DATE OF MEETING: June 13, 2013 PLACE OF MEETING: KIND OF MEETING: MEMBERS PRESENT: MEMBERS ABSENT: CONSULTANTS PRESENT: Pawling Village Hall, 9 Memorial Ave., Pawling, NY Business Chairman David P. Kelly Commissioner Robert Liffland Commissioner Brian Griffin Commissioner Stan Mersand Commissioner Wayne Osborn Commissioner John Burweger Seth Sheraden of Environmental Consultants Joe Zarecki of Zarecki & Associates At 5:00 p.m. roll call was taken and the regular business meeting of the Pawling Joint Sewer Commission was called to order by Chairman David P. Kelly with the Pledge of Allegiance. PUBLIC COMMENT ON AGENDA ITEMS There were none. CONSENT AGENDA MOTION by Commissioner Liffland to approve the Consent Agenda, SECONDED by Commissioner Mersand. All were in favor and NON CONSENT AGENDA Chairman David P. Kelly asked Seth to go over the request s on Ref.#65.13. MOVED by Commissioner Liffland to approve the purchase of a replacement blower package for the air scour in sand filters from USA BlueBook for $4,789.95 with $300.00 freight. Seth explained. SECONDED by Chairman David P. Kelly. All were in favor and MOVED by Commissioner Liffland to approve the replacement digester blower from USA BueBook for $2,799.95 with $300.00 freight. Seth explained. SECONDED by Chairman David P. Kelly. All were in favor and MOVED by Chairman David P. Kelly to approve the purchase of two E-1 pumps to keep at the plant for backup. One is a D series @ $2,384.00 and the other is a U series @ $2,510.00 from Water Resource Technologies. $100.00 freight. Seth explained. SECONDED by Commissioner Osborn. All were in favor and MOVED by Chairman David P. Kelly to approve the repairs to two generators. The portable generator @ $2,859.90 and the Croton pump station @ $3,510.60 by Gentech. Seth explained. SECONDED by Commissioner Osborn. All were in favor and MOVED by Chairman David P. Kelly to discuss the Bio filter blower motor. SECONDED by Commissioner Liffland. Chairman David P. Kelly said he would like to discuss whether the board wants to look at replacement or repair. He asked Seth if the one that s in there now is repairable. Seth said it s repairable and generally with motors they put new bearings in and rewind them and Page 1 of 5
they are basically good as new. MOVED by Chairman David P. Kelly to repair the blower motor by H.A. Schreck for $850.00. SECONDED by Commissioner Liffland. All were in favor and MOVED by Chairman David P. Kelly to purchase 20 yds greenhouse drying bed replacement sand from Savarese for $550.00. SECONDED by Commissioner Mersand. All were in favor and MOVED by Chairman David P. Kelly to have TAM Enterprises clean out two remaining digesters at the plant. SECONDED by Commissioner Liffland. All were in favor and motion carried. Chairman David P. Kelly asked how long ago did they bid this out. Seth said it was within a year. Commissioner Mersand asked if the price was per digester or for both units. Seth said the price is for both digesters and the estimated time it will take is three days. CONSULTANTS: BUSINESS / REPORTS Sewer Operator Seth said the general operations at the plant are good. Seth went over his report. (Ref.#66.13) - EC staff assisted Jeff and Joe from Zarecki Associates, Doug Warren and TAM Enterprises in opening manhole lids, cleaning and TV of sewer lines in the Village along Metro North tracks over the past month. - Lori from Emery & Webb was at the plant going over the buildings for insurance purposes. - Chasen Engineering visited plant to take a look around the plant for the plant upgrade. Chairman David P. Kelly told Seth that they appreciate that EC has made themselves available while the Commission is doing a lot of work. Engineer Report Chairman David P. Kelly said that Joe is going to report on all the work they ve done with I/I. He ll report on the emergency tree work and the cleaning of the sewer lines they ve done and come up with suggestions for future maintenance. Joe said after putting a meter in the manhole over on South Street that calculates flows only from Cedar Valley and getting water use readings from Linda, he was able to determine that there is an I/I problem over at Cedar Valley. He handed out a report and a graph of the total sewage output at the South St. manhole that measured precipitation and flow from the meter during the period of May 31 st through June 11 th. He said it s up to the board if they want the meter in there longer. Chairman David P. Kelly said they authorized the meter to be in there for a month and asked the board if they want the meter to stay in another month or maybe two. MOVED by Chairman David P. Kelly to authorize the engineer, Joe Zarecki to contract with TAM Enterprises to keep the meter in the pit for another two months with the amount not to exceed $4,000. SECONDED by Commissioner Liffland. All in favor and There was further discussion on how accurate the meters in the individual units are and Linda said that 1/3 of the units are estimated and have been estimated for a very long time. Chairman David P. Kelly said that after three months of having the meter in the pit and they collect the data for the first month and have some meeting with the homeowners association and Page 2 of 5
let them know that they have the data and there are two more months to go and see how receptive they are. After they get some firm data they will know better. He said they should continue on with the project and in his absence, if there is something that needs to be done the Vice Chairman can call a meeting. Commissioner Liffland asked Joe what does the meter interface unit do and Joe said it reads the meter that is there now and transmit the reading to the reader. Commissioner Liffland said he doesn t trust the meters that are there at Cedar Valley. Joe also said they have a water treatment facility on their site and they don t know if they are backwashing into the sewer system so that is something else they have to find out too. Commissioner Liffland said that Cedar Valley wasn t included in the meter replacement project but they should really do something and investigate what they can do for over there. Chairman David P. Kelly said they should have the attorney look into the contract to see if there is anything they can work with and give the Commission some advice on this. He said he won t be back until the 19 th of July and if the Commission feels like they want to meet with them ahead of time, instead of waiting another month, he said the Vice Chairman can do it. Commissioner Liffland said he will contact and meet with them. Joe reported that the tree has been successfully taken down and the sewer line is safe. He passed around some pictures of the line and the tree. Joe talked about the cleaning that was done down on the main trunk line by Metro North. He explained how the line goes and that there is a buildup of grease and he explained how they got the camera through the line. He handed out some pictures for the Commissioners to look at. He explained that if they get the lines clean and are able to camera the lines they can find the infiltration. He also suggested a maintenance routine be developed. Chairman Kelly said that he and Commissioner Liffland discussed getting an RFP to see what the cost would be to clean and camera every line in the district. MOVED by Chairman David P. Kelly to have Zarecki Assoc. develop an RFP, for the Commission s review, for cleaning and camera of all the lines in the district. SECONDED by Commissioner Liffland. Commissioner Osborn recommended they start where they ve had the most trouble. Chairman Kelly said they can request a per foot price, then that would give them the opportunity to ask for quotes for like 2,000 feet. Then they can direct the work areas and figure cost s that way. He also would like the RFP to be valid for two years. There was discussion on standards in the industry pertaining to daily rates, hourly rates and feet. All were in favor and Commissioner Liffland asked Joe Zarecki what was found in the lines from Cedar Valley to Greenlawn. Joe said they found some blockage of grease, a big rock and a gasket. He said the line is clean now. Chairman Kelly said he s a little concerned about what Joe mentioned prior to the discussion on the RFP. He said Joe mentioned a line that runs east to west by Utters and that its clogged. He asked Joe if this needs to be taken care of right now. Joe said yes. MOVED by Chairman David P. Kelly to authorize Joe Zarecki to contract with TAM Enterprises to clean these lines as necessary and get the lines opened up until the RFP can be passed. SECONDED by Commissioner Liffland. All were in favor and Chairman David P. Kelly asked Joe to discuss the meeting he had with the DEC. Joe said they had a very informative meeting. It was with himself, Peter Setaro, Jerry Schwalbe and Elm Street Partners. He said they met with John Sansalone from the DEC. He said the basic discussion they had were about the flows of the plant. He said the DEC takes our twelve month average and they don t have a problem with it, however, the Commission is still obliged to remain below the monthly average permit level of 320,000. He said that at the meeting they also discussed the SSES report. Joe said he asked them if they would approve the tenancy agreement that we have with potential developers and the answer was that they don t have any jurisdiction over what agreements the Page 3 of 5
Commission does, however, it is clearly understood that when the plans are submitted to the DEC for the construction and approval of the line going up Route 22 they will look at it as a whole and ask what is being done about the I/I and then they will make their decision. They are focused on the SSES report. They want the Commission to deal with I/I issues. There was further discussion about I/I issues. Attorney Report There was no attorney present and no written report submitted. Chairman Kelly said that he spoke with the attorney the other day and they went over some of the issues they ve been looking at like budgetary and also some tenancy agreements and he s had conversation with Mr. O Rourke. FURTHER BUSINESS TO COME BEFORE THE BOARD PJSC MEMBERS ONLY Chairman Kelly brought up four items; 1. Chairman Kelly told Mr. Marvin that the Commission has sent numerous letters to his client, Elm Street Partners, asking them to replenish their escrow account and would like to see that matter taken care of. Mr. Marvin said he ll talk to his client tomorrow. 2. Chairman Kelly said he d like to put the generator project on hold so they can spend their money on the I/I project. He asked Joe Zarecki to finish up the RFP. He wants the Commission members to decide for next month s meeting what they would like to do, maybe even doing just one or two of the generators. 3. Chairman Kelly asked where the Village is at with the project on Charles Colman Blvd. pertaining to the leaders from the buildings going into the sewer system. Commissioner Liffland said the laundry mat owner was going to order a sewer meter. He asked Linda if they ever did. Linda said no. Commissioner Griffin said Broad Street as well was discussed. Chairman Kelly asked if they could please continue on with that project. 4. Chairman Kelly asked if anyone has been contacted by Mr. Manzino. He came in front of the board a couple months ago enquiring about hooking up to the system. All said no and Stan said that the property owner is actively advertising the property for rent. PRIVILAGE OF THE FLOOR WITH RESPECT TO AGENDA & NONAGENDA ITEMS Mr. O Rourke said that he is pleased to hear that things are moving along. He said 2 months ago he sent an agreement over to Scott Volkman. He said it was one that was fully vetted and approved by the Commission previously. He said all it is is an updated agreement. He said when he spoke to Scott, Scott told him that he was waiting to speak to the Commission. Mr. O Rourke said that they are about to lose a million dollars, Pawling & Castagna, because they don t have a tenancy agreement. He said they got the money. He explained that Ken Kearney was here and explained that he can t go forward unless there is a tenancy agreement so he loses the funding. If he loses the funding they lose the housing. He said the problem is that they can t get Healthquest without the housing. He said the only thing that is holding them up right now is the tenancy agreement which this board has already authorized. Chairman Kelly said that this board is a different board than the board that agreed to those terms years ago. He said this is a new board and asked Mr. O Rourke to please refrain from saying this board. Mr. O Rourke said the Commission authorized a tenancy agreement for 19, 800 gallons for Castagna. Page 4 of 5
Mr. O Rourke said that by June 26 th they have to have a tenancy agreement because they are meeting with Healthquest. He said two months ago he sent the proposal to Scott and he didn t get one comment back. He said before this becomes a bigger issue and they lose all of the money, all the momentum, all of the credibility with the State for further funding for this project, he asked please, just have the tenancy agreement approved. Mr. O Rourke said if they don t by June 26 th, the Commission is on notice, email was sent documenting everything that s happened. He said it s been 60 days and not one comment back. He said something s wrong here. Chairman Kelly thanked Mr. O Rourke and Mr. O Rourke asked if there is no response. Chairman Kelly said that when Mr. O Rourke put the board on notice he is not saying anything. MOVED by Commissioner Liffland to go into executive session. SECONDED by Chairman David P. Kelly. All were in favor and Time: 6:00 p.m. MOVED by Chairman David P. Kelly to enter into regular session of business. SECONDED by Commissioner Liffland. All were in favor and Time: 6:22 p.m. Chairman Kelly said that the board went into executive session to discuss matters without their attorney and came out with no report at this time. MOVED by Chairman David P. Kelly to go back into Agenda item g under Further Business before the Board. SECONDED by Commissioner Mersand. All were in favor and motion carried. Chairman Kelly said he wants to bring up the fact that they understand and heard from one of the attorney s that represents one of the developers and understand what is happening here. MOVED by Commissioner Liffland to request from Scott Volkman that we have a document developed and brought to them and have a meeting scheduled for the Commission on or before June 26 th. SECONDED by Commissioner Mersand. All were in favor and MOVED by Commissioner Mersand to close the meeting and adjourn. SECONDED by Commissioner Griffin. All were in favor and Time: 7:25 p.m. Brian Griffin, Secretary Page 5 of 5