SPSA
BOARD OF DIRECTORS
REGULAR MEETING AGENDA
November 19, 2014
Start Time: 9:30 a.m.
Location:
Regional Board Room
SPSA/Regional Building
723 Woodlake Drive
Chesapeake, VA 23320
1.
INFORMAL ITEMS: DISCUSSION ONLY
A.
MONTHLY REPORT ON WTE OPERATIONS
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Paul Grego
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Rowland Taylor
- October 2014 (pg. 2-6)
B.
C.
2.
EXECUTIVE DIRECTOR UPDATES
.
1.
Various Items of Interest
2.
Division Productivity – October 2013 compared to October 2014 (pg. 7-10)
3.
Executive Committee Minutes – October 9, 2014 (pg. 11-12)
CHAIRMAN’S COMMENTS
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Chairman Woodall
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Chairman Woodall
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. Liesl DeVary
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ACTION AGENDA
A.
MINUTES OF THE BOARD MEETING
- Meeting October 22, 2014 (pg. 14-18)
B.
FINANCIAL MATTERS
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.
(1)
Financial Reports (pg. 19-27)
(2)
DEQ Financial Assurance (pg. 28-31)
(3)
Contract Renewal
a. Professional Engineering Services (pg. 32)
C.
2015 BOARD MEETING DATES (pg. 33). .
3.
OLD/NEW BUSINESS
4.
ADJOURN MEETING
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.
LUNCH WILL NOT BE SERVED WITH THIS MEETING
Chairman Woodall
Agenda
SOUTHEASTERN PUBLIC SERVICE AUTHORITY
OF VIRGINIA
BOARD OF DIRECTORS
Regular Meeting
WEDNESDAY, NOVEMBER 19, 2014
REGIONAL BOARD ROOM, SPSA REGIONAL BUILDING
723 WOODLAKE DRIVE, CHESAPEAKE, VIRGINIA
9:30 A.M.
______________________________________ ______
__________ ___
CALL MEETING TO ORDER .
INVOCATION .
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PLEDGE OF ALLEGIANCE
ROLL CALL
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CHAIRMAN WOODALL
. EVERETT WILLIAMS
PUBLIC COMMENT PERIOD
(ALL SPEAKERS MUST REGISTER PRIOR TO CALL TO ORDER – 5-minute maximum per speaker unless
advised by Chairman differently; 30-minute total maximum time.)
1.
INFORMAL ITEMS: DISCUSSION ONLY
A.
MONTHLY REPORT ON WTE OPERATIONS
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.
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.
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Paul Grego
Mr. Paul Grego will present the monthly Wheelabrator Reports for October 2014.
1
November 15, 2014
Mr. Rowland L. Taylor
Southeastern Public Service Authority
723 Woodlake Drive
Chesapeake, VA 23320
Dear Mr. Taylor:
Please find attached the Monthly Report for Wheelabrator Portsmouth Inc. facility required by Schedule 15
of the Service Agreement. Should you have any questions on any of the items covered herein please do not
hesitate to contact me.
Sincerely,
Paul Grego
Plant Manager, Wheelabrator Portsmouth
enclosure
2
Wheelabrator Portsmouth Inc.
Monthly Report for the Month of October 2014
This report is submitted as required by schedule 15 of the Service Agreement for the period indicated above.
Paragraphs below are keyed to the items of Section 1.2 contained therein.
Environmental Issues:
Tests Completed:
Monthly Industrial Discharge Samples
Fuel Oil Sample
Quarterly Stormwater Samples
Tests Planned:
Monthly Industrial Discharge Samples
Fuel Oil Sample(s)
Storm Water Sample
Annual Stack Test
Quarterly GHG Test
Inspections:
Air Quality Violations:
None
Safety Issues:
OSHA Recordable Accidents this period:
OSHA Recordable Accidents YTD:
Lost Time Accidents this period:
Lost Time Accidents YTD:
0
4
0
2
Op Stats: see attached spreadsheet
Upcoming Planned Outages:
2013 November 16-21
2013 December 14-19
2014 January 12-17
2014 February 9-14
2014 March 2-9
2014 March 25-31
2014 April 20-25
2014 June 15-21
2014 July 13-18
2014 August 10-17
2014 September 14-23
2014 September 28-Oct 3
2014 November 16-21
2014 December 14-20
Boiler 3
Boiler 1
Boiler 2
Boiler 4
Boiler 3
Boiler 2
Boiler 1
Boiler4
Boiler 3
Boiler 1
Boiler 4
Boiler 2
Boiler 3
Boiler 1
3
WHEELABRATOR PORTSMOUTH INC
TONNAGES REPORT
CALENDAR YEAR 2014
MONTH
SPSA
THIRD PARTY OUT-OF-STATE
ACCEPTABLE
ACCEPTABLE WASTE (TONS) OUTSIDE-AREA TOTAL
WASTE (TONS) WASTE (TONS)
*
WASTE (TONS) TONNAGE
NAVY STEAM
DELIVERED (KLBS)
ALL WASTE
ACCEPTED AT
RDF (TONS)
NP REMOVED
FROM RDF
(TONS)
PROHIBITED
WASTE
RDF WASTE
DIVERTED TO
LANDFILLS
(TONS)
PROCESSED
WASTE (CALC)
PROCESSED
FORMULA
ASH DELIVERED
TO LANDFILL
(TONS)
MW SOLD TO
THE GRID
(MWHr)
JAN
28,062.73
34,547.42
-
89.61
62,699.76
88,386.20
58,472.32
2,732.64
-
-
55,739.68
56,056.79
14,730.96
19,013.00
FEB
29,738.60
35,231.54
-
137.81
65,107.95
79,001.70
59,447.35
3,657.66
-
-
55,789.69
51,603.69
13,689.16
17,394.00
MAR
28,894.14
37,938.16
-
94.61
66,926.91
78,250.60
61,015.16
3,225.02
-
-
57,790.14
56,257.06
15,744.03
20,204.00
APR
38,767.62
41,679.10
-
65.91
80,512.63
48,613.20
69,541.03
4,192.20
-
3,060.00
62,288.83
60,586.79
16,384.28
23,331.00
MAY
40,264.56
42,675.17
-
119.43
83,059.16
31,985.70
75,901.44
5,246.94
-
80.00
70,574.50
67,116.18
18,593.55
27,166.00
JUN
34,288.77
40,799.12
-
124.68
75,212.57
28,745.60
63,254.20
5,812.86
-
1,049.77
56,391.57
55,856.61
16,462.48
23,672.00
JUL
40,845.76
44,318.59
-
70.26
85,234.61
27,572.30
70,041.27
8,827.67
-
130.08
61,083.52
59,196.72
15,878.11
22,824.00
AUG
35,624.37
40,836.86
-
118.29
76,579.52
28,291.50
68,395.25
5,254.35
-
3,780.00
59,360.90
59,926.93
16,538.54
23,966.00
SEP
34,259.86
42,134.24
-
107.95
76,502.05
29,507.80
68,509.64
4,805.51
-
4,360.00
59,344.13
57,753.98
17,630.46
21,386.00
OCT
35,370.58
40,132.15
66.60
75,569.33
31,293.00
70,811.39
4,761.56
-
66,049.83
62,206.28
16,100.12
25,636.00
-
NOV
-
-
-
DEC
-
-
-
YTD TOTAL
12 MO
346,116.99
400,292.35
-
995.15
747,404.49
471,647.60
665,389.05
48,516.41
-
12,459.85
604,412.79
586,561.03
161,751.69
224,592.00
34,611.70
33,357.70
-
99.52
74,740.45
47,164.76
66,538.91
4,851.64
-
1,245.99
50,367.73
58,656.10
16,175.17
22,459.20
* NOTE: This is material brought in from the nearby counties in NC provided for under the Service Agreement.
4
WHEELABRATOR PORTSMOUTH INC
AVAILABILITY
CALENDAR YEAR 2014
MONTH
BOILER
BOILER PLANNED
BOILER UNPLANNED
TURBINE
TURBINE PLANNED
TURBINE UNPLANNED
AVAILABILITY (%)
OUTAGES (HRS)
OUTAGES (HRS)
AVAILABILITY
OUTAGES (HRS)
OUTAGES (HRS)
JAN
93%
144.00
55.50
75%
496.88
-
FEB
91%
125.03
104.88
99%
-
10.50
MAR
86%
344.67
70.03
95%
96.00
13.00
APR
92%
145.68
96.93
93%
80.00
82.00
MAY
94%
-
186.19
100%
-
-
JUN
88%
168.00
182.92
99%
-
2.53
JUL
86%
141.40
279.40
100%
-
1.30
AUG
88%
175.52
186.78
100%
-
-
SEP
85%
228.17
206.55
99%
-
7.15
OCT
94%
98.02
87.18
100%
-
5.75
91%
1,570.49
1,456.36
92%
672.88
NOV
DEC
YTD TOTAL
122.23
5
WHEELABRATOR PORTSMOUTH INC
SUPPLEMENTAL INFORMATION
October 2014
Oct
Total Waste received by SPSA:
35,371 tons
Waste delivered to RDF:
70,811 tons
Total RDF processed:
62,206 tons
Ash sent to landfill:
16,100 tons
Electric power sold:
25,636 MW
Steam sold to Navy:
31,293 K-LBS
Overall Boiler availablity:
94%
Overall Generator availability:
100%
Environmental Incidents
None
OSHA Recordable Accidents this period:
0
OSHA Recordable Accidents YTD:
4
General Notes:
6
B.
EXECUTIVE DIRECTOR UPDATES
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.
.
.
1.
Various Items of Interest
2.
Division Productivity – October 2013 compared to October 2014
3.
Executive Committee Minutes – October 9, 2014
.
Rowland Taylor
7
Southeastern Public Service Authority
Monthly Comparison of Divisions Productivity
Transfer Station Division - Tons/Man-Hours
(System Wide)
Transfer Station Division - Tons/Equipment
(System Wide)
60
55
50
45
40
35
30
25
20
15
10
5
0
20
18
16
14
12
10
8
6
4
2
0
July Aug Sept Oct Nov Dec Jan
Feb
Mar
Apr May June
Transportation Division - Tons/Miles
(System Wide)
0.90
0.80
0.70
0.60
0.50
0.40
0.30
0.20
0.10
20
18
16
14
12
10
8
6
4
2
0
Transportation Division - Tons/Man-Hours
(System Wide)
0.00
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Eastern Division - Tons/Man-Hours
Eastern Division - Tons/Equipment Hours
60
55
50
45
40
35
30
25
20
15
10
5
0
20
18
16
14
12
10
8
6
4
2
0
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Western Division - Tons/Equipment Hours
Western Division - Tons/Man-Hours
20
60
55
50
45
40
35
30
25
20
15
10
5
0
18
16
14
12
10
8
6
4
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
2
0
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
8
Individual Station Productivity Statistics
CTS - Tons/Equipment-Hours FY 2014
60
55
50
45
40
35
30
25
20
15
10
5
0
CTS - Tons/Man-Hours FY 2014
60
55
50
45
40
35
30
25
20
15
10
5
0
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
NTS - Tons/Man-Hours FY 2014
NTS - Tons/Equipment-Hours FY 2014
60
55
50
45
40
35
30
25
20
15
10
5
0
20
18
16
14
12
10
8
6
4
2
0
LTS - Tons/Man-Hours FY 2014
LTS - Tons/Equipment-Hours FY 2014
20
60
55
50
45
40
35
30
25
20
15
10
5
0
18
16
14
12
10
8
6
4
2
0
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
9
OTS - Tons/Man-Hours FY 2014
OTS - Tons/Equipment-Hours FY 2014
60
55
50
45
40
35
30
25
20
15
10
5
0
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
STS - Tons/Equipment-Hours FY 2014
60
55
50
45
40
35
30
25
20
15
10
5
0
20
18
16
14
12
10
8
6
4
2
0
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
STS - Tons/Man-Hours FY 2014
20
18
16
14
12
10
8
6
4
2
0
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
FTS - Tons/Equipment-Hours FY 2014
60
55
50
45
40
35
30
25
20
15
10
5
0
FTS - Tons/Man-Hours FY 2014
20
18
16
14
12
10
8
6
4
2
0
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
IOWTS - Tons/Equipment-Hours FY 2014
60
55
50
45
40
35
30
25
20
15
10
5
0
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
IOWTS - Tons/Man-Hours FY 2014
20
18
16
14
12
10
8
6
4
2
0
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Notice:
* The "FY 2015 bar" reflects divisions and individual production rates for the current fiscal year.
** The "FY 2014 marker-line" reflects divisions and individual production rates for the last fiscal year.
*** The "FY 2013 marker-line" reflects divisions and individual production rates for the 2013 fiscal year.
**** The "Red Line" reflects the new benchmark rates which was set based on the last eight (8) months of divisions and
individual production rates.
10
MINUTES OF THE
EXECUTIVE COMMITTEE
SOUTHEASTERN PUBLIC SERVICE AUTHORITY OF VIRGINIA
October 9, 2014
A meeting of the Executive Committee was held at 9:30 a.m. in the second floor conference room of the
SPSA Regional Building in Chesapeake, Virginia, and was called to order by Chairman Marley
Woodall. The other Committee Members present at this meeting were Mr. Everett Williams and Mr.
Don Williams. Also in attendance by invitation were Executive Director Bucky Taylor, Deputy
Executive Director Liesl DeVary (also Treasurer to the Board), Secretary to the Board Blanche
Christian, and General Counsel Trey Huelsberg.
1.
Executive Committee Minutes – September 18, 2014
Mr. Everett Williams moved, seconded by Mr. Don Williams to approve the minutes of the
September 18, 2014 Executive Committee meeting. The vote was unanimous.
2.
Monthly Financial Items
Ms. DeVary stated that the only thing to note this month is that municipal tonnages did dip down
like they have done historically, but it is in line with what we have budgeted. There are no
contracts for approval this month. The Audit Committee is scheduled to meet October 15th to
review the “clean” audit and the Auditors will present the report at the board meeting this month.
3.
Miscellaneous
Mr. Taylor commented that the Norfolk Transfer station work has been completed and looks
great.
4.
Closed Session – Motions Attached
Mr. Huelsberg, General Counsel, read the closed session request as follows:
I move that a closed session be held for discussions regarding the Southeastern Public
Service Authority of Virginia’s proposed Request for Proposal for “post-2018” wastedisposal services, in accordance with Virginia Code Section 2.2-3711(A)(29) for the
purpose of considering the negotiation of revisions to the terms of existing contracts
and/or negotiation and award of new contracts where competition and bargaining are
involved and where discussion in open session would adversely affect the bargaining
position and negotiating strategy of the public body.
Mr. Don Williams moved, seconded by Mr. Everett Williams to approve the closed session
certification as read. The vote of the motion was unanimous.
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5.
Actions Arising from Closed Session
The Executive Committee of the Southeastern Public Service Authority of Virginia hereby
certifies that, to the best of each member’s knowledge: (a) only public business matters lawfully
exempted from open meeting requirements by Virginia law under the Virginia Freedom of
Information Act were discussed in the closed meeting to which this certification applies; and
(b) only such public business matters as were identified in the motion convening the closed
meeting were heard, discussed or considered in the closed meeting just concluded.
Mr. Don Williams moved, seconded by Mr. Everett Williams to approve the motion as
read. The vote of the motion was unanimous.
6.
Adjournment
There being no further business to come before the Executive Committee meeting, the meeting
was adjourned at 10:20 a.m.
12
C.
2.
CHAIRMAN’S COMMENTS
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Chairman Woodall
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Chairman Woodall
ACTION AGENDA
A.
MINUTES OF THE BOARD MEETING
The minutes of the October 22, 2014 Board meeting are attached for your review and approval.
RECOMMENDED ACTION: Approve the minutes as presented.
MOTION: I move that the October 22, 2014 minutes of the SPSA Board of Directors be
approved as presented.
13
MINUTES OF THE BOARD OF DIRECTORS OF THE
SOUTHEASTERN PUBLIC SERVICE AUTHORITY OF VIRGINIA
October 22, 2014
The Regular Meeting of the Board of Directors of the Southeastern Public Service Authority
(SPSA) was held at 9:30 a.m. in the Regional Board Room at the Regional Building, 723 Woodlake
Drive, Chesapeake, Virginia. The following members were in attendance or as noted:
Mr. Marley Woodall
Mr. Everett Williams
Mr. Roy Chesson
Mr. Donald Williams
Mr. C.W. “Luke” McCoy
Mr. Mark Hodges
Mr. David Arnold
Mr. William Sorrentino
* Indicates Late Arrival
(CH)
(FR)
(IW)
(NO)
(PO)
(SH)
(SU)
(VB)
Mr. Eric Martin
Mr. H. Taylor Williams
Ms. Anne Seward
Mr. Richard Broad
Mr. George M. Willson
Mr. Michael Johnson
Mr. Patrick Roberts
Mr. John Barnes
(CH)
(FR)
(IW)
(NO)
(PO)
(SH)
(SU)
(VB)
** Indicates Early Departure
(CH) Chesapeake; (FR) Franklin; (IW) Isle of Wight; (NO) Norfolk; (PO) Portsmouth,
(SH) Southampton County; (SU) Suffolk; (VB) Virginia Beach
Others present at the meeting included the Alternate Ex-Officio Members Mr. Popovich (IW), Mr.
Howard (NO), Mr. Nielsen (SU), and the following SPSA executives Mr. Rowland (Bucky) Taylor,
Executive Director, Ms. Liesl R. DeVary, Deputy Executive Director and Treasurer, and Mrs.
Blanche Christian, Administrative Coordinator and Secretary, Trey Huelsberg, General Counsel,
and staff from SPSA and the Hampton Roads Planning District Commission.
The meeting was then called to order by Chairman Woodall followed by the invocation by Mr.
Everett Williams, the Pledge of Allegiance, and Roll Call. A quorum was present.
1.
PRESENTATIONS
A.
JULY 1, 2013 TO JUNE 30, 2014 ANNUAL AUDIT BY DIXON HUGHES GOODMAN
Ms. DeVary introduced Niketa Bailey from Dixon Hughes Goodman and the manager on our audit.
Ms. Niketa Bailey stated that I have with me Mr. Matt Davis who is also a senior associate on this
engagement. We met earlier last week with the audit and finance committee and reviewed the
financial statements in detail. I will turn your attention to in your packet to Page 1 of your auditors
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report. This is an independent auditors’ report conducted by Dixon Hughes Goodman and states
our responsibility and our opinion on how that went. Page 2 basically states this audit was
conducted in accordance with Generally-Accepted Accounting Principles and in accordance with
government auditing standards. You had a clean audit and there were no issues or findings. The
audit went really well, Liesl and her staff did a great job.
Mr. Chesson (IW) commented that I would like to thank Liesl and her staff. This audit is the third
or fourth report I have done and it’s a breeze because of the good work they do all year long.
Ms. Christian read the motion.
Mr. Arnold (SU) moved, seconded by Mr. Mike Johnson (SH), that the Annual Audit for the
fiscal year ending June 30, 2014 be accepted as presented. The vote of the motion was
unanimous.
2.
A.
INFORMAL ITEMS: DISCUSSION ONLY
MONTHLY REPORT ON WTE OPERATIONS
Mr. Grego began his report on the operational stats for Wheelabrator for the month of September.
The total waste received by SPSA 34,260 tons and the total waste delivered to the RDF facility was
68,510 tons. The total waste processed was 57,754 tons and there was 17,630 tons of ash sent to the
regional landfill. The total electric power sold for the month was 21,386 megawatts and there was
29,508 k-pounds of steam sold to Navy. Overall boiler availability was at 85% and the turbine
generator availability was at 99%. Overall it has been a fairly good month. Boiler one had a
scheduled 8 day outage that ran as planned. During that time we replace the superheaters. Boilers
one and four had some unscheduled down time due to a few leaks. A new superheater is scheduled
to be installed in unit four in October. We will see 12 months' reliability on those units going
forward.
B.
EXECUTIVE DIRECTOR UPDATES
Mr. Taylor began his updates. This month we have Robbie Robinson with us for me to introduce.
He is our transfer station manager at the Oceana Transfer Station. He has been with SPSA for 23
years and he has been the manager of the Oceana for the last several years. He started with SPSA
way back in 1991, and he has worked as heavy equipment operator, senior operator and shift
manager and he was promoted to transfer station operator in 2004. He was a Navy Seabee for six
years and he was a heavy construction utilities equipment operator after that. He is married and has
14 year old daughter and is originally from Maine. We are glad to have Robbie with us and
appreciate the fine work he has done for us.
Regarding the landfill we have had no odor complaints. The Cell V cover is about 99.9% complete,
Scott has a bit more hydroseeding to do and that's it.
The Post-2018 Use and Support committee is comprised of Mike Johnson as Chairman, John
15
Barnes, Richard Broad, Eric Martin. Trey, Liesl and I also participate in that. We did meet this
month and Mike I believe has a few words he would like to share with us this morning.
Mr. Mike Johnson (SH) commented that we had a good productive meeting last week. We spent
about three hours just talking about the general terms and provisions of the agreement. Trey is
going to take the feedback he received during that meeting and build that into an initial draft. We
are using a lot of the material that was put together by the technical working group that was
appointed by CAO's last year so that work is not lost. So we should have an initial draft for the
committee next month and will be vetting that internally and should have that agreement to present
to this board well ahead of that March deadline.
3.
A.
ACTION AGENDA
MINUTES OF THE BOARD MEETING
Chairman Woodall (CH) moved to the action agenda. The minutes of the board meeting have been
distributed and he asked if there were any additions or changes.
Ms. Christian read the motion.
Mr., McCoy (PO) moved, seconded by Mr. Don Williams (NO), that the minutes of the
September 24, 2014 meeting be approved as presented. The vote of the motion was
unanimous.
B.
FINANCIAL MATTERS
(1)
Financial Reports
Ms. DeVary began by stating that for the month ending September 30th, total revenues exceeded
total expenses by $1.14 million as compared to $2.18 in the previous year. The revenues from
tipping fees are basically unchanged as compared to the same time frame last year. We have
experienced an increase in tire disposal revenue largely due to the continuation of the state's end
user reimbursement program. We’re also pleased to let you know that we received $27,088 in
September and that represents the rebate that we received back for participating in the state's credit
card and ePayables program. If you recall last year at this time it was $12,635, so we are increasing
our participation and being more efficient in how we are issuing our checks and we are getting
money in return. At the end of September municipal tonnages totaled 104,633 as compared to
104,673 a year ago. Portsmouth is down as compared to last year because of them implementing
their curbside recycling program, but it appears Norfolk and Virginia Beach are slightly up as
compared to last year so it is balanced out nicely. The total expenses fiscal year to date were
approximately $9.3 million as compared to $8.2 million in the prior year. The increase as compared
to last year is primarily due to the schedule increases in debt service. They were scheduled that we
would be paying more of our debt off sooner and so that's where the increase is. At Wheelabrator's
request, 940 tons were diverted from the transfer station hauled by SPSA to the regional landfill.
We received a credit in the amount of $44,737, and just for your information total tons diverted
fiscal year to date have been 12,042 tons and that has in turn generated a credit of $573,843. Our
16
budget is looking very well. Cash balances remain at about $23.7 million, designated with $4.4
million in the operating fund, $3.3 million in the tip fee stabilization fund, $6 million in landfill
closure and $10 million in the operating reserve.
Mr. Eric Martin (CH) asked whether anything in the budget tonnages, operational changes or future
costs that would lead us to believe we would are a significant change in tipping fees next year. Ms.
DeVary responded no; it looks like we are steady on maintaining the existing rate.
Ms. Christian read the motion.
Mr. Don Williams (NO) moved, seconded by Mr. McCoy (PO), that the financial reports
subject to audit be approved as presented. The vote of the motion was unanimous.
(2)
Resolution Authorizing Use of the Competitive Negotiation Process in accordance
with the Virginia Public Procurement Act
Ms. DeVary continued that the next item for your consideration in order to formally issue the RFP
for waste disposal services post-2018 we are requesting the board adopt a resolution whereby
authorizing the use of competitive negotiation versus competitive sealed bidding process. The RFP
will be issued tomorrow with the responses due back December 16th and we will e-mail a copy of
the RFP to each one of you tomorrow simultaneously as it is being issued..
Ms. Christian read the resolution as follows.
RESOLUTION AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSAL
FOR WASTE DISPOSAL SERVICES POST 2018
WHEREAS, the Board of Directors of the Southeastern Public Service Authority of Virginia
has determined that competitive sealed bidding for the procurement of post-2018 waste
disposal services is neither practicable nor fiscally advantageous to SPSA because (a) cost is
not the primary consideration in awarding a contract for such services and (b) the procurement
is of a technical nature and the solution is best left to the vendors to propose, rather than limit
the available options, and accordingly procurement should be made by competitive
negotiation;
NOW, THEREFORE, BE IT RESOLVED, that the Executive Director and Deputy Executive
Director of SPSA are hereby authorized and directed to proceed with requests for proposals
for post-2018 waste disposal services in accordance with SPSA’s current Purchasing Policies
and Procedures, provided, the ultimate award of any contract for post-2018 waste disposal
services, including but not limited to the financial terms thereof, shall be subject to the further
and final approval of the Board of Directors following the conclusion of such RFP process in
accordance with such policies and procedures.
Adopted by this Board this 22nd day of October, 2014.
17
Ms. Christian read the motion.
Mr. Don Williams (NO) moved, seconded by Mr. Mike Johnson (SH), that the Resolution
Authorizing the issuance of a Request for Proposal for waste disposal services post 2018 be
approved as read. The vote of the motion was unanimous.
6.
ADJOURNMENT
There being no further business to come before this Board of Directors, the regular meeting was
adjourned at 9:48 a.m.
____________________________________
Rowland L. Taylor
Executive Director
Submitted by: Blanche Christian
Secretary, SPSA Board of Directors
18
B.
FINANCIAL MATTERS
(1)
Financial Reports
.
.
.
.
.
.
.
. Liesl DeVary
Statement of Revenue and Expenses – Budget to Actual Comparison
As of October 31, 2014, total revenues exceeded total expenses by approximately $1.06 million as compared
to $2.27 million in the previous year. Tipping fee revenue received fiscal year to date is basically unchanged
as compared to the amount received in the prior fiscal year.
For the month ending October 31, 2014, total expenses FYTD were $12.6 million as compared to $11.4
million incurred in the previous year. The increase is primarily reflected in the increase in debt service.
Monthly Expense Line Items
This report provides the actual expenses by month by the type of expense. The majority of the line items vary
in amounts from month to month because they are either: (1) dependent on usage, or (2) timing of payment
and/or check date. The increase in the various salaries and benefits is due to having three (3) bi-weekly pay
periods in the month of October.
Monthly Comparison of Revenues and Expenses
This report illustrates the monthly revenues and expenses. An explanation is included under each graph if
there is a sizeable variance. The straight line in each graph represents the fiscal year 2015 budget on a
straight-lined basis and the line graph represents the prior fiscal year for comparison.
Waste Stream Report
This report has been developed to provide the status of tonnages received as compared to the amounts
budgeted. For the month ending October 31, 2014, municipal waste tonnages (excluding Suffolk waste taken
directly to the landfill) are up 1,016 tons fiscal year to date or approximately less than 1% as compared to the
previous year. Commercial waste received at the transfer stations and RDF plant is down 1.2% as compared
to last year and Navy waste is up 11%.
Treasurer’s Report of Cash Balances
This report captures the monthly activity in each of the depository accounts grouped as either
operating funds, trust funds or debt service funds. As of October 31, 2014 operating cash balances
were $23.6 million representing $4.3 million in the operating account, $3.3 million for tip fee
stabilization fund, $10 million for the operating reserve and $6 million designated for landfill
closure.
RECOMMENDED ACTION: Approve the financial reports as presented.
MOTION: I move that the SPSA financial reports subject to audit be approved as presented.
19
Southeastern Public Service Authority
Statement of Revenue and Expenses - Budget to Actual Comparison
For the Period Ending October 31, 2014
October 2014
REVENUES
A Tipping Fees
Tire program
Household Hazardous Waste Revenue
White Goods Program
Landfill Gas Recovery
Miscellaneous Income
Interest Earnings
B Fund Balance / Capital
Fund Balance / Contingency
Fund Balance / Tip Fee Stabilization Fund
TOTAL REVENUES
OPERATING EXPENSES
Administration
Salaries / Wages
Employee Benefits
Professional / Contracted Services
Materials / Supplies
Other Operating Expenses
Total Administration
Environmental Management
Salaries / Wages
Employee Benefits
Professional / Contracted Services
Materials / Supplies
Other Operating Expenses
Total Environmental Mgmt & Safety
Operations
Salaries / Wages
Employee Benefits
Professional / Contracted Services
Materials / Supplies
Other Operating Expenses
Total Operations
TOTAL OPERATING EXPENSES
Adjusted
Budget
Month
FYTD
% of
Budget
Adjusted
Budget
$ 36,711,725
210,000
225,000
40,000
550,000
239,005
35,000
259,833
1,460,000
2,962,369
$ 42,692,932
$ 3,154,515
21,753
15,030
7,301
44,434
24,481
8,397
$ 3,275,910
$ 13,018,377
113,620
84,375
17,126
165,746
221,675
28,514
61,298
$ 13,710,730
35.5%
54.1%
37.5%
42.8%
30.1%
92.7%
81.5%
23.6%
0.0%
0.0%
32.1%
$ 38,269,141
210,000
250,000
30,000
550,000
387,325
30,000
493,945
1,460,000
1,087,500
$ 42,767,911
$
$
794,749
235,035
606,665
7,570
172,612
1,816,631
$
90,763
16,196
44,738
262
14,596
166,555
$
243,225
58,145
161,454
2,027
48,928
513,779
30.6%
24.7%
26.6%
26.8%
28.3%
28.3%
$
$
246,163
90,618
48,200
22,400
7,381
414,762
$
28,294
7,668
2,722
1,150
367
40,201
$
79,489
31,655
3,880
3,308
1,549
119,881
32.3%
34.9%
8.1%
14.8%
21.0%
28.9%
$
5,691,350
1,949,566
1,910,196
2,199,913
731,855
$ 12,482,880
$
617,438
158,991
168,035
109,366
94,006
$ 1,147,836
$
31.1%
33.1%
34.5%
27.8%
33.9%
31.5%
$
$
1,770,712
644,787
658,940
612,269
248,460
3,935,168
$ 14,714,273
$ 1,354,592
$
4,568,828
196,525
63,308
12,000
300,000
120,189
240,000
28,000
175,000
225,000
105,000
450,000
105,000
80,000
23,150
5,450
99,811
2,228,433
$
25,000
25,000
$
4,046,250
1,204,316
15,208
5,265,774
$
277,917
95,381
235
373,533
$
$
$
$
$
CAPITAL PROJECTS / EQUIPMENT REPLACEMENT
B Regional Landfill Site Improvements
$
B Franklin Transfer Station - Asphalt Repairs
Regional Landfill - Brush Cutter/Mower
Regional Landfill - Asphalt Repairs
Road Tractors (refurbish 4)
MSW Trailers (refurbish 15)
CTS - Yard Dog (refurbish)
CTS - Reskin Main Bldg and Scalehouse
FTS - Wheeled Loader
LTS - Pressure Wash/Paint Exterior
LTS - Wheeled Loader
NTS - Pressure Wash/Paint Exterior
NTS - Pressure Wash/Paint Interior
OTS - Concrete Landing Gear Pad Replace
OTS - Concrete Loader Pad
Gasboy Upgrade
Total Capital/Equipment Replacement
DEBT SERVICE
Principal (transfers to trustee)
Interest (transfers to trustee)
Letter of Credit Fees - DEQ Financial Assurance
Total Debt Service
October 2013
$
$
$
$
$
$
$
$
$
$
$
851,638
241,916
635,209
9,990
173,385
1,912,138
FYTD
% of
Budget
$ 13,023,228
83,245
80,516
16,741
130,562
90,024
16,313
237,425
$ 13,678,053
34.0%
39.6%
32.2%
55.8%
23.7%
23.2%
54.4%
48.1%
0.0%
0.0%
32.0%
$
236,804
58,067
160,066
3,295
50,111
508,344
27.8%
24.0%
25.2%
33.0%
28.9%
26.6%
65,136
27,974
2,338
5,283
2,124
102,854
28.7%
34.9%
3.6%
23.1%
21.9%
25.4%
27.4%
32.8%
31.3%
30.2%
23.9%
29.1%
Month
$
$
226,637
80,265
64,700
22,875
9,714
404,191
$
5,633,217
1,801,188
1,913,260
2,138,015
738,021
$ 12,223,701
$
31.1%
61,298
25,000
25,000
29,600
15,575
4,150
2,240
162,863
0.0%
96.8%
0.0%
0.0%
0.0%
0.0%
0.0%
0.0%
0.0%
23.8%
0.0%
23.8%
37.0%
67.3%
76.1%
2.2%
7.3%
1,822,917
441,273
235
2,264,425
45.1%
36.6%
1.5%
43.0%
3,161,141
23,189
20,701
1,465
35,519
33,561
8,673
3,284,249
64,410
13,827
51,031
532
13,407
143,206
$
17,361
6,287
757
968
596
25,969
$
$
$
401,628
133,103
149,727
176,136
45,683
906,277
$
1,542,048
591,663
598,995
644,922
176,666
3,554,295
$ 14,540,030
$
1,075,452
$
4,165,493
28.6%
$
1,031,713
$
2,510
$
265,399
25.7%
$
4,672,500
1,385,692
15,000
6,073,192
$
515,000
114,951
629,951
$
552,500
463,251
1,015,751
11.8%
33.4%
0.0%
16.7%
$
$
$
$
$
$
20
October 2014
OTHER USES
C Va. Beach Ash & Residue Agreement
Salaries / Wages
Employee Benefits
Professional / Contracted Services
Materials / Supplies
Other Operating Expenses
Internal Service Charges
Indirect Costs
Capital Equipment
Engineering Services & Permits
Total Ash & Residue Agreement
Service Fee to Wheelabrator
Annual Fee Paid over 12 Months
Less: Steam Energy Revenue
Less: SPSA Hauling Fee
Less: Loading Fee
Less: Liquidated Damages Late Trailer
Less: Proprietary Waste Revenue
Less: Fuel Surcharge
Less: Overtime Per Addendum 4
Less: Cost for Ash Disposal
Less: Diverted Waste Disposed by SPSA
Less: Other Credits
Net Fee to Wheelabrator
Adjusted
Budget
$
$
690,835
216,055
272,700
34,500
109,161
378,844
309,000
10,000
150,000
2,171,095
Month
$
$
57,570
18,005
22,725
2,875
9,097
31,570
25,750
833
12,500
180,925
October 2013
FYTD
$
$
217,316
71,196
53,862
4,985
32,695
212,253
97,969
833
12,500
703,609
$ 22,885,000 $ 1,907,083 $ 7,628,333
(850,000)
(69,687)
(273,418)
(3,574,000)
(349,543)
(1,470,080)
(300,000)
(12,552)
(52,035)
(86,355)
(11,470)
(43,602)
(710,000)
(51,236)
(253,652)
(51,288)
(4,284)
(17,135)
(475,000)
.
(573,843)
$ 16,838,357 $ 1,408,311 $ 4,944,570
% of
Budget
Adjusted
Budget
31.5%
33.0%
19.8%
14.5%
30.0%
56.0%
31.7%
8.3%
8.3%
32.4%
$
33.3%
32.2%
41.1%
17.3%
N/A
50.5%
35.7%
33.4%
$ 21,890,000 $
(760,000)
(2,650,000)
(350,000)
(70,000)
(600,000)
(50,000)
N/A
N/A
29.4%
.
$ 17,410,000
$
800,000
229,000
165,000
32,000
70,000
414,714
284,262
13,000
230,000
2,237,976
Month
$
$
50,589
16,800
16,299
2,587
4,003
40,943
24,073
1,483
2,597
159,374
FYTD
$
$
205,989
69,644
42,998
9,847
22,406
165,628
95,908
2,191
35,351
649,962
33.3%
36.9%
48.9%
25.6%
N/A
50.4%
43.7%
33.4%
$
1,486,968
5,960,789
0.0%
0.0%
N/A
0.0%
28.2%
26.7%
$ 1,589,236
$
5,648,179
0.0%
0.0%
N/A
0.0%
27.6%
10,000
5,000
1,460,000
$ 21,122,976
$
GRAND TOTAL EXPENSES
$ 42,692,932
$ 3,342,360
$ 12,644,295
29.6%
$ 42,767,911
$ 3,194,881
$ 11,407,432
NET REVENUES / (EXPENSES)
$
$
$
$
$ 2,270,621
-
(66,450) $ 1,066,435
-
25.7%
30.4%
26.1%
30.8%
32.0%
39.9%
33.7%
16.9%
15.4%
29.0%
1,824,167 $ 7,296,667
(68,812)
(280,475)
(331,081)
(1,296,536)
(19,304)
(89,564)
(5,000)
(8,067)
(35,267)
(65,138)
(262,315)
(4,171)
(16,684)
1,327,594 $ 5,310,827
10,000
5,000
1,460,000
$ 20,484,452
Virginia Beach Environmental Trust Fund
Suffolk Environmental Trust Fund
Reserve for Tip Fee Stabilization
Contingency
Total Other Uses
% of
Budget
89,368
$
N/A
N/A
30.5%
Footnotes:
A Tipping Fees include fees paid by the City of Virginia Beach at its capped rate of $65.35 per ton.
B Budget has been adjusted by $259,833 for purchase orders rolled over from FY 2014
C Monthly Expense shown for the month of October 2014 Va. Beach Ash & Residue Agreement is an estimate.
21
Southeastern Public Service Authority
Monthly Expense Line Items
Description
Expenses
Salaries Exempt
Salaries Non-Exempt
Overtime
Fica / Medicare Tax
Vrs Retirement
Health Insurance
Vrs Group Life Insurance
Unemployment Insurance
Workers Compensation
Medical Fees
Security Service
Professional Services
Engineering Services
Landfill Survey
Legal Fees
Environmental Testing
Fire Protection
Uniform Rental
Maintenance Service Agreements
Grounds Maintenance
Hazardous Waste Disp/Cleanup
Equipment Maintenance
Building / Site Maintenance
Leachate Pumping Station Maint
Printing
Advertising
Trustee Expense
Permit Fees
Electricity
Heating/Gas/Propane
Water / Sewer
Leachate Treatment
Telephone
Postage
Radio Communication & Repair
Insurance & Bonding
Equipment Rental
Land Lease Payment
Tire De-Rimming Service
Travel And Training
Road Tolls
Membership & Professional Dues
Bank Fees
Awards Programs
Ems Support Program
Office Supplies
Dues & Subscriptions
Other Operating Supplies
Vehicle / Equipment Fuel
Vehicle / Equipment Tires
Safety Apparel & Equipment
Small Equipment
Computer Hardware
Total Operating Expenses
Capital Projects/Equip Replacement
FY 2015
Budget
$
$
$
Debt Service - Transfers to Trustee
Letter of Credit Fees - DEQ
VB Ash & Residue Agreement
Service Fee to Wheelabrator
Va.Beach Environmental Trust Fund
Suffolk Environmental Trust Fund
Contingency
Total Expenses
$
1,963,571
4,567,020
201,671
514,976
348,204
923,389
84,598
76,073
327,979
9,000
89,000
174,500
250,000
15,000
250,000
58,400
6,000
30,676
161,115
141,886
32,500
776,200
429,394
30,000
400
12,150
22,000
76,840
234,002
16,200
41,300
60,000
95,400
3,700
10,500
236,241
14,390
2,500
12,000
23,422
149,478
2,615
4,100
1,000
15,800
12,566
88,697
1,282,120
780,800
27,100
22,800
5,000
14,714,273
2,228,433
5,250,566
15,208
2,171,095
16,838,357
10,000
5,000
1,460,000
42,692,932
Aug-14
$
$
144,073
344,658
7,941
36,826
27,781
74,097
6,086
472
18,044
452
7,369
10,856
1,565
5,809
10,955
512
1,850
14,220
16,143
89,124
27,361
7,100
8,957
16,509
111
1,998
3,305
7,943
266
19,329
3,113
208
1,598
13,139
397
216
575
986
1,326
6,078
114,224
107,300
1,862
613
278
1,163,625
$
44,725
630,297
171,680
1,265,213
3,275,539
Sep-14
$
$
145,171
343,717
8,025
36,477
27,851
74,376
6,085
630
18,044
884
7,298
34,515
19,627
14,654
297
970
2,004
2,438
11,352
67,797
66,851
8,888
238
57,157
17,566
111
3,276
5,420
7,851
116
19,329
3,563
208
4,471
813
13,511
367
155
1,794
918
2,119
86,103
55,802
1,328
5,197
652
1,186,015
Oct-14
$
$
93,138
630,297
190,576
1,337,675
$
3,437,701
219,049
506,013
11,433
53,975
27,863
75,553
6,088
1,334
18,044
675
7,075
31,950
9,223
3,721
534
2,371
4,333
11,404
1,362
77,706
63,998
179
963
14,396
112
2,287
47,155
7,539
116
19,329
255
208
1,227
13,602
75
271
2,246
1,150
895
2,654
96,403
7,054
2,238
385
152
1,354,592
$
$
613,579
1,442,133
37,713
153,888
111,590
369,609
24,433
2,891
72,176
2,011
21,742
77,487
19,627
1,565
29,986
14,972
2,865
8,358
45,631
39,629
1,362
306,366
168,892
9,067
1,500
7,100
66,114
54,814
333
7,562
55,880
25,454
498
77,816
7,102
833
4,471
4,258
54,310
472
1,077
2,975
4,127
4,057
15,400
381,596
197,970
8,158
6,296
1,082
4,568,828
$
162,863
2,264,190
235
703,609
4,944,570
12,644,295
25,000
373,298
235
180,925
1,408,311
$
3,342,360
From Previous Month
FYTD
$ Change
% Change % of Budget
FYTD
$
$
73,878
162,296
3,408
17,498
12
1,177
3
704
(209)
(223)
(2,565)
(19,627)
(5,431)
3,424
(436)
366
1,896
52
1,362
9,910
(2,853)
(8,709)
725
(57,157)
(3,170)
1
(990)
41,735
(313)
(3,308)
(4,471)
414
91
75
(96)
2,091
(644)
(23)
535
10,300
(48,748)
910
(4,812)
(500)
168,577
50.9%
47.2%
42.5%
48.0%
0.0%
1.6%
0.0%
111.7%
0.0%
-23.6%
-3.1%
-7.4%
-100.0%
N/A
-37.1%
1152.7%
-44.9%
18.3%
77.8%
0.5%
N/A
14.6%
-4.3%
-98.0%
N/A
303.9%
N/A
-100.0%
-18.0%
0.8%
-30.2%
770.0%
-4.0%
0.0%
N/A
0.0%
-92.8%
0.0%
-100.0%
50.9%
0.7%
N/A
-26.3%
1351.9%
N/A
-35.9%
-2.5%
25.2%
12.0%
-87.4%
68.5%
-92.6%
-76.7%
14.2%
31.2%
31.6%
18.7%
29.9%
32.0%
40.0%
28.9%
3.8%
22.0%
22.3%
24.4%
44.4%
7.9%
10.4%
12.0%
25.6%
47.8%
27.2%
28.3%
27.9%
4.2%
39.5%
39.3%
30.2%
0.0%
12.3%
32.3%
86.0%
23.4%
2.1%
18.3%
93.1%
26.7%
13.5%
0.0%
32.9%
49.4%
33.3%
37.3%
18.2%
36.3%
18.0%
N/A
72.6%
0.0%
26.1%
32.3%
17.4%
29.8%
25.4%
30.1%
27.6%
21.6%
31.1%
$
(68,138)
(257,000)
235
(9,652)
70,636
(95,341)
-73.2%
-40.8%
N/A
-5.1%
5.3%
N/A
N/A
N/A
-2.8%
7.3%
43.1%
1.5%
32.4%
29.4%
0.0%
0.0%
0.0%
29.6%
22
Southeastern Public Service Authority
Monthly Comparison of Revenues and Expenses
Tipping Fees - FY 2015
$4,000,000
White Goods Program Revenue - FY 2015
$10,000
$8,000
$3,000,000
$6,000
$2,000,000
$4,000
$2,000
$1,000,000
$-
$-
* Monthly revenue is dependent on users.
Tire Program Revenue - FY 2015
Landfill Gas Recovery Revenue - FY 2015
$50,000
$100,000
$40,000
$80,000
$30,000
$60,000
$20,000
$40,000
$10,000
$20,000
$-
$-
The significant increase in September is partially due to the receipt of
funds from the Commonwealth for the End User Reimbursement
Program.
Househould Hazardous Waste Revenue - FY
2015
* The increase in December reflects the annual payment for flared gas.
$10,000
$40,000
$8,000
$30,000
$6,000
$20,000
$4,000
Interest Earnings - FY 2015
$2,000
$10,000
$-
$July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
* Monthly revenue is dependent on users.
* Increase in August is reflective of the change in banks from Wells Fargo
to Townebank. The increase in October 2013 is due to a CD maturing.
Miscellaneous Income - FY 2015
$200,000
$150,000
$100,000
$50,000
$-
* The increase in April reflects the sale of surplus equipment.
23
Environmental Management Expenses FY 2015
Administration Expenses - FY 2015
$250,000
$50,000
$40,000
$30,000
$20,000
$10,000
$-
$200,000
$150,000
$100,000
$50,000
$-
* The increase in June is attributed to accrued wages and leave.
Operations Expenses - FY 2015
$1,400,000
* The increase in June is attributed to accrued wages and leave.
Capital Projects / Equipment Replacement FY 2015
$1,200,000
$300,000
$1,000,000
$250,000
$800,000
$200,000
$600,000
$150,000
$400,000
$100,000
$200,000
$50,000
$-
$-
* The increase in June is attributed to accrued wages and leave.
* Capital projects rarely follow a straight lined budget.
Debt Service - FY 2015
$700,000
$600,000
$500,000
$400,000
$300,000
$200,000
$100,000
$-
O&M - Va Beach Landfill - FY 2015
$250,000
$200,000
$150,000
$100,000
$50,000
$-
* Decrease beginning in October is the scheduled amount.
Service Fee to Wheelebrator Portsmouth, Inc.
- FY 2015
$1,600,000
$1,400,000
$1,200,000
$1,000,000
$800,000
$600,000
$400,000
$200,000
$-
24
Southeastern Public Service Authority (SPSA)
Waste Stream
FY 2012
Actual (Tons)
Waste Category
Waste Stream Budgeted under Tipping Fees
Municipal Waste
Chesapeake
Franklin
Isle of Wight
Norfolk
Portsmouth
Southampton
Suffolk
Virginia Beach
Residential (Free of Charge)
Total Municipal Waste
Sludge - Norfolk
Navy Waste
Construction & Demolition Debris
Total Other Waste
Total Waste Stream
FY 2013
Actual (Tons)
FY 2014
Actual (Tons)
FY 2015
Budget
FY 2015
Actual (Tons) % of Budget
as of 10/31/14
93,979
3,795
17,464
67,658
40,005
8,187
42,571
137,624
8,074
91,754
2,533
17,411
63,952
43,334
7,791
41,582
134,007
8,667
91,182
2,462
17,254
60,416
31,572
8,027
37,881
130,349
9,072
92,254
2,355
17,430
59,292
30,800
8,013
36,806
131,403
-
32,026
847
5,647
21,940
10,143
2,731
13,491
47,796
3,265
34.7%
36.0%
32.4%
37.0%
32.9%
34.1%
36.7%
36.4%
N/A
419,357
411,031
388,215
378,353
137,886
36.4%
6,577
7,523
7,705
7,000
2,509
35.8%
27,774
14,797
49,148
25,179
9,770
42,472
23,613
9,014
40,332
23,000
10,000
40,000
8,831
3,516
14,856
38.4%
35.2%
37.1%
468,505
453,503
428,547
418,353
152,742
36.5%
Note: Municipal waste totals above include yard waste and CDD received from Suffolk contractors at regional landfill
Municipal Tonnages
50,000
45,000
40,000
FY 2010 Actual
FY 2011 Actual
Tons
FY 2012 Actual
35,000
FY 2013 Actual
FY 2014 Actual
30,000
25,000
FY 2015 Budget
FY 2015 Actual
20,000
25
Southeastern Public Service Authority (SPSA)
Regional Landfill Waste Stream
Types of Waste (tons)
Construction Demolition Debris
Sludge
Industrial Waste
Soils
Clean Fill
Peanut Dust/Peanut Hulls
Municipal Solid Waste 1
Navy Waste 2
Non-Processible Commercial Waste 2
Fluff from BiMetals
Concrete/Asphalt
Shredded Tires
Ash
Diverted Processible Waste (fromTsf Stations)
Total
1
2
FY 2011
FY 2012
29,005
5,990
2,843
38,327
7,733
5,966
781
586
1,896
14,798
6,577
1,427
16,845
14,741
8,777
873
627
3,029
3,321
8,152
104,601
FY 2013
FY 2014
July
Aug
Sept
Oct
FYTD
FY 2015
FY 2015
FY 2015
FY 2015
FY 2015
2,792
162,663
22,477
9,770
7,523
930
4,855
23,271
9,541
173
434
4,443
194
2,401
192,743
-
9,015
7,705
1,243
8,519
20,044
778
3,288
135
1,467
5,525
822
2,177
193,709
8,568
979
511
208
423
423
277
254
10
381
580
291
15,878
8,586
759
566
208
496
166
152
127
428
508
58
227
16,539
2,516
787
706
35
2,289
879
174
440
10
24
477
231
17,630
940
991
726
128
1,673
192
173
76
20
590
307
16,100
-
3,516
2,509
579
4,881
1,660
776
897
20
853
2,155
58
1,056
66,147
12,042
255,626
256,278
262,995
28,801
22,750
24,622
20,976
97,149
Represents CDD from the City of Suffolk and City of Suffolk's Contractors
Boats, Flour, Frozen Foods, Other items too large for Suffolk Transfer Station
26
Southeastern Public Service Authority
Treasurer's Report of Cash Balances
For the Month Ending October 31, 2014
Beginning
Balance
Fund Type
Unrestricted and Designated Funds (see footnote below):
Wells Fargo / Townebank Operating
$
4,386,919.67
Townebank Investment
19,311,734.86
Total Unrestricted and Designated Funds
$
23,698,654.53
Trust Funds:
Environmental / Va. Beach Landfill
Environmental / Regional Landfill
Total Trust Funds
Debt Service Funds:
1998
2009 A
Total Debt Service Funds
GRAND TOTAL
Cash Balances Designated as follows:
Operating Account
Tip Fee Stabilization Fund
Operating Reserve
Landfill Closure
Trust Funds
Debt Service Funds
Total Designated Funds
$
$
$
436,841.80
410,512.45
847,354.25
Deposits /
Transfers In
$
3,947,249.54
$
3,947,249.54
$
$
$
24.22
6,872,683.50
6,872,707.72
$
31,418,716.50
$
4,326,312.85
3,325,752.00
10,000,000.00
6,000,000.00
847,384.44
374,390.11
24,873,839.40
$
Interest Earnings
-
$
8,202.56
8,202.56
$
20.03
10.16
30.19
$
$
373,297.51
373,297.51
$
4,320,547.05
Payables /
Transfers Out
Debt Service
$
373,297.51
$
2,970,485.07
$ 658,259.20
$
373,297.51
$
2,970,485.07
$ 658,259.20
$
-
$
163.76
163.76
$
6,871,778.88
6,871,778.88
$
8,396.51
$
7,245,076.39
$
-
$
-
$
2,970,485.07
Ending
Balance
Payroll
$
-
$
-
$ 658,259.20
$
4,332,127.43
19,319,937.42
$ 23,652,064.85
$
$
$
436,861.83
410,522.61
847,384.44
24.22
374,365.89
374,390.11
$ 24,873,839.40
27
(2)
DEQ Financial Assurance
In accordance with the Code of Virginia, including applicable regulatory regimes, and the requirements
of the various permits, SPSA must provide financial assurance with respect to its ability to satisfy the
costs associated with closing the regional (Suffolk) landfill and other facilities and various post-closure
obligations (see projected costs below).
Last year, SPSA met this requirement through a combination of the local government financial test (as
determined by reference to certain financial ratios derived from SPSA’s most recent audited financial
statements), posting a $1 million irrevocable letter of credit payable to the Virginia Department of
Environmental Quality (DEQ) and issued by Wells Fargo, as authorized by the senior subordinated bond
resolution, and the establishment of a restricted sinking fund. The sinking fund is an alternative to
increasing the letter of credit, and allows SPSA to avoid thousands of dollars in fees that would
otherwise be incurred with an increased letter of credit.
As of June 30, 2014, SPSA had accumulated a total of $6 million for landfill closure costs of which only
$1,206,000 was required to be in a Restricted Sinking Fund in order to demonstrate financial assurance
for the prior fiscal year. Per the attached letter from the DEQ, SPSA has been authorized to meet its
financial assurance requirements for the fiscal year ending June 30, 2014 through a combination of the
local government financial test accompanied by a restricted sinking fund in the amount of $3,680,000.
By increasing the restricted sinking fund, the $1 million letter of credit is not required at this time,
resulting in budgetary savings of approximately $16,925 in the current fiscal year.
The current projected closure/post closure costs are detailed below:
Permit #
Facility
Address
Permit 417
PBR 072
PBR 191
PBR 195
PBR 194
PBR 193
PBR 190
Permit 539
Regional Landfill
1 Bob Foeller Drive, Suffolk, Virginia
Cell V Closure
Cell VI Closure
Cells I-IV Post Closure
Cell V & VI Post Closure
Groundwater Corrective Action
Tire Processing Facility
1 Bob Foeller Drive, Suffolk, Virginia
Landstown Transfer Station
1825 Concert Dr., Vi8rginia Beach, Virginia
Norfolk Transfer Station
3136 Woodland Avenue, Norfolk, Virginia
Chesapeake Transfer Station
901 Hollowell Lane, Chesapeake, Virginia
Isle of Wight Transfer Station
13191 Four Square Road, Smithfield, Virginia
Oceana Transfer Station
2025 Virginia Beach Blvd, Virginia Beach, Virginia
Ivor Transfer Station
36439 General Mahone Blvd, Ivor, Virginia
Permit 484
PBR 192
PBR 518
Boykins Transfer Station
Franklin Transfer Station
Suffolk Transfer Station
18448 General Thomas Hwy, Boykins, Virginia
30521 General Thomas Highway, Franklin, Virginia
1 Bob Foeller Drive, Suffolk, Virginia
Total
FYE 6/30/14
$
7,752,359
7,396,746
3,502,745
3,327,058
1,000,000
31,396
57,012
57,012
21,927
6,578
21,927
1,316
2,193
6,578
54,364
$ 23,239,214
RECOMMENDED ACTION: Authorize the cancelation of the $1 million letter of credit
whereby eliminating the Reimbursement Agreement with Wells Fargo, terminating the Series 22
Bond Resolution and increasing the restricted portion of the total $6 million set aside for landfill
closure from $1,206,000 to $3,680,000.
MOTION: I authorize the cancelation of the $1 million letter of credit and increasing the
restricted portion set aside for landfill closure as presented.
28
29
30
31
(3)
Contract Renewal
a. Professional Engineering Services
Professional Engineering Services
BID: RFP 0013-12 PROJECT:
8/11/11
INITIATED: M. Grant
PRE-PROPOSAL
OPENED:
CONFERENCE:
#3 of 4
Original Bid FY 2012 Base year with 4 Option years
Options
Budget: $250,000
8/25/11
Projected Cost: Estimated $230,000 – $250,000
Proceed with Contract
Award
Signature _______________________________ Date_____________
Chairman Board of Directors
Hold until further
notice
Signature _______________________________ Date_____________
Chairman Board of Directors
COMMENTS: Contract Renewal with HDR Engineering for the period January 1, 2015 through
December 31, 2015. This is to exercise option 3 of 4 which includes a 2% increase in the hourly
rate charged for services provided.
Projects may include the evaluation, programming and design of public facilities; professional
services associated in evaluation repair and/or rehabilitation of structural, electrical and
mechanical systems; professional services associated with landfills and landfill gas; facilities;
professional services associated with emergencies and natural disasters, environmental and
regulatory compliance, regulatory issues; and, site plan, engineering, surveying, environmental,
geotechnical, construction management and inspection services associated with capital
improvement projects. Coordinating temperature issues on Cell V, handling groundwater review of
data and permit coordination, post closure inspections on cells I-IV, Title V – Air permitting
coordination, Storm water review of data and permit coordination, any waste permitting issues,
and coordination with our contract lab on the required sampling, and any additional on-call type
matters.
RECOMMENDED ACTION: Renew the contract for professional engineering services with
HDR Engineering for the period January 1, 2015 through December 31, 2015 by exercising option
year 3 as presented.
MOTION: I move that the contract with HDR Engineering be renewed by exercising option year
3 of the contract which includes a 2% increase in the hourly rate charged for services provided as
presented.
32
C.
2015 BOARD MEETING DATES. .
.
.
.
.
.
Chairman Woodall
A schedule of proposed 2015 Board meeting dates is attached for your review and approval.
Wednesday, January 28, 2015
Wednesday, February 25, 2015
Wednesday, March 25, 2015
Wednesday, April 22, 2015
Wednesday, May 27, 2015
Wednesday, June 24, 2015
Wednesday, July 22, 2015
Wednesday, August 26, 2015
Wednesday, September 23, 2015
Wednesday, October 28, 2015
* Wednesday, December 9, 2015
ALL MEETINGS WILL COMMENCE AT 9:30 A.M.
* in place of regular November meeting due to Thanksgiving Holidays
RECOMMENDED ACTION: Approve the 2015 Board Meeting dates as presented.
MOTION: I move that the 2015 Board meeting dates be approved as presented.
3.
4.
OLD/NEW BUSINESS
ADJOURN MEETING
LUNCH WILL NOT BE SERVED WITH THIS MEETING
34