On the agenda: Amherst County Amherst County Service Authority Board Meeting — Data Center (Oct 6)

AMHERST COUNTY SERVICE AUTHORITY BOARD
AGENDA
October 6, 2026
ADMINISTRATION BUILDING - 153 WASHINGTON STREET - PUBLIC MEETING ROOM
AMHERST, VIRGINIA 24521
1:30 PM

I.

Call to Order

II.

Approval of Agenda
A. ACSA Board Meeting Agenda - October 6, 2026

III.

Citizen Concerns / Comment

IV.

Employee Recognitions - 2026
A. Employee Recognitions - Years of Continuous Service

V.

Consent Agenda
i. Draft Meeting Minutes - September 1, 2026
ii. Financial Report - August 2026

VI.

Action Items
A. Roadmap for Possible Financial Reporting

VII.

Informational Report
A. Informational Report - October 6, 2026

VIII.

Citizen Concerns / Comments

IX.

Matters from the Members of the Service Authority Board

X.

Adjournment

1

Agenda Item II.

Meeting Date:

October 6, 2026

Item:

Amherst County Service Authority

Topic:

A. ACSA Board Meeting Agenda - October 6,
2026

Board Action:

The ACSA Board is being asked to adopt the agenda for this meeting.

Attachment:
1.
Agenda Attachment Item II A ACSA Board Mtg Agenda 20261006
Summary: ACSA Board meetings are public meetings, requiring agendas to be formally adopted by
the ACSA Board.
Recommended Motion:

I make a motion that the ACSA Board adopt the agenda for this meeting.

2

3

Agenda Item IV.

Meeting Date:

October 6, 2026

Item:

Amherst County Service Authority

Topic:

A. Employee Recognitions - Years of Continuous
Service

Board Action: ACSA's Executive Director is recognizing the accomplishments of an employee, per
the recognition policy, for 30 years of continuous service.
Attachment:
1.
Agenda Item IV.A. Employee Recognitions - Years of Continuous Service
Summary:

Refer to the attached report.

Recommended Motion: ACSA's Executive Director is recognizing the accomplishments of an
employee, per the recognition policy, for 30 years of continuous service. No Board action is required.

4

AMHERST COUNTY SERVICE AUTHORITY
P. O. BOX 100
MADISON HEIGHTS, VA 24572-0100
PHONE (434) 845-1605
FAX (434) 845-1613
[email protected]
Board Meeting Date:
Agenda Item No.:
Agenda Item Topic:
Topic Discussions:

October 6, 2026
IV A
Employee Recognitions – Years of Continued Service
Employee Recognition

During the June 4, 2024, Regular Board of Directors meeting, you approved an Employee Recognition
Policy.
I am pleased to recognize one of our team members for 30 years of continuous service at the Amherst
County Service Authority.
•

Christopher Cunningham began his career full-time with the Authority on October 27, 1996, and
will be completing 30 years of service.

There is no Board of Directors action needed on this item.

5

Agenda Item V.

Meeting Date:

October 6, 2026

Item:

Amherst County Service Authority

Topic:

i. Draft Meeting Minutes - September 1, 2026
ii. Financial Report - August 2026

Board Action: i. ACSA Board meetings are public and must be documented and archived.
ii. Financial reports are presented for Board review, comment, and acceptance.
Attachment:
1.
Agenda Item Attachment V i Draft Meeting Minutes September 1, 2026 ACSA Board Mtg
2.
Agenda Item Attachment V ii Monthly Financial Report 2026
3.
Agenda Attachment Item V ii Income Statement FY27 August
Summary: i. ACSA Board meetings are public and must be documented and archived.
ii. Financial reports are presented for Board review, comment, and acceptance.
Recommended Motion:
Agenda.

I make a motion that the ACSA Board approve the items within the Consent

6

Book 9
September 1, 2026
Page 111

AMHERST COUNTY SERVICE AUTHORITY BOARD

MINUTES
September 1, 2026
1:30 pm
Members Present:

David Pugh, Jr., Chairman
Edgar J. Perrow, Jr., Vice-Chair
Frank Campbell, Member
Tom Martin, Member

Members Absent:

Trevor Gillispie, Member

Staff Present:

Timothy Castillo, Executive Director
Richard Hall, Assistant Director

Staff Absent:

Mark Popovich, ACSA Attorney (On standby due to scheduling
conflicts)

I.

Call to Order – Chairman Pugh called the meeting to order at 1:30 pm.

II.

Approval of Agenda
A. ACSA Board Meeting Agenda – September 1, 2026

By motion of Mr. Campbell and with the following vote, the ACSA Board voted to
approve the agenda for the September 1, 2026, ACSA Board of Director’s meeting.
AYE: Mr. Pugh, Mr. Perrow, Mr. Martin, Mr. Campbell
ABSENT: Mr. Gillispie
III.

Citizen Concerns / Comments

There were no citizens wishing to speak.
IV.

Consent Agenda
i. Draft Meeting Minutes – September 1, 2026
ii. Financial Report – August 2026
iii. Berkshire Sewer Extension Contract Change Order

Mr. Castillo presented the consent agenda items as included in the agenda packet.
Mr. Perrow requested clarifications concerning the Berkshire Sewer Extension

7

Book 9
September 1, 2026
Page 112
Contract Change Order. As explained, the following changes to the contract
documents reflect the change order costs: 1) Eliminate 2 manholes. 2) A cleanout will
be installed at the beginning of the sewer extension, in lieu of a manhole. 3) The second
manhole is bypassed that was designed approximately 40LF from the next manhole.
4) Open trench construction becomes subgrade bore installations. Mr. Castillo
explained the changes are necessary, due to buried electrical utilities that were
unmarked during the design phase of the project. The new total cost of the project
continues to provide the correct return on the investment and is within budget. This
project will consume remaining allocated ARPA (American Rescue Plan Act) funding
for sewer extensions.
By motion of Mr. Perrow and with the following vote, the ACSA Board voted to approve
the items within the Consent Agenda for the September 1, 2026, ACSA Board of
Director’s meeting.
AYE: Mr. Pugh, Mr. Perrow, Mr. Martin, Mr. Campbell
ABSENT: Mr. Gillispie
V.

Action Items
A.

County Provided Services

Mr. Castillo presented an Action Item, requesting authorization to perform research to
develop a business plan for how to successfully make the change to ACSA performing
its own financial services. Mr. Castillo also presented a handout of the Amherst
County Service Authority Board Charter, that was not a part of the Agenda Packet.
This handout is available by request to the Executive Director.
Mr. Martin requested information concerning the current financial software being
utilized, and had the following comments / recommendations:
1. A county request to separate from county financial services should
be routed to the Amherst Co. Board of Supervisors.
2. Changing from County to ACSA performing its own Financial Services
is a huge undertaking that may prove to be beyond ACSA’s in-house
capabilities. A consultant should guide the process.
3. ACSA’s primary focus should continue to be providing clean water
and to provide sewer services for it residences.
Per Mr. Castillo, ACSA is currently utilizing Tyler Technologies financial software
services.
Mr. Perrow commented that he agrees with Mr. Martin’s statements and added the
Board has fiduciary responsibility, stating this task is a major endeavor and agrees
that consulting services will be required.
With the motion of Mr. Pugh and with the following vote, the ACSA Board authorized
the Executive Director to perform research necessary to develop a business plan as to
how to successfully make the change to ACSA performing its own financial services.
AYE: Mr. Pugh, Mr. Perrow, Mr. Martin, Mr. Campbell
ABSENT: Mr. Gillispie
VI.

Informational Report
A.

Informational Report – September 1, 2026

8

Book 9
September 1, 2026
Page 114
Mr. Castillo presented the Informational Report as written in the agenda packet. Items
of discussion that were not listed in the agenda packet are added as additional items.
1.
2.
3.
4.
5.
6.
7.

Infrastructure Master Plan
Financial Master Planning/FY27 Budgeting
Gateway Project
Seminole Plaza-South Madison Heights Infrastructure
South Madison Heights CDBG Grant Application
Fire Protection Issues
Water and Sewer Rehabilitation/Extension/Replacement and
other Infrastructure Projects
8. CVTC Infrastructure
9. Lead and Copper Rule Improved
10. Future Developments
11. VOSH inspection of the Henry Lanum Water Treatment Plant
12. EPA Inspection of Public Water System Amherst County Service
Authority VA5009250
13. Regional Cooperation/Assistance
Additional items provided by Mr. Castillo that are not listed in the Informational
Report:
1. Mr. Castillo informed of a significantly reduced property boundary
survey (from 4.8 to 2.1 acres) than was previously understood for
the Board approved ACSA Operational Center site on Amelon
Expressway. This property is off the table. Additional potential
properties will be brought to the Board for consideration.
2. The Ivanhoe Sewer Treatment facility is operational, discharging,
and is in compliance. Mr. Castillo is meeting with VACORP to
review the insurance claim to recoup the repair costs.
3. Mr. Castillo received easement plats (for signing) for the 130
waterline project, and has verbal approvals to proceed.
4. With current rainwater deficiencies, ACSA’s Reservoir is down 60
inches. The James River is an approved optional water withdrawal
source. ACSA is working with Xylem, Inc. to provide a temporary
raw water pump to connect and operate as a test for ACSA’s
James River Emergency Water Line infrastructure that can
replenish reservoir levels. ACSA will coordinate with the
homeowners of the Trent’s Landing community / surrounding
property owners and shared roadway. A pump sound attenuator
will be utilized.
Mr. Pugh appreciated and commented on the hard work by the ACSA Team, and a
good job by them concerning the Ivanhoe Sewer Treatment Plant repairs.
There were no additional Board comments concerning the Informational Report.
VII.

Citizen Concerns/Comments

Ms. Barbara Pryer addressed the ACSA Board concerning potential site plans for a
Data Center that includes water and sewer service, adding the developer for the Town

9

Book 9
September 1, 2026
Page 115
Center (also the same developer for the proposed Data Center) project has unfulfilled
promises.
Mr. Sky Pacot addressed the ACSA Board concerning considerations involving
necessary filtration systems required for sewer discharging from Data Centers and
required water supply.
VIII.

Matters from the Members of the Service Authority Board

There were no additional comments from ACSA Board members.
IX.

Adjournment

By Motion of Mr. Campbell and with the following vote, the ACSA Board voted to
adjourn at approximately 1:57 pm:
AYE: Mr. Pugh, Mr. Perrow, Mr. Martin, Mr. Campbell
ABSENT: Mr. Gillispie

_________________________________________

_______________________________________

David W. Pugh, Jr., ACSA Board Chair

Timothy E. Castillo, Board Secretary

10

AMHERST COUNTY SERVICE AUTHORITY
P. O. BOX 100
MADISON HEIGHTS, VA 24572-0100
PHONE (434) 845-1605
FAX (434) 845-1613
[email protected]

Board Meeting Date:
Agenda Item No.:
Agenda Item Topic:

October 6, 2026
IV. ii
Staff Report –August 2026 Financial Report

We continue to put as many pieces of financial information together as possible, however we are
still uncertain as to our financial picture. Brown and Edwards were contracted to assist the County
finance department to be able to start all County Auditing for FY25. They have continued making
progress in getting ACSA data available for Robertson Farmer Cox to begin Auditing FY25, then
rolling into FY26 annual audit.
We will not have any RDA financial data until the FY25 audit is completed to give beginning
numbers for FY26 and perform annual audit which in turn will allow for beginning numbers FY27.
We continue to piece data together from RDA for expenses and Tyler (ACSA system) for revenues.
You will note that our cash position continues to be stable. We closely monitor our checking
account balance to maximize the funds invested in the LGIP (Local Government Investment Pool)
program. For the month of August, the LGIP fund earned $28,237.60 with an average monthly
rate of 3.808% and an effective monthly yield of 3.875%. We have budgeted for $240,000 interest
earned in FY27. We had expenses in July and August due to Ivanhoe WWTP issue that should be
reimbursed to ACSA by VACOR minus $25,000 deductible.
The following spreadsheets show the cash position and income statement utilizing Tyler software
(ACSA) for revenue and RDA (County) for expenses of the Authority as of 7/31/26.

11

Bank Statement Cash
Account

Previous Balance
checks

FY27

7/31/2026

8/31/2026

$ 441,180.98 $
$ (546,024.71) $

201,522.68
(308,457.38)

other withdrawals,debits,
and service charges
$ (211,827.29) $
Deposits, credits and
interest
$ 518,193.70 $
Current Balance
$ 201,522.68 $

Department of Treasury
Local Government
Investment Pool
Dividend reinvested

TOTAL FUNDS

(194,134.61)
512,697.09
211,627.78

$ 8,703,502.72 $ 8,731,474.50
$
27,971.78 $
28,237.60
$ 8,731,474.50 $ 8,759,712.10

$ 8,932,997.18 $ 8,971,339.88

12

FY'27
OPERATING REVENUES
MAJOR
ACCT#
----DESCRIPTION----------16000 ** INCOME FROM SERVICES **
1651 SERVICE CHARGE - WATER
1652 PENALTIES
1653 MISCELLANEOUS
returned check, deposits, unapplied credit
1654 SERVICE CHARGE
SEWAGE
1655 MISCELLANEOUS
SEWER
** INCOME FROM SERVICES **
15010 ** INVESTMENTS **
1501 INTEREST - INVESTMENT ACCOUNTS
** INVESTMENTS **
16000 Non-Operating
1818 INSUFFICIENT FUNDS (RETURNED CHECK)
1819 CONVENIENCE FEE
15020
1507 ANTENNA SITE RENTAL(S/L CONSTR RES)
** MISCELLENEOUS **
---REVENUE TOTAL--OPERATING EXPENSES
MAJOR
ACCT#
DESCRIPTION----------** PLANT & EQUIPMENT IN SERVICE **
81204
8207 GENERAL PLANT
8208 OFFICE EQUIPMENT
8211 MACHINERY & TOOLS
8212 LABORATORY EQUIPMENT
8213 POWER EQUIPMENT
** PLANT & EQUIPMENT IN SERVICE **
81207 ** INVENTORY **
6040 INVENTORY - MATERIAL & SUPPLIES
** INVENTORY **
81208 ** SOURCE OF SUPPLY EXPENSES **
1001 SALARIES & WAGES - FULL-TIME
3004 REPAIRS & MAINTENANCE
3013 PROFESSIONAL SERVICES
3060 ROAD MAINTENANCE
3061 HARRIS CREEK, GAGE O & M
5101 ELECTRICAL SERVICES
6040 MATERIALS & SUPPLIES
6050 WATER WHOLESALE
** SOURCE OF SUPPLY EXPENSES **
81209 ** WATER TREATMENT EXPENSES **
1001 SALARIES & WAGES - FULL-TIME
3004 REPAIRS & MAINTENANCE
3062 HEAT SYSTEM MAINT. CONTRACT
3063 GENERATOR SERVICE CONTRACT
3064 INSTRUMENT SERVICE CONTRACTS
3065 WATER TREATMENT - O & M
5101 ELECTRICAL SERVICES
5102 HEATING OIL & NATURAL GAS
5203 TELECOMMUNICATION
5828 VA WATERWORK OP FEE
6040 MATERIALS & SUPPLIES
6051 CHEMICALS
6052 LAB SUPPLIES
** WATER TREATMENT EXPENSES **
81210 ** TRANS & DISTRIB EXPENSES **
1001 SALARIES & WAGES - FULL-TIME
3004 REPAIRS & MAINTENANCE
3013 PROFESSIONAL SERVICES
3066 TANK MAINTENANCE
5101 ELECTRICITY
5203 TELECOMMUNICATION

FY27 Approved
July
BUDGET AMOUNT
------

August
CURRENT
AMOUNT
------

CURRENT
AMOUNT
------

Y-T-D AMOUNT
------

$
$
$
$
$
$

4,372,589.03
185,000.00
(263,540.06)
1,368,393.87
5,662,442.84

$
$
$
$

405,140.32
27,873.17
(29,406.74)
95,747.99

$
$
$
$

322,426.82
28,964.87
(31,403.28)
125,228.92

$
$
$
$

727,567.14
56,838.04
(60,810.02)
220,976.91

$

499,354.74

$

445,217.33

$

$
$

240,000.00
240,000.00

$
$

27,971.78
27,971.78

$
$

28,237.60
28,237.60

$
$

$
$

(5,000.00)
(5,000.00)

$
$

50,104.00
50,104.00

$
$

2,842.22
2,842.22

$
$

2,842.22
2,842.22

$
$

$

5,947,546.84

$

530,168.74

$

476,297.15

$

CURRENT AMOUNT------

$
$
$
$
$
$

40,000.00
411.00
7,879.50
2,832.50
8,276.63
59,399.63

$
$
$
$
$
$

-

$
$

81,854.33
81,854.33

$
$

1,552.40
1,552.40

$
$
$
$
$
$
$
$
$

49,582.39
6,960.00
20,600.00
3,000.00
16,450.00
3,260.75
5,200.00
13,240.00
118,293.14

$
$
$
$
$

4,785.00

$
$
$

205.00
4,990.00

$
$
$
$
$
$
$
$
$
$
$
$
$
$

540,301.35
30,953.27
3,000.00
2,000.00
15,069.16
148,991.12
139.05
6,082.99
31,911.98
15,010.74
119,083.41
15,502.36
928,045.42

$
$
$
$
$
$
$
$
$
$
$
$
$
$

739.24
20.00
13,215.93
1,267.43
367.56
1,050.00
2,520.00
612.92
19,793.08

$
$
$
$
$
$

339,357.30
116,908.37
8,262.81
35,998.50
9,415.76
4,628.09

$
$
$
$
$
$

23,246.00
23,300.00
883.44
108.92

YTD %

YTD
TARGET %

944,572.07

17%
31%
23%
16%
#DIV/0!
17%

17%
17%
17%
17%
17%
17%

56,209.38
56,209.38

23%
23%

17%
17%

0%
0%

17%
17%

5,684.44
5,684.44

11%
11%

17%
17%

1,006,465.89

17%

17%

Y-T-D AMOUNT------

330.65

$
$
$
$
$
$

110.65
220.00
330.65

0%
27%
0%
8%
0%
1%

17%
17%
17%
17%
17%
17%

$
$

2,185.55
2,185.55

$
$

3,737.95
3,737.95

5%
5%

17%
17%

$

205.00

$
$
$
$
$

1,067.55
6,680.00
1,081.20
9,033.75

$
$
$
$
$
$
$
$
$

205.00
4,785.00
1,067.55
6,885.00
1,081.20
14,023.75

0%
3%
0%
0%
29%
33%
132%
8%
12%

17%
17%
17%
17%
17%
17%
17%
17%
17%

$
$

4,180.08
20.00

$
$
$
$
$
$
$
$

11,076.67
665.66
20,655.00
4,162.82
15,646.07
230.30
56,636.60

$
$
$
$
$
$
$
$
$
$
$
$
$
$

4,919.32
20.00
20.00
24,292.60
1,267.43
1,033.22
20,655.00
5,212.82
18,166.07
843.22
76,429.68

0%
16%
1%
0%
0%
#DIV/0!
16%
911%
17%
65%
35%
15%
5%
8%

$
$
$
$
$

3,341.66
1,000.00
249.07
108.92

$
$
$
$
$
$

3,341.66
24,246.00
23,300.00
1,132.51
217.84

0%
3%
293%
65%
12%
5%

$

110.65

$

220.00

$

17%
17%
17%
17%
17%
17%
17%
17%
17%
17% annual
17%
17%
17%
17%
17%
17%
17%
17%
17%
17%

13

5821 MISS-UTILITY FEES
$
5825 HIGHWAY PERMITS
$
5829 LAB FEES
$
6040 MATERIALS & SUPPLIES
$
** TRANS & DISTRIB EXPENSES **
$
81211 ** SEWER LINES EXPENSES **
1001 SALARIES & WAGES - FULL-TIME
$
3004 REPAIRS & MAINTENANCE
$
3013 PROFESSIONAL SERVICES
$
6040 MATERIALS & SUPPLIES
$
** SEWER LINES EXPENSES **
$
81212 ** SEWAGE PUMPING EXPENSES **
1001 SALARIES & WAGES - FULL-TIME
$
3004 REPAIRS & MAINTENANCE
$
3013 PROFESSIONAL SERVICES
$
5101 ELECTRICAL SERVICES
$
5203 TELECOMMUNICATIONS
$
6040 MATERIALS & SUPPLIES
$
** SEWAGE PUMPING EXPENSES **
$
81213 ** SEWAGE TREATMENT EXPENSES **
1001 SALARIES & WAGES - FULL-TIME
$
3004 REPAIRS & MAINTENANCE
$
3013 PROFESSIONAL SERVICES
$
3015 CONTRACT SERVICES
$
3067 GRIT DISPOSAL
$
3068 SLUDGE REMOVAL
$
5101 ELECTRICITY
$
5827 PERMIT FEES
$
5829 LAB FEES
$
6040 MATERIALS & SUPPLIES
$
6051 CHEMICALS
$
6052 LABORATORY SUPPLIES
$
** SEWAGE TREATMENT EXPENSES **
$
81220 ** CUSTOMER ACCOUNT & COLLECTION **
1001 SALARIES & WAGES - FULL-TIME
$
1008 METER READING WAGES
$
3008 SOFTWARE MAINTENANCE CONTRACTS
$
3015 CONTRACT SERVICES
$
3041 COMPUTER & SOFTWARE SUPPORT
$
3069 OFFICE O & M
$
5101 ELECTRICAL SERVICES
$
5201 POSTAL SERVICES
$
5203 TELECOMMUNICATIONS
$
5420 CLAIMS & REFUNDS - WATER
$
5871 CREDIT CARD PROCESSING EXPENSES
$
6001 OFFICE SUPPLIES
$
8010 EQUIPMENT AND SOFTWARE
$
** CUSTOMER ACCOUNT & COLLECTION ** $
81230 ** ADMIN & GENERAL EXPENSES **
1001 SALARIES & WAGES - FULL-TIME
$
2001 FICA - EMPLOYER
$
2002 VSRS(RETIREMENT)EMPLOYER SHARE
$
2005 HOSPITAL/MEDICAL PLAN
$
2006 GROUP LIFE (VRS)
$
2010 WORKMEN'S COMPENSATION
$
2014 EMPLOYEE ASSISTANCE PROGRAM
$
2017 VRS- HEALTH INS CREDIT
$
2018 SHORT LONG TERM DISABILITY-STANDARD $
3002 AUDITING SERVICES
$
3007 ADVERTISING
$
3013 PROFESSIONAL FEES
$
3014 AEP RATE NEGOTIATION SERVICES
$
3023 VEHICULAR REPAIRS AND OVERHAUL
$
3024 REPAIRS FURNITURE & EQUIP
$
3070 FISCAL AGENT SERVICES
$
3071 COMPUTER & COUNTY SERVICES
$
3072 ADMIN-FEE FOR PAYROLL DIR DEPOSIT
$
5304 BOILER & MACHINERY INSURANCE
$
5305 INLAND MARINE INSURANCE
$
5307 PUBLIC OFFICIAL LIABILITY INSURANCE
$
5308 LIABILITY INSURANCE - AUTOMOBILE
$

3,273.70
4,240.00
5,945.22
13,229.50
541,259.25

$
$
$
$
$

2,491.42
50,029.78

$

244.80

$
$
$

142.68
1,430.88
6,518.01

46,455.47
7,313.00
6,746.50
14,420.00
28,479.50

$
$
$
$
$

221.00
221.00

$
$

2,720.00

$

2,720.00

41,929.74
992.69
15,000.00
19,271.00
5,692.88
4,631.97
190,932.75

$
$
$
$
$
$
$

3,276.00
245.70
39.98
3,561.68

$

1,065.56

$

2,248.38

$
$

666.40
3,980.34

57,555.16
5,150.00
9,167.00
346,080.00
322.89
916.70
14,000.00
8,710.71
6,220.79
5,871.00
18,498.80
12,360.00
484,853.05

$
$
$
$
$
$
$
$
$
$
$
$
$

101,655.20
777.51
378.00
9,747.63
112,558.34

$

17,223.84

$
$

32,000.00
43.02

$

603.71

$
$
$

310.00
2,083.10
4,729.39

$

56,993.06

282,546.72
9,487.01
3,251.95
32,771.26
804.16
4,194.15
18,839.22
11,486.91
22,922.58
17,008.60
25,229.02
5,198.54
433,740.10

$
$
$
$
$
$
$
$
$
$
$
$
$
$

20,640.93
4,000.00
284.71
373.13
498.96
35.85
547.20
26,380.78

$

20,640.93

$
$
$
$

248.86
1,529.90
169.17
329.06

$
$

475.03
1,393.76

$

2,798.19

$

27,584.90

454,279.30
43,141.68
155,569.50
274,303.49
18,042.17
46,350.00
1,277.20
1,533.85
9,362.73
12,360.00
108.00
5,150.00
1,545.00
29,352.98
106.61
42,781.05
7,416.00
1,030.00
2,060.00
2,060.00
5,150.00
15,450.00

$
$
$
$
$

140,612.25
11,944.32
13,646.66
21,804.96
1,452.91

$
$
$
$
$

118,051.47
10,222.41
13,646.66
28,610.50
1,452.91

$
$
$
$

82.22
503.60
-

$
$

82.22
169.62

$
$
$
$
$

2,006.00
27,690.00
4,800.00

$

1,983.81

$
$
$

-

$
$
$
$
$

244.80
142.68
3,922.30
56,547.79

7%
0%
2%
30%
10%

17%
17%
17%
17%
17%

$
$
$
$
$

221.00
2,720.00
2,941.00

0%
3%
40%
0%
10%

17%
17%
17%
17%
17%

$
$
$
$
$
$
$

4,341.56
2,494.08
706.38
7,542.02

0%
437%
0%
13%
0%
15%
4%

17%
17%
17%
17%
17%
17%
17%

$
$
$
$
$
$
$
$
$
$
$
$
$

118,879.04
32,000.00
43.02
1,381.22
688.00
11,830.73
4,729.39
169,551.40

0%
2308%
0%
9%
13%
0%
10%
0%
11%
202%
26%
0%
35%

17%
17% NOTE - Ivanhoe repair
17%
17%
17%
17%
17%
17%
17%
17% NOTE - Ivanhoe repair
17%
17%
17%

$
$
$
$
$
$
$
$
$
$
$
$
$
$

41,281.86
4,000.00
533.57
1,529.90
542.30
828.02
35.85
1,022.23
1,393.76
2,798.19
53,965.68

15%
#DIV/0!
42%
16%
5%
67%
20%
0%
9%
6%
0%
11%
0%
12%

$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$

258,663.72
22,166.73
27,293.32
50,415.46
2,905.82
164.44
673.22
3,989.81
27,690.00
4,800.00
-

57%
51%
18%
18%
16%
0%
0%
11%
7%
0%
0%
0%
0%
14%
0%
65%
65%
0%
0%
0%
0%
0%

17%
17%
17%
17%
17%
17%
17%
17%
17%
17%
17%
17%
17%
17%
17% All payroll
17%
17%
17%
17%
17%
17%
17%
17%
17%
17%
17%
17%
17%
17%
17% annual
17% annual
17%
17%
17%
17%
17%

14

5310 PROPERTY INSURANCE
5312 PUBLCI OFFICIALS LIABILITY INS
5414 O&M SUPPORT
5504 TRAVEL - EDUCATION
5605 EXCISE TAX-AFFORDABLE HEALTH CARE
5801 DUES & MEMBERSHIPS
5896 LICENSE FEES
6001 OFFICE SUPPLIES
6004 VEHICULAR SUPPLIES
6011 UNIFORMS & SAFETY EQUIPMENT
8002 EQUIPMENT RENTAL
8999 DEPRECIATION EXPENSE
51230
54404 TRAVEL - EDUCATION
** ADMIN & GENERAL EXPENSES **
81240 ** PAYROLL CLEARING **
1001 PAYROLL FOR DEPARTMENTS
457 Employee Match
HOSPITALIZATION
GROUP LIFE
SHORT/LONG TERM DISABILITY
** PAYROLL CLEARING **
Interest
WW/Lynchburg
Revenue Bond
Notes Payable
Debt Service Interest Exp
-EXPENDITURE TOTAL---GRAND TOTAL---

$
$
$
$
$
$
$
$
$
$
$
$

20,600.00
2,060.00
30.90
9,845.62
473.80
11,025.12
123.60
999.10
35,268.04
20,000.00
460.41
1,250,000.00

$
$
$
$
$
$
$
$
$
$
$
$

542.01
2,329.56
4,055.54
2,582.02
104,166.67

$
$

5,083.05
2,484,399.18

$
$

338,218.72

$
$
$
$
$
$

26,400.00
26,400.00

$
$
$
$
$
$

$

162,602.32

$
$

162,602.32
5,540,258.67
407,288.17

$
$

-

557,305.78
(27,137.04)

$

310.00

$

100.00

$
$
$
$

4,409.53
297.19
315.50
104,166.67

$

283,818.49

$

$
$

-

449,801.35
26,495.80

$
$
$
$
$
$
$
$
$
$
$
$
$
$
$

$
$
$
$
$

$

852.01
2,329.56
100.00
8,465.07
2,879.21
315.50
208,333.33
622,037.20

0%
0%
0%
9%
0%
21%
81%
0%
24%
14%
69%
17%

17%
17%
17%
17%
17%
17%
17%
17%
17%
17%
17%
17%

0%
25%

17%
17%

0

#DIV/0!
0%
#DIV/0!
#DIV/0!
#DIV/0!
0%

17%
17%
17%
17%
17%
17%

1,007,107.12

18%
0%

17%
17%

-

(641.23)

15

Agenda Item VI.

Meeting Date:

October 6, 2026

Item:

Amherst County Service Authority

Topic:

A. Roadmap for Possible Financial Reporting

Board Action: ACSA's Executive Director is requesting authority to accept and award a proposal
from UYH, Inc. to provide financial roadmapping for potentially transitioning from County to ACSA
in-house financial operations.
Attachment:
1.
Agenda Item VI.A. County Provided Services
2.
UHY_Amherst County Services Authority Letter Proposal_Updated
Summary:

Refer to the attached report.

Recommended Motion: I make a motion that the ACSA Board authorize ACSA's Executive Director
to award and execute the proposal from UHY Inc., to provide financial roadmapping to potentially
transition from County to ACSA in-house financial services.

16

AMHERST COUNTY SERVICE AUTHORITY
P. O. BOX 100
MADISON HEIGHTS, VA 24572-0100
PHONE (434) 845-1605
FAX (434) 845-1613
[email protected]
Board Meeting Date:
Agenda Item No.:
Agenda Item Topic:
Topic Discussions:

October 6, 2026
VI., A.
Roadmap for Possible Financial Services
Financial Reporting Services; Consultant Services

With Board authorization I reached out to R.T. Taylor of Crews (one of our Financial Advisors) to begin
the process of locating a consultant to assist the Authority in developing a plan to successfully perform
all our own financial functions and reporting services including Accounts Receivable (already
performing), Accounts Payable, General Ledger, Payroll (provided by County Finance Department) and
cash reconciliation (provided by Treasurer’s Office).
Mr. Taylor recommended meeting with UHY (Urbach Hacker Young), a firm that are specialists in audit,
tax, consulting and advisory services. In meeting with them virtually, explaining the processes that
currently exist for the Authority, we discussed the need for financial services independence. They
shared their experiences with local government financial services. During our meeting a new GASB
(Government Accounting Standards Board) requirement 103 and this would be an opportune time to
look at independent financial services so we can set up our chart of accounts, etc. to be in accordance
with this new accounting rule.
GASB Statement No. 103, Financial Reporting Model Improvements, introduces significant changes to
how governments present and explain financial information, including enhanced management
discussion and analysis, clearer classifications of operating and nonoperating activities, and additional
budgetary reporting requirements. The standard is effective for fiscal years beginning after June 15,
2025. Implementing GASB 103 provides a timely opportunity to address inefficient ERP systems and
financial reporting at the same time, aligning system configuration, reporting structures, workflows, and
internal controls with the new reporting requirements. Coordinating the ERP upgrade with GASB 103
implementation can improve data quality, reduce manual processes, and establish a more efficient
foundation for ongoing financial reporting.
This will be a large undertaking to successfully establish our own ACSA financial system and integrating
with our current AR software. The UHY proposal/road map will guide us to be successful. It looks at
utilizing our existing Tyler Munis software adding additional modules that would simplify integration

17

having us ready for July 1, 2027, fiscal year startup. The proposal will evaluate our existing
staff/resources, providing us with costs to move forward.
As we are looking at possible total meter AMI conversion project, this is an opportunity to review to
improve all our processes.
I am respectfully requesting authorization to accept the UHY proposal attached to assist, guide,
evaluate, train our team to be successful in ACSA performing our own financial services where we will be
performing the best practices for a Retail Authority of our size/customer makeup. We provide regular
reporting to you at a future Board of Directors meeting.

18

UHY Inc.
8601 Robert Fulton Drive
Suite 210
Columbia, MD 21046
(410) 720-5220
uhy-us.com

September 28, 2026
Timothy E. Castillo
Executive Director
Amherst County Service Authority
113 Phelps Rd
Madison Heights, VA 24572
Dear Tim,
UHY appreciates the opportunity to submit this letter proposal to provide software transition, accounting
and financial reporting services to Amherst County Service Authority (“ACSA” and the “Entity”). Pursuant
to Section 2.2-4304 of the Code of Virginia (the Virginia Public Procurement Act), Caroline County, VA
participates in joint and cooperative procurement agreements that allow local governments to share, or
"piggyback" on, existing public contracts.
Pursuant to such contract, UHY proposes to provide the following services:
1. Trial Balance Reconstruction and Conversion Readiness Assessment
•

Confirm the ACSA legal, fund, account, bank-account, grant, project, customer, vendor, and
reporting perimeter.

•

Obtain ACSA’s data and supporting schedules for cash, receivables, payables, capital assets,
debt, grants, projects, inter-entity activity, and other material balances as of June 30, 2026.

•

Use ACSA’s data and schedules to reconstruct a June 30, 2026 trial balance and evaluate
whether each balance is complete, supported, and suitable for conversion.

•

Document conversion exceptions, responsible parties, required corrections, and the
recommended path to resolution.

•

Issue a documented proceed/cleanup decision at the conversion-readiness gate.

2. Design and Configuration Support*
•

Confirm the July–June fiscal calendar and future-state chart of accounts.

•

Design or confirm funds, departments, grants, projects, reporting dimensions, and other
required ACSA structures.

•

Map the ACSA-reconstructed trial balance, supporting schedules, and master data to the futurestate Tyler Munis accounts and data fields.

•

Define customer, vendor, open-item, and other master-data conversion.

An independent member of UHY International

Page 1

19

•

Configure or recommend user roles, approval workflows, system access, and financial reports
based on the available environment.

•

Document conversion rules, field mappings, exclusions, assumptions, and manual adjustments.

3. Data Conversion and Fiscal Year 2027 Catch-Up
•

Load and validate the approved ACSA-reconstructed June 30, 2026 closing trial balance as the
July 1, 2026 opening position.*

•

Convert applicable open AP, open AR, cash, grant/project, customer, vendor, and other required
supporting detail.*

•

Prepare a test conversion and reconcile converted totals to the approved source balance.

•

Bring transactions from July 1, 2026 through the agreed implementation cutoff into system.*

•

Reconcile fiscal year 2027 activity and ending balances through October 2027 to the source
systems and approved conversion adjustments, with October 2027 serving as the final month
included in the catch-up conversion.

•

Maintain an exception log and controlled correction process for conversion and cutoff
differences.*

•

Upon availability of the County’s cleaned June 30, 2026 financial data, reconcile it to ACSAreconstructed balances, investigate variances, and incorporate agreed corrections into Tyler
Munis and supporting conversion schedules.

•

Support the initial close and document unresolved transition items.

4. Internal Control Setup and Recommendations
ACSA will leverage its existing administrative staff by integrating current personnel into expanded finance
roles and responsibilities. Staff assignments will be aligned with demonstrated competencies, with
appropriate separation of duties across transaction preparation, approval, custody, and review. Where
full segregation is not practical, management, Board, or qualified third-party review will provide
compensating controls. UHY will assess capabilities and recommend refinements to roles and
responsibilities as the transition progresses.
Process area

Initial control focus

Cash receipts and revenue

Independent review of deposits, posting completeness,
adjustments, and bank activity.

Purchasing, AP, and
disbursements

Documented authorization, vendor-change controls, invoice
approval, and payment-release review.

Bank reconciliations

Preparation and review by different individuals or an independent
reviewer; direct reviewer access to bank statements.

An independent member of UHY International

Page 2

20

Process area

Initial control focus

Journal entries and close

Documented support, approval, recurring close checklist, and
review of unusual or post-close entries.

System access*

Named user accounts, restricted administrator access, periodic
access review, and no shared credentials.

Board reporting and monitoring

Monthly financial package, exception reporting, unresolved-item
aging, and documented follow-up.

Staffing transition

Future segregation-of-duties matrix assigning preparer, approver,
custodian, and reviewer responsibilities.

Third-party service providers

Recommend potential providers for key services, including payroll,
and define approval, data-transfer, review, reconciliation, and
oversight responsibilities.

5. Staff Training, Role Integration, and Third-Party Provider Support
•

Develop role-based training materials and process instructions for the employees based on their
assigned finance responsibilities.

•

Train employees on system navigation, transaction entry, approvals, supporting-document
retention, and exception handling.

•

Train staff on bank, AP, AR, and other assigned reconciliations; monthly close procedures; and
management reporting responsibilities.

•

Conduct hands-on practice using ACSA’s configured processes and approved sample
transactions.

•

Provide first-close transition support and document remaining training or process gaps.

•

Align training dates to confirmed role assignments and user-access availability.

* UHY will work in coordination with the selected system implementation team to support data
configuration and conversion activities, including data mapping, conversion rules, test conversions,
reconciliation, validation, and resolution of conversion-related exceptions.
We propose providing the scope outlined above for a fee not to exceed $22,500. This fee assumes ACSA
will provide sufficiently complete data and supporting schedules to reconstruct and support the June 30,
2026 trial balance. If the conversion-readiness assessment identifies significant unsupported,
unreconciled, or incorrect historical items requiring material cleanup before conversion, that work can be
performed as additional scope for a fee not to exceed of $15,000, subject to ACSA’s authorization.

An independent member of UHY International

Page 3

21

Our team will consist of the following members, with their respective biographies attached for reference.





Managing Directors – Jack Reagan
Principals – Claire Collins, Stephanie Refo
Senior Consultants/Accountants – Davis Reagan, DeAndre Watson, Chipasha Chisanga, Camille
Walker
Staff Consultants/Accountants – Rayan Overcast, Christian Usi

The parties may mutually agree to adjust the fees if circumstances arise that are not contemplated by
the fee schedule or scope of services. Any such adjustment shall be documented in an amendment to
this proposal and subject to the Entity’s acceptance.
If you have any questions or need to discuss further, please contact me directly at [email protected]
or 410 423 4832.
Sincerely,

____________________________________

____________________

Jack Reagan, UHY Managing Director

Date

By signing below, ACSA accepts the fee for delivery of services through __________________________.

____________________________________

____________________

Name

Date

An independent member of UHY International

Page 4

22

Engagement Team
Jack Reagan, CPA
Managing Director, Oversight (As Needed)
410 423 4832 | [email protected]
Jack Reagan is a leader in the firm’s National Government Practice with an
impressive professional career of over 35 years serving some of the largest local
governments, both locally and nationally. He has extensive COVID-19 relief fund
experience and developed a robust approach for his clients that, together with
community engagement teaming partnerships, has helped his clients successfully
manage their federal grant management funds. Jack's expertise lies in local government administration,
grants management, crisis response management and recovery, FEMA, strategic planning, and policy
development and implementation. He has worked closely with Thompson Grants, a leading provider of
grants management information, to present webinars on a wide range of grants management topics. He
has extensive COVID-19 relief fund experience and developed a robust approach for his clients that,
together with community engagement teaming partnerships, has helped his clients successfully manage
their ARPA funds.
Jack is an active presenter on governmental accounting and auditing issues, having presented to the
Maryland Society of CPAs government day on numerous occasions and various state of Maryland CPA
chapters. He is a Certified Public Accountant and a Certified Internal Controls Auditor. Jack is a member
of the American Institute of Certified Public Accountants, the Virginia Society of Certified Public
Accountants, the Maryland Association of Certified Public Accountants, the Association of Government
Accountants, the Association of School Business Officials, and the Government Finance Officers
Association. Jack received a BSBA in Accounting from the University of Richmond.

Claire Collins, ICMA-CM
Director / Consulting Principal | Governance and Management I Grants
Management, Compliance and Reporting
410-423-4835 | [email protected]
Claire Collins is a Principal in the Audit & Assurance Department. She brings over
thirty years of professional experience across the private, non-profit, and public
sectors. Claire has served as a former city manager and county administrator and
as an elected county board of supervisors. She excels in building collaborative
relationships with stakeholders and clients and working with diverse teams to develop and implement
policies, programs, and projects that drive meaningful community benefits. As a former County
executive, Claire specializes in executive policy development and management.
Her expertise extends to governmental financial management and grants administration for government
services, with extensive experience working with local, state, and federal governments to leverage
external funding for community sustainability and growth. Claire has successfully directed advisory

An independent member of UHY International

Page 5

23

services, ensured that federal and state regulations are followed to meet project and financial reporting
requirements, and recommended recovery strategies for disaster-impacted and revenue-stricken
communities. She provides technical assistance and support to clients, subrecipients, and internal
teams, ensuring adherence to governance, risk, and regulatory compliance. Claire’s leadership and
knowledge make her a trusted resource in government services, disaster management, and fiscal
management.
Claire holds a Master of Public Administration in Executive Management and Policy Analysis from
Virginia Commonwealth University, a certificate of completion from the Senior Executive Institute, and a
Bachelor of Arts in Political Studies from North Carolina Wesleyan College. She is also an ICMA
Credentialed Manager, appointed member of the National Association of Counties Rural Action Caucus,
member of the National Grants Management Association, and member of the Government Finance
Officers Association. Her dedication to advancing community-focused initiatives continues to define her
professional journey.
Representative List of Clients









City of Bristol, CT
City of Chattanooga, TN
City of Denver, CO Department of Public
Health and Environment
City of Meriden, CT
City of Middletown, CT
City of Murfreesboro, TN
City of Roanoke, VA
City of Williamsport, PA











Elevated Design Studio (Phoenix, AZ)
Lincoln County, MO
Lower Merion Township, PA
Sarpy County, NE
Town of Colchester, CT
Town of Hamden, CT
Town of Wallingford, CT
Upper Darby Township, PA
Woodbury County, IA

Stephanie Refo, CPA
Principal, CAS Engagement Lead
410 423 4833 | [email protected]
Stephanie Refo is a Certified Public Accountant with more than 15 years of
experience providing audit, tax, and advisory services to a diverse client base. In
2024, she assumed leadership of the Mid-Atlantic Client Accounting Services
(CAS) practice, where she oversees a team delivering outsourced accounting
solutions to governmental municipalities and organizations across a variety of
industries. Her team provides bookkeeping, accounting technology
implementation, process improvements, and policy development to help clients strengthen their
financial operations.
Stephanie has extensive experience with accounting platforms, including Vantaca, Jenark, and Yardi,
enabling clients to streamline workflows and enhance financial reporting.

An independent member of UHY International

Page 6

24

Throughout her career, Stephanie has performed financial statement audits in accordance with
generally accepted auditing standards (GAAS) and advised clients on complex accounting treatments
and financial disclosure requirements, including matters related to Chapter 11 bankruptcy proceedings.
She also consults with organizations on new accounting standards, tax strategies, and internal control
assessments to improve compliance and operational effectiveness.
Stephanie is licensed as a Certified Public Accountant in the District of Columbia and Maryland. She is a
member of the American Institute of Certified Public Accountants (AICPA) and earned a Bachelor of
Science in Accounting with a minor in Economics from George Mason University.
Representative List of Clients




Gloucester County, VA
Northumberland County, VA
City of Petersburg, VA





Jasper County, SC
Bamberg County, SC
Caroline County, VA

Davis Reagan
Senior Consultant
703-638-0239 | [email protected]
Davis Reagan is a Senior Consultant in UHY’s Advisory practice, with more than
seven years of experience providing accounting, financial reporting, and advisory
services, with a focus on government and public-sector organizations. His
experience includes financial statement preparation, month-end and year-end close processes,
budgeting and forecasting, treasury management, and the design and implementation of internal
controls.
Davis has extensive experience supporting organizations through complex accounting and financial
reporting initiatives, including large-scale historical reconciliation and cleanup projects across multiple
entities and extended periods. He has also led the development and implementation of policies,
procedures, and internal controls designed to improve financial operations and ensure the timely and
accurate delivery of financial information to management and key stakeholders.
Davis joined UHY in 2025. He holds a degree in Accounting from Grand Canyon University.
Representative List of Clients




City of Glens Falls, NY
Jasper County, SC
City of Petersburg, VA

An independent member of UHY International




Taxes Water Development Board
City of Pine Bluff, AR

Page 7

25

DeAndre Watson
Senior Consultant
410-423-3506 | [email protected]
DeAndre Watson is a Senior Consultant in Risk Advisory Services at the Columbia
office of UHY, with almost 10 years of professional experience. He focuses on
delivering high-quality audit, accounting, and consulting services to clients within
the governmental sector, helping them achieve operational efficiency and meet
regulatory compliance standards. DeAndre is an expert in leading audit engagements, managing
financial reporting, grants management, and internal audit services. His strategic advisory work supports
clients in navigating complex regulatory environments. In the Client Accounting Services environment,
he successfully managed the timely completion of bank reconciliations, ensuring accuracy in financial
processes, and provided critical audit support to facilitate compliance with regulatory standards. He is a
graduate of Bowie State University, where he earned a bachelor’s degree in accounting. During his time
there, DeAndre excelled as a scholarship athlete on the track and field team and was an active member
of Phi Beta Sigma Fraternity. He is also involved with the National Association of Black Accountants
(NABA), showcasing his commitment to professional development and networking.
Representative List of Clients






Town of Richlands, VA
Maryland State Retirement Agency
Northumberland County, VA
Sarpy County, NE
City of Petersburg, VA





Los Angeles Department of Building and
Safety (CA)
Prince William County Public Schools
(VA)
City of Hopewell, VA

Chipasha Chisanga
Senior Consultant, Government, Risk, & Compliance
410 423 3459 | [email protected]
Chipasha Chisanga is a Senior Consultant in Risk Advisory Services at the
Columbia office of UHY, bringing over seven years of comprehensive experience
in accounting and auditing. She has a strong track record of supporting clients in
the non-profit and local government sectors, with experience in grants
administration and compliance, including the effective use of ARPA funds.
Chipasha has led the planning, scoping, execution, and reporting of audits tailored to the unique risks of
not-for-profit organizations and state and local governments. Her experience spans all audit areas,
where she has consistently ensured regulatory compliance and high-quality deliverables. She has
successfully managed multi-staff teams, fostering clear communication between engagement teams and
leadership to ensure timely and accurate reporting.
Her responsibilities have included preparing draft financial statements and regulatory reports,
addressing management feedback efficiently, and maintaining a strong focus on audit quality and client
service.

An independent member of UHY International

Page 8

26

Camille Walker
Lead Senior Client Services Associate
443 332 5571 | [email protected]
Camille Walker is a Senior Associate in UHY's Client Accounting Services (CAS)
practice with more than 14 years of experience providing accounting and
advisory services to government, nonprofit, and private sector organizations. She
is taking on an expanded leadership role within UHY's Government CAS practice
across the Mid-Atlantic region, working alongside specialized teams to deliver
comprehensive accounting solutions tailored to the unique needs of government entities.
Camille provides outsourced accounting services for a diverse portfolio of clients, helping organizations
strengthen financial operations, improve reporting, and navigate complex accounting challenges. She
collaborates with professionals across multiple service lines to support government clients with
specialized expertise and integrated solutions. Camille also plays a key role in onboarding new clients,
troubleshooting accounting systems and databases, and helping clients optimize their financial
processes.
Known for her collaborative approach and strong technical knowledge, Camille has extensive experience
with a variety of accounting software platforms and financial management systems. She is currently
pursuing her Certified Management Accountant (CMA) designation. Camille earned a Bachelor of
Science in Financial Accounting from ITT Technical Institute in Indianapolis, Indiana, and holds a
QuickBooks Online Advanced Certification.
Accounting Software Experience






QuickBooks Desktop
QuickBooks Online
MUNIS
FEMIS
Peachtree

An independent member of UHY International

Representative List of Clients





Talbot County Finance Department, MD
Talbot County Health Department, MD
Wicomico County Finance Department,
MD
City of Hopewell, VA

Page 9

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Agenda Item VII.

Meeting Date:

October 6, 2026

Item:

Amherst County Service Authority

Topic:

A. Informational Report - October 6, 2026

Board Action: ACSA's Staff Informational Report is a report regarding updated to items of
discussion from previous Board meetings. No Board action is required.
Attachment:
1.
Agenda Item Attachment VI.A. Informational Report
Summary:

Refer to the attached report.

Recommended Motion: ACSA's Staff Informational Report is a report regarding updates to items of
discussion from previous Board meetings. No Board action is required.

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AMHERST COUNTY SERVICE AUTHORITY
P. O. BOX 100
MADISON HEIGHTS, VA 24572-0100
PHONE (434) 845-1605
FAX (434) 845-1613
[email protected]

Board Meeting Date:
Agenda Item No.:
Agenda Item Topic:
Topic Discussions:

October 6, 2026
VII A.
Informational Report
Refer to the following numbered list.

1. Infrastructure Master Plan
A. The Staff has continued working on the prioritized projects recommended as
Short-Term needs approved by the Board at the March 2025 meeting.
B. The parallel water main along Route 130 engineering services was awarded to
Hurt and Proffit. The survey required determining what pipe route was
completed, and the proposed routing was developed. The design for this project
is complete. We have received VDOT approval. Route 210 12” Water line
plans were submitted to VDOT and are approved. These plans are also
approved by Amherst County. We combined the projects and bid them together
as individual contracts and/or one large contract with discount to provide
ACSA with the best options to proceed. Route 130 requires easements for the
project. During design, we obtained a verbal OK with each property owner.
The projects are advertised to receive bids Thursday November 19th for possible
award at our December regular board meeting.
C. We did not receive manufacturer's recommendation for the necessary
equipment upgrade at the Williams Creek pumping station from the Master
Plan sewer system contractor. We are starting station upgrades with replacing
original drywell sump pumps. We have obtained replacement sump pumps to
begin the needed upgrades.
D. Water Plant staff have compiled and prioritized the list of improvements
recommended as Short-Term needs. Two items are completed. The third item
requires the replacement of the raw water pump check valve instead of repairing
it in place. This has been received and staff is waiting for favorable weather to
install. The Filter Actuators quotes have been received to perform that work.
Staff is procuring the remaining items.
E. We have received and are evaluating quotes from Electrical Contractor for
improvements necessary for Abbitt’s, Reichard Road and Lighthouse sewer
pumping stations.

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F. We have learned that our grant application for Emergency Generator for the
William Creek Sewer Pumping Station was not funded in this current cycle.
We were told that it was a strong application, however funds available were
consumed before we came up on the list. VDEM is keeping our application
open on the chance that communities who receive awards will not be able to do
their project and we would move up the list and be funded the Special Flood
Hazard Area. We met with AEP to look at restoring the dual power feed for
the Williams Creek Sewer Pumping Station. They will provide a cost estimate
to replace the obsolete equipment.
G. Ivanhoe Forest and Westbriar WWTP repair and upgrade project.
• At the December 2025 Regular meeting, a contract was awarded to
Advanced Rehabilitation Technology in the amount of $107,900 to
line the steel and concrete tanks with a coating system that will
protect and strengthen the existing structures. That work was to
begin at Ivanhoe Forest on June 1st. When that work is completed,
the contractor will move directly to Westbriar.
• This did not happen as planned due to the empty steel tank floating
out of the ground due to excessive ground water on the site. We
turned this claim into our insurance carrier VACOR and
immediately started determining how to reinstall the steel tank and
have the plant become functional.
• The steel tank was repaired and lined the week of July 13th.
• The electrical services have been restored, and disinfection/dechlorination structures have been installed to make the plant
become fully operable.
• We started discharging on the 1st of September. The plant is
operating well and in compliance.
• When Ivanhoe is fully operational, we are developing a plan to line
the Westbriar WWTP tank and structures preventing future
failures. We will be installing point wells to remove ground water
and install ballast attached to the tank to prevent floating when
empty.
• We are working with VACOR to receive reimbursement for the
expenses of Ivanhoe floating

2. Financial Master Planning/FY27 Budgeting
A. We have begun working with Crews and Associates on creating the financial
master plan. Our work plan is as follows:
• We continue creation of our model with dashboard. Unfortunately,
without detailed information from RDA this has been put on hold.
We will be including items from our Infrastructure Master plan as
well as new items as they have occurred.
• When FY25 gets completed in RDA, we may be able to obtain
information for FY26.
B. We have completed our audit task list for the FY25 Annual Audit. Brown and
Edward with County Finance Director have completed FY25 Balance Sheet for
Robertson Farmer Cox to perform the FY25 Annual Audit. Brown and
Edwards will be working on FY26 data next to prepare for Roberston Farmer
Cox to perform the annual audit.
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C. With Board authorization, we have obtained a proposal from the consulting
firm UHY to assist the Authority in developing a plan to have the Authority
perform its own financial services and reporting. This is discussed in Action
Item VI A.
3. Gateway Project
A. The project #3 the Route 210 Force-main has been completed.
B. Hurt and Proffitt have provided a proposal to move forward a formal Site Plan
to present to the County. This proposal has not been accepted.
C. There has been no change in this project’s status/activity and is now on hold
until formal Site Plan is developed.
4. Seminole Plaza-South Madison Heights Infrastructure
A. Engineering Design services were awarded for this project to Hurt and Proffit.
Survey work has been completed, and a preliminary route has been developed.
The design is completed and a formal cost estimate has been developed so
funding sources can be determined. Necessary easement plats have been
developed, and we are submitting paid invoices to owner for reimbursement as
agreed to.
B. BRIC Grant applications (FEMA) were announced. Previously working with
County Staff, this project was included in the application that was being
prepared. The process began again and we worked closely with County Grants
Administrator in developing costs, project scope, project schedule and
administration. Included in the grant projects were Seminole Plaza Sewer
Upgrade, County Owned Dam Inspections and Repairs, Schader Ball Park
Preservation and Hazard Mitigation Public Awareness Programing. This grant
application was submitted on July 22nd on time. We are awaiting award
notification.
5. South Madison Heights CDGB Grant Application
A.
B.
C.
D.

Central Virginia Planning District reached out to restart the application
process to be competitive in this year’s Grant Application cycle.
Hurt and Proffitt reviewed the cost estimates and have updated the PER for
the project area.
CVPDC coordinated with County staff for public hearings, etc. We assisted
with obtaining user agreements, application data, project management.
The grant application was submitted on time on July 1st on time! We are
awaiting award notification.

6. Fire Protection Issues
A. We have received model data for all ACSA Fire Hydrant flows and combined
this data with our existing hydrant inventory and reviewing for discrepancies.
B. We continued pause our unidirectional flushing program where we exercise
each hydrant, perform needed maintenance, test fire flow and compare model
results due to current drought conditions from a public perception perspective.
We will restart and continue the program when the reservoir begins to refill.

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C. Will be working on color coding caps for firefighters’ information when
arriving on scene.
D. We have learned that the GIS system has hydrants inaccurately placed. This
summer Hurt and Proffit volunteered a couple of their interns and no cost to
ACSA to upgrade the base layer of our GIS from the original USGS quad sheet
to VGIN imagery, improving site accuracy and realign water and sewer lines
that should be within VDOT right of way and are currently shown going
through structures. ACSA staff is obtaining GIS coordinates with our locator
purchased with the Lead and Copper Inventory Grant locating valves, hydrants
and manholes. From this effort we are adding data on hydrants and manual
valve mapping to improve the information that will be available for our staff as
well as County Emergency Responders.
E. The 12” waterline gap that exists on Rt 210 to improve flows in the area and
remove some dead-end lines. Design engineering on this project has been
approved by VDOT and Amherst County. We are bidding this project with the
Rt 130 Water Line project.

7. Water and Sewer Rehabilitation/Extension/Replacement & Other Infrastructure Projects
A. Briarcliff Water Line Extension
1. Per direction of the Board and to comply with policy, notices were
redistributed noting the costs of the line extension to the future
customers.
2. A revised project budget was developed and found that with 9 10
customers the project complies with line extension policy.
3. The line has been installed, was tested, and placed in service allowing
new customers to connect. We are connecting customers.
B. Berkshire Place Sewer Extension
1. This project was awarded to D&R Contractors in the amount of
$354,276. This project was scheduled to start middle of June, however
with all of the construction at the Ivanhoe WWTP it was determined that
this sewer line construction should be delayed minimizing neighborhood
disturbance. This also worked out favorably with the Contractor and their
schedule. A notice to proceed was issued July 22nd. Structures (manholes)
were delivered July 24th.
2. Construction has commenced.
3. This project is funded through the ARPA funds for sewer extension.

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Equipment on site

Directional Drilling Equipment
C. Crabapple Lane Water Line Extension
1. We had been approached by Ms. Shirley Collins of 160 Crabapple Lane
in the Coolwell Area. Ms. Collins spoke about the need for reliable
potable water in her area to the Board previous Regular Meetings.
2. We received VDOT approval and land use permit to begin construction
on this needed water line.
3. We have submitted Miss Utility ticket to mark any unknown utilities
present in our construction path.
D. Pomona Drive Sewer Line Extension
1. On April 23rd, we met with Amherst VDH staff and the property owner
of 133-155 Pomona Drive. There are 12 units at this site and VDH has
had issues over the years with failing septic systems. The property
owner is requesting public sewer service to resolve the current issues
and prevent future issue of raw sewage being discharged on the ground.
During this site meeting it was further discovered that a potable water
service line leak was exacerbating the failed septic issue.
2. There are an additional 15 homes along Pomona Drive that could need
service in the future. I will be working with VDH as to the current
age/condition/issues from their database to assist with determining
needs.
3. I met with VDH regarding this possible project and found that the
property owner repaired a water service line leak which stopped the
extra water creating the septic failure and is now in compliance. There
has not been any additional work done on this project at this time. I
will be developing cost estimates for this project. With the topography
of Pomona Drive, it is more than likely that it would be served by a
low-pressure collection system.

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8.

CVTC Infrastructure
A. DGS provided the necessary documents to grant the CVTC infrastructure
backbone previously presented to ACSA on April 15th. They were prepared
by the Office of Attorney General. They were forwarded to Counsel. Mr.
Popovich and I edited the agreement requesting actual property at the tank site
and pump station buildings as we will need to provide security fencing in the
future as well as possible pump station improvements to connect with existing
ACSA pressure zones. We met with DGS on September 29th and discussed
ACSA revisions. DGS did not have any issue with providing property around
the tanks to ACSA. DGS was concerned regarding the property where the
pump stations are on that they did not want to hinder any further developer from
using property in their development. After reviewing the topography of the
pump site with determined that including some language that allowed future
developers to relocate station at their expense would likely work. We have
scheduled a meeting on October 13th to discuss language proposed by DGS &
OAG.
B. DGS has received $6,000,000 appropriation in this upcoming year’s revised
budget to begin removing buildings from CVTC campus. We have been
requested to assist in developing their strategy to begin cleaning up the campus.
In the current budget process, an additional $10,000,000 has been approved to
further the removal of buildings.
C. VDOT has completed their study funded by the General Assembly to determine
a possible second entrance to campus

9. Lead and Copper Rule Improved
A. We have begun developing a list of schools and daycare facilities that we serve
to be able to successfully navigate the portion of the new rule where ACSA
must provide access to Lead and Copper sampling/testing should the facility
desire to be tested.
10. Future developments
A. Met with Developers or their engineers regarding the following developments:
1. Project within Amelon Business Park – Project Liberty (Amazon) –
nearing completion. CCTV inspection showed issues. Omega’
(primary contractor) had subcontractor flush line. This did not clear
issues. Omega contracted from jetting and CCTV inspection of worst
sections. This inspection showed more construction/material issues in
sewer line. We are providing a list of deficiencies that need to be
addressed before ACSA can accept this line into our assets.
2. Project at former Burger King site on Business 29 – Chipotle – nearing
completion
3. Amherst Storage – under construction
4. Trojan Road – plans approved, no construction at this time.
5. Grace Church – construction underway – limited approval. Contractor
installed water line without communicating with ACSA to determine
size/need. Contractor installed sewer line on opposite side of building
per plans, tied into ACSA manhole without notifying ACSA and
crossed neighbor’s property without easement. Provided project
engineer data from water model
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6.
7.
8.
9.

Dillard Road Business Park (EDA) – Engineering Design
Stratford Place – Project completion and testing underway
Violets View – 72 Townhomes
Madison Heights Town Center phase 3A – reviewed plans waiting
resubmittal
10. Madison Heights Town Center phase 3B - reviewed plans waiting
resubmittal
11. Pamplin Drive Townhouse
12. River Run – construction underway, contractor providing
documentation of work performed. ACSA to witness, sewer
vacuum/pressure testing, water line yet to be installed.
13. Fern Ridge – 110 home subdivision nearing approval
14. Seminole Plaza – preliminary review.
15. 7-Brew
16. Dillard Road Townhomes – 100 units, requires main sewer pumping
station to serve as well as extension of force-main to sewer located on
29 Business.
11. VOSH Inspection of the Henry Lanum Water Treatment Plant. `
A.
B.

C.

On March 10th, we received a surprise inspection from Department of Labor
and Industry (VOSH) of the Henry L Lanum Jr. Water Filtration Plant.
We received formal citations for the issues discovered during the inspection
on May 6th. There were no monetary penalties. Staff have been addressing
the issues noted. May 19th, we submitted an update on abatement status to
VOSH.
We have completed all corrective actions required including 8 hour staff
training on HAZWOPER responses held 09/09 & 09/16 (to have all staff
receive training while maintaining operations.

12. EPA Inspection of Public Water System Amherst County Service Authority VA5009250
A.

B.
C.

We received a full U.S. Environmental Protection Agency Region 3 will be
conducting a Safe Drinking Water Act (SDWA) inspection at Amherst Co
Service Authority (ACSA) (VA5009250) public water system from Tuesday,
December 2nd through Thursday, December 4th.
We received EPA’s acceptance of our response. Staff have been moving
forward with items we stated that we would address.
Staff are working on re-formalizing our Backflow Prevention program
evaluating various software and tracking packages

13. Drought Status
A. Area Status – The most recent Drought Monitor Mapping shows our service
area of Amherst County as under Severe Drought conditions where we have
been through the summer,

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B. Town of Amherst – The Town’s sole source of water is the Buffalo River. This
source was drying up. In August, the Town approached the County to be able
to have water released from its reservoirs that feed into the Buffalo River. This
was approved at the BOS meeting on September 1st. September 2nd, we were
requested to assist the town by feeding potable water through our emergency
interconnect located on Ebenezer Road as their storage tanks were at critical
low levels. We began feeding the Town on September 3rd and continued until
September 12th when the Town tanks were back to normal levels. During this
time the Town was able to locate and repair several leaks within their
distribution system.
C. James River Supply – At the September regular meeting, made you aware that
we were renting a pump to utilize our DEQ approved James River Water
Supply. We contacted our supplier Xylem (Godwin Pumps) to have them
locate and deliver a pump and appurtenances to pump water from the James
River to Graham Creek Reservoir. It takes a high head capable pump to
overcome the 375 ft of head to push raw water to the reservoir. We also shared
that we would be meeting with the neighborhood to keep them informed of our
activities. We were able to meet on site September 4th. This was a very
productive meeting, sharing their concerns and us sharing how we would
address them. One condition of the easements that were obtained for the raw
water system was the Board of Supervisors needed to “declare a formal
Declaration of Local Water Supply Emergency” to be allowed to utilize the
easement. This was done at the BOS regular meeting on September 15th. We
then scheduled for pump delivery and a contractor with heavy equipment to
offload and site the pump on Tuesday September 22nd. On Monday September
21st we postponed delivery as there was significant precipitation expected
making working on the steep riverbank unsafe. On Friday September 25th the
pump was delivered to site, and we began installation of suction and discharge
piping. We completed installation of discharge piping on Monday, September
28th. During start up it was shortly discovered that oil was coming out of pump
breather port showing a possible seal failure. Staff with Xylem attempted
several corrective actions that could be performed in the field and determined
that the seal had failed. Xylem has located a brand-new pump and it is to be
delivered Friday October 2nd. The contractor will remove failed pump, offload
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new pump, load failed pump and site the new pump at river. We will then
reconnect suction and discharge piping and start testing the line. All these
activities are being communicated with the Trent’s Landing neighborhood.

Pump Delivery to Site

Pump at River Site

Walking Pump Down to River

Suction Hose in River

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Discharge Hose Up to Raw Water Line

Failed Seal

Water in Oil

D. Reservoir – Though this drought period we have been utilizing the reservoir
capacity as it was constructed to be. With the month-long test period of refilling
the reservoir with James River raw water and anticipated fall rains we should
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remain in good condition. If normal October and November precipitation does
not occur, we can continue to withdraw James River water to meet our
customers’ needs.
E. Agriculture – Though out this drought period we have been supplying from the
water plant, a number of farmers with water that they can haul off in
totes/barrels on the back of their pickup trucks. They have their choice of filling
from a yard hydrant and hose at no cost. If they wish to fill quickly from our
fire hydrant we set them up as a customer as any other contractor who fills from
the hydrant. We have even supplied Sweet Briar’s Equestrian facility in this
manner when the distribution system on campus failed. On October 2nd, County
is setting up to provide water for farmers in Northern part of the county from
Mill Creek Lake to pump and haul.

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