Town Manager’s Report to Mayor and Town Council

April 18, 2011

Schedule on Beginning Painting of High Level Tank

You have in your agenda packet a March 30, 2011 letter from Mr. Tom Slack of the Virginia Department of Health approving the town’s procurement process for engineering services on the rehabilitation of the 360,000 gallon high level “Marion” tank. This tank is located approximately a half mile north of the water treatment plant. As yourecall, we will be getting a $50,000 grant for this tank.

As far as the schedule for completion of the project, plans and specifications are completed and will be submitted to the Virginia Department of Health in the very near future. They should have the plans approved by May 1. The project is slated to be bid the first of July. Construction should start in August and be done by early / mid September.

We feel that the grant will be only be able to fund the painting of the inside of the tank, which is very much needed, and to pay for the $4,900 engineering fee. The $50,000 awarded by the Health Department is the maximum amount we can get under their small projects program. The staff and I think that we should add an additive alternative to the bid to paint the outside of the tank and replace the “Marion” lettering. We don’t believe that the cost to paint the outside will be nearly as much because it would not have to sandblast as the inside has to be, or if it would require sandblasting on the outside it would be very limited.

If the painting on the outside is done it will most likely have to be done with our money. We’ll have to wait on the bids to see how much money will be required. With the painting being done on the inside we feel that this will be the best time to do the outside as well and at the least cost since the contractor will be mobilized on the site.

Preparation of Final Design Plans for Sewer Treatment Plant (STP) Digester Project

On April 7, 2011 we had a meeting at the STP with Thompson and Litton (T&L), the engineering consultant and staff on fine tuning the final plans on the digester project. At the meeting were Greg Hirsch and Brian Tew of T&L; Donnie Colley, Doug Teaster, Dave Mattney and me with

the town.

Several design items were modified including piping and ways to stir the sludge in the digester. The sludge in the digester has to be stirred in order for the methane to be produced in the

needed quantity and quality. Discussion centered on what type of mechanism would do the

job best.

Another issue that has the staff quite concerned is the sludge in the digester. The digester holds approximately 250,000 gallons of material and it will have to be drained before the mixer unit is installed. They are very concerned about this process with issues relating to how to dispose of the material and at what cost. They indicated at the meeting that they have had to drain the digester one time before and it took several months and burned out a pump doing it. T&L acknowledged that this was a problem but replied that much of the material would be used as sludge and would be applied in the Fall on our farm site. Additionally, they indicated that a window of several weeks or a month would be available to drain the digester tank after the contract is bid and before work starts on the digester.

The schedule was also discussed with no changes. Final design is scheduled to be submitted and approved in June and to be advertised and bid in late June. Construction should begin in July or August with substantial completion in January of 2012. Training will begin after substantial with the start up of the new facility slated for March of 2012.

Remaining Capital and Major Maintenance Items in 2010-11 Budget

We have two outstanding capital items and maintenance items remaining in this year’s budget. The Capital item is the replacement of the electric valve near General Dynamics on Johnston Road under the Water Distribution Department. The second major maintenance item is the redecking of the Shuggart Bridge on North Main Street over the Middle Fork near Brunswick Lane. That item was placed under Contract Labor under the Public Works Department

Concerning the redecking of the bridge, the bridge inspection reports performed by Mattern and Craig has listed this as a major need and the Virginia Department of Transportation (VDOT) agrees . An epoxy overlay will need to be applied to the surface of the bridge. This project will need to be formally bid out to a qualified contractor. We can charge the total cost of this improvement to highway maintenance account from VDOT. We anticipate this improvement will cost in the $50,000 range.

The electric valve replacement has $21,000 allocated for this task. The old valve is approximately 40 years old and is used to take water from the tanks at the water treatment plant and supplement the spring water for the west end of the system when needed. The valve is leaking and often times will not open or close completely. It is designed to be electronically opened or shut from the water treatment plant. However, If it does not open or shut as directed, someone has to climb down into a vault and operate the valve. This causes a hazard because of the potential of an antiquated equipment failure that could result in the high pressure twelve line rupturing at the valves or connections that could quickly flood the underground vault.

Along with our work force, we hope to employ a contract to assist us with the installation of two twelve inch valves on each side of the needed electric valve. The two twelve inch valves are needed in order to isolate the electric valves when it is being replaced.

Respectfully Submitted,

John E. B. Clark, Jr.

Town Manager