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HomeMy Public PortalAbout01-03-2019 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 Agenda | 1 of 1 Minutes Water and Sewer Advisory Committee 7 p.m. January 3, 2019 Town Annex Board Meeting Room, 105 E. Corbin St. MEMBERS PRESENT: Dan Barker, Volker Mittendorf, Saru Salvi, Jenn Sykes, Barry Hupp MEMBERS ABSENT (excused): MEMBERS ABSENT (not excused): Jim Parker, Arthur Sprinczeles, Daniel Rawlins STAFF MEMBERS PRESENT: Marie Strandwitz, Julie Laws GUEST(S) PRESENT: Will Johnson 1. Call to order and welcome of guests Meeting was called to order at 7:00 PM by Chair Dan Barker. 2. Agenda changes and approval Add Item 5.b, “Rate Study History” 3. Minutes review and approval: December 2018 meeting Jenn Sykes moved to accept December 6, 2018, minutes as they stand, seconded by Barry Hupp, all in favor. December 27, 2018, minutes will be brought up for approval at next meeting. 4. Reports from Board of Commissioners Meetings A. Meeting December 10: Saru Salvi. Meeting was cancelled due to snow. 5. Updates A. Utilities status report highlights: Utilities Director Marie Strandwitz Marie gave updates on the WFER Phase II project regarding upcoming clearing and Thalle Construction work that has been done this FY. Road projects are now in the hands of DOT. There have been no sewer spills recently, as the collections crews are on top of things. Most repairs are broken caps and taps, etc. The Efland-Cheeks sewer was disconnected from our system on Dec. 15, but there is still a small amount leaking into the pipe. Staff will be going out to check again, with hope to have decrease in I&I. Water and Sewer Advisory Committee Agenda | 2 of 2 B. Rate study history: Utilities Director Marie Strandwitz 2012 Raftelis study helped facilitate the drop in minimum usage from 3,000 gallons to 2,500 gallons. The League of Municipalities also did a rate study in 2005. Marie will scan rate information from the 2005 and 2012 studies to WSAC members. The League study compared different rate structures and compared rates amongst different utilities. Lots of data from the 2005 study was presented to the Town Board. Raftelis submitted a comprehensive rate study to bring us where we are presently. In 2012 they did another study, with a memo to the board. The July 2012 study gave an overview of the rate model which addressed changing the minimum usage to 2,500 gallons. Marie doesn’t feel another study will make much difference, but would like to recommend that the League, or School of Government do this. Jenn thinks UNC School of Government would be in need of capstone projects and could be a little cheaper. The Environmental Finance Center is part of the School of Government and should be part of this project. Dan suggested having Marie do a presentation of the 2012 rate comparison at a future meeting, comparing a decreasing usage, increasing usage, base usage, etc., as there are pros and cons for each. Volker agreed this makes sense to compare the structures. Dan stated that this will help us encourage usage models for the next decade. Saru feels that out-of-towner customers will tend to conserve even more because of the rates. Jenn asked for copies to be emailed of the 2005 and 2012 studies, and Marie will send those out. Did they use data or forecast? Could Julie share information from billing spreadsheets for several years that shows billed vs non-billed, and with billing categories (residential, institutional, etc.). Dan asked if we could check with other systems for water loss percentages. Marie will call the School of Government to see if they have an interest in helping us out. As of now, we are expecting a 7% increase in rates for next year. Eric Peterson will probably get some information from Emily Bradford to see if this is still necessary but doesn’t expect to get the information until later in the spring. Marie will present by February, and billing information March. Will Johnson asked about cost for consultant, which is $30K. He feels that using the School of Government is a smart thing to do. 6. Recurring items A. GIS Mapping Show and Tell: Utilities Director Marie Strandwitz Marie did presentation on the GIS system, which was created by Summit. The system shows how individual assets can show up with detailed attribute information, i.e. date, material type, size, etc. It shows the size and type of lines, pump stations, tanks, etc., and helps determine capital projects needed to increase fire flow, etc. The GIS system can help to determine areas and priorities for capital projects. Marie will share this information with Joel to help with scheduling work orders. The system shows zones and can color code any of the assets. The GIS data can all be uploaded to Utility Cloud to cross-reference and help with work orders. However, the Utility Cloud cannot feed information back to the GIS system as the Cloud is mainly a work order system. The GIS system can help with creating a model to determine different scenarios and help with storms and new developments. A GIS study is upcoming and the RFQ will be sent out in late January by Marie. Dan suggested having a custodian of the GIS, i.e. Marie, to keep pure data, wherein no one else can make changes. The collections and distribution crews should only use the Cloud. Modeling should also take into account the usage data. Marie is going to try to get meters loaded on the Utility Cloud so the meter readers can log any work done on meters. Marie displayed different reports and data analysis scenarios. We can edit fields on the Cloud to get reports we need, i.e. instead of searching comments section for “rags,” etc. It was agreed by the committee that we don’t need to keep this on the recurring agenda item unless there’s a major changeover. This led to a side discussion regarding rags/wipes and grease. Dan asked how we could get the board to enforce the code, as they won’t even give out parking tickets. Marie suggested that we can turn services off for non-compliance. Troy does a good job at educating restaurants and businesses, but we need help with residents, especially apartment complexes (the owner). Water and Sewer Advisory Committee Agenda | 2 of 2 7. Future agenda items A. Town Code Changes: February 2019, Financial Services Director Daphna Schwartz B. Topics for Press: Achievements and Conservation Suggestion: February 2019, PIO Catherine Wright C. Water Sewer Assistance Fund Review: February 2019, Financial Services Director Daphna Schwartz (Saru stated she is still looking at ways to promote the program.) D. Customer Skip Rates: February 2019, Financial Services Director Daphna Schwartz E. Usage numbers from Julie for 3-5 years F. Julie will post the minutes from the December 27, 2018 meeting, and the WSAC will approve at February meeting. Eric will take the WSAC’s recommendation to the board next week for discussion. 8. Upcoming assignments for Board of Commissioners meetings • Meeting January 14: Daniel Rawlins (substitute, Volker Mittendorf) • Joint Meeting with Planning Board January 17: Dan Barker (substitute, Arthur Sprinczeles) • Board Work Session January 28: Jim Parker (substitute, Jenn Sykes) 9. Adjournment Motion to adjourn by Jenn Sykes at 8:35 PM, seconded by Saru Salvi.