Board of Supervisors September 18, 2018 Sheet 1  September 18, 2018 Greene County, Virginia  THE GREENE COUNTY BOARDOF: SUPERVISORS MET ONTUESDAISEPTEMBER 18,  2018 BEGINNING AT 6:30 P.M. IN THE COUNTY MEETING ROOM.  Present were:  Michelle Flynn, Chair Bill Martin, Vice Chair David Cox, Member Marie Durrer, Member Dale Herring, Member  Staff present:  Brenda Garton, Interim County Administrator Kelley Kemp, County Attorney Patti Vogt, Deputy Clerk Jim Frydl, Director of Planning and Zoning  RE: ADOPTION OF AGENDA agenda as presented. Recorded vote:  Upon motion by Bill Martin, second by Dale Herring and unanimous vote, the Board approved the  Michelle Flynn Bill Martin David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried.  RE: FREEDOM OF INFORMATION ACT (FOIA)UPDATE  Mr. Tom Lacheney, County Attorney, updated Board members on thel Freedom ofI Information Act (FOIA). Mr. Lacheney advised that public regulations do not require the creation of documents. FOIA requests can be oral, written, or by email. Requests are not required in writing but staff can ask aj person if they would mind putting their request in writing. Each individual, including staff members, needs to recognize and be aware of receipt ofal FOIA: request. Staffwas advised to consult with the County Attorney ifunsure about ai request. FOIA requests aret time sensitive ini that ar responsei ist required withini five working Mr. Lacheney covered when the clock starts ticking for response to al FOIA request, the costs that the County can recover relative for the response to a request, exclusions and exceptions, notice of special  days.    Board of Supervisors September 18, 2018 Sheet 2  called meetings, violations and penalties, etc. He advised that it would be best practice to give notice of any event that up to three or more board: members are attending. just in case county business is discussed. Minutes for those meetings are required. Notice of meetings must be posted three full working days prior Citizens can video or photograph ai meeting as long as they do not interfere with the proceedings. Audio and video records are not required and there is no retention requirement for such. Records retention requirements for the Chair are forever, which includes personal email or other platforms that pertain to  tot the day ofar meeting.  county business.  Mr. Lacheney distributed FOIA handbooks to each board member.  RE: GREENE COUNTY WATER SUPPLY ANDTREATMENT PROJECT WORKSESSION Ms. Garton, Interim County Administrator, said she established a Greene County Water Supply and Treatment Advisory Committee which met recently. That committee recommended and discussed what to present at this work session with the Board. Members of the Advisory Committee include Jim Frydl, Tracy Morris, Bill Martin, Dale Herring, Tim Clemons, Alan Yost and Ms. Garton.  RE: WW ASSOCIATES  Mr. Herb White, Engineer with WW Associates, said the Greene County Water Supply and Treatment Project will supply Greene County and the Town of Stanardsville with ai reliable water supply to the year 2050 and is consistent with the Regional Water Supply Plan. His presentation included the existing water sources int the county, the projected water demand, the average daily and peak day demand, and thej pump storage target of9 900 mg storage to supply the 3.51 MGD average daily demand. The Rapidan River is the raw water source. Thel RSA water treatment plant has a capacity of1.15MGD and is near the  end ofi its useful life.  Mr. White reviewed thej project elements consisting of:  Task Order No.1  Preliminary engineering report approved by VDH. August 2018  Access Road - Division 1 Raw water line - Division 2 Raw water intake/pump station - Division 3 Reservoir - Division 4 Water treatment plant - Division 5 Geotechnical services - Division 3,4 4and 5 Permits Easements/appraisals REC power relocation Upstream Rapidan River improvements Engineering services budget $1.5-$2 million  Task Order) No. 2  Mr. White provided an overview of the reservoir which will encompass 125 flooded acres. The dam will be 1,460 feet long and 75 feet high. He also reviewed components of the project including the reservoir intake, site plan, access road, treatment plant, dam, and the water treatment plant flow diagram. Mr. White spoke briefly on the required permits for this project noting some existing permits will require updating. The initial purchase ofs stream credits was made in January 2018 with the final purchase    Board of Supervisors September 18, 2018 Sheet 3  slated for December 2019. A tentative project schedule was provided. Construction is estimated to begin  in 2020 and be completed by 2022. RE: RAPIDAN SERVICE. AUTHORITY  Mr. Tim Clemons, General Manager ofl Rapidan Service. Authority, reviewed thet tentative schedule for the facility fee increase for non-residential accounts, implementation ofa facility fee for unconnected EDU holders and the overall increase: int the facility fee effective. July 2019. Thej public hearing to consider  the proposed changes is scheduled for October 25, 2018. RE: DAVENPORT & COMPANY  Mr. Courtney Rogers, Davenport & Company, provided an update on the plan of finance. Objectives include achieving thel lowest possible cost ofc capital for the reservoir project and identifying the most appropriate means of funding the expansion of the water system in a manner that will provide a sustainable and stable revenue stream and an equitable recovery of costs from existing and future water  system customers.  Securing the lowest possible cost of capital will require: Addressing the recurring revenue shortfalls toj pay existing utility debt.  Maximizing the County's ability to achieve solid initial credit ratings, which are a prerequisite to obtaining public bond market access for a transition ofthis size and quite possibly would ber needed Enhancing the County's financial position that will allow for the potential use of various funding options including grant funds, state pool programs, federal programs and stand-alone bond issues. Mr. Rogers reviewed thej phases off funding for thej project. Phaselincluded the near-term need for approximately $10 million to purchase stream credits and cover costs of engineering and design; securing interim financing; and the requirement ofapproximately another $2 million that is needed for engineering Phase II will include the permanent long-term financing oft the entire $45 to $65 million project cost. Permanent financing "takes out" Phase 1 interim financing. The construction funding could beb broken up into multiple bond issues such that the County can minimize the cost by borrowing only as it needs Mr. Rogers then reviewed the repayment of loans. The three specific revenue sources which are  fora a' VRA pooled issuance.  and land acquisition costs.  funds.  planned for funding the construction oft the water system include:  Property taxes Monthly facility fees  One-time impact fees ($10,000 per EDU for water and $10,000 per EDU for sewer) The County increased the residential monthly facility fee from $101 to $20 effective October, 2018. Mr. Rogers reviewed the annual revenue needs and a residential facility fee forecast. The facility feei is forecast to increase from the original $10 in 20171 to $50i in 2028. Residential monthly bills, based on Ap projected financial path forward will: include Davenport working on securing additional Phase 1 interim funding for engineering and residual land acquisition. In early 2019, Davenport will commence steps toj procure long term financing and engage VRAin a discussion about restructuring existing debt and possible participation inl long term financing. The final cost of thej project should be determined in the fall  4,000 gallons used per month, are estimated toi increase from $68 to $108 in 2028.  of2019 and then the process ofl long-term financing willl begin.    Board of Supervisors September 18, 2018 Sheet 4  RE: ADJOURN. MEETING  The meeting was adjourned. The next scheduled meeting of the Board of Supervisors will be on  Tuesday, September 25, 2018 at 6:00 p.m. int the county meeting room.  mdadeypn Michellel Flynn, Chair Greene County Board of Supervisors  auh h Brenda G. Garton, Clerk Greene County Board of Supervisors