the regular business meeting.
Presentation on Utility Rates (00:04:12)
Director James Baker presents on utility rates and their impact on the proposed budget.

Public Services Director James Baker, along with guests, presents on various topics including utility rates, water affordability, and infrastructure projects. The presentation covers the current state and future plans for utilities in the city.
Water and Wastewater System Overview (00:06:12)
An overview of the water and wastewater systems is provided, including coverage and service areas.

Director Baker discusses the scope and scale of the Kalamazoo water and wastewater systems, highlighting the service areas, system size, and significance as a regional utility provider.
Infrastructure Projects Update (00:09:05)
Current and upcoming infrastructure projects are discussed, focusing on water main replacements and system reliability.

The presentation includes updates on ongoing and future capital projects aimed at improving water main reliability, odor control, and wastewater treatment capabilities.
Lead Service Line Replacement Progress (00:10:43)
Progress on the replacement of lead service lines in various neighborhoods is detailed.

Director Baker reports on the completion of lead service line replacements in several neighborhoods and ongoing efforts to continue this work with available funding.
Water Affordability Program (00:23:17)
The water affordability program is introduced, aimed at assisting residents with their water bills.

Details of the water affordability program are presented, including eligibility criteria, assistance provided, and efforts to improve outreach and accessibility for residents in need.
CAA Continued Remarks (00:31:16)
Introduction to Water Bill Assistance for financial burden program

The presentation continues with Director Baker handing over to the CAA representatives who discuss their role in providing water bill assistance and the positive impact of their partnership with the city.
Plumbing Assistance Program Overview (00:35:23)
Details about eligibility and application process for the plumbing assistance grant.

The QR code on our flyer directs to our walk-in days schedule. We aim to have more walk-in days across Kalamazoo County to meet high demand areas. We need office space for these events. The plumbing assistance grant helps eligible households with metered water or wastewater services. It covers repairs to in-home plumbing to address leaks and improve water affordability. Required documents include IDs, social security numbers, proof of income, and home ownership proof. Renters can also benefit based on their income with landlord approval.
Eligibility and Priority Points for Assistance (00:37:33)
Explanation of eligibility requirements and priority points for plumbing assistance.

Eligibility for plumbing assistance is similar to water bill assistance, requiring the applicant to live in the home needing repairs. Applicants must score at least one priority point, assessed by access to running water, hot water, functional toilets, sinks, and more. The program aims to address common in-home plumbing issues. Two eligibility paths exist: income computation or categorical eligibility through other assistance programs like SSI or food assistance.
Application Process and Federal Guidelines (00:39:59)
Outline of the application process and federal poverty guidelines for eligibility.

The application process starts with a call to the main line, where front desk staff assess eligibility and schedule appointments. Virtual appointments are available if in-person slots are full. Federal poverty guidelines are used to assess income eligibility, but applicants are encouraged to apply regardless of perceived eligibility. The program aims to connect applicants to resources quickly and efficiently.
Water and Wastewater Rate Adjustments (00:42:12)
Discussion on proposed water and wastewater rate adjustments and their impacts.

The presentation covers new water and wastewater rates, with proposed increases lower than earlier discussed. A glide path to equalize rates between in-city and out-city users is underway, simplifying rate structures. The equalized rate approach aims to support regional growth and infrastructure investment. Kalamazoo's rates remain competitive compared to other Michigan communities despite ongoing infrastructure investments.
Utility Policy Committee Report (00:52:00)
Utility Policy Committee supports proposed rate recommendations for water.

The Utility Policy Committee (UPC) reviews and recommends proposed water rates, working with the consultant Stantec. After detailed analysis and discussions, the UPC unanimously supports the rate recommendations. The committee appreciates the city's efforts in the ongoing water and wastewater negotiations and supports the strategic approach to rate adjustments. UPC meetings are also broadcast live each month on PMN
Question and Answer Session (00:54:35)
Commissioner questions and responses regarding water and wastewater programs.

Commissioners ask questions about program support, water shutoffs, and assistance waitlists. The discussion covers metrics on shutoffs, financial assistance processes, and outreach efforts to increase program participation. The city and assistance agencies work together to provide resources and support to residents.
Discussion on Monthly Billing Transition (01:05:41)
The city is planning to transition to monthly billing for water services, which involves restructuring billing zones and implementing smart meters.

The discussion focused on the transition to monthly billing for water services, which involves significant structural work, including moving billing zones and installing smart meters. The transition is expected to take several years, with efforts to begin in January or February. Smart meter installations are being packaged with lead service replacements and are part of a cooperative utility agreement with neighboring areas.
Smart Meter Installation and Cooperative Agreements (01:07:02)
Smart meters are being installed in various areas, as part of agreements with local authorities and institutions to improve billing and service.

The city is working on smart meter installations in Edison, Richland Township, and Richland Village as part of cooperative agreements with the Go Lake Sewer and Water Authority and Western Michigan University. These installations are part of efforts to transition to monthly billing and improve water service efficiency.
Community Action Agency Overview (01:12:04)
Community Action is a national nonprofit working in several counties, providing support for water bill assistance among other services.

Community Action is a national nonprofit organization that operates in multiple counties, including Branch, Berry, St. Joe, BA, Calhoun, and Kalamazoo. They offer assistance with water bills and plumbing to individuals in need, with varying requirements depending on the source of funding.
Public Assistance Eligibility Discussion (01:16:00)
Discussion on eligibility criteria for water bill assistance, including income requirements and documentation needed.

The discussion covered the eligibility criteria for individuals seeking assistance with water bills, including the need for social security numbers, proof of income, and other documentation. The agency offers flexibility in documentation requirements on a case-by-case basis.
Payment Plan Options for Residents (01:18:59)
Residents can enroll in payment plans for water bills twice a year, provided they stay current with the payments.

The city offers residents the option to enroll in payment plans for water bills up to two times a year, as long as they maintain timely payments on the plan.
Water Rate Comparisons and Affordability (01:19:37)
Discussion on maintaining affordable water rates compared to other communities, despite regulatory and service challenges.

The city discussed its efforts to maintain affordable water rates compared to other communities in Michigan. Factors affecting rates include regulatory requirements, service improvements, and infrastructure costs. The city aims to stay among the most affordable water systems in the state.
Inflationary Pressures on Water System (01:27:01)
Significant inflationary pressures on the water system include increased costs for sludge disposal, chemicals, and construction.

The city faces significant inflationary pressures on its water system, including rising costs for sludge disposal, chemicals, and construction projects. Efforts to manage these costs include optimizing operations and exploring financial strategies to minimize rate impacts.
Odor Remediation Efforts and Progress (01:34:00)
The city has made significant investments in odor remediation, leading to a reduction in odor levels from wastewater treatment.

The city has invested heavily in odor remediation efforts, resulting in a significant reduction in odor levels from the wastewater treatment plant. Projects such as the G pipe reroute have contributed to this progress, with continued efforts planned to further reduce odors.
Quality of Life and Governance Discussion (01:37:10)
Discussion on the importance of stakeholders in community projects impacting quality of life, with emphasis on cost and odor concerns.

The discussion focused on the engagement of community stakeholders in the decision-making process for projects affecting quality of life. The importance of balancing cost and odor concerns was highlighted, and the involvement of individuals like Elizabeth Washington was mentioned. The goal is to ensure that projects satisfy a wide range of community needs and improve the quality of life.
RFI with Biosolids and Governance (01:38:18)
Acknowledgement of efforts to address biosolids management as a quality of life issue and fiscal responsibility.

The conversation acknowledged the work being done regarding the Request for Information (RFI) related to biosolids. This was praised as an example of good governance, addressing a major quality of life issue while ensuring fiscal responsibility and stewardship of tax dollars.
Community and Water System Importance (01:39:49)
Emphasis on the communal effort and importance of water systems as foundational to civilization and community health.

The discussion highlighted the reasons for community collaboration in managing water systems, which are foundational to civilization and community health. It was emphasized that water and wastewater treatment systems are critical, even more so than healthcare systems, for ensuring community well-being.
Public Concerns on Water Rates (01:43:01)
Addressing public concerns regarding water rate increases and their impact on everyday life and affordability.

Public concerns about increasing water rates and their impact on affordability for everyday life were discussed. The need to communicate the importance of water systems and the costs associated with maintaining them was emphasized, acknowledging the challenges faced by those struggling to pay bills.
Appreciation and Closing Remarks (01:44:02)
Appreciation expressed for the team's efforts and closing remarks for the work session, noting the upcoming business meeting.

The session concluded with expressions of appreciation for the team and their dedication to the community's water systems. The importance of the work being done was acknowledged, and the session adjourned with a reminder of the upcoming business meeting.