Town Manager’s Report, January 13, 2022

Formal Notification of Funding for Sewer Infiltration and Inflow (I&I) Repair Project

Follow the sewer improvement project 29 reports, January 2022 to March 2026

You have in your agenda package a December 21, 2021 letter from Ms. Karen Doran, Clean Water Financing and Assistance Program Manager, of the Department of Environmental Quality (DEQ) confirming the Town’s $2,069,974 award by the State Water Control Board’s (DEQ) meeting on December 14.

As you are aware we completed the Sewer System Evaluation Study (SSES) Phase I several months ago, which encompassed the areas within the corporate limits and immediately outside. The Phase II study began the end of 2021 and is slated to be completed by April 1, 2022. The finding of both Phase I and Phase II will be prioritized by Hurt and Proffitt and then incorporated in the bid specs and bid out late this year or early 2023 within the above mentioned budget of $2,069,974.

Regarding the above mentioned award, the amount stated is loan money. I questioned our DEQ contact in the Abingdon Office, Allen Cornett, about the letter listing that amount as only loan. We had received notification earlier that half that amount would be Principal Forgiveness / grant. Allen acknowledged that. He said we would be receiving a letter this Spring stating that of that total amount would be grant, or $1,034,987. I noted that conversation in the letter and made a handwritten note at the bottom.

Regarding the loan amount, we received an extraordinary rate of 0% and 30 year term on the remaining $1,034,987. If we amortize that for 30 years that is only $34,499.57 per year. Just our electric bill shows a difference of about $1,500 a month, or $18,000 a year, between wet weather months and dry weather months because of I&I. That does not count other cost increases caused by I&I like wear and tear on equipment, chemicals, personnel, etc.

While I am not saying that the $2,000,000 project will take care of all our I&I problems, and eliminate our extra costs, I believe that it will take care of a significant amount of those issues.

Transition of Solid Waste Providers

The transition of solid waste providers from Republic Services to Green For Life (GFL) seems to be going well. As you know by contract Republic’s contract ended on December 31, 2021 and GFL’s began the next day,.

Republic began picking up their blue cans the week of January 3, after they set the cans out on the street. GFL began distributing their cans on December 15, 2021. These details were laid out in the Town’s letter of December 3, 2021 sent to about 850 addresses. It seems that to a large degree that residents have observed and understood the transition. The staff have fielded scores of calls about the logistics of the transition as the letter asked them to do, which has aided citizens of the transitions. The staff have also been called about residents not getting GFL cans and reported that to GFL.

In addition to the 850 letters sent out, about six letters were sent out to residents in Washington County along West Lee Highway 11. It stated that GFL trucks could not go down a gravel road and pick their trash up anymore because of safety and truck size, private road condition; and, three letters to customers off Jay Lane that trucks could no longer go up that private lane anymore because of the same reasons, and those residents would have to take their cans out to Overlook Drive if they wanted trash pickup. Regarding the Washington County citizens, three of those customers reached out and made arrangements with GFL to take their trash out to West Lee Highway and then be picked up. Regarding the Jay Lane customers we had one lady call staff and questioned the letter, but she or the others did not agree to the pickup that was explained.

Following GFL’s first pickup on January 5, they reported dragging at the intersection of Rector Avenue and East Lee Highway. Public Works Director Jay Keen is investigating putting a mat down in the gutter to address this situation. As you may recall this was also done at the intersection of Chestnut Avenue and East Lee Highway several years ago following the East Lee Highway I Pedestrian project.

We have been very impressed with GFL’s efforts, communications and interactions. Their first pickup was on January 5. They have even agreed to come a second following day in case someone is missed or failed to put their cans up. Staff have told me, and I have experienced the same, that there is much more face to face and oral contact with GFL personnel than we have ever had in the past.

Completion of Roof at Old High School (OHS)

Around the middle of December personnel from LaFerney Roofing came to the OHS to begin work. The low bid on the roof was approved by Council at $88,820 at a Continued Meeting of Council on September 17, 2021.

In my September 18 letter to Travis Taylor of LaFerney Roofing, I asked that they start within eight weeks. All necessary insurances and licenses were obtained from them. In an October email back to me Mr. Travis said because of roofing shortages nationwide that timeline could not be met. In response, I asked him to start as soon as possible, keep in contact with me, and signed the contract and put the 35% down as required.

We have scheduled a final inspection on the project at 10:00 Wednesday, January 5. The results of that inspection is not known at this writing. The base bid covered only replacing the roof replacement with a 60 Mil membrane and a 15 year warranty. It did not cover vents, drains, flashing, insulation board, etc. It will be interesting to see if any of those items were covered, or if not if they need to be.

(To update this segment, the inspection on the roof on January 5 was postponed to another date due to snow covering the roof.)

Update on East Lee II Pedestrian Project

Follow the East Lee Highway pedestrian project 14 reports, January 2022 to November 2023

You have in your agenda packet a January 2 email from Tim Mullins of Thompson and Litton (T&L) re the East Lee II Project. As you know the project will stretch from Church Avenue along East Lee Highway, then Walton Avenue to Main street. I had enquired about its status a couple times earlier and hadn’t heard anything definitive since Tim appeared before Council late Summer or Early Fall 2021.

As you can see by Tim’s response, T&L is finishing up their response to the Virginia Department of Highways and Transportation’s (VDOT) comments and hope to submit them soon. Hopefully, VDOT will respond to them in a timely manner and get authorization from them and the Federal Highway Administration to advertise the project in February, 2022.

The current cost estimate is $487,334, but that estimate is at about one year old and does not reflect the current construction environment. Of that total the Town’s 20% would be $97,467. I would estimate that those costs would increase about 20% but have no definitive number on that. One of the things that may work in our favor is that the contractor that did the Downtown Revitalization Project and the Phase I East Lee Project is the same contractor who is doing the VDOT lane addition project at East Lee and White Top Avenue.

Scoreboard at Little League Field

You have in your agenda packet an invoice from Jerry’s Signs of Abingdon on the placement of a stored scoreboard at the Little League Field 2 near Old Stage Road. As I understand it the scoreboard was purchased by a private individual through Chilhowie Little League.

Around the middle of the baseball season last year the Town was asked to put the sign up. Works Superintendent Jay Keen was concerned about the size and weight of the scoreboard compared to existing posts and was afraid to install it. He also was concerned about wiring it and asked the Little League to do that. The scoreboard has been stored at Berry’s since last year.

Special Event Coordinator / Recreation Director Jeff Smarr got prices on the installation of the scoreboard from Bristol Signs and Jerry’s Signs. Jerry’s signs was the low bid at $5,340 which includes steel post erect, concrete, placement and personnel. The Little league will be responsible for the wiring. We wanted to get this job completed before the Little League season started in 2022.