Penn Yan Municipal Board Meeting Minutes

Transcription

1 I. Attendees: Chairman Rom French, Commissioners Dan Banach, Ray Hamilton, David Payne and Lee Sackett, Clerk-Treasurer Gary Meeks, Deputy Clerk-Treasurer Holly Easling, Director of Public Works Brent Bodine and Village Engineer Robert Elliott Absent: Village Trustee Kevin McLoud and Mayor Leigh MacKerchar II. III. Call to Order at 8:30 a.m. Review/Approval of the last month s meeting minutes: MOTION to approve the Minutes: first Dan Banach, seconded by Dave Payne; carried. IV. Municipal Employee: Ben and Yvonne Review of Operation Report o Lee asked why the pump is cavitating? Yvonne believe that it is becoming air bound; moving the pump around to other locations to try to alleviate that issue Ben have enjoyed working with each and every one of you; rewarding working at the Village of Penn Yan, has been very satisfying; steady improvement with working conditions, equipment, administration and management/employee relations, hope that continues; think the challenges are going to be greater going forward; plan modifications over the next couple years are going to be challenging Rom read a portion of a letter from Ben to the Mayor: Ben s last day of employment will be December 28, 2018; it s been at time challenging but always rewarding to work for the Village; have seen an improvement in the administration and functioning of services to the public as well as the management/employee relationship and their working conditions; the Village has a workforce that is eager to work, proud of their work and their cooperative spirit is in no small measure due to the fact that the current leadership of the Village is certainly the most professional and competent that I have worked with during my 30 years of service Rom whenever the plant was in need or something had to be done, Ben was a great spokesman for the Village of Penn Yan and being sure that the MUB heard what needed to be done; in no small measure is the plant that we have today the responsibility and the success due to Ben Brent as the Director of Public Works, always, always felt very comfortable that Ben was the Chief Operator of the WWTP; gave me great comfort to have him there; happy that we have found somebody like Yvonne to continue; we have challenges but I am confident that Yvonne can handle it; sorry to see you go Ben; it s been a pleasure working with you; always warmly and affectionately referred to Ben as Papa ; wish you well in retirement and hope you enjoy it Ben was presented a 30 Years of Service Certificate by the MUB. Appreciate all that you have done Yvonne eternally grateful for the opportunity that has been provided by the Village of Penn Yan to have the time to work with Ben this past year; without that, I can t say that the transfer would be as comfortable and hopefully as seamless as it will be; having the time for him to share his knowledge has been amazing 1 P a g e

2 Ben and Yvonne left the meeting at 8:41 a.m. V. Public Requests and Comments: In attendance: George Thompson, Grant Downs KanPak representatives: Joe Dombroski, Dan Wagner (engineer from O Brien and Gere) Joe - KanPak plans are moving along Concept drawings have been back and forth with corporate, Village engineers and DEC; took all the comments/concerns/requests into consideration and have modified accordingly; pretty sure we have a good design OBG working on final designs Initially thought this was going to be an add on to current waste plant; makes more sense to relocate to upper parking lot and build brand new facility; $2.5 million over budget; trying to find funds; think we have a way to do that; in corporate s hands now Within the timeframe set Sent the plans to the County (12/20 meeting) and the Village (1/7 meeting); pending no issues will be ready to move forward Brent doing anything with SEQR on this project? Dan W. not at this time; Brent encourage you to look into this and avoid segmentation Rom do other plans you are moving forward with incorporate projected growth and development? Joe our other project: currently have 2 or 3 warehouses that KanPak leases; our goal is to have everything under one roof; plan to build a warehouse that is approximately 194,000 sq ft; Joe KanPak goal is to be the employer of choice with a top notch and world class facility; currently have about 208 employees; hope to be in a few years Joe currently send an average of thousand gallons of waste water to the Village plant every day; building this waste plant to be able to send 150 gallons per day Dan B. as a representative of Yates County and the Village, thank you for what you are doing; been wonderful for our community Dave thank you for your donations to charities Joe and Dan W. left the meeting at 8:54 a.m. VI. Executive Session: Move to enter into Executive Session to discuss the work history of an employee at the end of the meeting with Rom French, Lee Sackett, Dan Banach, Ray Hamilton, David Payne, Gary Meeks, Holly Easling, Brent Bodine, Bob Elliott and Crystal Bailey; first Ray Hamilton, seconded by Dave Payne; carried. VII. Audit: Warrant Listing MOTION to approve the Audit as presented: first Dan Banach, seconded by Lee Sackett; carried. VIII. Treasurer s Report 1. Water and Sewer Funds Year-to-Date Revenue and Expense Analysis (Gary) ½ way through the year, should be at 50% Sewer fund 2 P a g e

3 Revenue 70% without grant funds that were received, would be 57% Expenses 40% Revenue is greater than expenses by $876,000 but take away grant revenue, depreciation and rent, surplus of $280,000 in the sewer fund; healthy position for the sewer fund; always taking a close look at WWTP number of line items that are close to using up their budget; will need to do budget transfers probably this month; also extra charges for the Sheppard St. sewer project Water Revenue 49% Expenses 38% state aid funds (CDBG) revenue in there Revenue greater than expenses by $492,000; adjusting for depreciation, rent, pilot and excluding revenue for our CDBG project, slight deficit of $28,000; still 1/2 year to go; pretty close to breakeven; no significant expense issues 2. Electric Fund Cash Flow Statement (Holly) Revenue is up about 11% year over year Account continuing to be depleted by Capital project (Ryder Substation) which is almost done Continuing to watch this account closely Rate case met with Bill Frietag last Wednesday to get him the information he needs; Bill is working on draft which we should receive by the end of this week; hope to submit to PSC next week before the holidays; looking at about an 8-9% increase in our rates 3. Proposed changed to the EDU descriptions for food serving establishments on the water and sewer rate schedule Current EDU based on meter size or the type of dwelling; have a couple line items that state Food Serving Establishments < 50 seats; Food Serving Establishments > 50 seats ; propose changing to Food/Beverage Serving Establishment with Capacity < 50; Food/Beverage Serving Establishment with Capacity > 49 in order to include breweries, wineries, etc. In an attempt to clarify expectations; not based on seats but capacity Would have to have a public hearing Code sets the capacity limit Motion: To authorize changes to the food serving establishment line items on the water and sewer rate schedule, and to set a public hearing for said changes on January 15 th ; first Lee Sackett, seconded by Dan Banach; carried. IX. Department Business A. Electric 1. FYI: NYPA Firm Hydro Energy for January 1 st 31 st ; No reduction 3 P a g e

4 Dave are all the gates currently open? Brent yes they are; unusual; lake level is above the high curve even with all the gates open; on the right trend; estimating that in about 10 days can start slowing that down mother nature has to cooperate; Dan the falls at the Lyons park are spectacular; recommend going to see it 2. Ryder Substation project update Largest Capital Project Substantially complete; finished fence, got some dress up in the yard to do New breaker and metering in service Ryder is back to normal; have a switch that will be installed at a later date as part of our regular operations Project went reasonably well 3. Yates County IEEP pre authorization Yates County has submitted an application to Honeywell; replacing over 3500 tube bulbs Brent approved, just fyi that this money will be coming from IEEP Dan aware of someone that purchases these bulbs? Brent - Village recycles; pays someone to take the bulbs 4. Staffing tabled B. Water/Sewer 1. Sheppard/Johnson/Myrtle water and sewer main projects update CDBG project o An extension request has been submitted; expect to be awarded extension to June 30, 2019 o Also may be able to roll in construction costs for the sewer project on Sheppard St. o Water main installation is complete; sidewalks done; driveways to finish and lawn & landscape to finish; have some areas in the street that need to be replaced with hot mix because asphalt plants had closed for the year o Will come back in April to finish Elliott Engineering Change Order (sewer main project) o Soil conditions very poor o Excavation limits wider than planned o Had to have a soil compaction testing done MOTION to the Village Board to authorize the change order for additional construction oversight and administration to be completed by Elliott Engineering Solutions; this will increase the agreement amount by $5,280, for a revised contract amount of $12,930; first Dave Payne, seconded by Ray Hamilton; carried. 2. North Main St sewer replacement update All pipe and manholes have been installed; laterals have been reconnected; benches have 4 P a g e

5 Penn Yan Municipal Board Meeting Minutes been poured; mandrill has been pulled Pouring sidewalks this week Coming back in the spring to finish up lawn and landscaping Dave was the sewer line under the sidewalk? Brent yes; unusual; Bob sewer goes down both sides of the street, not down the center Change Order for City Hill Construction o Bob had 3 bids on this job; other bids were over $300,000; Brent even with these Change Orders, still less than any of the other bids o City Hill has done a good job MOTION to the Village Board to authorize a change order from City Hill Construction (Modification 2) for new manhole base; this will increase the cost by $1,377.20, for a total amount of $180,807.20; first Lee Sackett, seconded by Dan Banach; carried. 3. Water Main break map Section on Liberty St. between Chapel and Elm; all breaks on the old watermain; got those services moved to Maiden Lane watermain in order to abandon that section on Liberty C. Water Treatment Plant 1. DOH inspection results Annual inspection o WTP passed with flying colors; Sheryl had nothing but good things to say about the condition of the plant and the way it is being operated o Did receive a minor violation; cross connection control device was put in service prior to us getting the Approval of Completed Works from the DOH o Will not let this happen again have put into place a process 2. New Car 3 arrived for Water Treatment Plant Intention is to use Auctions International MOTION to the Village Board to declare old Car 3 (a 2015 Ford F-250 pickup) as surplus and sell at fair market value; first Dave Payne, seconded by Ray Hamilton; carried. Brent Village of Rushville presented a Lessons Learned meeting; Dave Cohick and Bob attended; want to get out in front of HABs; do not want what happened to Village of Rushville to happen to us; DOH gave out recommended process for handling; turn around to get results back is extremely long, about a 2 week turn-around time; need a 10 day average that is over the MCL. Process out of Hobart and William Smith; colorimeter checks the color of the water and detects if there are HABs in the water or not Test both raw and finished water Bob the carbon in the filters at the WTP makes it difficult for toxins to get through; need to be prudent with carbon maintenance in the filters; will be legislation coming down for required sampling; seasonal/ targeting testing; chlorination helps (contact time; breaks down toxins); WTP pre-chlorinates Grant Downs Seneca Lake Pure Waters does sampling in Seneca Lake; starts in 5 P a g e

6 July; once per week; sample taken to Hobart, if determined to be harmful, ESF in Syracuse determine toxicity; Brent this testing is tied to DEC requirements NOT DOH requirements; DEC is looking at it from a water quality perspective, DOH is concerned with public health Ray KLA program? Brent similar to what Grant mentioned on Seneca Lake D. Wastewater Treatment Plant 1. Operations Report 2. Staffing To be discussed during Executive Session 3. Cost Increase re: Sludge Hauling Casella increasing cost as of January 1, 2019 X. Other: 1. DRI update Tonight is the 2 nd meeting for the Local Planning Committee at the Fire house at 5:30 pm Have a list of projects from the applications received; well over their target amount; have some decisions to make; list does not include any public projects yet Encourage you all to go to it XI. Payment Agreements: MOTION to the Village Board to accept the payment agreements in the amount of $6,665.84; first Dan Banach, seconded by Lee Sackett; carried. XII. Village Engineer s Report Bob Elliott 1. WWTP met with Ben and Yvonne; doing a settleable solids study; 3 rd quarter jar testing as part of the Consent Order; researching what can be done to an RBC plant to help with settleable solids; looking at low cost measures to help; March will be the last time for testing with the report due in May; KanPak loading is better need their cooperation 2. Water Main Break Map review XIII. XIV. Reminder the Village Board Meeting is December 18 th at 6:00 p.m. Service Request Review and Discussion, if needed. Dan 12/6 service request on North Main St? Brent will follow up with Ron Dan want to say it is a great accomplishment to see that there are no service requests stating bad tasting water, bubbling up some place, etc.; used to be several on the list; been proactive; don t see that anymore 6 P a g e

7 XV. Executive Session: MOTION to move into Executive Session at 9:53 a.m.; first Dan Banach, seconded by Ray Hamilton; carried. MOTION to exit Executive Session at 10:21 a.m.; first Dan Banach, seconded by Dave Payne; carried. XVI. Next Meeting Thursday, January 10 th at 8:30 a.m. MUB Meeting Room Brent Merry Christmas Everyone! XVII. Adjournment: 10:22 a.m. November 2018 Wastewater Operations Cherry Street Pump Station: The 100 Hp pump that was sent out to Xylem for service has been returned to us, at our request. The estimate for repairs is $39, which is a complete overhaul. We are sending this pump out for a second opinion, as it was working when we took it out of service. While this pump is away we are without a spare pump, if any of the other three pumps break down. 7 P a g e

8 A free trial demonstration use of the Wet Well Wizard was installed at the pump station. The Wet Well Wizard is a blower and diffuser mechanism that creates aeration which improves dissolved oxygen and breaks up the fats, oils, and greases (FOG). Our intent was to reduce the amount of grease build-up in the pump station wet well and to prevent the formation of hydrogen sulfide from anaerobic conditions in the collection system. Due to pump cavitation issues, the unit was turned off. Slight position adjustments were made, however cavitation issues continued. Primary Clarifier: In order to take advantage of this free trial, the Wet Well Wizard was then installed at the Primary Clarifier #2 inlet channel to investigate its use in preventing the excessive buildup of floating solids and grease. Further observations and adjustments will be made during December. Reed Beds: New wooden entrance gates were made for both Reed Beds #1 and #2. The wood requires replacement when the beds are cleaned out. 8 P a g e

9 RBC s: Electric Conduit and wires were run between the RBC room and the main control alarm room. Each of the 16 motor controls was connected to the wiring system so that if any one motor stops running, our alarm system will call out, alerting us to this condition. Previous to this, if an RBC stopped rotating overnight we would not know about it until the next work day, which often resulted in an unbalanced growth weight situation. Unbalanced growth weight is undesirable in that it can damage gear reducers, motors, and bearings. Compost: Our wood chip inventory depleted, the DPW loaded and hauled wood chips from Covell s yard so that we would have product to create compost piles throughout the winter. WWTP Main Bldg. Roof. As part of our daily readings, access to the roof is necessary for level measurements on the Anaerobic Digester. No roof lighting existed, so permanent, dusk to dawn, LED fixtures were installed to create a safer work area. Wastewater Treatment Plant 2018 November Yards Compost Screened 51 Gallons Sludge Dewatered ( Pressed) 199,282 Pressed tons Dewatered 104 Tons Dewatered Sludge to Landfill Landfill Haul $ Tip Cost $2,281 Gallons Septage Received 200,465 Septage Revenue $11,026 9 P a g e

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