Susan Crosby

The meeting primarily focused on the authorization to award one-year Basic Ordering Agreements (BOAs) for environmental engineering and related services, renewable for up to three additional one-year extensions. The process involved reviewing the BOA structure, selection criteria (which is qualifications-based and prohibits cost consideration during initial selection), and the procurement timeline spanning from August 2025 proposal submission to January 2026 interviews. Three existing firms (Corollo, CDM Smith, Hazen and Sawyer) and two new firms (Arcadus, Jacobs) were recommended for the environmental BOA. Subsequently, the meeting addressed the combined capital construction quarterly report, providing updates on ongoing projects such as the Traprock standby generator installation and the Russell Branch pump station construction, noting minor delays but overall good progress. Additionally, progress on the Milestone reservoir and pump station was detailed, highlighting the completion of the AB tunnel plug and approaching substantial completion for the bridge across Cichlin Creek. Performance metrics, including a low percentage of change orders relative to time elapsed for the Milestone project, were reviewed.

The meeting focused on seeking approval for a design services task order for the Peyonian Springs Community Water and Wastewater Systems project, which falls under a joint agreement with the county dating back to 2015 due to groundwater quality concerns and non-compliant waste disposal systems in the community. Key discussion points included the scope of work, which involves water distribution, wastewater collection, a new pump station in Peyonian Springs, a force main to the Waterford treatment plant, and preliminary planning for the treatment plant expansion. Concerns were raised regarding the linear work along Clarks Gap Road, a historic road, focusing on minimizing impact to trees while adhering to state codes for separation distance. The design is being advanced to 60% completion before pausing for the required commission permit, which can take 12 to 24 months. Furthermore, the committee discussed site access and easements for proposed test wells, noting that securing authorization for test wells is an ongoing effort led by the county, and future easements will be required for perpetual maintenance of any constructed wells or the treatment plant.

The document details discussions from two meetings: an Audit Committee meeting and a Water Resource Committee (WRC) meeting. The Audit Committee meeting focused on the annual audit process, confirming a single audit due to federal funding, and suggesting potential areas of emphasis, such as a review of the new S4 system access or hourly billing for professional services. The WRC meeting addressed topics deemed not action-oriented for the main board, specifically focusing on receiving more in-depth information regarding biosolids and Public Assistance System (PAS) issues, particularly in light of recent legislative activity in Virginia. Discussions also touched upon future internal audit functions and compliance with GASB standards.

The board meeting commenced with discussions acknowledging the Water Resources Committee work and public commentary regarding water safety following an event in a neighboring jurisdiction. Staff reported on plans to upgrade the boardroom audiovisual equipment. The General Manager announced receipt of the GFOA certificate of achievement for excellence in financial reporting for the 2024 ACER, and provided an update on the DC Water PI spill investigation, confirming local water remains safe to drink. Updates were provided on upcoming Engineering Week activities, the addition of new ERCs to the system, and planned closure for President's Day. Committee reports included the Audit Committee commencing the 2025 financial audit, which will include a single audit due to federal funding levels, and discussions regarding the potential need for an internal auditor. The CIP Committee recommended approvals for several significant design and construction service contracts, including design services for the Peyonian Springs Community Water and Wastewater System interconnection and the Broad Run Wastewater Reclamation Facility Phase 3 expansion. Additionally, the committee recommended approval for a large progressive design-build contract with Clark Construction Group for ammonia upgrades at three wastewater treatment plants (Waterford, St. Louis, and Alzian Heights) to comply with new DEQ regulations. The Resources Committee report highlighted ongoing tracking of legislative proposals in Richmond.

The meeting involved the approval of the agenda and included significant discussion regarding the transition of the board chairman, with multiple members expressing appreciation for his technical background, leadership, and management during challenging times, including the COVID-19 period. The General Manager's report highlighted that Trap Rock received the Gold Award from VDH for the fourth consecutive year for excellent performance in water treatment optimization. The annual Consumer Confidence Water Quality Report was completed and will be distributed by July 1st. Critical electrical work for phase two construction at Broad Run necessitated closing the building on June 26th and 27th, with staff working remotely. Financial updates included ERCs through May totaling $1,228, which is 52% of the budget. The Audit Committee reported a clean, unmodified opinion on the financial audit and a clean single audit related to stimulus money compliance. The Finance Committee discussed the Luckett's Elementary School wastewater treatment plant ownership, focusing on potential upgrades required for serving the new fire station and the old fire station. A quarterly investment review was also presented.