* * * * * * * * * * Immediately preceding the Board meeting, Staff gave the Board a tour of Coles Run Dam. * * * * * * * * * * * * * * * * * * * *

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1 50 Augusta County Service Authority Regular Board Meeting, Thursday, June 21, 2012 at 2:20 p.m. Coles Run Dam and Water Filtration Building PRESENT: Larry C. Howdyshell, Chairman Nancy Taylor Sorrells, Vice Chairman Jeffrey A. Moore David R. Beyeler Jeremy Shifflett Larry J. Wills Kenneth Fanfoni, Executive Director Oscar Beasley, Deputy Executive Director William Monroe, Director of Engineering Pat Conroy, Treatment Operations Supervisor Kim Cameron, Senior Project Engineer Sheri Heflin, Board Secretary ABSENT: Tracy C. Pyles, Jr. TOUR OF COLES RUN DAM Immediately preceding the Board meeting, Staff gave the Board a tour of Coles Run Dam. INTRODUCTION OF NEW BOARD MEMBER Mr. Howdyshell welcomed Mr. Larry J. Wills to the Board. APPROVAL OF MINUTES Mr. Beyeler moved, seconded by Ms. Sorrells, to approve the minutes of the Regular Board Meeting of May 17, 2012, having been mailed to the members and no corrections being made. Messrs. Howdyshell, Beyeler, Moore, Shifflett, Wills, and Ms. Sorrells Mr. Pyles

2 51 PROGRESS REPORT The Progress Report for June is on file in the Secretary's office and was reviewed with the Board. COLES RUN RESOLUTION Staff discussed the numerous problems with the Memcor filtration system at the Coles Run Water Filtration Plant with the Board, including how the system needs to be shut down every three weeks for major maintenance, how it is unable to continually meet tighter VDH regulations on performance, and how the original filters have been replaced five times in 13 years of operation. Staff also discussed the project budget with the Board, and presented the Board with a Resolution Authorizing the Application for Funding of Coles Run Dam Improvements Through Virginia Department of Conservation and Recreation in Cooperation with the Virginia Resources Authority: Virginia Dam Safety, Flood Prevention and Protection Assistance Fund.

3 52 COLES RUN RESOLUTION (CONTINUED): After a tour of the filtration plant, Mr. Beyeler moved, seconded by Ms. Sorrells, to approve the Resolution as presented. Messrs. Howdyshell, Beyeler, Moore, Shifflett, Wills, and Ms. Sorrells Mr. Pyles Mr. Shifflett left the meeting at 3:50 p.m. HARRISTON SOURCE WATER PROTECTION To continue with the groundwater delineation program, the two Harriston wells were submitted to the Department of Environmental Quality (DEQ) and the Virginia Department of Health (VDH) under their Wellhead Protection Grant Program. The Service Authority requested $99,250 through this program and received $57,250. The remaining $42,000 is budgeted in the Service Authority s FY2013 Capital Budget. Staff recommends Board authorization to sign the Proposal for Developing a Groundwater Protection Plan for the Harriston Wells from Emery & Garrett Groundwater, Inc. in the amount of $99,250. Mr. Wills moved, seconded by Mr. Moore, to approve Staff s recommendation as presented. Messrs. Howdyshell, Beyeler, Moore, Wills, and Ms. Sorrells Messrs. Pyles and Shifflett

4 53 BERRY FARM AND DOOMS GROUNDWATER EXPLORATION Staff received a proposal from Emery and Garrett Groundwater, Inc. to perform geophysics for Berry Farm and Dooms area. Staff recommends that instead of performing the recharge study of the Berry Farm area that had originally been discussed, geophysics be performed on these properties in order to determine if future sources are available. The total cost for the geophysical work is $13,450, and will be taken from the budgeted general groundwater exploration fund. Currently, there is only one water source in Dooms, and the water connection with Waynesboro can only serve a portion of the area in the event the existing well cannot be used. Funds are budgeted for geophysics and a test well in the amount of $203,445, with the geophysical survey being $13,450. Staff recommends Board authorization to sign the proposal from Emery and Garrett Groundwater, Inc. for geophysics for the Berry Farm and Dooms properties in the amount of $26,900. Mr. Beyeler moved, seconded by Mr. Wills, to approve Staff s recommendation as presented. Messrs. Howdyshell, Beyeler, Moore, Wills, and Ms. Sorrells Messrs. Pyles and Shifflett GREENVILLE SEWER PROJECT UPDATE Five bids were received on June 12 for the Greenville Sanitary Sewer Project. The apparent low bidders are: Bid Type Contractor Bid Amount Engineers Estimate Base Bid Atkins Excavating, Inc. $2,847, $2,550, (force main on Route 11) Alternate Bid Fielder s Choice Enterprises, Inc. $2,875, $2,736, (gravity on Route 11) Due to the low additional cost for the 6,150 linear feet of gravity sewer line along Route 11, Staff recommends that the project include the gravity line. This also supports the Comprehensive Plan designation as an Urban Service Area. Staff has discussed with County Staff some options for deferring project costs. This item was presented to the Board for informational purposes only.

5 54 VRS RESOLUTIONS After discussions last month with the Finance & Audit Committee concerning the impact of the 5 percent required employee contribution to VRS Retirement, it was the Committee s decision to fund the employer and employee portions of the contributions. The FY2013 Budget, which the Board approved at the May 17 Board meeting, contained the amount necessary to fund the increased employer portion and the federal taxes on the increase in order to make the net impact on employees neutral. No rate increase to Service Authority customers was required to accomplish this. In order to meet the requirements of the 2012 General Appropriations Act Item 468 (H), the Board was presented with the following Resolutions for consideration and adoption:

6 VRS RESOLUTION (CONTINUED): 55

7 56 VRS RESOLUTION (CONTINUED): Mr. Wills moved, seconded by Mr. Moore, to approve the VRS Resolutions as presented. Messrs. Howdyshell, Beyeler, Moore, Wills, and Ms. Sorrells Messrs. Pyles and Shifflett GREENVILLE SEWER SYSTEM Staff briefly reviewed the Service Authority s recommended changes to the Sewer System Management Agreement that VRA submitted. The Board of Supervisors is tentatively scheduled to vote on their proposed changes at their July 11 meeting.

8 57 PROJECT GROWS Project GROWS is a gardening program aimed at reducing childhood obesity in Augusta County, Staunton and Waynesboro through community farming that includes hands-on experience, nutrition education, and access to healthy food. The County Board of Supervisors approved a fifteen year lease, broken into three 5 year increments, for the use of approximately ten acres of land in the agricultural fields along Route 612 adjacent to the Service Authority s Berry Farm water facilities. Originally, Project GROWS intended to withdraw water from the Berry Farm Spring outflow and operate an above-ground piping system to the garden areas. After consultation with Service Authority Engineering, Staff decided that it would be less likely to have a contamination accident if Project GROWS were to install a water meter tapped into the water main along Route 612, install a backflow device, trench-in piping and add a frost-free hydrant, than to allow a gasoline-powered engine and an above-ground water line to be operated in such close proximity to the Berry Farm Spring. After discussion with Project GROWS staff, it was determined that one frost-free hydrant would not be sufficient and that a second one would be needed. Service Authority Staff made efforts to provide labor and materials for the water main tap, meter, water lines, frost-free and backflow protected hydrants as well as all labor and equipment. On May 26 and May 29, Service Authority crews performed all of the construction tasks necessary to install a 1 water meter, connect Project GROWS to the Route 612 water main, supplied and installed two frost-free/backflow protected water hydrants, and provided all labor, machinery, equipment and materials to accomplish these tasks for a total cost of $14, Absent any participation by the Board of Supervisors in these costs, Service Authority rate payers will bear the full burden of these expenses over a period of five years before these costs are recaptured through user fees for water. Staff solicits input from the Board for guidance on how to most fairly structure these costs between the various entities that support Project GROWS on behalf of Service Authority rate payers. After discussion, the Board recommended sending this information to Community Development for full funding, as it is a County, not a Service Authority issue. FISHERSVILLE WWTP SETTLEMENT OF CLAIM The Fishersville WWTP construction project began in 2007 and has been substantially complete for over two years. Ongoing attempts to attain full performance compliance by the centrifuge equipment were halted by the contractor last fall. Since that time, the Service Authority has been involved in continual communication, negotiation, and legal action with the contractor, the design engineer, and the construction management firm.

9 58 FISHERSVILLE WWTP SETTLEMENT OF CLAIM (CONTINUED): Through the assistance of the Service Authority s attorney, a reasonable settlement has been reached based on actual legitimate calculations of final penalties, liquidated damages, and change orders. Reaching a settlement at this time has allowed the Service Authority to recover nearly $100,000 in grant funds, recover another $140,000 in funds from the design engineering firm, and to avoid additional legal and engineering costs that would have resulted from an extended legal battle with an uncertain outcome. No action is required by the Board at this time. GARBER RESOLUTION The Board recognized Mr. Gerald Garber for his contributions to the Augusta County Service Authority Board of Directors with the following Resolution: RESOLUTION WHEREAS, Gerald W. Garber has served as a Member of the Augusta County Service Authority Board of Directors since March 2010; and WHEREAS, Gerald W. Garber has demonstrated exemplary qualifications and capabilities in the performance of his duties over the past two years; and WHEREAS, Gerald W. Garber has served on the Personnel Committee for two years, as Vice Chairman for one year, and as Chairman for one year during his tenure; and WHEREAS, Gerald W. Garber has conducted the affairs of the Augusta County Service Authority in a courteous, understanding manner; and WHEREAS, Gerald W. Garber, by his loyalty and devotion to the Augusta County Service Authority, has greatly enhanced the prestige and stature of Augusta County; and WHEREAS, the Augusta County Service Authority Board of Directors wishes to give due recognition to Gerald W. Garber for his years of faithful and devoted service. NOW, THEREFORE BE IT RESOLVED that the Augusta County Service Authority Board of Directors, mindful of the service, devotion, and loyalty of Gerald W. Garber, on behalf of the Augusta County Service Authority which he so ably served, does hereby express humble, sincere, heartfelt thanks of this body and wish for him many years of good health and happiness. NOW, THEREFORE BE IT RESOLVED that the Secretary of the Board be instructed to incorporate this Resolution into the official minutes of this Board, and a copy of this Resolution be presented to Gerald W. Garber. Signed this 21st day of June, 2012 Signed: Larry C. Howdyshell, Chairman Augusta County Service Authority

10 GARBER RESOLUTION (CONTINUED): 59 Mr. Wills moved, seconded by Ms. Sorrells, to adopt the Resolution as presented. Messrs. Howdyshell, Beyeler, Moore, Wills, and Ms. Sorrells Messrs. Pyles and Shifflett Staff reported that the services of Ms. Mary Earhart have not had to be used, but Staff anticipates that she will be needed when the auditors visit in August. BOARD COMMENTS The Board suggested that certain costs and expenses on long term projects be put in a separate budget code in order to track these costs and expenses more easily. The Board suggested that Board meetings be held at various treatment plant locations on occasion to allow Board members to see the Service Authority s facilities. There being no further business, the meeting was adjourned at 4:08 p.m. Secretary Chairman