DRAFT COPY DRAFT COPY
DRAFT COPY
MINUTES OF A REGULAR MEETING OF THE
City of
Members Present: Thomas
R. Augostini, Chairman
Thomas Dellapenna, Jr. -- ABSENT
Eugene
Hulbert
Kenneth
Kinsman
Arthur Ospelt
Kevin Transue
Also Present: Robert C. Murphy, Esq., Co-Counsel
Kenneth
Helisek, Esq., Co-Counsel
Catherine P.
Aingworth, Acting Superintendent
Beverly J. Palmer, Fiscal
Officer
Michele Cuevas, Confidential Secretary
Kathleen
C. Carney, Transcriptionist
Guests: Mayor Matt Ryan, City of
Bob Bennett, Engineer,
Howard LaFever, Stearns & Wheler
John LaGorga,
Stearns & Wheler
Art Van
Gelder, C&S Engineers
Bob
Palladine, C&S Engineers
Jack Bills
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Chairman
PRIVILEGE OF THE FLOOR
C&S
Engineers
Art Van Gelder provided an update on the improvements as
related to the flood events. He provided
aerial photos taken during the flooding.
C&S met with the insurance carriers for the builder's risk policies
on
Under Contract 4, 70% of the pumps and grinders are going back to the manufacturers. All piping must be discontinued before pumps can be taken out. There are 57 valves that will be disconnected.
Under Contract 3, Square D is the predominant electrical vendor. Any motor controllers, starters or disconnects that came in contact with the slightest amount of water must be removed and sent back to them. All the pneumatic valves were under water.
The pit has been dewatered and cleaning efforts are under way. The new sump pumps under Contract 3 have all been replaced. C&S is working diligently to get as much of the silt as possible out of the system and out of the building.
C&S' engineers have visited the site to evaluate everything from architectural to structural and mechanical systems. Rooms that had just been painted will need to be repainted.
All contracts are continuing to progress where possible. The contractors are assisting the plant staff where they need help and ask for assistance.
Mr. Palladine reported that structural, mechanical and
electrical engineers conducted a field visit to the plant. Reports from the special teams are due by
the end of this week (week of
Mr. Palladine presented Letter of Authorization #4 to Chairman Augostini. He explained that work related to Contracts 3 and 4 is being handled under those contracts. Clean up/repair work for the existing plant will be handled at the Board's request. He reviewed the conditions of Letter of Authorization #4 with the Board.
He reported that FEMA and the DEC are visiting the plant
on
Mr. Helisek asked, in reference to Letter of Authorization #4, if it would be in a format that could be used as a claim for insurance purposes. Mr. Palladine indicated it would be. Mr. Palladine will provide a not to exceed cost for rates.
Chairman Augostini informed the Board that Steve Eidt (DEC) requested that the Board secure an engineering study to assess flood damage to the existing Plant.
Mr. Van Gelder supplied the Plant's insurance agent with an inventory (to date) from all contractors. The insurance company will want a more detailed breakdown as well as a more definitive cost and time schedule. Each contractor has been asked to make an assessment and provide that to the construction management team. C&S will review all of these assessments with the Board in order to develop a plan.
Chairman Augostini directed that all costs should be delineated as to the project damage (those under construction) and non-project (existing plant).
Mr. Hulbert asked C&S if this information could be provided in web format for easy access by all Board members, Plant management, etc. Mr. Palladine will create a separate FTP site where he will post information and correspondence relative to the flood and insurance claims. He will provide passwords for the FTP site.
Mr. Van Gelder reported that they are continuing to install filter media into the end cells (when they can get the media due to the washout on Route 88). They are progressing with welding on the C-cells that are above the damage water line. Once they are done with the stainless steel piping, they will begin loading media into the C-cells as well. There is some contract electrical work being conducted above the damage water line. Contract 4 is predominantly damage assessment and damage repair. They are being able to progress work on a limited basis on Contract 3. Half of Faulter's crew is performing progressing work versus clean up and repair.
Mr. Van Gelder reported that the stockpiled media stored
at the
IDI has advised C&S that silt in the media is not a problem and it will come out rather easily during the backwash operations of the pump filters. IDI has expressed no concern regarding the silt. IDI's position regarding the silt has been documented.
Mr. Hulbert asked that a visible inspection be done to determine how much silt had settled in the bottom of the tank. Mr. Transue suggested scoping the filter media at 12‑inch intervals to see where the silt had infiltrated.
Mr. Hulbert asked about open valves which caused a backwash problem. Mr. Van Gelder responded that IDI has a problem with some of their pneumatic valves, which caused the backwash problem. Mr. Hulbert asked that a complete reporting and documentation be performed on what caused the flooding of the tanks, in order to prevent such severe damage in the future.
Mr. Van Gelder explained that valves associated with N1 and N5 are not seating properly and cannot be seated. IDI was in the process of bringing the manufacturer to the site specifically for these valves. The valves were closed, but will not seat properly (not even manually). He will supply Acting Superintendent Aingworth with a complete report on the valves.
Mayor Matt Ryan
Mayor Ryan asked if a request had been made to the DEC
for an extension.
Chairman Augostini replied that the DEC was visiting the plant on
Mayor Ryan asked to be kept apprised of any telephone calls that need to be made regarding an extension request.
The Mayor asked what the status was of insurance coverage for the Plant by contractors and by the Plant. Chairman Augostini explained that related to the construction the Plant has two policies – Contract 3 and Contract 4 each have a one million dollar builder's risk policy. These policies include repair specific to these two contracts.
The Plant has never had flood insurance. FEMA never advised the Plant that flood insurance was required after providing aid for the flood of 2005.
Mayor Ryan asked how much of the Plant was operational. Acting Superintendent Aingworth responded that three settling tanks were brought online but one has crashed. They believe they will get three more back online on July 12. As they bring processes online, the silt is so heavy that it is ripping things apart. They are waiting for supplies and visits by manufacturers representatives.
Mayor Ryan asked about the mercury limits for dental labs/offices. Mr. Palladine responded that the new permit has a limit for mercury and all new labs and offices will be required to stay within these limits.
Attorney Murphy added that there is correspondence being sent to the County Planning Department in order to notify the towns of the new mercury limits.
Acting Superintendent Aingworth indicated the Plant is
taking 16.3% from
C&S Engineers – Bob Palladine
Mr. Palladine reported that the DEC is modifying the permit, but has not reviewed it in the last two weeks. They are currently about one-third of the way through it. He will provide notice of the schedule for the modified permit.
Improvements to the clarifiers and baffles had been discussed as a change order under Contract 3. This work is underway. He has prepared a scope for the change order. Mr. Palladine distributed photos of the tanks and baffles to the Board and explained the proposed changes.
Mr. Palladine estimated that the tanks would work at 65% efficiency (they work at 50% currently) after the improvements are made.
Chairman Augostini asked for a motion to approve Letter of Authorization #4 with C&S Engineers related to the flood damage assessment report for damage related to the day-to-day operations at the Plant. The new construction will be assessed out of the budget for new construction.
Mr. Kinsman made a motion to approve Letter of Authorization #4 with
C&S Engineers related to the flood damage assessment report to include
detailed rate charges clarified. Second
by Mr. Hulbert.
Mr. Hulbert asked for a detailed flood damage recommendation analysis (in the
event of a future flood). Mr. Transue
asked for a monthly report on hours from C&S. Mr. Palladine will provide a not to exceed
rate schedule.
Motion
carried: 5 ayes
0 nay
1 absent
(Mayor
Ryan thanked everyone for their efforts prior to exiting the meeting at
Bob
Bennett
Bob reported that the Village Attorney, Art Van Gelder's
staff and himself have a meeting on
Stearns
& Wheler:
Lime
Stabilization
John LaGorga provided layout options and
configurations for raised conveyers as requested by Mr. Hulbert at the
Mr. LaGorga provided Amendment #9 which is a total
of $350,250.00 plus $220,000.00 (original Amendment #6) for Lime Stabilization.
Mr. Hulbert asked if all members agree to
decommissioning the compost facility to be replaced by lime stabilization. Chairman Augostini reminded the Board that
Sandy Lizlovs had communicated to Howard LaFever that she did not have a
preference to which two forms of pretreatment were used, as long as there were
two forms. Mr. LaFever indicated
they are still waiting for that directive in writing from the DEC.
Attorney Murphy recommended that the Board not make any motions
decommissioning the compost facility until approval from the DEC/EPA with regards to decommissioning the compost
facility is received.
Chairman Augostini asked for a motion to approve
Amendment #9 with Stearns & Wheler.
Mr. Kinsman made a motion to approve
Amendment #9 establishing a lime stabilization operation and equipment as
supplied by Stearns & Wheler with funds coming from the capital
reserve. Second by Mr. Hulbert.
Motion
carried: 5 ayes
0 nay
1 absent
Staffing Project
Mr. LaGorga reported that he has met with Attorney
Murphy and Mr. Bills to further this project.
They would like to finalize the project and possibly have another
workshop within the next two weeks with the Board to finalize the project.
Industrial Pre-Treatment Program
Mr. LaGorga indicated that Amendment 2006 has been
submitted to carry on with the Pre-Treatment Program until
Mr. Hulbert reiterated his request for a list of all
filings and reporting to the various agencies.
Mr. LaGorga indicated they will produce a compliance calendar.
Chairman Augostini also asked for a procedure of how
to proceed with an agreement with
Chairman
Augostini asked for a motion to approve Amendment Year 2006 of the Industrial
Pre-Treatment Program.
Motion
made by Mr. Hulbert approving Amendment Year 2006 of the Industrial Pre‑Treatment
Program. Second by Mr. Ospelt.
Motion
carried: 5 ayes
0 nay
1 absent
Jack
Bills, Personnel Consultant
Mr.
Bills reported that he has put together a manning table and an organization
chart. He is still a believer in the
functional organization chart and stands by the organization chart he submitted
with his report, with the exception of some job titles that were
submitted. He will submit the manning
table next week with his recommendations.
Chairman
Augostini asked that the organization be broken down by shift.
Mr.
Kinsman felt that Assistant Superintendent Aingworth should be allowed to make
a recommendation as to which organization to adopt after reviewing both.
APPROVAL OF MINUTES
Chairman Augostini asked for a motion to approve the
minutes from
Mr.
Ospelt made a motion to accept the minutes from
Motion
carried: 5 ayes
0 nay
1 absent
Chairman Augostini asked for a motion to approve the
minutes from
Mr.
Kinsman made a motion to accept the minutes from
Motion
carried: 4 ayes
0 nay
1 absent
1 abstention
FISCAL OFFICER'S REPORT
Ms. Palmer presented a Fiscal Officer's report totaling 2,698,395.81. All third quarter billings were mailed.
Ms. Palmer presented to Board members the listing of current encumbrances for outstanding projects. She will update them for the next meeting.
Chairman Augostini asked for a motion to accept the Fiscal Officer's report.
Mr.
Ospelt made a motion to accept the Fiscal Officer's report as presented. Second by Mr. Kinsman.
Motion
carried: 5 ayes
0 nay
1 absent
BOARD LISTING
Ms.
Palmer presented a Board Listings totaling $277,537.82.
Mr.
Hulbert made a motion to approve and pay the Board Listing as presented. Second by Mr. Ospelt.
Motion
carried: 5 ayes
0 nay
1 absent
SUPERINTENDENT'S REPORT
Violations, Complaints
& Significant Problems
·
The plant has been severely damaged by the flood of June
28. DEC engineers, as well as
structural, mechanical and electrical engineers from C&S have toured the
facility to assess damages. FEMA, SEMA
and insurance adjusters are expected to evaluate the facility this week.
·
Damage was to equipment including valves, pumps, motors,
meters, grinders, VFDs, in the thickeners, east and west settling tanks, air
scrubbers, digesters, chlorination and dechlorination building as well as the
new BAF area.
·
Significant damage was sustained at the Johnson City Terminal
Pump Station.
·
The
Compliance
·
The effluent suspended solids limit was met in June. Data was not available after
·
Influent suspended solids were 142, and effluent suspended
solids were 33, which is an average 76% removal. Current effluent limits for suspended solids
are 53. Influent BOD was 171 and
effluent BOD was 103, which is an average 40% removal. The effluent BOD limit is 132.
·
Iron limits were met in all samples collected.
·
Sampling was discontinued after the flooding.
Personnel
·
Completed: One Building Maintenance
Helper has been hired.
·
Pending: We are coordinating with
Binghamton Civil Service to review qualifications for several positions
including shift operator, computer analyst (approved and funded as of
June 1), as well as instrumentation technician.
·
Continuing: Management personnel continue management training with
consultant Jack Bills.
Compost
Facility
·
Continuing: We are working on bid
specifications with Stearns & Wheler for additional repairs of the compost
facility.
·
Continuing: We continue to have
discussion with the EPA regarding our 2005 biosolids report. We have responded with additional information
that they have requested.
Operational
Issues
·
Flooding on June 28 has seriously
impacted operations of the plant.
·
Plant personnel are working
overtime in their efforts to bring the plant back to pre‑flood
conditions.
·
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.
·
Plant personnel have received
price information regarding replacement of the bar screens.
·
Plant personnel continue to meet
with Stearns & Wheler to assist in the design for lime stabilization.
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 and 2 on line. Currently 5
out of 10 tanks are functioning.
Industrial Pretreatment
Program
·
Continuing: Stearns & Wheler is
assisting our staff with the Industrial Pretreatment Program.
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
Mr. Ospelt
commended Acting Superintendent Aingworth for the job she has performed at the
plant since the flooding.
Acting
Superintendent Aingworth added that the plant staff has been phenomenal in
stepping up and working overtime. Many
people have cancelled vacations and have been working 12-16 hour days.
Motion by Mr. Ospelt to provide
breakfast pizzas to thank the staff from the Board. The pizzas will be provided on July 12,
2006. Second by Mr. Kinsman. (Funds were collected from Board members).
Motion
carried: 5 ayes
0 nay
1 absent
CORRESPONDENCE
Assistant
Superintendent Aingworth indicated a letter from Mayor Ryan regarding
Mr. Lake's appointment.
Attorney
Helisek reported he has heard nothing from the Department of Health regarding
restaurant inspections (grease issues) pursuant to the letter he sent to the
Department of Health.
Attorney
Helisek reported that he sent a letter dated
BOARD COMMITTEE REPORTS
Mr.
Kinsman reported that the Personnel Committee met with Mr. Bills regarding the
salary projections and they are continuing to develop salary ranges for
non-union employees. They will come up
with a salary range for the shift supervisor (newly developed) position.
OLD BUSINESS
Ms.
Palmer indicated that the budget will be due early this year. The Board informed Ms. Palmer that Mr. Miller
will be responsible for compiling the budget as one of his projects.
NEW BUSINESS
Mr.
Hulbert indicated he would like to make sure that the Board gets started with
the municipal working orders regarding how the owners should be approached with
regard to 239 l and m procedures and requesting sewage services for new
developments.
Attorney
Murphy indicated he has written to Rita Petkash on this issue.
Mr.
Hulbert would like to see a procedure developed for these new requests.
EXECUTIVE SESSION
Motion
by Mr. Kinsman to enter Executive Session at
Motion
carried: 5 ayes
0 nay
1 absent
Motion
by ________ to exit Executive Session at _____ p.m. Second by __________.
Motion
carried: 5 ayes
0 nay
1 absent
Motion
by _____________ to adjourn at _____ p.m.
Second by ________.
Motion
carried: 5 ayes
0 nay
1 absent
The next regularly scheduled meeting is scheduled for
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, Acting Superintendent
City of
Haylor,
Freyer & Coon
File