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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
REGULAR MEETING
MARCH 13, 2006
ATTENDANCE: Mayor Richard Moccia (5:40 - 6:35 p.m.); John Atkin, Chairman;
Friedrich Wilms, Fredericka Bikakis-Hajin (5:40 p.m.), Beatriz
Ruiz (5:45 p.m.)
STAFF: Hal Alvord, Public Works Director; Lisa Bardon,
Operations Manager;
OTHERS: Tom Hamilton, Director of Finance; Kevin Dahl, WWTP - OMI
Project Manager, Victor Huliew, OMI.
1. CALL TO ORDER
Chairman Atkin called the meeting to order at 5:39 p.m.
Mayor Moccia and Ms. Bikakis-Hajin arrived.
2. APPROVE THE MINUTES FROM WPCA MEETING HELD ON
FEBRUARY 13, 2006
** MS. BIKAKIS-HAJIN MOVED TO APPROVE THE MINUTES AS CORRECTED.
The corrections to the February 13, 2006 minutes are as follows:
Page 3, paragraph 1, line 5 - Please change the following sentences from “The Mayor said the city suffered embarrassment when the records were subpoenaed. Mr. Alvord provided another observation.” to “The Mayor said the city suffered embarrassment when the records were subpoenaed. Chairman Atkin and the rest of the WPCA members expressed displeasure that Norwalk did not receive any of the settlement funds. Mr. Alvord provided another observation.”
Page 4, paragraph 4, sentence 2 should be changed from “When a tank is removed, there is a risk dumping solids in the river” to “When a tank is removed from service, there is a risk of overflowing treatment solids in the river.”
** THE MOTION PASSED UNANIMOUSLY.
3. ACT ON PROPOSED FY 2006-07 OPERATING & CAPITAL BUDGETS
Ms. Bardon reviewed the budget and informed the Authority members that there was an updated version of the operating budget that has a $20,000 difference from the original budget. Ms. Bardon explained that although the Common Council may approve the budget, the WPCA sets the rate fees. There is an action item on the agenda to schedule a public hearing on the rate for next month. After reviewing the rate schedule and various scenarios, the Authority members need to approve a rate schedule for next month’s meeting. The Finance Department indicated that Support Services, which includes the permit inspectors, has an expected reimbursement of $62,000, and Ms. Bardon indicated where that was noted in the budget.
Chairman Atkin asked about the 5% increase. Mr. Alvord explained that the increases were built in and nets to a 3.8% blended rate between the residential, commercial and consumption rate. Mr. Alvord also pointed out that there had been some adjustments with the First Taxing District billing, and that there had been some double billing. There was also some issues with Crystal Ice, which is an unusual customer in that the amount of water they use is not returned through the sewer system. Ms. Bikakis-Hajin expressed concern about the $850,000 permanent adjustments. Mr. Hamilton reviewed the reasons for this adjustment. Mr. Alvord explained that next year, the focus will be on the unusual customers, where there are unusual water demands or double billing. Most of these accounts have been through the appeal process. Mr. Atkin asked whether the adjustment amount will decrease as better data is collected and accounts are correctly adjusted. Mr. Alvord stated that they did expect it to decrease as the accounts are adjusted. Mr. Atkin asked about the uncollectables and what Mr. Hamilton’s sense about the uncollectables was. Mr. Hamilton replied that once a bill is unpaid, it is categorized as uncollectable, but like the tax rolls, it remains on the list for up to fifteen years.
The discussion moved to the Capital budget. Ms. Bardon reviewed the Capital budget with the members of the Authority. Ms. Bardon explained that in conversations with the DEP, they had told her to go ahead with the low level nitrogen study and that a retroactive reimbursement will be available after July 1, 2008. The DEP will be sending a letter to this effect to the City. However, this pushes the net request down to 2.5 million. Ms. Bardon stated that this is a request for authorization, not a request to bond the amount. The three ways that this 2.5 million dollars will be covered are: cash on hand from the Fund, which would result in the total being 5.6 million this year; or some from re-appropriated from the existing bond account or finally from the Clean Water Fund. Mayor Moccia asked for a brief clarification on some of the details, which Ms. Bardon quickly explained. Mr. Wilms stated that having done the facility tour recently, it would be helpful to list the projects. Ms. Bardon directed his attention to the list of projects in the report. There are some concerns regarding whether the station can maintain the 30 million gallons of pumping capacity necessary to handle the sewage. Ms. Bardon stated that last year, the city had written a letter to the DEP stating that they did not have the full pump capacity that the permit requiresfor storm flow, so the City could potentially be in violation of their permit. The pumps date from the 1980’s. When asked about the cost benefits of upgrading the grit system, Mr. Alvord explained currently that there was no firm data to base an answer on. However, he stated that the staff is collecting data daily and this will be used in the future to for calculating cost benefits. Ms. Bardon stated that the staff was trying to set up a meeting with the DEP to get the storm water screening replacement project classified as eligible for the Clean Water Fund. Mayor Moccia has written letters about this to State Budget Director Genuario.
Mr. Alvord commented that the cost benefit analysis would begin to happen when the staff starts working on assets management. Up until OMI finished the video taping of the collection system, data regarding the composition of the various pipes was not available. Now, the staff knows that there are approximately 180 miles of sewer pipe in Norwalk, some of which is made of Orangeburg cardboard. Mr. Alvord stated that the staff is trying to preclude failures. A sewer pipe collapsed on Pine Point Road, which took the residents out of service. OMI was able to bypass the manhole and restored service for the 10 to 14 days it took to do the repair. That repair job cost the City $130,000. If a non-emergency trench repair had been done, it would have cost the City about $105,000. If the problem had been detected early enough to use a structural liner, which is the preferred method, the repair would have cost the City $33,000.
Mr. Alvord was asked about the $63 million dollars that was approved five years ago. He explained that part of the money went to purchasing the land for the holding tanks, the construction of the tanks and added nitrogen removal. The bulk of the plant, some of which dates back to 1929, and the collection system and pumping stations were not updated at that time. The control systems are very limited, Ms. Bardon explained. The only instrumentation at the pumping stations is a failure warning system on a separate telephone line to the plant. Mr. Alvord informed the Authority members of alternate systems that would be more efficient and less expensive for this procedure.
Mr. Atkin asked Mr. Alvord for his recommendation for the increase of sewer use fees, which is a 4.8% across the board increase: the recommended residential flat fee was $204.00 - a $9.00 increase; recommended commercial flat fee was $288.00; and the recommended commercial consumption rate be $5.19 per 1,000 gals. Mr. Alvord stated that from a long term perspective it will serve the residents, the commercial establishments, the City and the Authority to plan in a range of a 5% increase per year, which will avoid large increases and keep the WPCA with a positive cash flow and provide for the capital programs that the system is going to need. Ms. Bardon stated that this would include a 20 year bond term and impact fees to the project. After a brief discussion, it was decided by the Authority members to set the proposed increases at : residential flat fee of $205.00, a commercial flat fee of $290.00; and the commercial consumption rate be $5.20 per 1,000 gals.
Ms. Bardon also explained that there was currently no cost for a developer or anyone else to come into the city and hook up to the sewer system. The increase in development puts an additional burden on the system. The concept of impact fees goes to offset the impact on the treatment plant in a more equitable way because rather than spreading the cost across the entire customer class and recovering it from everyone, it is recovering the cost from the person making the additional connection. Ms. Bardon passed out a spreadsheet with the impact fees from other Connecticut communities to the Authority members. Mr. Alvord suggested that the impact fees not be included in the public hearing that will be scheduled for April. It will also give the Authority members more time to discuss it and the staff to do research for the members if so needed. Mr. McInerney pointed out several issues dealing with proposals for upcoming projects. Mr. Alvord agreed that the staff would have to develop a formula for commercial spaces. Mayor Moccia pointed out that there may be some problems as some developers are already proposing plans and no one is planning for this additional fee.
** MR. MCINERNEY MOVED TO FORWARD THE PROPOSED FY 2006-07 OPERATING & CAPITAL BUDGETS TO THE BOARD OF ESTIMATE AND TAXATION.
Mr. Hamilton had some questions about the 06-07 impact fees. He asked if it was being deferred until a later year. Mr. Alvord also explained that the industrial pre-treatment program will have impact fees. Another issue will be handling the State of Connecticut statute regarding fats, oils and grease. This will put new requirements on food preparation establishments. The enforcement and implementation is left to the municipalities with no associated funding. By 2011, every establishment will be required to have new infrastructure to deal with this. Mr. Alvord met with the Health Department and Code Enforcement to begin plans on how to implement this new statute. Mr. Alvord believes that as this statute is implemented, the industrial pre-treatment fees will diminish because the various industries will be using updated technology to avoid the fees.
** THE MOTION PASSED UNANIMOUSLY.
Mayor Moccia left at 6:34 p.m.
4. SCHEDULE PUBLIC HEARING FOR PROPOSED FY 2006-07 SEWER USE RATES ON APRIL 10, 2006 AT 5:30 PM
Mr. Alvord stated that the motion should be to schedule the hearing and that
the Authority would direct staff as to what should be placed in the legal ad
that needs to be advertised ten days before the hearing. The rates will be approved
after the public hearing, however the Authority must have consensus on what
the proposed rates on which the hearing will be held. The Authority can not
take an action on the rate schedule until after the public hearing.
** MR. WILMS MOVED TO DIRECT STAFF TO PREPARE THE PROPOSED FY 2006-07 SEWER
USE RATES OF RESIDENTIAL FLAT FEE OF $205.00, A COMMERCIAL FLAT FEE OF $290.00;
AND THE COMMERCIAL CONSUMPTION RATE BE $5.20 PER 1,000 GALS FOR PUBLICATION.
** THE MOTION PASSED UNANIMOUSLY.
** MR. WILMS MOVED TO APPROVE A PUBLIC HEARING ON APRIL 10, 2006 AT 5:30 P.M.
ON THE PROPOSED FY 2006-07 SEWER USE RATES OF RESIDENTIAL FLAT FEE OF $205.00,
A COMMERCIAL FLAT FEE OF $290.00; AND THE COMMERCIAL CONSUMPTION RATE BE $5.20
PER 1,000 GALS.
** THE MOTION PASSED UNANIMOUSLY.
5. APPROVE CONSOLIDATION OF JUNE 13, 2005 AUTHORIZATION TO ENTER INTO AGREEMENT WITH CONESTOGA-ROVERS & ASSOCIATES (CRA) IN THE AMOUNT OF $37,000 TO REMOVE UNDERGROUND STORAGE TANKS AT VARIOUS PUMP STATIONS AND AUGUST 8, 2005 AUTHORIZATION TO ENTER INTO AN AMENDMENT WITH CRA TO INSTALL ABOVE GROUND STORAGE TANKS IN THE AMOUNT OF $45,000 INTO ONE AGREEMENT FOR AN AMOUNT NOT TO EXCEED $82,000 (REVISED SCOPE OF SERVICES INCLUDED)
** MS. RUIZ MOVED TO APPROVE CONSOLIDATION OF JUNE 13, 2005 AUTHORIZATION TO
ENTER INTO AGREEMENT WITH CONESTOGA-ROVERS & ASSOCIATES (CRA) IN THE AMOUNT
OF $37,000 TO REMOVE UNDERGROUND STORAGE TANKS AT VARIOUS PUMP STATIONS AND
AUGUST 8, 2005 AUTHORIZATION TO ENTER INTO AN AMENDMENT WITH CRA TO INSTALL
ABOVE GROUND STORAGE TANKS IN THE AMOUNT OF $45,000 INTO ONE AGREEMENT FOR AN
AMOUNT NOT TO EXCEED $82,000 (REVISED SCOPE OF SERVICES INCLUDED).
Mr. McInerney had some questions about the difference between the agenda and the supplemental paperwork. Ms. Bardon explained that there Conestoga-Rovers gave the staff cost ranges. She felt that she will be back to adjust the costs if there is an increase. Mr. Alvord stated that it has taken a year to get this contract, so the costs estimates are from a year ago. Rather than do an amendment to the agreement, Ms. Bardon felt it was more efficient to approve the agreement and proceed from there. Corporation Counsel also agreed with this. There is a maintenance bond requirement that was not factored in, either. Mr. Atkin commented that the Authority was approving a scope of services also. Ms. Bardon agreed.
** THE MOTION PASSED UNANIMOUSLY.
6. FINANCE DIRECTOR REPORT
a. YTD Revenues/Expenditures Report
Mr. Hamilton stated that Ms. Bardon had just presented a complete review of the overall finances. He directed the Authority members’ attention to the MUNIS printout that was included in their packets and gave a brief overview.
b. Billing Other Sewer Users
Ms. Bardon explained that the City did not bill other contract customers last year, so bills were issued for the past two years. Ms. Bardon stated that she believes that more than $30,000 has been collected so far and anticipate a total of close to $50,000. She stated that each year about $25,000 in billing should go out. Mr. Alvord explained that there was some confusion about contractual agreements, but the customers have now started to pay for their sewer use.
7. PUBLIC WORKS DIRECTOR REPORT
a. 2005 Nitrogen Performance Request
Ms. Bardon reviewed the February 27, 2006 letter written by Kevin Dahl to Mr. Kolb of the Wastewater Management System Manager as per the agreement with OMI and the City of Norwalk. OMI is requesting nitrogen credit revenue sharing at 25% for the 6 months in which the total nitrogen performance falls into management band D for the calendar year 2005. Mr. Alvord stated that it is a recommendation and that the amendment was written to encourage OMI to do everything in their power to maximize nitrogen removal. The staff encourages the Authority to allow OMI to share in the financial gains that comes from their efforts. Mr. Atkin stated that he was in favor, but was concerned as to whether this was calculated in the budget. Mr. Alvord and Ms. Bardon will look into this. The reimbursement from the State will not be available until August.
b. WWTP Final Clarifier Work (pictures included)
Mr. Dahl reviewed the situation where the scum trough collapsed into one of the clarifying tanks. Mr. Mike Mitchell, the OMI Maintenance Supervisor, entered the sewage tank and released the eight bolts on the floor of the tank to allow the tank to be drained for repairs.
c. 3rd Taxing District Generator Proposal Status
Mr. Alvord spoke with Mr. Leary of the Third Taxing District about a solution to installing the new generators inside the existing building. CMEEC is concerned whether the project is still financially viable for them. Mr. Alvord hopes to meet with them in the near future.
d. Huckleberry Pump Station Generator Issues.
Mr. Dahl reported on this station, which is a gasoline generator, which is not a good solution. It was evaluated last year and recently failed. The DEP was notified about this. There is a mobile unit on site now. Mr. Dahl stated that they are starting the replacement process for the generator. Ms. Bardon stated there may be an action item in the future regarding this. She hopes to cost share the replacement.
e. Capital Project Status:
1) Headworks/Main Lift Pumps & Stormwater Screens Replacement - This was
discussed earlier in the meeting.
2) Collection System Master Plan - This was discussed earlier in the meeting.
3) SCADA/I&C - This was discussed earlier in the meeting.
f. Collection System Issues – General: None
g. Information Copies:
1) CT FY 06/07 Clean Water Fund Priority List – Final copy. The request had not been changed from previous years, Ms. Bardon stated. Many letters have been written. The staff is trying to get a meeting set up with the DEP to change that. Mayor Moccia has written to State Budget Director Genaurio and others.
8. CONTRACT OPERATIONS REPORT
a. Public Works Director Report
1) Contract Operations Monitoring - Ms. Bardon reported that there are discussions with OMI about their contract amendment and a meeting is scheduled in the near future. A update report will be available following that meeting.
b. OMI Report -
1) Monthly Operating Report – January 2006 -Mr. Dahl reviewed the operating report for the Authority. There were two permit violations on two days, which are reflected in the written report.
2) Collection System and Pump Station MRR Accounts - Mr. Dahl reviewed the accounts for the Authority members. Mr. Dahl also stated that he had recently received his Class IV operator rating. There was a DEP inspection on January 6, 2006.
9. ACTION ON ANY ITEM DISCUSSED HEREIN
There was no further discussion items.
10. ADJOURNMENT
Next WPCA Meeting: Monday, April 10, 2006
5:30 PM – Immediately following Public Hearing
Room 231, Norwalk City Hall
** MS. BIKAKIS-HAJIN MOVED TO ADJOURN
** THE MOTION PASSED UNANIMOUSLY.
The meeting adjourned at 7:04 p.m.
Respectfully submitted,
Sharon L. Soltes
Telesco Secretarial Services.
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