Board Meeting Virginia Peninsulas Public Service Authority Williamsburg Municipal Building 2 nd Floor Conference Room 401 Lafayette St Williamsburg, VA 23185 10:00 a.m. April 3, 2015 1. Public Comment 2. Minutes: December 5, 2014 3. Landfill Monitoring FY 16 4. Project Reports 5. Health Insurance FY 16 6. Executive Director’s Report 7. Old Business 8. New Business 9. Next Meeting: June 5, 2015 10:00 a.m. Cook’s Corner County Complex 2911 General Puller Highway Saluda, VA 23149
Transcript
Board Meeting Virginia Peninsulas Public Service Authority
Williamsburg Municipal Building 2nd Floor Conference Room
401 Lafayette St Williamsburg, VA 23185
10:00 a.m. April 3, 2015
1. Public Comment
2. Minutes: December 5, 2014
3. Landfill Monitoring FY 16
4. Project Reports
5. Health Insurance FY 16 6. Executive Director’s Report 7. Old Business
8. New Business 9. Next Meeting: June 5, 2015
10:00 a.m. Cook’s Corner County Complex 2911 General Puller Highway Saluda, VA 23149
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MINUTES
VIRGINIA PENINSULAS PUBLIC SERVICE AUTHORITY
December 5, 2014 10:00 a.m.
Cook’s Corner County Complex 2911 General Puller Highway
Saluda, VA 23149
IN ATTENDANCE:
Tom Jones City of Poquoson
Jason Mitchell City of Hampton Joseph M. Topham King William County Dan Clayton City of Williamsburg Reese Peck Essex County Mathew L. Walker Middlesex County John Horne James City County Mindy Moran Mathews County Brian Woodward York County
ABSENT:
Thomas Swartzwelder King & Queen County
OTHERS IN ATTENDANCE: Vernon Geddy III Geddy, Harris, Franck & Hickman Stephen Geissler VPPSA David Magnant VPPSA Lisa Polidori VPPSA Dan Clayton called the meeting to order. 1. PUBLIC COMMENT Tim Lee, from Tidewater Fibre Corporation, read the following statement: Later during the meeting, as is customary, the Board will hear Project Reports; today’s agenda item 6.
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As VPPSA’s former contractor for the curbside recycling program, and as required contractually (Section 4, Page 11), TFC Recycling provided Daily and Monthly Reports to the Authority. The Authority and its Members relied on these reports to document the progress of the Authority’s curbside recycling program in reducing solid waste (MSW) sent to landfills. I refer to Summary Reports for Curbside Recycling, Page 94 of 166. Noticeably absent from today’s Curbside Recycling Report FY15 are:
Monthly Statistics- Set-out Rate and Pounds per Stop for each community.
Reported Misses- Weekly and Monthly Performance standards are required in the Agreement between the Authority and County Waste, LLC. Recording issues and tracking them to resolution is important. If the standards are not met, the Authority may assess charges against County Waste. I am confident we all agree that Operation Reports are important and necessary. Providing measurable results meets the requirements of the Authority and its customers. Measurable results help to increase productivity and lower costs. Hopefully the next meeting on February 6, 2015 will have more information for measuring the effectiveness and progress of the curbside recycling program since July 1, 2014. Thank you. 2. SERVICE RECOGNITION Dan Clayton and Steve Geissler recognized the following employees and presented each one with a token of appreciation for their service to the Authority. Dennis Newsome 5 years Roll Off Driver Transfer System Valerie Powell 5 Years Attendant Transfer Station Mike Williams 5 Years Equipment Operator II Compost Facility Marty Boyd 15 Years Roll Off Driver Transfer System Connie Brown 15 Years Attendant Transfer System Joe Taylor 20 Years Roll Off Driver Transfer System Patricia Jordan 20 Years Solid Waste Operations Coordinator Convenience Centers
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3. MINUTES Mindy Moran moved that the minutes of the October 3, 2014 meeting be approved. Reese Peck seconded and the motion passed unanimously. 4. FY 15 PROPERTY AND CASUALTY INSURANCE John Newby of Commercial Risk Consultants presented the property and casualty insurance coverage summary for FY 15. Mr. Newby told the Board that the majority of coverage continues to be with the Virginia Association of Counties (VACoRP). VACoRP is a member pool which is licensed and audited by the Commonwealth of Virginia, and provides broader coverage than anything that could be obtained in the commercial market. In summary, he said that VACoRP was the best option for VPPSA. Mr. Newby commented as follows:
General Commercial Liability provides $5,000,000 in coverage which is reasonable. Also included is $1,000,000 of limited pollution coverage with a $25,000 deductible; Cyber Risk Liability has recently been included as well.
Computer and fund transfer fraud provides $1,000,000 in coverage per occurrence.
Money & Securities/Counterfeit Paper has $1,000,000 in coverage with a very small deductible of $250.
Auto Liability continues to be $5,000,000 which, again, is a reasonable amount.
Worker’s Compensation coverage is also with VaCoRP.
Depositor’s Forgery also has $1,000,000 in coverage with the same small deductible of $250.
Public Officials Liability provides $1,000,000 in coverage, includes coverage for legal liability and defense costs in so-called non-money lawsuits.
Mr. Newby commented that overall, rates have been steady, and he attributes this to the “spectacular” safety record of VPPSA drivers. 5. FY 14 AUDIT Rob Oden and Brittney Gregerson of Dixon Hughes Goodman LLP presented a draft of the Financial Statements for FY 14. Mr. Oden referred to the table of contents and noted that as auditors, they are responsible only for the Independent Auditor’s Report and also for the Compliance Section. Members were encouraged to read the Management’s Discussion and Analysis prepared by VPPSA staff, which gives a good synopsis of the year’s highlights and activities including Statement of Net Assets, Changes in Net Assets, and Summary of Cash Flow Activities. After reviewing these items, Mr. Oden was pleased to report an unmodified opinion, which is the highest level of assurance that can be given on a set of financial statements. The report on Internal Controls stated that there were no material weaknesses detected, and no instances of non-compliance. Mr. Oden noted that there was a change in the generally accepted government accounting standards required for auditing pension plans, which required that external
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auditors go through and examine reporting procedures via a variety of tests on information submitted to the Virginia Retirement System. Mr. Oden said that he had no changes to recommend, and was pleased to note that all materials were provided to the auditors in a timely manner. A management letter will be issued when the audit is finalized. Since there were no questions, Matt Walker moved that the report be accepted, and distribution to member communities and other interested parties be authorized. John Horne seconded and the motion was passed unanimously. 6. PROJECT REPORTS Compost Facility Attention was called to the minutes of the September 17 and November 5, 2014 meetings of the Compost Facility Oversight Committee. David Magnant reported that:
The major repairs to the old Diamond Z tub have been completed; but work is still in progress on the grapple.
The new John Deere loader has been received. This replaces one of the old Volvo loaders, which was traded.
The S250 skid steer is scheduled to be replaced.
The McCluskey trommel screen usually has some issues in the cold weather, so Carter Cat is working to determine the problem.
Staff continues to work towards their sales goal.
More colorant has been purchased and there is plenty of material available to sell.
Transfer System Attention was called to the minutes of the September 12 and November 6, 2014 meetings of the Middle Peninsula Transfer System Oversight Committee. David Magnant reported that:
Some of the older Mack trucks are in need of replacement, and staff is working on a salvage bid.
Several attendant buildings need to be replaced, especially Brays Fork. These are the original buildings that were placed on these sites.
Curbside Recycling House counts for this project are becoming more clarified. The former contractor, TFC, serviced every house including some businesses, so the route sheets needed quite a bit of updating. County Waste only charges for the homes who have a cart, and businesses are not included in the program. The focus of the initial rollout was to get carts out to every home, and those who did not want to participate either refused the cart or requested that it be removed. In both cases their service would be cancelled in the e-pak program and then removed from the house count. Despite some initial complaints on the size of the carts and storage issues, the roll out went extremely well and residents have now adjusted to the new program (in fact most changes are a request to trade the 65 gallon cart for the larger, 95 gallon cart).
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Volume is generally up by about 4.5%. Staff is currently working on putting together the information usually provided for this project (as alluded to by TFC), and hopes to be able to provide this information soon. Household Chemical Collection David Magnant noted that compared to FY 14, year to date disposal costs are about $103,000, which is down by about $24,000 from last year. The number of vehicles that participate are slightly reduced as well, so overall, costs should not exceed the numbers budgeted by FY 15. Computer and Electronics Recycling Mr. Magnant said that the volume of electronics is also down. This may be partly due to the newer, thinner monitors, there are probably not very many of the old bulky monitors left in use. Drop Off Recycling Drop off numbers are mostly negative, which shows that staff is making a concerted effort to maintain density in the containers. There may be only 1 pull from a site one month, then multiple pulls the next, so to get a more accurate picture it’s better to view this project over a period of a few months rather than on a monthly basis. 7. AGREEMENT FOR HOUSEHOLD CHEMICAL COLLECTION SERVICES Steve Geissler said that VPPSA has been providing household chemical collection services to the Cities of Hampton, Poquoson and Williamsburg and the Counties of James City and York since May 1997. The Agreement for Household Chemical Collection Services between VPPSA and Clean Harbors expires on February 4, 2015. In response to a Request for Proposals issued by VPPSA, proposals to provide household chemical collections services were received from the following: Care Environmental Corp. Landing, New Jersey Clean Harbors Environmental Services West Point, Virginia ECOFLO, Inc Greensboro, North Carolina MXI Environmental Services Abingdon, Virginia After a review based on the evaluation and selection criteria set forth in the RFP, VPPSA staff recommended the selection of Clean Harbors Environmental Services. Clean Harbors has done an excellent job of providing household chemical collections services to the five cities and counties through an agreement with VPPSA since May, 1997. The agreement between VPPSA and Clean Harbors is essentially the same agreement between VPPSA and Clean Harbors which was executed in February 2010. The most notable change is a reduction in a number of the unit costs. A paragraph has also been added which allows for services on the Middle Peninsula, so that costs provided to VPPSA in the agreement will extend to any event held on the Middle Peninsula. While the decision will be up to the local member communities, it is anticipated that there will be between 2 and 3 household chemical events per year on
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the Middle Peninsula. The proposed service agreement is essentially the same agreement that has been in place for the last five years. Execution of the Agreement between VPPSA and Clean Harbors and the Service Agreements will allow household chemical collection services to resume in February 2015 without interruption. John Horne moved that the following be approved (with revisions approved by legal counsel):
The Agreement for Household Chemical Collection Services between the Virginia Peninsulas Public Service Authority and Clean Harbors Environmental Services and authorize the Executive Director to execute the Agreement
The Service Agreements for Household Chemical collections Services between VPPSA and Hampton, Poquoson, Williamsburg, James City County and York County and authorize the Executive Director to execute the Service Agreements.
Reese Peck seconded and the motion was passed unanimously. 8. EXTENSION OF AGREEMENT FOR COMPUTER AND ELECTRONICS RECYCLING Steve Geissler said that the agreement between VPPSA and The Arc of the Virginia Peninsulas (now VersAbility Resources) for Computer and Electronics Recycling which began on February 1, 2013 will expire on January 31, 2015, but has options for three one-year renewals. VersAbility submitted a letter proposing to extend the term of the agreement one additional year, to January 31, 2016. The proposal included an increase in the mobilization fee from $50 to $100 per event; this is the only fee paid for the service. Mr. Geissler said that in light of the good service that VersAbility has provided over the last two years, this modest increase was a reasonable request. Matt Walker moved that the proposed extension for the Agreement for Computer and Electronics Recycling with VersAbility for an additional year be approved. Tom Jones seconded and the motion was passed unanimously. 9. FY 16 BUDGET Steve Geissler said that draft budgets were distributed to Board members for review on October 31, 2014. The Compost Facility Oversight Committee met on November 5, 2014 and reviewed the FY 16 budget for Administration, Compost Facility, Household Chemical, Landfill Monitoring, and Drop-off Recycling.
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The Transfer System Oversight Committee met on November 6, 2014 and reviewed the FY 16 budget for Administration, the Transfer System, Convenience Centers, Landfill Disposal, Landfill Monitoring, and Drop-off Recycling. All committees approved all budget proposals. All comments received during the meetings have been incorporated into the enclosed budget proposal. Mr. Geissler presented and reviewed the budget summary as follows:
General An allowance for a salary adjustment of up to 2.5% has been included in the salary line items for all projects. The actual adjustment will be set by the VPPSA Board at the June 2015 meeting. Payments for retirement for all projects for FY 16 include the employer share of retirement contributions to VRS for Plan 1, Plan 2, and the Hybrid Plan. In FY 15, the employer share is 6.45%, which is a reduction from 7.91% paid in FY 14. VRS has provided notification that the rate for FY 16 will remain at 6.45%. Payment to VRS for the employer share of life insurance is 0.48% for FY 15 – which is unchanged from FY 14. VRS has provided notification that the rate for FY 16 will remain at 0.48%. All project budgets have been prepared based on an assumed increase in health insurance premiums of 10%. It is expected that both the Key Advantage and the Cost Alliance programs will continue to be offered to all eligible employees. Projects administered using contractors include an administrative expense of 5.7%. Projects administered using VPPSA personnel include an administrative expense of 11.4%. Curbside Recycling
The proposed budget for FY 16 is based on the following:
Most recent house count figures which are based on cart distribution information
provided by Rehrig Pacific (staff is auditing this list, so numbers may go down).
Unit cost for collection, processing and marketing of $1.47 per household per
month with an estimated increase of 2.14%
The Agreement between VPPSA and County waste states that County Waste
may petition for an annual adjustment to the unit price for curbside collection
services, effective July 1, to reflect the general increase in the cost of operations,
that shall not exceed 3%, based on the percentage increase of the “Garbage and
Trash Collection” category, series CUUR0000SEHG02, of the Consumer Price
Index of the United States Bureau of Labor Statistics for the latest twelve months
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for which statistics are available. Based on the index between September 2013
and 2014, the increase will be 2.14%
An administrative fee of $10,000 for James City County to compensate VPPSA
for handling inquiries from James City County residents.
Drop Off Recycling
Based on the proposed budget, the estimated total cost for Drop Off Recycling for FY 16
will decrease by 3% compared to the budgeted figures for FY 15.
Collection cost will be $216.66 per collection for FY 16, increasing from $194.54 per
collection for FY 15. This increase is a result of the anticipated number of collections
dropping from 556 for FY 15 to 496 for FY 16. James City County achieved a significant
increase in the weight per collection for paper containers for FY 14. This has resulted in
a reduction in the number of total collections from 117 in FY 13 to 84 in FY 14. The
average weight per collection increased from 3.8 tons to 5.5 tons.
Container rental will remain at $62 per container per month for FY 16.
James City County will pay a rental fee of $350 per month for the corrugated cardboard
compactor at the Tewning Road Convenience Center.
Staffing for FY 16 will be budgeted as follows:
Transfer System Supervisor 5%
Solid Waste Operations Coordinator 5%
Roll Off Driver #1 50%
Roll Off Driver #2 25%
Dispatcher #1 5%
Maintenance Mechanic 5%
Line Item 53500, Equipment Replacement includes $42,000 to contribute funds to an
Equipment Replacement Reserve Fund for the Drop Off Project. These funds will be
used to replace containers as needed, and to share in the cost of a new Roll Off vehicle.
Transportation Fees, Line Item 58100, includes funds to be transferred as revenue to the
Transfer System Project. The total figure of $40,000 covers the costs of operating the
roll off vehicle for the year including fuel, insurance, tires and vehicle repair and
maintenance.
Line Item 58400, Operating Fees, includes $8,000 to be transferred as revenue to the
Transfer System Project. This amount covers the operating costs related to the driver
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and operation of the field office including uniforms, medical exams, safety programs and
equipment, office supplies and telephone expenses.
The budget includes anticipated revenue for FY 16 from the sale of commingled
containers and mixed paper in the amount of $80,341. The revenue estimate is based
on anticipated quantities of recyclables to be collected and contractual or anticipated unit
costs for the sale of the recyclables. The counties will receive all revenue received from
the sale of commingled containers and mixed paper through credits applied to monthly
invoices. Actual revenue received and credited to the Drop Off Recycling Project in FY
15 was $91,331.
Household Chemical Collection
The total project budget for FY 16 represents a reduction of 2% over the total project
budget for FY 15.
The schedule of collection events is unchanged for FY 16. Collection events will be held
in James City every other month from February to October. Collection events will be
held in Hampton and York every other month from March to November. One collection
event will be held in Poquoson in October for FY 16.
Operations Budget
The proposed operations budget for FY 16 represents a decrease of 2% compared to
the operations budget for FY 15.
The Transportation Fee in the amount of $10,000 will be paid by Household Chemical
Collection project to the Transfer System project to cover the cost of vehicle operation
including fuel, vehicle maintenance and purchase and repair of tires.
Disposal Budget
The proposed disposal budget for FY 16 - which are best estimates based on recent
history - represents a reduction of 2% over the disposal budget for FY 15.
Landfill Monitoring
The initial budget figures have been compiled by Joyce Engineering based on their
understanding of the work that will be required to be completed in FY 16. The summary
table prepared by Joyce is included.
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Please note that our agreement with Joyce Engineering for these services expires on
June 30, 2015. A Request for Proposals will be issued before the end of the year so that
we will be able to follow through with the procurement process and have a new
agreement in place before next June.
Computer and Electronics Recycling
VPPSA entered into an agreement with the ARC of the Virginia Peninsula – now
VersAbility Resources – to provide computer and electronics recycling services in
February 2013.
The proposed budget includes line items for advertising (newspaper advertising for the
events), printing (primarily for printing of flyers distributed in recycling bins) and
computer recycling processing (per event fee charged by VersAbility)
For FY 16, the costs for the computer and electronics recycling program will be allocated
equally among the five participants.
Compost Facility
The proposed budget for FY 16 represents a reduction of $2,029, or 0.2%, compared to
the budget for FY 15.
Overall, the fees charged to the member communities are essentially unchanged
compared to the fees charged for FY 15.
The revenue budget for User Fees will remain unchanged at $100,000 for FY 16. The
actual revenue for User Fees for FY 14 was $102,400.
The revenue budget for Material Sales will remain unchanged at $520,000 for FY 16.
The actual Material Sales revenue for FY 14 was $510,000.
The budget includes the replacement of the Operator IIA position with an Operator II
position and includes staffing as follows:
1 Compost Facility Supervisor
2 Operator III
2 Operator II
2 Operator I
1 Customer Service Representative
All positions are full time.
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The budget also includes 604 hours for the Middle Peninsula Maintenance Mechanic
and Technician to provide assistance at the Compost Facility.
The proposed budget for FY 16 includes the following significant cost reductions
compared to the FY 15 budget:
Equipment Maintenance and Repair – based on recent history and anticipation of
purchase of new loaders
Host Fees – lease payment for FY 15 was less than budgeted as a result of the
operating agreement executed in November 2012
Colorant – based on recent history
An increase of $2,000 is included for Vehicle Maintenance and Repair based on recent
history and an aging fleet of vehicles.
The line item for equipment replacement includes $120,000 for the purchase of new
equipment – such as loaders, screens and grinders – and $120,000 to supplement the
existing facility maintenance reserve fund to use to repay funds to be borrowed to
repave the site and purchase a new supervisor’s office / meeting room.
The total monthly fee to the communities for FY 16 will be $46,459. The total monthly
fee will be allocated to the communities based on actual quantities delivered to the
facility each month.
Middle Peninsula Solid Waste System
The proposed combined budgets for FY 16 for Transfer System, Convenience Centers,
Landfill Disposal and Drop Off Recycling for Essex, King and Queen, King William,
Mathews and Middlesex represent an decrease of approximately $3,100, or 0.1%, in the
fees paid by the counties compared to the combined budgets for FY 15.
Transfer System
The draft budget for the Transfer System for FY 16 represents an overall increase of 1%
compared to the budget for FY 15.
A minor change is proposed for staffing of the King William Transfer Station for FY 16. It
is proposed that one attendant be used at the site year round on Thursday. Currently,
one attendant works at the site on Thursday from October to March and two attendants
work the site on Thursday from April to September. This change should not have an
impact on the operation of the site.
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While no personnel changes are proposed for the Transfer System for FY 16, the budget
includes some changes in allocation of time for some activities between the Transfer
System project and the Convenience Center project
There are no proposed changes to the staffing levels for FY 16. The budget includes the
following:
Full Time
1 Supervisor – Solid Waste Operations Coordinator
10 Attendants
10 Drivers (9.25 FTE – one driver charged 50% to Drop Off Recycling and a
second driver charged 25% to Drop Off Recycling)
1 Maintenance Mechanic
1 Maintenance Technician
2 Dispatchers
WAE
The budget includes funding for 3,650 hours of WAE employees. A total 2,900 hours
are budgeted for Convenience Center Attendants to provide a variety of tasks in the
Transfer System and 750 hours are budgeted for a driver. The Convenience Center
Attendants will provide the following:
Staffing Transfer Stations when Transfer Station Attendants are working
Household Chemical Collection Events
Staffing Transfer Stations when Transfer Station Attendants are on Annual Leave
or Sick leave
Site maintenance activities such as grass cutting
Mixed paper collections
Significant reductions for the Transfer System budget for FY 16 compared to the FY 15
budget are as follows:
Fuel – Fuel use has been consistent over the last several years with a slight
reduction. VPPSA vehicles have logged between 420,000 and 480,000 over the
last four years
Tires – repair and purchase – New tire purchases are reduced when new
vehicles are purchased. New tires are used for steering tires and recaps are
used on the rear of the trucks.
The basis for allocation of variable costs associated with waste hauling – such as fuel,
vehicle maintenance and repair and tire repair and purchase - is the total number of pulls
for waste, white goods and tires made by VPPSA for each county.
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Transfer System - Line Item Number 43000 - White Goods Revenue
The revenue budget for the sale of scrap metal and white goods will increase from
$60,000 for FY 15 to $75,000 for FY 16. Actual revenue for FY 14 was $122,000.
Transfer System - Line Item Number 44400 – Hauling Fees
Hauling fees will be charged to HRSD and the Town of Tappahannock for hauling sludge
from the treatment plants to the landfills. VPPSA is currently providing hauling services
at three campgrounds in Middlesex County. Other miscellaneous hauling revenue, such
as hauling tires for York County will be credited to this line item. Approximately $40,000
was received in hauling revenue for FY 14.
Transfer System - Line Item Number 44600 – Used Oil Sales
Actual revenue for the sale of used oil was $18,100 for FY 13 and $10,000 for FY 14.
The budget for FY 16 includes $10,000 as revenue from the sale of used oil.
Transfer System - Line Item Number 44700 – Used Battery Recycling
Actual revenue for used battery recycling was $3,100 for FY 13 and $3,200 for FY 14.
The budget for FY 16 includes $3,000 as revenue used battery recycling.
Transfer System - Line Item Number 44750 – Paper Recyclables Revenue
All revenue received from the sale of paper recyclables collected through the front end
collection system and the mixed paper recycling program will be credited to this line
item. Actual revenue was $84,000for FY 13 and $80,000 for FY 14. The revenue
budget for Paper Recyclables Revenue for FY16 has been set at $80,000.
Transfer System - Line Item Number 44800 – Operating Fee
Payment in the amount of $8,000 will be made from the Drop Off Recycling Project to
cover additional operating costs including telephone, uniforms and safety equipment.
Fee also covers cost of repair and maintenance to containers.
Transfer System - Line Item Number 49300 – Transportation Fee
Payments will be made from the Household Chemical Collection Project and the Drop
Off Recycling Project to cover the cost of vehicle operation including fuel, vehicle
maintenance and purchase and repair of tires. Transportation Fee in the amount of
$10,000 will be paid by Household Chemical Collection project to Transfer System.
Transportation Fee in the amount of $40,000 will be paid by Drop Off Recycling project
to Transfer System
Convenience Centers
The draft budget for the Convenience Centers for FY 16 represents a reduction of 1%
compared to the budget for FY 15.
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While no personnel changes are proposed for the Convenience Center project for FY 16,
the budget includes some changes in allocation of time for some activities between the
Transfer System project and the Convenience Center project.
There are no proposed changes to the staffing levels for FY 16. The budget includes the
following:
Full Time
1 Supervisor – Transfer System Supervisor
12 Attendants
Part Time / WAE
The budget includes funding for 10,150 hours of Part Time and WAE employees. This
time will be split between two part time employees and eight WAE employees. These
employees, for the most part serve as attendants at convenience centers throughout the
five-county system.
The anticipated reduction for Health Insurance is a result of changes in employee
enrollment.
Landfill Disposal
Budget estimates for landfill disposal reflect anticipated waste quantities based on recent
experience. The budget assumes a weighted fee of $22.65 per ton for FY 16. The rates
for FY 16 are $23.50 per ton at MPLRF and $22.00 per ton at the King and Queen
Landfill.
Middle Peninsula Household Chemical Collections / Computer and Electronics
Recycling Events
The proposed budget for FY 16 includes holding regularly scheduled household
chemical collection and computer and electronic recycling events in the Middle
Peninsula.
The budget contemplates one event alternating every year between Mathews County
and Middlesex County and a second event rotating between locations near
Tappahannock, Central Garage and West Point.
Budget figures are best estimates based on events held IN Middle Peninsula Counties in
recent years.
VPPSA staff will provide all coordination with the contractor, site set-up, traffic control
and site clean-up. Generally three attendants and two supervisory / administrative
personnel will work the events. All costs for advertising / promotion, staffing will be
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covered through the transfer system budget. The counties will be responsible for only
the disposal costs from the contractor – Clean Harbors.
We will advertise all events in all five counties and every event will be open to residents /
property owners in any of the five counties. Costs will be allocated between the counties
based on the number of vehicles from each county. This is the same approach we have
used on the Peninsula for many years.
Administration
The proposed budget for FY 16 represents a decrease of $40,275 or 7% compared to
the budget for FY 15.
All salary line items include an allowance for a salary adjustment for FY 16 of up to
2.5%. The actual salary adjustment will be set by the VPPSA Board at the June 2015
meeting.
For FY 16, the Accountant position has been eliminated and the Office Manager position
has replaced the Administrative Assistant position.
The budget includes staffing for the following positions:
Full Time
Executive Director
Director of Operations
Recycling Coordinator / Safety Officer
Office Manager
Solid Waste Assistant
Part Time
Accounting Clerk
The line item for Retirement – 50900 – includes payments for the employer share of
retirement contributions to VRS for Plan 1, Plan 2, and the Hybrid Plan. In FY 15, the
employer share is 6.45%, which is a reduction from 7.91% paid in FY 14. VRS has
provided notification that the rate for FY 16 will remain at 6.45%.
An increase of 10% has been assumed for health insurance premiums. The anticipated
reduction is a result of changes in employee enrollment.
Payment to VRS for the employer share of life insurance is 0.48% for FY 15 – which is
unchanged from FY 14. VRS has provided notification that the rate for FY 16 will remain
at 0.48%.
Significant increases for Administration compared to the FY 15 budget are as follows:
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Part Time Salaries – increase in hours to be worked by Accounting Clerk and
increase in hourly rate.
Accounting Support Services – increased use of supplements offered by
software vendor
Computer and Related Services – based on recent history (increase use of IT
consultant)
Consultants – anticipated use of accounting consultant
Office Space Rent – office space lease includes an increase in rent payment
of 3%
Significant reductions for Administration compared to the FY 15 budget are as follows:
Salaried Salaries – elimination of Accountant position
Retirement – elimination of Accountant position and reduction in rate paid to
VRS
The Community Fee will increase from $10,000 to $10,250 for FY 16.
John Horne moved that the Budget for FY 16 be approved as presented with noted provisions for distribution to member communities. Matt Walker seconded, and the motion was passed unanimously.
10. EXECUTIVE DIRECTOR’S REPORT Steve Geissler recently attended a DEQ Stakeholder’s Conference, which was both interesting and informative. There was a discussion of recycling and solid waste issues, and a number of higher level DEQ employees were present. Mr. Geissler was impressed with DEQ’s willingness and desire to receive input on regulations from the regulated community, and was pleased that they recognize that smaller communities don’t need to be regulated in the same way as large landfill operators. This is a very positive development and good news for VPPSA communities. Dan Clayton welcomed Brian Woodward, the new Chief of Utilities for York County. Joe Topham moved that the meeting be adjourned, Matt Walker seconded and the motion pass unanimously.
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NEXT MEETING DATE (The regular meeting scheduled for February 6 was cancelled.)
April 3, 2015 10:00 a.m. 2nd Floor Conference Room Williamsburg Municipal Building Williamsburg, Virginia 23185
Respectfully Submitted, John Horne Secretary / Treasurer
Item No. 3. Landfill Monitoring
Background:
Joyce Engineering has provided landfill monitoring services to member counties of VPPSA
since July 2000. In June 2015, Joyce will complete a third five year agreement with VPPSA to
provide these services.
In response to a Request for Proposals for Landfill Monitoring Services issued by VPPSA on
behalf of the five participating counties, only one proposal was received- from Joyce
Engineering.
VPPSA staff has reviewed the proposal, and discussed the submittal with Joyce Engineering
personnel. Joyce Engineering has a proven track record over the past fifteen years of providing
quality service at a reasonable cost and has made significant progress toward controlling and, in
some cases, eliminating the costs for post-closure care at the closed landfills.
The proposed Contract between Joyce Engineering and VPPSA is attached. This Contract is
essentially unchanged from the 2010 Contract. The only change is the addition of Section 1.3
which specifies the term of the Contract and includes provisions for renewals.
A summary of anticipated costs is also attached which was included in the FY 16 budget
approved by the VPPSA Board in December 2014. A sample Service Agreement is also
attached.
Recommended Action:
Approve the Proposed Contract between VPPSA and Joyce Engineering and authorize the
Executive Director to execute the Contract.
Approve Service Agreements between VPPSA and the five participating counties and authorize
the Executive Director to execute the Agreements.
1604 Ownby Lane Richmond, VA 23220 tel: (804) 355-4520 fax: (804) 355-4282 www.joyceengineering.com
March 3, 2015
Mr. Stephen B. Geissler, P.E. Executive Director Virginia Peninsulas Public Service Authority 475 McLaws Circle, Suite 3B Williamsburg, Virginia 23185 Re: Professional Consulting for Post-Closure Landfill Monitoring Services Master Services Agreement (MSA) No. 1540 Client No. 431 Dear Steve:
This letter presents our proposed Master Services Agreement for providing landfill monitoring services for the following member jurisdictions of the Virginia Peninsulas Public Service Authority (VPPSA): James City County, York County, King & Queen County (three landfills), King William County, and Essex County. Each of these jurisdictions has one landfill requiring post-closure monitoring services, unless otherwise indicated, for a total of seven landfills to be monitored under the provisions of this agreement.
This letter together with Attachments A, B, C, D, and E constitute the agreement between
Joyce Engineering, Inc. and VPPSA. Attachment A: Scope of Services Attachment B: Joyce Engineering, Inc. Revised Terms and Conditions Attachment C: Joyce Engineering, Inc. Professional Rate Schedule Attachment D: Certificate of Insurance Attachment E: Joyce Engineering, Inc. Service Guarantee
A brief description of the tasks involved in this agreement is presented in Attachment A.
A full description was presented in our proposal, dated February 12, 2015. In accordance with VPPSA’s preference, Joyce Engineering, Inc. proposes this work on a time-and-materials not-to-exceed basis. We will present one year not-to-exceed fees for each landfill on an annual basis at a VPPSA Board Meeting. The anticipated reimbursable expenses will be marked up 10 percent. We will prepare one invoice per month, separating and tracking charges by landfill for your reference. In addition, we will prepare project status letters for inclusion with each monthly invoice. Attachment B contains our agreement terms and conditions, which are identical to our existing agreement (accepted by VPPSA on June 30, 2010) with the exception of Article 1.3 stating the term of the agreement.
Mr. Stephen B. Geissler, P.E. March 3, 2015 Page 2
After you have reviewed this agreement, if you have any questions, please contact us. If
this MSA is acceptable, please sign and date this letter, initial Attachments A through C, and return all documents via electronic mail or regular postal service. Upon receipt, we will endorse all documents and return an executed MSA for your files.
We thank you for this opportunity to continue to serve VPPSA.
Sincerely, JOYCE ENGINEERING, INC.
Jennifer Johnson Director of Operations
Accepted by: Accepted by: Joyce Engineering, Inc. Virginia Peninsulas Public Service Authority
________________________________ __________________________________ Signature Signature ______________________________ __________________________________ Printed Name Printed Name ________________________________ __________________________________ Title Date Title Date Attachments C: Penny Spencer, JOYCE John Westerfield, P.G., JOYCE Kristie Hooper, JOYCE
Virginia Peninsulas Public Service Authority Joyce Engineering, Inc. Attachment A – Summary of Scope of Services March 2015 Page 1
Attachment A Summary of Scope of Services
VIRGINIA PENINSULAS PUBLIC SERVICE AUTHORITY
This contract is for post-closure groundwater and landfill gas compliance monitoring and site inspections at seven closed municipal solid waste landfills in Virginia. The landfills are located in James City County, York County, King & Queen County (three landfills), King William County, and Essex County. Joyce Engineering, Inc. (JOYCE) will manage the compliance programs in accordance with the Virginia Solid Waste Management Regulations (VSWMR) and the facilities’ permits, and in accordance with accepted industry practice. A complete discussion is presented in our proposal, dated February 12, 2015. The services involve sampling the existing groundwater monitoring well network at each facility (unless released from post-closure groundwater monitoring) on a semi-annual basis. We will submit the samples to a qualified laboratory for the analyses required by each facility’s regulatory requirements. Our field sampling will include the necessary quality assurance / quality control (QA/QC) provisions required to appropriately validate the analytical data packages. We will review the data packages from the laboratory for validation and qualification purposes, and update the historic analytical data table for each site. These spreadsheets will be used to evaluate contaminants in groundwater, if any, and perform the required statistical analyses. We will prepare the required reports after each sampling event and, if requested by VPPSA or its members, submit them to you in draft form for review. Final reports will be submitted to the Virginia Department of Environmental Quality (DEQ) on VPPSA’s behalf.
Quarterly landfill gas monitoring will be performed at each landfill (unless released from post-closure landfill gas monitoring). Two events each year will coincide with the semi-annual groundwater monitoring events. We will obtain the required data from the monitoring probes using properly calibrated field meters, and prepare the landfill gas data logs for VPPSA and DEQ.
Quarterly site inspections will be performed at each landfill. Two inspections each year will coincide with the semi-annual groundwater monitoring events, and two inspections each year will coincide with landfill gas monitoring events. We anticipate using standard inspection forms for each landfill, supplemented with site maps as necessary. The results of each inspection will be submitted to VPPSA.
JOYCE will provide general consulting services to VPPSA and its members on an as-needed basis. These services may include discussing and responding to various DEQ or other correspondence, answering questions about the compliance monitoring programs, or participating in routine regulatory meetings on VPPSA’s behalf. Should any of these consulting services be extensive in scope, such as major permit amendments, advancing to a more stringent monitoring program, installing new wells, or performing additional sampling events, we will establish an appropriate scope, schedule and budget to meet VPPSA’s needs. Our project manager will directly serve and communicate with the individual VPPSA members. The Executive Director of VPPSA will be copied on all correspondence and reports. An invoice will be submitted to the Executive Director on or about the 10th of each month, and will break out charges by landfill and include a project status letter.
Version 1 – VPPSA (REV March 2015) 1 Joyce Engineering, Inc.
TERMS AND CONDITIONS
ATTACHMENT B
1.0 DUTIES AND RESPONSIBILITIES 1.1 Joyce Engineering, Inc. (JOYCE) agrees to
provide those services described in the Scope of Services. Additional services may be performed as required by Client or as Joyce Engineering, Inc. may deem necessary to perform the services.
1.2 Client agrees to provide Joyce Engineering, Inc.
with material necessary for performance of its services, including plans, specifications and technical information Client may have related to the Scope of Services. Joyce Engineering, Inc. shall be entitled to rely upon the accuracy of information provided by Client. Client agrees and understands that it is responsible for obtaining any necessary licenses or permits, unless otherwise stated in the Scope of Services. Client will define for Joyce Engineering, Inc. its requirements for the project, including all criteria, and make arrangements for access of Joyce Engineering, Inc. to all private and public property as required for performance of its services.
1.3 Any visits to any facility of the Client for
purposes of this agreement are not to be exhaustive or to extend to every aspect of any work in progress, or to involve detailed inspection of any such work, but rather are limited to spot checking, selective sampling and similar methods of general observation of such work, so that Joyce Engineering, Inc. may endeavor to determine in general if such work is proceeding in accordance with the requirement of any construction documents of Joyce Engineering, Inc. As a result of such visits or its other services, Joyce Engineering, Inc. shall not supervise, direct, coordinate, manage or have control over any of Client’s contractor(s) or employee(s), nor shall Joyce Engineering, Inc. have responsibility for or authority over the means, methods, techniques, sequences or procedures of construction selected by Client or its contractor(s) or employee(s), for safety precautions and programs incident to the work of the Client or its contractor(s) or employee(s) or for failure of Client or its contractor(s) or employee(s) to comply with laws, rules, regulations, ordinances, codes or orders applicable to the Client or its
contractor’s (or contractors’) furnishing and performing such work.
1.3 The term of this agreement is from July 1,
2015, through June 30, 2020. At the end of this term, the agreement may be renewed, upon mutual written consent of both parties, for either one 5-year renewal period or five 1-year renewal periods.
2.0 PAYMENT 2.1 Payment for Joyce Engineering, Inc. is in no way
dependent or contingent upon Client's ability to obtain financing, approval of government or regulatory agencies, upon successful completion of the project or any other factor. Invoices for services and expenses will be submitted monthly. Payment is due upon presentation and is past due thirty (30) days after Client's receipt of invoice. Client shall notify Joyce Engineering, Inc. within fifteen (15) days after the invoice date if there are any questions with respect to the invoice. Any invoices, which are past due, will be subject to a 1 1/2% late charge per month, beginning with the 30th day after Client's receipt of invoice. Joyce Engineering, Inc. reserves the right to stop work if payment is not received after the 30th day after Client’s receipt of invoice. Any and all contract schedules will be delayed by the number of days past 30 until the payment is received.
2.2 All reports, documents, including data, letters
and other documents concerning the results of studies, analyses, consultations, or tests shall remain the property of Joyce Engineering, Inc. until all compensation, including reimbursable expenses incurred, have been paid. Any documents, reports, or other work not fully paid for in a timely manner shall be returned upon request and will not be used for licensing, permits, design or construction or any other use. Without written approval, Joyce Engineering, Inc. shall not be held responsible for partial use of reports or recommendations. Documents furnished by Joyce Engineering, Inc. are not intended or represented to be suitable for reuse by Client or others on extensions of the project or any other project. Any such reuse without written verification or adaptation by Joyce Engineering, Inc. for the specific purpose intended will be at Client's sole risk and without
Version 1 – VPPSA (REV March 2015) 2 Joyce Engineering, Inc.
liability or legal exposure to Joyce Engineering, Inc.
2.3 All Documents, including field notes, calculations, and estimates, are instruments of service in respect to this Project, and Joyce Engineering, Inc. shall retain an ownership and property interest therein (including the right of reuse at the discretion of Joyce Engineering, Inc.) whether or not the Project is completed. All information concerning the results of the services of Joyce Engineering, Inc. shall be confidential. Joyce Engineering, Inc. will release reports or information only to those persons, organizations, or agencies specifically designated by Client or as required by applicable law.
2.4 Copies of Documents that may be relied upon by
the Client are limited to the printed copies (also known as hard copies) that are signed or sealed by Joyce Engineering, Inc. Files in electronic media format of text, data, graphics, or of other types that are furnished by Joyce Engineering, Inc. to the Client are only for convenience of the Client. Any conclusion or information obtained or derived from such electronic files will be at the user’s sole risk.
2.5 When transferring documents in electronic media
format, Joyce Engineering, Inc. makes no representations as to long term compatibility, usability, or readability of documents resulting from the use of software application packages, operating systems, or computer hardware differing from those used by Joyce Engineering, Inc. at the beginning of this Project.
2.6 The Client may make and retain copies of
Documents for information and reference in connection with use on the Project by the Client. Such Documents are not intended or represented to be suitable for reuse by the Client or others on extensions of the Project or on any other project. Any such reuse or modification without written verification or adaptation by Joyce Engineering, Inc., as appropriate for the specific purpose intended, will be at the Client’s sole risk and without liability or legal exposure to Joyce Engineering, Inc. or to Joyce Engineering, Inc.’s Consultants. The Client shall indemnify and hold harmless Joyce Engineering, Inc. and Joyce Engineering, Inc.’s Consultants from all claims, damages, losses, and expenses, including attorneys’ fees arising out of or resulting therefrom.
3.0 STANDARD OF CARE AND LIMITATION OF LIABILITY
3.1 Joyce Engineering, Inc. will perform its services
in accordance with the care and skill ordinarily used by engineers of Joyce Engineering, Inc.'s profession practicing under similar conditions at the same time and in the same locality.
3.2 Notwithstanding any other provisions of this
agreement, and to the fullest extent permitted by law, the total liability, in the aggregate, of Joyce Engineering, Inc. and its officers, directors, partners, employees, agents and consultants, and any of them, to Client and anyone claiming by, through or under Client, for any and all claims, losses, costs or damages whatsoever (including any special, incidental, indirect or consequential damages) arising out of, resulting from or in any way related to the project or this agreement from any cause or causes, including but not limited to the negligence, professional errors or omissions, strict liability, breach of contract or warranty, express or implied, of Joyce Engineering, Inc. or its officers, directors, partners, employees, agents or consultants, or any of them, shall not exceed the total compensation received by Joyce Engineering, Inc. under this agreement.
3.2 Joyce Engineering, Inc. agrees, to the fullest
extent permitted by law, to indemnify and hold the Client harmless from any damage, liability or cost (including reasonable attorneys’ fees and costs of defense) to the extent caused by Joyce Engineering, Inc.’s negligent acts, errors or omissions in the performance of professional services under this agreement and those of its subconsultants or anyone for whom Joyce Engineering, Inc. is legally liable.
The Client agrees, to the fullest extent permitted by law, to indemnify and hold Joyce Engineering, Inc. harmless from any damage, liability or cost (including reasonable attorneys’ fees and cost of defense) to the extent caused by the Client’s negligent acts, errors or omissions and those of its contractors, subcontractors or consultants or anyone for whom the Client is legally liable, and arising from the project that is the subject of this agreement.
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Joyce Engineering, Inc. is not obligated to indemnify the Client in any manner whatsoever for the Client’s own negligence.
3.3 Client agrees to hold harmless, defend and indemnify Joyce Engineering, Inc. from any and all claims, losses, costs or damages, including reasonable attorney’s fees and expenses, whatsoever (including any special incidental, indirect or consequential damages) arising out of, resulting from or in any way related to the project or this agreement from any cause or causes except for the sole negligence of Joyce Engineering, Inc. in the performance of this agreement.
4.0 INSURANCE 4.1 Joyce Engineering, Inc. maintains commercial
general liability at $2,000,000 aggregate and $1,000,000 each occurrence; professional liability insurance at $3,000,000 per claim and annual aggregate; automotive liability insurance at $1,000,000 combined single limit; and workers compensation. The commercial general liability policy includes the Underground Explosion and Collapse Hazard clause. Certificates of Insurance are available on request. Joyce Engineering, Inc. shall not be liable for any loss, damage or liability in excess of total insurance proceeds paid on behalf of Joyce Engineering, Inc. or the amount provided for in paragraph 3.2 above, whichever is less.
4.2 Virginia Peninsulas Public Service Authority
and the communities participating in the project will be named as additional insured.
5.0 TERMINATION, SUSPENSION 5.1 This agreement may be terminated by either
party upon seven (7) days' written notice. In the event of termination, Joyce Engineering, Inc. shall be paid for services performed to the termination notice date plus reasonable termination expenses.
5.2 In the event of termination, or suspension for
more than three (3) months, prior to completion of all services contemplated by this agreement, Joyce Engineering, Inc. may complete such analyses and records as are necessary to complete their files and may also complete a report on the services performed to the date of notice of termination or
suspension. The expenses of termination or suspension shall include all costs of Joyce Engineering, Inc. in reporting, compiling data, completing such analyses, records and reports.
6.0 ASSIGNS 6.1 Neither Client nor Joyce Engineering, Inc. may
delegate, assign, sublet or transfer their duties or interests in this agreement without the written consent of the other party. This section shall not be construed to limit the ability of Joyce Engineering, Inc. to subcontract services that may be required under this agreement to appropriate third parties.
7.0 DISPUTES 7.1 In the event that a dispute should arise relating to
the performance of the services to be provided under this agreement and should that dispute result in litigation, it is agreed that the prevailing party shall be entitled to recover all reasonable costs incurred in the litigation, including staff time, court costs, reasonable attorney's fees, and other claim-related expenses.
7.2 Client and Joyce Engineering, Inc. agree that,
prior to either of them filing any lawsuit, they shall first submit any and all unsettled claims, counterclaims, disputes and other matters in question between them arising out of or relating to this agreement or the breach thereof ("dispute") to mediation by the American Arbitration Association, unless delay in filing such lawsuit would irrevocably prejudice one of the parties. The mediator of any dispute submitted to mediation under this agreement shall not serve as arbitrator of such dispute unless otherwise agreed. Unless otherwise agreed, it is the intent of the parties that any mediation shall be concluded within thirty (30) days of written notice of either party to the American Arbitration Association of a demand for mediation.
7.3 This agreement is to be governed by the laws of
the Commonwealth of Virginia. 8.0 OTHER PROVISIONS 8.1 Any proposed language of certificates or
certifications which Client might request Joyce Engineering, Inc. to execute shall be submitted to
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Joyce Engineering, Inc. fourteen (14) days prior to execution. Client shall not request certification requiring knowledge beyond the scope of services being provided by Joyce Engineering, Inc. Any such certificates or certification shall not be construed to be a warranty or guarantee by Joyce Engineering, Inc. of its services.
8.2 It is understood that Client may elect to issue a
purchase order or other document to Joyce Engineering, Inc. to authorize or to confirm authorization for services of Joyce Engineering, Inc. under this agreement, or for accounting purposes of Client, and that Joyce Engineering, Inc. will receive and accept such purchase order or document subject to the understanding (notwithstanding any provisions of such purchase order or document) that any provisions of such purchase order or document are not applicable to this agreement. In the event of any conflict, ambiguity or discrepancy between such purchase order or document and any proposal of Joyce Engineering, Inc., the provisions of such proposal and its provisions shall take precedence.
8.3 During the performance of this agreement, Joyce
Engineering, Inc. agrees as follows:
a. Joyce Engineering, Inc. will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of Joyce Engineering, Inc. Joyce Engineering, Inc. agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
b. Joyce Engineering, Inc. in all solicitations or advertisements for employees placed by or on behalf of Joyce Engineering, Inc., will state that Joyce Engineering, Inc. is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of the section.
d. Joyce Engineering, Inc. will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
e. Joyce Engineering, Inc. agrees to comply with § 2.2-4312, Code of Virginia 1950, as amended. During the performance of this agreement, Joyce Engineering, Inc. agrees to (i) provide a drug-free workplace for its employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in Joyce Engineering, Inc.’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of Joyce Engineering, Inc. that it maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
For the purposes of this section “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the agreement.
Fees for professional services include time incurred on a specific project by professional, technical, and administrative personnel and administrative fees, reimbursable expenses, consultant fees, vehicle expenses, and field expenses. Personnel charges are portal-to-portal from our office or from overnight accommodations when out of town. Personnel charges are not made for overhead work such as general secretarial services, office management, and accounting. The following hourly rates and expenses are subject to annual adjustments based on a calendar year.
A five (5) percent administrative fee will be added to the total invoice amount in lieu of postage, phone, plotting, internal photocopying, and CADD expenses. Reimbursable Expenses and Consultant Fees
When directly related to a project, the reimbursable expenses and consultant fees will be billed at cost plus 15 percent:
Consultant: The fees of consultants to Joyce Engineering, Inc. who may perform surveying,
geotechnical, electrical, structural, mechanical, laboratory, drilling or other technical or consulting services.
Copy and Reproduction Services: Copy and reproduction expenses include the cost of using a professional
copy and reproduction service. Delivery: Delivery expenses include the cost of using delivery and express services. Travel: Travel expenses include the cost of airfare, taxi, rental cars and fuel, tolls, and parking. Employee vehicle reimbursement will be the current IRS standard mileage rate. Lodging: Lodging expenses include the cost incurred during project related travel. Meal: Meal expenses include the cost incurred during project related travel. Miscellaneous: Miscellaneous expenses include the cost of expendable field supplies and other expenses
directly incurred during a project. Vehicle Expenses When directly related to a project, the following vehicle expenses will be billed at our calculated costs as Units: Vehicle Expense: Vehicle expense includes the daily costs for the use of company field vehicles and fuel. Units Unit Cost Vehicle Expense Per half-day $ 100.00 Vehicle Expense Per day $ 150.00 Vehicle Expense Per week $ 450.00 Vehicle Expense Per month $1,350.00 NOTE: When Joyce Engineering, Inc. company vehicles are not available for a project, travel
expenses as listed in the reimbursable expenses section will apply.
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FFIIEELLDD EEXXPPEENNSSEESS
When directly related to a project, the following field expenses will be billed at our calculated costs as Units:
Field Equipment Rentals Units Unit Cost Electronic Water Level Meter Per day $ 15.00 Field Meters – Conductivity/Temperature/pH Per day $ 25.00 Field Meters – Redox (ORP) Per day $ 15.00 Field Meters – Turbidity Per day $ 15.00 Field Meters – Dissolved Oxygen/Temperature Per day $ 30.00 Field Meters – Oakton Colorimeter (Chlorine) Per day $ 50.00 Hand Auger Per day $ 10.00 Combustible Gas Monitor (GEM 2000) Per day $ 125.00 Combustible Gas Monitor (RKI Eagle) w/magnehelic gauge Per day $ 100.00 Multi-Gas Monitor (QRAE II) Per day $ 50.00 Photovac Micro-FID Per day $ 100.00 Converter Box – Redi-Flo Grundfos Per day $ 55.00 Pump – 12-v Electrical Submersible Per day $ 15.00 Pump – QED Well Development Pump Per day $ 45.00 Pump – 12-v Stainless Steel Pump w/Converter Box Per day $ 100.00 Pump – QED Bladder Pump Per day $ 45.00 Pump – Geotech Perastaltic Per day $ 40.00 QED MP-15 Per day $ 100.00 CO2 Tank Refill Each $ 20.00 NO2 or O2 Tank Refill Each $ 40.00 QED Air Compressor Per day $ 40.00 GEO/QED Flow Cell Per day $ 100.00 QED Control Box Per day $ 40.00 Generator Per day $ 75.00 Composite Sampler Per day $ 75.00 VFD Gas Extraction Unit (7.5 HP) Per week $ 750.00 VFD Gas Extraction Unit (7.5 HP) Per month $2,000.00 VFD Gas Extraction Unit (1.5 HP) Per day $ 250.00 VFD Gas Extraction Unit (1.5 HP) Per week $ 750.00 Digital Manometer Per day $ 35.00 Gas Extraction Unit (≤2 HP) Per week $ 350.00 Gas Extraction Unit (≤2 HP) Per month $1,050.00 Gas Flare Unit Per month $ 400.00 Boutwell Monitor Each $ 200.00 NOTE: When Joyce Engineering, Inc. equipment is not available for a project, equipment charges will be
billed at rental cost plus 15 percent.
JOYCE VPPSA Initials Initials
Page 3 of 3
Revised 2015
INSR ADDL SUBRLTR INSR WVD
DATE (MM/DD/YYYY)
PRODUCER CONTACTNAME:
FAXPHONE(A/C, No):(A/C, No, Ext):
E-MAILADDRESS:
INSURER A :
INSURED INSURER B :
INSURER C :
INSURER D :
INSURER E :
INSURER F :
POLICY NUMBERPOLICY EFF POLICY EXP
TYPE OF INSURANCE LIMITS(MM/DD/YYYY) (MM/DD/YYYY)
GENERAL LIABILITY
AUTOMOBILE LIABILITY
UMBRELLA LIAB
EXCESS LIAB
WORKERS COMPENSATIONAND EMPLOYERS' LIABILITY
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required)
AUTHORIZED REPRESENTATIVE
INSURER(S) AFFORDING COVERAGE NAIC #
Y / N
N / A(Mandatory in NH)
ANY PROPRIETOR/PARTNER/EXECUTIVEOFFICER/MEMBER EXCLUDED?
EACH OCCURRENCE $DAMAGE TO RENTED
COMMERCIAL GENERAL LIABILITY $PREMISES (Ea occurrence)
E.L. DISEASE - EA EMPLOYEE $If yes, describe under
E.L. DISEASE - POLICY LIMIT $DESCRIPTION OF OPERATIONS below
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORETHE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED INACCORDANCE WITH THE POLICY PROVISIONS.
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THISCERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIESBELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZEDREPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject tothe terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to thecertificate holder in lieu of such endorsement(s).
$75,000/$500 Ded.$5,000,000 Per Clm/Agg$35,000 Deductible
James City County, York County, King & Queen County, King William County, and Essex County are included asAdditional Insured with respect to General Liability Coverage as required by written contract.
Umbrella policy extends over General Liability, Automobile Liability and Workers' Compensation.
VPPSA475 McLaws CircleSuite 3BWilliamsburg, VA 23185
Joyce Engineering, Inc. Joyce Engineering, Inc. (JOYCE) and our project teams are excited to offer the following “service guarantees” to Virginia Peninsulas Public Service Authority:
I. If we are late for a meeting with you, there will be no charge for that meeting time.
II. For tasks contracted on a time and materials basis, you will not be billed for professional services performed for these tasks after the scheduled completion date.
III. For tasks contracted on a lump sum basis, your agreed upon
fee will be reduced by 10 percent, in the unlikely event we do not meet the agreed-upon schedule for those tasks.
If you have any questions about the above listed guarantees, please call us.
Signed: Signed: JOYCE Principal JOYCE Project Manager
351 25,770$ Groundwater Corrective Action 10,000$ $1,088 (est.) for being in post-closure care
Gas Remediation Assistance 10,000$
APC Follow-Up 8,500$
54,270$
King and Queen County $1,088 (est.) for being in post-closure care
Dahlgren 354 9,575$ Groundwater Corrective Action 17,500$ $3,000 for corrective action, plus $1,040 Public Participation Fee, if no other alternative
27,075$
Mascot 249 10,970$ Groundwater Corrective Action 15,000$ $1,088 (est.) for being in post-closure care
$3,000 for corrective action, plus $1,040 Public Participation Fee, if no other alternative
25,970$
Owenton 253 1,000$ None -$ 1,000$
Total K&Q County 54,045$
King William CountyOld Landfill 153 10,500$ Groundwater Corrective Action 12,500$
$1,088 (est.) for being in post-closure care
Surface Water 10,000$
Landfill Gas 7,500$
40,500$
York County 298 10,050$ Groundwater Corrective Action 15,000$ $1,088 (est.) for being in post-closure care
NES/ACM/CAP/CAMP 18,500$ $3,000 for corrective action, plus $1,040 Public Participation Fee, if no other alternative
43,550$
Essex County 167 11,900$ Groundwater Corrective Action 15,000$ $1,088 (est.) for being in post-closure care
Surface Water 10,000$ Resampling events/DEQ correspondence/preliminary remediation design
36,900$
79,765$ Total Baseline + Additional (FY16) $229,265
DEQ = Department of Environmental Quality JCC (6000)GPS = Groundwater Protection Standard York (7500)ASD = Alternate Source Demonstration K&Q (7000)ACM = Assessment of Corrective Measures KW (12500)PPR = Proposal for Presumptive Remedies Essex (6500)NES = Nature and Extent Study PCC = Post-Closure Care CAP = Corrective Action Plan LFG = Landfill Gas Change from FY15 ($39,500)CAMP = Corrective Action Monitoring Plan GW = GroundwaterAPC = Alternate Point of Compliance CASE = Corrective Action Site Evaluation
Assistance with exceedance notifications/additional vents/monitoring.
Includes corrective action groundwater monitoring/2 events per year.
Assumptions
Revise CAP/CAMP/GMP due to APC approval (if not completed in FY15).
Miscellaneous gas remediation repairs
Corrective action sampling associated with interim measures. Responding to DEQ comments on 2015 CASE report.
Assistance with engineered wetland to address surface water impact.
FY2016 Proposed Budget for VPPSA Landfill Monitoring Services
Termination of post-closure care approved by DEQ in 2009. Baseline budget includes quarterly inspections.
Corrective action sampling associated with interim measures. Responding to DEQ comments on 2015 CASE report.
Includes one additional off-site well, sampling, and reporting if GPS exceedance occurs in sentinel well NES-3.
Corrective action monitoring/2 events per year.
Corrective action monitoring/2 events per year
Total Baseline FY15 Budget
County Savings vs. FY15
P:\VPPSA\VPPSA\Budget\FY16 budgets Oct 2014.xlsx
1
Special Project Agreement
Landfill Monitoring Project
THIS AGREEMENT dated the ____ day of __________, 2015, is made by and
between the Virginia Peninsulas Public Service Authority (hereinafter designated
“VPPSA”), and the County of York (hereinafter designated as “Community”).
Article I - Purpose:
VPPSA has entered into a Contract entitled “Contract for Post-Closure Landfill
Monitoring Services”, with Joyce Engineering, Incorporated, dated April 3, 2015, (the
Contract) a copy of which is attached to this Agreement, to provide landfill monitoring
services for the Community and the Counties of Essex, James City, King and Queen,
and King William (the “Project”).
Article II – Scope of Services:
Services will be provided to the Community by Joyce Engineering, Incorporated
(the “Contractor”) as defined in the Contract. The Contractor will provide base services,
including groundwater monitoring, gas monitoring, site inspections and reporting the
Virginia Department of Environmental Quality (DEQ), and additional services, including
responding to DEQ requirements which may include field investigations, additional
monitoring activities and preparation of reports and other general consulting services as
defined in the Contract.
Article III - Responsibilities of the Community:
The Community shall designate an individual who shall serve as the
representative of the Community and shall be responsible for supervision of the Project.
The representative of the Community will serve as the contact person for
correspondence with the Contractor and for approving work to be completed and
expenses to be incurred by the Contractor.
2
Article IV - Responsibilities of VPPSA:
Every year, on or about November 1, VPPSA shall obtain from the Contractor an
estimate of the cost of base services and additional services for the following fiscal year,
which shall include a description of services to be provided for the Project. The estimate
shall be prepared based on the Contractor’s understanding of work activities to be
required by DEQ and will be included in the budget for the following fiscal year which will
be considered for approval at the December meeting of the VPPSA Board of Directors.
Every year prior to the April meeting of the VPPSA Board meeting, VPPSA shall
obtain a proposal from the Contractor which shall include a revised estimate of the cost
of base services and additional services for the following fiscal year noting the reasons
for any changes from the November estimate. The VPPSA Board of Directors will
consider the proposal from the Contractor, and if approved, shall serve as the budget for
the Project for the following fiscal year.
Throughout the term of the Agreement, VPPSA staff shall provide administrative
and technical assistance to the Community as requested.
Article V - Term of Agreement:
This term of this Agreement shall coincide with the Contract including any
extensions approved by the VPPSA Board of Directors.
Article V- Service Fees:
The Contractor shall submit monthly invoices to VPPSA for services provided to
the Community, which shall include itemized costs for personnel and expenses and a
project status report identifying work completed for the billing period. VPPSA will
forward copies of the invoice and project status report to the Community representative
requesting approval to make payment to the Contractor. After receipt of approval from
the Community, VPPSA shall make payment to the Contractor.
VPPSA shall invoice the Community a Service Fee in the amount included on the
invoice from the Contractor plus any administrative fee established for the Project by the
VPPSA Board of Directors. Invoices to the Community shall be payable in 30 days.
Payments by the Community of Service Fees hereunder are payments for
services rendered and the obligation to make such payments does not constitute a debt
of the Community for constitutional, statutory or charter limitations.
3
Article VI - No Partnership:
Nothing herein shall be construed to constitute a joint venture between VPPSA
and the Community or other jurisdictions or the formation of a partnership.
Article VII -Termination:
The Community may terminate the Agreement at any time provided that VPPSA
can provide notice to the Contractor in accordance with the Contract.
Article IX- Licenses, Permits and Certificates:
VPPS shall be responsible for requiring that all licenses, permits and certificates
required in connection with any and all parts of the Project are secured by the
Contractor.
Article X - Governing Law:
This Agreement shall be governed by the laws of the Commonwealth of Virginia.
Article XI- Extent of Agreement:
This Agreement represents the entire agreement for the Project between VPPSA
and the Community and supersedes all prior negotiation, representations or agreements,
either written or oral. This Agreement may only be amended by written document
signed by both the Community and VPPSA.
Article XII- Dispute Resolution:
The parties hereto agree to undertake to resolve any disputes hereunder by good
faith negotiation prior to instituting any legal proceedings related to such dispute.
Article XII- Severability and Waiver:
In the event any provision of this Agreement shall be held to be invalid and
unenforceable, the remaining provisions shall be binding upon the parties. One or more
waivers by either party of any provision, term, condition, or covenant shall not be
construed by the other party as a waiver of a subsequent breach of the same by the
other party.
4
IN WITNESS WHEREOF, VPPSA and the Community have caused this
Agreement to be executed on their behalf, as of the day and year first above written.
VIRGINIA PENINSULAS PUBLIC
SERVICE AUTHORITY
By_________________________________
Executive Director
COUNTY OF YORK
By___________________________________
County Administrator
Item No. 5 Project Reports: Background: Compost Facility: The Compost Facility Oversight Committee met on March 18, 2015. Minutes of this meeting are attached. Transfer System: The Transfer System Oversight Committee met on January 9 and March 26, 2015. Minutes of those meetings are attached. Household Chemical Collection: Collection events were held on February 11 in James City County, and on March 14 and March 21 in York County and Hampton, respectively. Summary reports are attached. The next event will be on April 11 in James City County, and then on May 9 and May 16 in York County and Hampton, respectively. Computer Recycling: Collection events were held on February 11 in James City County, and on March 14 and March 21 in York County and Hampton, respectively. Summary reports are attached. The next event will be on April 11 in James City County, and then on May 9 and May 16 in York County and Hampton, respectively. Curbside Recycling: Summary Reports are attached. Drop-Off Recycling: Summary Reports are attached. Recommended Action: Compost Facility: None Transfer System: None Household Chemical: None Computer Recycling: None Curbside Recycling: None Drop-Off Recycling: None
Minutes
Yard Waste Composting Facility
Oversight Committee
Poquoson
January 21, 2015
9:00 A.M.
The January 2015, regularly scheduled meeting for the VPPSA Compost Facility was
canceled, the committee will met as scheduled in March.
NEXT MEETING:
The next Compost Facility Oversight Committee meeting will be held in Hampton March
18, 2015 at 9:00AM.
Prepared by:
David Magnant
Director of Operations
Minutes
Yard Waste Composting Facility
Oversight Committee
Poquoson
March 18, 2015
9:00 A.M.
IN ATTENDANCE:
Thomas Jones, Poquoson Stephen B. Geissler, VPPSA
Chip McDonough, City of Hampton David Magnant, VPPSA
Jason Mitchell, City of Hampton Donnie Bonivich, VPPSA
MATERIAL SALES:
Steve distributed the material sales data showing 3,600 yards of compost sold year to date
generating revenue in the amount of over $62,000. Mulch sales of 17,840 may be less than this
same period in FY 14; however, less material has been sold as boiler fuel so the revenue
generated year to date for mulch sales is slightly higher than FY 14 at $123,616 in sales.
Compost sales are down 300 yards from last year, which is no surprise with the weather that we
have been experiencing. Overall sales are above $200,000 and staff has plenty of material on
hand when the weather breaks.
VPDES PERMIT:
Steve provided a summary for the testing parameter results with the last sample having
exceeded Total Phosphorous and Total Nitrogen. Steve met with STANTEC to discuss the
outfall issues, although the benchmarks were exceeded, the exceeded amounts were minimal
and should not be of major concern.
Steve discussed the current outfall drainage pipe issue and the two areas where the
benchmarks were exceeded. After discussing the issue with STANTEC it was suggested that
we determine how best to repair the pipe. Steve asked Donnie to provide depths and
circumference of the pond to determine repair estimates.
EQUIPMENT STATUS:
Donnie is still working to complete the remaining issues with the diamond Z tub grinder, the
recent snow fall amounts have kept the VPPSA mechanic doing other duties on the Middle
Peninsula. The McCloskey trommel screen has still been having a pressure issue with the
recently rebuilt pump and Donnie is working with Carter Caterpillar to have the issue resolved.
Minor issues with a seal leaking on the 644 John Deere (The old unit) has been repaired.
SITE STATUS:
Donnie provided the site status diagram with material quantities and implied that if the weather
ever breaks that are prepared with material for mulch and compost sales. He recently
completed processing the last of the bagged leaves and plans to color mulch when the
temperatures become favorable, freezing colorant creates a problem.
OTHER BUSINESS:
NEXT MEETING:
The next Compost Facility Oversight Committee meeting will be held in Poquoson May
20, 2015 at 9:00AM.
Prepared by:
David Magnant
Director of Operations
Minutes Middle Peninsula Transfer System
Oversight Committee MPPDC Saluda, VA 23149
January 9, 2015 10:00 A.M.
IN ATTENDANCE:
Joe Topham, King Wm County Mindy Moran, Mathews County Matt Walker, Middlesex County Stephen Geissler, VPPSA Tom Swartzwelder, K & Q County David Magnant, VPPSA Reese Peck, Essex County Cecil Taylor, VPPSA WASTE QUANTITIES: Middle Peninsula Solid Waste System total waste quantities for FY 15 YTD were as follows, Essex County totals are 3,164. King and Queen County 980 tons, King William County 3,077 tons. Mathews County with 2,021 and Middlesex County 2,751 for a total year to date of 11,993 tons for the middle peninsula solid waste system. DISPOSAL COSTS: Staff provided the FY 14 Cost Summary sheet which indicated the year to date disposal quantities, disposal costs, deferred revenue and year end balances. Steve recommended the following adjustments; Middlesex reduce the third quarter landfill disposal invoice by $13,800 and eliminate the fourth quarter invoice these reductions will position them with an anticipated year-end balance of $40,018. Essex will have their fourth quarter invoiced reduced by $36,800, leaving them with an anticipated year-end balance of $39,976. King William’s disposal invoice will be reduced to $27,100 leaving an estimated year-end balance of $40,039. Mathews County will be invoiced only $9,000, leaving them with a year-end balance of $39,976 for a system landfill disposal balance of $160,009. CORRUGATED CARDBOARD & PAPER RECYCLING: The rates for this period for OCC this period remained at $106.00 with mixed paper pricing increasing slightly to $70. The mixed paper and OCC has generated 572 tons of material generating $51,278 in revenue. REDUCTION in HOURS at CENTER CROSS: As requested by Reese Peck, the approved budget for FY 16 includes reduced operating hours for the Center Cross Convenience Center. Staff provided two options for the weekly schedule. Reese Peck will consult with the Essex County Board and select a schedule. Once the selection is made VPPSA will prepare flyers, and have a sign made up with the new operating hours.
ATTENDANT BUILDINGS (ESSEX COUNTY): The attendant buildings at Brays Fork, Center Cross and Champlain were on site prior to VPPSA operating the sites and they are in need of replacement. Staff has requested quotes from several vendors and plans to replace the attendant buildings at all three sites in February. IFB for SALE of TRUCKS: Staff has reduced the minimum required amount on three Mack Trucks and a salvage bid will be issued. Initially a salvage bid was issued with a starting bid of $40,000 of which we received no offers. It was agreed to reduce the starting price to $25,000 and re-issue. LANDFILL MONITORING: The agreement for Landfill Monitoring will expire in June 2015. Steve indicated that he would issue a request for proposals and include the normal list, which is Joyce, SCS, Draper Aden, and Golder. HOUSEHOLD CHEMICAL COLLECTIONS: Staff suggested dates and provided a preliminary budget to hold two Middle Peninsula household chemical collection events per year. The locations would change each year, the initial two events to be held in Essex in the spring and in Mathews in the fall. Staff is working on locations and dates. OTHER BUSINESS: NEXT MEETING: The meeting will be held at the MPPDC office located at 125 Bowden Street in Saluda on January 9, 2015 11:00 A.M. Prepared by: David A Magnant Director of Operations
Minutes Middle Peninsula Transfer System
Oversight Committee Middlesex Board Room
Saluda, VA 23149 March 26, 2015
1:00 P.M.
IN ATTENDANCE:
Mindy Moran, Mathews County Marcia Jones, Middlesex County Matt Walker, Middlesex County Stephen Geissler, VPPSA Tom Swartzwelder, K & Q County David Magnant, VPPSA Reese Peck, Essex County Cecil Taylor, VPPSA EQUIPMENT & VEHICLE REPLACEMENT: Staff attempted twice, through salvage bids to sell three of the roll off trucks. These trucks are 13 years old and have over half a million miles each. We have consulted with several communities and will use an auction site going forward to sell these trucks and possibly some of the old equipment. Compactors, compaction containers, open tops and front load containers that are ready to be replaced and several that will simply be salvaged will be considered. In addition to the required equipment we need to replace several large trucks and service vehicles as these vehicles are ready for replacement. Staff will complete the review process and submit for approval. CORRUGATED CARDBOARD & PAPER RECYCLING: The rates for this period for OCC this period have dropped to $92 while the mixed paper pricing increased slightly to $78. The mixed paper and OCC has generated 752 tons of material generating $62,889 in revenue. MRF and MAINTENANCE BUILDINGS: Steve provided a power point presentation of the available sites, the estimated costs associated with each site. After discussing the various options the Committee Members decided not to move forward with the MRF project. Staff recommended that we move forward with a stand-alone maintenance facility siting safety and cost benefits. The committee agreed that staff should proceed with the development of a vehicle maintenance facility. A brief discussion regarding a potential Regional Maintenance Facility that could be managed by VPPSA and could service vehicles from all five Middle Peninsula Counties. The Committee members agreed to assess the interest in their county for a regional vehicle maintenance facility.
OTHER BUSINESS: Middlesex County requested that staff develop a proposal to accept brush at a County owned property. NEXT MEETING: The meeting will be held at the MPPDC office located at 125 Bowden Street in Saluda on May 8, 2015 11:00 A.M. Prepared by: David A Magnant Director of Operations
YORK POQ JCC WMBG HPT TOTAL
TOTAL FY 07 42,938$ 6,753$ 39,017$ 6,609$ 34,452$ 129,769$
TOTAL FY 08 46,605$ 5,121$ 51,820$ 10,986$ 54,031$ 168,563$
TOTAL FY 09 60,591$ 14,986$ 57,603$ 9,998$ 60,990$ 204,168$
FY 10 YORK POQ JCC WMBG HPT TOTAL
JULY 11,510$ 1,626$ 850$ 97$ 15,150$ 29,233$
AUGUST 1,369$ -$ 15,905$ 2,370$ -$ 19,645$
SEPTEMBER 11,799$ 1,283$ 466$ 144$ 11,381$ 25,073$
OCTOBER 1,767$ 4,050$ 15,319$ 2,608$ 579$ 24,323$
NOVEMBER 10,628$ 2,365$ 828$ 270$ 18,133$ 32,224$
DECEMBER 940$ 7,190$ 55$ 166$ 664$ 9,015$
FEBRUARY -$
MARCH 9,830$ 764$ 505$ 334$ 10,702$ 22,135$
APRIL 455$ 35$ 11,403$ 2,938$ -$ 14,831$
MAY 9,392$ 1,004$ 657$ 174$ 8,690$ 19,917$
JUNE 399$ 80$ 12,170$ 1,676$ 80$ 14,404$
TOTAL FY 10 58,089$ 18,397$ 58,157$ 10,776$ 65,379$ 210,798$
FY 11 YORK POQ JCC WMBG HPT TOTAL
JULY 13,497$ 1,320$ 686$ 498$ 12,448$ 28,449$
AUGUST 812$ 30$ 12,658$ 2,165$ 30$ 15,695$
SEPTEMBER 14,068$ 999$ 1,157$ 327$ 12,585$ 29,135$
OCTOBER 1,614$ 5,296$ 11,226$ 2,285$ 400$ 20,821$
NOVEMBER 9,090$ 675$ 1,246$ 299$ 11,150$ 22,459$
FEBRUARY 586$ 29$ 12,651$ 1,962$ 59$ 15,287$
MARCH 12,712$ 1,179$ 609$ 151$ 11,901$ 26,551$
APRIL 929$ -$ 13,458$ 2,051$ 32$ 16,471$
MAY 9,041$ 552$ 246$ 416$ 10,383$ 20,638$
JUNE 831$ 36$ 10,049$ 1,012$ 72$ 12,000$
TOTAL FY 11 63,180$ 10,116$ 63,986$ 11,166$ 59,059$ 207,506$
FY 12 YORK POQ JCC WMBG HPT TOTAL
JULY 13,162$ 1,319$ 912$ 152$ 12,076$ 27,620$
AUGUST 678$ -$ 12,253$ 1,157$ 160$ 14,248$
SEPTEMBER 12,687$ 1,155$ 363$ -$ 12,021$ 26,226$
OCTOBER 3,015$ 8,986$ 16,461$ 2,556$ -$ 31,018$
NOVEMBER 15,734$ 1,692$ 1,160$ 918$ 12,542$ 32,046$
FEBRUARY 553$ -$ 8,547$ 1,474$ 111$ 10,683$
MARCH 13,401$ 1,658$ 712$ 120$ 13,968$ 29,858$
APRIL 985$ 82$ 14,155$ 1,805$ 41$ 17,068$
MAY 13,514$ 741$ 878$ 357$ 14,994$ 30,483$
JUNE 1,012$ 40$ 11,214$ 2,267$ 40$ 14,575$
TOTAL FY 12 $74,741 $15,672 $66,654 $10,805 $65,952 $233,825
FY 13 YORK POQ JCC WMBG HPT TOTAL
JULY 12,048$ 953$ 373$ 178$ 10,829$ 24,381$
AUGUST 1,025$ 39$ 12,929$ 1,498$ 39$ 15,530$
SEPTEMBER 8,165$ 386$ 541$ 261$ 10,557$ 19,910$
OCTOBER 2,469$ 8,569$ 13,046$ 1,329$ 490$ 25,903$
NOVEMBER 8,980$ 520$ 851$ 423$ 9,861$ 20,635$
FEBRUARY 551$ -$ 9,246$ 944$ 39$ 10,780$
MARCH 10,015$ 1,219$ 709$ 140$ 12,186$ 24,269$
APRIL 485$ -$ 12,634$ 1,333$ -$ 14,452$
MAY 10,690$ 1,282$ 203$ 51$ 11,484$ 23,710$
JUNE 935$ 36$ 10,470$ 1,583$ 36$ 13,060$
TOTAL FY 13 $55,363 $13,004 $61,001 $7,741 $55,521 $192,630
FY 14 YORK POQ JCC WMBG HPT TOTAL
JULY 10,791$ 985$ 674$ 144$ 17,090$ 29,684$
AUGUST 891$ 40$ 16,519$ 1,700$ -$ 19,150$
SEPTEMBER 13,533$ 702$ 759$ 324$ 14,606$ 29,924$
OCTOBER 2,389$ 10,775$ 13,607$ 1,461$ 375$ 28,607$
NOVEMBER 9,229$ 834$ 1,018$ 184$ 8,605$ 19,870$
FEBRUARY 707$ -$ 9,527$ 1,248$ -$ 11,482$
MARCH 9,200$ 788$ 611$ 326$ 9,017$ 19,943$
APRIL 1,047$ 34$ 11,446$ 2,026$ 101$ 14,653$
MAY 9,335$ 562$ 544$ 218$ 11,331$ 21,992$
JUNE 535$ -$ 10,606$ 951$ 30$ 12,122$
TOTAL FY 14 $57,656 $14,721 $65,311 $8,581 $61,155 $207,425
FY 15 YORK POQ JCC WMBG HPT TOTAL
JULY 10,442$ 1,164$ 406$ 152$ 11,789$ 23,954$
AUGUST 842$ 32$ 12,338$ 1,328$ -$ 14,540$
SEPTEMBER 12,008$ 654$ 899$ 310$ 8,622$ 22,493$
OCTOBER 1,330$ 6,875$ 12,579$ 1,016$ 202$ 22,002$
NOVEMBER 8,710$ 472$ 1,112$ 287$ 10,629$ 21,210$
FEBRUARY 928$ 121$ 9,799$ 887$ 161$ 11,896$
MARCH 8,444$ 495$ 437$ -$ 10,254$ 19,630$
TOTAL FY 15 42,704$ 9,813$ 37,571$ 3,980$ 41,657$ 135,725$
PAGE 1
Household Chemical
Disposal Cost Summary
FY 15
York Poquoson James City Williamsburg Hampton Total
Item No. 7. Health Insurance FY 15 Background: Proposed renewal rates have been received for The Local Choice Health Benefits Program for FY 16. The proposed rates reflect an increase of 11.25% for the Key Advantage with Expanded Benefits program and 8.75% for the Key Advantage 500 program. Rate increases from previous years are as follows: FY 07 6.3% FY 08 4.6% FY 09 0.0% FY 10 4.2% FY 11 10.0% FY 12 3.1% FY 13 2.8% FY 14 7.2% FY 15 5.6% FY 16 11.25% Key Advantage with Expanded Benefits FY 16 8.75% Key Advantage 500 A second program has been offered since FY 05 in addition to the Key Advantage with Expanded Benefits Program. The Key Advantage 500 offers lower premiums but has reduced benefits with higher deductibles. At the request of the Board, a survey of health insurance programs offered by member cities and counties was completed in 2011. As a result of the survey, it was concluded that the allocation of health insurance costs for VPPSA employees is in line with the ten member cities and counties. In general, compared to the ten member cities and counties, VPPSA employees pay a larger share of the cost of health insurance for those employees selecting employee only coverage and a smaller share of the cost of health insurance for employees selecting employee plus one coverage and family coverage. The Board noted a preference to increase the employee share and the employer share the same percentage to maintain the same allocation-by percentage- every year. The Board noted that modification to this policy should be considered when increases in the premiums paid by employees would present hardships for the employees. The proposed employee and employer contributions for FY 16 are consistent with the policy established by the Board in 2011. The attached table presents the monthly premiums for both the Key Advantage with Expanded Benefits program and the Key Advantage 500 program for FY 15 and FY 16 with the 11.25% and 8.75% increases applied to both the employee and employer contributions. This year each plan also offers a second option which provides preventive and diagnostic dental care only, instead of the comprehensive dental care which has always been included in both plans. Proposed rates are included for both options of each plan,
and as instructed by The Local Choice, the employer contribution for the reduced dental coverage is the same as that for the comprehensive coverage. The higher allocations, by percentage, for the employer share for the Key Advantage 500 program were set by the Board to offer significantly lower monthly premiums for employees and provide an incentive to choose that program over the Key Advantage with Expanded Benefits program. Even with the higher allocations by percent, the actual payments for the employer share were lower for the Key Advantage 500 program compared to the Key Advantage with Expanded Benefits program. In accordance with the Affordable Care Act, health insurance will be offered to all full time and eligible part time employees at the proposed rates. The proposed rates meet the affordability requirements of the Affordable Care Act. The budget for FY 16 was prepared assuming an increase of 10% for health insurance premiums. Recommended Action: Accept the proposal for Key Advantage with Expanded Benefits and Key Advantage 500. Approve the proposed employer and employee contribution for FY 16 to be withheld starting in June 2015 for July 2015 coverage.
Type of Coverage
Employee
Contribution VPPSA Contribution Total
Single $132 $602 $734
Employee Plus One $448 $910 $1,358
Family $654 $1,328 $1,982
Type of Coverage
Employee
Contribution VPPSA Contribution Total
Single $86 $527 $613
Employee Plus One $306 $828 $1,134
Family $447 $1,208 $1,655
Type of Coverage
Employee
Contribution VPPSA Contribution Total
Single $119 $602 $721
Employee Plus One $424 $910 $1,334
Family $619 $1,328 $1,947
Type of Coverage
Employee
Contribution VPPSA Contribution Total
Single $73 $527 $600
Employee Plus One $282 $828 $1,110
Family $412 $1,208 $1,620
Type of Coverage
Employee
Contribution VPPSA Contribution Total
Single $119 $541 $660
Employee Plus One $403 $818 $1,221
Family $588 $1,194 $1,782
Type of Coverage
Employee
Contribution VPPSA Contribution Total
Single $79 $485 $564
Employee Plus One $282 $761 $1,043
Family $411 $1,112 $1,523
VPPSA Local Choice Benefits for FY 2016All costs shown are monthly. Effective in June for July coverage.
Key Advantage with Expanded Benefits- Comprehensive Dental
Key Advantage 500- Comprehensive Dental
Key Advantage with Expanded Benefits- Preventive Dental Only
Key Advantage 500- Preventive Dental Only
FY 15 Monthly ContributionsKey Advantage with Expanded Benefits
