10-20-2020 PCSA Agenda Packet
405 R&L Smith Drive • Danville, Virginia 24540-9805
P.O. Box 209 • Blairs, Virginia 24527
Phone: (434) 836-7135 • Fax: (434) 836-7139
Website: pcsa.co
PCSA Members:
Joe B. Davis • Tim W. Dudley • Ben L. Farmer • William ("Vic") Ingram • Charles H. Miller, Jr. •
Ronald S. Scearce • Robert W. (“Bob”) Warren
PITTSYLVANIA COUNTY SERVICE AUTHORITY
REGULAR MEETING
Tuesday, October 20, 2020; 3:30 p.m.
Chatham Community Center (Gallery Room)
115 South Main Street, Chatham, Virginia 24531
AGENDA
1. CALL TO ORDER
2. ROLL CALL
3. ANY REVISIONS/ADDITIONS TO AGENDA
4. APPROVAL OF AGENDA
5. CONSENT AGENDA
A. Minutes Approval (September 15, 2020, Regular Meeting)
6. HEARING OF THE CITIZENS
Each person addressing the Authority under Hearing of the Citizens shall be a resident or landowner
of the County, or the registered agent of such resident or landowner. Each person shall step up, give
his/her name and district in an audible tone of voice for the record, and unless further time is granted
by the Chairman, shall limit his/her address to three (3) minutes. No person shall be permitted to
address the Authority more than once during Hearing of the Citizens. All remarks shall be addressed
to the Authority as a body and not to any individual member thereof. Hearing of the Citizens shall
last for a maximum of forty-five (45) minutes. Any individual that is signed up to speak during said
section who does not get the opportunity to do so because of the time limit, shall be given speaking
priority at the next Authority meeting. Absent Chairman’s approval, no person shall be able to
speak who has not signed up.
7. PRESENTATIONS
A. Employee Spotlight (Matt Gosnell); (Presented by Adcock)
PCSA Meeting Minutes (August 18, 2020)
Page | 2
B. Water and Sewer Long Range Plan Engineering Services Presentation (Freese and
Nichols, Inc.)
8. NEW BUSINESS
A. Water and Sewer Long Range Plan Engineering Services Agreement Bid Award
(Adcock)
B. Staff Reports:
1. Robin Court and Grit Road Water System Improvements Funding Update (Adcock)
2. Utility Cut-offs Update (Adcock)
9. MATTERS FROM AUTHORITY MEMBERS
10. CLOSED SESSION
A. Discussion concerning a prospective business or industry or the expansion of an existing
business or industry where no previous announcement has been made of the business' or
industry's interest in locating or expanding its facilities in the community.
• Legal Authority: Virginia Code § 2.2-3711(A)(5)
• Subject: Project Matterhorn
• Purpose: Discussion/Update on Unannounced Industry
11. RETURN TO OPEN SESSION AND CLOSED SESSION CERTIFICATION
12. ADJOURNMENT
405 R&L Smith Drive • Danville, Virginia 24540-9805
P.O. Box 209 • Blairs, Virginia 24527
Phone: (434) 836-7135 • Fax: (434) 836-7139
Website: pcsa.co
PCSA Members:
Joe B. Davis • Tim W. Dudley • Ben L. Farmer • William ("Vic") Ingram • Charles H. Miller, Jr. •
Ronald S. Scearce • Robert W. (“Bob”) Warren
MINUTES OF THE REGULAR MEETING OF PITTSYLVANIA COUNTY
SERVICE AUTHORITY
Tuesday, September 15, 2020, Chatham Community Center,
115 South Main Street, Chatham, Virginia 24531
1. CALL TO ORDER
Miller called the Meeting to Order at 3:30 P.M.
2. ROLL CALL
McCluster conducted the following Roll Call:
Members Present
Charles H. Miller, Jr., Chairman
Joe B. Davis, Vice-Chairman
Tim W. Dudley
Ben L. Farmer
William (“Vic”) Ingram
Ronald S. Scearce
Robert (“Bob”) W. Warren
Staff Present
David Smitherman (County Administrator/PCSA Chief Administrative Officer)
J. Vaden Hunt, Esq. (County Attorney/PCSA Legal Counsel)
Richard N. Hicks (Deputy County Administrator)
Kim Van Der Hyde (County Finance Director)
Chris Adcock (County Director of Public Works/PCSA Secretary)
Kaylyn M. McCluster (BOS Deputy Clerk)
3. ANY ADDITIONS/REVISIONS TO AGENDA
None.
4. APPROVAL OF AGENDA
On Motion by Scearce, seconded by Davis, without discussion, Agenda approved unanimously.
PCSA Meeting Minutes (September 15, 2020)
Page | 2
5. CONSENT AGENDA
On Motion by Scearce, seconded by Ingram, without discussion, Consent Agenda approved
unanimously.
A. Minutes Approval (August 18, 2020 Regular Meeting)
6. HEARING OF THE CITIZENS
None.
7. PRESENTATIONS
A. PCSA Employee Spotlight
Adcock recognized Jesse Reagan, Water and Sewer Operations Technician, for his
dedicated service to the Authority.
8. NEW BUSINESS
A. Staff Reports
1. Master Water and Sewer Plan Update
Adcock reported that four proposals were received in response to the RFP issued for a
Water and Wastewater Master Plan. Those responses have been narrowed down to
three who will be personally interviewed. He expects those interviews to be completed
in the next several weeks and then one firm will be selected to work with on the plan.
There was no action taken on this item.
9. MATTERS FROM AUTHORITY MEMBERS
None
10. CLOSED SESSION
On Motion by Davis, seconded by Scearce, without discussion, the Authority unanimously
approved to enter Closed Session on the following items at 3:38 P.M.
A. Consultation with legal counsel employed or retained by a public body regarding specific
legal matters requiring the provision of legal advice by such counsel.
Legal Authority: Virginia Code § 2.2-3711(A)(8)
Subject: Robin Court Subdivision Waterworks
Purpose: Discussion of State Board of Health Order by Consent
B. Discussion or consideration of the investment of public funds where competition or
bargaining is involved, where, if made public initially, the financial interest of the
governmental unit would be adversely affected.
Legal Authority: Virginia Code § 2.2-3711(A)(6)
Subject: 58 West Waterline Project
Purpose: Discussion/Determination of/about VDH Potential
Project Funding
PCSA Meeting Minutes (September 15, 2020)
Page | 3
11. RETURN TO OPEN SESSION AND CLOSED SESSION CERTIFICATION
The Board returned to Open Session at 4:03 P.M. and the following Closed Session Certification
was recorded:
CLOSED MEETING CERTIFICATION:
BE IT RESOLVED that at the Pittsylvania County Service Authority (“Authority”) Meeting on
September 15, 2020, the Authority hereby certifies by a recorded vote that to the best of each
Authority member’s knowledge only public business matters lawfully exempted from the Open
Meeting requirements of the Virginia Freedom of Information Act (“Act”) and identified in the
Motion authorizing the Closed Meeting were heard, discussed, or considered in the Closed
Meeting. If any Authority Member believes that there was a departure from the requirements of
the Act, he shall so state prior to the vote indicating the substance of the departure. The Statement
shall be recorded in the Authority's Minutes.
Roll Call Vote
Davis - Yes
Dudley - Yes
Farmer - Yes
Ingram - Yes
Miller - Yes
Scearce - Yes
Warren - Yes
12. MATTERS FROM CLOSED SESSION
None
13. ADJOURNMENT
Miller adjourned the Meeting at 4:04 P.M.
1
1
1017 Main Campus Dr., Suite 1200 + Raleigh, North Carolina 27606 + 919-582-5850 + FAX 817-735-7491
Scope of Services
Pittsylvania County
Comprehensive Water and Wastewater
Infrastructure Master Plan
INTRODUCTION
The Pittsylvania County Service Authority (PCSA) was recently reorganized and became part of the
Pittsylvania County (County) Department of Public Works. PCSA is the water and wastewater service
provider for all areas of the county outside of the City of Danville, and outside of the incorporated towns
of Chatham, Gretna and Hurt. PCSA contracts to purchase bulk water from Danville, Henry County Public
Service Authority, Chatham and Hurt. PCSA also operates four water well system systems in the County.
PCSA provides wastewater collection to areas outside of Danville and Chatham, and contracts to treat
the wastewater at those locations.
The previous comprehensive water and wastewater master plan that was developed for PCSA was
completed in 1991. With the reorganization of PCSA, and the timeframe since the last master plan, the
County desires an update to the master plan. The County has requested that Freese and Nichols (FNI)
develop a Comprehensive Water and Wastewater Infrastructure Master Plan (Master Plan) to guide the
County in utility service over the near and long term. In addition to a standard master plan, the County
has requested the project include recommendations for an updated utility extension policy and a
detailed evaluation of the County’s rate structure. This information will be used in conjunction with
growth projections and system capacity analysis to develop a capital improvement plan (CIP) to meet
growth throughout the County over the 20-year planning horizon.
ARTICLE I
BASIC SERVICES: FNI shall render the following professional services in connection with the development
of the Project:
SCOPE OF SERVICES
Task 1 – Comprehensive W/WW Master Plan ($127,112.00)
A. Project Kickoff Meeting, Data Collection and Review
1. FNI will conduct a kickoff meeting with County staff to introduce the FNI project team, review
the scope of services and project schedule, and identify communication approaches. The kickoff
www.freese.com
Scope of Services: Comprehensive W/WW Master Plan
Pittsylvania County
October 14, 2020
Page | 2
meeting will also include a discussion of the background/history on the PCSA utility system. In
conjunction with the kickoff meeting with County staff, FNI will also facilitate a meeting with the
partnering Towns of Chatham, Hurt and Gretna to discuss project objectives and solicit feedback
on the long term utility plans for each Town.
2. During the kickoff meeting, FNI will meet with the County to determine the project team
participants, needs and schedule. The following items will be discussed during the meeting:
• Project goals
• Project schedule
• Data collection for review by FNI
• Communication and information flow for the project
• Additional entities to coordinate with in the development of the project
3. The County will provide the following documents, as available, to FNI for review:
• Existing utility system GIS data
• Existing system models
• Record drawings
• Operational data
• SCADA data
• Work order logs
• Utility rate data
• GIS Planning shapefiles
• Meter billing data
• Treatment plant flow data
Task 1.A. Meetings:
Internal kickoff, Client kickoff + Partnering Towns meeting (in-person)
Task 1.A. Deliverables:
Data collection log, Project meeting minutes
B. Utility System Growth Planning and CIP
1. FNI will utilize existing GIS mapping including existing land use and economic development and
planning layers available from the County to create a forecasting tool for the County. The
forecasting tool will use existing water and wastewater use information to estimate existing use
factors that can be applied to growth areas to estimate future water and wastewater use. The
forecasting tool will provide the County with the capability to summarize existing use data by
region, dynamically update future water and wastewater use based on changes to future land
use or development information, and spatially link use information to the County’s water
system models for capacity analysis as well as provide spatial analysis of wastewater flows to
evaluate infrastructure capacities in each region.
2. FNI will utilize the existing water system model (to be provided by the County) for the County’s
water service area in the Danville region. Based on discussion with the County, the water model
for this area has been recently updated, and it is not anticipated that it will require additional
updates or calibration for this project. FNI will use existing GIS mapping and information from
the previous master plan, recent studies and staff knowledge from County/PCSA to develop
water system models for each of the other water distribution systems in Chatham, Gretna and
Scope of Services: Comprehensive W/WW Master Plan
Pittsylvania County
October 14, 2020
Page | 3
Hurt regions. The models will be validated using available water treatment plant pumping and
flow information, elevated storage tank level data and additional flow and pressure data
available from SCADA or telemetry. The modeling for the three regions of Chatham, Gretna and
Hurt assumes no field work for model development or validation. If field work is required, that
work will be completed as additional services.
3. FNI will utilize existing system information from each region’s wastewater collection system to
analyze system capacity. This task does not include a comprehensive wastewater collection
system model for each region but may include simplified models of the lift station and force
mains and larger gravity collection system lines. Information that was developed in the recent
Pump Station Condition Assessment PER dated March 2019 that has been provided by the
County will be used to evaluate the pump station capacities. Additional field testing that may be
required for the wastewater collection will be completed as additional services. This study does
not include an evaluation of the wastewater collection system for the City of Danville but will
evaluate existing service agreements to confirm available capacity.
4. Following the development of the forecasting tool, water models and summary of existing
wastewater collection system capacity information, FNI will meet with the County stakeholders
including but not limited to public works/engineering, economic development, management
and planning to discuss areas of growth identified in the County for the 20-yr planning horizon
and estimates of phasing (5-yr, 10-yr and 20-yr) for growth. Information collected during this
planning workshop will be updated in the forecasting tool to project the associated water
demands and wastewater flows for each planned development. The demand and flow
information will be used in the water model and wastewater capacity analysis to evaluate future
CIP projects needed to meet growth for the 20-yr planning horizon. CIP projects may include
extension of water lines, system storage, wastewater collection and pumping, and additional
treatment capacities.
5. FNI will prepare planning level opinion of probable construction cost (OPCC) for each CIP project
and provide the County with a phasing plan to address the identified growth. CIP project costs
will feed into the rate study and be reviewed with the County. Based on feedback from the
County related to the CIP and projected rates, FNI will update the CIP projects and phasing and
finalize a CIP to meet the County’s financial and growth needs.
Task 1.B. Meetings:
Joint stakeholder growth discussion (in-person)
Draft CIP review meeting (in-person)
Tsk 1.B. Deliverables:
Forecasting Tool
Water System Models
CIP projects with OPCC
GIS shapefile with CIP projects
Scope of Services: Comprehensive W/WW Master Plan
Pittsylvania County
October 14, 2020
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C. Master Plan Report
1. At the completion of the project, FNI will develop a comprehensive master plan report that
summarizes the utility extension policy, utility rate study findings and system growth planning
and CIP recommendations. FNI will provide the County with a draft report in PDF format for
internal review, meet with staff to review and solicit comments, and finalize the report.
Task 1.C. Meetings:
Draft Master Plan review (in-person)
Task 1.C. Deliverables:
Master Plan Report (12 hard copies and electronic files)
Task 2 – Utility Extension Policy ($17,804.00)
1. FNI will review the County's existing policies related to water and wastewater extensions and
the County’s current connection charges.
2. FNI will solicit input from County staff on the challenges with existing extension policies and
connection charges, and what is working well.
3. FNI will request and review the policies and connection charges of up to five (5) peer local
governments, selected by the County, to better understand best practices.
4. FNI will draft new water and wastewater extension policy language based upon items 1 - 3
above and present it to County staff and Board of Supervisors for feedback. We suggest the
County attorney review all policy changes before they are finalized.
5. FNI will revise the draft policy language based on feedback from County staff and present the
final policy language for consideration.
Task 2. Meetings:
Staff input (in-person), Board preparation meeting (virtual), Draft review with Board (in-person)
Task 2. Deliverables:
Draft utility extension policy, Comparison of connection charges
Task 3 – Utility Rate Study ($38,423.00)
FNI will conduct a water and sewer rate study in support of the comprehensive water and wastewater
infrastructure master plan. The broad objective of the study is to independently assess and evaluate the
County’s existing water and sewer rates and provide recommendations. The recommendations should
adequately fund water and sewer utility operations, capital costs, and bonded debt while minimizing
rates to the greatest degree possible.
Scope of Services: Comprehensive W/WW Master Plan
Pittsylvania County
October 14, 2020
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The Task will consist of the following items:
1. Project Initiation – This will be done in coordination with Task 1 above
• Initiate the Project
• Data Collection
• Data Review
• Identify the Goals and Objectives
2. Rate Determinants and Revenue Requirements
• Identify Rate Determinants
• Determine Net Revenue Requirements
3. Cost-of-Service Analysis
• Conduct Cost-of-Service Analysis and Allocation of Revenue Requirements
4. Rate Design
• Design Water and Wastewater Rates
• Prepare Customer Impact Analysis
5. Presentations & Meetings
• Presentation for County & Staff Workshop
• Presentation to Board of Supervisors
Task 3. Meetings:
Goals and objectives (virtual)
Staff workshop (in-person)
Board presentation (in-person)
Tsk 3. Deliverables:
Projected revenues/revenue requirements
Customer allocated revenue requirements
Projected rates
Rate model
ARTICLE II
ADDITIONAL SERVICES: Additional Services to be performed by FNI, if authorized by the County, which
are not included in the above described basic services, are described as follows:
A. Making revisions to drawings or other report documents when such revisions are 1) not consistent
with approvals or instructions previously given by County or 2) due to other causes not solely
within the control of FNI.
Scope of Services: Comprehensive W/WW Master Plan
Pittsylvania County
October 14, 2020
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B. Meeting or trips in excess of the number of meetings included in Article I for coordination
meetings, public meetings or other activities. Additional meetings requested by the client in
excess of those included in Article I will be billed hourly in accordance with the rates outlined in
Attachment CO.
C. Preparing applications and supporting documents for government grants, loans, or planning
advances and providing data for detailed applications.
D. Preparing data and reports for assistance to County in preparation for hearings before regulatory
agencies, courts, arbitration panels or any mediator, giving testimony, personally or by
deposition, and preparations therefore before any regulatory agency, court, arbitration panel or
mediator.
E. Revisions, contract modifications, studies or analysis required to comply with local, State, Federal
or other regulatory agencies that become effective after the date of this agreement.
F. Providing basic or additional services on an accelerated time schedule. This includes cost for
overtime wages of employees and consultants, inefficiencies in work sequence and plotting or
reproduction costs directly attributable to an accelerated time schedule directed by the County.
G. Preparing statements for invoicing or other documentation for billing other than for the standard
invoice for services attached to this professional services agreement.
H. Providing document revisions in excess of those outlined in Article I.
I. Field services that may be required for scope of work as described in Article I.
ARTICLE III
TIME OF COMPLETION: FNI is authorized to commence work on the Project upon execution of this
Agreement and agrees to complete the services within SCHEDULE.
The project schedule associated with the above scope of work includes a total of 10 to 12 month to
complete the project from NTP.
If FNI’s services are delayed through no fault of FNI, FNI shall be entitled to adjust contract schedule
consistent with the number of days of delay. These delays may include but are not limited to delays in
Client or regulatory reviews, delays on the flow of information to be provided to FNI, governmental
approvals, etc. These delays may result in an adjustment to compensation as outlined on the face of this
Agreement and will be based upon rates outlined in Attachment CO.
Scope of Services: Comprehensive W/WW Master Plan
Pittsylvania County
October 14, 2020
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ARTICLE IV
RESPONSIBILITIES OF OWNER: The County shall perform the following in a timely manner so as not to
delay the services of FNI:
A. Provide meeting space and coordinate equipment needs, room set up, and logistics for meetings
outlined in Article I.
B. Contact meeting invitees for stakeholder and public meeting(s). This includes email, mail,
newsletter, or other forms of notification.
C. Examine and provide prompt feedback on all submittals, draft reports, sketches, drawings, and
other documents presented by FNI within a reasonable time so as not to delay the services of FNI.
The County comments should be consolidated with clear and concise edits, preferably typed for
legibility.
D. Designate in writing a person to act as the County’s representative with respect to the services to
be rendered under this Agreement. Such person shall have contract authority to transmit
instructions, receive information, interpret and define County’s policies and decisions with
respect to FNI’s services for the Project.
E. Arrange for access to and make all provisions for FNI to enter upon public and private property as
required for FNI to perform services under this Agreement.
F. Bear all costs incident to compliance with the requirements of this Article IV.
ARTICLE V
DESIGNATED REPRESENTATIVES: FNI and County designate the following representatives:
Owner’s Project Representatives Name: Chris Adcock
E-mail: Chris.adcock@pittgov.org
Phone: 434-836-7135
Name: Richard Hicks
E-mail: Richard.hicks@pittgov.org
Phone: 434-432-1768
FNI’s Project Representative Name: Brian White
E-mail: Brian.white@freese.com
Phone: 984-201-6614
FNI’s Accounting Representative Name: Jana Collier
E-mail: Jana.collier@freese.com
Phone: 817-735-7354
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at the Meeting of the Pittsylvania County Service Authority on
October 20, 2020, the Board hereby certifies by a recorded vote that to the best of each Board
Member’s knowledge only public business matters lawfully exempted from the Open Meeting
requirements of the Virginia Freedom of Information Act (the “Act”) and identified in the Motion
authorizing the Closed Meeting were heard, discussed, or considered in the Closed Meeting. If
any Member believes that there was a departure from the requirements of the Act, he shall so state
prior to the vote indicating the substance of the departure. The Statement shall be recorded in the
Minutes of the Committee.
Vote
Joe B. Davis Yes/No
Timothy W. Dudley Yes/No
Ben L. Farmer Yes/No
William “Vic” Ingram Yes/No
Charles H. Miller, Jr. Yes/No
Ronald S. Scearce Yes/No
Robert W. “Bob” Warren Yes/No