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04-18-77 MinutesVIRGINIA: At a regular meeting of the Board of Supervisors of Chesterfield County, held at the Courthouse on April 18, 1977, at 1:00 p.m. Present: Also Present: Mr. E. Merlin O'Neill, Chairman Mrs. Joan Girone, Vice-Chairman Mr. J. Ruffin Apperson Mr. C. L. Bookman Mr. Garland Dodd Mr. C. G. Manuel, Interim Co. Admin. Mr. Raymond Birdsong, Engineer Mrs. Joan Dolezal, Secretary Mrs. Vikki Howe, Secretary Mr. Steve Micas, County Attorney Mr. Robert Painter, Dir. of Utilities Mr. Willis Pope, Right-of-Way Engineer Mr. Charles Quaiff, Supt. of Accounts a Records Mr. Michael Ritz, Dir. of Conmmity Der Mr. David Welchons, Asst. Dir. of Utili~ Mr. W. Lynn Wingfield, Asst. to Co. Adm The meeting is called to order by Mrs. Girone. Mrs. Girone welcomes students from VCU's Social Service Class to the meeting. Mr. Welchons states a representative of Investment Associates is present to request County participation in the cost of a sewer extension to serve Loch Braemar, Section B. There is s°me. discussion of where the line should be installed, where easements currently exist, the cost of such an extension, etc. It is on motion of Mr. Bookman, seconded by Mr. Dodd, resolved that this rotter be deferred until April 27th to allow Investment Associates and the County Utility Depart- ment to agree on an equitable solution to the problem of where the line should be laid. Ayes: Mrs. Girone, Mr. Bookman and Mr. Dodd. Mr. Covington, representing the Covington Company, is present to request the Board transfer prepaid sewer connection fees from Edgehill Townhouses to pay for sewer connection fees in Briarwood Hearth After some consideration of this matter, it is on motion of Mrs. Girone, seconded by Mr. Bookman, resolved that the Covington Company be and it hereby is allowed to transfer sewer connection fees prepaid for Edgehill Townhouses to pay for sewer connection fees in Briarwood Hearth. Ayes: Mrs. Girone, Mr. Bookman and Mr. Dodd. Mr. Charles Quaiff presents the Board with the water and sewer financial statements and answers questions relative to each. It is on motion of Mr. Bookman, seconded by Mr. Dodd, resolved that the following Water Contracts be and they hereby are approved: 1. W77-21D Powderham, Section "B" $33,840.00 Contractor: Alpine Construction Co. Developer: V. Cassell Jr. and Pearl R. Adamson, Stephen P. and Frances S. Adamson, Powderham Assoc., a Va. Ltd. Partnership No. 1 & 2, Goochland Investments, Inc. 2. W77-23D Deerfield Estates $32,145.80 Contractor: Fred Barnes Construction CO. Developer: Zane G. and Carmen G. Davis, Henry E. and Virginia B. Myers 3. W77-1ID Grindall Creek Park $4,696.50 Contractor: Stamie E. Lyttle CO., Inc. Developer: Eastates Petroleun CO., Inc. 4. W77-24D South General Boulevard $800.00 Contractor: County of Chesterfield Developer: William Kenneth Lyons 5. W77-29D Brandermill - Northwich, Section 2 $6,489.00 Contractor: R.M.C. Contractors Developer: Brandermill - A Va. Partnership Ayes: Mrs. Girone, Mr. Bookman and Mr. Dodd. It is on motion of Mr. Bookman, seconded by Mr. Dodd, resolved that the request of Mr. John J. Surma, Jr. of 8310 Hull Street Road for a reduced water connection fee in the amount of $350 be and it hereby is approved with the connection being made from the water line on Route 360. Ayes: Mrs. Girone, Mr. Bookman and Mr. Dodd. Mr. Harry E. Glover comes before the Board and requests a reduced water connection fee because his well is located in the area of the widening of Robious Road. He adds that he was not aware there was a water line in front of his home but when his well was installed, it was placed on the Highway Departr~_nt property. He-inquires how a building permit, etc. could have been obtained. Mr. Micas states that he does not feel this is the responsibility of the County and suggests Mr. Glover search his records for his title insurance and seek relief through that method. It is generally agreed that this matter be deferred to allow Mr. Clover time to search his records, ascertain what relief can be obtained through his insurance and if necessary bring the matter back before the Board. Mrs. Girone states that approximately 98% of the residents in Carriage Hill and Otterdale Sub- divisions signed contracts for water last year and to insure the same connection fee since the Board will consider the proposed new sewer and water rates later in the day she feels this water line extension should be approved. It is on her motion, seconded by Mr. Bookman, resolved that the water line extension for the Carriage Hill and Otterdale Subdivisons be and it hereby is approved which approval will insure the $350 water connection fee which extension is estimated to cost· approximately $128,600 and said $128,600 is hereby appropriated from 63-230-234.0, Water Imp., Repl. &Ext. Ayes: Mrs. Girone, Mr. Bookman and Mr. Dodd. Mr. Painter states some property owners in the area may want to participate in this extension but the Utility Department will investigate all possibilities and costs prior to taking inmedi- ate action on this project. He adds they have not obtained the easements from these property owners at this tiros because they did not want to give easements across their property without some benefit. It is generally agreed that Mr. Pope should appraise the Board of the progress on this project at the Board maeting on April 27th. There is some discussion of fire protection and sewer connections for the Airport Industrial Park. Mr. Manuel states that the hydrants and sewer connections should be installed prior to the paving of the roads with the costs being paid from the revenue from the land sales at the Park. Mr. Ritz states there is an account for the expenditures of the Park but one for the revenues has not been established. Mrs. Girone states that this should be done as Soon as possible. There are two alternatives presented to the Board, one in the amount of $11,400 and the other in the amount of $9,900. Mrs. Girone inquires if it would not be best to vzait until the Water Study is completed. Mr. Ps/_nter states that the Study will be completed in about two months. He adds that as far as the Utility Department is concerned, this matter could wait but different requirements being placed on builders may deter land sales until the water problem is solved. It is generally agreed that this rotter be deferred until May 16th. It is on motion of Mr. Apperson, seconded by Mr. Dodd, resolved that the following Sewer Contracts be and they hereby are approved: 1. S76-97CD Deerfield Estates $130,723.75 Contractor: Fred Barnes Construction Co. Developer: Zane G. Davis and Henry E. Myers Cost to developers under Developer Participation Contract S76-2T - $32,046.80 (Estimated) Code: 77-76.2 Dale Escrow 2. S77-20D Northwich - Second Section $11,824.50 Contractor: R.M.C. Contractors Developer: Brandermill, A Va. Joint Venture, by Sea Pines of Va., A Joint Venture 3. S77-18D Village Green - Brandermiil $16,843.50 Contractor: R.M.C. Contractors, Inc. Developer: Brandermill, A Va. Joint Venture, by Sea Pines of Virginia, A Joint Venture 4. S76-99D Brookwood Estates, Section B, Phase II $37,365.00 Contractor: Central Builders, Inc. Developer: Brookwood Corporation 5. S77-19D Maadwood Subdivision $46,456.60 Contractor: Bookman Construction Company Developer: Southside Service Corporation 6. S77-14CD Alton Subdivision, Section 1 and Off-site $29,259.50 Contractor: Stamie Lyttle Construction Co. Developer: Model Development $10,945.50 - Refund from Connections Code: 73-330 Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson and Mr. Dodd. It is on motion of Mr. Dodd, seconded by Mrs. Girone, resolved that the following Water Contract be and it hereby is approved: W77-25D Reams Run, Section "C" Contractor: Bookman Construction Company Developer: Reams Run Development $22,869.00 Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson and Mr. Dodd. Mr. Welchons states that Mr. Morris Mason, who is not present and was not present at the last meetingwhen this matter was discussed, has requested a reduction of $639 from the cost of installing sewer lines onhis property at a cost of $5,858. Mr. Welchons states that Mr. Mason said this reduction would cover clearing, grubbing, seeding, etc. 213 linear foot of easement. He adds that the UtilityDepartmmnt recoranends denial of this reduction but approval of the contract. After some discussion of this matter, it is on motion of Mr. Dodd, seconded byMr. Apperson, resolved that this Board approves the following contract but denies the $639 reduction requested: S76-3T-1 Chester, End of Percival Street $5,858.00 Developer: Mmrris E. Mason & EdwinL. Shelton Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr. Bookman and Mr. Dodd. It is generally agreed that action on Sewer Contracts S76-1C, Divisions A, B and C in Fan Court and 7032-27, Chester Collectors, be deferred until later this afternoon. It is onm otion of Mr. Bookman, seconded by Mrs. Girone, resolved that the request ofMr. Harold Foster of 1431 Schloss Road for a reduced sewer connection fee of $300 be and it hereby is approved because Mr. Foster did sign the petition whichwas distributed and through some misunderstanding never signed a contract. Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr. Bookman and ~.~. Dodd. It is on m0tion of Mr. O'Neill, seconded byMr. Bookman, resolved that the request of Mr. and Mrs. James E. Huber of 16004 Saramount Avenue for a reduced sewer connection fee of $300 be and it hereby is approved because Mr. and Mr. Huber did sign a petition but did not receive a copy of the contract. Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr. Booknmn and Mr. Dodd. It is on motion of Mr. Bookman, seconded byMrs. Girone, resolved that Mr. W. E. Cumbea of 6708 Elkhardt Road be and he hereby is granted a $300 reduced sewer connection fee because of the hardship involved. Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr. Bookman and ~lr. Dodd. On reconmendation of the Utility Department, it is on motion of Mrs. ~., seconded byMr. Bookman, resolved that the request of G. L. Howard, Incorporated for a thirty (30) day extension of time to May 9,1977 for Sewer Contract S74-35T, Johnson's Creek Trunk, be and it h~ approved which delay was caused by the acquiring of necessary easements. Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr. Booknmn and Mr. Dodd. On reco~mndationof the Utility~Departmsnt, it is on motion of ~s. Girone, seconded by Mr.~oo~ man, resolved, that the request of G. L. ~Howard, Incorporated for a twenty (20) day extension of time for Sewer Contract~S76-16T, State Police Headquarters, be and it hereby is approved which delay was caused bythe acquiring of necessary easements. Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr. Booknmn and Mr. Dodd. It is on motion of Mr. Dodd, seconded byMr. Bookman, resolved that liquidated damages not be assessed against Roanoke Construction Company for Sewer Contract S73-26T since negotiations with the Railroad~Cqmpaq~ywas the major cause ofthe delay and because the line was ready for usewhe~ the County needed it. Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr. Booknmn and Mr. Dodd. It is on motion of Mr. Dodd, seconded byMr. Apperson, resolved that Change Order No. 2 in the amount of $910 for construction of flow measuring manhole and exhaust fan, Contract S73-26T RedwaterTrunk, be and it hereby is approved. Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, }~. Bookman and Mr. Dodd. It is on motion of Mr. Bookman, seconded byMr. Dodd, resolved that the Chairman be and he hereb~ is authorized to sign anEngineering Contract Ammndnmnt for Federal Grant C-510484-02, Falling Creek WastewaterTreatment Plant, as required byEPA to include provisions of Appendix C-1 to 40 CFR, Part 35, Subpart E. Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr. Bookman and Mr. Dodd. It is on motion of Mr. Bookman, seconded by Mr. Dodd, resolved that the Chairman be and he hereby is authorized to sign Grant Anmndmmnt Number 1, Subagreements, as required by EPA for Federal Grant C-51048402, Falling Creek Wastewater Treatment Plant. Ayes: Mr. O'Neill, Mrs. Girone, ~. Apperson, Mr. Bookn~n and Mr. Dodd. It is on motion of Mr. Apperson, seconded byMr. Bookman, resolved that this Board hereby denie~ the counter offer from Mr. and Mrs. Ray Allen of 9400 Telstar Drive in the a~ount of $5,000 for property rights and damages to their property during installation of sewer under Contract S69-1£ Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr. Bookman and Mr. Dodd. It is on motion of Mr. Dodd, seconded by Mr. Apperson, resolved that this Board vacates an easement across the propertyofM~rganA. Reynolds and E. J. Reynolds under Sewer Contract S74- 35T/M dated December %1, 1975, and further this Board authorizes the Chairman and Interim County Administrator to sign the new easement dated January 31, 1977. Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr. Bookman and Mr. Dodd. !! It is on motion of Mr. Bookman, seconded by Mrs. Girone, resolved that the County Attorney be and he is hereby authorized to institute condennation proceedings against the property owners listed below if the amount offered by the County as set out opposite their names is not accepted. Be it further resolved that the Interim County Administrator notify the said property owners by registere( mail on April 20, 1977, of the intention of the County to enter upon and take the property which is to be the subject of said condemnation proceedings. An emergency existing, this resolution shall be and it hereby is declared in full force and effect inmmdiately upon passage. Robert E. Steward and Marion G. Steward S76-1C/47 $111.O0 ii Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr. Bookman and I~r. Dodd. It is on motion of Mr. Dodd, seconded by Mr. Bookman, resolved that the County Attorney be and he is hereby authorized to institute condenmation proceedings against the property owners listed below if the amount offered by the County as set out opposite their names is not accepted. Be it further resolved that the Interim County Administrator notify the said property owners by registered mail on April 20, 1977, of the intention of the County to enter upon and take the property which is to be the subject of said condemnation proceedings. An emergency existing, this resolution shall be and it hereby is declared in full force and effect inmediately upon passage. James F. Burke and Opal S. Burke S76-1C/2 $170.00 Ayes: Mr. O'Neill, Mrs. Girone, Mr.. Apperson, Mr. Bookman and Mr. Dodd. On ~otion of Mr. Dodd, seconded by Mr. Bookman, it is resolved that the Chairman and the Interim County Administrator be and they hereby are authorized to sign a deed of dedication to the County of Chesterfield from George S. and Mary J. Ginger for a road right-of-way located in Bermuda Ochre. Ayes: Mr. O'Neill, Mrs. iGirone, Mr. Apperson, Mr. Bookman and Mr. Dodd. It is on motion of Mr. Dodd, seconded by Mrs. Girone, resolved that the Chairman and the County Administrator be and they hereby are authorized to sign easement agreements executed by the following property owners located in Bermuda District: 1. John Daffron, Jr. and Elizabeth M. Daffron - 2. Douglas Roberson and Anita S. Roberson - 3. James Styles Parrish and Carolyn Overby Parrish - S76-3T/X S76-3T/W S76-1C/30 Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr. Bookman and Mr. Dodd. It is on motion of Mr. Dodd, seconded by Mrs. Girone, resolved that Contract S76-1C, Division A and B be and they hereby are awarded to Stamie Lyttle Company in the amount of $744,948.53. Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr. Bookn~n and Mr. Dodd. Mr. Dodd leaves the room because of a possible conflict of interest. It is on motion of Mrs. Girone, seconded byMr. Bookman, resolved that Contract S76-1C, Division C be and it hereby is awarded to Hawkins and Dettor in the amount of $146,215.50. Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson and Mr. Bookman. Mr. Dodd returns to the mmeting. On reconmendation of the EngineeringDepartnmnt, it is on motion of Mr. Dodd, seconded byMr. Bookman, resolved that the bids received for the Chester Collectors, Contract 7032-27, be and they are hereby rejected and further tbat the Engineering Department be authorized to readvertise for bids. Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr. Bookman and Mr. Dodd. There is a general discussion concerning the possibility of abolishing the Ettrick Sanitary Distric~ and it is agreed that Mr. Painter should gather information on what needs to be done, the cost of improving the system, etc. and Mr. O'Neill will arrange a mmetingwith the Ettrick Sanitary Conmittee after all informationhas been gathered. It is onmotion of Mr. Bookman, seconded byMr. Dodd, resolved that the water line extension for Hylton Park be and it hereby is approved subject to funding. Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr. Bookman and Mr. Dodd. It is on motion of Mr. Dodd, seconded by Mrs. Girone, resolved that the Utility Department be authorized to engineer, inhouse, a sewer line extension for the Hal~ay House. Ayes: Mr. O'Neill, Mrs. Girone, Y~. Apperson, Mr. Bookman and Mr. Dodd. It is on motion of Mr. Bookman, seconded by Mrs. Girone, resolved the water line e~ Dowd Lane in the anmunt of approxinmtely $20,000 be and it hereby is appropriated Improvement, Rmplacement Fund, 63-230. Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, and Mr. Bookman. Mr. Bookman leaves the room because of a possible conflict of interest. Mr. Welch0ns explains that Mr. Curtis Rudolph would like to receive $29,085.60 in refunds from connections in lieu of the $13,743.05 provided in Contract S74-29CD. He states that Mr. Rudolph feels he is eligible for refunds for land which was sold, that he did have to pump and haul sewage until the lines were ready, etc. It is on motion of Mrs. Girone, seconded by Mr. Apperson, resolved that this matter be deferred until Mr. Micas and Mr. Welchons can work out the legality and details. Ayes: Mr. O'Neill, Mrs. Girone, Mr. AppersonandMr. Dodd. Mr. Bookman returns to the meeting. It is generally agreed that this Board recesses for dinner until 7:00 p.m. Rmconvening: The Chairman calls the meeting to order and states this time and date had been set for a public hearing on the proposed ordinance tO increase water and sewer rates. Mr. Micas, County Attorney, states copies of the ordinance are available and consists of 30-40 pages. He states the mainchanges incorporated in this ordinance are: 1. The changing of the service charges for water and sewer and the connection fee for sewer installation. 2. Industrial Waste Surcharge. 3. Industrial Cost Recovery. Mr. Micas adds this ordinance has been properly advertisedand the Board can adopt it tonight, defer the adoption until a later date, adopt it today but make it effective whenever they see fit or it can be denied. TheUtility Department presents a movie, "A Silent Toast of Water". Mr. Quaiff explains the pro- posed water increases and states the water fund willhave a deficit of $8,948,000without a bond sale and a defict 'of $~897,100 with a bond sale on a five year projection without the rate increas~ He adds witha rate increase as proposed the deficit after five~yearsas projected will be $6,740,10i without a bond sale butif there is a bond sale there will be a surplus of $311,500. He states that this is a minimum that can be done to accomplish the necessary projects in the County. He states further the sale of $9,000,000 of water bonds is proposed. Mr. Quaiff states the sewer situation is a little more serious. He states without a rate increase the deficit in the sewer fund will be $8,082,700 without a bond sale and a deficit of $4,446,000 with a bond sale. With the proposed rate increase and sewer connection fee increase the deficit will amount to $3,599,700 without a bond sale and a surplus of $37,000 with a bond sale. He adds that, of course, there are variableswhichcouldchange these projections but they should be fairly accurate. The proposed bond sale for sewer will be $5,000,000. There is considerable discussion regarding how nmch the average bills will increase, how the County receives revenues for each fund, the County forces reading meters, water sheds, growth of the County, where sewer lines will be installed, the pros and cons of installing dry sewer lines, the rising costs of electricity and chemicals, etc. Mr. Sam Kornblau, representing the Home Builders Association, states they are in favor of the rate increase in lieu of a nmratoriumon building which might have to come if rates are not increased. A gentleman asks Mr. Quaiff if the public can be assured rates will remain the same for this five year period. Mr. Quaiff states that they are relatively sure theywill not be raised within that timm period but again refers to variables which could change the situation. Another question from the floor relates to consultants being pai, a lot Qf money to tell the County what they already know. Mr. O'Neill states that large lenders of moneywill not take the County's word for what is known and the consultants have to be hired. There is a question regarding rates for the citizens on fixed income or handicapped being lower. Mr. Micas states that the County has to charge everyone the same rate. Mr. O'Neill states that the County utilities should be run like a business but for at least the last six years, it has not because the Board did not want to hurt the people who were already suffering from inflation etc. He states the tinm has come now~aen something must be done. He states the Board has no control over inflation or requirements of the goverrm~nt~ch are placed on the individual jurisdictions. There being no other questions, it was generally agreed by the Board that this matter be deferred until April 27th. On motion of Mr. Apperson, seconded byMr. Bookman, it is resolved that this Board adjourns at 9:00 p.m. until 3:00 p.m. on April 20, 1977. ye~:¥~._ONe~ll,!~rs. G~rone Mr. Apperson, Mr. Bookma/~andMr. Dodd. C. GfMand~l,~Ia~teri~Secretary ~. Me~linO'Neill, Chairman