•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 Regular Meeting

PULASKI COUNTY Oct. 12, 2010PUBLIC SERVICE AUTHORITY 9:00 a.m.ITEM

1. Citizen Comments

2. Financea. 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 Reportc. Balance Due & Lien Report d. Budget Adjustmentse. Billing Adjustmentsf. Accounts Payable

g. Water Treatment Plant Repairs h. Hubbard Way -Request for Sewer Servicei. Subdivision Sewer and Highland Park Sewer Funds for Skyview Subdivision Sewerj. Computer Purchasek. Online Payments

3. Operationsa. Minutes of Previous Meetingb. Inmate Availability Reportc. 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 Bondsf. 2010 Water and Wastewater Rate

Data

4. Informational Itemsa. Dora Highway Drop Site Relocationb. Commercial Curbside Recyclingc. Summary of Commerce Park/Pulaski

Project meetingd. Irene Hicks Accounte. 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 parksb. 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 constructione. Evaluation of “radio read” water meter optionf. Lakewood Estates emergency

management plang. Drop Center location serving South side of Claytor Lakeh. 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 FeeWATERNumber Fee Notes1-5 $ 500 Increase from $350 due to material costs6-10 $ 300 Developer pays for tap, setter and meter11-15 $ 275 Developer pays for tap, setter and meter16-20 $ 250 Developer pays for tap, setter and meter20 + $ 200 Developer pays for tap, setter and meterSEWERNumber Fee Notes1-5 $ 500 No change6-10 $ 300 Developer pays for tap and cleanout11-15 $ 275 Developer pays for tap and cleanout16-20 $ 250 Developer pays for tap and cleanout20 + $ 200 Developer pays for tap and cleanout

The above costs are for service where a line is directly adjacent (either at or across a two-lane 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. Discounts for more than 5 connections provide a differential for developers

installing their own lines, meter setters and meters.

c. The protection against unusual costs provides the PSA with some budget

protection.d. 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 e- mail 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 TOTALFOR THE MONTH OF SEPTEMBER

2010 Site Trips Tons Tons per haul Dora Highway 29 70.09 2.42 Dublin 28 100.51 3.59 Fairlawn 7 49.06 7.01 Totals 64 219.66 3.43

County Landfill Tonnage – Sept. 2010(County customers & Refuse Department

Haulers)

Commercial Residential Tires Brush 1571.82 1017.85 475 58.38

d. Personnel Changes –

1. 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).

2. Ron Coake, County Engineer has announced his retirement

effective January 1, 2011. 3. 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 e- mails 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. 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;

2. 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. 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; and4. 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. 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

constructione. Evaluation of “radio read” water

meter optionf. Lakewood Estates emergency

management plang. Drop Center location serving South

side of Claytor Lakeh. Evaluation of joint negotiation of rail

crossing fees