Penn Yan Municipal Board Meeting Minutes February 12, 2015

Transcription

1 I. Call to Order at 8:32 a.m. II. Attendees: Chairman Rom French, Commissioners Dan Banach, Bruce LeClaire, David Payne and Ray Hamilton, Village Trustee Willie Allison, Clerk- Treasurer Gary Meeks, Director of Public Works Brent Bodine and Assistant Director of Public Works Bill Jensen, Jef Bodine, Mayor Leigh MacKerchar, Robert Elliott III. Review/Approval of the 1/15/15 Meeting Minutes: MOTION to approve January 15, 2015 minutes; First: David Payne; Second: Bruce LeClaire; Carried. IV. Public Requests and Comments: None V. Municipal Employee : Jef Bodine Main St./Elm St. LED lights are completed and look very nice Working on transitioning all to LEDs throughout the Village (approximately 500 lights) Coming from the IEP funds and it should cover all the replacement lights There is power and maintenance savings for the LED lights (much more efficient) Taco Bell is complete YCRR is ready to go (plans keep changing, so that is a hold up) poles that need to be replaced village wide Microtel project Outlet Trail lighting (still deciding which lighting style to go with; vandalism is still an issue) Repaired the failed fuse fitting at the Welker substation (NYSEG had the parts) The new truck is still in works (hopefully by May) Outsourcing tree trimming was a big cost savings Basin Street parking lot is a big project coming up Adam Folts and wife had their first baby last week, he is back to work Lake Street is still on project list, but no time yet (Going all the way to Brown St.) Might need more staff to help get all jobs done (will have further discussion) MUB break room is coming along nicely, getting close for the concrete but the weather is holding it up. Brent Bodine: T2 at Welker went out, NYSEG bailed us out, we have to reimburse NYSEG for their parts and help from John Tucker, should be about $10,000 cost for us. VI. Executive Session: None VII. Audit: dated: 2/17/15 Summary: Paid Before Audit: General: $65, P a g e

2 Electric: $322, Sewer: $18, Water: $17, CRC: $0.00 Capital Projects: $0.00 Total Paid Before Audit: $424, Current Audit: General: $49, Community Development CRC: $0.00 Electric: $52, Sewer: $173, Water: $24, Capital Projects: $0.00 Total Current Audit: $299, TOTAL AUDIT: $723, MOTION to approve Audit as presented: First: Dan Banach; Second: David Payne; Carried. VIII. Treasurer's Report Gary Meeks We are 67% through the year at this time with the budget, all funds are in good shape Electric: Revenue is at 62% realized; Expenses 59% of budget (8% less than budget), revenue greater than expenses by $210,000 Sewer: Revenue is at 69% realized; Expenses 46% of the budget (21% below), revenue is greater than expenses, on an adjusted basis, by $449,000, but when YTD depreciation comes out and other expenses out, we have a surplus of about $140,000 Water: Revenue is 64% realized; Expenses 54% of the budget (13% below), revenue is greater than expenses by $248,000; if I add in depreciation estimate and some other reserve amount, we are about at a break even situation I still believe the expenses will remain down for the remainder of the year Budget request letter has been sent out; goal for sewer was down 2%, water and electric were flat from last year; we are putting a placeholder in the budget to hire an experienced lineman for electric (for about ¾ of the year); sewer crew has a permanent hire, as oppose to a part-time person, which is reflected in the budget; tentatively looking at mid-marc h to schedule meeting with finance committee to discuss the budget. We signed the agreement with Town of Jerusalem and got a check for $42,000 last week Working with Municipal Solutions on financing with upgrades at the WWTP, we need to convert from short term financing to long term financing, we can only borrow for 20 years instead of the normal 30 years (which we have already agreed to a 20 year financing) IX. Department Business 2 P a g e

3 A. Electric Brent 1. NYPA Firm Hydro Energy for February No Reduction 2. Pole Attachment Agreement with FL Technologies Group: The 3 attachments to the agreement are the application for the number of poles they want to attach to and the price, which is $10 per pole and $6.50 per pole for the post inspection; The post inspection fee is only a one-time fee, every year after that we will get $10 per attachment. This is part of request from the hospital to install fiber to the hospital. For this group of poles, we will be getting $ per year and the post inspection one-time fee is $ What happens after we get the funds: we get the list of poles, we get the map and then we go out in the field and inspect our poles to see if any work needs to be done to make it possible for them to attach. We have done that, we have asked for the check, which is a little over $5,000 again that is a one-time, make ready fee. The way we are approaching this process, if we have another applicant that wants to attach to the same pole and we have to replace a pole because of that application, then that make ready work goes to that application and not back to the first one. We have another one in the works with Empire Long Distance, but we have not received the final paperwork yet. MOTION to recommend to the Village Board that the Mayor be authorized to sign the agreement with FL Technologies Group; First: Bruce LeClaire; Second: Dan Banach; Carried. 3. Padmount Transformer Bid Results from February 11, 2015 Bid Opening: T&R Electric: $8, (Quote for the wrong transformer) Irby Utilities (GE): $9, (Non-Collusive not included) Irby Utilities (Cooper Power System): $11, (Non-Collusive not included) Irby Utilities (Central Maloney, Inc.): $10, (item 1) (Non-Collusive not included) $10, (item 2) (Non-Collusive not included) Power Sales Group, Inc. (Howard Ind.): $10, (only valid bid) We have a customer that we need this transformer for, and they are paying us for the transformer. FYI: The reason we couldn t piggyback on the last order is the dollar amount changes frequently, these amounts are over $1,000 more than last time. MOTION to recommend to the Village Board that a Notice of Award be issued to Power Sales Group, Inc. in the amount of $10,570.00; First: Dan Banach; Second: Bruce LeClaire; Carried. 4. Firehouse LED Project: This process requires proof of a simple 3 year pay back; the Firehouse LED relamping is a 4.5 years pay back, the estimated life of the lights is 10 years; 3 P a g e

4 you would have saved enough money with the new lights to pay to replace the lights when you have to. We need a Motion to approve the relamping project at Firehouse using the IEEP funds. MOTION to recommend to the Village Board to approve the Firehouse LED Relamping Project with IEEP funds; First: Bruce LeClaire; Second: Ray Hamilton; Carried. 5. The 911 center is being rebuilt and relocated within the Public Safety Building; they are not relocating and keep in service the existing Gamewell System that is in the current location; The Public Safety Committee has decided to not completely decommission the Gamewell System, but change it quite a bit. The System that will be left will the equipment at the 911 Center, which the sheriff is going to pay for entirely and they are going to accept responsibility and maintain all that equipment within the building. The only part of the Gamewell System that will left will be a circuit from Public Safety Building to the Firehouse, so that they can activate the fire horn with the equipment they are installing and we will have one pull box on the firehouse to activate the horn. Everything else will be commissioned. We will continue to support the part we are responsible for but the cost will be much less. B. Water/Sewer 1. Bill Jensen: Chris Christensen 224 E. Main St. water break in the garage; requested forgiveness in the amount of $ The location was inspected and the water did not enter the sanitary sewer and forgiveness is recommended. MOTION to recommend to the Village Board to grant forgiveness in the amount of $44.48 to Chris Christensen; First: David Payne; Second: Ray Hamilton; Carried. 2. Brent Bodine: We were offered a CDBG Grant in the amount of $425,000 to replace the water main on Seneca Street. The contract needs to be executed. I need a Motion to authorize the Mayor to execute the contract. The term is December 11, 2014 through December 10, Ron and crew have agreed to do the water main replacement between Five Points and the tracks (it is about 700 ft. of water main replacement); work should start about a year from now; we will get Elliott Engineering to get bids ready (similar to the Lake St. Water Main replacement project); looking at Spring of 2016 for the project work. Ron will re-camera the sewer on Seneca St. MOTION to recommend to the Village Board to authorize the Mayor to sign the agreement with the New York State Community Development Block Grant; First: David Payne; Second: Ray Hamilton; Carried. C. Water Treatment Plant 1. FYI: Water Treatment Operator/Trainee Exam has been scheduled for April 11 th, deadline to register is March 27th; depending on the number of applicants will determine where the test will be held. D. Wastewater Treatment Plant Bill 4 P a g e

5 1. Ben has been working hard with the upgrades at the plant. There has been some challenges with the balance on the cover with digester 1, we took 3500 pounds of steel off the top and its slightly out of balance, so as digester fills up with gas, it shifts and is leaking gas, trying to rebalance that. Bob will discuss this further. E. Other Gary 1. We have started supervisor training this past Friday and we will have 5 more session. It is going along great. X. Payment Agreements: Total: $12, MOTION to recommend to the Village Board to accept the payment agreements in the amount of $12,274.11; First Dan Banach; Second: Bruce LeClaire; Carried. XI. Village Engineer s Report Bob Elliott 1. CWSRF Project Update: As Bill alluded to, we are winding down the project out there but still finishing up the loose ends at the waste water plant; Blue Herron has been out there working on the digesters; we have started up the gas mixing system, which is something that the primary digester hasn t had. We have taken out/removed the old Perth mixing system that was on top of the digester (which was about 3500 to 3800 pounds), which put the cover a bit off balance. We are going to work at a system of adding some weight to the top of it to try to balance it; with the lack of a mixer we were constantly having grit problems in the bottom of the digester; the new mixer will correct this and allow the digester to operate at a more even temperature Blackmon Farrell is very close to being finished with their electrical contract; they did submit to us a request to finish out their funds; Still waiting for Mr. D Amico to get us some cost estimates and getting out there to finish things (we have liens from Department of Labor and from the equipment supplier), so Village can t issue any payment to him at this point. We have a bond for the project and the bond company has been notified regarding the liens. Sludge dewatering building had a louver and damper problem, of which 3 have been repaired at this point, there is still 1 that is not working properly. RBCs blower on the roof (ventilation issue) working on getting the proper structure to be put on the roof, but the temperature needs to warm up prior to work being done; worried about a proper seal on it; Boiler drain issue (Brent/Bill): it s installed per the specs, but Ben wants to redo it; it was installed per the engineered design; they want to do something different, put a boiler drain on it and have a hose instead of a hard pipe to avoid a tripping hazard Secondary digester cover does not need to be repainted, EFC has no problem with that (we have an stating it is OK to not repaint); We feel that it will be about a $98,000 5 P a g e

6 savings but we haven t gotten Blue Herron to get back to us on whether they purchased anything for that part of the project or not, that amount may be adjusted. We have given an April date of completion to Diana Spears with Municipal Solutions. Need to have meeting with Mr. D Amico to determine what is left for him to do and when he will complete it. 2. Status: Relocation of Waddell Pump Station work is 95% complete, working with regulatory agency to get loan funding Rebuild of Monell Street Sewer progressing along Construction of Gravity Sewer between PY Marine Site and Monell Pump Station progressing along Construction of Monell Pump Station progressing along Brent Bodine inquired about design for composting project with the architect; Bob Elliott advised that the architect s office burned down but should not affect the project design; we got design drawings prior to the fire from them; they have been able to recover their server; the design and layout is very close to being done. We are waiting on revised pricing for the static pile controllers prior to issuing a purchase order. XII. Village Board Meeting 1. MUB Member(s) to Attend Village Board Meeting February 17th: Rom French, Bruce Le- Claire and Dan Banach. XIII. Service Requests: No issues. XIV. Executive Session: None. XV. Next Meeting Thursday, March, :30 am in the MUB Meeting Room Workplace Violence Training with Bill Jensen and MUB Members (tape turned off). XVI. Adjournment MOTION to adjourn at 11:05 a.m.; First: Dan Banach; Second: Ray Hamilton; Carried. Transcribed by Danette Eatherton 6 P a g e