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| WATER POLLUTION CONTROL AUTHORITY MINUTES |
For minutes prior to January 2004, please
contact Judy Archer of Public Works
at 203-854-7791 or jarcher@norwalkct.org
DECEMBER 12, 2005
ATTENDANCE: JOHN ATKIN, CHAIRMAN; JIM McINERNEY, BEATRIZ RUIZ,
TIM BUZZEE (5:33 p.m.), FREDERIKA BIKAKIS HAJAN
STAFF: HAL ALVORD, DPW DIRECTOR; LISA BARDON, DPW OPERATIONS MANAGER; RALPH KOLB, DPW/WPCA WASTEWATER SYSTEMS MANAGER
OTHER(s): MAYOR MOCCIA, KEVIN DAHL, OMI; TOM HAMILTON, FINANCE DIRECTOR
CALL TO ORDER
Chairman Atkin called the meeting to order at 5:31 p.m.
The Chairman welcomed Mayor Moccia to the meeting.
APPROVE THE MINUTES FROM WPCA MEETING – HELD ON NOVEMBER 14, 2005
** MR. McINERNEY MOVED TO APPROVE THE MINUTES WITH CORRECTIONS
** MOTION PASSED UNANIMOUSLY
note: corrections will be submitted by Hal Alvord, DPW.
FINANCE DIRECTOR REPORT
a. YTD Revenues/Expenditures Report (MUNIS report included)
Mr. Hamilton distributed the projections report for review. He said the numbers looked good for the current fiscal year and the sewer use revenues were at $400k over budget that was better than estimated. He explained that the Town of Wilton’s sewer charge was calculated for an adjustment to last year’s bill. So they have an adjustment coming from last year and a shortfall in the line item for $83k. He noted that the total flow decreased from last year. Overall, they were expecting operations to end the year with revenues in excess of $81k and they expect a balanced budget for the WPCA. He also noted that the full accrual process will end up being a positive result and better than it shows in the cash basis.
b. Appeals Status
Mr. Kolb updated that they had $816,710 that included the total amount adjusted for $606k and two outstanding invoices for Devine Brothers and the Oak Hills Golf Course. Mr. Atkin asked how the situation was resolved. Mr. Kolb said $24k went to Devine Brothers and $6k to 8k went to the Oak Hills Golf Course.
c. Budget Schedule
It was noted this item was proposed to present at the operating budget at the January 2006 meeting.
d. Town of Wilton Sewer Charge (copy of invoice included)
Item previously discussed under YTD Revenues above.
e. Billing Other Contract Customers
It was stated that this will be done within the next couple of weeks. The matter consists of five or six commercial properties located on Westport Avenue.
f. 2004-05 Audit Report (copy included)
Mr. Hamilton reviewed the numbers contained in the packet. He said the WPCA numbers looked good, he noted they were not in final form, but no changes were expected. He pointed out that the WPCA had $5,762,000.00 in assets; $3.9 million in case and $1.6 million in investments, so they were in good shape. He further noted the depreciation expense was at $1.982 million as the expense for the year and the principal payment on the debt was $3.184 million, so they set the budget to cover the principal payment on the debt. Overall, they were in good shape and this provides the WPCA the authority to go forward to improve capital investments.
g. Septage Disposal System Issues (copies of Portologic system report types
included)
Mr. Kolb said they included the reports the septic system can print out, but the system is very basic and is limited as to what it can do. They are in talks with the company to unlock the system to try to correct the software. But they had hard copies of the invoices on file. And although the database differs, it showed that they should have collected more than they actually did. Overall, they are still trying to work out the problem. Mr. Alvord said the invoices weren’t indicated as receivables on WPCA’s books. He clarified that the invoice in question should not have been billed.
Mr. Atkin left the meeting at 6:05 p.m. Mr. McInerney sat in as the Acting Chair.
AUTHORIZE THE CHAIRMAN OF THE WATER POLLUTION CONTROL AUTHORITY TO EXECUTE AN
AGREEMENT WITH MALCOLM PIRNIE, INC. TO PROVIDE PROFESSIONAL ENGINEERING SERVCIES
FOR THE SANITARY SEWER COLLECTION SYSTEM MASTER PLAN FOR A SUM NOT TO EXCEED
$550,000 ($485,000 Account No. 090640625777C0361 & $65,000 Account No. 2240625230)
. (REPRESENTATIVE FROM MALCOLM PIRNIE TO ATTEND)
** MS. RUIZ MOVED TO APPROVE
Ms. Bardon gave an overview and followed up from last month on this item. She said they went for RFQ services to conduct a 20-year collection system relative to the master plan. OMI did an inspection of 170 to 180 miles and the report showed they needed to make an investment of $20 million to the sanitary sewer system. So they decided to go out with a collection system master plan to identify the extent of the problems. They interviewed five firms and Malcolm Pirnie was selected.
The representative from Malcolm Pirnie, Bruce Kirkland reviewed the plan. He said they went through a procurement process to develop an approach on how to implement the improvements. So they will work closely with staff on fixing the structural repairs and addressing the maintenance issues. They will also assess the matter and development a sound financial plan. The tools used, would be an interactive financial model that is specific to the City of Norwalk and the WPCA. And an up to date GIS sewer system map, as well as a hydraulic model of the sewer system to. They will also look at different rate structures. They will then turn the tools over to the WPCA staff, so they can move forward. They will then conduct a flow monitoring program during the high groundwater period between March and May 2006, when infiltration rates are at their peak. The data will then be analyzed to better understand the root courses. And then they will develop a prioritized plan to address the problems. He noted that workshops were a big part of the program and would give an opportunity to provide input to the public. This will be a big part for the program to be successful.
Mr. McInerney asked about the time schedule for the deliverables and if they would be piece by piece or in total. Mr. Kirkland said the scope of work in schedule-A would be done during the year 2006. Ms. Bardon added that a lot depended on the contract terms, noting the time span could be up to 24-months. Mr. Atkin noted then that it would be 12-months for the deliverables, including the report. Mr. Alvord further explained that Malcolm Pirnie is intending to the scope of work within 12-months, but it could go beyond that time. Again, this is contingent upon Malcolm Pirnie’s execution of the contract.
Mr. Atkin asked about smoke die testing. Mr. Kirkland said they would get the
data to quantify penetration and inflow. Ms. Bardon said that until they knew
where they were going with the inflow program, it would be hard to determine
the sources. But in the meantime, they need to work on how to deal with inflow,
i.e., there is a question whether costs will be seen by the city or the homeowner.
Mr. Alvord said they also needed to consider that if they smoke test the entire
city, there is the possibility that they find INI was a factor.
Mr. Hamilton asked about the GIS sewer layer. Mr. Kirkland said they want to have an electronic version of a sewer map to show whether the pipes are over 50 years old etc. But when they build electronically, they will check the information to find out how the data is linked.
** MOTION PASSED UNANIMOUSLY
PUBLIC WORKS DIRECTOR REPORT
a. Contract Operations Performance Guarantees Status (summary sheet included
in packet)
Mr. Kolb referred to the status of performance guarantees. He said with their contract with OMI, they monitored performance guarantees. Ms. Bardon explained that reference was made since it was a contract requirement, but they didn’t feel anything was out of normal operating range. However, it was on the agenda to update that they are monitoring, but no action was required.
b. Collection System Issues – General
1) North Main Street (pictures included)
Mr. Kolb gave an update about the situation on North Main Street. He reviewed
the photos in the packet and made the following comments:
photo #1 - they identified the problem with the waste water in the basement.
The picture was taken in August.
photo #2 - this picture showed the same sewer line near Washington Street and
N. Main Street under the railroad station. The way to handle this is with an
in place liner, where they can run a rope and repair the sewer line in that
location.
Mr. Alvord stated the railroad had a concern about the abutment over the railroad station, so that’s whey they were looking at a non-intrusive method to make the repair. He further noted they had footage of the pipes that would give Malcolm Pirnie a clear idea of the problem.
c. 3rd Taxing District Generator Proposal Status
Mr. Alvord said they arrived at a reasonable approach, in that, they did a third report. The consultant found a way to fit the generators in the building that was a goal all along. So they will give the WPCA two (2) new reliable generators and a third to provide back up. Overall, he thought this was a workable approach. He said they planned to meet with the Mayor next week on this matter.
d. Information Copies for New WPCA Members
1) 2004-05 Operating Highlights (includes Operating & Capital Budget)
2) Applicable Ordinances
3) Bylaws
4) Sewer Use Rates, Billing Information & Appeals Process
5) Septage Rules and Regulations
6) WPCA Members and Staff Contact Information
Ms. Bardon referred to item #6 below. She asked that everyone make sure all
their contact information was up to date (members submitted their updates).
7) Estimated Invoice FY 2006-07 – Nitrogen Credit Trading Program
Ms. Bardon said they were looking at trying to program the design work next
year. The information will be submitted and reviewed then.
8) FY 2006-07 Connecticut DEP Clean Water Fund Priority List
Ms. Bardon updated that they need to get on the list for Nitrogen. She explained they were trying to get up higher on the list.
CONTRACT OPERATIONS REPORT
a. Public Works Director Report
1) Contract Operations Monitoring (Representative from Malcolm Pirnie to attend)
Mr. Alvord stated that they had a meeting in December 2005 and they went over a number of items. They will meet in January to discuss a third amendment to contract and to clean up any ambiguous language terms. So OMI and WPCA are putting together a list of contract issues to move the amendment forward.
The representative from Malcolm Pirnie said they also discussed this and they are doing a specialized inspection of the HVC equipment, as well as doing a baseline assessment. So they will have many reports generated in late spring with the results. In January they will do an HVC inspection and they will make a final report by July 2006. Mr. Alvord noted they would rely on Malcolm Pirnie’s team to develop the report and monitor the system.
b. OMI Report
1) Keeler Brook Consent Order Update/Construction Schedule /Impacted Areas
Mr. Dahl updated that he found some items outstanding, such as additional manholes. He noted that this would be outstanding anyway depending on the weather.
Mr. Alvord said that for the drainage system piece, they will request budgeting for this next year.
2) Monthly Operating Report – October 2005 (copy included)
Mr. Dahl noted that maintenance and major items were completed. There were:
- (165) work orders completed
- they corrected the operating issues
- they missed some samples during the storm flow
- they missed doing two (2) additional DO samples
- they had a few bypass reports for Douglas Drive, but they were repaired
- the 11,000 gallon overflow and alarm failed to activate due to a power surge
- there was a failure at the Karen Drive pump station, two phases failed, but
the matter was responded to
- the Hemlock failure hose was repaired
Mr. Dahl updated on the other repairs made. He referenced the report that was included in the packet.
Mr. Dahl reviewed the graphs as they were outlined in the packet.
Mr. McInerney asked about the collection retention. Mr. Alvord said that nitrogen removal was harder to achieve in the cold weather, he said there was a concern of something unique causing that. But Malcolm Pirnie is investigating the matter.
3) Collection System and Pump Station MRR Accounts (copy included in packet)
The MRR status was reviewed. Mr. Dahl said there was a $125k collection system for December.
SCHEDULE OF WPCA MEETINGS FOR CALENDAR YEAR 2006 (schedule included in packet)
Mr. Alvord noted that the meetings were held the second Monday of every month,
except for the month of October, that would be held the third Monday of the
month. This information will be forwarded to the city clerk’s office to be added
to the city’s website.
ACTION ON ANY ITEM DISCUSSED HEREIN
None.
ADJOURNED
** MR. McINERNEY MOVED TO ADJOURN
** MOTION PASSED UNANIMOUSLY
The meeting was adjourned at 6:35 p.m.
Respectfully submitted,
Diane Graham
Telesco Secretarial Services
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