Penn Yan Municipal Board Meeting Minutes

Transcription

1 I. Attendees: Chairman Rom French, Commissioners Dan Banach, Ray Hamilton, David Payne, Village Trustee Willie Allison, Clerk-Treasurer Gary Meeks, Deputy Clerk-Treasurer Holly Pealer, Director of Public Works Brent Bodine, Assistant Director of Public Works Bill Jensen, Mayor Leigh MacKerchar, Village Engineer Robert Elliott Absent: Lee Sackett II. Call to Order at 8:30 a.m. III. Review/Approval of the last month s meeting minutes: MOTION to approve the Minutes: first David Payne, seconded by Dan Banach; carried. IV. Municipal Employee: Charlie Bush showed up at 9 a.m. Catching up on jobs Pole replacements System inspections Rom asked if he is able to get these odd jobs done; Charlie replied getting them done Poles and lights have been installed at the box lacrosse Dan B. asked about the crew and if everything is working OK and do they need any more help; Charlie feels for now they are doing fine; there are 3 qualified linemen and an apprentice Rom is concerned about how much time Brent is still putting in to the electric crew; Brent has been but starting to back off now Ray H. asked if we still can utilize other municipalities to help; Brent said yes. Rom asked about any problems with the transition; Charlie said no issues to date Rom congratulated Charlie on the promotion Ray H. asked how the apprentice is doing; Charlie feels he is doing good and we can help make him a good lineman V. Public Requests and Comments: None. VI. Executive Session: Motion to enter executive session to discuss the work history of the employee at the end of the meeting with David Payne, Ray Hamilton, Dan Banach, Rom French, Danette Eatherton, Brent Bodine, Bill Jensen, Gary Meeks, Holly Pealer, Willie Allison; first Dan Banach, seconded by Ray Hamilton; carried. VII. Audit dated 6/20/17 Summary: Paid Before Audit: General: $267, Electric: $190, Sewer: $16, Water: $22, CRC: $ Capital Projects: $ 0.00 Total Paid Before Audit: $496, P a g e

2 NYS Sales Tax Electric $ Current Audit: General: $194, Community Development CRC: $0.00 Electric: $114, Sewer: $67, Water: $71, Capital Projects: $55.35 Total Current Audit: $449, TOTAL AUDIT: $959, MOTION to approve the Audit as presented: first Dan Banach, seconded by Ray Hamilton; carried. VIII. Treasurer s Report Gary Meeks 1. Electronic Billing update (Holly): Fully implemented the electronic billing and credit card payment program We have been sending out the electronic billing for about 2 months now and things are going smoothly Already received 8 credit card payments so far Would like to thank Christine for her hard work and the team for working with us to get this program up and running Gary thanked Holly and Christine for all their hard work and everyone downstairs; this is a project that our rate payers have been asking for and it is a real benefit and provides options and efficiency for our office Rom would like monthly updates at the meeting Revenue/Expense Recap: Working on the year-end adjustments to prep for auditor meeting schedule for the last week of July Electric: Electric revenue was 91% of budget and expenses at 92% (without the May power bills); looking at net loss of $150,000-$200,000 Cash flow from operations (after removing depreciation) should be in the positive Revenue is $150,000 lower than last year Real factor is the weather Mentioned discussing the rate case with Bill Freitag when he comes in July and do a face to face Sewer: Sewer revenue (adjust for compost grant) was 115% of budget and expenses are at 63%; after adding in depreciation should be at 89% of the budget; adjusted revenue vs. expenses is $379,000 Water: Water revenue 110% of the budget (after adjusting out revenue for grants) and expenses 87%; adjusted revenue vs. expenses is $312,000 for the year Briefly discussed the cash fund quarterly report and ban renewals 2 P a g e

3 IX. Department Business A. Electric - Brent 1. FYI: NYPA Firm Hydro Energy for July: No reduction. 2. Welker 34kV Loop Project update and change order discussion: The project is done; there is some small ground grid repairs to complete O Connell did a fantastic job Village has one more switching order to do but we need to work with NYSEG to do it Discussed the savings on the project and the need for the change order which will reduce the total costs for the project We will still be slightly over budget but O Connell did a great job Good operating system and the failed switch is gone MOTION to the Village Board to authorize the change order eliminating the work scope of the project that involves removing a manhole and installation of new conduit across North Avenue, which decreases the amount of the total project by $10,000, bringing the new total for the project to $187,607.00; first David Payne, seconded by Dan Banach; carried. 3. Electric Blanket bid results: Bid opening yesterday Received one qualified bid from Irby Very little change in cost from last year This is a very good tool for our electric department to be able to order and keep inventory MOTION to the Village Board to authorize issuing a Notice of Award to Stuart C. Irby, Co. for the pole line hardware electric blanket for fiscal year for the items listed on Exhibit A; first Ray Hamilton, seconded by David Payne; carried. 4. Bucket truck (truck 5) purchase: The amount of $272,356 was approved at the May Village Board meeting; however, that amount did not include the blanket box. The correct purchase price for the truck with the blanket box is $273,481, which is an increase of $1,125. MOTION to the Village Board to authorize the increase in the amount of $1, for the purchase of the new Altec AN55E bucket truck (Original approval was for $272,356 but after adding the blanket box the new total purchase price is $273,481); first Dan Banach, seconded by David Payne; carried. 5. FYI: UG cable installation-liberty Street Bridge: Still more work to do with figures and project work We have ordered the wire to go under the bridge This is part of the work needed to create the second circuit to Horizon Business Park We do have a price for installing this wire from O Connell Dan B. asked about the permanent lighting for the Liberty St. bridge; Brent is aware but has not moved forward on it as of yet Ray H. asked what the DOT was doing at the bridge yesterday; Brent thinks it was bridge maintenance, but does not know for sure. 6. Ironwood tree removal bid proposal update: 3 P a g e

4 Penn Yan Municipal Board Meeting Minutes Discussed the bid submitted and the costs for Item 2 conditional items Overall bid came back over budget and we recommend only issuing a Notice of Award for just this portion of the tree trimming bid MOTION to the Village Board to authorize issuing a Notice of Award to Ironwood Heavy Highway, LLC for tree trimming involving wires as per the itemized rates included as Item 2 (conditional items) in their bid for the fiscal year; first Ray Hamilton, seconded by Dan Banach; carried. B. Water/Sewer Bill 1. Manhole Repair/Replacement Update (Bill): We have had challenges moving this along The last manhole that we included caused the project to be increased and the contractor needed to go out for the M/WBE requirements (which has been sent in for approval) Also sent to the DOT approval for the trench box work Should start work around July 10 th and would take about 2-3 weeks Rom asked about traffic concerns; Bill feels it will be a bit crazy due to splitting the roadway on Lake St. but most of the work can be done in the center of the road Will be working on the manholes one at a time Shamrock has been able to get subcontractors; won t need a waiver Discussed some concerns with Milo s effluent and whether they might be somewhat responsible for the manhole deterioration; Bill will have Bob s assistance to make some determination; Brent wants it known that we have not made any determination of Milo s responsibility for that manhole Discussed that this manhole is not one of the manholes that is under the current contract for Milo, but it needs to be C. Water Treatment Plant - Brent 1. FYI: Cybersecurity DOH assessment checklist needs to be completed by 1/1/18: We heard about this at the last wholesale water customer s meeting We have determined that our plant and system size allows us to use the checklist created by DOH We are working on it in house; may need some outside assistance with our IT people D. Wastewater Treatment Plant Bill 1. WWTP Rolling gate installation update: NYS Fence is doing the job Material has been ordered Should be starting the install in about a month 2. WWTP Operator Trainee position update: Discussed the walk through of the plant with 4 of the candidates Interviewed 2 of the candidates The team determined that Clifton Chase would be a good fit We will table this until for a month 4 P a g e

5 3. Bill discussed the WWTP metrics prepared by Ben; we are back down to our average loading. 4. Compost restrictions (asked by Ben and Lee Sackett to discuss): Bill mentioned that we have quite a stock pile and we may possibly need to release our resident restrictions and allow anyone to come out and get it Dan B. suggested getting an article in the paper; Bill will contact Gwen Rom said to have Jerusalem and Milo put it in a newsletter and mention it at the town board meetings Rom mentioned the school district using it in other counties; can this be done in Yates Co. 5. FYI: Notice of Violation from DEC (Brent): Received June 12, 2017 for non-compliance with our SPDES permit at the WWTP for 3 consecutive quarters No fine associated with the notice; we have been asked to respond to their office by July 15, 2017 with most recent I&I work done on the collection system and a plan for reducing ammonia and settleable solids Bob E. has a copy and he is working on the response Bill J. mentioned it was 3 different events at the plant, not just one issue Willie asked about a possible problem with inflow on Lake and Commercial from a while ago; Brent mentioned that was actually Brown St. and Lake St. and it was a potential high inflow of water into our sewer system; this is part of the EFC planning grant that is currently being worked on to pursue the root cause of it; Bob, Bill and Ron are working on this currently. X. Other: 1. KanPak Sampler Agreement: Discussed the agreement and the meeting with Joe and Bryan at KanPak last week; KanPak having their counsel review the agreement and will get back to us with changes. MOTION to the Village Board to authorize the Mayor to sign the final agreement between KanPak, LLC and the Village of Penn Yan regarding installation of an effluent sampler upon final review and approval by the Director of Public Works, Brent C. Bodine and the Village Attorney, Edward J. Brockman; first Dan Banach, seconded by David Payne; carried. Gary asked about the cost of the sampler; Brent is not prepared to answer that at this moment. KanPak upgrades (Brent): Meeting was scheduled due to being upset with the upgrades taking too long Had a tour of the plant while there Phase I is completed and commissioned Phase II, and will be commissioning Phase III next week Very close to being done and we should start to see large difference with the surcharges being billed to them and their effluent to the WWTP They have a lot of other projects going on there 5 P a g e

6 Penn Yan Municipal Board Meeting Minutes Discussed potential for more expansion NYSEG Project: Bill mentioned that they intend to do a temporary shutdown from mid-july and will start back up November. David P. mentioned having blacktop on Lake St. again; Bill forward his request onto the DOT last time and will do it again. XI. Payment Agreements: MOTION to the Village Board to accept the payment agreements in the amount of $9,531.42; first Dan Banach, seconded by Ray Hamilton; carried. XII. Village Engineer s Report Bob Elliott 1. DEC s new requirements for SPDES permit Every 5 years our SPDES permit gets renewed The State has provided a letter of items they want Discussed what SPDES means Treatment plant will be required to do disinfection We need to have something up and running by 2022 There are some grant possibilities available for this, if needed Discussed chemicals and other processes for disinfection This will be a seasonal requirement for the summer (6 months) Brent mentioned the sent to Bob to provide a proposal and we need to get in position for applying for the grants We will also have to fill out an NY-2A form, summary of existing required sampling on an excel spreadsheet, flow diagram, and a sampling event Will need to show storm water discharge at the plant If we have pump station emergency outfalls, they need to be provided We cannot sit on this and it will be a lot of work; but we can get it done WWTP needs to answer the letter of non-compliance by July 15 and get this proposal by September 15 Penn Yan Marine Site: Mayor mentioned the closing on the Penn Yan Marine site is moving along Dan B. asked if it could be done without the DEC signing off on it There are some questions still being asked XIII. XIV. XV. Reminder the Village Board Meeting is June 20 th at 6:00 p.m. Service Request Review and Discussion, if needed. Executive Session: Entered at 10:03 a.m.; exited at 10: 26 a.m. XVI. Next Meeting Thursday, July 13 th at 8:30 a.m. MUB Meeting Room 6 P a g e

7 XVII. Adjournment: MOTION to adjourn at 10:27 a.m.; first Dan Banach, seconded by David Payne; carried. Danette Eatherton Transcribed on 6/15/17 7 P a g e