DRAFT COPY
MINUTES OF A
REGULAR MEETING OF THE
JOINT SEWAGE
BOARD
Municipal Office
Members Present: Eugene Hulbert, Chairman
Kenneth Kinsman, Vice Chairman
Thomas Augostini
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: Arthur Van Gelder, C&S Engineers
Bob Palladine, C&S Engineers
Bob Bennett, Engineer,
Elliott Wagner, Plant Head Electrician
Chairman Hulbert called the
meeting to order at
Mr. Hulbert apologized for being unprepared for the April 10 meeting with regards to the public hearing and special NYSEG guest. There was misunderstanding about the subject matter that was presented. To avoid this happening again in the future, moving forward, Mr. Hulbert would like to know who is going to have the privilege of the floor, what their report is going to be and the timeline they are going to require. Mr. Hulbert would like to see names and titles on the agenda and more “order” with regards to time limits of presentations. Mr. Hulbert would also like to see presentation material ahead of time.
Mr. Hulbert would like to start the meetings on time and will try to control discussions and questions in order to have the meetings flow smoothly and end on time with the entire agenda being covered.
PRIVILEGE OF THE FLOOR
C&S ENGINEERS – Arthur Van Gelder &
Tanks 5 & 8
Mr. Van Gelder presented Mr. Hulbert with Falter’s revised insurance certificate showing the Board as certificate holder. This cost $890.40 in addition to what is currently being paid for insurance. Mr. Hulbert would like to see how these costs can be modified.
Mr. Van Gelder noted that Falter has not received the Letter of Agreement from the Board confirming them as contractors. Mr. Palladine will prepare the letter.
All baffles are in tank 5 and complete. The only work left to be done is adjustment to the weirs. Falter is reshooting all benchmarks and will verify those today.
Mr. Transue questioned why
boards are expanding causing bowing in tanks 7-10, particularly in tank
#8. There also seems to be a problem
with them pulling. Mr. Van Gelder will
look into this and perhaps have
Contract 4 – digester #2 is up and producing gas. The start-up Rep will be taking care of burners this week. Work is progressing nicely. Three c-cells (C5, C6 & C8) have been backwashed to the satisfaction of IDI.
TPS-Terminal Pump Station
Three out of four pumps have been replaced. Mrs. Aingworth, Mr. Van Gelder and the Engineer are talking with the Contractor about shutdowns. Contractor will begin removal of Existing System #1 this week. This is the first of the existing pumps to get replaced at the head house.
PRIVILEGE OF THE FLOOR –cont.
BAF
The NYSDEC will be on site
April 24 and have been invited by Mr. Van Gelder to sit in on the meeting being
held at
Mr. Van Gelder will need to be aggressive to meet the May 1st goal.
Maintenance Manuals
Mr. Van Gelder clarified that there is no “daily maintenance plan” for the equipment being installed at the Plant. The O&M manuals do, however, describe what needs to be done during specific times for each separate piece of equipment. C&S engineers are currently reviewing these manuals for content and completion. Once the Engineer has approved all content, Mr. Van Gelder planned on giving Mrs. Aingworth at least one copy and all Plant Staff would eventually receive a copy. Mr. Transue requested that all Lead Operators have a copy of maintenance manuals before May 1st , giving them the option to “at least read it before start-up begins”. He emphasized this as being “a necessity or don’t start up the Plant”. Mr. Hulbert requested the manuals be sent electronically. Mr. Van Gelder expressed concern with IDI being reluctant to comply with this request due to copyright laws, but will follow up.
SPDES Permit
Mrs. Aingworth acknowledged to Mr. Palladine that the DEC is no longer following up with regards to the Maintenance Manuals attached to the SPDES Permit. Mr. Hulbert stated that this plan still needs to be completed in order to keep the Plant from staying in its existing condition. Mr. Palladine will follow up with the Facility Maintenance System (FMS) group and advise what is involved and what software is needed.
TANKS-7-10
Mr. Palladine distributed six
copies of the bid specs. Regarding the bid
specs schedule, the advertising was revised to April 25. Mr. Palladine will work with Mr. Transue to
discuss any questions. Mr. Transue will
copy the Board with answers. The Board
is the authorized contract person.
Cathy noted that she can only hire for what has been budgeted for. Mr. Wagner and Mr. Hamlyn will be there in the beginning pretty much all the time. And people will be put in here and there.
The facility only has minimal
personnel.
PRIVILEGE OF THE FLOOR –cont.
Elliott Wagner – Plant Electrician-Replacement of SCADA Hardware
Mr. Wagner stated that the Plant’s goal is to have the SCADA system be functional and expandable and to communicate with as little difficulty as possible with the new BAF. Currently the facility is using Opto 22 and is not practical. A two-page proposal for the phase replacement of the SCADA hardware was circulated. Everyone followed along with Mr. Wagner. Mr. Wagner noted that this document was only a guideline.
Mr. Wagner also circulated a
proposal for a Control System Upgrade.
Everyone followed along as he read the summary page. The packet detailed hardware requirements and
costs for implementing each control subsystem.
Mr. Wagner noted that he typically contracts with Shawn Hemmingway but
can bid out or get quotes on parts, if needed. He expressed concern with Allen Bradley giving
him a hard time if they find he is asking for quotes from different vendors,
knowing each vendor will be ordering the same Allen Bradley parts. Mr. Wagner can request a “not to exceed” quote,
if requested. Mr. Wagner noted that the
plant and personnel are very familiar with the Allen Bradley material since
some of the equipment is already installed at the facility. Basically what the plant wants is for the
SCADA system to be functional and expandable and be able to communicate with
little difficulty with the new technology of the BAF.
Mr. Transue stated that a schematic is really needed before any bidding is done. Mr. Hulbert asked Mr. Transue, Mr. Kinsman and Mrs. Aingworth to work with Elliott and come to the May Board meeting with a preliminary recommendation on how to move forward. A graphic presentation was suggested. Mr. Transue will contact everyone and setup a meeting to talk about the SCADA system that is currently at the water plant and other SCADA systems at wastewater plant. Mrs. Aingworth asked the Board for direction as far as “reasonable costs” were concerned. Discussion concluded that a schematic should be presented and proposals reviewed before a budget is determined. Chairman Hulbert thanked Mr. Wagner for giving his proposal.
APPROVAL OF MINUTES
Mr. Augostini made a
motion to approve the March 2 and March 13 minutes. Second by Mr. Kinsman.
Motion carried: 4 ayes, 0 nay, 2 absent
Changes were requested on the March 13 minutes. Pg. 4 third paragraph Onadaga users are 70 not 60. Mr. Kinsman noted that the correct spelling of the chemical lime. In one sentences it is typed line. Co-Counsel Helisek noted that on page 2 New Business the statement should read as is NOT an employee of the Binghamton-Johnson City Joint Sewage Plant.
There was no quorum at the
April 10 meeting; minutes did not need Board approval.
FISCAL OFFICER’S REPORT – John Cox
Mr. Cox presented the Fiscal Officer’s Report with a balance of $2,738,484.66. All first quarter bills have been paid.
Mr. Transue made a motion to approve the
Fiscal Officer’s report as presented.
Second by Mr. Augostini.
Motion carried: 4 ayes, 0 nay, 2 absent
Mr. Cox also distributed a
2006 Final Billing Report listing final account balances at the close of the
2006 fiscal year. All accounts received
credits with the exception of the City of
Mrs. Aingworth informed the Board
that
Later in the meeting, Board resolution was needed for the Work Session requesting the City permit the Fiscal Officer to encumber all the expense and transfer funds for the 2007 skimmer project. Mr. Cox will do a rollover from the 2006 Capital Budget of $800,000 + $220,000.
Mr. Augostini made
a motion that $1,022,000 be encumbered from 2006 for the 2007 Skimmer
Project. Mr. Kinsman second.
Motion carried: 4 ayes, 0 nay, 2
absent
Mr. Augostini thinks the above funding was taken into account for FEMA numbers. Mr. Cox will confirm at the May Board meeting.
APPROVAL OF CLAIMS – John Cox
The April 2007 Claims
spreadsheet was distributed.
At the April 10 Board meeting, Mr. Transue questioned how Falters was chosen to repair the emergency gas leak. Mrs. Aingworth went back through her notes and clarified the process. NYSEG was originally contacted but said they would not repair it. NYSEG recommended LaBarge. LaBarge was called several times and finally sent a Supervisor to assess the damage but the Supervisor never came back with a quote. Locke was then contacted. Locke said they do not repair gas lines. Jones Water was then contacted, but they recommended LaBarge be called. Falters was already on site and was able to do the repairs. Mrs. Aingworth noted that the main office area, the breakroom and the lab had no heat at the time and she did not have a copy of the updated Purchasing Policy.
Mr. Transue questioned $9,920.00 spending with Koester Associates. Mrs. Aingworth clarified that this was proprietary. Part of Contract 4 included replacement of the pumps in the digester building. However, the pumps that were being used to pump solids would not have been able to be pumped from the thicker to the digester. Pumps that could pump 7-14% were needed instead of the current pumps. Koester was the only company carrying the same pumps the Plant was currently using under Contract 4, just different in color.
Mrs. Cuevas
will confirm the number of lease payments left on the centrifuge to Mr.
Augostini.
Procurement Policy
There is still discrepancy as
to the actual date that the Procurement Policy was updated. Mr. Perticone’s policy has
Mr. Kinsman made a
motion to approve the April 2007 Claims .
Second by Mr. Transue.
Motion carried: 4 ayes
0
nay
MISCELLANEOUS
Mr.
Hulbert questioned a December 28 letter from NYSEG regarding PSI gas
pressure. Mrs. Aingworth is going to
follow up with John Virginia.
SUPERINTENDENT’S REPORT – Cathy Aingworth
The Superintendent’s Report
was circulated. Everyone followed along
with Mrs. Aingworth. Highlights of the
report include:
Significant Issues
TPS is in need of valve replacement. The Plant received three quotes ranging from $7,000 to $12,600. According to Mr. Paladine, this cost could be covered under Contract 5 FEMA Reimbursements. Mr. Bennett will verify FEMA approval status.
Mr. Kinsman made a
motion to approve the quote for $7,290 for parts plus $1,000 for TPS
installation costs, contingent upon FEMA’s refusal to be considered in the
Mitigation Project work. If FEMA
reimbursement is received, a “change order” will be issued. Mr. Augostini second. Mr. Transue opposed the motion, questioning
Duall price quotes.
Motion NOT carried: 3 ayes
1 nay
Board Actions
Mr. Augostini made a
motion that Brian Lacey be promoted to Operator 3 at the contracted rate for
the collective bargaining agreement effective
Motion carried: 4 ayes
0 nay
Board Actions
The Board did not need to approve the Plant hiring temporary summer employees as this is at the discretion of the Superintendent. However, the Plant currently has 35 employees with an overall budget for 42. Money needs to be moved to a Summer Help budget line to establish a wage rate.
Mr. Kinsman made a
motion for the acting Superintendent to hire two temporary summer employees for
general office work and miscellaneous chores for $7.20/hour. Mr. Augostini second.
Motion carried: 4 ayes
0
nay
Motion amended and
carried restating rate to $7.50/hour.
Mr. Augostini made a
motion to authorize two employees to attend the May Flygt pump school
conference in Rochester, receiving reimbursement for all customary and
reasonable expenses. Mr. Kinsman second.
Mr. Transue wanted
it noted that he offered to drive the two attendees back and forth to
Motion carried: 4 ayes
0
nay
Mr. Hulbert discussed a
proposal from the Binghamton-Johnson City Joint Treatment Plant to do a
county-wide system mapping project. The
Treatment Plant will compose these maps via reports and on-site visits and list
a great amount of information. Flow
meters would be hooked up to understand where infiltration and distribution is
coming into the collection system. The
Plant will list size and type of every distribution line coming into the City
of
Mr. Transue made a
resolution to approve the proposal from Broome County, specifically Doug
English, as proposed for $7,500 to do the mapping for the Joint Sewage
Treatment Plant. This would come out of
Professional Services line item # 8130.4482.
Mr. Augostini second.
Motion carried: 4 ayes
0
nay
Mrs. Cuevas will send a letter to Rita Petkash, copying Doug English, stating that the Board has approved the fee and quote for services; she can move forward with what needs to be done for this mapping project.
EXECUTIVE SESSION
Mr. Augostini made a
motion to enter into Executive Session to discuss personnel issues. Mr. Kinsman second.
Motion carried: 4 ayes
0 nay
Mr. Kinsman made a motion to adjourn the meeting at
Motion carried: 6 ayes
0
nay
TIME AND PLACE OF NEXT BOARD MEETING:
Tuesday, May 8 at 1:30 p.m., City of
Respectfully
submitted,
Dawn Sante
Transcriptionist
I Michele Cuevas have reviewed these minutes and made corrections to these minutes.
(Spelling and Correct people speaking)
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