The Minutes of the Regular Meeting of the Parkersburg Utility Board. November 30, 2016 CALL TO ORDER

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1 5107 The Minutes of the Regular Meeting of the Parkersburg Utility Board November 30, 2016 CALL TO ORDER Pursuant to the call of its Chairman, Jimmy Colombo, the Parkersburg Utility Board met in the Parkersburg Utility Board Administration Building, at th Street on the 30 th day of November, Vice Chairman Lutz called the meeting to order at 9:00 a.m. ROLL CALL Present: John Lutz, Vice Chairman Edward Glasser, Board Member Gregory Herrick, Board Member Paul Hoblitzell, Board Member George Zivkovich, Counsel Christopher Pauley, Assistant Comptroller Erin Hall, Comptroller Eric Bennett, Manager Absent: Jimmy Colombo, Chairman Eric Bumgardner, Assistant Manager Others in Attendance: Scott Stearns, Strand Associates Evan Bevins, Parkersburg News & Sentinel CONSIDERATION OF MINUTES Vice Chairman Lutz requested the Board consider the minutes of the November 16, 2016 regular board meeting for acceptance into the record. Gregory Herrick moved to approve the minutes of the November 16, 2016 meeting as submitted to the Board. Paul Hoblitzell seconded the motion and it was approved by a unanimous vote of the Board members present.

2 5108 DISCUSSION OF SANITARY SEWER OVERFLOW (SSO) ABATEMENT REPORT UPDATE REQUIRED BY ADMINISTRATIVE ORDER (AO) #4566 Eric Bennett announced Scott Stearns, Strand Associates is present to discuss the scope for an engineering report, due by December, 2018 to meet the requirements of Administrative Order #4566. Bennett noted the intent is to provide the information needed to extend the deadline for complete elimination of overflows from 2020 to Scott Stearns noted PUB has made tremendous progress and wise investment in the improvements. Stearns stated the two items to satisfy the EPA is to eliminate all SSOs and the other is if PUB gets to a spending threshold for customers. Stearns explained the affordability guidance is a percentage of the median household income (MHI). Hoblitzell asked what period the MHI is based on. Stearns responded the MHI is produced by the last census. Hoblitzell questioned how the MHI is calculated. Stearns explained PUB would take the current average rate per month paid by customers, times the number of months in a year and divide by the median household income produced by the latest census for the area. Hoblitzell stated this is the process to determine affordability for customers. Stearns agreed. Bennett noted the threshold has been 2% of MHI, and PUB is currently at about 1.75% of MHI. Stearns declared the customer affordability threshold will likely be reached before all SSOs have been eliminated. Stearns stated the document or report will provide to the regulatory agencies the status of progress by PUB to reduce SSOs since the last status report. Stearns recited some of the improvements that have been completed to expand the ability to get wastewater to the treatment plant. Stearns commented PUB has completed almost all of the major improvement projects to decrease SSOs that do not include the construction of a Southside treatment plant. Stearns explained the scope of the report is to document the improvements and progress achieved to date. Stearns noted the report will help create a roadmap for the next fifteen years that will not include extremely large projects as in the past. Hoblitzell noted the more wastewater that can be pumped to the plant, PUB will experience fewer overflows. Stearns agreed. Bennett commented one future option will be off line storage of wastewater that will be less expensive than many other options. John Lutz requested the difference in pre-construction overflows and post-construction overflows. Bennett responded the numbers vary, but the average is about a 40% reduction in overflows. Lutz asked if the new flow study can be compared to the 15 year old flow study. Bennett responded comparisons will be made between the data sets. He noted the comparison will not be 100% accurate, but there should be useful information. Stearns pointed out the scope of work for the report will recommend the installation of flow meters in the collection system to the extent we will be able to understand how the system functions during rain events. Stearns explained he would be able to compare data on a basin by basin level and make an assessment on the changes over time. Lutz asked if the process will help

3 5109 to identify areas for small projects or lining to make improvements. Stearns confirmed Lutz s comment. Bennett asked if thirty meters is predicted. Stearns confirmed that is the number projected. Bennett commented an option has been suggested to rent flow meters to use in conjunction with the ones PUB already owns to reduce costs. John Lutz requested the next step in the process. Bennett stated he and Stearns would sit down and discuss the details for the scope, estimated expenses and funding and then return to the Board with a proposed agreement. Bennett explained he wanted to make sure the Board was aware of the development of a proposal. He noted the cost will not be huge, but will definitely not be small. CONSIDERATION OF FINANCIAL STATEMENTS FOR PERIOD ENDING 9/30/16 Erin Hall stated September 30 th is 25% of the fiscal year with revenues coming in slightly above budget and expenses slightly below budget. She noted the combined year to date debt service ratio is at for the period. Hall requested questions or comments on the financial statements. Paul Hoblitzell moved to receive and file the financial statements for the period ending 9/30/16, as submitted to the Board. Gregory Herrick seconded the motion and it was approved by a unanimous vote of the Board members present. CONSIDERATION OF SIGNATURE AUTHORITY FOR REINVESTMENT OF WATER RESERVE FUNDS Erin Hall stated a water reserve fund CD has matured and a new twelve month CD was purchased. Hall recommended the Board authorize the Chairman and Comptroller as signature authorities for the new investment account. Herrick asked if this process will need to be updated when the new Mayor takes office. Bennett confirmed there will be many documents to update. Gregory Herrick moved to authorize the Chairman and Comptroller as signature authorities for the reinvestment of water reserve funds as presented to the Board. Paul Hoblitzell seconded the motion and it was approved by a unanimous vote of the Board members present. CONSIDERATION OF INVOICES IN EXCESS OF $ Hall mentioned a revised copy was provided with a change in the last vendor from WV Public Employee s Retirement System (PERS) to WV Public Employees Insurance Agency (PEIA).

4 5110 The following invoices totaling $149, were considered for approval: Brewer & Company Annual fire sprinkler & backflow testing - sludge bldg., chemical bldg., & admin bldg. 1, Burgess & Niple Professional services thru October 29, Construction Service 6, Worthington Creek/Ohio Avenue Camden Materials tons blacktop - water maint Camden Materials tons blacktop - sewer maint. 2, Camden Materials tons blacktop - water maint Camden Materials tons blacktop - water maint Crescent McConnell Supply, LLC Surge protector for electric panel & SCC2 - WTP 2, Ferguson 24 - valve box bottoms & 24 - valve box tops - water maint. 1, Mahone Tire 4 - tires water maint. 1, MonPower Agnes St. Pump Station - November , Perma-Liner Industries, LLC 300' of 6" calibration tube & 100' of 4" x 6" transition liner - sewer maint. 2, Pipelines, Inc meter pits & 25 - meter pit lids - water maint. 2, Precision Pump & Valve Services 1 - impeller - vactor station - WWTP Retiree Health Benefit Trust Fund Contribution for retired employee health insurance - November , Smith Concrete 6 yds. 9 bag 2% Hi-Early cold weather concrete - sewer maint Smith Concrete 8yds. 9 bag cold weather concrete - sewer maint. 1, Smith Concrete 9.5 yds. 9 bag 2% Hi-Early cold weather concrete - water maint. 1, Smith Concrete 7 yds. 9 bag 2% Hi-Early cold weather concrete - sewer maint. 1, State Electric Analog output card - WWTP 1, Steptoe & Johnson Professional services thru - October 15, performance evaluations Steptoe & Johnson Professional services thru - October 31, misc. personnel issues 2, Strand Associated, Inc. Professional services thru October 31, WWTP Phase II Upgrade 38, Strand Associated, Inc. Professional services thru October 31, computer support 1, United Refrigeration Inc. 2 - furnaces & parts Garfield Ave. 2, United Rentals Lift rental - South Reservoir Inspection 2, Veritiv Operating Company 57,500 - window envelopes - billing dept. 1, Veritiv Operating Company 57,500 - perf paper for bills - billing dept. 1, Veritiv Operating Company 57,500 - return envelopes - billing dept. 1, WVPEIA Employee Health Insurance - November , TOTAL APPROVED 149, Total amount of checks paid from sewer operating fund November 11, November 23, , Check #

5 5111 Paul Hoblitzell moved the list of invoices over $750, dated November 30, 2016 in the amount of $149, be approved for payment as submitted to the Board. Edward Glasser seconded the motion and it was approved by a unanimous vote of the Board members present. OTHER BUSINESS STORAGE OPTIONS Eric Bennett stated there is a need for temporary storage of large tools and equipment for the mechanics shop. There are two options and he would like to get the Board s opinion. One is a Conex box, which is all steel and needs to be painted and maintained. The second is a wood storage building. The Conex box is less expensive to purchase, but ongoing expense may offset the difference. Hoblitzell asked if Atlas Steel had any Conex boxes available for purchase. Bennett responded he had not checked yet. Hoblitzell asked if one is more accessible than the other when filled. Bennett stated access greatly depends on how the material is arranged, but either is serviceable. Lutz asked if the storage area in the Customer Service Building has been filled. Bennett explained the issue is access to the material by the mechanic who is located at the other end of the facility from the Customer Service Building. Bennett commented one issue is getting rid of either when no longer needed. The Conex box is $3,000 and the wood building is $8,000. Hoblitzell asked how long the storage will be needed. Bennett explained the next project will be to construct a new Collection System Maintenance building. The existing building is not large enough for the equipment and has issues that cannot be corrected easily or cheaply. Board members agreed to accept whichever storage option Bennett believed would be appropriate. NEXT MEETING DATE Erin Hall stated the next regular meeting is scheduled for December 14, Board members agreed to meet in regular session, at the Parkersburg Utility Board Administration Building in the conference room, at 9:00 a.m. on December 14, 2016.

6 5112 ADJOURNMENT Paul Hoblitzell moved the meeting be adjourned. Gregory Herrick seconded the motion and it was approved by a unanimous vote of the Board members present. The meeting adjourned at 9:34 a.m. Respectfully Submitted: Eric Bumgardner, Assistant Manager