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Home My Public Portal About12-06-2018 Minutes WSAC Regular Meeting Utilities Analyst Julie Laws 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 919-296-9630 | julie.laws@hillsboroughnc.gov www.hillsboroughnc.gov | @HillsboroughGov Water and Sewer Advisory Committee Minutes | 1 of 1 Minutes Water and Sewer Advisory Committee 7 p.m. December 6, 2018 Town Annex Board Meeting Room, 105 E. Corbin St. MEMBERS PRESENT: Volker Mittendorf, Jim Parker, Dan Barker, Arthur Sprinczeles, Jenn Sykes, Daniel Rawlins MEMBERS ABSENT (excused): Saru Salvi, Barry Hupp STAFF MEMBERS PRESENT: Marie Strandwitz, Jen Della Valle, Julie Laws GUEST(S) PRESENT: Paul Cough, citizen; Evelyn Lloyd, Town Board member 1. Call to order and welcome of guests Meeting was called to order by Dan Barker at 7:05 p.m. 2. Agenda changes and approval #5B and #5C will not be discussed tonight by Daphna Swartz 3. Minutes review and approval: August and October meetings Minutes were approved for both meetings by all. 4. Reports from Board of Commissioners Meetings A. Meeting October 8: Jim Parker – Nothing to report related to water and sewer. B. Joint meeting with Planning, October 18: Dan Barker – No public hearing as no one showed up. C. Work session October 22: Jenn Sykes – Discussion from Small Business Administration regarding loans for economic damages for busted pipes and other damages from the hurricanes. D. Meeting November 13: Volker Mittendorf - Barry Hupp was appointed to the WSAC. Board approved the change order for WFER Phase 2 extension. OWASA will meet with Board regarding lines that are aging. E. Assembly of Governments November 15: Arthur Sprinczeles – Did not attend. F. Work session November 26: Jenn Sykes – Meeting was cancelled. Water and Sewer Advisory Committee Minutes | 2 of 2 5. Updates A. Utilities status report highlights: Utilities Director Marie Strandwitz Marie discussed beefing up our FOG ordinance and adding fees for violations. She also discussed the steps taken at the reservoir to prepare for hurricanes and prevent flooding, as well as damage to the new construction. Marie is working on new contracts for interconnections with Durham, OWASA, and Orange- Alamance. Gravity lines with OWASA were installed in the 1970’s, and pressure zones have gone through many changes since then. We need to move the booster station to work better on that interconnection. Marie discussed how the crews are rehabbing/replacing lines as needed. West Fork Reservoir is moving along and we’re at 90% plan on the next road projects, which will be going to bid soon. We are working on obtaining four easements for the next project. Efland-Cheeks’ sewer will be going to Mebane no later than 12/15/18, and we will lose $372,000 in revenue from this changeover. However, we should see a big difference in the amount of Inflow and Infiltration (I&I) that was coming from Efland. B. Billing software: Financial Services Director Daphna Schwartz Move to January or February 2019. C. Credit card fees: Financial Services Director Daphna Schwartz There are questions for Daphna. 1) how many customers pay by mail, ACH, credit, debit. 2) What is the layout of the paper bill? Is there an option to fill in the credit card info, tear off stub, and mail in? (NOTE: There will be a special meeting to discuss fees on December 27 at 4:00, and to make a recommendation to staff regarding fees.) D. Fiscal Year Balanced Score Card: Utilities Director Marie Strandwitz Marie asked for questions regarding the scorecard, and Dan asked what will be changed from last year. The management team might elect to delete non-measurable items. The rolling 5-year average of lines replaced/rehabbed will have changes. The Water Treatment Plant is coming up for rehabilitation, and we’ll be getting a master plan soon. I&I is being addressed, and individual customers who are contributing to these problems are getting a knock on the door and a conversation about things they can do to reduce these issues. Volker asked about an asset management plan, and Marie did not know of anything formal, but will ask around. Dan asked about equipment and pumps, and Marie responded that these are scheduled in the budget. Rather than replacing the tractor at the WTP, the department is leaning toward contracting with a service to clean the sludge ponds instead. This can completely clean the ponds and eliminate the drying bed step. We are currently holding off on the tractor cost of $35,000, and our time constraints for final budget will most likely keep us from finding a good tractor replacement. There is a quote from a service for $62,000 to clean both ponds. The tractor option doesn’t get all the sludge out and we still end up hiring someone to take the sludge from the drying beds. 6. Recurring items A. Officer Elections: WSAC Chair Dan Barker Jim Parker nominated Dan Barker as chair, seconded by Arthur Sprinczeles, all in favor. Dan Barker nominated Arthur Sprinczeles as vice-chair, seconded by Jim Parker, all in favor. B. Member Term Expirations: Utilities Analyst Julie Laws Dan Barker and Arthur Sprinczeles agreed to second terms. 7. Future agenda items A. GIS Mapping Show and Tell: January 2019, Utilities Director Marie Strandwitz B. Town Code Changes: January 2019, Financial Services Director Daphna Schwartz C. Topics for Press: Achievements and Conservation Suggestion: February 2019, PIO Catherine Wright Water and Sewer Advisory Committee Minutes | 2 of 2 D. Water Sewer Assistance Fund Review: February 2019, Financial Services Director Daphna Schwartz E. Dan Barker suggested talking with Daphna, Eric Peterson, and Raftelis about how we bill, i.e. discussion about block rate or tiers, or how to recoup our costs. Should we still differentiate between in-town and out-of-town? Are we being fair to the lower income customers? He stated that we have a high debt load, but residents can’t increase their income and are overwhelmed by increasing bills. This has caused some to conserve, which further reduces our revenue. 8. Upcoming assignments for Board of Commissioners meetings • Meeting December 10: Saru Salvi (substitute Dan Barker) 9. Adjournment Dan Barker adjourned meeting at 8:25 PM.