Thought Leadership

Top 5 first quarter best practices for city managers & administrators

By Bart Fischer, Senior Public Administrator, WSB

As New Year’s Day begins to fade and we launch full steam into 2020, I take the opportunity to reflect on my time as a City Administrator in cities both large and small as well as discuss with colleagues those things administrators & managers should be mindful of at the start of each year.  The following are five areas of importance that municipal executives should consider.

Strategic & Comprehensive Plan

Most organizations have a strategic or comprehensive plan.  These can be extensive and far reaching with a mission, values, goals, and implementation strategies set by the council, board, staff, and strategic stakeholders, or they can simply be a short list of priorities the council has established.  If a community or organization does not have clear direction, the city administrator should first consider finding the best way to accomplish setting a clear direction.  This is something that the Mayor of Oakdale and I made a priority, especially when new councilmembers and staff were introduced into the organization.

Once in place, it is the role of the administrator and manager to implement the plan.  At the beginning of each year, one should consider how the plan for the previous year has gone, how and what the organization will need to implement the current year’s plan and start looking toward the creation and implementation of next year’s plan.

The beginning of each new year is an opportunity to reflect upon the past, evaluate the present, and prepare for the future.

New Councilmembers

The beginning of a new year often brings changes to the council and board.  New members can feel excitement for their new role as well an overwhelming feeling of uncertainty.  It is imperative that administrators and managers help guide and assist newly elected officials toward success in their new role.  Remembering that this could mean different things to each person and building a relationship with individuals is the key to deciphering how best to connect and communicate with them.

Provide the opportunity for success by connecting with each individual and guiding them toward team, organizational, and personal achievement.

Budget Process

As with strategic planning, the beginning of the year is the time to start laying the groundwork for the next budget.  Budgeting is truly a year-round process.  Once the annual budget is adopted in December, there is a short break and the process begins again early in the year.  Utilizing the strategic and comprehensive plans in planning and crafting the budget process for the year is imperative.  These documents provide the priorities of the council and board, and identify investments being considered.  During my time in Oakdale, the finance director and I would meet with each department head to strategize how best to incorporate the short-term needs of each department with the long-term goals of the council.

Ensure successful budget preparation by planning and crafting a framework for the process and incorporating strategic & comprehensive plans and goals.

Legislative Session & Priorities

With each new year comes a new Legislative Session and the opportunity for municipalities to advocate on behalf of priorities and projects of importance.  Having a relationship and building a connection with the Senators and House Members that represent your area is vital.  Being able to work with them toward the passage of those priorities and projects is essential.  They want to work on behalf of their constituents, so help them by having a list of priorities ready that they will advocate for.  Another valuable resource in this area is the League of Minnesota Cities (LMC).  Work with the LMC on your list and how to advocate with your Legislators.  Throughout my career, I have been part of the LMC’s policy committee process.  Consider taking advantage of this opportunity to have a voice in the legislative process for city issues.

Having a relationship and connection with your state elected officials, the LMC, and a list of priorities ready for them to advocate on your behalf is an important piece of the annual thought process for an administrator and manager.

Relationships & Connections

At the beginning of each year, take stock of and lean into those connections and relationships that will be vital to the success of the organization and you as a professional.  These might include connecting with county or surrounding municipal partners, key business or non-profit community contacts, state or federal elected officials, professional organizations such as the LMC, Association of Minnesota Counties, or the Minnesota City/County Managers Association.  And do not forget your family, friends, and neighbors who are invaluable in keeping you grounded and connected.  There have been many times when I have taken the opportunity to “bounce” thoughts and ideas off friends and neighbors to gather feedback even if they will not be the ones directly affected.

The value of connections and relationships at the professional and personal levels cannot be overstated.  Be strategic about fostering these relationships now for a successful year.

Conclusion

Creating plans, budgets, legislative priorities, integrating new councilmembers, and leaning into relationships & connections is an ongoing process; however, taking the opportunity to focus on them at the beginning of each year is an important aspect of municipal leadership and management.

What kind of things do you find essential to focus on in the first quarter of the year?  Comment below or message me to learn more about how WSB is helping communities achieve their vision and goals.

Solar Utility Micro-Grading

By Jeff Sandberg, Sr. Project Manager, WSB

WSB’s Renewable Energy Solar team continues to innovate in the industry and expand our expertise. Most recently we developed a system to quickly and efficiently analyze and compare solar site grading costs. Even a 6” cut or fill across a large site can result in substantial costs making a site less attractive, or impractical, for a developer. Analyzing rows and rows of solar panels conventionally has been tedious and time consuming. Our new, automated CAD processes makes the analysis more efficient and cost-effective.

Methodology

The automated processes uses Civil3D. It allows the user to input tolerances from different panel types and desired racking lengths to generate a proposed grading surface. The system produces a thematic mapping of grading cut and fill quantities for areas within the array footprint on a micro level.

Analysis & Results

As solar developers know, site grading costs can make or break a project. Being able to quickly and efficiently apply this technology to small and large sites allows a developer to compare, evaluate and determine which sites are most cost-effective from a grading standpoint. We can further refine array layouts to efficiently and cost-effectively fit within the site terrain, minimizing the amount of site grading required.

Similar technology takes structural pile plans and produces a plan and point file of X, Y, and Z coordinates. That information can be downloaded to the surveyor, in the field, to pinpoint the exact location and elevation of each individual pile in a project, anything from 1 MWac sites to 500 MWac sites and larger. 

Geography

As a national company, WSB can apply this process to any site around the country. Our Renewable Energy team has worked on renewable energy projects across the country and can provide a full set of services for solar projects; services include, but are not limited to, Critical Issues Analysis (CIA), Engineering and Site Planning Approvals, Construction Surveying, and Geotechnical Services.

What’s next?

WSB continues to develop techniques and solutions to ensure the success of client projects. From Site Selection software to automated Micro-Grading Analysis, WSB continues to innovate and lead the Renewables market.

Staying connected when public meetings aren’t possible

By Dan Pfeiffer, Director of Public Engagement, WSB

As many states across the country issue stay-at-home or shelter-in-place orders, our communities are still forging ahead behind the scenes with many infrastructure projects that are essential to our lives and economic health when we move beyond Covid-19. Many of these infrastructure projects rely on public engagement efforts to help guide decision-making and gain valuable feedback. Delaying project progress by canceling engagement activities is not an option when timelines and construction need to continue forward or when working in areas with shorter construction seasons.

There isn’t a one size fits all solution when determining ways to effectively engage with stakeholders. When typical engagement methods of in-person, small group and stakeholder relationships are not possible, staying connected to the public is still possible and effective.

Digital and Virtual Engagement Methods

Connecting with audiences virtually offers a more flexible audience who can engage where and when it’s convenient, but standing out amongst the noise and distractions can be challenging. It’s important to capture their attention right away since they are a mouse-click or new link away from not being engaged. Some effective tools include:

Engagement Methods When Barriers Exist

Barriers to participation in a digital environment exist. Access to internet, internet connection speed and computer literacy are all challenges that communities may face. When engagement is needed in communities that lack internet, cell service or other technology barriers, finding ways to connect with stakeholders requires some creativity. Some effective tools include:

Challenges Facing Our County Engineers

By Dave Enblom, Project Manager, WSB

We are in uncertain times. Things change around us daily and those changes are mostly out of our control. Over the weekend, I was thinking about how our county engineer peers and friends are coping. Ron Bray and I were discussing some of the challenges our partners are facing, and we kept coming back to these five things that county engineers should be thinking about right now. This is not a comprehensive list but a place to start. Please share any additional items you’re thinking about as you approach the rest of 2020.    

1. Understand the guidance being provided from the county board and state regarding operating procedures, such as office hours, office closures, work restrictions etc. How do these new policies affect the operations of the highway/public works department? Are there any modifications that can be made to these new policies that would allow the department to function more efficiently? Most of the new policies will impact other county departments more than highway maintenance, public works, construction projects, and engineering. These departments may be able to continue with minor adjustments to current operating procedures. Don’t be afraid to ask for deviation from the new policies if necessary.
2. Monitor staff morale and maintain open lines of communication. You may have to do more check-ins than normal, but it’s important that staff hear from you and have a way to provide feedback (challenges, capacity, health, etc.). When communicating, work to address all staff, including maintenance employees, and especially those in outlying shops. To the best of your ability, create an atmosphere of business as usual. We know our road systems had needs before the crisis, and those needs still exist. The better you communicate and keep a healthy staff morale, the more likely you can keep projects on schedule.  
3. Look for, and plan to, take advantage of any stimulus that comes from the federal and/or state governments. Past crisis situations brought significant money to the county road systems. The crises we’ve navigated in the past were predominantly financial in nature, while this one is both financial and medical, a double whammy. This could mean even larger stimulus packages. Specifically, look at current capital improvement plans for projects which can be moved up to a one- or two-year-time window. These projects should be larger priced projects, greater than $1,000,000. It’s likely that bridge projects will receive a positive review due to high need and publicity. Don’t be afraid of the federal programming requirements that come with these projects, the consultant industry is ready to help out in delivering if necessary. In the past, counties that planned and took steps to stay ahead of stimulus opportunities were rewarded with funding.
4. Be proactive and keep in touch with your District State Aid Engineer (DSAE). They should understand items being contemplated by MnDOT and of available funding. It is easier for a county to make one call than it is for the DSAE to make 10 calls. You may get more information from a phone conversation than from an e-mail so consider multiple communication methods. When talking to your DSAE, it is important to confirm existing project funding status and understand if there are any changes coming. In addition, learn more about other funding options available.
5. Make sure to leverage all resources available to you. From MnDOT to AGC to consultants and the industry, there is a lot of support. We are all in this together. Our industry has always pulled together when times were tough, and this situation is no different. You have more partners than you know, and most are just a phone call away.

Do your best to stay positive and share your optimism in all communications. The highway department will gain energy and action from county engineers. The communities and staff around you are looking for stability and your department can provide progress and a sense of normalcy. It might seem odd that communities look to road work for normalcy, but there is truth there. Our industry will play a big role in getting back to normal. Please don’t hesitate to contact me with any questions or if you need more information.

Spring flooding expected, new model warns asset managers about potential risks

By Nick Rodgers, Coastal Geomorphologist, WSB

2019 marked the wettest spring on record in the U.S. and with it came extensive flooding, affecting millions of Americans. The National Weather Service just released its 2020 spring flood outlook, predicting that flooding will be above average again. Minor flooding is expected in the spring, but recent warm winters have increased flooding by saturating soils before spring rains arrive. Like 2019, this spring is forecasted to bring above normal precipitation.

Large scale flooding damages infrastructure and displaces people from their homes. The 2019 floods caused millions of acres of farmland to go unused and transported the farms’ fertilizer to the Gulf of Mexico, creating a massive “dead zone” where fish cannot survive. Flooding can cause a “natural hazard cascade” where one disaster leads to more including erosion, landslides, and chemical contamination. The total cost of 2019 flooding is estimated to be $6.2 billion.

Our team at WSB recently developed a flood model to predict flood extent and help asset managers reduce damage to infrastructure. In general, these models can be used to assess risk for specific pieces of infrastructure, individual cities, or entire states. With this new flood model, we help asset managers determine risk by first predicting where flooding is most likely to occur. This information allows us to work with stakeholders to decide which assets are most vital. The process informs asset managers which critical assets are most likely to experience flooding and where flood risk is highest. Asset managers use limited resources to fight a seemingly unlimited amount of water. A strong understanding of risk is vital when deciding how to use limited resources for the next historic flood event. Although we cannot control the warm winters and wet springs that face us, we can control how we respond and prepare.

5G and Small Cell Infrastructure

The things to know about the world’s newest technology disruptor.

Terms such as 5G and small cell infrastructure are buzz words in today’s ever-changing innovative landscape, but what does that mean for the communities we live and work in?  Federal mandates are constantly being updated and new technology is replacing ‘old’ technology quicker than many can keep track of.  What was once cutting-edge is becoming obsolete faster and faster.  As the world continues to rely on more data, the demand for access to that data continues to grow.  Our technology-reliant world is driving carriers to build more towers and access points throughout the world.  As these initiatives continue to grow, the communities we live and work in are starting to prepare. Small cell infrastructure and 5G preparation can look different depending on the type of community you live in and where you are in the United States.

Here are 10 things to know about small cell infrastructure. 

1. What exactly is small cell infrastructure? The CTIA, an organization that advocates and represents the U.S. wireless communications industry, defines small cell as: Small radio equipment and antennas that can be placed on structures such as streetlights, the sides of buildings, or poles. They are about the size of a pizza box, and are essential for transmitting data to and from a wireless device.
2. Today, the United State is at critical mass for data. We play more games, we use more apps and the tools that power our daily lives rely on application-driven data. 5G brings greater speed, lower latency and the ability to connect more devices at once.
3. Federal mandates surrounding spectrum and capacity availability have been contentious throughout the years as politicians and communities gain more knowledge. The Federal Communications Commission (FCC) has developed a 5G FAST Plan, a comprehensive strategy to facilitate and accelerate the deployment of America’s high-speed internet access.
4. While other countries around the globe are advancing their technology infrastructure, the United States is taking steps to lead the world in 5G. The FCC is committed to increasing spectrum availability, updating infrastructure policy to encourage the private sector to invest and modernizing outdated regulations that will promote digital opportunities for all Americans.
5. Have we seen 5G before? Yes, several test markets have activated for large events, especially events that take place on a world-stage. States like California, New York, Colorado, Minnesota and Texas, all of which have high growth rates, have also been investing heavily in small cell infrastructure and 5G technology. Carriers are aggressively rolling this technology out in densely populated areas to more easily distribute data in high deployment areas. Additionally, large corporate headquarters are working closely with carriers to implement related projects and technologies.
6. Big goals and big legislation are driving the 5G movement. We’re working closely with municipalities throughout the United States to help them understand the processes that will be required and affected by small cell infrastructure. 
7. Small cell infrastructure is being implemented where the demand is highest. 5G not only increases coverage and speed but most importantly increases capacity, and that’s why carriers are focusing on densely populated areas first. 
8. 5G will still come from large cellular towers, but small cell infrastructure will be placed to increase capacity and data availability. Tower companies are working closely with carriers to deliver alternative solutions.
9. In 2017, the first federal mandate was implemented to say that cities around the country cannot say no to 5G infrastructure. The mandate states that cities and communities are not able to prevent 5G from happening, but they are able to set regulations that a carrier must abide by. The question is not whether communities will choose to participate, but rather if they’re prepared for it.
10. Small cell infrastructure will affect everyone from the most urban environments to rural towns. Cities are developing ordinances to regulate how small cell infrastructure is implemented throughout their communities. Several cities are developing permits, planner reviews and regulations to ensure that small cell infrastructure is structurally sound, aesthetically-pleasing and are protecting historically significant landmarks. 

Understanding lift stations

What is a wastewater lift station?

A wastewater lift station is a critical piece of infrastructure included as part of your sanitary collection system. While most wastewater generated by households, businesses, and industries is collected and conveyed via gravity through large interceptor pipes, lift stations collect the wastewater at a low point in the collection network and pump it to a higher elevation to the next gravity line or to a treatment facility.

What components make up a wastewater lift station?

In most cases, a wastewater lift station includes a wet well to temporarily store wastewater, two or more submersible pumps, pump float controls, piping, a valve vault, a control panel, radio communication devices, and a backup generator. The lift station pumps the wastewater through a pressurized pipe, known as a forcemain, which conveys the wastewater to the ultimate discharge point at a higher elevation.

What regular maintenance is required for a wastewater lift station?

Most cities have a sewer department that is responsible for regular maintenance of the wastewater collection system. Lift stations require regular attention to ensure all components are functioning appropriately. These include:

• Daily checks for obstructions or build-up of material that may clog the pumps
• Regular wet well cleaning
• Exercising of valves
• Jetting (high-pressure water), cleaning, and televising all collection system pipes on a 4 to 5-year cycle

What problems can arise from a poorly maintained wastewater lift station?

• In the event of a lift station failure, by either a forcemain break, power outage, or pump failure, wastewater will collect in the lift station wet well and backup into the collection system. This could result in sewer backups into homes or cause wastewater to overflow from the lift station to the surrounding environment.
• Wastewater lift stations are also susceptible to clogs from fats, oils, and grease (FOG) generated by restaurants and businesses, as well as “flushable’ rags from households and multi-unit residential buildings.
• Wastewater lift stations can be a source of bad odors that become a nuisance to neighboring properties. The smelly gas from the collected sewage is also highly corrosive and can damage the wet well structure, the piping, and pumps over time.

How much does it cost to fix a wastewater lift station?

Depending on the size, condition, and maintenance history of your wastewater collection system, the rehabilitation of an existing lift station can range from $75,000 to over $250,000.

How can you get help with concerns regarding your lift stations and collection systems?

Our Wastewater group can help your community assess the condition of your wastewater collection and conveyance system, and outline deficiencies that should be addressed in the City’s Capital Improvements Plan. We can complete a condition assessment report for all of your lift stations and provide estimated costs for any recommended rehabilitation. The report may include hydraulic analysis to address pump efficiencies, pump and forcemain capacities, allowing your city to plan and budget for any necessary infrastructure improvements.

Basic steps to flood prevention

Minnesota’s aging stormwater infrastructure is forcing communities across the state to re-evaluate their action plan.

As water levels continue to increase, so does the need for effective stormwater management systems. The Star Tribune pointed out some of the struggles facing Minnesota communities in their recent story, published on September 22. At WSB, we’re working closely with municipalities to help develop stormwater management planning. Here are a few ways communities can respond to the rising water levels:

1. Plan ahead. Identify areas of highest risk in your city early. Develop action plans that include back-up generators and pumps, sandbags, and resident notification.
2. Identify, map and maintain overland overflow routes for water bodies where feasible. These routes allow runoff to follow streets, property lines, and backyards while protecting homes from high flood levels. Inspect and enforce keeping these overflows clear – no fences or outbuildings that may block drainage.
3. Look for opportunities to build resiliency into the system. This may mean allowing for parking lot flooding to protect structures; constructing additional ponding retention with new developments; utilizing park space, public open space, and golf course greens for flood retention.

Beat the sleet – Winter preparedness

Klay Eckles, Sr. Project Manager, WSB

Minnesota winter is fast approaching; recent experience and climatologists tell us that our temperatures are warming, but also more moisture in the atmosphere promises more winter precipitation. Snow, sleet, freezing rain, and more snow. Are you prepared for what winter has in store for you and your facilities? The public has come to expect early and effective response to winter storms, and that puts pressure on operations staff to meet expectations regarding mobility and safety.

Effective snow and ice control starts with proper planning well in advance of the first snowfall. Indeed, with facility budgeting it often means planning 18 months or more in advance. Having a formal plan will help address the bad weather when it comes, and just as important, it will help justify budget requests needed to meet the increasing demands in the realm of snow and ice control. Most importantly, planning ahead will make you more effective in providing a safe environment for students. Safety is paramount; running out of material, short staffing, obsolete equipment, forgotten maintenance activities, and the inevitable “accidents” that result are preventable.

A good snow and ice control plan looks at much more than when and where to plow snow. It establishes criteria for measuring success–and gets the buy in from policy makers and officials on those criteria. It explores equipment, staffing, contractor, material needs. The snow and ice control program establishes the need and creates a justification for budgeting for the proper tools, equipment and staff to get the job done as everyone expects.

Ensure you are properly prepared for the coming weather. If you don’t have a formal snow and ice control program, or you’d like to make the one you have a more useful planning and communication tool, it’s not too late to ask for help.

Klay has worked in the public sector for over 34 years serving four different communities. He has experience in capital improvement planning, infrastructure planning, comprehensive planning, site master planning, facility expansion projects, and interagency partnership agreements.

Preparing for winter and chloride pollution: what you need to know

Ashley Hammerbeck, Project Manager, WSB

As your public works team begins to prepare for winter, they will undoubtedly be using road salt to accomplish the important task of removing ice from Minnesota’s roads and sidewalks to keep residents safe as they walk and drive. According to the Minnesota Pollution Control Agency, an estimated 365,000 tons of road salt are used each year in the Twin Cities metropolitan area alone. However, overuse of road salt can lead to chloride pollution which harms lakes and rivers and the aquatic species that live there – and in some instances, even pollutes our drinking water. Once road salts are dissolved in the aquatic environment, it is nearly impossible to remediate the pollution.

What exactly are chlorides?

Chloride salts are salts that contain chlorine (Cl). Chloride salts are used to de-ice our streets and soften our water. They are also a pollutant that can damage the environment as well as man-made structures if accumulated in large amounts.

How can chloride be harmful?

When salt is applied to roads, the ice melts and dissolves the salt which creates chloride runoff into lakes, rivers and aquifers. Similarly, the brine discharge from in-home water softeners is discharged to municipal wastewater treatment plants and ultimately reaches the environment. This chloride becomes very difficult – if not impossible – to remove from our water. Chloride can disrupt ecosystems, threaten aquatic species and wildlife, and make potable water undrinkable. In fact, it only takes one teaspoon of road salt to contaminate roughly six gallons of drinking water.

Chlorides are also corrosive, causing damage to vehicles, bridges and other infrastructure. This leads to more maintenance and ultimately more costs for residents and municipalities.

How can cities help curb chloride pollution?

Prevention
Road salt is one of the largest contributors to chloride pollution in Minnesota, but it is essential in keeping the public safe during icy winters. Earlier this year, Minnesota created a statewide chloride management plan for managing salt use and protecting our water resources in a strategic way. Municipalities are encouraged to review the plan to learn more. In the meantime, you can reduce chloride pollution by doing the following:

• Make sure road salt is stored and transported securely.
• Use a sprayed salt brine on pavement prior to snow and rainfalls to reduce your need for road salt.
• If it’s below 15 degrees, your typical road salt loses effectiveness. Consider other options like sand or other de-icers.
• Only apply road salt where needed and leave space between granules. Your average coffee cup holds enough salt for 10 sidewalk squares or a 20-foot driveway.
• Be deliberate about slowing down and capturing runoff stormwater from roads and urban areas.
• Educate the public on the risks of chloride pollution and offer alternative materials such as sand for use in de-icing.
• Provide information to the public on the local drinking water quality and the consequences of in-home softening systems.

Need help curbing your road salt usage or more information about chlorides in your water? Contact WSB.

Ashley’s experience includes water and wastewater process design, construction management, and contract execution for both municipal and industrial wastewater and water clients. Her work includes sanitary force mains, interceptors, and lift stations, water treatment and water distribution, WWTP and collection system rehabilitation, sanitary sewer odor control, biogas utilization, and sludge and biosolids handling.