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HomeMy WebLinkAbout3/6/2006 - Special March 6, 2006 135 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 March 6, 2006 The Board of Supervisors of Roanoke County, Virginia, met this day atthe Noel C. Taylor Municipal Building, 215 Church Ave, SW, Roanoke, Virginia, for the purpose of a joint meeting with the Roanoke City Council and the Western Virginia Water Authority. IN RE: CALL TO ORDER (CITY OF ROANOKE) Mayor Harris called the meeting to order for Roanoke City Council at 12:03 p.m. The roll call was taken. MEMBERS PRESENT: Mayor C. Nelson Harris; Vice-Mayor Beverly T. Fitzpatrick, Jr.; Council Members M. Rupert Cutler; Alfred T. Dowe, Jr.; Sherman P. Lea; Brenda L. McDaniel; Brian J. Wishneff MEMBERS ABSENT: Council Member Wishneff STAFF PRESENT: Darlene L. Burcham, City Manager; William M. Hackworth, City Attorney; Jesse A. Hall, Director of Finance; Rolanda B. Russell, Assistant City Manager for Community Development; James Grigsby, Acting Assistant City Manager for Operations; Troy A. Harmon, Municipal Auditor; Mary F. Parker, City Clerk IN RE: CALL TO ORDER (COUNTY OF ROANOKE) Chairman Wray called the meeting to order at 12.06 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Michael A. Wray; Vice-Chairman Joseph P. McNamara; Supervisors Michael W. Altizer; Joseph B. “Butch” Church; Richard C. Flora March 6, 2006 136 MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; John M. Chambliss, Assistant County Administrator; Dan O’Donnell, Assistant County Administrator; Diane D. Hyatt, Chief Financial Officer; Teresa Hall, Public Information Officer; Mary V. Brandt, Acting Clerk IN RE: CALL TO ORDER (WESTERN VIRGINIA WATER AUTHORITY) Chairman Cutler called the meeting to order for the Western Virginia Water Authority at 12:09 p.m. The roll call was taken. MEMBERS PRESENT: Chairman M. Rupert Cutler; Vice-Chair Michael W. Altizer; Directors Elmer C. Hodge; Darlene L. Burcham; H. Odell “Fuzzy” Minnix; Robert Lawson; John B. Williamson, III MEMBERS ABSENT: None STAFF PRESENT: Gary Robertson, Executive Director, Water Operations; Michael McEvoy, Executive Director, Wastewater Services; Bruce Grant, Director of Finance and Administration; Robert Benninger, Director of Water Operations; Robert Fronk, Manager Utility Line Services; Roger Blankenship, Engineer; Harwell M. Darby, Jr., Authority Counsel; Mary Sweeney, Assistant Clerk IN RE: WELCOME AND INVOCATION Mayor Harris welcomed those present and gave the invocation. He announced that Dr. Rupert Cutler, Chairman of the Western Virginia Water Authority, would act as meeting facilitator. Lunch was served from 12:12 p.m. until 12:30 p.m. March 6, 2006 137 IN RE: WESTERN VIRGINIA WATER AUTHORITY Dr. Cutler introduced the Western Virginia Water Authority (Authority) Board of Directors and staff members that were present. He advised that Gary Robertson and Mike McEvoy would deliver a joint PowerPoint presentation. Dr. Cutler asked Mr. Robertson and Mr. McEvoy to distribute the Authority’s Comprehensive Annual Financial Report for the year ended June 30, 2005, to those present. IN RE: EIGHTEEN-MONTH OVERVIEW OF OPERATIONS Mr. Robertson reported that the merger of the respective County and City Utility Departments was almost complete. He advised that this merger had involved the assimilation of employees, procedures, facilities, and equipment. Mr. McEvoy reported that the biggest challenge was the development and implementation of a new consolidated billing system. He advised that the Authority has worked hard to improve customer satisfaction and has recently added new technology to measure customer service indicators such as telephone wait time. He added that Mr. Robertson had recently completed the integration of the water laboratories and operations. Mr. Robertson reported that the Authority moved its headquarters to the Coulter Building in the Spring of 2005. He advised that having a central location resulted in increased operational efficiencies and greater convenience for customers. The average number of walk-in customers is 175 per day. He advised that the two biggest problems reported by customers were water leaks and the dissatisfaction with March 6, 2006 138 estimated bills. To address these issues, the Authority is implementing several meter reading initiatives including moving from quarterly to bimonthly meter reading for residential customers, using contract meter readers on a trial basis, improving route efficiencies, replacing large meters, and continuing the installation of automatic meters for all accounts. He added that the Authority plans to move to monthly meter reading for all accounts and to replace all old meters within five years. Mr. McEvoy reported that the water pollution control plant upgrade, a $50 million capital project, is now 65 percent complete. The Authority’s customers funded 75 percent of this project with the remaining portion being funded by Botetourt County, the City of Salem, and the Town of Vinton. Mr. Robertson added that this upgrade will increase the peak flow capacity of the plant and allow the Authority to improve its management of wet weather events. The project should be completed by July 2007. Mr. McEvoy advised that inflow and infiltration represents a significant expense for the Authority. He stated that the Authority has begun a public education program entitled “The More You Know, the Better You Flow” aimed at getting home owners to disconnect downspouts and sump pumps from the sanitary sewer system. He reported that the Valley has two sewer systems: a storm water system to handle runoff and a sanitary system that ties into the water treatment plant. He advised that the collection system plan required by the state, due in January 2007, is complete. This plan specifies how the Authority will manage the collection system over the next 20 years for operations and capital improvements. He advised that currently, the largest March 6, 2006 139 inflow and infiltration project underway is the replacement of the Mudlick Creek interceptor, also known as the Garst Mill project, which is a $12 million upgrade that will follow Mudlick Creek from Garst Mill Park to the Roanoke River. Mr. Robertson advised that one of the Authority’s goals had been to increase spending for capital projects. Prior to forming the Authority, the County and the City were allocating $2 million annually on water and sewer improvements. In the coming year, the Authority has budgeted over $5 million for water and wastewater improvements. He stated that these infrastructure improvements will ultimately result in more effective service to customers by minimizing service interruptions due to water line breaks, improving water pressure and flow delivery, reducing property damage from sewer backups, and reducing frequency of overflows from the water pollution control plant. Mr. Robertson reported that the Authority has implemented technology upgrades that incorporate real-time flow measurement within the sewer system, real- time security monitoring and operation of its remote facilities, and the development of computer models of the water and sewer systems to improve and maximize the systems. He advised that the Garst Mill project was identified using the computer models. Dr. Cutler inquired if the flow measuments pertained to customers outside the Authority’s jurisdiction. Mr. Robertson responded that the measurements allow the March 6, 2006 140 Authority to control the flow coming from other localities indirectly and that the Authority charges localities based on metered flow into the system. Mr. McEvoy reported that the Authority’s website has approximately 300 pages of information and receives approximately 6,000 visits per month. The Authority has also integrated the County and City Geographic Information Systems (GIS) and added a mapping overlay of the water and sewer systems that is expected to be available on the website in the spring of 2006. He advised that the Authority has developed a work order system in conjunction with the City that ties into the GIS system and allows users to view the work order history behind the various parts of the system. The Authority also plans to provide online viewing of accounts and payment processing within the next fiscal year. Mr. McEvoy advised that the Authority has been an active participant in the community. United Way has recognized the Authority as the “Best New Agency” and for running effective campaigns. He reported that the Authority was a letter sponsor in the American Cancer Society’s 2005 Relay for Life. In addition, the Authority has reached 2,500 area students with conservation programs, fielded teams for Valley- wide clean up events, and sponsored an award for the regional science fair. IN RE: STATUS OF RATE EQUALIZATION PLAN Mr. Robertson reported that year two of the six-year rate equalization plan has been implemented and the Authority is on schedule to fully implement the plan in 2010. All customers have been converted to a meter-based billing structure and receive March 6, 2006 141 monthly statements. Mr. McEvoy advised that the Authority rates for water and wastewater are below the statewide average and will remain so based on the available projections. He stated that in 2005; the average City residential bill was $29.55, the average County residential bill was $38.75, and the average bill statewide was $41.53. IN RE: WATER MAIN REPLACEMENT ALONG HOLLINS ROAD CORRIDOR Mr. Robertson advised that approximately 40 miles of 12-inch cast iron pipe was installed in the City of Roanoke from 1945 to 1960. Although the expected service life for cast iron pipe is over 100 years, the break history on this pipe is greater than expected due to poor manufacturing processes after World War II. Therefore, the Authority will be replacing this pipe. He reported that sections of the pipe have been replaced along Orange and Brambleton Avenues. The next section to be replaced will be along Hollins Road. He advised that this replacement will be accomplished in two phases: the first phase will replace 4,100 linear feet of 12-inch water line between Liberty Road and Plantation Road at an estimated cost of $500,000; the second phase, which is still under review, will replace 5,900 linear feet of 12-inch water line between Liberty Road and Orange Avenue. Mr. Robertson added that the Authority plans to coordinate repairs with the City during phase two because approximately 7,500 vehicles per day travel this section of road. Two construction options are currently under evaluation for the project: the conventional method vs. trenchless technology. March 6, 2006 142 IN RE: WATER SUPPLY PLAN Mr. Robertson reported that the state passed legislation in 2005 requiring each locality to develop a water supply plan. These plans must be submitted within three to six years depending on the size of locality and whether the plan is local or regional in nature. He advised that the six-year time frame applies to regional water supply plans. The City has passed a resolution in support of a regional plan, and the County is now considering this option. He stated that the Roanoke Valley-Alleghany Regional Commission has agreed to coordinate the development of a regional plan. He advised that the Authority has tentatively agreed to participate and plans to use a modified and expanded version of the 2002 Long Range Water Supply Plan prepared by Black and Veatch as the basis for the development of this regional plan. All localities that participated in the Black and Veatch study have agreed to participate, as well as the Towns of Rocky Mount and Boones Mill. He added that the City of Salem is considering participation. Dr. Culter asked if Mr. Robertson could report on the American Electric Power (AEP) re-licensing for its Smith Mountain Lake project and the effect this undertaking could have on the use of Smith Mountain Lake as a future water source. Mr. Robertson responded that according to the plan prepared in 2002, local demand is expected to exceed current capacity in 2050 by approximately 12 million gallons a day, and the Authority’s next available water source is Smith Mountain Lake. AEP’s license with the Federal Energy Regulatory Commission for its Smith Mountain Lake project is March 6, 2006 143 due for renewal, and he reported that he had attended several of the re-licensing meetings. Mr. Robertson noted that Bedford County is currently taking water from Smith Mountain Lake for its public water supply. As part of the re-licensing process, future water uses over the next 40 years have to be identified. It is hoped that consideration will be given to the Authority’s future requirements and that this will alleviate the necessity for a full environmental assessment when it becomes necessary for the Authority to use the lake as a water source. Mr. Robertson reported that the 2002 plan to be used as the basis for the regional water supply plan is four years out of date but would supply approximately 80 percent of the necessary data required by the state. Dr. Cutler advised that the Smith Mountain Lake organizations are not concerned with the Authority’s future needs as they realize these needs are minor in comparison to AEP’s needs. Mr. McEvoy added that he has been working with the Smith Mountain Lake groups and that his efforts have engendered good will for the Authority. IN RE: GOAL FOR FUTURE EXPANSION OF THE AUTHORITY Mr. McEvoy advised that the Authority sees itself as a regional organization and hopes that other localities will join or enter into partnerships with the Authority. He reported that the Authority participates in quarterly meetings with the City of Salem, the Town of Vinton, and Botetourt County to discuss water and wastewater March 6, 2006 144 issues. In addition, the Authority is working on a joint sewer replacement project with the City of Salem. Mr. McEvoy reported that Scott Shirley, Wastewater Plant Manager, has initiated meetings with other localities across the state to discuss mutual aid for water and wastewater utilities during emergencies. Mr. Shirley has also developed partnerships with the Virginia Departments of Environmental Quality, Health, and Emergency Management, and the various agencies that represent water and wastewater plants in the State. Mr. McEvoy noted that the Authority hopes to have a page on the Department of Emergency Management’s website to provide mutual aid information to other utilities available this summer. Mr. McEvoy advised that the Authority has hosted a water supply planning seminar, two wastewater collection conferences, and a joint delegation from Wilmington, North Carolina, and Hanover County, North Carolina, to discuss the creation of a regional authority. Mr. McEvoy stated that the Authority is moving toward a business model of operations and is open to partnerships not only with other localities but also with private utilities and institutional customers. He added that the Authority is working to position itself as a leader in the water and wastewater industry and that the Authority’s staff is active in various trade associations in the state. Dr. Cutler requested Mr. Williamson, Chairman of the Audit Committee, to comment on the results of the Authority’s first audit. Mr. Williamson stated that the March 6, 2006 145 Authority received a clean first audit, which was quite an achievement for a new organization. Dr. Cutler requested a summary of services purchased by the Authority. Mr. McEvoy responded that the City provides information technology assistance, internet and phone services, radios, and hosts the Authority’s website. He added that the County is providing fleet services, payroll, and general ledger services. The Authority has also outsourced payment processing and road paving with private companies. Dr. Cutler asked if there were any comments or questions for Mr. Robertson and Mr. McEvoy. Mr. Wray inquired if the Board members had any questions or comments. Mr. Church declared that the citizens we represent want to know that they will get consistent service at a fair price and that we have delivered what we promised. Mr. Altizer commented that the Authority has done a great job in its first eighteen months of operation and that credit is due to the Authority’s employees. Mr. Wray added that the leadership of Mr. Robertson, Mr. McEvoy, and the Authority Board of Directors has been an important part of the Authority’s success. Mr. Fitzpatrick commented that after the water battles of the past years, the formation of the Authority is a great accomplishment. Mr. Dowe inquired if there was anything the Board or Council could do for Mr. Robertson and Mr. McEvoy. Mr. Robertson responded that both he and Mr. McEvoy have had great support from the Board and Council and that this support has contributed to the Authority’s success. Mayor Harris 146 March 6, 2006 concluded that he appreciated the opportunity to hold this joint meeting and that he looked forward to future updates. IN RE: OTHER BUSINESS None. IN RE: ADJOURNMENT Mayor Harris declared the Roanoke City Council meeting in recess at 1 :31 p.m. Chairman Wray adjourned the Roanoke County Board of Supervisors meeting at 1 :33 p.m. until Wednesday, March 8, 2006, at 5: 15 p.m., for the purpose of a joint meeting with the Roanoke County School Board to be held at the School Administration Building, 5937 Cove Road, Roanoke, Virginia. Chairman Cutler adjourned the Western Virginia Water Authority Board meeting at 1 :35 p.m. Submitted by: Approved by: . ~ ~~Q~lA) Michael A. Wray Chairman