PATRICK COUNTY PUBLIC SERVICE AUTHORITY  Quarterly Business Meeting Tuesday, April 23, 2024  Directors Present: Bobby Mangrum, Chairman; Joe Lanham; Steve Marshall; Terry Tilley: Directors Absent: Scott Eutsler, Vice-Chairman; Darrell Cockerham; Barbara Jol Newton Others Present: Mark' Vernon, PSAI Executive Director; Ruth Russell; Diana Gazieva At 6:00 p.m., with a quorum present, the meeting was called to order by Mr. Mangrum  Regular Session:  On motion by Mr. Tilley to approve the agenda, seconded by Mr. Lanham and carried  unanimously. Voting Aye: All Voting Nay: None  Onn motion by! Mr. Marshall to approve the. January 24, 2024 minutes, seconded by  Mr. Lanham and carried unanimously.  Voting Aye: All Voting Nay: None Public Comments:  1. Mr. Neil Fulcher spoke regarding water availability fee, stated that he was previously granted an exemption from said fee at one oft the Board meetings as he had a new well puti in at the time and meter boxi is notl located on his property. Mr. Fulcher was informed that a search of previous meeting minutes was conducted and that no documentation of an exemption was found. Mr. Fulcher then expressed his desire to connect to the water line. Mr. Vernon recommended that the Board waive the water connection feei for Mr. Fulcher due to thet fact that his 2-year grace period just expired in January, 2024 and  that there had been no board meeting since then.  Action:  On motion by Mr. Tilley to waive the connection fee for water service for Mr. Fulcher, seconded by Mr. Lanham and carried unanimously.  Voting Aye: All Voting Nay: None  2. Ms. Haylea Bennett contacted Mr. Marshall via e-mail regarding water and sewer availability fees. Ms. Bennett received a response from Mr. Marshall. Mr. Marshall brought the e-mail and his response to the attention of the Board. With no other public comment forthcoming, the Public Comment Period was closed.    PCPSA PUBLIC COMMENT SIGNUP SHEET Meeting April 23, 2024 @6:00PM  Per Articie IlIs subsection! 5 of PCPSA By-laws, "Subject only tol lawfully recognized exceptions, all official meetings of the Directors, induding Committee Meetings, shall be conducted openly andi in compliance with Code ofv Virginias section. 2.2-3700, ets seq.. Petitions and requests from thep publics shall bes submittedi in writing not less than five business daysp prior to the scheduled meeting and; placed on the agendo fort the officalr meeting of the Directors in order to be considered. The Directors encourage public attendance at all meetings: Persons wonting to address the Authority not having submitted: a request to do soi in accordance with the above may only  be! heardo aftera majority of Directors agreet todoso.  Please printy your name, address,Current customer (yes or no), topic  PCPSA Customer (yes/no) W Avik6.1YyRe  Date %  Name Ne:IFulcher  Address  Topic  4201S-hA Maye Shedva Z4n  City Water Fees  From:Haylea Bennett nyeapemst@gmuilcom Sent: Fri, Mar 29, 2024a at 12:16am To: marhalgcopatick.vaus  Hi Steve, I saw your post on Facebook about contacting you with any issues to bring up to the board. Ihave an issue as a homeowner in Patrick county with my own well and septic, after living here over 5 years I am now being told that I am either required tol hook up to the city's water or pay a $50 a month "non-user fee". Ithink it is absolutely insane to have toj pay to not use a service that I do not want. Iam told that is has been inj place for years and I am just now being required to pay it because the "ball was dropped" previously and they are going through and "fixing it". There are enough people ini this county struggling to make ends mcet or people who are on fixed incomes and cannot afford another $50 a month. Just because I chose to purchase a house with a well and septic does not mean that I should be responsible for helping  toj pay other people's water bills, I get taxed enough asi it is without this.  Thank you for) your time, Haylea Bennett    Good Morning Ms. Bennett and thank you for contacting me.  My underslanding is that we have two separate water authorities in Patrick County. One is the' Town ofs Stuart and the other is the PSAor) Public Service. Authority. The PSAis a separate entity and authority from The Board of Supervisors. The sewer and water authority was formed due to septic Often when sewer and water systems arei installed there is not enough rate payer revenue to pay for the construction, maintenance and: future expansion oft the system. The idea is that wherever a tap has been installed, a service has been provided to the property. This is much like paying school tax even when an: individual has no children in school. Not fair really but serves the greater good to the Iwas not aware that this was a fifty dollar charge and I will question this. Ia also agree, just like real estate tax abatement for certain groups there should be abatements for this as well. Ihave met quite ai fewi folksi in our county that get less than $700 in social security to live on and paying $600ay year Iamt the Board of Supervisors liaison to the PSA and will bring up your concerns at the next quarterly PSAI Board meeting. You are welcome to attend and speak ifyou would like. Iti is being held' Tuesday, April 23, 2024 at the county administration building, 1061 Rucker Street in Stuart.  water seeping into wells in the Patrick Springs area.  extent that the service could not exist otherwise.  would, fort them be a serious hardship.  Again, thanks for reaching out. Best Regards Steve Marshall  New Business:  Financial Reports - Mark Vernon Usage & Revenue Highlights:  PCPSA Usage & Revenue Summary Third.Quarter FY23-24:  1. Usage:  a. Water- Billed usage at master meter by Town - 6,356,300 gallons. Billed usage by PCPSA at individual customer meters - 5,533,911 gallons. Water loss between master meter and customer meters - 822,389 gallons (app. 2.11 gpm,12.9% loss). Revenue i. Water losses need to be consistently monitored (fire department usage is unknown). Water loss through the Third Quarter FY23-24 decreased by 675,944 gallons as compared to FY22-23 (45% decrease inl loss). ii. PCPSA Water consumption from the Town is down 9.4% (660,100  loss based at billed rate by Town $4,062.00.    gallons) over the same period last year. same period last year.  iii. Water consumption by PCPSA customers is up 0.3% (15,844 gallons) over the  b. Sewer- Billed usage by Town - 1,914,010 gallons. Billed usage by PCPSA based on customer water usage at individual meters - 1,914,010 gallons.  Sewer sent to Town is down 15.2% (344,036 gallons) over the same i. Sewer billed to PCPSA customers is down 14.6% (327,946 gallons)  period last year.  over the same period last year.  2._Revenues:  a. Added Owater bill. b. Added 0 sewer bill  Water customer usage revenue is up 18.0% ($8,793) over the same period last year. d. Sewer customer usage revenue is up 4.4% ($594) over the same period last year. e. Total (Water & Sewer) customer usage revenue is up 15.1% ($9,387) over the: same  period last year.  3._Costs:  Administration & Maintenance costs are up 50% ($10,699) over the same period last year. A majority of the increase is due to pump replacement costs at Pump Station #1.  Water & Sewer Account Detail Report- Third Quarter FY23-24: 7/1/23 thru 3/31/24 County Treasurer Account Detail Report (PSA Water Fund. 47)  Révenue over Expenses +$46,579.55 Revenue over Expenses ($3,036.48)  Ending Balance $201,296.36  Beginning Balance $154,716.81  Revenue $105,899.35  Expenditures $59,319.80  7/1/23 thru 3/31/24 County Treasurer Account Detail Report (PSA Sewer Fund.49)  Beginning Balance $37,506.99  Ending Balance $34,470.51  Revenue $40,845.51  Expenditures $43,881.99  Note: Revenues and Expenditures represent treasurer transactions made through 3/31/24. There may be outstanding encumbrances up to 3/31/24 shown in other financial documents that are not yet  reflected within the. Account Detail Report PCPSABudget! Report Summary- Third Quarter FY23-24:  Summary:  1. Expenditure Budget:  a. New' Water Permits/Sampling/Monitoring line item was added to FY23-24 budget to cover costs associated with the new' VDH Operation Permit, Sampling & Monitoring Costs & Plans    associated with permit Application. Majority of costs will be one time for plans development. Annual VDH permit fee, sampling & monitoring costs are reflected. Total item budgeted  amount is $21,160. This line item has been reduced to $9,292,40.    b. Budget reflects an increase of $21,010 over FYH22-23 to Sewer line items Repair/Maintenance and Pump Station Maintenance. Budgeted amount will cover small maintenance needs, stock material purchases, auto-dialer maintenance, and F.O.G. C. Budget reflects an overall water and sewer increase to the budget of $54,220. The budget d. Use of Reserves line item from sewer budget has been removed and combined into Transfer  treatment.  increase is focused on maintenance needs and' VDH Operation Permit.  From' Water Fund linei item. e. Expenditure Budget Highlights Period- 75%  ii. Water Expenditures 41.65% $52,866.99 ili. Sewer Expenditures 61.72% $38,535.71 iv. Total Expenditures - 48.78% $91,402.70  2. Revenue Budget:  a. Revenue Highlights: (Amounts are received, not billed) ii. Water Revenue YTD-7 74.37%, $99,183.56 iii. Sewer Revenue YTD- 48.67% $35,762.21 iv. Total Revenues YTD- 65.25% $134,945.77  Period- 75%  OperationalMantenance Updates:  Water Lines:  1. Large monthly water losses have been accounted for and corrected via accurate meter readings; however, inconsistent monthly water losses between the Town's master meter and the PCPSA's a. Line locations are routinely being monitored and visual leak examinations are being performed. To date no obvious leaks have been observed. b. Low usage meters are beingr monitored for accuracy and replaced as needed. On 9/22/22, a letter to local fire departments that regularly use PSPSA facilities was drafted, the letter requests that each department make an effort to track water usage as closely as possible and send a monthly report to the PCPSA detailing estimated usage. A Monthly Fire Hydrant Usage Report was included with the letter for use by the Mr. Terry Tilley distributed letters with Monthly Fire Hydrant Usage Reports to Stuart VFD, Patrick Springs VFD, and Moorefield Store VFD. Mr. Tilley made a verbal request to the departments to track usage and return reports to the d. Areview of system record drawings has been revealed that thet fire storage water tank locatedi in the Rich Creek Industrial Park and owned by Ten Oaks is not metered. The tank feeds a fire-loop system within the Ten Oaks facility. Discussions with Ten Oaks conçerning the use of un-metered water from thet tank and fire-loop should bei facilitated  customer meters are persistent.  departments.  PCPSA. To date no reports havel been returned.  ino order to ensure no use outside of onsite fire conditions.    A discussion with Ten Oaks was facilitated. Ten Oaks understands that water used from their fire system fed by the onsite tanki is un-metered and PCPSA isi interested ina accounting for water used from the fire-system. Ten Oaksi indicated that the only usage from the system would be to perform an annual test of the fire-system, and that the testing process is to run the fire pumps and open hydrants to test flow. PCPSAI requested that Ten Oaks contact us prior to annual testing to allow PCPSA staff to monitor usage during the test. Ten Oaks also indicated that in addition to fire-system testing, thep pump motors are routinely run tot test their performance and that during testing, water from the system is used to cool pump motors; however, it  would be very little water used (less than a few gallons).  2. Routine and Regular Maintenance of gate valves and fire hydrants has not occurred since: system installation. Spot checking has revealed a need for maintenance, particularly on fire hydrants, given that their use could be needed by fire departments at any time. A schedule to perform routine maintenance is currently being coordinated with County maintenance personnel. Maintenance to begin this spring, a delay is expected due to a recent staffing shortage in the 3. Afire hydrant at thei intersection of Westview Drive & Mountain Viewl Loop was discovered to be leaking from the caps. Upon inspection it was discovered that the hydrant will not completely close. The hydrant isolation valve to the watermain has been closed andi the hydrant has been placed "out of service" until repairs can be made. Hydrant repair will be made upon receipt of  County Maintenance Department.  necessary parts.  Sewer Lines:  1. Campbell Farm Loop 6" sewer force main leak repair was completed on 7/28/22.  a. Area of repair is routinely visually inspected, andi to date no evidence of additional leaking has been observed. The repaired pipe section should be potholed for visual leak examination. Due to weather and other scheduling constraints with county maintenance, potholing has not begun. Further delay is expected due to a recent  staffing shortage in the County Maintenance Department.  2. Sections of sewer liner right-of-ways laying within undeveloped areas need to ber moved, heavy and woody vegetation! is becoming presenti int these sections. County maintenance personnel has performed some mowing but not all, additional mowingi is being scheduled with County maintenance and is anticipated to be complete in late spring. A delayi is expected due to a  recent staffing shortage in the County Maintenance Department.  Sewer Pump Stations:  1. PCPSA: staff and County Maintenance is performingweekly checks. Thei following items have been a. Auto-dialers at all pump stations are not operating. Diagnostics need to be performed  reported/observed:  and dialers made operational. FY23-24 budget.  Costs ($6,000) for auto-dialer diagnostics and repairs has been included in the ii. Diagnostics have been performed. Dialers at Stations 4 and 5 are operational. Dialers at Stations 3 and 4 seemed operational but were not programmed due to not having an Operation and Maintenance Manual (0&M), an O&M has since been obtained and another attempt at programming will be made. The    dialer at Station 2 had a bad telephone line connection which has subsequently been repaired by PC maintenance, the dialer also had a bad microphone. Another attempt at programming will be made. If dialer programming cannot be performed at Stations 2, 3, and 4 dialers will need to  be replaçed.  b. Visual and Audible alarms at all pump stations are not operating. Diagnostics need to  be performed and alarms made operations.  F PCPSA management will reach out to pump control panel manufacturer representative to secure aproposal to perform diagnostics ona all audio andvisual alarms as well as auto-dialers since both systems are integral to the other. PCPSA management is currently working with control manufacturer to secure ii. PCPSA has contracted with Engineered Systems & Products, Inc. (ESP) to perform auto-dialer, audio and visual alarm, pump and pump control panel diagnostics. Diagnostics have been performed and all audio and visual alarms li. In addition to auto-dialer, audio and visual alarm diagnostics, performance diagnostics have been completed on pumps and pump control panels by ESP. ESP performed tests on pump motors, verified the functionality of all pilot lights and HOA switches, tested all float switches, tested pump alternations, tested alarm systems, tested pump thermal sensors, and tested pump seal leakage sensors. Minor items of repair such as fuses, capacitors, relays, 12V' power supply and batteries were documented. During ESP diagnostics, several bad pilot lights were replaced. PCPSA is awaiting a proposal from ESP for the iv. During pump motor testing, Pump #2 at Station No. 2 and Pump #1 at Station No. 3 were found to be non-operational and are recommended for replacement. During routine pump station checks, the Town alerted PCPSA of a pump issue at Pump Station #1. The Town reported that during weekly station checks, pumpi #2 was routinely PCPSA contacted TEC Industrial to perform testing and they found that the motor was overloading shortly after starting, their diagnosis was that the pump motor ii. PCPSA ordered a new pump on 6/5/23 and the pump was received on 7/14/23 iii. New pump cost with start-up assistance $13,185.26. Costs were not budgeted for iv. The old pump has been shipped backi toi the manufacturer for rebuild/repair, the V. Pump Manufacturer has performed the pump inspection and reported that the pump had many excessively worn components and that re-build would cost more than purchasing a new pump. Pump Rebuild Costs $14,553, New Pump $11,451. vi. During a routine pump station check, it was discovered that the older pump at the station was tripping a seal failure alarm. Seal failure is a condition that will allow water within the motor unit, the pump has been placed out of service. The pump issue was discussed with County management and County management approved the purchase of a new pump. Existing available ARPA funds have been approved by the County to cover cost for purchasing the new pump. The replacement pump was ordered on 12/15/23 and the lead time for delivery is  pricing.  are operational.  completion of all documented repair items.  found tripped off at the motor starter.  was bad.  and was installed by County Maintenance on 7/21/23. FY 23-24 as budget had been set prior to pump failure. rebuilt pump will bep placed in stock as a back-up pump.  ARPA funds were approved for new pump.  anticipated to be 8- 10 weeks from order placement.    vii. Since Pump Station #1 willl have all new pumps, it is ther recommendation of the PSAI Director to deferto al later datei the purchase of aspare pumpfor this station.  2. Routine visual inspections of wet-wells reveal heavy grease build-up at Pump Station #3, #4, a. PCPSA consulted with al local Chemsearch FE representative as to products available to dissolve fats, oil, and greases (FOG) within sewer systems. Chemsearch FE has a product available to dissolve heavy build-up of FOG within sewer lines, pump stations, and tanks. Additionally, Chemsearch FE has product available which is designed to be routinely administered to continually dissolve FOG. PCPSA received a quotation for the necessary solvent product, the first treatment costs $1,950.00.Costs are included in the FU: 2023-24 budget and PCPSA will order the required amount of Solvent product to be .1 10/16/23, Product was applied to Stations #3, #4, and #5 by County Maintenance. It was observed that the product did dissolve al large amount of grease but not all was dissolved. Additional treatment may be necessary. Routine treatment product will be applied at intervals recommended by the ii. PCPSA management discussed with Patrick County School Maintenance the need to control FOG that may enter PCPSA systems from, Patrick Springs Elementary School. Patrick County Schools indicated they would increase the frequency of routine grease pumping at their grease trap. ii. Routine FOG treatment product has been ordered and application will begin once the product has been delivered. FOG build-up within the pump stations will continue to be monitored. Mark Vernon will send SDS sheets to Bryce Simmons a. Monthly doses of 2.5 gallons of FOG treatment are currently being applied at Station #5. Station #5 is the upper most station in the system and discharges to all other Stations. FOG treatment is helping at Station #5 but doesn't seem to be alleviating heavy FOG buildup downstream at  and#5.  applied at pump stations #3, #4, and #5.  manufacturer and grease build-up monitored.  for reference of chemiçals being used.  Stations 3 and 4.  3. County Maintenance is now routinely mowing, spraying, and maintaining Pump Station lots. 4. Painting of valve vault piping al Pump Stations #1, #3, and #4, as well as painting the control building exterior at Pump Station #1, will be: scheduled with County Maintenance for 5. Due to the frequency of pump issues experienced at the pump stations, it is the recommendationof: the PSA Director that spare pumps be purchased for all stations. PCPSA management has engaged with pump manufacturers to obtain costs to purchase spare pumps for stations #2, #3, #4, #5, and #6. Consideration is being given to purchasing spare 6. During a routine pump station check on 4/8/24 at Station #4, Pump #2 was discovered to be non-operational. The pump was pulled and iti is suspected that the motor is bad, the pump was giving a seal failure alarm. Pump replacement was discussed with County management and purchase ofar new pump using existing ARPA1 funds was tentatively approved pending approval by the Board of Supervisors at their next scheduled Board Meeting. A new pump had been ordered and the lead time for shipping is 4-5 weeks from order on 4/11/24. The, old pump has  completion.  pumps for all Stations except #1 under the FY 24/25 budget.  been picked up by a pump vendor for evaluation for possible repair.    Billings & Collections:  1. InN March, 2023 billings and collections operations moved to the County Treasurer's office. County management was notified byt the County Treasurer in January: 2024 that due to staffing changes within that office they would nol longer be able to provide billings and collections services for the PSA. County management is currently pursuing the employment of al PSA/finance Billing Clerk whose duties shall include PSA billings, collections, and customer service. The timeline to complete this change is as soon as the position can be staffed and trained. Upon completion of staffing and training, PSA payments will nol longer be accepted in County Treasurer's office and all payments shall be made ati the County Administration Office, Suite 218. Customer notifications willl be made via printed notification on the customer's first monthly bill immediately preceding a. The position of PCPSA/Finance Billing Clerk has beeni filled by Diana Gazieva. Diana's first b. Customers were notified on their March bill that beginning April 1, 2024 payments would no longer be accepted in the County Treasurer's office but instead, all payments should be made in the PCPSA Business Office, Suite 218 in the County Administration Building. Customers have adapted well toi this change with no complaints or confusion. Customer bills for April were printed in-house without any delay. Bills will no longer be  the move of billings and collections to the Administration Office.  day at work was 3/13/24.  outsourced for printing.  2. Thel PSA office will accept customer account payments vial USPS, via payment drop box, in-person and telephone credit card payments. Direct/automatic draft payments will not be accepted.  Options are currently being considered to offer on-line payments.  i. To facilitate the collection of credit card payments, the County will contract with a credit card company and establish al PSA checking account for the sole purpose of collecting credit card payments. All credit card payments collected shall be deposited to the checking account, and from time to time and at the direction of the Executive Director, funds will be drafted from the checking account and deposited within the County Water and Sewer Fund accounts. a. The county is currently reviewing contract agreements with a selected credit card vendor andi it is anticipated that the review and acceptance of those agreements will be complete within the next few weeks; and upon completion, credit card payments will be processed in the PCPSA Business Office. Currently credit card payments are being processed in ii. All payments collected in-person, via USPS, and via drop box shall be collected daily byt thel PSA billing clerk, and at or near the end of the close of the business day, these payments will be deposited within the County Water and Sewer  the Treasurer's Office.  Fund accounts.  3. 3.PCPSA staff has updated/revised the PCPSA General Business Policies & Development Rules & Regulations Manual to reflect changes in Billings & Collections place and procedures. An updated version has been uploaded to the PCPSA's webpage on the County's website. General information on the PCPSA's webpage pertaining to changes in Billings & Collections with a new telephone number (276)693-2101 have also been updated. Directors are encouraged to download a copy from  the website. New ServiceUpdates:  1. The water service separation work at 62 and 70 Spring Road has been completed. The: sewer    service will not require physical separation; however, legal separation willl be necessary. Legal separation will require a PCPSAutility easement for those sections of the sewer service linet that currently lay within the boundaries of private property which are separate from those properties served by the sewer service line. Legal separation work has not yet begun. 2. 4r new water and 13 new sewer hook-ups have been applied for and are currently awaiting physical connection to be made by the property owner's private contractors. To-date, 1 new  water and 1 new sewer hook-up has been made.  Old Business:  Waterworks Operating Permit Update:  1. PCPSA received (via email) on 4/28/23 al letter from the Virginia Department of Health, Office of Drinking Water (VDH-ODW), penned by! Mr. Matthew Haun PE, Asst. District engineer. By action of the letter, VDH-ODW has classified the PCPSA as a community waterworks system andi is' therefore now subject to the Virginia Waterworks Regulations. Enclosed with the letter were various sampling and monitoring plans as well as programs of which the PCPSA is compelled to  comply with, those various plans and programs are: Submitting a Comprehensive Business Plan Submitting a Bacteriological Sample Siting Plan (BSSP) Submitting a Disinfection Byproducts (DBP) Monitoring Plan Submitting a Cross Connection Control Program Submitting an Emergency Management Plan (EMP) Submitting an Operation Permit Application  Submitting a Material Survey & Sample Site. Justification Form, applying to lead and copper  distribution monitoring  Along with submitting the various plans and programs to VDH-ODW are the requirements for The letter further states that' VDH-ODW has classified the PCPSA as a Class 5 waterworks and that the waterworks must be operated under the supervision of a waterworks operator licensed in 2. On5/17/23, PCPSA Executive Director, PCPSA Board Chairman and Stuart Town Manager met via web meeting with Matthew Haun of VDH as a kick-of-ntroductory meeting concerning the operation permit application processes. General questions concerning the process were made to VDH and general guidance was given. An in-person meeting with VDH was suggested as a follow- 3. On 6/15/23, PCPSA Executive Director met in-person at PCPSA offices with VDH Matthew Haun. More in depth information was discussed with VDH as it pertains tol BSSP, DBP, EMP. VDH& PCPSA collaborated concerning the sampling locations required, and specifiç preliminary locations were determined for use int the BSSP and DBP. It was determined the BSSP, DBP, Cooper 7Lead, CCCP, and EMP can be developed by PCPSA staff using sample VDH forms. PCPSA staff will be moving forward to develop the plans for submission to' VDH as well as submitting an application. a. On8 8/4/23, PCPSA submittedto VDHas system mapi to include BSSP and DBP sample siting! locations. VDH had no issues with the mapping and sampling locations. b. PCPSA staff has and will continue to contact property owners at sample site locations  sampling and monitoring required by the plans and programs.  Virginia of either the same or higher classification.  up to discuss in more detail application requirements.    to obtain authorization to perform testing at the location. All but 2 property owners havel been contacted and authorization obtained. PCPSA staff will continue to PCPSA has obtained permission from all property owners for selected testing C. On 8/4/23, PCPSA submitted to VDH for review our existing Cross Connection Control Policy (CCCP) and the County's Cross Connection Control Ordinance. On 1/29/24, PCPSA received an email from VDH with a Cross Connection Control Plan developed by' VDH with instruction to update the County's CCCP Ordinance in accordance with the submitted CCCP. VDH communicated that the submitted CCCP reflects the most current requirements within the regulations whereas the county's current CCCP Ordinance and the PCPSA's policy did not; therefore, the VDH CCCP should be used. PCPSA staff has reviewed the VDH CCCP and has discussed with County management for inclusion under an ordinance update. No schedule has been developed for adopting an updated ordinance buti it will be forthcoming.  reach out to the remaining 2 property owners. site for the BSSP and DBP.    d. Anl Emergency Management Plan has been developed and will bes submitted to VDH PCPSA submitted an EMP to' VDH on 3/4/24 with no comments concerning the  under the same submittal cover as the sampling plans. submitted EMP having been received from' VDH to-date.  4. Atit its organizational Meeting of 7/25/23, the PCPSA Board passed Resolution 2023-24.02 giving authorization to the Executive Director to prepare all necessary paperwork and execute any all  documents necessary to obtain the VDH Operation Permit.  a. On 3/4/24, PCPSA submitted a' VDH Waterworks Permit Application, a BSSP, al DBP, an EMP, and system maps with sample siting locations for i. On 3/8/24 PCPSA received an approval letter from VDH for the b. On3 3/4/24, PCPSA received al letter from' VDH: stating that we are now considered al Public' Waterworks with an assigned PWSID #5141551, and going forward will be subject to the requirements detailed in the Virginia Waterworks Regulations. The letter stipulated the following deadlines for completion of required plans and actions under the Regulations. BSSP submittal - 3/31/24 (Plan has been submitted and approved) 1. First Bacteriological Sampling was performed 4/10/24. ii. DBP submittal - 3/31/24 (Plan has been submitted and approved). First Disinfection Byproduct Sampling is to begin the 2nd week of ii. Provide name and license # of Waterworks Operator - 3/21/24. - The Town of Stuart has verbally agreed to furnish the services of their employed licensed operator Tony Boothe. VDH has been notified that Mr. Boothe will be acting as the PCPSA's Waterworks Operator and his license # has been provided. iv. Copper & Lead Material Survey and Sampling Plan Submittal- initial sampling by 6/30/24 with Material Survey and Plan submitted for V. EMP Submittal - 3/31/24 (Plan has been submitted)  the BSSP and DBP.  submitted BSSP and DBP.  May, 2024.  approval prior to sampling. vi. WBOP Submittal- -S 9/4/24 vii. CCCP Submittal - 9/4/24 submitted)  vii. Waterworks Permit Application - 9/30/24 (Application has been ix. Quarterly Operation Report - on or by 4/10/24, 7/10/24, 10/10/24, 1/10/25(1sG QOR was submitted on 4/10/24) Allt testing of samples willl be performed by the State Lab DCLS.  BOARD ACTIONF REQUESTED:  The Board of Directors is requested to give authorization to the Executive Director to proceed with issuing al Request for Proposal (RFP) or to use the West Piedmont Planning District Commission's (WPPDC) On-Call Consultant Program for the purposes of procuring a consultant to aid in the development oft the required' Waterworks Business Operations Plan (WBOP). The Executive Director shall be given the latitude, as he determines may bei ini the best interest of the Authority, to use either the RFP process or WPPDC's On-Call Consultant! Program fori thep purposes of procuring ac consultant. Amotion by! Mr. Tilley seconded by Mr. Lanhama and approved unanimously to authorize the Executive Director to proceed with issuing a Request for Proposal (RFP) or to use the West Piedmont Planning    District Commission's (WPPDC) On-Call Consultant Program for the purposes of procuring a consultant to aid in the development of the required' Waterworks Business Operations Plan (WBOP). The Executive Director shall be given. the latitude, as he determines may be in the best interest of the Authority, to use either the RFP process or WPPDC's On-Call Consultant Program for the purposes  ofprocuring a consultant. Voting Aye: All Voting Nay: None Delinquent Accounts & Liens Update:  User Accounts:  1. January 8, 2024, mailed notice letters, full payment requested by February 6, 2024. (15 accounts, $1,960.80) (2 UPPA, $1,561.68) (5 accounts Moved, $855.17) 2. February 12, 2024, mailed notice letters, full payment requested by March 6, 2024. (4a accounts, $548.77) (2 UPPA, $1,646.79) (5 accounts Moved, $1,013.18)(1 Lien 3. March 8, 2024, mailed notice letters, full payment requested by April 5, 2024 (2 accounts, $268.66) (2 UPPA, $1,695.72) (5 accounts Moved, $1,138.24) (1 Lien 4. The PCPSA Board approved processing a "warrant in debt" action at its regular business meeting held on 4/26/22 against Account #45533 in the amount of $1,155.80. The "warrant in debt" was filed with the General District Court and the Court issued a judgement against the account holder on 5/17/22 ordering debt payment, a deadline of 6/27/22 was given by the Court for payment. Payment was not received by the specified deadline and the County attorney was consulted and upon the attorney's recommendation, a "writ of fieri facias" was filed against the account holder. A "writ of fieri facias" is a court order directing the sheriff to seize assets of the account holder to be used for debt payment. The sheriff executed the "writ of fieri facias" on 9/12/22 by personal service and it was marked "no effects found". PCPSA will investigate other methods to collect on this debt. a. At the PCPSA Board Meeting of 7/25/23, it was asked if an "Abstract of Judgement" could be used. Following the Board Meeting, PCPSA staff consulted with the County's attorney conçerning an "Abstract of. Judgement". The attorney stated that the "Abstract of Judgement" is just a notice to the public record by the clerk's office to make anyone aware that there is a pendingj judgement. Therefore, iti is not ai tool that can be used to collect on this debt. Itis nothing more than at tool by which notice is provided. The attorney did state that another "warrant in debt" could be attempted. b. At the PCPSA Board Meeting of 10/24/23, it was the consensus opinion of the Board to maintain the debt on the books and to see other measures to  (Received Paymeht, $1,555.65) (1 cutoff)  account, $447.74) (Received Payment, $456.62) (0 cutoff) account, $525.30) (Received Payment, $286.66) (0 cutoff)  collect the debt.  After another consultation with the County's attorney, it was reiterated by the attorney that an "Abstract of Judgement" will not be a tool for collection. However, information on the 5 Moved    accounts and 2 UPPA accounts will be forwarded to the attorney and recommended action to collect will be pursued.    5. Following board action at its Quarterly Business Meeting on 1/23/24, a lien in the amount of $447.74 was placed upon property described as 203 Mountain View  Loop.  Non-User Availability Fees Accounts:  1. 5Liens remain outstanding ($16,370.10). Liens were updated on February 23, 2024.  a. Property at 281 Providence Drive was sold at a Tax Auction in February 2024, PCPSA initiated action on the lien and should be receiving $3,516.84 from the b. On 3/5/24, the properly owner at 473 Twin Ford Loop entered into a Ultility Payment Plan Agreement (UPPA) with the PCPSA for payment of their delinquent balance. Upon completion off full payment oni the UPPA, the lien shall  proceeds of the sale to satisfy the lien.  ber removed.  Delinquent Balances@. September 30.2023:  1. Acct. 58 Delinquent Balance- - $3,359.26 2. Acct. 601 Delinquent Balance $16,370.10  Sewer Service Availability:  1. PCPSA staff has completed field verification of 120 sewer stubouts within system service  areas.  a. PCPSA is currently billing 56 sewer connections, leaving a total of 64 sewer service connections unbilled. Of the 64 unbilled services, 3 are located at abandoned properties, leaving a total of 61 unbilled service accessible properties. The PCPSA is not currently charging Availability Fees for unconnected sewer services. b. Thel PCPSA' current monthly minimum sewert feei for residential sewer customers is $21.39. Under the PCPSA's Mandatory Connection Policy and the Virginia Water & Waste. Authorities Act, unconnected sewer services can be charged an Availability Fee (nonuser charge), which such charge not being more than that portion of the minimum monthly user charge. PCPSA is currently experiencing $15,657 per year in  unrealized revenue.  2. At its regular business meeting held on 4/26/22, the PCPSA Board of Directors reviewed the potential for charging sewer Availability Fees for unconnected properties; and subsequently, voted to approve starting the process of notifying property owners of the PCPSA's Mandatory Connection Policy as applied to sewer services, availability fee charges for non-connection, and grace periods for making connections prior to being charged an availability fee. a. PCPSA staff has completed the process of identifying sewer service accessible  properties.  PCPSA staff has identified and verified installed stubouts for the 61    unconnected sewer service accessible properties  b. PCPSA staff will begin written Mandatory, Connection Policy notifications to all owners of sewer serviceable properties identified as unconnected and having not been previously notified (41 properties were previously notified subsequent to a property sale, 3 properties are abandoned, leaving 54 notifications to be made). . 8/1/23, PCPSA Staff mailed 54 Mandatory Connection Notification Letters to property owners identified as sewer accessible properties but are not connected.  To date, PCPSA has received 13 "Request for Sewer Service Forms" from property owners who received Notification Letters. 3properties have been physically connected and 10 properties are awaiting connection by the  property owner's private contractor  2006 Town PCPSA Utility Agreement:  1. Inre response to the PCPSA performing in-house customer billing and collections, a new Utility Agreement Amendment should be considered in order to amend the Utility Agreement, to the mutual agreement of the Town and the PCPSA, for the PCPSA 2. Additionally, in response to the PCPSA taking a more active role in maintenance and repair of its facilities using County maintenance personnel and equipment, further amendments should be considered, to the mutual agreement of the Town and PCPSA, to 3. Atal Regular PCPSA Board Meeting held on October 25, 2022, the Directors approved amotion to authorize the Executive Director to engage in discussions with the Town of Stuart and to issue recommended amendments in respect the duties and responsibilities of each party as they relate to: PCPSA customer billings; facilities maintenance; and facility repairs. Furthermore, the Directors recommended forming a sub-committee consisting of the Executive Director and 31 PCPSA directors which shall review recommended amendments to the Utility Agreement and to facilitate a subsequent amended Utility Agreement with the Town, The Executive Director is to  performing these duties.  more clearly define the responsibilities of each party.  reach out to 3 Directors to sit on the sub-committee.  a. Actioni to date:  I PCPSA is now providing meter reading services. 1. PCPSA is now performing all customer billings and collections. iii. PCPSA sub-committee members have been selected, they are: Bobby Mangrum, Joe Lanham, Terry Tilley and the Executive Director. iv. Due to recent requirements from VDH, sub-committee meetings have been delayed in order that the requirements concerning the VDH Operation Permit may be included in any amended utility Agreement V. PCPSA sub-committee met on September 28, 2023 from 10:00 am 12:00 pm. The sub-committee reviewed and discussed several items within the existing Utility Agreement with amendments. The sub- committee did not complete work  with the Town.  and a subsequent meeting has yet to be scheduled.    Adiourn:  On motion by Mr. Tilley seconded by Mr. Marshall, the meeting was adjourned.  Next Meeting Date: Tuesday,.uy23,2024  Glyn