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BOARD AGENDA Regular Meeting PULASKI COUNTY Sept. 14, 2010

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.

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BOARD AGENDA Regular Meeting PULASKI COUNTY Sept. 14, 2010

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  1. 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.

  2. BOARD AGENDA Regular Meeting • PULASKI COUNTY Sept. 14, 2010 • PUBLIC SERVICE AUTHORITY 9:00 a.m. ITEM 1. Citizen Comments

  3. 2. Finance • a. Follow-up from May Board Meeting: • Report on Balance of Sewer Revenues and Expenditures • b. Review of Financial Report • c. Balance Due & Lien Report • d. Budget Adjustments • e. Billing Adjustments • f. Accounts Payable

  4. 3. Operations • a. Minutes of Previous Meeting • b. Inmate Availability Report • c. Drop Site Total & County Landfill Tonnage Report • d. Personnel Changes • e. Rescheduling of November 2010 meeting • f. James Hardie Request for Waiver of Penalty/Interest • g. Dora Highway Drop Site Relocation • h. Meter Tampering Fee • i. Commerce Park Utilities • 1. Bid Results • 2. Resolutions/Documents • j. Dublin Area Sewer System • Sun Valley Apartments Connection Fees

  5. 4. Informational Items a. Dublin Area Sewer System 1. Town of Dublin Billing Agreement & Summary Listing 2. Notice of Connection to Sewer System 3. Start-up of Billing Services 4. SERCAP Grant Allocation De- obligation b. Garbage Truck Accident c. Mack-Clauser Water Damage 6323 Church Street in New River

  6. 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

  7. 6. Other Matters 7. Adjournment

  8. 1. Citizen Comments – We have not received any requests from citizens to be placed on the agenda.

  9. 2. Finance - (Items having significant financial impact on the Authority)

  10. a. Follow-up from August Board Meeting: • Report on Balance of Sewer Revenues and Expenditures

  11. b. Review of Financial Report – Board members have been supplied with copies of the revenues and expenditures summaries.

  12. c. Balance Due & Lien Report – The following are the balance due and lien reports:

  13. d. Budget Adjustments – Board members have been provided copies of budget adjustments for review and approval.

  14. e. Billing Adjustments - Adjustments totaling $5,306.87cr. are submitted for review and approval by the Board. f. Accounts Payable - Review and approval of the accounts payable is requested.

  15. 3. Operations: a. Minutes of Previous Meeting - Minutes of the August 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 August.

  16. c. Drop Site Total & County Landfill Tonnage Report: DROP SITE TOTAL FOR THE MONTH OF AUGUST 2010

  17. County Landfill Tonnage – August 2010 (County customers & Refuse Department Haulers) Commercial Residential Tires Brush 1671.56 1119.32 960 52.30

  18. d. Personnel Changes – Board members have been provided a listing of personnel changes.

  19. e. Rescheduling of November 2010 meeting - The Virginia Association of Counties Annual meeting is being held from Sunday, November 7th through Tuesday, November 9th. In order to allow Frank Conner and I to attend the full conference, I would like to ask the Board to consider rescheduling the November PSA meeting to Wednesday, November 10th or Tuesday, November 16th.

  20. f. James Hardie Request for Waiver of Penalty/Interest -  James Hardie is requesting a waiver of $7,299.66 in penalty and interest charges from July and August.  There had only been one previous waiver of $446.40 for Nove mber 5, 2009. The company’s request is based on their recognition of the payment problem which resulted in termination of the employee who was not paying the bills in a timely manner. Previously, the company had been assessed and paid penalty and interest charges in October, 2009, and January and February 2010. It is recommended that the company’s request be granted based on their having addressed the issue and the amount of their PSA billings (which have been $30,000 to $70,000 per month over the past year).

  21. g. Dora Highway Drop Site Relocation – As a follow-up to the Honeywell property site visit by the PSA Board, agreement with the Town of Pulaski’s proposal to replace the Dora Highway with the Honeywell property is recom mended following: 1. Receipt and favorable review of documents describing the environmental condition of the site; 2. A clean Phase 1 Environmental Report done by an independent firm; 3. A plan for addressing run-off from the drop site property; 4. Agreement by the Town to pave and install loading ramps on the property; and 5. Donation of the property by Honeywell to the Town.

  22. h. Meter Tampering Fee – The PSA billing staff and I wanted to inform the PSA Board of the application of a $100 meter tampering fee related to Mr. A.V. Fiore turning his water back on.

  23. i. Commerce Park Utilities 1. Bid Results – Board members have been provided bid results for the first of five bids for the Commerce Park Utility Project resulting in an initial overrun of $540,888.30 as well as the engineer’s recommendation for an award by the PSA. Board members have been provided a meeting summary provides a plan for reducing this overage pending the receipt of bids for the remaining project components. While the total overrun is covered by the existing contingency, all other bids have to come in at or below the engineers estimate for the project to be

  24. completed within budget. Also provided to Board members was correspondence to Christy Straight of the Planning District Commission describing how an overrun would be addressed should the remaining bids result in higher than expected total project cost as required by the funding agencies. In order to avoid a repeat of this overrun on remaining bids, I have asked Draper Aden to examine all remaining cost estimates very carefully and have been provided with a budget for the overall project.

  25. 2. Resolutions/Documents – Board members have been provided the following items related to the administration of the Rural Development loan for the Commerce Park Utility project: a. Audit Agreement b. PSA Code of Conduct c. Loan Resolution Also provided to Board members is the letter of conditions describing the terms of the proposed loan.

  26. j. Dublin Area Sewer System • Sun Valley Apartments Connection Fees – Mark Roop, manager of Sun Valley Apartments is requesting a reduction of the normal $500 connection fee based on the connection of 18 duplex units to the sewer system (total due of $4,500 rather than $9,000). The PSA policy had been to provide a 50% reduction where 20 or more connections were being purchased in bulk. The request is recommended by myself and Bill Parker based on the fact the company was already a paying Town of Dublin customer and had expended approximately $6,000 for redirecting sewage from being pumped into the Dublin sewer collection system to gravity flow into the newly built PSA system.

  27. 4. Informational Items a. Dublin Area Sewer System 1. Town of Dublin Billing Agreement & Summary Listing – As requested by the PSA board at the August meeting, Bill Parker provided a summary of items to be done by the Town in exchange for the 4% fee and the agreement was subsequently signed. Board members have been provided both the agreement and the supplemental listing.

  28. 2. Notice of Connection to Sewer System – Board members have been provided a letter to new PSA Sewer customers informing them of the availability of service. The notice is being placed in the doors by Lane Penn as individual sewer collection lines become operational. As noted in the letter, residents are being given six months to connect to the system prior to the initiation of non-user fees.

  29. 3. Start-up of Billing Services – In order to match up to the Town of Dublin utility billing cycle, billing for newly connected PSA sewer customers in the Dublin area will be sent out on October 1 for September usage.

  30. 4. SERCAP Grant Allocation De-obligation - Board members haven been provided a letter from SERCAP de-obligating the $40,000 allocation as a community project for the subdivision sewer system.   We learned that we should have been paying the contractor directly and seeking reimbursement through the PSA as a community project.  However, we were submitting pay requests on behalf of the contractor and SERCAP was reimbursing them directly.  It was discovered that the IPR program (for individual's seeking assistance) has more funds at the present time than the community assistance program.  Therefore, SERCAP has advised us to continue submitting the applications as such and they will continue processing them as they are approved, or until the funds run out.

  31. b. Garbage Truck Accident – I am very grateful that the PSA staff and the driver of the car were spared injury on Monday, September 6th when a car was driven into the back of a rear- load garbage truck. Due to a combination of sun and spray snow that had been applied to her windshield, the driver of the car never saw the garbage truck and ran into the left rear step where one of the two rear workers had just been standing prior to walking to the other side of the vehicle to help his co-worker lift a load into the hopper. The driver of the car was charged and all appropriate procedures followed by the County staff including notification of the County’s

  32. insurance, performance of a drug test, photo documentation of the factors involved in the accident, relieving the three person crew for the remainder of the day and offering counseling services if desired.

  33. c. Mack-Clauser Water Damage 6323 Church Street in New River- The Mack-Clauser’s have submitted a damage in the amount of $1,944.06 of which $1,444.06 was paid by their insurance company who is now seeking settlement from the PSA’s insurance. We will keep you informed of any complications.

  34. 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.

  35. 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

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