MINUTES OF A REGULAR MEETING OF THE
BINGHAMTON – JOHNSON CITY
JOINT SEWAGE BOARD
City of
City Clerk’s Conference Room
Members Present: Eugene Hulbert, Chairman
Kenneth Kinsman, Vice Chairman
Thomas Augostini
Thomas Dellapenna, Jr.
Edward Crumb
Kevin Transue
Also Present: Kenneth Helisek, Esq., Co-Counsel
John Perticone, Esq., Co-Counsel
Catherine Aingworth, Interim Superintendent
John Cox, Fiscal Officer
Michele Cuevas, Confidential Secretary
Dawn Sante, Transcriptionist
Guests: Bob
Bennett, Engineer,
Bob Palladine, C&S Engineers
John LaGorga, Stearns & Wheler
Rob Sturtevant, Stearns & Wheler
Joe Dodd, Stearns & Wheler
Brian Kessler, City of Binghamton, Engineer
Christopher
Papistat, City Counsel
Robert Wassler, City Counsel
Chairman Eugene Hulbert called the meeting to order at 1:35
p.m. and requested the meeting end promptly at
NEW BUSINESS I
Chairman Hulbert introduced Dawn Sante to the Board. Mrs. Sante has replaced Kathleen Carney as Transcriptionist. Copies of Mrs. Sante’s contract were distributed to the Board. At Mr. Helisek’s questioning, Mr. Perticone confirmed that Mrs. Sante is an independent contractor, having one or more transcription jobs, and, therefore, does not have to be an employee of the Binghamton-Johnson City Sewage Board.
Mr. Hulbert made a
motion to approve Mrs. Sante’s contract.
Second by Mr. Kinsman.
Motion carried: 5 ayes
0
nay
1
absent
PRIVILEGE OF THE
FLOOR
C&S ENGINEERS -
Bob Bennett spoke to Board on this
Construction Update
Contract 1 – Working on checking out the use limitation and
delivery
Contract 3 – General Contractor is cleaning the secondary influent level today. Taking out and cleaning the water bases and working on the itinerary of punch list items. The Contractor working closely with IDI on use limitations is also working on punch list items. BAC and Plumbing Contractors are 99% complete. Mr. Palladine is working on obtaining a quote for another project for minor issues that need to be taken care of.
Contract 4 – Solids handling: working on the two small boilers. Two big boilers were delivered March 12. Flood list items: Electrical Contractor is working on wiring the boilers. Flood recovery work: damaged items coming back to the client are being worked on.
Contract 5 & 6 – TPS Replacement status: Pump 2 system was installed and inspected. Aside from minor glitches, it seems to be running smoothly. There will be a 3-4 day test run. Once pumps are cleared and wiring controls are tested, TPS is expected to be back up and running in 3-4 weeks. Head House Pump status: Waiting on delivery. Extra money was added into the contract for rush delivery. Arrival expected within 3 weeks.
C&S ENGINEERS –
Bob Palladine
A performance test is planned for July 1 with all clarifiers operating at that point.
FEMA Update
Plant received 3 more blue books. An updated Worksheet Summary report was distributed.
A Board meeting was set up for March 23 at 10:00 a.m. Initially, it was requested that at that meeting Mr. Palladine would present a report to the Board on information needed to meet the exception requirement based on a construction and design costs analyses of bidding vs. not-bidding to determine whether or not the Board’s decision not to bid the project out is the right way to go. Mr. Hulbert stated the Board’s goal is to limit the Plant’s liability as a treatment plant with the IDI contract. The bidding process must fall within guidelines with regards to timing; a formal bid takes more time. Mr. Helisek read paragraph 5 of the Procurement Policy which affirmed that due to emergency time constraints, the Plant does not have to go through a normal bidding process.
Mr. Palladine will do a memo on “Reasonableness of Costs” looking at the rates and hours tied into the November 1 Consent Order, mentioning the urgency of time with regards to possible fines or penalties if deadline is missed. Mr. Palladine will issue two bids – one to Falter, one to Pinnacle. Mr. Palladine will have a proposed Agreement for the Board to be able to take immediate action following the March 23 meeting. Mr. Palladine will fax a proposed contract before the meeting to Mr. Helisek.
After the meeting, Mr. Cox will present an updated budget noting any changes made. Mr. Augostini to confirm where the capital dollars are coming from out of the Board’s budget. It is not currently in the ’07 budget; planning to take dollars out of 2006. Mr. Palladine already has drawings marked up with costs and specs. Mr. Hulbert requested Mr. Palladine do a revised spreadsheet with bid specs.
STEARNS &
WHELER – John LaGorga
Mr. LaGorga introduced two guests: Rob Sturtevant, Lime Stabilization Project Engineer, and Joe Dodd, Pre-Treatment Program Assistant.
Lime Stabilization Update
System has been running for 3 weeks. One motor is running too slow; one is running too fast. Mr. Hulbert suggested putting a motor control unit on the slower motor. Stearns & Wheler is currently working with the vendor on some minor punch list items to address any issues and make necessary changes. Overall, Craig Matias is very happy with the system and the equipment will meet the spec at the end of the process. In follow up, the plan is to run the system for a few more weeks until the larger motor comes in. The Operator will then come in and take care of any minor needs. Mr. Transue gave a detailed explanation of the motor system and how it operates.
Changing Plant Rules & Regulations for Local Limits
The Board approved the letter that will be sent out to local community vendors and dentists reminding them of the NYS requirements for mercury separation. In order to move forward with the Amendment Process, the Board needs to publish any proposals and schedule a Public Hearing. The letters can go out before the Public Hearing. The Board agreed to hold a Public Hearing during the April monthly Board meeting. Mrs. Cuevas will put a notice in the newspaper.
Mrs. Cuevas confirmed that the cost for bulk line is $180/ton = $0.09/lb. This will become a competitive bid in the future.
Review of Industrial Pre-Treatment Program
Mr. LaGorga distributed a memo noting reasons, approach, results, conclusions and their recommendation of the program. They are pleased to report that the documentation of the Plant Laws and Rules & Regulations do meet Federal regulations. As for implementation, the Plant does a good job in following through to meet these regulations, but there are a couple of areas where implementation could be improved. The two highest priority areas are related to surcharging. Plant needs to make sure it establishes a uniform practice for surcharging all industries and make sure it works through the surcharge calculation process correctly. Mr. Helisek questioned whether or not surcharging should be added to the amended Rules & Regulations. The Board determined that was not necessary.
Plant needs to have a plan advising how often it is going to sample these in order to meet Federal Regulations.
Mr. LaGorga distributed a worksheet comparing the Onondaga County Plant to the Binghamton-Johnson City Plant (BJC). Stearns & Wheler’s research shows that Onondaga has much more contact with their industries and a larger staff with more “man hours” dedicated to their treatment program. They also have a full time County lawyer and plumbers that report on any new industry hookups; the latter is a strong recommendation for BJC. The chart shows 16 “users” for Onondaga. That is not the confirmed number of users, particularly “high load” users.
Mrs. Aingworth noted that while it is critical to at least know what other counties are doing, BJC does not have the manpower to check where problems are coming from into the Plant. Mr. LaGorga and Mrs. Aingworth will work together to determine how the Plant may go about obtaining a higher level of staffing for the Industrial Pre-Treatment Program.
Costs Analyses
Residential users pay for industrial pre-treatment user’s costs. Plant needs to develop a cost in which all users share more equally, rather than just sharing in permit costs. It was suggested that the Plant send out a questionnaire to industry and community users to determine usage and therefore justify charges. Federal Regulations require an industry survey be done every five years. Problems with a questionnaire include having questions that are not easily understood, responses are not truthful or not responded to at all. Plant needs to have a industrial pre-treatment program otherwise it is eventually going to be fined and face potential punishments.
Mrs. Aingworth noted that the Plant needs to find hidden costs that are being paid for by the Plant but not noted in any line item in current budget. It is ultimately the Plant’s responsibility to determine where any outside costs are coming from.
Mr. Hulbert requested Mr. LaGorga do a Costs Comparison chart for industrial pre-treatment, residential, Frito Lay and Crowley to determine where updates or changes need to be. The chart should compare costs along with comparing types of users in each category.
Mr. LaGorga will work with Mrs. Aingworth to review the memo distributed and come up with an action item. Any issues will be discussed at the March 23 Board meeting.
BIDDING
SPECIFICATIONS FOR REPLACEMENT TANKS – Brian Kessler
Mr. Kessler requested specification of how these projects are handled. The Board formally requested the City bid the project. Mrs. Aingworth currently has six bids for skimmer equipment and three bids for installation. The Board requested Mr. Palladine include the two different skimmers in his bids, then send bid specifications and drawings to Mr. Kessler for the City to go out and bid the entire project (skimmers + baffles). Entire project estimated at approximately $100,000.
APPROVAL OF
FEBRUARY MINUTES
Various corrections were made prior to the
meeting. Mr. Kinsman made motion to
accept the February 2007 minutes. Second
by Mr. Dellapenna.
Motion carried: 6 ayes
0
nay
Mr. Crumb made an additional motion
to amend the minutes in various places.
Second by Mr. Transue.
Motion carried: 6 ayes
0
nay
Mr. Augostini also made
a motion to amend the minutes in various places. Second by Mr. Crumb.
Motion carried: 6 ayes
0
nay
All in favor of amendments one and
two.
Motion carried: 6 ayes
0
nay
FISCAL OFFICER’S
REPORT – John Cox
Mr. Cox presented the Fiscal Officer’s Report with a balance of $2,478,472. 2006 is now closed out with costs still to come through.
Mrs. Aingworth noted that the increase in overtime was due to an unexpected disciplinary action (suspension and then termination) of two employees.
FEMA reimbursements will be recorded as revenue.
Mr. Hulbert requested a line item be added for NYSERTA since the Plant cannot use the money until it gets through the grant and it does not want to overestimate any funds.
Mr. Transue made a motion to approve the
Fiscal Officer’s report as presented.
Second by Mr. Augostini.
Motion carried: 6 ayes
0
nay
APPROVAL OF CLAIMS
– Michele Cuevas
The March 2007 Claims spreadsheet was
distributed. Mr. Dellapenna made a
motion to approve. Second by Mr.
Augostini.
Motion carried: 6 ayes
0
nay
SUPERINTENDENT’S
REPORT – Cathy Aingworth
The Superintendent’s Report was circulated. Everyone followed along with Mrs. Aingworth. Highlights of the report include:
Violations, Complaints & Significant
Issues
- Urgent repairs to the JC Pump Station and Binghamton Main Pumps are pending. One pump being installed March 13. Others will be installed over next few weeks.
- JC Pump Station has had both in-line channel grinders replaced.
- There continues to be a low temperature controlled burn in the compost bioreactor. Plant will work with the Vestal Fire Department and attempt to remove the material from the facility within the next week.
Compliance
- The effluent suspended solids and iron limits were met in February. Influent suspended solids were at 146; effluent suspended solids were at 44. This is an average of 70% removal.
- BOD limit was not met in February. The influent BOD was 211; effluent BOD was 140. This is an average 34% removal which is in line with the last couple of months. Plant not happy with this number.
- Over the last 6-8 weeks Plant has noticed that between 5:00a.m.-7:00a.m. there is dark influent and effluent, with the heavier portion coming from the Binghamton side. This is not normal and is being looked into.
Personnel
- Plant continues to work with Civil Service regarding titles, duties and personnel changes.
- Plant currently working with Mr. Perticone to determine the appropriate way to calculate employee’s retirement credit for work days that vary from the standard 8 hour work day. Mr. Cox will confirm with Mr. Perticone that the Plant calculations are correct. This may become a scheduling issue. Plant is in need of a female shower and locker room facility. A female employee requested this and has reported receiving some negative reactions from male employees. Mr. Perticone stated that the Plant needs to fulfill what is legally required, confirming that this female employee is to have a separate shower and locker room facility. A letter will be written by Mr. Perticone stating that the Plant cannot discriminate against this female employee and that accommodations should be made for her.
- Mr. Perticone has concerns that the female employee may have withdrawn her request for privacy as a result of duress which can become a serious legal issue for the Plant if not handled properly.
- Five employees took their exam to become licensed operators; results will be received over the next several weeks.
- Plant has sent Broome County the Board resolution regarding personnel services. County approval is scheduled for April.
Compost Facility
- The compost bioreactor continues a low temperature controlled burn. Plant plans to attempt to remove compost within the next several weeks.
- A note was placed in employee paychecks requesting that anyone having any knowledge of fire in the compost facility being started before the flood would come forward and speak to Mrs. Aingworth.
- Alarm records do not indicate heat or smoke issues before the flood.
Operational Issues
- Plant is in chemical precipitation mode and primary settling only mode, with tanks 1-10 on line.
- There are new issues with the East scrubber building built in 2000. Plant is reviewing new baffle design and installation.
- Repair to the odor scrubber building is being undertaken. The scrubber towers have been contaminated with creosote from the compost facility. There is also blower casing damage to one of the fans. Plant is unsure as to how this occurred. Several employees believe the fan never operated properly from the time it was installed. C&S Engineers disagree. This repair will cost approximately $20,000.
- Storage tanks for chemicals in the scrubber building need to be replaced. They are past their useful life of 7-8 years.
- Elliott Wagner has developed a SCADA implementation plan. This will be presented at the April board meeting.
Digesters/Thickeners
- Number 3 digester is currently working to stabilize solids.
- Plant has received energy information pertaining to a Dystor cover for the third digester tank. This cover is scheduled to be evaluated for repair or replacement as part of Contract 4. This will be added into the NYSERTA program.
Plant Business
- Plant had meeting with Johnson City, Binghamton, Vestal and the DEC on March 1. It was agreed that a follow-up meeting would be made with the County to get them to assist the Plant in developing a master print of major collection lines that feed into the treatment plant. Meeting with County GIS Manager, Doug English, scheduled for March 22.
- Plant will be contacting Cyber City for web site design and hosting quotes. The County has already been contacted.
- Mrs. Aingworth met with the press to discuss compost, oil and grease issues. Following that meeting, she was then invited to give a presentation regarding the Plant to the BC Health Department for their June 2007 meeting.
- Mr. Hulbert requested Mrs. Aingworth write a letter to the County Executive with regards to regulations of restaurants not currently being enforced. The Board concluded that the letter should be written in terms of consolidation of services and should include Endicott and Chenango. The letter should also state how much this issue is costing the plant and mention that the Plant would offset some of the expenses to help enforce the regulation.
BOARD ACTIONS
Mr. Helisek made a motion to send two
employees to the May conference in Saratoga, NY for training/education purposes. Mr. Augostini second.
Motion carried: 6 ayes
0
nay
CORRESPONDENCE
1. Letter from Wilson Electroplating Company regarding their concern with being in compliance of the Permit. Stearns & Wheler and Mrs. Aingworth will meet with Wilson to review their facility and help them come up with a way to operate within permit limits.
2. Civil Service memo regarding Wastewater Treatment Plant Operator/Trainee (WWTPO) position. Gavin Vitale is the only person that responded. Plant would have to replace his position. His new position as WWTPO would be a lateral move.
It was noted that when Mrs. Cuevas sends a change of address form to Civil Service, the form only gets put on file. The employee’s address is not formally changed by Civil Service until the employee personally reports the change. Board to follow-up and determine whether Mrs. Cuevas should discontinue sending Change of Address forms to Civil Service.
3. Letter from the DEC regarding extension of Consent Order. Plant has not yet received the Discharge Monitoring Reports due March 14.
4. Correspondence regarding check from FEMA.
5. Letter from Mr.
Perticone to Board regarding his Terms of Representation.
The insurance premium issue for Staff was not resolved.
NEW BUSINESS II
The total flow from the Town of Conklin is said to be approximately 78,000 gallons/day. They want to increase this to 400,000 gallons/day. IDA is going to be looking at the total flow of Industrial Park in the Town of Conklin. Mrs. Cuevas will give Mr. Hulbert the confirmed flow numbers. Mr. Perticone will then look into their contract to confirm usage allotment. Mr. Helisek requested the Board send a letter out to all users requesting applications for 20-year plan volume estimation.
· Mrs. Aingworth circulated her discussion to be read at the March 14 Plant meeting regarding employee/management relations. Mr. Hulbert, Mr. Transue and Mr. Kinsmen will sit in on the meeting.
OLD BUSINESS
Taking account of the time, Mr. Helisek confirmed old business will move to April meeting.
EXECUTIVE SESSION
Nothing needed.
Mr. Augostini made a
motion to adjourn the meeting at 5:01 p.m.
Mr. Dellapenna second.
Motion carried: 6 ayes
0 nay
TIME & PLACE OF NEXT BOARD MEETING
Tuesday, April 10, 2007 @ 1:30 PM Village of Johnson City, 2nd
Floor Conference Room.
Respectfully
submitted,
Dawn
Sante
Transcriptionist
I Michele Cuevas have reviewed these minutes and made spelling corrections.
Cc: Board Members
Mayor Ryan,
City of
Mayor
Lewis,
Kenneth Helisek, Esq
John Perticone, Esq.
John Cox, Fiscal Officer
Catherine Aingworth, Interim Superintendent
City Clerk, City of
Haylor Freyer & Coon
File