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HomeMy Public PortalAbout11-07-2019 Minutes WSAC Regular Meeting Utilities Analyst Julie Laws 105 E. Corbin 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 3 Minutes Water and Sewer Advisory Committee 7 p.m. Nov. 7, 2019 Town Hall Annex Board Meeting Room, 105 E. Corbin St. MEMBERS PRESENT: Dan Barker, Paul Cough, Barry Hupp, Daniel Rawlins, Saru Salvi, Jenn Sykes, and Barry Weston MEMBERS ABSENT: Arthur Sprinczeles STAFF PRESENT: Utilities Analyst Julie Laws and Utilities Director Marie Strandwitz GUEST(S) PRESENT: Commissioner Evelyn Lloyd 1. Call to order and welcome of guests The meeting was called to order and guests were welcomed by Chair Dan Barker at 7 p.m. 2. Agenda changes and approval The agenda was approved as presented. 3. Minutes review and approval: Oct. 3, 2019, meeting Member Jenn Sykes moved to accept minutes, seconded by Member Barry Weston. Minutes were approved as presented. 4. Reports from Board of Commissioners meetings A. Meeting Oct. 14 Member Saru Salvi shared that the board discussed the relocation of a car dealership related to variances from the Unified Development Ordinance, among other items. There was no discussion related to the pump station at that location. B. Joint public hearing with Planning Board Oct. 17 Barker and Sykes attended and shared that no water-related topics were discussed at this meeting. C. Board work session Oct. 28 There was no representation at this meeting. 5. Updates A. Utilities Status Report Highlights: Utilities Director Marie Strandwitz discussed the road project at the reservoir. She said the engineering firm Atkins had planned to do some of the inspections but had a key person leave the company. This work will be contracted out to the engineering firm S&ME and will likely result in a revised quote. The Adron F. Thompson facility concept plan report was received. The complete wish list would cost $2.1 million, which would include yard work to provide a covering for trucks and equipment, rocks, and wash Water and Sewer Advisory Committee Minutes | 2 of 3 pit. If the work is limited to the building only, including asbestos and lead abatement, Strandwitz thinks the cost would be about half. There may be potential for a phased approach to complete all the work. Bidding for the Churton Street sewer project is open until Nov. 22. This project is a replacement of sewer line across South Churton Street at Orange Grove Road and along the east side of South Churton. The river pump station, aka the wastewater plant’s raw sewage pump station, still has the original pumps from the early 1970s. Strandwitz indicated a request for qualifications needs to be developed for an initial assessment of this station. She would like to see it perhaps moved or eliminated, with flow sent to the Elizabeth Brady Road pump station and that station upgraded. The town is still under Stage 1 voluntary water withdrawal restrictions. There was discussion on why the town’s drought agreement is still based on Lake Orange’s status and whether the state would change this since the town now has a completed reservoir, which will be filled as soon as possible. Strandwitz said the fall flushing has been suspended due to the drought this year, and flushing will occur again in the spring. Weston asked about exercising valves in fire hydrants. Strandwitz said there is a valve exercising program that is tracked in the Utility Cloud. Weston also asked about leaks in the Lake Ben Johnston dam and reported seeing a possible leak near the middle. Strandwitz will follow up on this issue. 6. New and schedule-based business A. 2020 board meeting assignments Utilities Analyst Julie Laws asked for any changes or exceptions to the proposed assignments. There were none. B. Member term expirations Laws presented term expirations as written. Salvi’s first term expires in January 2020, and she agreed to serve for a second term. Laws will request this reappointment to be added to the board’s consent agenda for January 2020. C. Drought policy/ordinance review Barker read the current drought policy and asked for discussion on each item. Weston had a question on section 14-40.3.(4)b.(i) about instances where a resident is not required to reduce usage. Barker clarified that the stated 30% reduction does not apply if a customer does not use the minimum of 2,500 gallons. The policy also states that drought and conservation notices will appear in “daily newspapers.” This should be changed to include all media, including social media channels the town operates and the town website. Strandwitz suggested there should be no bulk water sales or hydrant meter usage during Stage 3 restrictions. She will do further research on how this could impact the situation. Strandwitz had emailed both Durham and Raleigh’s drought/water shortage policies for comparison to the committee. Barker suggested a rate adjustment, or increase, if a customer consumed over a certain amount during periods of drought. Weston asked about bulk water for emergency and fire use. Strandwitz said there is an exception for emergency use as well as variance procedures later in the ordinance. There was some discussion about fines and defining “non-necessary usage.” Barker asked if this should be continued at another meeting or whether it should be assumed that the town’s water supply will never get low enough to reach this stage. Barker and Member Barry Hupp suggested tabling this issue until another meeting. There was discussion about car wash operations during restrictive times. Member Daniel Rawlins is concerned about unintentionally hindering businesses. Barker asked about possibly adding another stage, such as 120 days’ supply, to be more business friendly. Water and Sewer Advisory Committee Minutes | 3 of 3 Town staff was asked to provide the capacity chart for the expanded reservoir when it is full. Barker suggested placing this issue on the January agenda. Strandwitz has a list of ordinance changes she will need to take to the board, once developed; she said the revisions to the drought policy could be presented at the same time. D. Rate model update and Q&A Strandwitz asked for any questions or concerns over how the model operates. Weston wanted to know why he could not adjust the base rate and stated it was in a locked cell. He said the monthly bill also does not flow over to the next monthly bill and does not update automatically in the model. Sykes was still not able to do the comparison, as the model only shows new changes. She can only check items she has changed and cannot see the original for comparison. Barker suggested that the committee might need some technical help and that at some point the committee needs to have proposals showing a break-even point to discuss. He said that after discussing and tweaking the model, the town may conclude the rates need to stay as is. If the committee recommends a new proposal, the town’s budget and finance staff will vet the proposal, possibly with financial consultant Raftelis, to ensure it is viable before moving forward. There was discussion about calling a special meeting with the UNC Environmental Finance Center for an online screen share on using the rate model because Weston will not be present at the December meeting. Barker asked Commissioner Evelyn Lloyd if the town board has any questions about rates or if the board could offer any guidance on issues that need more research. Lloyd said she does not think the board would approve different rates for commercial customers. She stated the main issue facing the board right now is affordability for residents. Laws will poll committee members on possible dates for a meeting, and Strandwitz will then check with Stephen Lapp of the Environmental Finance Center on his availability. 7. Public comments No one from the public was present. 8. Future agenda items A. Member Arthur Sprinczeles will present and discuss new water leak detection equipment ― December. Fifteen minutes will be allotted. B. Drought policy and capacity chart ― January. C. Presentations of alternative rate proposals ― to be determined. 9. Upcoming assignments for Board of Commissioners meetings A. Meeting Nov. 12: Neither Sykes nor Hupp can attend. Barker will attend for Sykes. B. Board work session Nov. 25: Sykes will attend for Barker. Weston will serve as substitute. 10. Adjournment Sykes moved to adjourn at 9:10 p.m.