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September 13, 1982 Special MeetingE VA A Special Meeting was held on September 13, 1982 with the Board of Supervisors, the Planning Commission and the Sanitation Authority in the Board of Supervisors' Meeting Room, 9 Court Square. Winchester, Virginia at 6:30 P.M.. PRESENT S. Roger Koontz, Chairman; Will L. Owings, Vice- Chairman; William H. Baker; Rhoda W. Maddox; David L. Smith and Kenneth Y. Stiles. PLANNING COMMISSION Frank Brumback, Chairman; Jim Golladay, Jr., Vice- Chairman; Carl McDonald; M. Domenic Palumbo; George Romine; Manuel DeHaven and W. French Kirk. Absent - Col. A. Lynn Myers. SANITATION AUTHORITY James Diehl, Chairman; G. W. Borden; Allen B. Jobe and M. M. Adams. Absent - Donald R. Hodgson. FREDERICK - WINCHESTER SERVICE AUTHORITY C. Robert Solenberger. STATE WATER CONTROL BOARD Larry Simmons; Rick Fraula and John Kennedy. CAMP DRESSER MCKEE Mr. Ken Snow. CALL TO ORDER Mr. Koontz called the meeting to order and requested that everyone observe a moment of silence. He stated that this meeting had been called for discussion of the proposed regional sewer plant and whether or not this is the most feasible way for the County to go for future water and sewer needs. He further stated that a proposal had been sent to the City request- ing that everyone using the services would be paying the same cost to the Authority regardless of where they lived and that the 440 users that lived in the County, but buy services from the City, be transferred to the County. He further stated that he had not heard from the City with reference to a Joint Meeting of the County Committee and City Committee in order that this matter might be discussed between the two governing bodies. Mr. Koontz further stated that he had received a letter this date stating that the City was not in favor of the County taking the City customers. Mr. Jones presented the following billing chart: ALTERNATIVE Present 1. Upgrade existing Plant 2. Regional Plant 3. Regional Plant w /County customers on City system MINIMUM BI- MONTHLY BILL (10,000 gallons) 22.73 17.51 for water per billing 39.55 17.51 for water per billing 37.10 16.86 for water per billing 30.30 - 12.86 for water per billing Mr. Owings asked Mr. Jones about the amount for the bi- monthly bills to 648 the customers and whether this amount included the charge for water and the charge of the payback on the $1 million loan. Mr. Jones stated that the cost given was just the sewer charge and nothing else. Mr. Owings asked how much would be added to each billing period to cover the payback of the loan. Mr. Jones replied $11.80 and this would start in May of 1987. Mr. Stiles stated that these figures given were 1982 figures and that no inflation has been added and that any of these figures discussed could be considerably higher. Mr. Jones stated that that is correct. Mr. Larry Simmons, Mr. Rick Fraula and Mr. John Kennedy, staff membe of the State Water Control Board arrived at this time. Mr. Stiles stated that the areas within the County that are currently realizing the largest sewer problems are the 522 South areas, Bufflick Road, Lone Oak and Stephenson and none of the alternatives we have discussed would make it any easier to serve any of these areas. Mr. Jones stated that that is correct. Mr. Stiles asked if the County customers south of the City in the Kernstown area, etc. would become City customers under the Regional Plant. Mr. Jones stated that that is correct if the County continues along the lines they are currently operating. He further stated that if the County goes regional the City would not extend lines into the County without the County's permission. Mr. Owings asked if the County goes regional what areas in the County would be served. Mr. Jones replied the small area between the existing County Plant and the proposed Regional Plant. Mr. Owings asked how many houses are presently in the area that would be served. Mr. Jones replied 100 at the most. Mr. Diehl stated that the Sanitation Authority had the following recommendation that they would like to present for consideration: 1. The Joint Authority will operate the Regional Plant. 2. All City and County customers will be served by the Joint Authority. 3. The cost incurred will be divided among all County and City customers for sewer and water. al Mr. Stiles stated that if the City votes to go regional with the City serving its customers through its Utility Department and the County serves its customers through the Sanitation Authority with differential rates, and if the County agrees to do what Mr. Diehl has recommended, then the County hasn't agreed on anything at that point, is this correct. Mr. Jones replied that that is correct. Mr. Stiles asked if the City should go regional and build a plant and the County should choose to upgrade its existing plant would the County qualify for EPA funding. Mr. Kennedy stated that the upgrade facility would be grant eligible. Mr. Stiles asked about the savings to the County if the plant would be made smaller than what is presently proposed. Mr. Simmons stated that he did not feel there would be that much of a savings. Mr. C. Rober Solenberger, Chairman of the Frederick - Winchester Service Authority, arrived at this time. Mr. Koontz asked Mr. Ken Snow, of Camp Dresser McKee, about the time- table with reference to the Regional Plant and the June 1, 1983 deadline. Mr. Snow stated that as far as the option to upgrade, we have not addressed that and it is doubtful that we would be able to get the permits and applicatons for permits from the Corps of Engineers and get the designs submitted in time to receive the 75% funding. Mr. Stiles stated that as far as Camp Dresser McKee is concerned the County does not have a choice. He asked Mr. Snow if he was saying that the time is so critical that his firm would not be able to do a study if a decision is not made by the City Council and the Board of Supervisors until the second Tuesday and Wednesday of October. Mr. Snow stated that on the regional option, no that is not that critical, but on the upgrade option, yes. He stated that he did not know if they can make it now because there are a lot of factors that depend on other peoples work. Mr. Owings stated that his understanding is that the recommendation that was presented by the Sanitation Authority earlier in this meeting is essentially the same as the proposal the County made to the City, is that correct. Mr. Koontz stated that a formal proposal had not been made to the City but the concerns of the County have been made known to the City. The 650 Utilities Committee of the City have said they will not recommend the proposal made by the County to the City Council for approval. Mr. Diehl stated that the difference in the recommendation and proposal is that the Sanitation Authority has recommended that the Joint Authority take over the operation of the City Utilities Department and Sanitation Authority and operate the system. Mr. Koontz stated that this does not stop the County from going regional, which is an option the County has. The Regional Authority would operate the system and charge all customers the same. Mr. Stiles stated that this was the original plan to start with, and it has only been since things have progressed that this particular proposal has been discussed, that the Authority would charge to each locality. Mr. Koontz stated that the County feels that is correct but the City feels it is not. Mr. Horne asked if the existing County debt would be spread evenly to all regional customers. Mr. Koontz replied no. He stated that the County's problem at this point is that the cost involved are too great for the number of citizens that we have in Frederick County and the Regional Service Authority serving Winchester customers differ from the customers of Frederick County. Mr. Stiles asked Mr. Jones how long it would take his Department to get the VE figures. Mr. Jones stated that he would have the figures by the September 22 meeting. Mr. Koontz asked Mr. Frank Brumback, of the Planning Commission, and Mr. Diehl, of the Sanitation Authority, to serve on a County Committee for discussion of the Regional Plant, along with the four Board Members chosen at an earlier meeting. He further stated that he hoped to hear from the City with reference to a Joint Meeting of these two Committees in order that they might discuss the Regional Plant and where the two governing bodies stand as far as this matter being resolved. Discussion followed with reference to the County Committee having an Executive Session and it was the general consensus that a meeting would be held on Friday, September 17, 1982, at 6:30 P.M., in the Board of Super- visors' Meeting Room. UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT IS 'ORDERED THAT THIS MEETING BE ADJOURNED. Ch Irma Board o£ Supery �rs Deputy Clerk, BoarA of Supervisors