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HomeMy WebLinkAbout2005-11-09 SJCSJC Agenda November 9, 2005 – 12:30 p.m. Approval of July 13 and September 14, 2005 minutes Financial Report Steve Thayer Approval of 2006 Final Budget Operations Report Jeff Soule Action Items from Operations Report Engineering Report Scott Gibson Action Items from Engineering Report Next Meeting: December 14, 2005, 12:30 p.m. 1 SJC MEETING May 11, 2005 Present: Dan Cogan, Chair Larry Fabbroni Mayor Carolyn Peterson Scott Gibson Bob Romanowski Bill Gray Peter Stein Jeff Soule Mary Tomlan Steve Thayer Supervisor Steve Trumbull Supervisor Cathy Valentino Absent: Jennifer Dotson Dan Cogan called the meeting to order at 12:35PM. Approval of April 13, 2005 – Noted corrections: 1) Scott Gibson asked to be added to the list of attendees. 2) Bob Romanowski found an error regarding the date of the next meeting. Carolyn Peterson pointed out that the entire last section of the minutes from the personnel section down appeared to be from the previous meeting. Carolyn was correct – the last page should be deleted. Carolyn Peterson moved to approve the minutes, with the above corrections. Seconded by Cathy Valentino, the motion passed unanimously. Financial Report – Steve Thayer Steve distributed the current activity reports. He reminded the Town of Dryden that the 2nd Quarter payment was due on April 15, 2005. Steve Trumbell requested a reminder for his office of the amount owed. Revenues are coming in as scheduled. Expenditures seem to be coming in as budgeted to date. The excess of revenues of $545,000.00 should be down to around $200,000.00 by the end of the quarter. Bill Gray asked Jeff Soule about the revenue of the shut out hauler. He replied that it was around $70,000.00 last year and was projected to be $100,000.00 for 2005 due to the increase in sludge. Peter Stein wondered what the impact of this was percentage-wise. Bill stated that he and Jeff would work up numbers. The sub-metering results expected from Malcolm Pirnie will be useful in setting up the new rate schedule. 2 Jeff stated that the large trucks do not fit in the building so the doors to the receiving area have to be open. The trucks have been getting larger. Dan suggested looking into the possibility of the ability to take in odorous loads. Steve went over the Capital Project Expenditures. They include a phosphorous expenditure to Stearns & Wheler and a concrete restoration to Novelli Engineering. Steve has been working with EFC and believes we are on board for sale of the long term debt on the project occurring in July. It is well worth the effort. Cathy Valentino thought that it looks like there is currently a $1,000,000.00 shortfall in authorized capital project amounts. She wondered if we should revisit the approved capital projects approved or minimize costs. Steve confirmed that the projects were authorized. Larry stated that the study phase will inform us of cost benefits - particularly on the UV project. Dan suggested that the information be reviewed to get a sense of the funding issues and to bring concerns to the next meeting. Dan questioned the contracts for Crane Hogan, the electric (Mills) and Kimball (plumbing). Larry stated that of the total budget for the project there is only about $60,000.00 contingency left. Larry Fabbroni and Steve Thayer will review the figures and will itemize the expenditures as we are getting close to the authorized amount. This will be available for the next meeting. Summary of Engineering and Operations Report – Larry Fabbroni and Jeff Soule Phenol Update – Jeff said that the samples for the headworks loading for the phenol copper were completed the week of April 11, 2005. Trucked Waste – Jeff sent Broom County (Nanticoke) a letter stating that we would be interested in continuing to accept their leachate. They no longer mix glycol with leachate. Their contract needs to be renewed after a cost review is completed. Dan asked if the contract would come to the SJC for approval. A discussion followed regarding setting up a policy. Bill said that when the set of guidelines are established the contracts will not need to reviewed but it that would become an operations issue. Policy changes should be approved by the SJC. Larry stated that the EPA would like to see contracts in the future. A discussion of the differences and similarities between contracts and permits followed. Dan recommended meeting with Susan Brock to come up with standard contract language for permits and contracts that staff would be empowered to enforce. Trucked waste questions should be identified and taken to committee. Jeff was asked to keep Nanticoke informed as to the progress of the revision of the standard contracts. In the short term it was decided to allow a multi-month renewal of the current contract until new rates could be established. The sub-metering report will help with the formation of the new rates. Peter Stein mentioned to be sure our competitor’s rates are considered in the formation of new costs. We have not yet received the lab analysis from TCSW regarding Caswell and Hillview sites. Brewer Road Landfill’s mercury problem was attributed to the fact that it went over the holding time. They will re-analyze. DMV International met with Jeff on Thursday May 5, 2005. They are increasing production and inquired if we could take in more trucked sludge. Jeff informed them that our digester could 3 handle it but that odorous loads would not be tolerated. DMV makes proteins from milk for babies, livestock, animals, etc. Monday mornings load was very strong. Jeff refused to take any additional loads. Dan asked how this could be less odorous. Jeff wondered why DMV did not build a belt press and process it themselves. No one had any objection to Jeff’s shutting DMV off. If DMV solves the odor problem and Jeff is comfortable with their solution - Jeff could allow them to come back. Repairs – The number two influent pump is still out of service – the parts haven’t come in yet. Professional Consultants Jeff has been in contact with Malcolm Pirnie regarding the sub-metering project. It should be wrapped up soon. Stearns and Wheler toured the plant. Personnel – Jeff met with Schelley Michell-Nunn to discuss shift change regarding extending hours for trucked waste. Discussions with her are still ongoing. Carl (CJ) Killgore - the new operator trainee will start Monday May 16, 2005. Jeff has not received the list of candidates list for the Lab Tech positions. Larry stated that due to the growing complexity in dealing with trucked waste and with the addition of the tertiary phosphorous process it would be necessary to hire additional staff. Jeff and Larry thought that an additional operator and a maintenance worker might be better than two additional operators. The current budget can support both positions. One of the new hires is requested as a replacement of a retiring operator in 2006 as well as additional coverage related to the new phosphorous process which will be in place in the fall of 2005. Cathy Valentino wanted assurance that the hiring of two new employees will satisfy the upcoming needs of the plant. Peter Stein questioned why the trainee needed to be hired a year in advance. It is expected that the retirement will happen in March. Dan Cogan thought that having the person on board earlier would help with the new phosphorous process coming on line. Bob Romanowski felt that hiring additional personnel was justified to help with the additional plant responsibilities. Carolyn Peterson wondered if the temporary maintenance worker would remain on the roster. It is the intent to remove the temporary position. Larry said that the truck driver position has been left in but is not being fully used at this time. Water and sewer provides a truck driver on an as needed basis. Bill Gray recalled that in 1987 the plant reportedly would require 17 employees. He pointed out that in 2005 they are only using 14 employees. Bill thinks that it should not be a surprise to have to add employees as the plant ages. Cathy Valentino would like to see the job responsibilities rather than simply a job description of the maintenance worker. She also requested a scenario of the added responsibilities that are required to treat phosphorous. Bob Romanowski would like to see the current roster with a brief job description of each employee included. Bill Gray offered to provide materials of his research of New York State records of plants of similar size. Carolyn Peterson feels that common council would like to see the entire roster for 2004, 2005, 2006 and the total dollar amounts. Some of the savings need to be shown (new position versus retiree). Mary Tomlan asked if the benefit figures could be included as part of the full picture. These figures will be provided by Larry for the next meeting. 4 Engineering Report – Larry apologized for the lateness of his report due to his three week absence. Bond Act Funding – Larry submitted a quarterly report for the Bond Act Reimbursement of the contract. Repayment is expected in another month or so. Scott Andrew provided more information to the EFC. We are headed toward a bond sale in July. Tertiary Phosphorous Removal Upgrade – Scott Gibson summarized the meeting with the general contractor to review winter concrete delay claims. They were loosely trying to tie a lot of the claims into the pile driving program delays. It was decided to wait and see how the rest of the project pans out. Scott feels they are at a friendly impass with Crane- Hogan and feels that this issue will be revisited in the fall. Work progress is moving along quickly. The underground process piping has been laid, pressure checked, and is buried. The electrical services are completed from the existing building to the new building. Certain tie-ins within the new building are being worked on by both contractors. The general structure in itself is complete. The top deck still needs to be done. The Architectural form feature (concrete liner – with planking pattern) that was part of the original contract cannot hold up to the form process. The concrete pressure is too great and it entraps air and looks awful. The contractor is researching an architectural liner that will work for us. Due to the time issue a “hand rubbed finish” was allowed as finish for one of the walls. This is an aesthetic issue. Scott discussed the three types of architectural finishes - brick, a form type finish, and the lined surface. The project completion date (structures in place – ready to be operated) has been pushed out from September to December 2005. Stearns and Wheler prepared a proposal for a study of 7 different items for $74,000.00. It is listed by item and by total. They are hoping for the approval of the study phase. It includes the study and design for the UV disinfection, concrete repairs of the walls, deck water proofing, problems with the sky-lights, digester cover floating, brick repair – bricks popping off of the digester, feasibility study of a third story, a septage facility and a leachate facility study. These are approved 2004 – 2005 Capital Projects. Peter Stein asked for clarification of the fees. Dan Cogan requested the percentage of the study cost versus the capital project costs in advance of the next meeting. The NYSERDA contract has been signed by the Mayor. Jose Lozano is on his way with that research. Hauled Waste Water Report – Jeff Soule is in the process of creating a hauled wastewater policies and procedures document. This is a new policy necessary to regulate hauled waste. Dan Cogan is concerned about how this policy might affect revenue. Will it add costs or cause haulers to go elsewhere? Scott Gibson stated that the EPA insures that there is some sort of policy for trucked waste. He feels that we may not be stringent enough in certain areas. Scott suggested that Section 6 paragraphs H & I - include that we have the right to collect a sample from a septage hauler at any given time. Jeff was asked to highlight the areas of the policy that were new or different from the current operation. 5 Jeff stated that the hours of operation were new. He wants this change in order to eliminate unsupervised dumping. Septage is received between the hours of 7:30 – 4:00. The operators leave at 3:00. Jeff would like to have a later shift. Jeff stated section 3B is new. The plant is going to be issuing a permit as mandated in the sewer use law. Manifests and tracking tickets are presently being used but the tracking tickets have been incomplete. The discharge conditions and procedures are new. Jeff would like them to stop by the office before they dump their loads. Carolyn suggested that section “F” be changed to “A” making it first in the order of section “VI” procedures. Dan thought that it might be useful for a short version for the septage hauler versus the leachate hauler. Jeff said that before any changes were implemented he would meet with all haulers. Dan thought the special permit section should be separate. Dan also would like to have a sense of the prevailing regional costs. Jeff contacted other plants. Septage costs are pretty close but leachate costs differ greatly. Cathy suggested that the rates be structured as an addendum. That way the entire document would not have to be updated – just the rate page. Dan suggested that Susan Brock look at the new document. Peter Stein requested cost comparisons .6 versus 1 cent per gallon. These costs have been around since the early 90’s. Jeff said we are taking leachate from Broome County and sludges from the Delaware Valley. Our central location is advantageous. Bob Romanowski thought it made sense to incorporate a permitting system into the contract to include all procedures and safeguards.. Dan said the ideal is to have a single system that everyone follows. Cathy wondered if it would make sense to meet with the haulers to allow them to voice their concerns prior to the establishment of the finalization of the procedures. Mary suggested that the increasing fuel costs should be a consideration regarding the new rates. Cathy would like to add to the next meetings agenda the $289,000.00 grant money. She distributed the memo that she received from Susan Moore. Cathy would like the shares of the grant to be redistributed. Peter Stein moved to adjourn @ 2:10 p.m. seconded by Mary Tomlan. All were in favor. Engineering Report for SJC November 9, 2005 IAWWTP Conference Room INDUSTRIAL PRETREATMENT Staff eagerly awaits the results of the BB&L Maximum Allowable Headworks Loading Study. TERTIARY PHOSPHORUS REMOVAL UPGRADE Construction Status The physical connection of the existing plant outfall to the new tertiary effluent chamber occurred late night on October 19th through the morning of October 20th. The existing plant was shut down and a section of the original 48” outfall pipe was removed. The procedure was performed without a hitch and plant operations were resumed at about 9:00 am that morning. The general contractor, Crane-Hogan, is all but complete with their portion of the work. Currently, asphalt paving is being laid as per plan and the contractor eagerly awaits the arrival of three submersible and two chemical feed pumps to complete their installation scope of the job. Plant staff has made efforts to aid the contractor where possible to help during tasks such as process tie-ins, scheduling, lending of equipment, and other items which should lower the contractor’s past winter concrete claim brought forth in the spring of 2005. Negotiations on this claim are still pending. The plumbing contractor is roughly 85% complete with their work with the bulk remaining on air conditioning duct work and fan installation. The electrical contractor has made a claim for unavoidable delays due to scheduling problems from past general contract geotechnical, low-alkali concrete, and winter concrete issues. As a result, the bulk of electrical work was not begun until mid-August and they have since asked for a time extension on the completion of their work to December 15 as well as a $40,000 claim for labor differential costs. Staff has been in negotiation discussions with John Mills Electric which will continue throughout the remainder of the contract. The legitimacy of both claims is currently under review. Regardless of the outcome, it is recommended to make provisions to increase the project budget as a matter of contingency. Potential Change Order The potential change order as reported two months ago due to a redesign of the Sand and Polymer Storage Room overhead door system is expected to be eliminated as part of an agreement due to efforts by plant staff to aid the general contractor during plant shut down. ENGINEERING AND OPERATIONS COLLABORATIVE EFFORTS Evaluations on the sanitary sewer flow monitoring stations are complete and recommendations and assessments are being finalized. The project is now ready to move into the bid stage. CHEMICAL BULK STORAGE The new 1500 gallon day tank that will be used for ferric chloride storage in the new tertiary phosphorus system is still undergoing the normal registration process with the State Department of Environmental Conservation (NYSDEC). A full 5 year inspection was conducted on both plant 10,000 gallon chemical bulk storage tank systems. The inspection included a physical entry by a certified tank evaluation specialist to determine remaining wall thicknesses and inspect the integrity of tank lining, valves and appurtenances. Other than minor issues with the storage distribution systems, both tanks checked out fine. SODIUM HYPOCHLORITE ALARMS Staff has received final pricing from Koester Associates on their offerings in the residual analyzer selection process. Staff will convene to decide on the best course of action. DIGESTER BRICK FACING A structural engineer from Stearns & Wheler inspected digester brickwork to make a recommendation on its repair. While staff eagerly awaits their report, efforts are being made by plant operations and City Water & Sewer to protect the area from falling debris. A 25’ buffer zone will be cordoned off around the circumference of each digester. As such, the access driveway in front of the digesters will be widened to allow for adequate ingress and egress for trucking traffic. ACTION ITEMS: No engineering items at this time Respectfully submitted by, Scott Gibson, Environmental Engineer OPERATORS REPORT SJC MEETING November 9 2005 1) Waiting on the HWL from BBL 2) #5 Influent pump is back in service. The wear ring had come lose. A new impeller and wear rings were installed. The impeller has been sent out to see if can be repaired. 3) # 2 Influent pump is out of service for bearing replacement. 4) The Ferrous and Ferric chemical tanks have been cleaned and are undergoing their 5 year inspection. 5) We met with NYSERDA regarding the Enhanced Anaerobic Digestion project. It was decided to wait till after the digesters have been cleaned this spring to start the project. 6) The Tertiary Phosphorous addition was tied into the outfall pipe October 20. 7) Stearns and Wheler have inspected the brick on the digesters. We are waiting for their recommendations. 8) Terry is still recovering.