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HomeMy Public PortalAbout09-02-2021 Minutes WSAC Regular Meeting 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 919-732-1270 | www.hillsboroughnc.gov | @HillsboroughGov WATER AND SEWER ADVISORY COMMITTEE MINUTES | 1 of 3 Minutes WATER AND SEWER ADVISORY COMMITTEE Remote regular meeting 7 p.m. Sep. 2, 2021 Virtual meeting via YouTube Live Town of Hillsborough YouTube channel Present: Chair Arthur Sprinczeles, Vice Chair Jenn Sykes, Paul Cough, Daniel Rawlins, Saru Salvi, Barry Weston, Commissioner Matt Hughes Absent: Barry Hupp (unexcused) Staff: Utilities Director Marie Strandwitz, Administrative Services Director Jen Della Valle 1. Call to order and welcome of guests Chair Arthur Sprinczeles called the meeting to order at 7:05 p.m. Utilities Director Marie Strandwitz called the roll and confirmed the presence of a quorum. 2. Agenda changes and approval No changes were presented. 3. Minutes review and approval Minutes from regular meeting on Aug. 5, 2021 Member Cough mentioned on Item 4 - Updates it needs to say maximum instead of minimum. The budget update section should have apostrophe in Commissioner’s. Motion: Sykes moved approval of the Aug. 5, 2021 minutes as amended. Member Weston seconded. Vote: 6-0. Ayes:6. Nays: 0. 4. Updates A. Utilities status report highlights from Director Strandwitz 1. Director Strandwitz updated about funding discussions and information gathering taking place at the staff level. She indicated the town was going to submit a letter of intent for funding on the River Pumping Station project and the OWASA Booster Pumping Station for a FEMA program called Building Resilient Infrastructure and Communities (BRIC). She has also requested proposals from firms who can help with the actual application preparation, if submitted. The budget staff is working on a short one to two pager of capital improvement projects. 2. Staffing status was discussed. 3. Stage 1 water withdraw restrictions are still in effect. WATER AND SEWER ADVISORY COMMITTEE MINUTES | 2 of 3 5. Discussion A. Rate Analysis Approach Vice Chair Sykes recapped past discussions about priorities with water rates focusing on lessening burden of ETJ parts of town but remaining affordable, and sustainable with fiscal responsibility. Member Salvi reiterated the importance of the out-of-town rates and how the increases are unsustainable. She mentioned the Aug. 23 workshop presentation about capacity and growth. Director Strandwitz took a moment to explain further. Salvi brought up subsidizing the enterprise fund with the general fund. Commissioner Hughes discussed the lack of flexibility in the budget, yet he knew some other towns did this. He thinks tax rates would have to be raised or services would need to be cut. He mentioned we have a good commercial tax base that helps. If taxes are raised, it could exacerbate the affordability concerns. Sykes summarized she remembers the top concerns for rates is being fiscally responsible, self-sufficient, and balancing the in-town and out-of-town differential. Salvi felt it was not fully discussed. Sykes said in past meetings it was the differential, equity and affordability though looking at different rates for commercial or adding different tiers. A side discussion ensued about the estimated customer savings Strandwitz calculated with the minimum use reduction for water only. This was estimated at about $50,000 using 2020 average water usage. Also, she mentioned how we need to do a better job educating the public about what the rates entail. Commissioner Hughes discussed other communities rate structures – the ones like us and the ones with a base fee. He said that Durham uses this administrative fee plus water usage and there was discussion amongst the board members. He said it would be great if the committee come with proposals about the current structure. Member Cough looked at past minutes and said if we review past minutes, he thinks proposals could be developed. Strandwitz will look back at past minutes to confirm. Cough asked Hughes what would be best to bring to them. Hughes felt going through scenarios or proposing a regular joint meeting speaking personally would be beneficial. Leveraging the committee’s collection knowledge would be great and ensuring wide representation on the committee. Salvi suggested being more transparent on the bills. She says it’s just one line and then the sewer. If we could put on the bill breaking out the sewer and water so that people can see it. Put minimum for each and how much over. Sykes said that was discussed before but may have been a constraint with the past billing system. We could also utilize the public information office for more communication. Sprinczeles discussed small bits put out each month for digestion in the bills, presenting costs of each. Cough summarized this discussion as hearing communication strategy and rate design are critical and thinks we need to be good at both. Strandwitz will send her initial graphic about how the utility items are intertwined. She will also send out a past communication strategy she developed as a committee member. Strandwitz updated on other desires for communication like short videos and tours. Sprinczeles also mentioned highlighting innovations by staff that saves the town money. B. Recurring topics Strandwitz explained her edits to the list. Sykes wants OCIM update left in October. She felt that inflow and infiltration was wanted for some reason in the past and that drought updates will come in the monthly update reports if applicable. No other comments. C. Feedback on annual water quality and wastewater quality reports Sykes felt the reports presented a good balance of detail for those that want to skim and those that want to have more granular information. Cough agreed. WATER AND SEWER ADVISORY COMMITTEE MINUTES | 3 of 3 6. Officer elections Weston nominated the current chair and vice chair to continue. Cough seconded. Motion: Salvi moved to keep the current chair and vice chair. Cough seconded. Vote: The motion carried with no nays. 7. Member elections A. Sykes term was up, and she agreed to carry to a second term. Rawlins also agreed to stay on for a second term. B. Member vacancy. Sprinczeles asked how the advertisement was posted and suggested with the bills. Strandwitz read some instructions she found in the former Utilities Analyst documentation about vacancies. She will share this information with the committee. Discussion occurred about having a member elected when we are on remote meetings. Sprinczeles thinks we should go ahead and advertise and collect applicants to discuss in a few months. 8. Future agenda Items A. Communication strategies B. Rate structure proposals – solidify top priorities. Strandwitz asked what other information would be helpful. The committee felt recirculating the materials from the last meetings where everyone discussed the rates would be helpful. Salvi asked for fixed costs. Sykes felt those numbers were in the model spreadsheet the group was evaluating as former member Dan Baker requested it. Sykes will find this and send to group or to Strandwitz to distribute. Strandwitz also discussed the UNC rates dashboard. It was requested to send the links to this dashboard. C. Member vacancy – discuss when we have at least three applicants. Need to have a choice. 9. Member reports Salvi discussed the August 23 presentation to the Board regarding the sewer capacity. She recommends everyone look at the recording of the meeting. Strandwitz mentioned the videos are removed after the Board approves the minutes. Salvi asked about the map shown in the presentation and Strandwitz will send the map separately. Sprinczeles suggested a pumping station tour to see how deep they are and what they are about. List the members who need to give a report in future agendas. 10. Assignments for other meetings Rawlins and Cough confirmed their availability to attend the Sep. 13 Board of Commissioners meeting and Sep. 27 workshop, respectively. 11. Adjournment Sykes motioned to adjourn. Weston seconded. All in favor. Chair Sprinczeles adjourned the meeting at 8:24 p.m. Respectfully submitted, K. Marie Strandwitz, PE Utilities Director Approved: October 7, 2021