Comm. Neafsey made a motion to adopt the Regular and Exempt Meeting Minutes of the July 26, 2018 Public Meeting. Seconded by Comm.

Transcription

1 The Brick Twp. Municipal Utilities Authority Minutes of a PUBLIC MEETING Held on August 23, SALUTE TO THE FLAG OF THE UNITED STATES OF AMERICA 2. OPENING STATEMENT Following the Salute to the Flag, Ms. DiMatteo read the opening statement as follows: " This meeting is being conducted pursuant to the Open Public Meetings Act, being Chapter 231 ofthe Laws of In accordance with the requirements of this law, a Meeting Notice was published on February 8, 2018 in the Asbury Park Press. Similar Notice was given to the Clerk of the Township ofbrick and placed on the bulletin board maintained for this purpose by the Authority." 3. ROLL CALL Members Present William Neafsey Thomas C. Curtis Gregory Flynn Jason Kiernan Absent Maria Foster Susan Lydecker Sandra P. Hawthorne- Tormey Also Present Chris A. Theodos Stephen T. Specht Gary Vaccaro Joseph Maggio John Clifford Keri DiMatteo Nick Montenegro, Esq. Chuck Fallon Sue Brasefield 4. Adoption of Directors' Reports Comm. Curtis made a motion to adopt the Directors' Reports. Seconded by Comm. Kiernan 5. APPROVAL OF MINUTES Comm. Neafsey made a motion to adopt the Regular and Exempt Meeting Minutes of the July 26, 2018 Public Meeting. Seconded by Comm. Kiernan 6. CORRESPONDENCE NONE Public Meeting Minutes- August 23, 2018 Page 1

2 7. BILL RESOLUTION - Commissioner Neafsey Comm. Neafsey read the Bill Resolution dated August 23, 2018 in the total amount of 2, 018, as follows: Total Operating Vouchers: 411, Total Capital Vouchers: 427, Total Payroll: 1, 173, Total Escrow: 4, Total Bill Resolution 2, 018, Comm. Curtis made a motion to approve the Bill Resolution. Seconded by Comm. Kiernan 8. TREASURER' S REPORT Comm. Curtis read the Treasurer' s Report balances for the month ending July 31, 2018 as follows: Unrestricted Funds: Total Revenue Funds: 7, 377, Total General Funds: 12, 582, Total Unrestricted Funds: 19, 959, Restricted Funds: Rate Projection Maintenance Fund: 2, 854, Working Capital Fund: 287, Processing Fund: 2, 267, Construction Fund: 5, 656, Total Bond Funds: 9, 128, Total Other Restricted Funds: 1, 430, Total Restricted Funds 21, 625, Total of All Fund Accounts: 41, 585, Comm. Neafsey made a motion to approve the Treasurer' s Report. Seconded by Comm. Kiernan Public Meeting Minutes- August 23, 2018 Page 2

3 9. DEVELOPER APPLICATIONS 9_1 Preliminary Applications - No Further Action Required- NONE 9_2 Other Applications 2218 Mr. Elliot Leibowitz, LCL Management, Major Site Plan Brick Estates proposed maintenance building and parking lot expansion, 2775 Hooper Avenue, Final ( Re- Approval), 1 Commercial Unit Director Specht explained that this application was previously approved in April 2009, however, the applicant withdrew the application and the project was closed out in August 2011 under File No It was reopened per the applicants request earlier this year. Director Specht recommended approval. Chairman Flynn asked if they received Township approval for the project. Director Specht replied that he was not aware of any. Chairman Flynn asked if this was disconnected or fully operational all of this time. water service. Director Specht advised that they will be using the existing 4 inch lateral and the existing 1 inch reconnection Chairman Flynn confirmed they were never disconnected fees. and therefore will have no Director Specht replied no. Comm. Curtis made a motion to approve Developer Application Seconded by Comm. Neafsey 9. 3 Release of Bonds NONE 10. UNANTICIPATED/ EMERGENCY CAPITAL EXPENDITURES a. Authorization to purchase two new pumps and the associated pump control panels for Greenbriar I Pump Station in the amount of$ 16, Director Specht advised that earlier in the day he sent an to the Board concerning the Greenbriar I wastewater pump station, which had significant damage with the 500 year storm that occurred on August 13, There was about 5 feet of water at the station and we lost our two submersible pumps, as well as the control station. We put a temporary by-pass pump in service Public Meeting Minutes- August 23, 2018 Page 3

4 immediately after the storm on Tuesday. We removed the pumps on Thursday and brought them to the manufacturers on Friday to assess the pumps. The repair on the pumps is approximately $9, These pumps were new in The cost to purchase two new pumps would cost approximately 12, Director Specht recommended upgrade the station. the purchase of two new pumps which will be utilized when we Director Specht also requested authorization to purchase a control panel to operate the pumping system, which was also lost due to the flood, in the amount of$4, The total expended funds to date, would be approximately$ 16, The new pumps would be on site in 7-8 weeks. Commissioner Curtis asked if the new control panels were going to be above the old flood line to prevent this from happening again. Director Specht advised that we are going to put the panels up as high as we can, staying in conformance with the electric code. Commissioner Curtis asked if we are eligible to get our money back if fault is found in someone in particular. Mr. Montenegro advised that the MUA should submit a claim to our insurance carrier. Commissioner Curtis expressed that if insurance does not cover this and someone was found responsible for it, then we should be reimbursed for it. Mr. Montenegro advised that we would need to proceed and follow what Greenbriar is doing, staying on course with the local legislatures, to see if they can pursue some other causation. Chairman Flynn asked Director Vaccaro if we are covered by the insurance company. Director Vaccaro replied that we should be and that we are covered for damage from floods as long as it is not in a flood zone ( it is in an X zone, not a flood zone). His understanding is this is covered and he is in the process of submitting a claim. Commissioner Curtis asked how much work the station needs other than this. Director Specht advised that all of the electric has to be replaced. Commissioner Kiernan asked if there is an emergency generator. Director Specht advised that we do have an emergency generator but we will not install an emergency generator for this temporary repair of the station. We will put an emergency outlet where we can plug a portable generator in. Director Specht advised that he met with CME, our consulting engineer last week, for a quote to renovate the station and raise it up. We are also going to pursue funding through FEMA for the hazard mitigation grant process, if there is funding available. Commissioner Kiernan asked about the pump that is running. Public Meeting Minutes- August 23, 2018 Page 4

5 Director Specht explained there is a diesel pump that starts and stops on a float system, so it is not running all of the time ( runs approximately 4-5 times a day). Commissioner Curtis asked about the noise coming from the pump and disturbing anyone that may be back in their home. Director Specht advised that the pumps runs intermittently for about 20 minutes at a time. He advised that the pumps should have minimal flow at night. It is not running much now because a lot of houses are vacant. Comm. Curtis made a motion to approve this action. Seconded by Comm. Kiernan 11. CONTRACT CLOSE- OUTS NONE 12. AUTHORIZATION TO EXPEND APPROVED FUNDS a. Authorization to Purchase a SCADA Panel for the Borough of Bayhead Wastewater Pump Station from Optimum Controls Corporation for$ 14, Director Specht explained that in May the Shared Services Agreement was finalized with the Borough of Bay Head, where we are the Operator of Record, and we maintain their wastewater pump station. One of the provisions in the agreement, was the Borough paid for the SCADA upgrade to the station so that we can monitor that station 24/ 7. We are proceeding with the purchase of the control panel and we will utilize our own forces to install the panel and program the PLC that goes along with it. The total estimated cost for the entire SCADA panel upgrade is$ 21, All of the costs will be reimbursed. Chairman Flynn asked if this included installation. Director Specht advised that it does include installation. Chairman Flynn asked if we are monitoring the station here. Director Specht advised that we will monitor the station from our control room once the panel is installed. Comm. Curtis made a motion to approve this action. Seconded by Comm. Kiernan b. Authorization to Purchase a new Chlorine Room Hoist and Trolley and Pump Gallery Trolley for$ 10, 022 from Vendor Maximum Material Handling from Account Public Meeting Minutes- August 23, 2018 Page 5

6 Director Maggio explained that an annual OSHA inspection recommended that repairs be made to the trolleys and hoist. He explained they are approximately 20 years old and have critical functions. Commissioner Curtis asked if these will be utilized when we remodel the chlorine room. Director Maggio advised that the work on the chlorine room will have no impact on this. Comm. Curtis made a motion to approve this action. Seconded by Comm. Neafsey c. Authorization to Purchase Rapid Small Scale Column Testing ( RSSCT) of GAC for 15, 000 from Vendor North Carolina State University from Account Chairman Flynn asked how this became separated from the GAC design. Director Maggio explained that we started the process before we actually started work on the GAC design to work to identify the appropriate GAC for the process. Chairman Flynn questioned if H2M was asked to design a GAC system. Director Maggio replied yes. Chairman Flynn asked if that should have been part of that design. Director Maggio replied no, that they could have completed the GAC system without doing this work. This work was done for us to ensure that we picked the most efficient and effective GAC for our application. Commissioner Curtis asked if it should be H2M' s responsibility to find out what media they should be using in our system, since they are the ones designing it. Director Maggio explained that they selected a media that was approved by NJDEP, and is generally used for the type of application and treatment goals that we are looking for. However, those treatment goals have generally been proven out on groundwater treatment plants. We had concerns because our water is surface water, which has different levels of organic materials in it, because it comes from a river. We wanted to make sure that the industry standard was the most efficient on our application. Chairman Flynn stated that since the water we are working on treating is the surface water and not well water, why wouldn' t that have been something they would have assumed in their design. Director Maggio explained that this analysis is considered optional and it was meant for us to verify that we would have the lowest operating costs going forward. There are dozens of different GAC medias that we could have selected for this application. They selected the one that the DEP was Public Meeting Minutes- August 23, 2018 Page 6

7 recommending and we were doing this to see if there was another GAC that would be more efficient last longer before it needs to be changed out which is a big expense). If we did find that GAC, in order to present it to the NJDEP, they would have required us to show data and this would have shown that. Commissioner Curtis questioned that we went above and beyond of what H2M wanted/would have chosen for the media by having this done. Director Maggio stated that we went above and beyond the due diligence in the selection of that. This was specifically addressed when we added the construction fees to H2M' s fees in January. It was understood at that time and it was specifically included in writing, that H2M recommended we put aside a set amount of money for this. Comm. Neafsey made a motion to approve this action. Seconded by Comm. Curtis 13. AUTHORIZATION TO SEND OUT BIDS, RFO' S & RFP' S a. Authorization to Proceed with the Bidding for the Replacement of Approximately 2, 300 Lineal Feet of Water Main on Impatiens Court, Orchid Lane and Honeysuckle Court in Cedar Village and the Replacement of Approximately 720 Lineal Feet of the Bay Harbor Wastewater Pump Station Forcemain on Bay Harbor Boulevard from Blue Cedar Drive to the Existing Air Release Manholes Director Specht explained that a condition assessment was performed by ARH on the Cedar Village pipelines and it was determined previously that the pipe should be replaced in a 1-5 year cycle. We were able to perform this design work ourselves in- house and it is about 95% complete. Director Specht explained that about 5 years ago we had a watermain failure on Bay Harbor Blvd and had to initiate an emergency contract to replace about 600 feet of main. At the same time we dug test pits adjacent to the forcemain since it lies in the same soil structure as the watermain. We determined that it was also starting to deteriorate and that we should replace that at the same time. Director Clifford advised Director Specht that internal funding is available for this project. The approximate cost for the project is 1. 1 million. Commissioner Curtis questioned why these are not separate projects, since they are on the opposite sides of Town. Director Specht advised both designs are done and require similar pipe material. We are replacing both ductile iron and installing PVC at both locations. Bidding one contract would save some costs. Commissioner Curtis stated that we will see what the bids look like when they come back because of the separate locations. Comm. Neafsey made a motion to approve this action. Seconded by Comm. Kiernan Public Meeting Minutes- August23, 2018 Page 7

8 b. Authorization to Solicit Bids for Improvements to the Disinfection System Director Maggio explained that they are working very hard to expedite the completion of this project to minimize the potential for interference with the forth coming GAC project. He explained they have been working with CME and may have biddable documents in September. If he does, he would like to move forward immediately with bidding in order to get the project started. Chairman Flynn asked the status of the design. Director Maggio explained that he is awaiting for a final draft set of plans for review. Director Specht and Director Maggio' s staff reviewed a thorough preliminary set of plans and had comments that he feels are very manageable, for them to address. yet. Chairman Flynn asked if we are putting the cart before the horse since we do not have the design Director Specht explained that the design is about 80% percent complete. a few more weeks to wrap it up. It was just a matter of Director Maggio stated that they are working hard to receive the final designs by mid- September and then start the bidding process. Comm. Neafsey made a motion to approve this action. Seconded by Comm. Curtis 14. ADOPTION OF PERSONNEL ACTIONS Comm. Curtis made a motion to approve the personnel actions. Seconded by Comm. Kiernan 15. COMMITTEE DISCUSSION Chairman Flynn stated he is going to be looking for an explanation of the procedure for getting a design work contract done. 16. OLD BUSINESS - NONE 17. NEW BUSINESS Public Meeting Minutes- August 23, 2018 Page 8

9 Chairman Flynn would like to thank the Distribution Department for their incredible response and the work they put in at Greenbriar. Chairman Flynn and Commissioner Curtis were out there with them and expressed what a good feeling it was to be with them, that they knew what they were doing and did a great job. Director Specht thanked the Chairman and will send a memo to the crew stating same Reservoir Special Use Requests - NONE 18. RESOLUTIONS A Resolution Appointing an Alternate Fund Commissioner to the New Jersey Utilities Authority Joint Insurance Fund Director Vaccaro recommended that his Administrative Assistant, Heidi Tabor, be appointed as Alternate Fund Commissioner, replacing his former Administrative Assistant, Keri DiMatteo. Ms. Tabor will serve on Director Vaccaro' s behalf if he cannot attend JIF meetings. Comm. Neafsey made a motion to adopt Resolution No Seconded by Comm. Kiernan A Resolution for the Award of a Fair and Open Agreement with Maser Consulting P. A. in a Not- to- Exceed amount of $ 65, for the providing of Professional Engineering Consulting Services for the Authority' s Energy Savings Improvement Program( ESIP) from Operating Accounts ( 20%), ( 40%) and ( 40%) Director Vaccaro advised that this Resolution is in accordance with the presentation Maser made at the July 26, 2018 Board Meeting. The project will be conducted in three phases. The first phase is preparation instrumentation of a measurement and verification plan( MFV) in the amount of 5, The second phase is preparing an RFP for third party verification for the firm to review the MFV plan in the amount of$4, The energy savings plan development in the amount of 5, Director Vaccaro did point out that the cost for the engineering firm to conduct the third party MVP review is not included in the cost, which is separate and is estimated to be between 8, $ 10, Chairman Flynn asked if another Resolution would be prepared for this additional money. Director Vaccaro explained they prepare an RFP, we would need an authorization to go out to bid, and then we will have another Resolution to award it for the third party review. Chairman Flynn expressed his disappointment for not having a firm number up front for the entire program when the presentation was done and remembers a total amount of$ 55, for the entire program. Public Meeting Minutes- August 23, 2018 Page 9

10 Executive Director Theodos explained that it is intended that the cost is going to be recovered as part of the energy savings program if we move forward with the E. S. I.P. Chairman Flynn asked if this was a budgeted item. Director Clifford advised Chairman Flynn that the money is coming from the Operating Account and charged to general consulting. Comm. Neafsey made a motion to adopt Resolution No Seconded by Comm. Curtis A Resolution Amending the Contract to John Clifford, Chief Financial Officer Amending the Term to Five Years Terminating on October 10, 2021 Executive Director Theodos explained that this Resolution will amend the term of Director Clifford' s contract to five years, consistent with the contract terms of all of the Directors. Comm. Neafsey made a motion to adopt Resolution No Seconded by Comm. Kiernan A Resolution Rejecting all Bids for the Installation of Observation Wells Project Project No A Director Maggio explained we received one bid for this project which exceeded the estimated budget for the project. We will be reevaluating the scope of work. He advised if we modified the work hour requirements for the scope of work, we could have significant cost savings in the project. Commissioner Curtis questioned work hour requirements. Director Maggio explained the work hours were between 7: 00 6: 00 five days a week. We are investigating the potential to have around the clock drilling to shrink the schedule. Chairman Flynn asked if we were working on the verbiage for the revised RFQ and if there is a possibility of relocating the wells. Director Maggio explained that they did investigate relocating them, but it was determined that they are going in the best possible place since they need to be within a certain proximity to Well 15A. Comm. Neafsey made a motion to adopt Resolution No Seconded by Comm. Kiernan Public Meeting Minutes- August 23, 2018 Page 10

11 77-18 A Resolution Authorizing the Award of a Contract to Missing Link Fence Company, Inc. for the Installation of Security Fencing Surrounding Well 15A in the Amount of 21, 995 From Capital Account Director Maggio explained that we will be installing approximately 625 feet to completely surround Well 15A and the Treatment Plant for the well, with an 8 foot security fencing with barbed wire above it. This is consistent with what ultimately will be all of the fencing standard around the entire Compound. Commissioner Curtis asked if a permit was required from the Town. Director Maggio advised that we submitted the permit application to the Town and expect the permit in seven days. He also stated that we will not enter into any agreements with the Contractor until we have the permit in hand. Commissioner Curtis asked if the 8 foot fence with the barbed wire is legal. Director Specht advised that on our facility it is legal and that we are increasing all of our fence around the Compound to 8 foot with barbed wire. Comm. Neafsey made a motion to adopt Resolution No Seconded by Comm. Kiernan A Resolution Authorizing R.J. Walsh Associates to Provide Construction Services at a Cost Not- To- Exceed of$ 230, for the Removal and Replacement of the Fueling Station Underground Storage Tanks at the Brick Township Municipal Utilities Authority Headquarters Campus ( Capital Project Number ) Director Vaccaro explained that we are going to be removing our underground storage tanks and replacing them with above ground storage tanks. The proposal is well below our budgeted amount. He advised that we are hoping to be done with the project by Thanksgiving. Chairman Flynn asked if the $ 230, included the electrical work. Director Vaccaro replied yes it does. Director Vaccaro advised that the base paving will be done by the contractor. The surface paving will be done separately and is not included in this. Comm. Curtis made a motion to adopt Resolution No Seconded by Comm. Lydecker Public Meeting Minutes- August 23, 2018 Page 11

12 19. EXEMPT SESSION - NONE Personnel, Contracts & Potential Litigation Only) 20. PUBLIC DISCUSSION - NONE 21. COMMENTS FROM COMMISSIONERS. PROFESSIONALS & STAFF Director Clifford thanked the Board for approving Resolution No , for their support and for making it easy to do his job. Director Vaccaro congratulated Director Clifford and that he looks forward to working with him for a couple of more years. Director Vaccaro wished everyone a Happy Labor Day. Director Maggio advised, that as stated in his monthly report, we completed the 2018 Lead and Copper sampling. This year we are on reduced monitoring because the past two years we have had such good results. This year the results were even better than prior years. Director Maggio stated the Operations Department will be conducting fall flushing, which is a normal maintenance exercise. We are anticipating a further maintenance exercise to convert our disinfection process temporarily to chlorine, similar to last fall. The same notifications will be sent to the public as last year. Director Specht advised that the third manhole on Princeton Avenue was completed today. They will start the fourth manhole tomorrow( at the corner of Parker and Princeton) and traffic control officers will be out there to modify the traffic pattern. The contractor will be working on Saturday to finish the manhole. On Monday, they will start manhole which requires the removal of overhead wire to a house on Princeton Avenue. Jersey Central Power& Light Monday at 9: 00 a.m. to disconnect. All work should be completed by Friday. is scheduled to be out there on Director Specht advised that Ferreira Construction will be mobilizing to start the hydrants in the Baywood Section and should be done by the end of October. Mr. Montenegro stated it was a very good and concise meeting. Executive Director Theodos congratulated Director Clifford and that it was very well deserved. He also wished everyone an enjoyable Labor Day holiday weekend. Commissioner Curtis wished everyone an enjoyable weekend. 22. CLOSING STATEMENT Ms. DiMatteo read the following closing statement: The next Meeting of the Authority will be a Public Meeting on Thursday, September 27, 2018 at 7: 00 p.m. All meetings take place in the Main Conference Room of the Authority' s Administration Building located at 1551 Highway 88 West. Public Meeting Minutes- August 23, 2018 Page 12

13 23. ADJOURNMENT On motion duly made and seconded, followed by a unanimous vote the meeting was adjourned at 8: 01p.m. Respectfully submitted, L William Neafsey, Authority Secretary WF/ kld Public Meeting Minutes- August 23, 2018 Page 13