PublicWorksCommitteeReport2023February28 JOINT PUBLIC WORKS COMMITTEE/LANDFILL OVERSIGHT COMMITTEE REPORT
to the BOARD OF SUPERVISORS
Tuesday, February 28, 2023
8:00 a.m.
Public Works Conference Room
107 NORTH KENT STREET, SUITE 200, WINCHESTER, VIRGINIA
PUBLIC WORKS COMMITTEE ATTENDEES:
Committee Members Present: Robert W. Wells, Chairman; Gene Fisher; Harvey E. "Ed"
Strawsnyder,Jr.; Gary Longerbeam; and Kevin Kenney
Committee Members Absent: None
LANDFILL OVERSIGHT COMMITTEE ATTENDEES:
Committee Members Present: Robert W. Wells; Perry Eisenach; Stan Crockett; Chris Boies; and
Justin Hall
Committee Members Absent: Michael Bollhoefer, County Administrator; Mike Neese
Staff present:Joe C. Wilder, Director of Public Works; Ron Kimble, Landfill Manager; Rod
Williams, County Attorney;Jay Tibbs, Deputy County Administrator; Mike Stewart, Senior
Project Manager
(Attachment 1)Agenda Packet
ITEMS FOR INFORMATION ONLY
1-We held a closed session for the following purpose:
Pursuant to Virginia Code§ 2.2-3711(A)(3), the discussion or consideration of the acquisition of
real property for a public purpose, where discussion in an open meeting would adversely
affect the bargaining position or negotiating strategy of the public body.
After coming out of the closed session,there was a unanimous roll call vote from each
member of the Public Works Committee and Landfill Oversight Committee to certify that only
public business matters related to the subject were discussed.
2-The committee was updated on the permitting process for the CDD Landfill, Area 2 that is
currently on-going.
3-The animal shelter brought multiple small restitutions related to court cases totaling
$836.84. A motion was made by Committee Member Strawsnyder recommending a total of
$836.84 be appropriated to line item 10-4305-3001-00 Professional Health Services from 3-10-
1904-14 Restitution Fund. The motion was seconded by Committee Member Fisher and
unanimously approved by the committee. This request will be sent to the Finance Committee
for further consideration.
4-The committee discussed a request to possibly expand the glass recycling program in Fiscal
Year 2024 to include three more citizen convenience centers. We currently have one site with
a glass recycling drop off container which is located at the Landfill.This site has been
operational since August of 2022. It has been determined that the cost to have glass recycling
containers at three additional sites would total $33,000 per year. That will include
transportation of the glass to Fairfax, Virginia. We also informed the committee that taking
the recycled glass to the City of Winchester's glass recycling area is not an option at this point.
The city is still developing their program and accepting additional glass from the county is not
in their current business model.
After some additional discussion, the committee felt more time is needed to evaluate glass
recycling in the county. Glass is being used in less products every day and the total glass in the
waste stream is negligible. Therefore, Committee Member Strawsnyder made a motion to
recommend collecting a full one year's worth of collection data from the landfill site to
determine if expanding the glass recycling program is viable and cost effective. The motion
was seconded by Committee Member Longerbeam and unanimously approved by the
committee.
(Attachment 2)
Respectfully submitted,
Public Works Committee
Robert W.Wells
Gene Fisher
Harvey E. "Ed" Strawsnyder,Jr.
Gary E. Longerbeam
Kevin Kenney
By: Joe C.Wilder
Director of Public Works
JCW/kco
Attachments: as stated
cc: Michael Bollhoefer, County Administrator
Ron Kimble, Landfill Manager
Gloria Puffinburger, Solid Waste Manager
Rod Williams, County Attorney
Kathy Whetzel, Animal Shelter Manager
file
COIN of FREDERICK
Department of Pub�lic 'Wmarks
54 /665-5643
1738 FAX: 5�410/678-0682
MEMORANDUM
TO: Public Works Committee/Landfill Oversight Committee
FROM: Joe C. Wilder, Director of Public Works
SUBJECT: Meeting of February 28, 2023
DATE: February 22, 2023
There will be a joint meeting of the Public Works Committee and the Landfill Oversight Committee on
Tuesday, February 28, 2023, at 8:00 a.m. in the conference room located on the second floor of the north
end of the County Administration Building at 107 North Kent Street, Suite 200.
Public Works Committee/Landfill Oversight Committee Joint Items — 8:00 a.m.:
1. Closed Session: Pursuant to Virginia Code § 2.2-371 l(A)(3), the discussion or consideration of the
acquisition of real property for a public purpose, where discussion in an open meeting would adversely
affect the bargaining position or negotiating strategy of the public body.
2. Discuss on-going projects at the Landfill.
Public Works Committee Items —8:30 a.m.:
3. Supplemental Appropriation for the Animal Shelter.
(Attachment 1)
4. Discuss cost to expand glass recycling.
(Attachment 2)
5. Miscellaneous Reports:
a. Tonnage Report: Landfill
(Attachment 3)
b. Recycling Report
(Attachment 4)
C. Animal Shelter Dog Report:
(Attachment 5)
d. Animal Shelter Cat Report
107 North Kent Street, Second Floor, Suite 200 • Winchester, Virginia 22601-5000
Page 2
Public Works Committee/Landfill Oversight Committee
November 22, 2021
(Attachment 6)
e. Shawneeland Sanitary District Advisory Committee meeting minutes
(Attachment 7)
JCW/kco
Attachments: as stated
107 North Kent Street, Second Floor, Suite 200 • Winchester, Virginia 22601-5000
FREDERICK COUNTY-ANIMAL SHELTER
Kathy M.Whetzel
Shelter Manager
540/667-9192 ext.2502
FAX 540/722-6108
E-mail:kwhetzel@fcva.us
MEMORANDUM
TO: Joe Wilder, Director of Public Works
FROM: Kathy Whetzel, Shelter Manager
SUBJECT: Supplemental Appropriation Request
Court Case Restitution—Professional Health Services
DATE: 2/17/2023
The shelter is requesting funding in the amount of$836.84 be appropriated to line
item 010-04305-3001-00 Professional Health Services from 10DR 3-010-019040-0014
restitution fund in FY23.
This amount represents funding received from court ordered restitution in the
following cases:
RECEIVED CASE AMOUNT
22-Jun Clatterbuck $50.00
22-Aug Helsley $150.00
22-Sep Helsley $134.71
22-Sep Smallwood $170.80
22-Nov Munzer $291.88
22-Nov Hall $39.45
Total $836.84
Please contact me if you have any questions.
KMW:hag
0
COUNTY' o REDERICK
Department of Public 'Works
540/665-5643
FAX: 5410/678-0682
EXPANSION OF GLASS RECYCLING PROGRAM
February 2, 2023
Following is a list of costs associated with adding three additional drop-off locations for the
recycling of glass bottles:
Affected locations: Albin, Stephenson, Middletown; all are heavily used sites where there would
be the greatest level of participation
Transportation to Fairfax County's crushing operation @ $600/trip = $21,600/year
(one load per drop-off each month)
Processing Costs @ $15/ton= $2,160/year paid to Fairfax County
Can Rental @ $75/can @ three locations = $2,700/year paid to Republic Services
Can Modifications @ $2000/can for glass portals = $6,000 paid to local welder; one-time cost
TOTAL ADDITIONAL COST TO ADD THREE DROP-OFFS OUTSIDE EXISTING
LOCATION AT REGIONAL LANDFILL: APPROX. $33,000/year
*add five percent contingency for increases in hauling, fuel and steel costs during FY 23/24
This move would allow the county to collect and divert another 12 tons of glass each month. The
average weight per load is four tons.
/gmp
107 North Kent Street, Second Floor, Suite 200 9 Winchester, Virginia 22601-5000
0
�: COUNTY
NTY Off` CK
___ ..
Department of Public Works
40/665- 64;
�34 FAX- 40/678-068
MEMORANDUM
TO: Public Works Committee
FROM: Joe C. Wilder, Director of Public Works
SUBJECT: Monthly Tonnage Report-Fiscal Year 21/22
DATE: February 6, 2023
The following table shows the tonnage for the current fiscal year. The average monthly tonnage for fiscal years 03/04
through 22/23 is also listed below:
FY 03-04: AVERAGE PER MONTH: 16,348 TONS(UP 1,164 TONS)
FY 04-05: AVERAGE PER MONTH: 17,029 TONS(UP 681 TONS)
FY 05-06: AVERAGE PER MONTH: 17,785 TONS(UP 756 TONS)
FY 06-07: AVERAGE PER MONTH: 16,705 TONS(DOWN 1,080 TONS)
FY 07-08: AVERAGE PER MONTH: 13,904 TONS(DOWN 2,801 TONS)
FY 08-09: AVERAGE PER MONTH: 13,316 TONS(DOWN 588 TONS)
FY 09-10: AVERAGE PER MONTH: 12,219 TONS(DOWN 1,097 TONS)
FY 10-11: AVERAGE PER MONTH: 12,184 TONS(DOWN 35 TONS)
FY 11-12: AVERAGE PER MONTH: 12,013 TONS(DOWN 171 TONS)
FY 12-13: AVERAGE PER MONTH: 12,065 TONS(UP 52 TONS)
FY 13-14: AVERAGE PER MONTH: 12,468 TONS(UP 403 TONS)
FY 14-15: AVERAGE PER MONTH: 13,133 TONS(UP 665 TONS)
FY 15-16: AVERAGE PER MONTH: 13,984 TONS(UP 851 TONS)
FY 16-17: AVERAGE PER MONTH: 14,507 TONS(UP 523 TONS)
FY 17-18: AVERAGE PER MONTH: 15,745 TONS(UP 1,238 TONS)
FY 18-19: AVERAGE PER MONTH: 16,594 TONS(UP 849 TONS)
FY 19-20: AVERAGE PER MONTH: 16,973 TONS(UP 379 TONS)
FY 20-21: AVERAGE PER MONTH:16,803 TONS(DOWN 170 TONS)
FY 21-22: AVERAGE PER MONTH: 17,553 TONS(UP 750 TONS)
FY 22-23: AVERAGE PER MONTH: 17,860 TONS(UP 307 TONS)
MONTH FY 2019-2020 FY 2020-2021 FY 2021-2022 FY 2022-2023
JULY 17,956 17,677 17,893 17,250
AUGUST 17,267 16,517 21,437 20,877
SEPTEMBER 17,985 16,789 19,306 19,195
OCTOBER 22,528 20,127 18,215 19,273
NOVEMBER 17,304 15,432 16,927 16,546
DECEMBER 14,362 15,496 16,391 15,294
JANUARY 14,913 14,480 12,932 16,583
FEBRUARY 13,380 12,030 14,622
MARCH 15,533 18,758 18,167
APRIL 17,475 18,627 16,952
MAY 17,010 17,105 18,054
JUNE 17,968 18,594 19,737
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Shawneeland Sanitary District Advisory Committee(SSDAC)-Minutes of January 9,2023
The meeting was called to order at 7:03 p.m.
Those in attendance were,Jeff Stevens, Rhonda Sargent, Kevin AIderman, Director of Public Works,Joe Wilder
and eight(8)residents. SSDAC members George Bishop and Barry Van Meter as well as Supervisor, Shawn
Graber were absent.
Rhonda indicated at the beginning of the meeting that since there was not a quorum,the meeting would be strictly
for informational purposes and no items would be voted on.
Manager's Report:
See Attached Manager's Report. (A,it f a ch a ii,pe ,t 11)
Kevin spoke about a few of the winter events(inclement weather which required staff to treat/'clear the roads)that
had occurred since the November 14, 2022 SSDAC meeting. The first one occurred November 15, 2022 which
mostly affected the top of the mountain. The second one occurred December 15, 2002 and December 16, 2022.
The latter event was fairly significant as power went out in several areas and lots of trees and power lines came
down within Shawneeland. The third event occurred December 22, 2022 and December 23,2022. During this
storm, ice, snow, wind and very cold temperatures were incurred. Staff was still in the process of cleaning up
from this most recent event.
Tree removal continues and on November 7,2022,the contractor came and took down seven(7)dead trees.
These trees were ones that affected the right of way(s). The contractor will return on January 31, 2023 to remove
some additional trees that the Shawneeland staff cannot safely remove. As in the past the wood will be left along
the read(in a safe location)for the residents to take and use as they see fit.
Sickle bar mowing for the year was finished on December 20,2022. Staff was running behind on this task as
there were some mechanical issues with the sickle bar mower earlier in the year. However,the mechanical issues
were finally straightened out.
As for the Tomahawk Mailbox House mailbox clusters replacement,bids were requested and received. There
were four(4)bids and the second lowest bid was accepted. Consequently,46 new mailbox clusters have been
purchased,ordered and are on the way. Once they arrive, a contractor will be contacted to obtain a quote to have
the mailbox clusters installed. It will be necessary to coordinate this removal and replacement with the post office
Jeff Stevens inquired as to whether these bids included installation and was told that the bids were strictly for the
mailbox clusters -the supplier does not perform the installation. Kevin explained that the bid was in the amount
of$86,999.82
Fish have been ordered for the fishing derby which is held on the Saturday before Mother's day. 406 Trout have
been ordered.
Update on Crystal Lake(Cherokee Damn)Dye Test:
• Chairman, Rhonda Sargent stated once again that since there was not a quorum, a course of
action could not be determined. So we would just receive an update on the recent dye test that
was done after the work had been completed as per the SSDAC's recommendation/request
during the November 14,2022 meeting.
• Director of Public Works,Joe Wilder stated that the issue with the Crystal Lake(Cherokee
Dam)has been ongoing for a couple of years. The remediation was performed in October, 2022
at a total cost of$124,498. A total amount of$150,000 was budgeted for the remediation and
there is a remainder of approximately$25,000 left in the line item for this work.
• Mr. Wilder indicated that a dye test was performed on December 2,2022. The test lasted for
two (2)hours. The results of the test indicated that the leak has been reduced by 25 gallons per
minute(gpm). Prior to the remediation the leak was 150 gpm. There is hope that injecting
additional resin could reduce the leak even further. The estimate to inject additional resin is
$117,400. During this meeting,the SSDAC was slated to make a recommendation one way or
another about performing the additional work which would require requesting an additional
$100,000 from the reserve fund to be added to the existing$25,000 remaining in this line item.
However, since there is no quorum it will be necessary to discuss this during the next regularly
scheduled meeting in May 2023.
• Originally,the board approved an amount of$380,000 to do the work; however, it was decided
to spend an amount of up to$150,000 and evaluate whether or not the process worked.
Jeff Stevens inquired about whether the work would have to be performed when the weather wanned
up.
Ms. Sargent inquired as to whether or not another dye test should be performed closer to the next
SSDAC meeting. Mr. Wilder indicated that this would not really provide any more information than
the most recent dye test. All the dye test determines is that it is lake water that is leaking into the
lower pond. Staff will continue to monitor the water level which is done on a daily basis.
At this time,the level of the lake has risen due to the amount of rain that we've received to date. If
we were to perform the additional work,the lake level would have to be lowered.
A citizen inquired about the cost of the most recent dye test. It was $1,500 per Mr. Wilder. In
addition,the resident asked about the cost per injection. Mr. Wilder indicated that it was about
$30,000 to $40,000 per injection. Two injections were performed and anticipated performing
approximately another$117,000 worth of work if it was decided to proceed with additional
remediation.
Proposed 2023/2024 Budget
• Once again,the SSDAC is unable to make any recommendations as there was not a quorum.
The only thing that could be done is based on the recommendation from the November 14, 2022
SSDAC meeting which was Option A—which included no tar and chip or replacement of
equipment.
Mr. Stevens indicated that he would be satisfied with Option A. However, the chairman indicated
that she would be in favor of maintaining the tar and chip program in the budget even if every single
road on proposed on the map included in the other budget options wasn't done. Maybe just the ones
in the most need of the tar and chip. After all, we use the roads 365 days out of the year as well as for
the emergency services and law enforcement utilizing them.
The chairman indicated that for what we spend in Sanitary District fees, we get a lot of bang for the
buck. If we look at the amount paid per year by Mountain Falls/Wilde Acres which is over$1,800
look at the condition of their roads and facilities. If we want to say that we don't have near the
amount of amenities that Lake Holiday residents enjoy, look at the amount of fees they pay compared
to what we pay. In addition Ms. Sargent indicated that she also agreed with replacement of the
equipment that needed to be replaced the most. Sooner or later this would need to be done and staff
would not be able to keep up with the necessary maintenance they use this equipment to perform.
At that point two residents spoke up and indicated that they had recently relocated from Lake
Holiday. They stated that Lake Holiday was very restrictive in what you could and couldn't do in the
subdivision. They indicated that they would definitely agree with the tar and chip maintenance
program.
Fishing Derby Update
• Kevin covered that during the manager's report. (Refer to Attachment I)-
Public Comments:
• A citizen commented on the lake, stating that the beach has been packed and how frequently the
lake is utilized. She indicated that it's less expensive than a pool. Although we have few
amenities,the lake is one and it does improve our property values. She also approves of the tar
and chip program.
• Another citizen spoke about which roads were to be tar and chipped. He indicated that his road
has been deteriorating for the last two years and that there is a lot of ground water in this
particular area. However, he is definitely in favor of the tar and chip program. He was directed
to speak with Kevin after the meeting.
• A citizen inquired about the fishing derby and wanted to know who could participate in the
derby. They were told that it's for residents and their family members.
Committee Comments:
• No comments.
Chairperson adjourned the meeting at 7:28 p.m.
Attachment 1
FREDERICK COLINTY SANITARY Ds r IIN T III-- 'SlAAWNEELAND
III G R"S REPoii r—JANUARY 2,1023
Winter Weather Events:
The V winter weather event was on November 15, 2022. We had some minor icing on
the top of the mountain but no real issues from Wolf Springs Trail and down the mountain.
The 2„d winter weather event was December 151h and 16". This was a significant icing
event. We had many trees and limbs that came down during this event. Most residents lost
power for a period of time. We were in the process of cleaning up this storm damage when we
had the next storm come in on December 22°d and 23rd. This event brought us ice, snow, wind,
and very cold temperatures. The staff worked throughout the entirety of these events. We cut
lots of trees from the roadways during these events.
The staff cannot and will not cut trees that are entangled in power lines. Once the
power company has made repairs and the area is safe for us to work, we will do whatever is
needed to open the road at that time.
e are continuing to clean up trees and limbs from these storms.
Tree Removal:
The tree contractor removed 7 dead trees from the right of way on November 7, 2022.
They are scheduled to return on January 31, 2023, to continue removing the dead trees that
our crew cannot safely take down.
As always,the wood is left along the right of way where it'is safe to do so. This wood is
available to any Shawneeland resident to take for their use.
The staff will continue to remove all the dead trees on the right of way throughout
Shawneeland.
Sickle Bar owing:
Sickle bar mowing was completed on December 20, 2022, for the year. We will be doing
some needed repairs to the mowing tractor over the winter months, so we are ready for the
first mowing in the spring.
Tomahawk MailhouseMailboxes:
An invitation for bids for the purchase of the 47 mailbox clusters was placed on eVA by
the Frederick County Finance Department. Bids were accepted from December 5, 2022,to
December 22, 2022. There were 4 bids submitted during this time. The 2°d lowest bidder was
the responsive/responsible bidder as per the email attached. The amount of the bid is
$86,999.82 by Independent Hardware Incorporated. The budgeted amount was $78,725.00 in
the line item 3004-003—Repair and Maintenance/Buildings. A fund transfer in the amount of
$8,530.00 was submitted to makeup the shortfall. The cost per mailbox cluster increased by
about $182.00 over the past year.
Fishing Derby:
I will order the trout for the annual fishing derby next month. This event takes place
every year, the Saturday before Mother's Day. This year the date for the event will be Saturday,
May 13, 2023. 1 am going to order the same number of trout that we've ordered for the past
few years. I will order 396 rainbow trout, 4 golden trout, and 6 bruder rainbow trout for a total
of 406 trout. The cost for the trout delivered and stocked in the 3 locations last year was
$1,286.00. This event has taken place for the past 35 plus years.
~
Michelle Springer
From: Kevin Alderman
Sent: Tuesday,January 3' 2O2310:02AM
To: Missi Neal; Michelle Springer
Subject: RE: Bids for Mailbox Clusters
Thank you!
From: Missi Nea{«nmnea|@fcva.us>
Sent:Tuesday,January 3, 3O239:]3AM
To: Michelle Sprin0er<msprin0er@fcva.us>; Kevin Alderman «ka|derman@fcva.us>
Subject: Bids for Mailbox Clusters
See the attached. Based on submissions,the 2"u lowest |o the responsive/responsible bidder.
Nfissi Neal, PuxcfiiamingManager
CruotyofFrcJer/ok, VA-Finance Department
zoyN. Kent St, Winchester, VAzz0oz
540'7-22-8986-mneaAf eva.us-
1
BID TABULATION FORM Pre-Bid Mandatory :mll YES 0 No
------------
Bid# 2023-12-SHWNE Project Name: Reurrr.i;�rrtt� ilb°,r Nuest�r
Department =Issue Bid O enIri.g Da 11 te Bid Opened y
�i'uassoaa�eEa�wrod %'�'� 806r�
2 L m°12 12/'2/22,@2rtt�i €�Wsti Nca9,i'w h�u%mr,M� eager,
Enter Company Na mrsCompNtion Time Jday�sp
sr! iir nrYr dent Hardware Inc1_ ., ... __rv„ ..m_ _. ......_ „m,._..... ........... _ .....
ilrcfivss^ orm I Innovrativs w'aVustii(M5 89,1365.00 7
Ataaeus i:�amafcty Systar,r�7ro 5erviCes ;i 85,42,�2 LJnGm
ACCredited Lack Door�iGarrtva w,e 101,120.5) 15
Number of Bids:.
Notes: The County has Tint r he r;;lkw thrr tales Prmau rr is for errors or made determinations that the bids roueet the requirements.and makes no dainm tihatthese are anything other than the prices
errt:eveat and read aloud at the public bid opening.In r„ase of any conflict,original bid submittals shall govern.,Awards shall be made as outlined in the IFB to the lowest priced responsivice and
re:pnnsible vender.Missing items maybe requested after further review of bids
2
COUNTY' o CK
Department of Public 'Works
540/665-5643
FAX: 5410/678-0682
MEMORANDUM
TO: Public Works Committee
FROM: Gloria Puffinburger, Solid Waste Manager
SUBJECT: Restoration Glass Recycling; Costs
DATE: February 23, 2023
During its June meeting, this committee recommended that glass be restored to the county's
recycling program. At that time, a request was made for the 90-day costs associated with the
program expansion. Glass collection began in August at the regional landfill. Data below
includes the period from September when the first load was delivered to Fairfax through January,
2023.
Glass Processing Charges from Fairfax County: $454.35
Transportation Costs paid to Republic Services for three loads of glass: $3200.00
Total funds expended: $3654.35
Tonnage of Material Recycled: 30.28 tons
Cost per Ton: $12 1.00
The cost of continuing the current program and utilizing Fairfax's crusher has been requested in
the upcoming 2022/2023 fiscal year budget.
/gmp
cc: file
107 North Kent Street, Second Floor, Suite 200 9 Winchester, Virginia 22601-5000