Transcript No Slide Title

•Citizens comments are included on each
regular monthly meeting agenda. No prior
appointment is necessary to speak during the
citizen comments times.
•To speak on a particular agenda item, advise
the attendant at the door.
•To place an item on the Board's agenda,
please notify the County Administrator's Office
at least ten days prior to the Board meeting.
•Any citizen concern can be communicated to
the County Administrator by calling 980-7705
from 7:00 a.m. to 5:00 p.m. weekdays. All
citizen complaints are recorded and responded
to as soon as possible.
WHEN SPEAKING BEFORE THE BOARD, PLEASE
COME TO THE PODIUM AND GIVE YOUR NAME.
BOARD AGENDA
PULASKI COUNTY
PUBLIC SERVICE AUTHORITY
ITEM
1.
Citizen Comments
Regular Meeting
Oct. 12, 2010
9:00 a.m.
2.
Finance
a.
Follow-up from September Board
Meeting:
1.
Report on Voting Requirements
(Roberts Rules)
2.
Building America Bonds
3.
Update on Policy Related to
Phasing Reductions for Connection
Fees Request
b.
Review of Financial Report
c.
Balance Due & Lien Report
d.
Budget Adjustments
e.
Billing Adjustments
f.
Accounts Payable
g.
h.
i.
j.
k.
Water Treatment Plant Repairs
Hubbard Way -Request for Sewer
Service
Subdivision Sewer and Highland Park
Sewer Funds for Skyview Subdivision
Sewer
Computer Purchase
Online Payments
3.
Operations
a.
Minutes of Previous Meeting
b.
Inmate Availability Report
c.
Drop Site Total & County Landfill Tonnage
Report
d.
Personnel Changes
e.
Resolution Declaring the Intention To
Reimburse Certain Expenditures Made in
Connection with Water and Sewer
Facilities from the Proceeds of Bonds
f.
2010 Water and Wastewater Rate Data
4.
Informational Items
a.
Dora Highway Drop Site Relocation
b.
Commercial Curbside Recycling
c.
Summary of Commerce Park/Pulaski
Project meeting
d.
Irene Hicks Account
e.
Request from James Hardie for
Reconsideration of Penalty and Interest
Charges
f.
Current Dublin Area Sewer Billings
5.
Current Authorized Projects (Staff “to do”
list)
a.
Construction of water and sewer service
to mobile home parks
b.
Construction of Rolling Hills, Orchard
Hills, Vista, and Highland Park sewer
c.
Skyview/NRV Fairgrounds sewer
engineering and environmental reports
d.
Commerce Park Utility engineering,
easement acquisition and construction
e.
Evaluation of “radio read” water meter
option
f.
Lakewood Estates emergency
management plan
g.
Drop Center location serving South side
of Claytor Lake
h.
Evaluation of joint negotiation of rail
crossing fees
6.
Other Matters
7.
Adjournment
1.
Citizen Comments – We have not received any
requests from citizens to be placed on the
agenda.
2.
Finance - (Items having significant financial
impact on the Authority)
a.
Follow-up from September Board Meeting:
1.
Report on Voting Requirements (Roberts
Rules) - Robert's Rules of Order, state
that "It is generally smoother to do the
approval of the minutes also by
unanimous consent, although a formal
motion to approve them is not out of
order. Such a motion is not normally
unnecessary unless, for example, there
has been a dispute over the accuracy or
propriety of something in the
minutes. Whether or not a motion for
approval has been offered, the chair may
simply say,'If there are no corrections, the
minutes stand approved’”
We did not find any mention as to the ability
of members not present in the previous
meeting from being able to vote on the
minutes of the meeting they missed.
Therefore, it seems that Dr. Warren seconding
the motion to approve the minutes appears to
be in order, particularly when other members
are absent.
2.
Build America Bonds – The practical use of
Build America Bonds for the Skyview and/or
other PSA project was discussed with the
Virginia Resource Authority and the VML/VACo
Financing Authority. Both lending institutions
anticipate interest rates of approximately 4.5%
fixed for 20 years AFTER the application of the
35% Build America interest subsidy. By
comparison the interest rate currently offered
by Rural Development is 2.25% BEFORE the
application of any subsidy. Thus, we have not
submitted an application for additional
financing at this time.
Qualification of the Commerce Park utility
project for Build America interest rate subsidy
should result in a fixed rate of 1.4624% for the
38 year term of the loan.
3.
Update on Policy Related to Phasing
Reductions for Connection Fees Request –
Connection fees are assessed for a variety of
reasons. As a result, there is a wide variation
in connection fees charged by various
localities as documented in the Water and
Wastewater Rate Data enclosed under item
“3f”. Fees can be used:
a.
To compensate for line extensions paid
for by the locality;
b.
To build financial reserves for future
water supply needs; or
c.
To compensate for the basic cost of
providing new connections as has
historically been the case for the
Pulaski County PSA.
In keeping with this approach, I would like to recommend
phasing of volume discounts for connection fees as follows:
Proposal for Graduated Connection Fee
WATER
Number Fee Notes
1-5 $ 500 Increase from $350 due to material costs
6-10 $ 300 Developer pays for tap, setter and meter
11-15 $ 275 Developer pays for tap, setter and meter
16-20 $ 250 Developer pays for tap, setter and meter
20 + $ 200 Developer pays for tap, setter and meter
SEWER
Number Fee Notes
1-5 $ 500 No change
6-10 $ 300 Developer pays for tap and cleanout
11-15 $ 275 Developer pays for tap and cleanout
16-20 $ 250 Developer pays for tap and cleanout
20 + $ 200 Developer pays for tap and cleanout
The above costs are for service where a line is
directly adjacent (either at or across a twolane road) to the meter location. Line
extension, rock removal, creek crossings,
sewer line road borings over 30 feet or other
unusual costs would be added in to the
above fee schedule.
The above recommendation addresses the
following issues:
a. The cost of materials alone is currently
more than the PSA is charging for a water
connection. Thus, the proposed base rate
is increased from $350 to $500 for new
residential water connections.
b.
c.
d.
Discounts for more than 5 connections
provide a differential for developers
installing their own lines, meter setters and
meters.
The protection against unusual costs
provides the PSA with some budget
protection.
Matching water and sewer connection fee
schedules simplifies cost calculations
while reducing mistakes and
misunderstandings.
b.
Review of Financial Report – Board members
have been supplied with copies of the revenues
and expenditures summaries, as well as a
spreadsheet labeled “Maintenance for New
River Sewerage Authority” detailing the
quarterly maintenance costs for the Sewerage
Authority.
c.
Balance Due & Lien Report – The following are
the balance due and lien reports:
d.
Budget Adjustments – Transfer of $24,660
from reserves to contingency is recommended
as the combined additional cost of contracting
the repair of the water leak at Sheets and the
relocation of the water line at the Claytor Lake
exit.
e.
Billing Adjustments - Adjustments totaling
$3,491.67cr. are submitted for review and
approval by the Board.
f.
Accounts Payable - Review and approval of
the accounts payable is requested.
g.
Water Treatment Plant Repairs - There are
three floculators at the Water Treatment
Plant, two of which have been previously
replaced. The third one has failed and it is
recommended we proceed to replace it as an
emergency purchase. The anticipated cost is
$30,000. Staff proposes to purchase and
install the same brand we have in the other
two units. The flash mixer is also in need of
replacement and the anticipated cost is
$12,000. Currently the PSA budget includes
$25,000 for the replacement of these units.
It is recommended that the remaining
$17,000 be paid for from the funds currently
budgeted for Water Treatment plant
improvements.
h.
Hubbard Way Request for Sewer Service –
Mr. Ralph E. Clark of 6462 Hubbard Way
submitted a petition requesting installation
of sewer system to Hubbard Way. Ronnie
Coake advises the cost of the line would be
approximately $100,000, servicing 13
homes. Ronnie Coake calculates that the
proposed line can be installed for a non-user
fee of $30.16 and $40.50 per month for a
family using 4,500 gallons per month. A
community survey to determine the specific
interest at the above costs can be taken if
the Board so desires.
i.
Subdivision Sewer and Highland Park Sewer
Funds for Skyview Subdivision Sewer –
Board members have been provided an email from Robert Hilt with Rural
Development describing use of remaining
funds from the Subdivision Sewer and
Highland Park Sewer projects to extend
service to the Skyview Subdivision. I
recommend earmarking all remaining
funding for the Skyview/Fairgrounds sewer
service and applying for additional funding
as may be necessary. Ron Coake is updating
the cost estimate for this project in order to
confirm that the additional lines can be built
for the same monthly charges as are being
applied to other subdivisions in the Dublin
area.
j.
Computer Purchase – Information
Technology staff have reviewed the
condition of the computers being used by
PSA billing staff and determined the need to
purchase four new computers. The cost is
approximately $2,100 for the purchase of
four basic computers from Insight Systems.
Approval by the PSA Board for this purchase
from reserves is recommended.
k.
On-line Payments – Diane Newby, the
Treasurer’s Office and the PSA billing staff
have worked out for the PSA to piggyback on
the County’s use of Paymentus for receipt of
on-line payments. Working through
Paymentus, the PSA will be able to accept
debit, credit and e-check payments effective
shortly after October 18th. Customers using
this service will be charged a separate $2.75
fee for transactions of up to $300 by
Paymentus. Payment of more than $300 will
require multiple transactions including
reoccurrence of the $2.75 fee. This service
will be at no cost to the PSA. Due to
Paymentus issues, the PSA will not be
accepting American Express and Discover
cards.
3.
Operations:
a.
Minutes of Previous Meeting - Minutes of
the September 2010 meeting have been
provided for the Board’s review and
approval.
b.
Inmate Availability Report - Staff reports
the PSA generally had use of two inmates
per day for the month of September.
c.
Drop Site Total & County Landfill Tonnage
Report:
DROP SITE TOTAL
FOR THE MONTH OF SEPTEMBER 2010
Site
Dora Highway
Dublin
Fairlawn
Totals
Trips
29
28
7
64
Tons
70.09
100.51
49.06
219.66
Tons per haul
2.42
3.59
7.01
3.43
County Landfill Tonnage – Sept. 2010
(County customers & Refuse Department Haulers)
Commercial Residential
1571.82
1017.85
Tires
475
Brush
58.38
d.
Personnel Changes –
1.
2.
3.
Harry Hull, a seven-year employee at
the water treatment plant, has
accepted employment with the City of
Winston Salem as a chief operator of
a 25 million gallon per day plant (one
of three operated by the City).
Ron Coake, County Engineer has
announced his retirement effective
January 1, 2011.
Joe Rogers, Chief Operator at the
Water Treatment Plant announced his
retirement effective February 1,
2011.
e.
Resolution Declaring the Intention To Reimburse
Certain Expenditures Made in Connection with
Water and Sewer Facilities from the Proceeds of
Bonds - Webster Day recommends adoption of a
resolution in order to “recapture” land
acquisition costs as part of the Rural
Development financing of the Commerce Park
Utility project. This resolution allows the PSA to
be reimbursed for expenditures taking place up
to 60 days prior to the day the resolution is
adopted.
f.
2010 Water and Wastewater Rate Data –
Board members have been provided a
spreadsheet illustrating PSA utility costs as
compared with other localities throughout
Virginia.
4.
Informational Items
a.
Dora Highway Drop Site Relocation –
Board members have been provided
the acceptance letter to the Town of
Pulaski for the offer for the relocation
of the Dora Highway Drop Center.
b.
Commercial Curbside Recycling – Board
members have been provided a series of emails related to plans by Andy Coleman for
the establishment of a recycling company in
the County. It may be helpful for the PSA
and the Board of Supervisors to approve a
franchise exception specifically allowing
voluntary curbside collection of recyclable
materials to serve areas of sufficient
population density.
c.
Summary of Commerce Park/Pulaski
Project meeting – Board members have
been provided a summary of the
September 9th project team meeting.
d.
Irene Hicks Account 3343 Honaker Road, Draper
– Sharon Dressel, daughter of Irene Hicks, has
not made any of the $1,000 per month payments
toward the PSA’s offer to settle the Irene Hicks
account which currently totals $25,538.17 as of
October 1, 2010. In discussing the situation with
her, Ms. Dressel reports that these payments
have not been made due to difficult economic
times affecting three companies owned and
operated by her and her husband. I have asked
for a revised amount that the PSA could expect as
payment. In considering this matter, I
recommend the PSA set a 6-month deadline for
continuation of the September 2009 settlement
offer of $6,000 with the understanding that the
amount due should then be taken to court or
written off.
e.
Request from James Hardie for
Reconsideration of Penalty and Interest
Charges – James Hardie is asking for
reconsideration of $8,032.63 in penalty and
interest charges for missing their July and
August payments. James Hardie is making
this request based on the added
complications of paying corporate vs
residential bills, the lack of any significant
cost to the PSA for the missed payment, the
use of a 10% up front penalty in addition to
10% per annum interest charges, the lack of
complications in previous billings and the
company’s willingness to address the cause
of the problem. $7,415.19 of the amount
charged is for penalty while the remaining
617.44 is interest.
f.
Current Dublin Area Sewer Billings – There
are three types of sewer customers in the
areas being served by new sewer lines in the
Dublin area:
1.
2.
Those who did not previously have any
service and who are being billed $25.13
per month plus $4.50 per 1,000 gallons
of water used;
Approximately 80 customers previously
connected to previously installed main
collection lines currently paying $6.50
per month plus $4.50 per 1,000 gallons
of water used;
3.
4.
Four customers who paid $4,308
each for extending the previously
installed main collection lines
currently $6.50 paying per month
plus $4.50 per 1,000 gallons of water
used and who the PSA had previously
approved reimbursing $361.60 and
instituting a new charge of $25.13
per month plus $4.50 per 1,000
gallons of water used; and
Two households to whom $5,000
payments have been reimbursed to
the builder and who would be billed
$25.13 per month plus $4.50 per
1,000 gallons of water used.
In considering a means of reconciling these
billings, I would like to recommend the following:
1.
Gradually increase rates for the 80
customers described in item 2 above
from $6.50 minimum to $25.13. For
example: being notified in October
that the rate would be going to $15 in
February, 2011 and then to $25.13 in
May, 2011.
2.
Consider increasing the payment of
$361.60 to full reimbursement of
$3,808 ($4,308 less $500 connection
fee for the remaining four households
while simultaneously increasing their
minimum monthly bill to the full
$25.13. This change is recommended
since it would only take 19 months
for the $361.60 to be consumed by
the $18.63 increase in monthly
charges.
5.
Current Authorized Projects - The staff
currently has the following projects on their
“to do” list but we do not have any additional
information to report regarding these items at
this time.
a.
b.
c.
d.
e.
f.
g.
h.
Construction of water and sewer service
to mobile home parks
Construction of Rolling Hills, Orchard
Hills, Vista, and Highland Park sewer
Skyview/NRV Fairgrounds sewer
engineering and environmental reports
Commerce Park Utility engineering,
easement acquisition and construction
Evaluation of “radio read” water meter
option
Lakewood Estates emergency
management plan
Drop Center location serving South side
of Claytor Lake
Evaluation of joint negotiation of rail
crossing fees