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COMMISSION MEETING MINUTES January 28, 2020

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COMMISSION MEETING MINUTES January 28, 2020 COMMISSION MEETING MINUTES January 28, 2020 No. Topic Page 1. Awards and Recognition 3 2. Consent Agenda 4 a. Approval of Minutes 4 b. Contract Award 4 c. Contract Awards and Task Orders 4 d. Task Order 4 e. Contract Change Orders 4 f. Transfer of Ownership of Sanitary Sewer Facilities 4 3. Expansion of HRSD Territory – Accomack and Northampton Counties 5-6 4. Procurement Policy 7 5. James River SWIFT Facility and James River Treatment Plant 8-9 Advanced Nutrient Reduction Improvements Proposal Compensation 6. Asset Management Implementation 10-11 Additional Appropriation and Task Order 7. Atlantic Treatment Plant Influent Screens (1-3) Replacement 12-13 New CIP and Initial Appropriation 8. Ingleside Road Pump Station Replacement 14 Initial Appropriation 9. Tabb Pressure Reducing Station and Offline Storage Facility 15-17 New CIP, Initial Appropriation, and Acquisition of and Funding for Real Property of a five-acre portion of 900 Yorktown Road 10. Virginia Beach Boulevard Force Main Phase VI Emergency Repairs 18-19 New CIP and Initial Appropriation Meeting held at 2389 G. Avenue, Newport News, VA 23602 Page 1 of 25 COMMISSION MEETING MINUTES January 28, 2020 No. Topic Page 11. James River Treatment Plant Land Acquisition for SWIFT Facilities 20-21 Agreement to Purchase Real Property 12. Capital Improvement Program (CIP) Quarterly Update 22 13. U.S. EPA Consent Decree Annual Public Meeting 23 14. Unfinished Business 24 15. New Business 24 16. Commissioner Comments 24 17. Public Comments Not Related to Agenda 24 18. Informational Items 25 a. Management Reports 25 b. Strategic Planning Metrics Summary 25 c. Effluent Summary (Monthly and Annual) 25 d. Air Summary (Monthly and Annual) 25 Attachments (8) Meeting held at 2389 G. Avenue, Newport News, VA 23602 Page 2 of 25 COMMISSION MEETING MINUTES January 28, 2020 Present for Name Title Item Nos. Elofson, Frederick N. Commission Chair 1-18 Lynch, Maurice P. Commission Vice-Chair 1-18 Glenn, Michael E. Commissioner 1-18 Lakdawala, Vishnu K. Commissioner 1-18 Levenston, Jr., Willie Commissioner 1-18 Rodriguez, Stephen C. Commissioner 1-18 Taraski, Elizabeth Commissioner 1-18 Ward, Molly Joseph Commissioner Absent 1. AWARDS AND RECOGNITION Action: No action required. Brief: Mr. Henifin introduced Mr. James Sabo who was promoted to Pretreatment & Pollution Prevention (P3) Manager of the North Shore Field Office in November 2019. James began his career with HRSD in 2011 as a Water Quality Assistant in the P3 Division. He was promoted to P3 Technician in 2014 where he was involved in PCB (Polychlorinated Biphenyl) service area sampling and SWIFT service area sampling. In 2017 he was promoted to P3 Supervising Specialist – Admin where he oversaw P3 enforcement actions and coordinated the Annual Pretreatment Awards Luncheon. James holds a bachelor’s degree in Integrated Science and Technology from James Madison University and will being graduate coursework in Biology in the fall of 2020. Attachment: None Public Comment: None Meeting held at 2389 G. Avenue, Newport News, VA 23602 Page 3 of 25 COMMISSION MEETING MINUTES January 28, 2020 2. CONSENT AGENDA Action: Approve the items listed in the Consent Agenda. Moved: Maurice Lynch Ayes: 7 Seconded: Willie Levenston Nays: 0 Brief: a. Approval of minutes from previous meeting. b. Contract Award 1. Fleet Management Program $551,616 c. Contract Awards and Task Orders 1. Elbow Road Pressure Reducing Station Contract Award $5,297,000 Task Order $607,190 2. Patrick Henry Pump Station Interconnection Contract Award $1,958,984 Force Main Task Order $320,730 d. Task Order 1. Elizabeth River Crossing Reliability Improvements $219,950 e. Contract Change Order 1. Protective Coatings and Linings Rehabilitation of Virginia Initiative $12,854 Plant Secondary Clarifiers #2 and #5 f. Transfer of Ownership of Sanitary Sewer Facilities 1. Pointers Subdivision in West Point, Virginia Item(s) Removed for Discussion: None Attachment #1: Consent Agenda Public Comment: None Meeting held at 2389 G. Avenue, Newport News, VA 23602 Page 4 of 25 COMMISSION MEETING MINUTES January 28, 2020 3. EXPANSION OF HRSD TERRITORY – ACCOMACK AND NORTHAMPTON COUNTIES RESOLUTIONS Action: Adopt the resolutions authorizing the General Manager to file petitions with the Circuit Courts of Accomack and Northampton Counties on the Eastern Shore to become part of the territory included in the District in accordance with the Enabling Act and subject to the terms contained therein. Moved: Willie Levenston Ayes: 7 Seconded: Maurice Lynch Nays: 0 Brief: At the October 23, 2018 meeting, the Commission approved a cost sharing agreement for the Eastern Shore Sanitary Sewer Transmission Force Main Study. HRSD had been approached by a group of community leaders looking for assistance in conducting a study of constructing a force main along a portion of the Eastern Shore to convey wastewater to the treatment plant in the Town of Onancock, allowing the closure of some smaller treatment plants and consolidating treatment at the Onancock plant. The communities on the Eastern Shore were able to raise enough funds to perform the study without any HRSD funding. HRSD did contribute project management services for the study. As a result of the study, the communities on the Eastern Shore expressed interest in becoming part of the territory included within HRSD. Over the past year, they have held numerous informational meetings for the general public as well as elected officials. As a result, both counties have passed resolutions supporting inclusion within the HRSD territory. Many of the 19 independent towns on the Eastern Shore have passed similar resolutions. The Counties of Accomack and Northampton have requested the Commission file a petition requesting both counties become part of the territory included within the District in accordance with our enabling act. Neither county owns nor operates a treatment facility. Should the Counties be added to the territory included in the District, future negotiations will be held with each community in each county that owns a wastewater treatment and/or collection system and desires HRSD own and/or operate those assets. Terms will be negotiated with each for transfer of assets and appropriate operating agreements will be put in place prior to HRSD assuming any responsibility for these systems. The Enabling Act outlines the process required for any territory to be added to the District in Section 48. That section includes four alternatives for starting the legal process. Staff, in response to the request by the Counties, is recommending the first, in which the Commission files the petition with the circuit court. Counsel has drafted those petitions (Accomack and Northampton) and they are ready for filing. Once the petition is filed, the circuit court must enter an order fixing the date, hour and place for a public hearing. There are advertising requirements and a minimum of 30-days advance notice of the hearing must Meeting held at 2389 G. Avenue, Newport News, VA 23602 Page 5 of 25 COMMISSION MEETING MINUTES January 28, 2020 be provided. The court may then grant such petition with modifications, if any, as it may deem advisable. If the court is of the opinion the proposed area to be added will not be benefitted by the District, then said area shall not be added. Discussion Summary: The Commission discussed, in detail, how expanding the HRSD boundaries would affect representation on the board of Commissioners. Staff does not see a reason to change the eight-member commission as it has been established, especially when looking at population. However, the residential requirement may change. While each board member has a residential requirement, the entire board represents all inhabitants of the Commonwealth, unlike a traditional representative organization that is area specific. The Accomack and Northampton communities and infrastructure are very similar to the Middle Peninsula communities. Staff believes the residential requirement for the new communities could be grouped with the current small communities. If all systems within the Accomack and Northampton communities are added and connected, the HRSD system of 470,000 connections would be increased by approximately 1,000 connections. Attachment #2: Resolutions and Petitions Public Comment: None Meeting held at 2389 G. Avenue, Newport News, VA 23602 Page 6 of 25 COMMISSION MEETING MINUTES January 28, 2020 4. PROCUREMENT POLICY Action: Approve the revised policy. Moved: Vishnu Lakdawala Ayes: 7 Seconded: Willie Levenston Nays: 0 Brief: The attached Procurement Policy has been revised to reflect the changes discussed at the December 2019 Commission Meeting related to the use of proposal compensation for certain design-build procurement efforts. Appendix A was updated to reflect those changes. The Virginia Public Procurement Act (VPPA) requires local governing bodies to adopt specific policies defining local procedures for specific portions of the VPPA. Those requirements are met with this revision with the various appendices. Attachment #3: Procurement Policy Public Comment: None Meeting held at 2389 G. Avenue, Newport News, VA 23602 Page 7 of 25 COMMISSION MEETING MINUTES January 28, 2020 5. JAMES RIVER SWIFT FACILITY AND JAMES RIVER TREATMENT PLANT ADVANCED NUTRIENT REDUCTION IMPROVEMENTS PROPOSAL COMPENSATION Action: Approve the proposal compensation of $310,000 for each responsive short- listed team not selected for the James River SWIFT Facility and the James River Treatment Plant Advanced Nutrient Reduction
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