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PublicWorksCommitteeReport2024October30 PUBLIC WORKS COMMITTEE REPORT to the BOARD OF SUPERVISORS Wednesday, October 30, 2024 8:00 a.m. Public Works Conference Room 107 NORTH KENT STREET, WINCHESTER, VIRGINIA PUBLIC WORKS COMMITTEE ATTENDEES: Committee Members Present: Heather Lockridge, Chair;Josh E. Ludwig; Atilla Gergely;Joseph Bland Committee Members Absent: Scott Madigan Staff present:Joe C. Wilder, Director of Public Works; Ron Kimble, Landfill Manager; Andrew Clark, Environmental Manager;John Jewell, Back Creek Supervisor (Attachment 1)Agenda Packet ITEMS FOR INFORMATION ONLY 1-Recently, committee member Shawn Graber resigned his position from serving on the committee since he moved out of the county. Board Chairman Ludwig appointed a new citizen to serve on the committee,Joseph Bland. Mr. Bland attended his first meeting today. 2-The committee was updated on the current schedule for providing our E-cycle events at the Landfill.The E-cycle recycling event is on the fourth Wednesday of each month from 7:00 a.m. to 11:00 a.m.There was a recent inquiry about possibly moving the event to a Saturday. Due to heavy traffic on Saturdays with citizens bringing in waste to the convenience site, we could not hold any special events on this day.The goal of the E-cycle event is to provide a way for citizens to dispose of TV's, computers, monitors, etc. Included in the agenda packet located in attachment one is a printout of the E-cycle event found on the county website. We will continue to provide this important event each month and provide this option to the citizens. 3-The committee was also updated on the weekly schedule for the county Citizen Convenience Centers.There was a recent inquiry about whether the convenience sites should be closed on different days other than Wednesday.The current hours of operation at the Citizen Convenience Centers are Thursday through Tuesday from 7:00 a.m.to 6:00 p.m.Through past citizen use surveys, it was determined that the slowest day of the week was Wednesday.The sites are closed one day a week so the site workers can have off one day per week.This one day off also allows the positions to remain part time. The landfill Convenience Center is open Monday through Friday from 7:00 a.m. to 6:00 p.m., Saturday 7:00 a.m. to 4:00 p.m. and closed on Sundays. We will continue to operate all convenience centers during the days and times listed above. 4-Recently, there were two letters to the editor in the Winchester Star that discussed traffic flow and safety issues at the Albin Citizen Convenience Center.The main concern is related to parking spaces in front of the recycling containers. We discussed that the current traffic plan has no parking spaces in front of the containers to promote parallel parking in front of the recycling containers. This is to avoid the possibility of having vehicles back out into traffic that is by-passing the recycling cans and going to the trash compactor drop offs. After some discussion, this department will continue to monitor traffic flow and keep the same traffic safety plan. 5-Recently, the Board of supervisors held a joint meeting with the Public Works Committee and the Landfill Oversight Committee to discuss the Pro Forma analysis proposed by the Landfills consultant, SCS Engineers.The report assists with determining future costs to manage Landfill operations and help set tipping fees. We had a thorough discussion about current projects and trends with solid waste in the regional area.As indicated at the work session, the report recommends increasing the tipping fees over the next few years to increase accruals to pay for future Landfill expansions.The report recommends using option B for increasing tipping fees over the next few years. As we prepare the FY2026 budget, we will recommend the option B tipping fee schedule. 6-In order to review the FY2026 Public Works budget package, the November 26tn meeting has been cancelled and rescheduled to Tuesday, December 10, 2024, at 8:00 a.m. Respectfully submitted, Public Works Committee Heather Lockridge Josh E. Ludwig Atilla Gergely Scott Madigan Joseph Bland By: Joe C.Wilder Public Works Director JCW/kco Attachments: as stated cc: Michael Bollhoefer, County Administrator Austin Cano, Interim County Administrator Ron Kimble, Landfill Manager Gloria Puffinburger, Solid Waste Manager file COUNTY of FREDE C Department of b�lic ' inks 40/66 - 64 „yerro f738 : 4'0/678— 6 2 .1� MEMORANDUM TO: Public Works Committee FROM: Joe C. Wilder,Director of Public Works SUBJECT: Meeting of October 30, 2024 DATE: October 21, 2024 There will be a meeting of the Public Works Committee on Wednesday, October 30, 2024, 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. The agenda thus far is as follows: 1. Discuss Pro Forma report findings and Landfill tipping fees for FY2026 budget. (Attachment 1) 2. Discuss E-cycle and Household Hazardous Waste dates. (Attachment 2) 3. Discuss weekly schedule for Citizen Convenience sites. (Attachment 3) 4. Discuss traffic concerns—Albin Convenience site. (Attachment 4) 5. Miscellaneous Reports: a. Tonnage Report: Landfill (Attachment 5) b. Recycling Report (Attachment 6) C. Animal Shelter Dog Report: (Attachment 7) d. Animal Shelter Cat Report (Attachment 8) e. Shawneeland Sanitary District Advisory Committee meeting minutes (Attachment 9) JCW/kco Attachments: as stated 107 North Kent Street, Second Floor, Suite 200 9 Winchester, Virginia 22601-5000 Pro Forma Model for the Frederick County Landfill Fund FY 24/25 Update Frederick County Department of Public Works " 107 North Kent Street Winchester, VA 21401 EB3EMEM3M= 02197017.30 1 October 18, 2024 1881 Campus Commons Dr. Suite 450 Reston, Virginia 20191 (703) 471-6150 SIGNATURE PAGE This report was prepared hy and under the direction nfRobert B. Gardner, PE, BCEE Mr. Gardner is a Senior Vice President with SCS Engineers and oversees the firm's solid waste pneodoe. Quality Assurance Review was completed by Oarrin Oi||ah, PE. Mr. Oi||ah is a Senior Vice President with SCS and manages SCS's assignments with Frederick County. Robert B. Gardner, PE, BCEE. Senior Vice President SCS Engineers Virginia PE Lio. No. 0402013828 Date: 10/18/2024 Oarrin Oi||ah, PE, BCEE Quality Assurance Reviewer Senior Vice President SCS Engineers Landfill Fund Pro Forma Model FY202425Update Table of Contents Section Page SignaturePage.................................................................................................................................... i 1.0 Introduction......................................................................................................................................1 1.1 Purpose and Objectives...........................................................................................................1 1.2 Disclaimer.................................................................................................................................2 2.0 Pro Forma Model Setup...................................................................................................................3 2.1 Background Information ..........................................................................................................3 2.2 Key Assumptions......................................................................................................................3 2.3 Pro Forma Model Structure .....................................................................................................8 2.3.1Tipping Fees and Scenarios.....................................................................................................9 2.3.2 Line-Item Expense Budgets.....................................................................................................9 2.3.3 Line-Item Revenue Sources and Reserve Funds ...................................................................9 2.3.4 Landfill Fill Sequencing Schedules....................................................................................... 10 2.3.5 Equipment Replacement Schedule...................................................................................... 10 2.3.6Closure and Post-Closure Care............................................................................................. 11 3.0 Analysis and Results..................................................................................................................... 11 3.1 Estimated Life of Landfill and Fill Sequencing.................................................................... 11 3.2 Capital Expenditure (Capex) Projections.............................................................................. 12 3.3 Capital and Closure-PCC Accrual Projections...................................................................... 12 3.4 Capital and Closure Reserve Fund Balances ...................................................................... 15 3.5 Tip Fee Scenarios.................................................................................................................. 15 4.0 Conclusions and Recommendations........................................................................................... 15 Landfill Fund Pro Forma Model FY 2024-25 Update List of Exhibits No. Page Exhibit 1. Frederick County Landfill Location Map..............................................................................2 Exhihit2. Solid Waste Disposal Projections Frederick County Landfills...........................................4 Exhihit3. K4SVV Landfill Cell Development Information ......................................................................5 Exhihitzi Landfill Fund Reserve Accounts, Balances and Types(8/3O/202z)*.............................7 ExhiUit5. FY202/�/25 Tipping Fees Effective July 1, 2O24...............................................................8 Exhibit 6. Generalized Reserve Fund Categories Used in Pro Forma Model*...................................S ExhiUit7. K4SVVLandfill Cell Development Information ----------------------. 11 ExhiUhEi Summary nf Total Capex for K4SVV and COO Landfills..................................................... 13 Exhihit9. Projected Capital Expendhures-----------------------------' 14 Exhibit 10. Capital Reserve Funds(Restricted and Unrestricted), Tip Fee Scenario B (More Gradual Increase) ----------------------. 17 Exhihit11- LFC|msureReserveFund--------------------------------- 18 Exhibit 12. Tip Fee Rate Scenarios, Aand B----------------------------- 19 Exhibit 13. Tip Fee Scenarios and EL Accrual Estimates for Landfill Fund Frederick County Landfill............................................................................ 20 Appendices A Pro Forma Budget Projections, Scenario Aand B Landfill Fund Pro Forma Model FY202425Update 1 .0 INTRODUCTION 1 .1 PURPOSE AND OBJECTIVES The Frederick County Public Works Department(County) retained SCS Engineers (SCS)to prepare a pro forma cost and revenue model to assist with budgeting of its annual operational and capital expenditures, managing its restricted and unrestricted reserve funds, and developing a long-term strategy for setting the required tip fees to fund the County's Refuse Disposal operations (Landfill Fund). The Frederick County landfill facility is located on Landfill Road (See Exhibit 1). The facility provides non-hazardous solid waste disposal for Frederick and Clarke Counties, and the City of Winchester. The landfill facility encompasses 1,200 acres, and includes a 90-acre, Subtitle D Municipal Solid Waste (MSW) landfill, a 50-acre Construction Demolition Debris landfill, a citizens convenience center, scalehouse, leachate pretreatment facility, and landfill gas-to-energy facility. The capital requirements for new cell construction, special projects, closure, and equipment were projected throughout the estimated remaining service life of the MSW and CDD landfills in order to calculate the capital accrual rates; however, operating costs and revenues were projected through 2035 for tip fee rate calculation estimates. The objectives of the pro forma modeling analysis were as follows: • Provide a planning tool for the County to assess revenue and costs associated with its Landfill Fund that allows for consideration of various "what if" scenarios as defined by key input assumptions. • Automatically schedule major equipment purchases and construction events such as new cell development, landfill gas system construction, special projects, closure, and post-closure care, and estimate associated costs based on an assumed inflation rate. • Estimate annual expenses and revenues for a 10-year period (Current Fiscal Year plus 10 years). • Develop a restricted and unrestricted reserve fund management strategy, including estimating future reserve accruals needed, in combination with existing reserves, to cash-fund future construction projects (new cell construction, landfill gas systems, special projects) and equipment replacement, and periodically supplement revenues to stabilize reserve. • Estimate future reserve accruals needed to fund the sequential closure, final closure, and post-closure care for the MSW Landfill (30-year) and CDD Landfill (10-year). • Estimate yearly reserve balances. Landfill Fund Pro Forma Model FY 2024-25 Update 1 Exhibit 1. Frederick County Landfill Location Map DRAWN BY:LGN/MRG DATE SEPTEMBER 2024 FILE NAME:0:\Prgjgg1\02197Q17.3Q`Tg0.QO015\4N0,Pgrl A\A;AAhmggyg\A cAhmgmi IX a C 2Cj0O 40CC7 TT P SCALE ,.. / °�.s y PERMIT #529 iF 1 LANDFILL. FREDERIICK COUNTY REGIONAL LANDFILL ', ;� " (ACTIVE) CONSTRUCTION/DEMJIOLITION/DEBRIS (CDD) LANDFILL""S � „> PERMIT #40 LANDFILL SOLID WASTE PERMIT #591 WINCHE'STER, VIRGINIA (CLOSED) y LEGEND FACILITY BOUNDARY PROPERTY BOUNDARY APPROX. / } � ((APPROX.) SOURCE OSGS 7.5—MINWTE TOPOGRAPHIC MAPS—S'TEP'HENSON.VA(2016). BOTCE,VA(2016)AND WNCHESTER,VA(2015). T, �` *'-'`�t *� PERMIT #591r/, l 4 AREA 2 CUD LANDFILL I MULE OFFSET Is FROM THE FAcastt BOUNDARY. ,� '�r _ T, ^"4 n b (PROPOSED) L r nid/ , r r i " � t 7 1` 'PERMIT #591 AREA 1 a „ ..r�f CDU LANDFILL (ACTIVE) v/ 41 Wl V 1 MILE OFFSET` 4 K V ASAP 1 .2 DISCLAIMER This pro forma is the work product of SCS and is based on an engineering cost analysis of the County's Landfill Fund. It has been prepared for and on behalf of Frederick County, Virginia for its sole use. The pro forma contains proprietary logic prepared by SCS to estimate the annual expenses, both operational and capital, required revenues and reserve fund balances associated with the County's Landfill Fund. The Landfill Fund operates as an Enterprise Fund, which is a governmental accounting fund in which the services provided are financed and operated similarly to those of a private business. The rate schedules for these services are established so that revenues are adequate to meet necessary expenditures. Landfill Fund Pro Forma Model FY 2024-25 Update 2 2.0 PRO FORMA MODEL SETUP 2.1 BACKGROUND INFORMATION In preparing the Pro Forma Model, we reviewed the following key background documents relating to the County's budget, equipment assets and costs, personnel costs, and planned development of the landfill: • Frederick County Adopted FY 24/25 Budget; however, for the purpose of accrual calculations, we show the accruals as calculated by the model beginning in FY 25/26. • Reserve Fund balances as of 6/30/2024. • Landfill Asset List(Equipment, Building, Improvements, and Special Projects), which includes date of purchase, depreciation term, and estimated value/replacement costs. • County Landfill personnel cost schedule for FY 24/25. • County fuel usage and costs for FY 24/25. • Landfill master planning(by SCS Engineers)for the MSW and CDD Landfills, which includes estimated cell sequencing, cell sizes, disposal volumes, and development costs. • Closure construction and post-closure care estimates (by SCS Engineers). • County FY 24/25 landfill tip fee schedule. The County's Landfill Fund line-item budget was used as the basic structure of the Pro Forma Model, where future costs were either escalated based on assumed inflation rates or otherwise estimated and scheduled based on supplemental worksheet schedules. The supplemental schedules were prepared based on the background documents listed above, including equipment replacement, new cell development and construction, closure, post-closure care, and fund reserves. 2.2 KEY ASSUMPTIONS Other key assumptions used in the Pro Forma Model are summarized below: • Base Year. FY 24/25 (July 1, 2024- June 30, 2025) • Projected Budget: Based on the Landfill Fund FY 24/25 budget. Future expenses were escalated by an assumed inflation rate (see below) as well as modeled capital expenses. • Inflation Rate.A conservative 3 percent inflation rate is assumed, based on an assessment of the historical and projected consumer price index(CPI) as published by the U.S. Bureau of Labor Statistics. The published 20-year running average CPI-U-RS is Landfill Fund Pro Forma Model FY 2024-25 Update 3 3%.1 The CPI is applied on a line-item basis in the pro forma budget and can be varied in the model if certain commodities, such as fuel, begin to escalate differently than the CPI. • Investment Interest Rate. The County has established several restricted and unrestricted reserve funds within the Landfill Fund to support the landfill operations. A conservative 1.5 percent interest rate is assumed for the Landfill Fund reserve funds managed by the County. The assumed interest rate is material to the overall projected tip fees. If higher investment rates can be assumed, tip fees increases can be reduced. • Growth of Disposal Rate. The assumed growth rates are based on regional planning population projections as follows: - 2026-2030-0.75% - 2031-2035 - 1.15% - 2036-2040- 1.08% - 2041-2045 - 1.18% - 2046-2050 - 1.11% - 2051 and beyond - 1.05% • Solid Waste Disposal Projections. See Exhibit 2. We developed projections for the remaining life of both landfills, but the exhibit below summarizes the projections 2025- 2035. Exhibit 2. Solid Waste Disposal Projections Frederick County Landfills k� CDD Air Space Air Space Population Disposal Rate Consumed Disposal Rate Consumed Year Increase Tons CY Tons CY 2025 127,947 tons 213,245 CY 63,642 tons 106,070 CY 2026 0.75% 128,906 tons 214,844 CY 64,119 tons 106,866 CY 2027 0.75% 129,873 tons 216,455 CY 64,600 tons 107,667 CY 2028 0.75% 130,847 tons 218,079 CY 65,085 tons 108,475 CY 2029 0.75% 131,829 tons 219,714 CY 65,573 tons 109,288 CY 2030 0.75% 132,817 tons 221,362 CY 66,065 tons 110,108 CY 2031 1.15% 134,345 tons 223,908 CY 66,824 tons 1 1 1,374 CY 2032 1.15% 135,890 tons 226,483 CY 67,593 tons 112,655 CY 2033 1.15% 137,452 tons 229,087 CY 68,370 tons 113,950 CY 2034 1.15% 139,033 tons 231,722 CY 69,156 tons 115,261 CY 2035 1.15% 140,632 tons 234,387 CY 69,952 tons 1 16,586 CY 1 Bureau of Labor and Statistics, https://www.bis.gov/cpi/cpiurs.htm Landfill Fund Pro Forma Model FY 2024-25 Update 4 • Effective In-place Density. The effective in-place density is the weight per volume of waste measured in the landfill through periodic surveys resulting from the compaction and settlement. Effective in-place density is commonly referred to as airspace utilization factor(ALIF), and can be expressed as pounds per cubic yard or tons per cubic yard. The assumed effective in-place density is 1,200 pounds per cubic yard and is based on aerial topographic surveys and assessment of tonnage disposed in the MSW and CDD landfills.2 • Cell Construction Sequence, MSW and CDD. The model uses various logic to control when certain activities are initiated or need to be deployed, including professional services, rough grading for new cell development, new cell construction, landfill gas system expansion, closure, and post-closure care. The model assumes that rough grading needs to begin 5 years before a new cell is needed, and will occur over two consecutive years, followed by the construction of the new cell, which will occur during a single construction season. The professional services to support each of these activities are scheduled to occur the year before the activity is scheduled. LFG expansions are scheduled two years after each new cell is constructed. • Landfill Volumes. The model volume calculations are based on the fiscal year beginning 7/1/2024, and the remaining volumes, capacity consumed, areas closed, and areas open are based on the 7/1/2024 date. • Landfill Cell Development. We have prepared master plan sequencing and preliminary designs for the future expansion of the MSW and CDD landfills. Information from these designs is used to estimate the new cell areas, capacities, and sequencing, which are summarized in Exhibit 3 for both Permit 529 (MSW) and Permit 591(CDD). New cell construction is estimated at$400,000/acre for both landfills. This per acre cost does not include the rough grading/excavation costs, which precede the cell development. Exhibit 3. MSW Landfill Cell Development Information Construct New Capacity Cell' Acreage Capacity (Million (Fiscal Cell Depleted Phase (AC) (MCY) Tons) year)2 (Fiscal Year) MSW Landfill, Permit 529 Phase 1-2 43.32 6.0 3.6 Completed 2026 Phase 3A 11.05 1.8 1.1 Completed 2036 Phase 3B 10.99 2.5 1.5 2036 2046 Phase 3C 9.16 2.3 1.4 2046 2054 Phase 4 16.01 4.0 2.4 2054 2066 Totals 90.53 16.6 9.9 2 SCS Engineers, Landfill Master Plan Sequencing Microsoft Excel Worksheets,April 2024,and costs include engineering.The pro forma schedules the engineering and construction tasks and escalates the costs based on the assumed CPI; however,this table presents the costs in 2024$. Landfill Fund Pro Forma Model FY 2024-25 Update 5 Exhibit 3. MSW Landfill Cell Development Information Construct New Capacity Cell' Acreage Capacity (Million (Fiscal Cell Depleted Phase (AC) (MCY) Tons) year)2 (Fiscal Year) CDD Landfill Permit, Permit 591 Phase 1 Area 27.60 2.3 1.4 2025 Phase 2 Area A 11.5 1.7 1.02 2027 2042 Phase 2 Area B 11.5 1.7 1.02 2042 2054 Phase 2 Area C 11.5 1.7 1.02 2054 2065 Total 48.60 4.7 4.46 Notes: 1. Rough grading occurs over two years prior to new cell construction. 2. Fiscal Year begins, 7/1 • Closure Costs, MSW and CDD.As the landfills reach final grades in certain areas, these areas will be closed. The pro forma schedules a sequence of final cover construction sequences for both the MSW and CDD Landfills, generally three years after the LFG construction expansions. The final landfill closure is scheduled the year after the landfill stops accepting waste, followed by the 30-year post-closure care period. We have developed estimates per acre for the closure of the MSW and CDD Landfills as follows: - MSW and CDD,Area 2 Landfill: $350,000/acre. - CDD LF,Area 1: $329,000/acre (slightly different liner system assumed). • LFG Expansion Construction: The landfill gas system for the landfill will need to be expanded from time to time. A$37,000 per acre budget is assumed for future expansions, which are scheduled two years after the next new cell is constructed. • Post-Closure Care Period. The MSW Landfill post-closure care period is 30 years, and 10 years for the CDD Landfill per Virginia Department of Environmental Quality(VDEQ) Regulations. We prepare updates to the closure and post-closure estimates on an annual basis as a part of financial assurance documentation the County submits to the VDEQ. The pro forma assumes the following post-closure care costs: - MSW Landfill: $275,000/year, plus$21,000 in engineering costs. - CDD Landfill: $307,000/year, plus $21,000 in engineering costs (includes corrective actions). • Professional Services. Professional services (e.g., engineering) will be needed to support the various construction projects associated with the landfill. The following factors are used for estimating these services: - Rough grading: 4% - New Cell Construction: 4% - LFG System Expansion: 15% Landfill Fund Pro Forma Model FY 2024-25 Update 6 Closure Construction: 4% • Reserve Balances. Exhibit 4 lists the reserve funds that the County has established to support the Landfill Fund. This exhibit shows the balance of each reserve account as of 6/30/2024, a description of the funds (i.e., their respective purposes), whether the fund is restricted or unrestricted. County FY 24/25. • Tip Fee Rate Schedule(See Exhibit 5). Exhibit 4. Landfill Fund Reserve Accounts, Balances and Types (6/30/2024)* Description Type Category Fund Balance LF Closure Reserve (000200-2023) Restricted Closure/PCC $16,923,022 F/B Reserve for Encumbrances (000240-2440) Restricted Capital $0 F/B Reserve - Land Acquisition (000240-2442) Restricted Capital $1,048,000 F/B Reserve - New Dev. Costs (000240-2443) Restricted Capital $3,812,000 F/B Reserve - Envir. Project Fund (000240-2444) Restricted Environmental $1,948,442 F/B Reserve - Equipment Fund (000240-2445) Restricted Capital $3,050,000 Unreserved Retained Earnings (000240-2530) Unrestricted Capital $37,836,742 Totals $64,618,205 *Does not include the$320,000 planned closure/post-closure care escrow reflected in FY 19/20 Landfill Fund Pro Forma Model FY 2024-25 Update 7 Exhibit 5. FY2024/25 Tipping Fees Effective July l' 2024 Construction debiris $50 ton Concrete $20 ton Tires (10 and Under) Car tire on irim $3 each Truck tire (17" and over) $8 each 2.3 PRO FORMA MODEL STRUCTURE The pro forma cost and revenue model developed by SCS is based on a Microsoft Excel@ platform. The objectives of the Pro Forma Model are listed in Section 1.1. The model uses a concept that SCS refers to as "Scenario Modeling"to consider the impact of various assumptions on the budget for the County. Scenario Modeling uses the Data Table function in Excel to automatically input discrete soenarins, which are grouping nfselected assumptinns, through the Pro Forma K4nde| (3.0 Budget Pro Forma) and outputting the results tna summary table. 2.3.1 Tipping Fees and Scenarios The model checks for revenue sufficiency(i.e., do the current tip fees provide sufficient revenue to cover the projected costs). The model then calculates the tip fee revenues needed to support the Landfill Fund and estimates the other tip fees, using the municipal disposal tip fee rate as the base rate. The other user tip fee rates are calculated as a ratio of the current tip fee rates to the Municipal MSW tip fee rate. For example, the current Municipal MSW tip fee rate is $24/ton and the Commercial MSW tip free rate is$55/ton, so the ratio is 55/24= 2.29. 2.3.2 Line-Item Expense Budgets As indicated above, the Pro Forma Model uses the County's Landfill Fund line-item budget as the backbone for the model. The Pro Forma Model either escalates the budget line items year to year based on inflation, or uses input from other schedules in the model, such as projected capital expenditures (actual costs and accruals)for construction projects and equipment, and closure and post-closure care. Projected capital expenditures for new cell construction, closure, and special projects are accounted for under Improvements other than Buildings (8900-000). Projected Equipment purchases are accounted for under Construction Vehicles& Equipment(8006-000). 2.3.3 Line-Item Revenue Sources and Reserve Funds Revenue sources include tip fees charged to municipal and commercial customers using the landfill, miscellaneous revenues from recycling and electrical sales (power sales and renewable energy credits), or from reserve fund transfers. The model automatically manages the transfers to and from the reserve funds for capital projects, equipment purchases, closure and post-closure care, and Tipping Fee Stabilization (see discussion below), and keeps track of the fund reserve balance. As shown in Exhibit 4, for simplicity and fund accounting purposes, the reserve funds are further categorized for use as "capital" for equipment, construction, and land purchase, "environmental" to address future environmental remediation, and "Closure-PCC"for closure/post-closure care liabilities. The distribution of the reserve funds for modeling purposes is shown in Exhibit 6. Exhibit 6. Generalized Reserve Fund Categories Used in Pro Forma Model* Reserve Balance Reserve Fund Category 6/30/2019 Capital (Equipment, New Cell, Special Projects) $ 29,946,742 Environmental $ 1,948,442 Closure/Post-Closure Care $ 16,923,022 New Tipping Fee Stabilization (FY 19/20) and Beyond) $ 15,800,000 Totals $ 64,618,205 *Source: See Exhibit 4. See Discussion below on "Tipping Fee Stabilization Reserve Fund A "Tipping Fee Stabilization Reserve Fund" is included in the model to manage potential revenue shortfalls depending on the tip fee schedule scenario selected. Projected revenues in excess of costs Landfill Fund Pro Forma Model FY 2024-25 Update 9 in a given year are deposited back into the "Tipping Fee Stabilization Reserve Fund", which is what the County currently does with the Unrestricted Retained Earnings Reserve Fund. This new reserve fund could be created and funded by the County, orjust managed as a part of the unrestricted reserves. The "Capital" reserve funds (both restricted and unrestricted) are considered as one fund for modeling purposes; the County will need to decide on a year-to-year basis how much to transfer from the unrestricted reserves to the restricted reserve funds depending on construction projects and equipment purchases. The model accounts for the cash flow requirements for new construction, equipment and closure projects for the MSW and CDD Landfills, as well as the accruals needed to maintain positive reserve fund balances throughout the life of the landfill. Two accruals are calculated: one for equipment and construction, and the other for closure and post-closure care. The accruals consider the annual contribution needed over the life of the CDD and MSW landfills to provide adequate capital funding for construction and equipment purchases or closure and post-closure care. The annuity accrual calculation is based on the goal of near a zero balance at the end of the life of the landfill in the case of the construction and equipment reserve fund, or at the end of the post-closure care period for the closure and post-closure care fund. Interest earnings on fund balances are calculated based on a 1.5 percent interest rate. The accruals show up as on specific line-item expenses within the County's budget and are transferred to the reserve accounts. On the "Expense" ledger, the capital accrual is divided between the Site Development Reserve (8900-001) and Depreciation of Equipment(9500- 000). The closure and post-closure care accrual is accounted under Post-Closure Care Costs (5806- 001). The two reserve fund balance worksheets are included in the pro forma model for the landfill capital expenses and the closure and post-closure funds. These worksheets show the year-to-year fund "deposits", which include accruals and interest, and withdrawals, which include various capital expenditures for equipment and landfill construction and closure/post-closure care. 2.3.4 Landfill Fill Sequencing Schedules The Pro Forma Model includes a series of worksheets that automatically account for the remaining disposal volumes in the MSW and CDD Landfills. The worksheets also schedules the required professional services, construction and deployment of new cells, landfill gas systems, and closures, and projects forward the future value of all costs based on the assumed inflation rate. 2.3.5 Equipment Replacement Schedule Frederick County provided the list of all equipment, building, and site improvement assets assigned to the Landfill Fund to SCS. This list includes the asset description, when it was purchased or constructed, the value of the asset(original and current), and the estimated service life of the asset, which forms the basis for the depreciation schedule. The asset list is used to develop a theoretical equipment replacement worksheet for the landfill equipment. The equipment replacement schedule calculates the "first" replacement date of the asset. The worksheet schedules and posts the escalated purchase costs of the equipment in the month and year indicated and calculates the resulting depreciation costs (monthly and aggregated on a fiscal year basis) based on the estimated service life of the asset. This worksheet is used to estimate the annual capital expenditure for the equipment, and the depreciation expense is provided for planning purposes only. The annual equipment capital costs are output to the Reserve Funds worksheet, along with the other landfill capital costs, and an annual capital accrual is calculated, taking into account the existing reserve fund balances as discussed in Section 2.3.3. Landfill Fund Pro Forma Model FY 2024-25 Update 10 2.3.6 Closure and Post-Closure Care The closure and post-closure care worksheets reference the schedule and capital construction costs for closures from the MSW and CDD Landfill Sequence worksheets and sequence the post-closure care costs, escalated based on the assumed inflation rate. Annual current closure and post-closure care liability calculations are provided per the VDEQ requirements, taking into account the percent capacity consumed in each landfill annually and the current closure and post-closure care liability costs. The annual post-closure care liability estimates look ahead 2 years because post-closure care will likely begin 2 years after the landfill stops receiving waste, which allows for completion of final closure construction. The liabilities for the MSW and CDD Landfills are calculated separately, and are combined in the closure and post-closure care escrow worksheets to estimate the annual accruals needed to pay for the landfill closure and post-closure care. The goal of the escrow calculation is to provide sufficient funding to maintain a positive fund balance, pay for all closure and post-closure care costs, and have a zero balance at the end of the post-closure care period (30 years for the MSW Landfill and 10 years for the CDD Landfill). The existing balance of the restricted "LF Closure Fund" is used in the analysis. 3.0 ANALYSIS AND RESULTS 3.1 ESTIMATED LIFE OF LANDFILL AND FILL SEQUENCING The Pro Forma Model provides an accounting of the depletion of each phase of the landfill and schedules the deployment of new cells, including rough grading, landfill gas expansions, closure, and post-closure care. The MSW and CDD Landfills are expected to have remaining service lives of nearly 42.4 and 41.5 years, respectively. The CDD estimated landfill life includes the proposed CDD expansion area, which extends the MSW site life from what was most recently represented in the annual capacity report to the Virginia Department of Environmental Quality. The landfill disposal acreage and capacities, projected sequencing of construction of each new cell, and the estimated fiscal year each landfill will reach its capacity(i.e., disposal capacity depleted) are shown in Exhibit 7. Exhibit 7. MSW Landfill Cell Development Information Construct New Cell Capacity Cell' Depleted Acreage Capacity (Million (Fiscal (Fiscal Phase (AC) (MCY) Tons) year)2 Year) MSW Landfill, Permit 529 Phase 1-2 43.32 6.0 3.6 Completed 2026 Phase 3A 11.05 1.8 1.1 Completed 2036 Phase 3B 10.99 2.5 1.5 2036 2046 Phase 3C 9.16 2.3 1.4 2046 2054 Phase 4 16.01 4.0 2.4 2054 2066 Totals 90.53 16.6 9.9 CDD Landfill Permit, Permit 591 Phase 1 Area 27.60 2.3 1.4 2025 Phase 2 Area A 11.5 1.7 1.02 2027 2042 Landfill Fund Pro Forma Model FY 2024-25 Update 11 Exhibit 7. MSW Landfill Cell Development Information Construct New Cell Capacity Cell' Depleted Acreage Capacity (Million (Fiscal (Fiscal Phase (AC) (MCY) Tons) year)2 Year) Phase 2 Area B 11.5 1.7 1.02 2042 2054 Phase 2 Area C 11.5 1.7 1.02 2054 2065 Total 48.60 4.7 4.46 Notes: 1. Rough grading occurs over two years prior to new cell construction. 2. Fiscal Year begins, 7/1 3.2 CAPITAL EXPENDITURE (CAPEX) PROJECTIONS Exhibit 8 and Exhibit 9 summarizes the capital expenditure projections for the next 20 years for new cell development(rough grading and cell construction), landfill gas system expansions, special projects (e.g., new leachate treatment plant at$11.5 million and adding$1.5 million/year in operating costs), closure, and new equipment. We project that approximately$169 million (future dollars) ($125 million net present value at 3 percent discount factor) in capital funding will be required between FY 2025 and FY 2044 to support the landfill operation. As shown in Exhibit 6, the County currently has approximately$64.6 million set aside in restricted and unrestricted capital reserves funds. Although the Landfill Fund has significant restricted and unrestricted reserves already established, the reserve funds must be supplemented with additional annual accruals as discussed under Section 3.3 to support the future projected capital expenditures throughout the remaining life of the landfill. 3.3 CAPITAL AND CLOSURE-PCC ACCRUAL PROJECTIONS As indicated in Section 3.2, the pro forma projections suggest that over the next 20 years the County will need to spend approximately$169 million (future dollars)for construction of new cells, landfill gas system expansions, closures, special projects(i.e., leachate treatment facility), and new equipment. In addition, the Landfill Fund must accrue sufficient reserves to fund the post-closure care periods for the MSW and CDD Landfills. The Pro Forma Model includes two accrual calculations, one for new landfill cell construction, landfill gas system expansions, special projects, and new equipment, and the other for closure and post-closure care. Exhibit 13 summarizes the estimated minimum accrual rates needed to adequately fund the future projected capital requirements of the Landfill Fund. Landfill Fund Pro Forma Model FY 2024-25 Update 12 Exhibit 8. Summary of Total Capex for MSW and CDD Landfills MSW/CDD LF Capex+ Year Closure 2025 $4,642,000 2026 $9,808,000 2027 $6,405,000 2028 $4,661,000 2029 $17,982,000 2030 $18,202,000 2031 $5,317,000 2032 $4,710,000 2033 $6,055,000 2034 $8,804,000 2035 $8,947,000 2036 $5,627,000 2037 $674,000 2038 $6,505,000 2039 $7,142,000 2040 $11,960,000 2041 $16,123,000 2042 $6,609,000 2043 $7,471,000 2044 $11,611,000 NPV @ 3% $125,276,000 Total Dollars $169,255,000 Includes cell development, LFG construction, closure and equipment Landfill Fund Pro Forma Model FY 2024-25 Update 13 1 i I i I • f � I • � I . s r�„ • N i -r— ®® 'i'V°I N Q w • � I � • I N J 0 x ® • N LU • u Q ® vie D N N O LL VI LL / U • p . o • o U- o • 2 c 21 J 3.4 CAPITAL AND CLOSURE RESERVE FUND BALANCES As indicated in Section 2.3.3, the model accounts for the cash flow requirements for new construction, equipment and closure projects for the MSW and CDD Landfills. The goal is to have a near zero balance at the end of the life of the landfill in the case of the construction and equipment reserve funds, or at the end of the post-closure care period for the LF Closure reserve fund. The Pro Forma Model tracks the year-to-year beginning and ending reserve fund balances, interest earnings, interest expense (if short-term borrowing is needed), withdrawals for projects or equipment, and accrual deposits. Exhibit 10 and Exhibit 11 summarize the life of asset reserve fund balances based on the projections included in the Pro Forma Model. The accrual calculations assume interest income continues at a minimum of 1.5 percent, and the capital projections remain valid. The required accruals should be confirmed on an annual basis based on updated projections for all capital requirements, interest earnings, and actual accrual deposits. The Pro Forma Model provides a tool for projecting and managing the various Landfill Fund reserve accounts that have been established by the County. 3.5 TIP FEE SCENARIOS The County's FY 2024/25 tipping fees are summarized in Exhibit 5. We considered two future tip fee scenarios as shown in Exhibit 12. The first scenario (Scenario A) would keep FY 25/26 tip rates the same as FY 2024/25 rates, but significantly increase tip fees beginning in FY 2026/27 based on a tip fee rates needed to balance the budget. This scenario reduces the overall allocation of reserves for tip fee stabilization and reduces overall annual capital accrual rate (See Exhibit 13). The second scenario (Scenario B) would increase the FY 2025/26 Municipal MSW tip fee rate to $28/ton ($4/ton increase) and FY 2026/27 rate to $32/ton (another$4/ton increase), and then $2/ton/year increase annually thereafter. The Commercial MSW rate would adjust accordingly based on the current ratio of the Commercial MSW to Municipal MSW rates (Commercial MSW Tip Fee Rate = 2.29 x Municipal MSW Tip Fee Rate). The pro forma budget print-outs for both scenarios are presented in Appendix A. The tip fee rate schedules assumed for each scenario are presented in Exhibit 12. 4.0 CONCLUSIONS AND RECOMMENDATIONS The following conclusions and recommendations are offered for the County's consideration: • Tipping Fees. The current tip fees rates are not projected to provide sufficient revenue to offset projected expenses for the next several years. This is primarily due to the need to accrue sufficient funds for capital expenditures and closure/post-closure care. We recommend the County consider the more gradual increase in tip fees (Scenario B), which will reduce the impact to municipal and commercial customers. • Accruals. The County needs to increase the accruals expensed for capital equipment and construction and for closure and post-closure care. The suggested accrual rates are presented in Exhibit 13 for both Tip Fee Rate Scenarios. The capital and closure/post- closure care accruals should be deposited to the various reserve funds established for the Landfill Fund. The model does not include accruals for development of a new MSW or CDD landfills in the future once the County's existing landfills (Permit 529 and Permit 591) reach capacity. Landfill Fund Pro Forma Model FY 2024-25 Update 15 * Reserve Fund Management. The County will need to diligently manage the capital and closure/post-closure care reserve funds in order to cash-fund the future projected oaphe| requirements for the Landfill Fund, and manage revenue shortfalls as the County progressively increases the tip fees to balance the budget over the next several years. 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II G' .......... u C C ma, ("I"), .......... 71. .......... 0 0 0 0 0 0 0 0 0 0 0 0 0 0 C'114 Clq 0 m m m u C C C II /.3, ox"'D, Ox"D", 0 0 0 0 0 0 0 'r u Cr c- 0 0 �II0 0 0 0 0 C- u Cr ry 0 .0 .0 .0 .0 C C ox"D, ma, ogllJ ma, ma, ........ cl� C 0 0 011 011 011 011 ......... /.3, or x LU 0 0 0 0 0 0 0 0 0 0 0 CO bat 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Exhibit 13. Tip Fee Scenarios A and B, Accrual Estimates for Landfill Fund Frederick County Landfill Annual Accrual Rate Accrual Period (FY 25-26 and Beyond) Beginning FY 2025 Description ($/year) Through Scenario A $7.6M/year (Capex) $2.5M/year (Closure-PCC) 2061 Tip Fee Stabilization: $6.4M Scenario B $7.3M/year (Capex) $2.5M/year (Closure-PCC) 2066 Tip Fee Stabilization: $13.7M Landfill Fund Pro Forma Model FY 2024-25 Update 20 Appendix A Pro Forma Budget Projections, Scenario A and B Landfill Fund Pro Forma Model FY 2024-25 Update 00 0 0 0 mo 0 000l 00 00 0 00000000000000 0 0000000000 000 �0 V) V) 0 0 10 V) V) 0 0 I'll,l 00 0 0 �2000000000000 0 0000 ""' o 000 0 0 EEb il, N 11�1 0 il, 11�1 V" 0 "I'll" 0i li 11 01 V" V" 0i VII VII 0i il� V" 0i 1,�, V" 11111� VII VII 11�1 1010 il� ml ml 1� 11 cc CI I "A","A","A", �o V) V) 1`1 1`1 0i 0i cn Cn Cn Mar Cn Cn ea es—"F"F—F—F�F�F'F"F"F 5 Z 5 Z 5 ZT 7 'En cc 0i 0i w 1 01 bb 0 Eb f 11�1 110 V'I 01 11 01 0 1®h. 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O Lo O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O l O O Lo O O O O Lo O O N O O O O O N N O O O V O O O O O O O O O O V O 0 0 0 0 0 0 0 0 O O..) O O O O O O N O rl O O O O M O V O O O O O N V O O Lq e9-Lq 0 0 Lq 0 0 0 O V Nv 0 0 0 0 0 0 0 O O O O O O O O V N � O Oo O N T O O `O e9 M O O O `O � N M `O 19 N `O O V V V O N V N N � N O o N O O � O � O O EPr`O co � V N M EPr 69-`O O co `O N M EPr 6'}N EPr 6'} 6'}6'}M V EPr N N 6 6 6 6 6 6 6 ` 6'}6'} 3 M O EPr M 6'} 6'} O 6 V DJ O O0 O0 O '} '} '} '} E N Pr 6'} '}6'} '} '} 6'}6'} '}6'} 6�4 6'}69 }}6'} 6'}6'}6' N n 6�4 00 N N C � fV. u( � Q. a Outlook Re: citizens perspective and input From Heather Lockridge <heather.lockridge@fcva.us> Date Wed 10/2/2024 10:46 AM To Joe Wilder <jwilder@fcva.us> Good morning, Does Monday October 21 still fit in your schedule to meet to discuss our agenda for Public works? Does 8:30 work for you? Thanks, Heather From:Joe Wilder<jwilder@fcva.us> Sent: Monday,September 23, 202410:32 AM To: Heather Lockridge<heather.lockridge@fcva.us> Subject: Re:citizens perspective and input Heather, good morning. Yes I know Jason. We can discuss why we have electronics recycling on Wednesday mornings. I can talk to staff and see how attendance has been at recent a-cycle events. Also, the convenience sites have to be closed one day a week.All of our convenience site workers are part time. Since they have to work weekends, we have to give them off one day a week.This keeps our personnel costs down so the staff can be considered part time. Based on citizen usage, Wednesday's are the slowest day of the week. However, we can definitely talk through it. Our plan would be to have a Public Works meeting on October 29th. We should set up a meeting so we can discuss the agenda for that meeting. We want to discuss tipping fees for sure as well as these items. How about Monday, October 21 or Tuesday, October 22?? thanks, Joe C.Wilder Director of Public Works Frederick County,Virginia 107 N. Kent Street Winchester,Virginia 22601 email:jwilder@fcva.us phone: 540-722-8215 From: Heather Lockridge<heather.lockridge @fcva.us> Sent: Monday,September 23, 202410:03 AM To:Joe Wilder<jwilder@fcva.us> Subject:citizens perspective and input Good morning Joe, 1 wanted to let you know that a constituent called on Friday,Jason Bly, whom he said you actually know from high school days, had a few concerns in regards to the convenience sites. He mentioned how the lack of access/restrictions in getting rid of electronics, encourages people to put into a black commerical bag and throw at the convenience sites,which we as a county then have to pay for, but also, if people don't have a way to get rid of their electronics properly, it could also be encouraging dumping alongside the roadways. (Electronics recycling will be held on the fourth Wed. of each month,7 a.m.to 11 a.m. (No December 2024 event.)) ... ***and that Wednesdays are hard for the working folks to get off of work and go there. If it is once a month,could it be a Saturday? 2. He stated that closing the convenience sites on Wednesdays doesn't make much sense, but maybe a Monday would make more sense as many holidays already fall on Monday's (Labor Day, Memorial Day). Just some thoughts of a concerned citizen, thought maybe we could address at our next public works meeting in October. I said I would pass these concerns along. Thanks for your time! Sincerely, Heather Heather Lockridge Supervisor, Gainesboro District Frederick County, Virginia 540-664-4184 eCycling Electronics Recycling Electronics recycling will be held on the fourth Wed. of each month, 7 a.m.to ii a.m. (No December 2024 event.)Please stay in your vehicle.Materials should be hauled in on the back of trailers or pickup trucks whenever possible.Face coverings are recommended. El 'Recycling Electronics are accepted for recycling at the Landfill citizens'center. Electronics such as computer monitors,lap tops,cell phones,adapters,dry cell batteries, processors,keyboards,mice, cables,televisions,VCRs,fax machines,copiers,scanners, calculators,electric typewriters,telephones,answering machines,tape recorders, camcorders,cameras,stereos and speakers are all accepted during special collection events. All working microwave ovens should be donated to a local charity. Monitors and television screens are not landfilled.All materials are trucked out of the area and dismantled for recycling. End-user fees help offset the landfill's costs associated with the safe management of lead and mercury-containing screens. Businesses and residents are encouraged to participate in eCycle!All forms of payment accepted. Company checks and personal checks should be made payable to Treasurer, Frederick County. Fees ITEM FEE Televisions $15 each or $22.50 each Televisions with wooden consoles $20 each or $30 each Computer screens (CRT and flat screens) $10 each or $15 each Battery backups (UPS) $5 each All other electronics Free:::_ Reuse Reuse Resources Remember, one man's trash is another's treasure! Several local charitable groups accept good,useable items. • Goodwill Industries: 723-6864 • Salvation Army: 722-2749 • C-CAP: 662-4318 (Clothing only.) • Blue Ridge Hospice: 536-5210 • Winchester Medical Center Auxiliary/The Attic: 536-0000 • SPCA Thrift Store: 450-2710 • Habitat for Humanity's Restore: 662-7066(Accepts and re-sells all forms of building materials and large appliances.) • Freecycle.org:A local on-line exchange of usable items,offered and accepted between users free of charge. Environment Links Visit the E gii web site for questions on everything from the proper management of old fuel to local businesses who accept difficult to recycle materials. Simply type in your zip code once you access the site. Numerous resources,lesson plans and activities for educators and students are available on the Department of Envir ental uality's Education and Outreach pages. Household Hazardous Waste ** PLEASE NOTE**Electronics recycling and household hazardous waste collection events held at the regional landfill are underway. Household hazardous waste collection is held on the third Wed. of each month, noon to 6 p.m. Exception:A June ig event will not be held due to the Juneteenth holiday. Electronics recycling is held on the fourth Wed. of each month, 7 a.m.to ii a.m.Please stay in your vehicle. Materials should be hauled in on the back of trailers or pickup trucks whenever possible. Face coverings recommended. See link prior to events for complete details COVID-HHW+ E- Cycle. NOTE: Hazardous Waste and eCycle events held only at the Landfill Convenience Center. Items Collected: • Insecticides • Pesticides • Pool chemicals • Antifreeze(also collected for recycling outside of hazardous waste events • Transmission fluid • Gasoline or mixed petroleum • Car batteries • Fluorescent and compact fluorescent light tubes • Paints • Thinners • Solvents • Household cleaners Manage Latex Paint on Your Own. Here's How: Remove lid.Allow to dry to a solid in a safe location. Add a hardener sold at home improvement stores. Pour paint out onto old newspaper,mulch,kitty litter and allow to dry. Once your latex paint is dry or turned to a solid,throw dried material and dry can into your regular refuse bag. Never flush old paint or chemicals down the drain.The above management method is intended for water-based latex paints only. Compact Fluorescent Light Bulb Disposal For information on safe disposal of compact fluorescent light bulbs,check out this EPA link:www.epaa,gov,Lcfl. Home Smoke Detectors Most modern home-use smoke detectors may be disposed of as normal household trash.Modern detectors contain such a small amount of radioactive material(less than one microcurie),that they are considered safe for normal disposal. Remove and properly manage batteries. In older models of detectors that contain higher levels of radioactive material,check manufacturer's label. Some offer mail-back programs. Remove batteries. They are not accepted at the landfill's Household Hazardous Waste Collection events. Batteries BE ALERT. DIVERT HIDDEN BATTERIES. Please remove all batteries from your electronic devices,tools, household items and toys prior to disposal. Batteries of all types power our lives each day. Batteries are smaller and more powerful than ever before,however, they can represent a fire hazard in your home and at the regional landfill. Re-chargeable batteries and single-use button cell batteries contain dangerous heavy metals such as mercury,silver,lead,nickel, cadmium and lithium, all of which can lead to environmental concerns and cause serious health issues. Batteries are easily recyclable at the landfill's citizens'center, all neighborhood citizens'convenience sites and some local retailers. While it's still a good idea to recycle alkaline batteries(AAA,AA, 9V,C, D cell), they are not considered hazardous. They are also collected at the regional landfill and neighborhood convenience sites.These types of batteries may also be safely disposed of as normal household trash. Auto,lawnmower,marine and farm batteries are collected only at the regional landfill's citizens center. They should never be disposed of in a landfill. For more information,visit one of the websites listed below: •Call2Recycle call2recycle.org safety tips •Call2Recycle how they are manufacture Safety Tips - Rechargeable Lithium-Ion Devices Cell phones,tablets, cameras,battery-operated toy cars, and hoverboards are often powered by rechargeable lithium-ion batteries,a potential fire hazard. Keep your home safe. Please follow these important safety tips: -Ensure device is UL listed. -Read and follow manufacturer's instructions. -Allow the device to cool before recharging. -Never leave recharging devices unattended. -Avoid overcharging. Do not allow a device to remain plugged in overnight. -Utilize one plug per electrical outlet and only use the charging cord that came with the device. Business? Safe Hazardous Waste Disposal Options Here's an incomplete list of providers in the area. -ACV Enviro httl2s://www.aevenviro.comi •BulbCycle ittp:j/bulbcycle.com • Care Environmental h.UR/Lwww careen com/ -Clean Harbors http://www.cl'eanharbor,%.cQM -Environment Waste Specialist http://www.ewsihazmat.com •MXI Environmental hhtp://www.mxiinc.com Pesticide Container Recycling Containers must be triple-rinsed,labels and caps removed.Material will then be recycled by the Virginia Department of Agriculture. Citizens' Convenience Centers Frederick County offers drop-off collection of household refuse and recyclables for residents at no charge.There are eleven citizens' convenience sites located throughout the county. Bagged household waste may be disposed of at all locations,while large,bulky items must be taken directly to the landfill citizens'center.These items include, but are not limited to, major and small household appliances,a/c units, dehumidifiers,lawn equipment with fluids removed,auto batteries,propane tanks,indoor and outdoor furniture,shelving,mattresses,box springs, remodeling waste such as lumber,pipes,carpeting and yard debris. Remove doors from refrigerators and freezers. Sites are staffed and have posted hours of operation.The landfill center conforms to regional landfill hours. Sites are for the sole use of Frederick County taxpayers.Those residing in the City of Winchester are permitted to use the regional landfill, as are taxpayers of Clarke County.Through a shared agreement,Clarke residents may also utilize the convenience sites located at Double Toll Gate, Stephenson and Greenwood Road. Hours - Neighborhood Convenience Sites 7 a.m. to 6 p.m. every day except County holidays listed below and: • Wednesdays: closed • Sundays: 10 a.m. -3 p.m. • Star Tannery site hours: o Monday-Tuesday: 1 p.m.-6 p.m. a Wednesday-Thursday: closed o Friday: 1 p.m. -6 p.m. o Saturday: 7 a.m.-6 p.m. a Sunday: 10 a.m. -3 p.m. • Convenience sites close on New Year's Day,Easter Sunday,Memorial Day,Independence Day, Labor Day, Thanksgiving and Christmas. Regional Landfill/Landfill Citizens' Center Closings Note:for all NOON closings, only the Landfill and Landfill Citizens'Center close at noon. All other Neighborhood Citizens' Convenience Centers operate on their normal schedules. See the Landfill page for more information about the Landfill site. 2024 landfill closings: • January 1, 2024 New Year's 2024: closed • January 15,Martin Luther King Jr. Day; close at noon • February 19, Presidents Day: close at noon • May 3,Apple Blossom Friday: close at noon • May 27,Memorial Day: closed • June 19, Juneteenth: close at noon • July 4,Independence Day: closed • September 2,Labor Day: closed • October 14, Columbus Day: close at noon • November 5,Election Day: close at noon • November 11,Veteran's Day: close at noon • November 28,Thanksgiving: closed • November 29,Thanksgiving: close at noon • December 24, Christmas Eve: close at noon • December 25,Christmas: closed • January 1, 2025,New Year's Day: closed Note:for all NOON closings, only the Landfill and Landfill Citizens'Center close at noon. All other Neighborhood Convenience Sites operate on their normal schedules. See the Landfill page for more information about the Landfill site. Facility Locations SITE LOCATION Albin 174 Indian Hollow Rd.,Winchester,VA 22603 Greenwood 801 Greenwood Rd.,Winchester,VA 22602 Stephenson 235 Hot Run Dr.,Stephenson,VA 22656 VIEW MAP Gainesboro/Back Creek 5633 N.Frederick Pk.,Winchester,VA 22603 Shawneeland 100 Shawnee Trl.,Winchester,VA 22602 Round Hill 120 McFarland Rd.,Winchester 22602 Middletown 6671 Valley Pk.,Middletown,VA 22645 Double Tollgate 4201 Stonewall Jackson Hwy,White Post,VA 22663 Regional Landfill 280 Landfill Rd.,Winchester,VA 22602 Landfill Citizen Center 146 Landfill Rd.,Winchester,VA 22602 Gore 135 Sand Mine Rd.,Gore,VA 22637 Star Tannery � 72�1BHKL�Rd., tar Tannery,VA 22654 Map Find facilities and directions with GIS'Frederick County Government Services application. https://www.winchesterstar.com/winchester star/letter-to-the-editor-parking-at-albin-convenience- site/article_5aOd3a5c-712e-537f-be02-2a537937be0e.html Letter to the editor: Parking at Albin convenience site Sep 16, 2024 Parking at Albin convenience site Frederick County officials: I have intended to send this request numerous times, but I was hoping the issue would have been addressed already, but since it has not, I am requesting that you please put in designated parking spaces at the Albin convenience site in the recycling area. The area is small and if two or more vehicles park perpendicular to the recycling containers, then it clogs up the entire area and backs up incoming traffic. If I recall correctly the project initially came in under budget, so funds should be available to complete this small project. My suggestion is to create lined parking spaces that are parallel to the containers similar to what has already been done in front of the trash containers. Diagonal lines would be an option as well. The lack of any structured parking spaces in this area just does not work well and this is an issue that could be easily resolved, resulting in a much better flow of traffic for this site. Thank you for your attention to this matter. Charles S. McCarty Jr. Frederick County https://www.winchesterstar.com/winchester starlietter-to-the-editor-seconding-parking- suggestion/article_337cdb81-6ff6-542e-a950-91926896adfe.html Letter to the editor: seconding parking suggestion Sep 18, 2024 1 wish to "second the motion" regarding the lack of parking lines that are face-in to the recycle containers at the Albin/Indian Hollow convenience center. As noted in a prior letter, people park sideways to the containers, literally taking up two spaces and causing back-ups. Most of this issue would be eliminated by having lines painted so folks can pull face in (or back in) to the containers. Stan Daywalt Frederick County u in to 'ammi ja / �j ii��✓/%J��//�j ,d t/�� i!l 1✓I��1�9H � �1 �1J i I ,1�� , /�ij; J%rr ��! �1 (d / ia�urr r✓/%'i f%ia�i f f�11!'ilr l , 1/ lull✓////y/ c,;'/'; ! �91�+�Y; P//YR- lj j//��✓� r�I�j�� ff � !l � ��✓f'r Ri6� >' �,v � �� /�G11 �„�;>r��/�f.,lI� /n1,dr1�„�i,., %i�.r, .. �k.�,n N� 0 �: COUNTY NTY of CK ___ .. Department of Public Works 540/ 5-5 43 �34 FAX- 54,0/678-0682 MEMORANDUM TO: Public Works Committee FROM: Joe C. Wilder, Director of Public Works SUBJECT: Monthly Tonnage Report-Fiscal Year 22/23 DATE: October 15, 2024 The following table shows the tonnage for the current fiscal year. The average monthly tonnage for fiscal years 04/05 through 23/24 is also listed below: 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: 17,954 TONS(UP 401 TONS) FY 23-24: AVERAGE PER MONTH: 17,776 TONS(DOWN 178 TONS) FY 24-25: AVERAGE PER MONTH: 18,593 TONS(UP 817 TONS) MONTH FY 19-20 FY 20-21 FY 21-22 FY 22-23 FY 23-24 FY 24-25 JULY 17,956 17,677 17,893 17,250 22,732 19,050 AUGUST 17,267 16,517 21,437 20,877 18,527 19,442 SEPTEMBER 17,985 16,789 19,306 19,195 16,935 17,286 OCTOBER 22,528 20,127 18,215 19,273 18,442 NOVEMBER 17,304 15,432 16,927 16,546 16,814 DECEMBER 14,362 15,496 16,391 15,294 15,520 JANUARY 14,913 14,480 12,932 16,583 14,467 FEBRUARY 13,380 12,030 14,622 16,488 15,828 MARCH 15,533 18,758 18,167 17,987 18,112 APRIL 17,475 18,627 16,952 16,744 18,151 MAY 17,010 17,105 18,054 20,124 19,078 JUNE 17,968 18,594 19,737 19,081 18,707 JC W/gmp LO O O O O O O O O O O O LO O O M M I� O �T (O O I� (O I� 00 r O Cl) O N O LO O 00 (O (O O O 00 N 00 N N M M (O (O M � M N M O O I� M M (O O �T �T O N M N (O Cl) 00 Cl) Lf) M O V N (O M N M O (O (O O �' O O M Lf) N _ M M V M V V O JLo I (O (O I� � LO N O N N (O I� V 0') O 0') Cl)M 0')(O 00 O 00 N LO �' �' LO QIO � � N'N 00 � (O 00 N 00 I� O N' LO I� Cl) N 0') N V (O N O 0') Cl) 0 0 00 M (O I� O N' O LO V Cl) M (O N N N N N N (O O O r- (O V M O M O M (O (O N V M 0 LO LO (O (O (O (O (O (O (O LO LO LO LO LO LO Cl) N N N N N N N N N N N I� H M O O O O N m O H O V O LO m m � m O O O O O O O O O O 00 N 00 00 V (O (O O LO O N N M I� O O Lf) m � N 00 M 00 N' N 00 N r- Lf) �' r- (O O N V M � N M I, N O _(O M M O N O N (O 7, (O 7, a; 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Rhonda Paul Gartner Seconded the motion. No Jason Croasdale discussion and motion to Rhonda Sargent approve the May 5, 2024, Kevin Alderman - Manager minutes was approved Joe Wilder, Director of Public unanimously. Works John Jewell - Back Creek District board of supervisors Mr. Bailey called the meeting to order at 7:00pm and welcomed residents. Committee members and county officials introduced themselves. 2024 SSDAC Meeting dates The last meeting of 2024 SSDAC will be held: Monday November 18th, 2024 (IIIIIIII IIO IIIIIIIII IIO IIIIIIIII IIO 0111 ulll (IIII �II�U ulll IIIII IIO IIIIIIIII IIIIIIIII IIIIIIIII ''... i, IIIIIIIII IIII IIIIIIIII i, IIIIII IIIIII IIIO S 0 S ��I IIAWIN ��! IIIIIIIIIIIIIIII IIIIIIIIIIIIIIIIII (IIIIII IIIIII IIIIOI I IMIII IIIIIIIII III IIIII III IIIIIIIII IIII�I��p� II III IIIII IIIII IIU 011�y�ulll IIIII �"I"�V'y IIIIIIIII � IIIIIIIII IIIWu�' IIIIII IIIIII (IIIIII IIIIIIIII IIIIIIIIIIIIIIIIIII IIIIII IIIIIIII (IIII III (IIIIIIII � � IIIIIIII! III IIIIIIII! Lake Cherokee Update: As we can all see, the lake level on Cherokee Lake has been on a steady decline since June 6th. At that time, the lake level was 1 " above full pool. As of July 30th, the lake level is minus 61 ". This of course is a direct result of the unusually dry and hot weather conditions. Mr. Jacobs made a motion to close the beach area due to the low water level conditions and remove Porta Potty to save money. Motion seconded by Mr. Bailey Pipe Replacement: The staff has been replacing and upgrading deteriorated drainage culverts throughout Shawneeland. To date the staff has replaced 525ft. of culverts. In places that have water flow most of the year we are using HDPE pipe instead of the galvanized metal that we normally use, this will increase the life of the culvert by 3 to 4 times. The life expectancy of galvanized metal is about 20 years. Over the long haul this will save on the cost of culvert replacement. The culvert replacements will continue until all the scheduled culverts are replaced. Grader Patching: Usually by this time of year the motor grader asphalt patching would be well underway. This process has not yet started. Once we have all the drainage culverts installed, the asphalt patching process will begin. This will be an ongoing project that will take us into next spring. This type of asphalt patching is not a process that can be done during the winter months. Tar & Chip: We are approved to tar and chip 8.11 miles of trails in this current budget year. There are several steps to take place to prepare the roads for the tar and chip program. This includes cutting low lying limbs, so the tar and chip machinery have clearance to operate. Replacing all the damaged culverts is also part of this process. Repairing shoulders and ditches is the next step, then asphalt patching any spots that the road surface is breaking up, dips, broken edges, and potholes. The staff is still working on these steps and will not be completed in time for the tar and chip program in September as we usually do, therefore the tar and chip program will be delayed until the latter part of May or the first part of June. This will allow the beforementioned tasks to be completed and ready for the contractor to start the tar and chip program at that time. Mowing Trails: The staff started mowing along the trails in the first part of May. At this point all the trails have had at least one pass with the mowing tractor. We will do a second round of mowing late summer and into fall. Old Business New amenities Discussion - count, placement, budget. Covered tables and benches. Speedinq Micha Jacobs updates contact with the sheriff's office on speeding in the neighborhood. Michah reported that Sherrif Gosnell advised that we go to the sheriff department website, send him an email provide days of the week and times that are a problem and request that we would like them to provide radar. Mr. Gosnell is waiting for us to provide him with this information. New Business Old Mailboxes update to mini libraries. Mr. Croasdale advised that he had picked the mailboxes up from the maintenance building, modified them and delivered them to Jessica Brunot for painting. New Business Mr. Bailey addressed the Maple Trail bus stop and the safety concerns of the residents before the start of the new school year. Mr. Bailey asked if it would be possible to split the bus stops back to their previous configuration. Mr. Alderman said that we would need to contact Calvin Davis the school assistant director of transportation to make this change. Public Comments (3 Minutes Per Person) The following residents signed up to speak: Steve Callahan Vince Stupp Lisa Croasdale Steve Callahan Question - Why was the bus stop originally moved after 30 years? Mr. Alderman responded that there had been a lot of complaints about the bus stop, so he got the Sheriffs department, and the school transportation department involved, and they are the ones who made that determination. Another resident commented that she used to drive a school bus and never had any problems. Vince Stupp Roads are getting heavy use and asked if we could impose a bond or permit fee for the community. Mr. Wilder explained that this is an impact fee that is by Virginia law not allowed by the county. Public works tries to minimize the impact to the community by new construction at the permit phase. John Jewell reiterated that that Public Works Department is working hard with the state to fix the issue and that there are over five thousand lots in Frederick County available for building presently. Lisa Croasdale Mrs. Croasdale points out a dangerous situation at the intersection of fir trail and Tomahawk Trail and suggests a sign at the plateau warning of blind rise. Mr. Alderman said we can add sign/signs at that location. Meeting adjourned. 8:44 PM.