On a motion by Ms. MacMillan, seconded by Mr. Gornowich, and by the following vote, the Advisory Committee adopted the agenda as presented:

Transcription

1 At a regular meeting of the Lake Front Royal Sanitary District Advisory Committee held at the Warren County Community Center on March 19, 2018 at 6:00 PM. Present: Absent: Erin MacMillan, Chair; Charles Gornowich, Vice-Chair; James Barnes; James Spurlock, Jr.; also present were Robert B. Childress, Deputy County Administrator; Michael R. Berry, Public Works Director; and Shelley L. Hayes, Senior Office Associate Kenneth Harvey, Secretary Call to Order Ms. MacMillan called the meeting to order. Adoption of Agenda - Additions or Deletions On a motion by Ms. MacMillan, seconded by Mr. Gornowich, and by the following vote, the Advisory Committee adopted the agenda as presented: Aye: Barnes, Gornowich, MacMillan, Spurlock Approval of Minutes - Regular Meeting of January 15, 2018 On a motion by Ms. MacMillan, seconded by Mr. Spurlock, and by the following vote, the Advisory Committee approved the minutes of its regular meeting of January 15, 2018 as written: Aye: Barnes, Gornowich, MacMillan, Spurlock Manager s Report Key Tasks/Projects: 1. Maintenance Operations Mid-January Mid-March 2018 We have been faced with periods of extremely low temperatures but limited snowfall so far this winter. We have responded to 16 winter weather events starting in December. The first being December 9 th, with a 2 5 snow event. We have utilized the services of Hugh Henry for snow removal and have called him in on 12 different occasions. PW staff has continued to perform winter brush cutting operations within various locations in the district as cooler temperatures allowed. TNT Tree Service removed many larger hazardous trees on Mountain Heights Rd. up to the High Ridge Rd. intersection and several trees of concern on Remount View Rd. Approx. 75 trees were identified for removal. Our crews are currently working to remove excess wood, brush and wood debris from the roadsides. The brush/tree removal work has 1

2 continued to improve sight distance, improve visibility and will help improve future mowing operations. Jan. 16 Weather Advisory, PW Foreman on call reviewing roads until 9pm, no problems found. Jan. 17 PW Foreman reviewed roads at 4AM and late PM. Light snow received in AM, Hugh Henry called in to chip, 2 loads applied. Jan. 18 PW staff inspected roads conditions in AM, no concerns found. Jan. 22 REC contacted about lights being out in the community lot area. PW Foreman performed minor grading on Remount View Rd, High Ridge Rd, High Spruce Rd & other areas as needed. Jan. 23 Feb. 21, TNT removed large trees in the district. PW Foreman inspected a drainage complaint on Oak Heights Rd and moved logs/wood while working with the tree contractor. Jan. 24 TNT continued tree work in the district. PW Foreman performed minor grading on Creek Rd, Short Turn Ct., High Ridge Rd, Cedar Top Ln, Dogwood Tree Rd and the Bus Loop. Jan. 25 PW Foreman inspected roads, dusting of snow in higher elevations, no issues reported. Jan. 26 TNT performed Tree work in the district; PW Foreman moved logs/wood from the roadway. Jan. 29 TNT performed Tree work in the district; PW Foreman moved logs/wood from the roadway. Jan. 30 Up to 1 of snow in higher elevations. PW Foreman called Hugh Henry at 4AM, 3 loads of chips applied. Feb. 1 TNT performed Tree work in the district. PW staff moved wood/logs in the district. Feb. 2 Weather Advisory, PW Staff inspected roads at 4AM, no problems found. PW staff moved wood/logs in the district. Sun., Feb. 4 Snow, sleet & freezing rain received. Hugh Henry applied 2 loads of chips. I reviewed roads at 5PM, some slush found but additional attention was not needed at this time. Feb. 5 Light snow/sleet received overnight. PW Foreman inspected roads at 5AM, slick conditions/refreeze reported. Hugh Henry applied 2 loads of chips. Feb. 6 PW Foreman inspected conditions at 6AM, no concerns found. PW staff moved logs/wood in the district. Feb. 7 Weather Advisory, PW Staff inspected roads at 4AM and no problems were found. Freezing rain in the mid-morning caused roads to become slick very quickly. Hugh Henry applied 2 loads of chips. Feb. 8 - PW Foreman inspected roads at 5AM, no problems found. PW staff moved wood/logs in the district. Feb. 9 PW staff cleaned ditches/culverts in the district. 2

3 Sun., Feb. 11 High Winds received in PM, I reviewed district roads and removed several small limbs from road ways. Utility line found down/across High Ridge Rd., I contacted Century Link for repair. Feb. 12 PW Foreman reviewed roads in AM, no additional problems found. Feb. 16 PW Foreman performed minor grading in the district. 1 Load (20.39 tons) of agg. applied to Creek Rd. PW staff picked up litter in the district. Sat., Feb. 17 Wintery Mix, up to 3 of snow received, most snow ending by 6PM. Hugh Henry called in to plow/chip (1 load chips). I reviewed roads at 8:30pm. Sun., Feb. 18 PW Foreman inspected roads, some slush found but no problems traveling/concerns. Feb. 20 TNT performed Tree work on Mt. Heights and Remount View Rd. PW Foreman made culvert repairs on High Ridge Rd. Feb. 21 TNT performed Tree work. I met with the property owner and fence contractor working at 616 Mtn. Heights Rd. in regards to fence installation concerns. Feb. 23 PW staff moved wood/logs in the district. Feb. 27 PW Foreman hand filled pot holes in the district. Mar. 1 PW staff chipped brush in the district. Mar. 2 Overnight high winds, 50-60mph gusts, sustained winds 40mph. PW staff worked on downed trees and keeping roads open. Trees and limbs found down throughout the district. Power lines found down on Mtn. Heights Rd, PW staff staged traffic cones at the location. Sat., Mar. 3 PW staff continued to monitor high winds/damage and worked on clearing trees/limbs throughout the district. Mar. 7 Weather alert, PW staff inspected roads at 6AM. Mar. 9 PW staff continued with storm clean up, chipping brush and moving trees/wood. Mar. 12 Weather Advisory, PW staff inspected roads at 6AM. Mar. 13 to Mar PW staff continued storm clean-up and winter brush cutting activities in the district, cutting and chipping brush. Mr. Gornowich noted that a neighbor asked about a stump left after tree removal service had been performed during the windstorm. Mr. Berry noted that any trees impeding the roadway would be removed and anything remaining on private property would be up to the homeowner for disposal. Ms. MacMillan asked about a new construction project relating to the placement of a drain culvert. Mr. Berry noted that he had been in contact with the contractor and will followup. Mr. Childress explained that the Warren County Building Inspections department will communicate with the Lake Front Royal Sanitary District on any new construction permits pulled within the Sanitary District community. This will give the Sanitary District an opportunity to contact the contractor and thus not allowing these types of issues to slip. 3

4 2. CIP/Construction Projects Roadway Warning Signage Mr. Berry noted that a partial order, not including the SPEED LIMIT signs, had been received. After brush cutting operations are complete; locations will be staked and Miss Utility contacted to begin signage installation. 3. Miscellaneous FY budget, 64.66% of the budget remaining per the 2/28/17 budget expenditure report. Feb. 5, Admin. staff printed/mailed the first LFRSD newsletter. Feb. 6, I gave a LFRSD update/report to the WC Board of Supervisors. Since our last meeting, we utilized 2 work release inmates from the RSW Regional Jail on 16 different days for a total of man hours. At $10 per hour, this resulted in approx. $935 in savings to the LFRSD budget. Mr. Barnes asked about the Governor of Virginia declaring a state of emergency in regard to the recent wind storm. In addition, Mr. Barnes asked if the Sanitary District might recoup any money spent on clean up. Mr. Childress confirmed the Governor s state of emergency declaration and noted that any expense incurred during normal operating hours would not be eligible for reimbursement. It was noted that the cost for clean up after the wind storm was minimal and fortunately most operations were complete within a regularly scheduled, normal work day schedule. Mr. Berry reported on the Treasurer s Office delinquent tax collection. Mr. Berry noted that based on the most recent data received, the total tax due is $11, The total includes penalties and interest for 16 lots. Mr. Berry noted that the community newsletter mailing had been complete on February 5, The total cost for labor, materials, and postage was $ Road & Drainage Study Mr. Childress reported that the final draft of the road and drainage study had been received. Hard copies are available in the County Administrator s Office for public viewing. Mr. Childress noted that he had reviewed the document and had made some comments and recommended changes. He encouraged the Advisory Committee to review the document and that the County would welcome any feedback regarding the study. In addition, Mr. Childress noted that recommended changes regarding the road and drainage study were minor edits. Mr. Gornowich indicated that he was looking for a document that focused on storm water management that might include road and drainage. Mr. Childress explained that when you look at storm water in relation to the road system, you must make sure what water you have is adequately conveyed. Unlike a pre-developed area, storm water runoff is managed 4

5 through the roads and ditches. Mr. Childress noted that there are currently 30 culverts in the road system now; and, it should actually contain a minimum of 41 culverts. In addition, Mr. Childress noted that approximately two-thirds of the 30 culverts currently in place under the roads are substandard or non-functional. On a motion by Mr. Gornowich, seconded by Mr. Spurlock, and by the following vote, the Advisory Committee approved the draft road and drainage study be available for public review as written: Aye: Barnes, Gornowich, MacMillan, Spurlock It was the consensus of the Advisory Committee to hold the citizens comment meeting for the road and drainage study following the regularly scheduled Advisory Committee meeting on Monday, May 21, 2018 at 7:30 p.m. Lake Front Road Update Mr. Childress reported that he had communicated with 4 of the 7 property owners along Lake Front Road and Creek Road. Mr. Childress noted that he currently has a fully executed deed of dedication for 2 properties. Mr. Childress indicated that he had addressed concerns with a property owner and anticipates acquiring an additional deeds of dedication for 2 additional lots in the near future. In addition, Mr. Childress reported that he had received 2 letters from the Lake Front Royal POA with questions regarding the road project. Mr. Childress noted that he had been in contact with VDOT and will respond to the POA in writing. In addition, Mr. Childress noted that he had been frequently speaking with the project manager and lead designer. VDOT s in-house bridge crew will demo and replace the box culvert as VDOT has that expertise on staff. A portion of the bus loop will be used to maintain detour traffic while the road is closed at the drainage structure. Box culvert replacement will begin August 4 th with a completion date of August 24 th. VDOT has indicated that the road project will take approximately days. Mr. Gornowich asked for confirmation that the temporary detour would be accessible to and for emergency services. Mr. Childress assured Mr. Gornowich that the detour would access emergency services. It was Mr. Childress s opinion that the temporary detour will include 2 lanes of traffic. It was agreed that Mr. Childress would check with the public schools transportation director regarding any possible changes to the bus stop location if needed during the road construction project. Mr. Childress confirmed that the mailboxes will not need to be relocated for the road construction project. It was the consensus of the Advisory Board to address the possibility of relocating mailbox cluster at a later date. 5

6 Budget Review Mr. Childress explained that the Lake Front Royal Sanitary District budget was presented to the Board of Supervisors at its budget work session. Three different scenarios regarding the FY budget were presented. The Board was surprised at the Advisory Committee s decision to reduce the Sanitary District tax rate. Mr. Childress noted that the Board will typically set a tax rate as recommended by a POA or Advisory Committee. In addition, Mr. Childress explained that by reducing the tax rate, many items recommended in the road and drainage study and Capital Improvement Plan would not be possible. He further noted that it may be more difficult to raise the tax rate later after lowering it now. Reducing the tax rate would basically only fund routine maintenance. A discussion ensued among the Advisory Committee and it was the consensus of the Committee to recommend a reduction in the tax rate to $300. It was noted that the Advisory Committee believed as well as the Lake Front Royal community members that the tax rate would reduce back to its original rate once the RAP road construction was funded. The Advisory Committee stressed its approach to stick with the original plan and give the residents a respite from the higher tax rate. In addition, it was noted that the Advisory Committee may approach a tax rate increase in the future based on community feedback. Mr. Bob Rouse, Highridge Road, shared that he would personally like to see the tax rate increased. In addition, Mr. Rouse suggested that in a matter of time, the community would support such an increase but at this time he felt that the Advisory Committee would have no choice but to decrease the tax rate as this had been previously promised and communicated to the citizens of Lake Front Royal. Paul Castle noted that he supported the increase for the RAP project and in addition he felt that the Advisory Committee had no choice but to decrease the tax rate as had been promised to the community. In addition, Mr. Castle noted that he would encourage the Committee to keep its commitment to the community at this time and address a tax rate increase at a later time. He felt that the majority of the community would be open to an increased tax rate in the future. Ms. MacMillan shared that no one on the Advisory Committee had personally promised the community members that the tax rate would decrease to its original amount once the RAP project was funded/completed. It had been inferred by the POA that the tax rate would decrease and it had always been the consensus of the Advisory Committee to honor that commitment. Moving forward, the Advisory Committee may revisit the tax rate increase as the community members supports an increase. Audit Results Mr. Berry reported on the audit results. 6

7 Ms. MacMillan noted that the audit was completed, the Sanitary District had money left over, and the money had been transferred to a fund that will do something positive for the community. Public Comment Bob Rouse, Highridge Road, shared that he thought the newsletter was well received and encouraged the Advisory Committee to continue publishing periodic newsletters. In addition, Mr. Rouse explained that he was anxious to see the road and drainage study as he has engineering experience. He hoped to help share with the community the positive outcomes of the study and garner its support. The meeting adjourned on or about 7:52 p.m. 7