DRAFT COPY DRAFT COPY
DRAFT COPY
MINUTES OF A REGULAR MEETING OF THE
BINGHAMTON-JOHNSON CITY JOINT SEWAGE
BOARD
City of Binghamton, City
Clerk's Conference Room
Members Present: Thomas
R. Augostini, Chairman
Eugene
Hulbert, Vice Chairman
Thomas Dellapenna, Jr.
Kenneth
Kinsman
Arthur Ospelt
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
John Cox, Fiscal Officer
Michele Cuevas, Confidential Secretary
Kathleen
C. Carney, Transcriptionist
Guests: Bob Bennett, Engineer,
John LaGorga, Stearns & Wheler
Bob
Palladine,
Jack
Bills
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Chairman
Tom Augostini called the meeting to order at 1:32 p.m.
PRIVILEGE OF THE FLOOR
Stearns
& Wheler
Lime
Stabilization Project
Construction
of the lime stabilization system is expected to begin mid-October with
completion by the first or second week of November (tentative schedule). Mr. LaGorga will be meeting with Plant
Management to discuss operations critical to plant operations that may be
affected by the construction of the lime stabilization project. He believed that primarily solids handling
would be affected by the construction.
Staffing
Project
Stearns
& Wheler has submitted a draft to the Board and have agreed to meet in
workshop format on September 26 to finalize the report with the Board.
Industrial
Pre-Treatment Program
Stearns
& Wheler have permits for three industries that have come due September
2006. They will issue permits with the
old limits and advise the industries that new limits will be put into place and
a new permit will be issued. Mr. LaGorga
would like to develop a timeline for changing the rules and regulations at the
September 26 meeting.
The
rules and regulations are being changed in an effort to accept the leachate
from the Broome County Landfill. Stearns
& Wheler has prepared a draft letter to the Broome County Landfill. The permit is in draft format at this
point. Mr. LaGorga will invite
Henry Wiseman and Brian Donnelly from Broome County to the September 26
workshop meeting in order to explain the swap of services being proposed.
Mr.
LaGorga distributed a laminated compliance schedule to all Board members.
Construction
Progress
Bob
Palladine provided a status on the construction projects.
Contract
1: Bubble testing is being done in the
filter cells. Fine and course gravels
for the media in the C filters is being delivered. Screen repair is being done.
Contract
3: Installation of the last slide gate
is proceeding as well as installation of gas and water lines and installation
of the gravel that is being delivered by IDI.
Removal is being done of the secondary influent pumps that were damaged
in the flood. Clean up and painting due
to the flood is continuing.
Reconstruction of the creek and the embankment to repair flood damage
has begun. The miscellaneous metals work
around the site is being completed and electrical work is being done in the D-N
filter complex. Instrumentation provided
by IDI is being installed.
Contract
4: Site restoration, repaving, and clean
up of the buildings due to the flood is being conducted. Re-inflation of Digester 2 due to the issue
with the valves is being done. Gas and
water lines and wires are being disconnected in order to get the boilers ready
to remove. The boilers are the long lead
item. C&S has received schedules from Faulter and Pinnacle.
Pinnacle
is ready to turn over the two centrifuges.
Plant staff would like to put those into operation, providing back up
for the one they have now.
The
grinder pump for one of the two centrifuges is still an outstanding item. It will be relocated in the plant to take the
place of one that was damaged by the flood.
Both machines have been received.
A letter is expected from Westphalia indicating they are ready and the
only issue is one of timing. At this
point, testing will be performed and after the parameters are met, a
performance bond will be put into place.
Consent
Order
The
DEC has asked for a schedule for the consent order. C&S has Faulter and Pinnacle's
information and are waiting on IDI, Matco and some of the contractors. Mr. Palladine will get the information
to put together the best schedule possible.
FEMA
Mr.
Palladine will have version 3.0 of the Flood Damage Report ready by Wednesday,
September 20 and will provide that to the Board. It will also be posted to the FTP site.
Mr.
Palladine is concerned that FEMA is still questioning eligibility issues. They are planning to preserve
eligibility. FEMA is asking for vouchers
and payment verification. C&S is
providing them with the information being asked for. As the contractors of record were
competitively bid, C&S will formally request that FEMA acknowledge their
eligibility (rather than returning to the bid process). C&S has all the advertisements and bid
tabs, providing verification that all contracts were competitively bid.
APPROVAL OF MINUTES
Chairman Augostini asked for a motion to approve the minutes from the August 8, 2006 meeting.
Mr.
Dellapenna made a motion to accept the minutes from the August 8, 2006 meeting
as presented. Second by Mr. Hulbert.
Motion
carried: 4 ayes
0 nay
1 abstain (Mr.
Ospelt was absent for the August 8 meeting)
The minutes from the August 29, 2006 meeting will be approved at a later meeting.
FISCAL OFFICER'S REPORT
Ms. Palmer introduced John Cox, Deputy Comptroller to the Board. Mr. Cox will be attending future meetings. Board members introduced themselves to Mr. Cox.
Ms. Palmer presented a Fiscal Officer's report with a balance of $2,874,447.62. As of this date, all third quarter billings and SUNY's final bill have been paid. Next week the fourth quarter 2006 billings will be mailed out.
Mr.
Kinsman made a motion to accept the Fiscal Officer's report as presented. Second by Mr. Ospelt.
Motion
carried: 6ayes
0 nay
0 absent
BOARD LISTING
Ms.
Palmer presented a Board Listing totaling $205,829.01. She also provided a listing of current encumbrances
as of August 31, 2006.
Ms.
Palmer provided a copy of the Joint Sewer Budget that was presented to City
Council on September 11, 2006. The only
changes made to the proposed budget were due to added personnel. She added $20,000.00 to the State retirement,
$10,000.00 to Social Security and $20,000.00 to the health insurance
lines. Ms. Palmer will inform the Board
as soon as a hearing is scheduled for the budget.
Chairman Augostini asked if there was a rough idea from the total Board Listing of what would be submitted to FEMA. Ms. Cuevas responded that a good majority of this listing would be submitted. The Board listing does indicate, "flood related" as to those items that will be submitted to FEMA. Plant management is tracking overtime hours for submission to FEMA. Interim Superintendent Aingworth is developing a mathematical equation to determine the amount of additional chemicals used in flood clean up.
The claim for the 2005 flood has been closed out in order to begin processing of the claims for the 2006 flood. There will be approximately $30,000.00 reimbursed to the Plant from the 2005 flood.
Ms.
Palmer asked for an anticipated total expected from FEMA. (She would like to construct the bills for
the outside users less the FEMA charges on an early basis).
Mr.
Hulbert made a motion to approve and pay the Board Listing totaling
$205,829.01. Second by Mr. Kinsman.
Motion
carried: 6 ayes
0 nay
0 absent
Mr. LaGorga of Stearns & Wheler presented the Board with a claim in the amount of $102,612.50, which represents approximately 40% of the material cost for the lime stabilization project. The total cost of the project is $285,000.00. Stearns & Wheler will owe payment to Schwing for this equipment within 30 days of the equipment being received (it is expected October 23, 2006). They are submitting this cost to the Board in installments. Next month they will submit a similar claim and by the end of October, all monies will be available to Stearns & Wheler in order to remit payment to Schwing. This is solely equipment costs.
Mr.
LaGorga explained that the agreement Stearns & Wheler has with Schwing is
that once the equipment lands, which is due October 23, 2006, the payment for
the equipment will be due within 30 days.
Mr. LaGorga explained that if the Board preferred that they submit one
bill and make payment all at once, that was acceptable as well.
It
was decided by the Board that this payment would be approved once the equipment
was on site. Interim Superintendent Aingworth
will notify Ms. Palmer when the equipment arrives at the Plant.
This
equipment is part of Amendment #6 and Amendment #9 of Stearns & Wheler's
contracts.
Ms.
Palmer asked how much was owed to Stearns & Wheler as of this date. Ms. Cuevas will provide that information
to Ms. Palmer.
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 continues.
Six out of ten settling tanks are on line. A seventh tank is being put on line today.
·
There continues to be a controlled burn in the compost
bioreactor. Plan personnel monitor
temperatures and apply nitrogen to control the temperature of the fire. We have received one complaint.
·
The fecal coliform limit was not met due to problems with
chlorine demand of tank debris from the flood.
Compliance
·
The effluent suspended solids, BOD and iron limits were met
in August.
·
The fecal coliform limit was not met, due to problems with
chlorine demand of tank debris from the flood.
·
Influent suspended solids were 148, and effluent suspended
solids were 37, which is an average 75% removal. Current effluent limits for suspended solids
are 53. Influent BOD was 183 and
effluent BOD was 125, which is an average 32% removal. The effluent BOD limit is 132.
Personnel
·
Pending: Informational request from
Civil Service regarding title changes.
·
Pending: We are coordinating with
Binghamton Civil Service to review and approve qualifications for several
positions including shift operators (4).
·
A new building maintenance person has been hired.
·
Pending: Staff Plan.
·
Continuing: Management personnel continue management training with
consultant Jack Bills
·
Initiated: We have begun to
label our buildings with numbers for emergency responders. We have also requested that Broome County
Emergency services add us to their emergency warning list.
·
Continuing: Labor Management
meetings to discuss new management initiatives, including scheduling and
training.
Compost
Facility
·
Continuing: The compost bioreactor
spontaneously combusted as a result of the power shutdown due to flooding.
·
We have received one complaint from
Steve Miller, Jr. regarding the odor from the burning compost.
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.
·
We have received quotes for temporary
solids removal due to flooding from several companies contacted by Stearns and
Wheler. After reviewing these quotes, we
have determined that the best course of action is to urge C&S to move
quickly in the installation of at least one centrifuge from Contract 4 as a
back up for solids removal.
·
Plant personnel have received
quotes for the replacement of our skimming system. We will be working with the city to develop
bid specifications.
Digesters
·
Number 3 digester is currently dormant due to damage to
equipment.
Centrifuges
·
The Westphalia centrifuge is on-line. One new centrifuge may be on line within two
months.
Influent
Pumps
·
Pending: Corrective action is being
planned through C & S Engineers and lead agency, the Village of Johnson
City. The Johnson City Terminal Pump
Station suffered significant damage. The
corrective action being coordinated by Johnson City may assist in the repair of
some problems.
Primary Tanks
·
We are in Primary only mode with tanks 1-6 on line, 7-10
cleaned and pending evaluation and repair.
Industrial Pretreatment
Program
·
Continuing: Stearns & Wheler is
assisting our staff with the Industrial Pretreatment Program.
Plant Business
·
We are requesting permission to go out to bid for polymer,
ferric chloride, HVAC maintenance agreement.
·
We have closed out the FEMA paperwork for the flood of April
2005 and begun the application process for the June 2006 flood.
Recommended Board Actions
We request the Board to
declare an emergency and waive the formal bid process in lieu of three quotes
to purchase emergency equipment, specifically main pumps, TPS pumps and
electrical equipment, as well as drives for the west primaries.
Contract 3 – BAF's
Work is in progress but has suffered a significant setback with the
flooding of June 28, 2006.
Contract 4 – Solids
Handling
Work is in
progress but has suffered a significant setback with the flooding of
June 28, 2006.
Mr. Kinsman asked
for a status on the outfall project.
Mr. Bennett replied that letters of interest were received (by Gary
Holmes) and he was trying to schedule interviews with the firms that submitted
letters of interest. There has been no
further progress since that time.
CORRESPONDENCE
Interim
Superintendent Aingworth reported that a letter was sent to Sandy Lizlovs on
August 16, 2006 regarding the lime stabilization. No response has been received.
Mr. Bennett
reported that Travelers Insurance responded that they will not cover the Plant
because it is in a flood plain. Mr.
Bennett is communicating with the local agent regarding this. If Travelers does not cover the plant, all
costs will go directly to FEMA. The
Plant does not have flood insurance. The
builder's risk policies on Contracts 3 and 4 were purchased by the Sewer Board.
BOARD COMMITTEE REPORTS
Mr.
Kinsman reported that one personnel committee meeting was held with
Mr. Bills.
Mr.
Hulbert attended a County Public Works Committee meeting.
OLD BUSINESS
Mr.
Bills reported that he has designed a management by objectives program
specifically for the Plant. The idea
behind this program is to make certain that the Board identifies objectives for
management of the Plant. Measurements
need to be put in place for Plant Management performance. He stressed that support from the Board and
Plant Management is imperative for success.
Mr.
Bills stressed that he will be working with Interim Superintendent Aingworth in
the installation of this program. Mr.
Bills stressed that the initial objectives for this plan must be derived from
the Board.
The
Board discussed extending Mr. Bills' contract through 2007. The Board considered extending the contract
an additional eight months (through December 2007) at the current monthly rate
plus expenses. Mr. Bills indicated that
due to the flood, much of his training and programs will not be completed by
April 30, 2007, the ending date of his current contract, thus the
desire to extend the contract.
Mr.
Hulbert expressed that in order for him to vote to extend the contract, he
needs to know when the Board will agree to have the goals online for the
Interim Superintendent.
Mr.
Bills indicated he will ask that Board meetings be set after the regular Board
meetings or in addition to regular Board meetings in order to address the issue
of objectives by the Board.
The
Board members agreed to individually formulate goals and objectives as to the
measurement of the Plant management and e-mail them to Jack Bills at JCB2@Adelphia.net. Jack's phone number is 315-685-8616.
It
was decided that one hour of the September 26 meeting would be committed to the
Management by Objectives program by the Board.
Mr. Kinsman indicated he would like to see the objectives in place
before the end of the year.
It
was decided that the agenda of the September 26, 2006 meeting would be:
1. IPT
with a representative from Broome County.
2. Staff
plan with Stearns & Wheler.
3. Management
by Objectives program with Jack Bills.
Chairman
Augostini noted that the current contract with Mr. Bills contains a 30-day
cancellation clause that either party could exercise.
Motion
by Mr. Ospelt to adopt the Management by Objectives plan with the meeting on
September 26, 2006 to iron out the details of what the Board's objectives
are. Second by Mr. Hulbert.
The
motion was amended as follows:
Motion
by Mr. Ospelt to adopt the Management by Objectives plan with the meeting on
September 26, 2006 to iron out the details of what the Board's objectives
are. The Board is approving a plan for
measuring the performance of the management staff at the Plant. These objectives will be put into place by the
end of 2006. This is the program which
the Board marked at the last meeting on August 29 as the written presentation
dated August 29, 2006. Second by
Mr. Hulbert.
Motion
carried: 6 ayes
0 nay
0 absent
NEW BUSINESS
Interim
Superintendent Aingworth asked for permission to go through the City of
Binghamton for a contract to advertise for bidding polymer, ferric chloride and
an HVAC maintenance agreement as well the equipment to implement the same
(ferric). Interim Superintendent
Aingworth will ask that the bid be broken out by chemicals and equipment.
Motion
by Mr. Hulbert to go through the City of Binghamton for a contact to advertise
for bidding polymer, ferric chloride and an HVAC maintenance agreement. Second by Mr. Kinsman.
Motion
carried: 6 ayes
0 nay
0 absent
Interim Superintendent Aingworth asked the Board to declare an emergency for the electrical repair at TPS and for the drives for the west primaries.
The
basis for the emergency at TPS is that the motor control center that was just installed
is not guaranteed to not fail as all the equipment was damaged in the
flood.
The
basis for the drives for the west primaries is that the tanks have not been put
on line as of yet. Although the Plant
has dried them out, but are not confident in their ability to work (both drive
motors and gearboxes). They have
received three quotes on drives motors and gearboxes.
The
current condition is shaky at best and the Plant is concerned about losing the
TPS terminal. If they proceeded through
the formal bid process, the Plant would be out at least three months and would
not have pumping capability from TPS.
The Plant would be at risk for attendant fines from the DEC.
The
funds for these repairs will be taken from the contingency to equipment line fund. These repairs will be reimbursed from
FEMA. The total estimated cost of the
switchgear is $65,000.00 to $70,000.00 and the west primary drives is estimated
to cost $80,000.00, for a total of approximately $150,000.00.
Motion
made by Mr. Hulbert to declare an emergency to waive the formal bid process
pursuant to the normal procurement policy (in lieu of three quotes necessary
under normal procurement policy) in effect by the Board. The cost is not to exceed $150,000.00 to be
paid from the contingency to the equipment line (249). The cost of these
repairs will be reimbursed through FEMA.
Second by Mr. Transue.
Motion
carried: 6 ayes
0 nay
0 absent
Chairman Augostini asked for a motion to extend the contract between Mr. Bills and the Board through December 31, 2007 for a continuation of the services he is providing (management services) to the Board. Those services include:
·
Training
·
Setting up a
personnel policy manual which covers wage and salary administration
·
Teaching
supervisors how to handle grievances with the union contract
·
Management by
Objectives program
·
Job descriptions
for union contract
All
programs have been interrupted due to the flood of 2006.
Interim
Superintendent Aingworth indicated that it was helpful to have Mr. Bills
available to help with personnel issues and union issues. She stressed that they do not have a human
resources department and rely on Mr. Bills as well as the City of Binghamton's
personnel department.
Mr.
Kinsman made a motion to extend the contract between Mr. Bills and the Board
through December 31, 2007 at the current rate with the same terms and
conditions as the existing contract which terminates on April 30, 2007. Second by Mr. Hulbert.
Motion
carried: 5 ayes
0 nay
1 absent
EXECUTIVE SESSION
Motion
by Mr. Kinsman to enter Executive Session at 4:04 p.m. to discuss personnel
matters and the status of negotiations.
Second by Mr. Dellapenna.
Motion
carried: 6 ayes
0 nay
0 absent
Motion
by Mr. Hulbert to exit Executive Session at 4:30 p.m. Second by Mr. Transue.
Co-counsel
Helisek noted that no action was taken as a result of Executive Session.
Motion
carried: 6 ayes
0 nay
0 absent
ADJOURNMENT
Motion
by Mr. Kinsman to adjourn at 4:32 p.m.
Second by Mr. Dellapenna
Motion
carried: 6 ayes
0 nay
0 absent
The second meeting for September is scheduled for Tuesday, September 26, 2006 at 1:30 p.m. in the Second Floor Conference Room in Johnson City. The next regularly scheduled meeting is scheduled for Tuesday, October 10, 2006 at 1:30 p.m. in the Second Floor Conference Room in Johnson City.
TIME & PLACE OF NEXT BOARD
MEETINGS
Tuesday, September 26,
2006 @
2nd Floor Conference Room,
Tuesday, October 10, 2006
@
2nd Floor Conference Room,
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 Binghamton, City Clerk
File