Penn Yan Municipal Board Meeting Minutes

Transcription

1 November 5, I. Attendees: Chairman Rom French, Commissioners Dan Banach, Ray Hamilton and Lee Sackett, Clerk-Treasurer Gary Meeks, Deputy Clerk-Treasurer Holly Easling, Director of Public Works Brent Bodine, Mayor Leigh MacKerchar (arrived at :4 a.m.) and Village Engineer Robert Elliott Absent: Commissioner David Payne and Village Trustee Kevin McLoud II. Call to Order at : a.m. III. ReviewApproval of the last month s meeting minutes: MOTION to approve the Minutes: first Lee Sackett, seconded by Ray Hamilton; carried. IV. Municipal Employee: Ron Sheppard St. project Services complete on Sheppard St. and Johnson Ave; almost done on Myrtle Ave; sidewalks finished on Johnson Ave; more concrete work on Myrtle Rom can they still do the concrete work in this weather? Brent yes, the paving that needs to be done though is another matter, can still do as long as asphalt plant is open; finished black top on Sheppard; have some black top aprons to restore on Johnson and Myrtle North Main St project working on; - weeks longer; changing out a 4 main to an main Flow meters have been installed for a while; will probably be taken out today; will get the information from them to Bob Working on Liberty St at Maiden Lane; have houses and Sunoco on it; 6 line that breaks all the time; running a service; abandon the 6 Still have to Lincoln Ave; have all the material Other projects going on, not by us but effect our water and sewer: Keuka Gardens up by the bowling alley, Tractor Supply has dedicated the new waterline to the Village Have had a few main breaks here and there; regular maintenance Ron was presented a 5 Years of Service Certificate by the MUB. Appreciate all that you have done Ron and Laurie left the meeting at : a.m. V. Public Requests and Comments: In attendance: George Thompson, Grant Downs, Village Trustee Dan Condella and Laurie Schroeder VI. Executive Session: Not needed VII. Audit: Warrant Listing MOTION to approve the Audit as presented: first Dan Banach, seconded by Ray Hamilton; carried. VIII. Treasurer s Report Page

2 November 5,. Water and Sewer Funds -9 Year-to-Date Revenue and Expense Analysis (Gary) 5 months through the year, should be about 4% for our revenue and expenses Sewer Revenue 6% Expenses 4% without grant funds that were received, would be 4% Revenue is greater than expenses by $77, but take away grant revenue, depreciation and rent, surplus of, in the sewer fund; always taking a close look at WWTP our spending for sludge hauling, lab services and chemicals are all well ahead of where they should be; will be surprised if we don t have to do a budget amendment again this year, similar to what we did last year; pretty healthy position to be in for the sewer fund Water Revenue 4% Expenses % state aid funds (CDBG) revenue in there Revenue greater than expenses by $9,; adjusting for depreciation, rent, pilot and excluding revenue for our CDBG project, slight deficit of $,; no significant issues; on track with the budget. Electric Fund Cash Flow Statement (Holly) Available funds down $7, from last month; due to payment of Purchase Power and Ryder Substation Capital Project Covering operating expenses; delaying payments to water and sewer funds to cover; Lee is there a possibility that these accounts can t be resolved at the end of the year; Gary yes, always a possibility; causes some concern; keeping a close eye on the general fund; going to be nip and tuck Dan B can we get a comparison to where we were last year at this time? Holly only been doing this cash flow statement since June, can give monthly amounts; Gary working on a different process for the budget and for presenting our actuals; went to MEUA Accounting & Finance conference, an individual from Fairport had a very good report that was presented to the Board; Holly has that; going to try to incorporate into the budget this year and also have more for reporting next year; looking at significantly enhancing this. Electric Rate Request Starting work with Bill Freitag; gathering information; projecting and forecasting; May, 9 to April, projections per Bill s request Full rate study; Gary no longer mini rate cases; this is similar to what was done before (in November, ); not going to require a cost of service study If submitted in December, hope to have results by May We are well underway; finalize application in December Brent to look at 5 year Capital Plan to review estimates for projects on that Motion to the Village Board Authorizing and directing Clerk-Treasurer Gary Meeks and Deputy Clerk-Treasurer Holly Easling to work with Bill Freitag of BST & Co. CPAs, LLP Page

3 November 5, on the development of a rate request application, and further authorizing them to submit it to the Public Service Commission immediately upon completion; first Dan Banach, seconded by Lee Sackett; carried. 4. CPR Project Update Almost 9% of the way through the pole line records Next step is to enter transformers; Brent loaded; Brent and Crystal will start entering IX. that information Had a cutoff date of Jan. ; Tami will need to enter Feb. through May into the new system Rick will reconcile and tie it to our general ledger Will be live after that; hoping just a couple months out Gary big project; greatly appreciate the efforts of everyone (Holly, Brent, Crystal, Tami, Christine, Robin, Gary s wife); have stepped up to a somewhat overwhelming project of over pages of pole line records to be input into the system; real good team effort Department Business A. Electric. FYI: NYPA Firm Hydro Energy for December st st; No reduction. Ryder Substation project update Waiting on commitment from NYSEG but the plan is to do a Witness Testing on Tuesday on the new 4KV breaker which has been wired up and ready to go; had the engineer in and done the field testing; all went well; have some fine tuning that the electric crew is working on this week Once that is completed we will be back to our normal 4KV system configuration The project is higher than budgeted (approximately $5,) All good work; very proud of the electric crew and how they stepped up; did a lot of work to save us quite a lot of money. Transformers Overhead Distribution 9- These are stock items Had a standard bid opening; received more bids than have ever seen in the past MOTION to the Village Board to authorize issuing a Notice of Award to Delta-Wye Associates to purchase () 5 KVA, 446Y 4V at $7. each, (4) 5 KVA, 446Y 4V at $9. each, () 7.5 KVA, 446Y 4V at $,69. each, (4) 5 KVA, 446Y 4V at $,4. each and () 75 KVA, 446Y 4V at $,4. each for a total amount of $,9.; first by Dan Banach, seconded by Ray Hamilton; carried. 4. Transformers Three Phase Padmount 9- MOTION to the Village Board to authorize issuing a Notice of Award to Eaton co Irby Utilities to purchase () 75 kva, 46V Delta, 774V WYE, loop feed at $5,. and Page

4 November 5, () 5kVA, 46V Delta, V WYE, loop feed at $,45. each for a total amount of $4,.; first by Lee Sackett, seconded by Dan Banach; carried. Dan Banach left the meeting at 9: a.m. MEUA December Engineering Workshop; December th & th in Syracuse Holly asked why the apparent low bidder was not the recommended bidder; Brent their bid was actually disqualified as it was different from what was required in the bid spec Approved for 5 participants Expect that there would be more that would like to attend Rom and Ray would like to attend 5. MOTION to the Village Board to approve an additional employees to attend the MEUA December Engineering Workshop in Syracuse on December th and th, at a cost of $. per person; first Ray Hamilton, seconded by Lee Sackett; carried. 6. NYMPA and IEEP meeting review Very well attended and very interesting Encourage all of you to attend at some time IEEP: Bill Barry retired; fair amount of good change going on; administrator fee has always been 5%; project that the collection amount will exceed anticipated admin costs; anticipate lowering the administrator fee in the future Management structure is changing; Tony Modaferri has taken on the same role as he has in the MEUA; Chris Wentlet brings a lot of knowledge and experience; exciting; need to pay attention to what is going on so we can stay on top of it Rom what IEEP programs have we recently been involved in? Brent continue to offer the customer rebate programs appliances, windows, insulation; partial reimbursement for these canned programs; there are also system benefits which is something that would benefit the entire system and reduce electric costs for all of your customers; Rom know that there are organizations that have had studies done in the past. Still happening? Brent upon request; have done lighting projects at Siligan, Coach and Equipment, the hospital; if reducing electrical consumption, it applies Gary have used for urban forestry grant, currently being used for the replacement of heat pumps at Village Hall NYMPA: They are a power broker; help to keep our supplemental costs for electricity level Package of information on the Rules & Regulations associated with the Public Service Commission s tariff for help that is available; rules we have to comply with as seasons change Cost per mil (cost for surplus energy) is going to continue to go down; lowering our expenses; should see a benefit to that B. WaterSewer. SheppardJohnsonMyrtle water and sewer main projects update The contractor has missed their deadline by almost 45 days for substantial completion CDBG grant expires December th Shawn Bray (project manager, MRB) and Brent had a call with the owner of the contract company last week (Thursday); with CDBG there is no contract extension; if the work is 4 Page

5 November 5, not done, we lose the money; prepared to take steps for liquidated damages and so on Contractor has not put the resources on the job to get it done; on Monday there was almost times the people on the job Hopefully they will get it done and we won t have to take the steps to get nasty MRB Group Change Order o Bids for contractor came in lower than anticipated o Room in the grant to cover this overage o MRB is certainly due this with unanticipated delay with contractor to complete the work o Black top work has to be completed o The only thing they may not get finished is the grading and seeding; position will be to make them come back in the spring and do it at no cost to the Village or have the work done and bill the contract company MOTION to the Village Board to authorize the change order (Amendment #) for additional work to be completed by MRB group; this will increase the agreement amount by $6,9., for a revised contract amount of $96,7.; first Ray Hamilton, seconded by Lee Sackett; carried.. North Main St sewer replacement update Project is underway; going fairly well Manhole replaced just below the intersection of Grant Ave and North Main; was right in the center of the road; not backfilled yet; plan to backfill and black top next week There was a design oversite; there is a storm sewer that crossed the sewer main replacement that could not be avoided with the design that was presented Change Order from City Hill to accommodate the storm sewer by placing a drop manhole (to be able to get underneath it) Proposal has been reviewed by Bob Elliott and Brent; reasonable cost estimate for the change Most of what is being replaced is 4 cast iron; challenging Bob - moved sewer main to the sidewalk to try to get more separation between watermain and sewermain which DOH is sure to appreciate Brent there are some large trees that have been there for some time that will have to be taken down; will be replaced in the spring. MOTION to recommend to the Village Board to approve a Change Order # for the North Main St. sewer project for the addition of a drop manhole to the design for an additional amount of $,55; first Ray Hamilton, seconded by Lee Sackett; carried.. New Truck 7 arrived MOTION to the Village Board to declare old Truck 7 as surplus and sell at fair market value; first Lee Sackett, seconded by Ray Hamilton; carried. C. Water Treatment Plant 5 Page

6 . November 5, Finger Lakes Water Works Conference (FLWWC) Winter Meeting Dec. 6, Have approval for 6 people to attend Currently have 7 wanting to attend Probably request change to 7 approved at Organizational Meeting One of the presenters is Yvonne Tucker MOTION to the Village Board to authorize additional employee (for a total of 7) to attend the Finger Lakes Water Works Conference Winter Meeting on December 6, at the Quality Inn Waterloo at a cost of $5. (per person); first Ray Hamilton, seconded by Lee Sackett; carried.. Wholesale Customer Meeting Thought this went very well; very pleased with the information that was shared especially having to do with the unfortunate events that the municipalities of Rushville and Middlesex had to go through because of the HABs (Harmful Algae Blooms) in their water supply Rushville organized a Lessons Learned meeting on Tuesday, November th; Brent unable to attend, asked Bob Elliott to go with Dave Cohick. Dan Condella left the meeting at 9:45 a.m. D. Wastewater Treatment Plant. Operations Report (attached) Bob every 5 years or so have to reach out the hospital and customers to remind them that rags should not be placed in the sewer system Bob reed beds were cleaned out earlier this season than in the past Brent visit from Senator O Mara doing their due diligence as it relates to comments received from constituents; believe there is a plan to get both sides together in the same room to discuss what they ve learned. Clifton Chase; Group IV Operator Trainee to Group VI Operator Took his test; got a 96 MOTION to the Administrative Committee to recommend promotion of Clifton Chase effective as of the date of the exam from a Group IV Operator Trainee at a rate of $. per hour to a Group VI Operator at a rate of $.5 per hour; first Ray Hamilton, seconded by Lee Sackett; carried. Ray what is the status of an assistant for the Public Works office? Brent had to complete a Job Analysis Questionnaire as requested by the Yates County Civil Service; found it difficult to fill out (finding time); Kerry at Yates County Personnel understands what we are trying to do; New Position Duty Statement that was submitted for Deputy Director of Public Works Kerry wasn t happy with but based on discussions she offered to tweak it in order to go along with what we are trying to do; after Tuesday (very busy day) went home and finished it; submitted it to YC Personnel on Wednesday; think we are doing ok keeping things going but definitely see and miss the help in the office; looking forward to being able to start the recruitment process; hopefully start recruiting in the coming month 6 Page

7 November 5, X. Other: Mayor MacKerchar: Downtown Revitalization Initiative (DRI); first year is the planning process; informational meeting tomorrow at : p.m. Design Connect meeting Saturday at 9: a.m.; plan for utilizing the sports complex on Elm Street as a trail head Ground breaking for Keuka Gardens by bowling alley; moving ahead on that project KWIC meeting will be meeting at the Village on Monday, November 6th; Grant Downs the Seneca Watershed is hoping to put in place a Watershed Manager (hoping to put job spec out in January) which they hope will be able to coordinate work with KWIC and Seneca Watershed; that individual will seek grants Academic Excellence Day is today Holiday luncheon is Friday, December 7th for Village employees, Village Board and Municipal Board members Steve McMichael s utility bill at the old Lloyd s building; know it has been reviewed but usage has been gallons of water and enough electricity to light a light bulb, have paid between $,4 and $,5; don t have a recommendation; adjustment re: EDU s? o Holly EDUs are based on being a restaurant (amount of seating) o Not being used right now o Gary if we make an adjustment in the EDUs, how do we make sure to change it back when there is a change of ownership? o Rom think that there should be some type of adjustment for situations that are out of the ordinary o Gary customers have been asked to come to the Board to explain the situation and tell plans for future use; can be a slippery slope and an administration nightmare to keep on top of o Brent there is a distinction between EDUs and usage as the rate structure was created; EDUs are to pay for the costs associated with providing the capacity that that particular service had the potential of consuming; not the actual usage o Brent recommend to continue to look at these on a case by case basis; until you prove that we do not have to provide that capacity any longer, EDU remains the same o Bob based on Capital costs; Capital costs don t change because someone isn t using o Holly we don t want to become the EDU police; don t feel we are in the position to do that Brent back to WWTP going through SPDES Permit renewal for a while now DEC has responded to comments; made some recommended changes to the SPDES Permit Those changes have constituted another comment period Notice of Intent to Modify in the paper yesterday Comments are due, in writing, no later than December 4th to the contact person noted in the Notice of Intent to Modify XI. Payment Agreements: 7 Page

8 November 5, MOTION to the Village Board to accept the payment agreements in the amount of $6,.9; first Lee Sackett, seconded by Ray Hamilton; carried. XII. Village Engineer s Report Bob Elliott Had a conference call with Albany (DEC) re: SPDES Permit; several people in the conference call; all and all Village faired out well; should be (after a long time) coming to a close The HAB problem is not just New York State; Bob was in Florida last week, there is a huge HAB problem coming off the Okeechobee Canal that goes all the way out to the Gulf Coast; hitting popular beaches; there is a lot of money being placed in studies; they are trying aeration tubes along the river; Federal Government is getting involved; not something that is getting any better XIII. Reminder the Village Board Meeting is November th at 6: p.m. XIV. Service Request Review and Discussion, if needed. XV. Executive Session: Not needed XVI. Next Meeting Thursday, December th at : a.m. MUB Meeting Room XVII. Adjournment: : a.m Transcribed by Crystal Bailey on 5 October Wastewater Operations: Cherry Street Pump Station: A single rake on the mechanical bar screen was damaged from an unknown cause: three of the teeth were bent and the unit tripped off, causing a call out alarm. The rake was removed from the drive chain that night in order to prevent further damage. The following day we were able to straighten the teeth and reinstall the rake. Page

9 November 5, There were a couple of other instances where excessive rags accumulated on the rakes which also caused the entire unit to trip off and alarm. Several adjustments were made to the wiper blade position, which is responsible for scraping the screened material from each rake into the compactor hopper. A chain adapter was installed to facilitate tension adjustments from outside of the unit. This avoids having to reach into the unit where the rakes travel over the top sprockets. 9 Page

10 November 5, Primary Clarifiers: Each of the Primary clarifiers were taken off-line, drained and inspected during October. Observations for missing hardware, alignments, and overall deterioration were made while the units were empty. This procedure requires approximately four days. P a g e

11 November 5, Both units appear to be in satisfactory condition below the water level. Both units have surface rust above the water level. Primary clarifier # has wear on the bull gear teeth and will require replacement of the gear in the near future. Reed Beds: The Sewer & Water crew, with personnel support from the Streets crew, removed the reeds and bio-solids from Beds # & #. With the use of an excavator and three Village trucks, the task was completed in a day and a half. The material was transported to Village property adjacent to the WWTP. Plant Boiler: The main gas boiler stainless steel breech and exhaust stack cone required replacement due to leaks and deterioration. Using the local Hoover Farm Shop to fabricate replacement parts (rather than purchasing from boiler manufacturer) saved many thousands of dollars. Old and New Distinguished Guest: Senator O Mara and Jesse Pollard, NYS Senate Environmental Policy Analyst, toured the WWTP in response to calls from area constituents about the lack of information concerning the status of the Consent Order. Mayor MacKerchar, Brent Bodine and Bob Elliott accompanied Senator P a g e

12 November 5, O Mara on the ½ tour. enlightening. Overall the visit proved to be educational and P a g e

13 November 5, Wastewater Treatment Plant October Yards Compost Screened Gallons Sludge Dewatered (Pressed) Tons Dewatered Sludge to Landfill Gallons Septage Received Septage October $,6 $,966 Press GPD October , Tons Dewatered 5.49 Landfill Haul & Tip Cost 44,7 Septage Revenue Residence Commercial Winery P a g e