DRAFT COPY DRAFT COPY
DRAFT COPY
MINUTES OF A REGULAR MEETING OF THE
Members Present: Thomas
R. Augostini, Chairman
Eugene
Hulbert, Vice Chairman
Thomas Dellapenna, Jr.
Kenneth
Kinsman
Arthur Ospelt -- ABSENT
Kevin Transue
Also Present: Robert C. Murphy, Esq., Co-Counsel
Kenneth
Helisek, Esq., Co-Counsel
Catherine P.
Aingworth, Interim Superintendent
Beverly J.
Palmer, Fiscal Officer -- ABSENT
Michele Cuevas, Confidential Secretary
Kathleen
C. Carney, Transcriptionist
Guests: Barbara Fiala,
Pat Brennan, Deputy County Executive
Mayor Lewis,
Bob Bennett, Engineer,
Howard LaFever, Stearns & Wheler
Art Van
Gelder, C&S Engineers
Bob
Palladine, C&S Engineers
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Chairman
Tom Augostini called the meeting to order at
PRIVILEGE OF THE FLOOR
C&S
Engineers
Bob
Palladine distributed a copy of the Flood Damage Report application to
FEMA. He discussed the report and its
scope. C&S will update this report
throughout the life of the repairs on a regular basis. The current version is numbered 1.0. He reported that the tables (appendices) are
80%-85% completed. The intent is to have
this report submitted to FEMA by the end of the current week.
Mr.
Palladine explained the categories tracked by FEMA: debris removal, emergency measures and damage
assessment and permanent repairs.
This
report will be available on the FTP website that has been established relative
to the flood damage.
C&S
is predicting total repairs to fall in the $12 million-14 million range.
Mr.
Van Gelder reported that the media currently stored at the Village is in
question. IDI is performing an
evaluation on it and Mr. Van Gelder will be meeting with the project manager to
discuss the media later this afternoon.
Mr.
Van Gelder reported that once the contractors' needs are established, they will
formulate requests to the owners and the engineers. These will include several different factors,
such as: equipment that needs to be
removed and repaired as well as removed and replaced, the amount of time it is
going to take for the equipment to get back to the site, re-installation time
and normal start up time.
Mr.
Van Gelder has already received the preliminary schedule for Contract 4, which
shows completion out into June 2007. Mr.
Van Gelder anticipates a contract completion time of July or August 2007 for
Contract 3 and in that will be the Contract 1 schedule as well. Contract 4 must be completed prior to
Contract 3 for start up purposes.
Faulter
is working on their needs and schedule right now. Once they are received by
Mr. Van Gelder, he will give them to the other prime contractors to
input their needs based on turnaround on equipment and procuring new equipment
to replace damaged goods.
Mr.
Palladine advised the Board that the previous extension had been written up but
had not yet been finalized. The
additional time (due to the flood) will be added to the extension with the
five-week extension added onto the new schedule.
Mr.
Palladine advised that the DEC was working on the revised permit, but due to
flood damage assessment, nothing has been done recently. Once the report is submitted to FEMA, C&S
will contact the DEC to discuss the permit revisions.
C&S
will formulate an overtime estimate for repairs to the Plant.
Mr.
Kinsman asked if management was eligible for overtime through FEMA for flood
repairs. Mr. Bennett answered that FEMA
informed him that if management personnel were working and "got their
boots dirty" they were acting as workers (not administrators) and that
time should be accumulated for overtime purposes. If management personnel were doing purely
administrative work, that overtime will not be reimbursed. This will be verified with FEMA as it
differed from Mr. Transue's and Mr. Murphy's understanding of overtime
reimbursement.
Mr.
Palladine again informed the Board of the Hazard Mitigation Grant Program and
that any upgrades done as part of this program are eligible for 100%
reimbursement. They will be reviewing upgrades for inclusion in this
program.
Chairman
Augostini stressed that the most important thing at this point is the
definition of what needs to be repaired and what needs to be replaced.
Mr.
Van Gelder reported that where possible, they are continuing to progress
contract work. Letters have been drafted
to contractors notifying them to proceed with repair or replacement of anything
in the draft report. Some equipment has
12 to 16 week lead times for replacement, thus the orders must go in
immediately.
Mr.
Van Gelder also reported that storage space is needed for equipment being
replaced, as the insurance company will need to see all equipment prior to
disposal. Travelers Insurance will want
to see all the equipment in one place at one time. He advised the Board that once the insurance
company has made an assessment, much of the removed equipment will be offered
back to the Plant. They should begin to
consider having some kind of sale or auction for parts and equipment they will
not need.
The
Flood Damage Report will be sent to the insurance company.
Mr.
Van Gelder will inquire if the insurance company will tour the Plant to view
damaged equipment rather than having it stored in a single location.
Mr.
Hulbert asked about interim financing for Plant repairs. Chairman Augostini answered that the
owners will be closing their second loan with the EFC in October. The owners will ask the EFC to take all of
these (repair) costs and add them to the second loan and then pay off the loan
once FEMA reimburses the Plant. This
would take the loan from $14 million to approximately $30 million. If the EFC cannot loan this amount, the
owners will have to issue a short-term note (BAM note). The owners borrow based on their ownership
percentage. Chairman Augostini informed
the Board that the owners had enough money available to take them through the
completion of the construction if there had not been a flood.
Due
to financing issues, C&S will wait until Friday, August 11 to send the
drafted authorization letters to the contractors authorizing repair/replacement
work to begin. Chairman Augostini
reported they would have an answer regarding funding from the EFC by August 9
and within a month both owners would be able to secure their respective share
of funds from the bond market. He will
inform all Board members of the EFC's response.
If the EFC cannot provide the funding, Chairman Augostini will attend
the work session with
Stearns
& Wheler
Staffing
Report
Mr.
LaFever reported there have been several work sessions held on the staffing
plan. He would like another work session
with the Board in two weeks time.
Stearns & Wheler is recommending a total of 43 employees for the
Plant. There are currently 36 employees.
Mr. LaFever explained Stearns & Wheler's recommendations and
calculations. He explained their goal
for transition. The Board discussed
vacation/absences (10% rule), noting that these rules would have to be written
into the union contract. Mr. LaFever
asked that the Board bring any questions to the next work session. Mr. Transue noted that an electrical
assistant is needed on the third shift.
Solids
Handling Letter to Sandy Lizlovs
Mr.
LaFever provided a draft of the letter to Sandy Lizlovs. The letter has been reviewed by Attorney Mr.
Murphy. The letter will be mailed on
Lime
Stabilization Project
Mr.
LaFever distributed the final detailed shop drawings for the lime stabilization
with the mixer at the horizontal level for easier access.
Contract
Services
Interim
Superintendent Aingworth asked Stearns & Wheler if they would pursue prices
for dewatering services in order to save wear and tear on the centrifuge. They have requested prices from three
different firms and have received one quote to date. Two more quotes are due on
Interim
Superintendent Aingworth reported that currently the Plant is operating with
one centrifuge, the other two were set to go online, but the flooding has
interrupted that plan. That part of the
contract is backed up. Digesters 1 and 2
were set to go online so that number 3 could be taken off line. Flooding impacted that plan also.
She
reported that they are on a "slippery slope" as far as their ability
to remove solids, particularly if the one working centrifuge has problems. It
has been having some problems as it is being run constantly 12 hours a day and
is handling river sediment. Interim
Superintendent Aingworth reported that it has been difficult to keep up and she
does not want to fall behind and get into an emergency situation.
The
costs associated with hiring a service to dewater are reimbursable by FEMA as
they are related to flood damage.
Mr.
Helisek indicated that at the
The
one proposal that has been received is for $132,000.00 for a three-month
minimum contract to run the process 6 days a week.
Compliance
Schedules
Mr.
LaFever provided a draft compliance schedule of all milestones associated with
the Industrial Pre-Treatment Program.
Letter
to
Mr.
LaFever provided a draft of the letter being sent to
Mr. Kinsman noted that with the flood and the delay of the Plant's construction, the dates for acceptance of the County's leachate may be delayed.
APPROVAL OF MINUTES
Chairman Augostini asked for a motion to approve the
minutes from the
Mr.
Kinsman made a motion to accept the minutes from the July 11, 2006 and
July 25, 2006 meetings as presented.
Second by Mr. Hulbert.
Chairman
Augostini asked that Mayor Lewis be attended as a guest at the
Motion
carried: 5 ayes
0 nay
1 absent
FISCAL OFFICER'S REPORT
Chairman
Augostini presented a Fiscal Officer's Report with a balance of $2,549,113.31.
Chairman Augostini asked for a motion to accept the Fiscal Officer's report.
Mr.
Kinsman made a motion to accept the Fiscal Officer's report as presented. Second by Mr. Transue.
Motion
carried: 5 ayes
0 nay
1 absent
BOARD LISTING
Chairman
Augostini presented a Board Listings totaling $411,089.84.
Mr.
Hulbert made a motion to approve and pay the Board Listing totaling
$411,089.84. Second by Mr. Dellapenna.
Motion
carried: 5 ayes
0 nay
1 absent
SUPERINTENDENT'S REPORT
Violations, Complaints
& Significant Problems
·
The plant and Johnson City Pump Station have been severely
damaged by the flood of June 28. Repairs
and replacement of equipment has commenced.
A process to follow regarding purchases for flood repair needs to be
defined.
·
The compost bioreactor spontaneously combusted on July
15. Vestal Fire Department responded and
Plant personnel obtained nitrogen to control the fire. This process is ongoing.
·
Broome County Planning contacted the Plant to request
information regarding capacity for the possible new site location of a food
processing plant.
Compliance
·
The effluent suspended solids limit was met in July.
·
Influent suspended solids were 159, and effluent suspended
solids were 41, which is an average 74% removal. Current effluent limits for suspended solids
are 53. Influent BOD was 147 and
effluent BOD was 102, which is an average 31% removal. The effluent BOD limit is 132.
·
Iron limits were met in all samples collected.
·
Sampling was restarted on
Personnel
·
Pending: Informational request from
Civil Service regarding new title changes.
·
Pending: We are coordinating with
Binghamton Civil Service to review qualifications for several positions
including shift operators (4), computer analyst (approved and funded as of
June 1), as well as instrumentation technician.
·
Pending: Staff Plan.
·
Continuing: Management personnel continue management training with
consultant Jack Bills.
·
Continuing: Three more staff
members are registered to begin Operations training.
·
Initiated: We have begun to
update our emergency response plan and safety training and had the
Compost
Facility
·
Continuing: The compost bioreactor
spontaneously combusted as a result of the power shutdown due to flooding.
·
Continuing: We are working on bid
specifications with Stearns & Wheler for additional repairs of the compost
facility.
Operational
Issues
·
Plant personnel are working
overtime in their efforts to bring the plant back to pre‑flood conditions
as a result of flooding on June 28.
·
Plant personnel have received
quotes for the replacement of our skimming system. The current skim troughs are leaking
profusely, and result in continuous pump operation and grease problems.
Digesters
·
Number 3 digester is currently dormant due to damage to
equipment.
Centrifuges
·
The
Influent
Pumps
·
Pending: Corrective action is being
planned through C & S Engineers and lead agency, the
Primary Tanks
·
We are in Primary only mode with tanks 1-6 on line, 7-8
cleaned and pending repair. Currently
9-10 are still out of service pending cleaning and evaluation.
Industrial Pretreatment
Program
·
Continuing: Stearns & Wheler is
assisting our staff with the Industrial Pretreatment Program. We received a request for medical waste
discharge from a local hospital and determined that an informational letter is
needed for these medical facilities.
Plant Business
·
We are exploring and gathering information from several
companies regarding contract services.
Recommended Board Actions
·
Interim Superintendent Aingworth is asking that the Board
waive the formal bid process in lieu of 3 quotes to purchase emergency
equipment.
Attorney Murphy advised
providing a written statement at the next (August 29) meeting underlining why a
certain situation is an emergency situation.
Mr. Helisek advised
obtaining a report from C&S indicating that if one of our other 1‑6
primaries went down, that we will be grossly in violation and will not meet any
health standards and in their opinion it is an imminent emergency. Interim Superintendent Aingworth will ask
C&S for a statement in writing.
Chairman Augostini advised
asking Art Van Gelder for a letter on the status of all tanks and based on the
letter, the Board will take action.
Contract 3 – BAF's
Work is in progress but has suffered a significant setback with the
flooding of
Contract 4 – Solids
Handling
Work is in
progress but has suffered a significant setback with the flooding of
CORRESPONDENCE
Mr.
Helisek received a phone call from Mark Mancini of the Broome County Health
Department regarding grease disposal by restaurants. The Broome County Health Department does not
track or inspect for grease disposal.
Mr. Helisek asked for a response in writing. Mr. Mancini did not have authority to write
such a response, but would discuss it with his superior.
Interim
Superintendent Aingworth advised that the EPA has a program called FOG (Fats,
Oil, Grease). It is a voluntary program
at this time, but will become mandatory at some point. Mr. Murphy advised that the Board/Plant
should consider making this program a part of the sewer ordinance.
Mr.
Hulbert asked if Broome County Planning could be approached regarding
initiating within the SEQRA program a directive that when an application (under
SEQRA) is filed requiring the submission of the (anticipated) amount of gallons
per day, per week, per month that will be deposited into the Plant. Attorney Mr. Murphy will ask Rita Petkash for
more information. Mr. Murphy is
encouraged by the communication the Board has received regarding issues from
Broome County Planning.
BOARD COMMITTEE REPORTS
Mr.
Kinsman reported that the Construction Committee held one meeting with Interim
Superintendent Aingworth and Howard LaFever pertaining to the lime
stabilization project. They are working
to get the project moved along.
NEW BUSINESS
Interim
Superintendent Aingworth reported she has met with Mr. Miller in formulating
the budget for 2007. She distributed the
draft proposed budget to the Board.
The
Board discussed the proposed budget and the process for changing the proposed
budget. The budget as proposed by Ms.
Palmer is $5,002,633.00. With the
Interim Superintendent's staffing goal, the proposed budget is
$5,482,507.00. Both proposals are
without benefits and insurance.
The
Board discussed allocations for various budget lines.
The
new proposed personnel number is 51 employees as proposed by the Interim
Superintendent. The Board discussed
personnel requirements at the Plant.
After
considerable discussion the Board decided on the following personnel changes
for 2007:
Electrician/Instrumentation
Assistant 1
Operator/Lab
Director (1/2 year position) 1
Shift
Lead Operator 4
Operator
Trainees 4
Maintainers 11
Operators 3
The
Board went through the budget line by line recommending increases/decreases to
the various lines. Interim
Superintendent Aingworth will e-mail the proposed changes to all Board members.
Motion
made by Mr. Hulbert to accept the proposed budget as amended by the Board at
approximately $5,612,529.00 before benefits.
Second by Mr. Dellapenna.
Motion
defeated: 3 ayes
2 nay
1 absent
It
was decided the Board would reconvene on
Motion
by Mr. Dellapenna to meet at
Motion
carried: 5 ayes
0 nay
1 absent
EXECUTIVE SESSION
No Executive Session.
Motion
by Mr. Hulbert to adjourn at
Motion
carried: 5 ayes
0 nay
1 absent
The next regularly scheduled meeting is scheduled for
I Michele Cuevas have reviewed and made corrections on
Page 8 under board recommendations
TIME & PLACE OF NEXT BOARD
MEETING
Respectfully submitted,
Kathleen C. Carney
Transcriptionist
Mayor Ryan, City of
Mayor Lewis,
Kenneth P. Helisek, Esq.
Robert C. Murphy, Esq.
Catherine Aingworth, Interim Superintendent
Eric Denk, City Clerk, City of
Haylor,
Freyer & Coon
File