The Minutes of the Regular Meeting of the Parkersburg Utility Board. December 18, 2013 CALL TO ORDER

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1 4659 The Minutes of the Regular Meeting of the Parkersburg Utility Board December 18, 2013 CALL TO ORDER Pursuant to the call of its Chairman, Robert Newell, the Parkersburg Utility Board met in the Parkersburg Utility Board Administration Building, at th Street on the 18 th day of December, Chairman Newell called the meeting to order at 9:04 a.m. ROLL CALL Present: Robert Newell, Chairman John Lutz, Vice Chairman Gregory Herrick, Board Member Paul Hoblitzell, Board Member George Zivkovich, Counsel Christopher Pauley, Assistant Comptroller Erin Hall, Comptroller Eric Bumgardner, Assistant Manager Eric Bennett, Manager Absent: Edward Glasser, Board Member CONSIDERATION OF MINUTES Chairman Newell requested the Board consider the minutes of the December 4, 2013 regular board meeting for acceptance into the record. Gregory Herrick moved that the minutes of the December 4, 2013 regular meeting of the Parkersburg Utility Board be accepted and filed as presented. John Lutz seconded the motion and it was approved by a unanimous vote of the Board members present. CONSIDERATION OF PAY ESTIMATE #1 FOR CONTRACT RANNEY WELL ELECTRICAL UPGRADE Eric Bennett stated that a copy of the pay estimate was provided in the amount of $94, from Davis Pickering. He explained that the bulk of the amount is for materials, but some demolition has been completed. Bennett recommended that the Board authorize payment on the estimate.

2 4660 Paul Hoblitzell moved that pay estimate #1 for Contract from Davis, Pickering & Co., Inc. be approved for payment in the amount of $94, as presented to the Board. Gregory Herrick seconded the motion and it was approved by a unanimous vote of the Board members present. CONSIDERTION OF AMENDMENT #2 TO AGREEMENT WITH STRAND ASSOCIATES FOR THE WASTEWATER TREATMENT PLANT UPGRADE Eric Bennett stated that he had provided a copy of the amendment along with a correspondence from Jason Chopp, P.E. of Strand Assoc. detailing the scope of the amendment. Bennett commented that the amendment would cover construction services on the wastewater treatment plant project. Bennett noted that if the Board agrees the amendment will need to be forwarded to the WVDEP as an addition to the project in the amount of $1,523, He explained that the majority of the amount will be split between resident project representative (RPR) services and construction engineering services. Bennett requested questions or comments. Paul Hoblitzell requested the legal justification for not bidding the services. Bennett explained that the selection process for the services had already been performed. He stated that proposals had been requested the previous year and Strand had been selected from the responders. Hoblitzell commented that he just wanted to make sure that an acceptable process was followed. Lutz questioned why an amendment of this amount was not included in the original agreement. Bennett explained that construction services have always been delayed until the design process is complete. He commented that a change in the design could result in a change in the construction services as well. This method allows fewer changes, but in this instance the construction services amount is the same as the estimate that was provided during the early stages of the project. Hoblitzell questioned how the services are monitored for time and rate. Bennett responded that the issue amounts to trust and since we know what the engineers are working on, we can review the invoice for reasonable time charges. John Lutz moved that the Board approve amendment #2 to the engineering agreement with Strand Associates, Inc. as presented to the Board. Paul Hoblitzell seconded the motion and it was approved by a unanimous vote of the Board members present.

3 4661 CONSIDERTION OF REVISIONS TO THE SERVICE AGREEMENT WITH THE CITY OF VIENNA Bennett stated that he had previously provided a copy of the revisions that were requested by the City of Vienna. He has now provided a copy of his suggestions for revisions in response to Vienna. Bennett explained that most are minor and related to verbiage. He noted that he had reviewed the proposed revisions and compared the wording to Vienna s NPDES permit and determined that there would be no reason to make several of the changes requested, as many are already required by the WVDEP. He noted that he had no issue with some of the other requests, but agreement language was revised as provided. The Board proceeded to review each revision request and Bennett s suggestions. Paul Hoblitzell moved that the proposed revisions to the Service Agreement with the City of Vienna be approved as submitted to the Board and to be forwarded to the City of Vienna for review. Gregory Herrick seconded the motion and it was approved by a unanimous vote of the Board members present. CONSIDERATION OF INVOICES IN EXCESS OF $ The following invoices totaling $348, were considered for approval: Bearing Distributors, Inc. Belts for aeration & digester blowers - WWTP 1, Aqua Law PLC Review of fecal contamination of plant storm water outflow - WWTP 1, Atlas Towing 9.11 tons # 57, tons pit run, & tons 1 1/2" limestone - sewer maint BFS Petroleum Products, Inc. 640 gallons unleaded, 588 gallons diesel - all depts. 4, BFS Petroleum Products, Inc gallons unleaded, 820 gallons diesel - all depts. 6, Brenntag Mid-South, Inc # of sodium hydroxide - WTP 6, Burgess & Niple Professional services thru November 2, clarifier painting - WTP 7, Burgess & Niple Professional services thru November 2, unregulated contaminants 2, C.I. Thornburg Co., Inc. Actuator & 6hrs of labor - 1st Ave 2, C.I. Thornburg Co., Inc meter pit lids - water maint City of Parkersburg Workers Compensation - November , Custom Applicators LLC Sandblast & paint trailer - water maint. 3, Davis, Pickering & Co., Inc. Contract Est # 1 - ranney well electric upgrade thru November 30, , Dreier & Maller 26 - various size repair clamps - water maint. 2, Environmental Express 10 - fecal broth & 10 - petri-dish with pads - WWTP Ferguson 30-6" x 4" bushings, 350' of 4" sewer pipe, & 560' of 6" sewer pipe - sewer maint. 1, Ferguson 1-16" x 6" tapping sleeve & 1-6" tapping valve - water maint. 1, Frontier Phone services - November ICS Healy-Ruff HMI / SCADA screen for chemical building - WTP 2, JC Bosley Construction Deposit refund - #2 hydrant meter Mancan Temporary contract employees for billing dept. - week end 11/17/ Martin Marietta tons pit run & tons 1 1/2" limestone - water maint

4 4662 Maryland Biochemical Company Inc 120 gals of Waste De-Grader - sewer maint 1, Mid-Ohio Valley Medical Group Inc 10 - random drug screenings, 1 - physical, & 1 - hepatitis B immunization - all depts MonPower Water Treatment Plant - November , MonPower Waste Water Treatment Plant - November , MonPower 1st. Ave. Pump Station - November , MonPower 6th St. Pump Station - November , MonPower Kanawha St. Pump Station - November MonPower Neal Run Pump Station - December Parkersburg Utility Board Water bill - WWTP - November 30, , Parkersburg Utility Board Sewer bill - WTP - November 30, , Resin, 6" lining materials, 8" lining materials, 6" calibration tube, & 8" calibration Perma-Liner Industries, LLC tube - sm 11, Reagle & Padden, Inc. Insurance - additional premium for audit 2, Retiree Health Benefit Trust Fund Contribution for retired employee health insurance - December , RR Donnelley water & sewer bills - billing dept 2, Southern Ionics Incorporated 4287 gals of sodium bisulfite - WWTP 5, State Electric 4 - relays for process return pump station - WWTP State Electric Spare processor & base for PLC - Marrtown, Quincy or Rosemar Boosters 1, Stephen B. Ogle & Assoc. III, Inc. Safety training & inspection- November , Univar USA Inc gals of sodium hypochlorite - WWTP 3, US Postmaster Postage for 14 W's - billing dept. 1, WVPERS Pension expense - November , WVPEIA Employee Health Insurance - December , TOTAL APPROVED $348, Total amount of checks paid from sewer operating fund November 29, December 13, 2013 $595, Check # Gregory Herrick requested clarification on the refund for the use of hydrant meters. Bennett responded that an $800 deposit is required on the use of a hydrant meter and when no longer needed the usage charge is deducted from the deposit and the remainder is refunded, as long as the usage was less than the deposit and meter is returned in good working order. Paul Hoblitzell questioned if the water and sewer invoices from the Utility Board are correct as listed. Bennett responded that the sewer treatment plant does not pay a sewer bill, but is charged for water and the water plant is not charged a water bill, but receives a sewer bill. Bennett noted that the listed invoice for a water bill is for the wastewater plant and not the water plant. Hoblitzell agreed that the process would keep the records correct. Paul Hoblitzell moved that the invoices over $750 be approved as submitted for payment by the Board in the amount of $348, John Lutz seconded the motion and it was approved by a unanimous vote of the Board members.

5 4663 OTHER BUSINESS STORMWATER PERMIT Paul Hoblitzell questioned how and why the testing was performed for fecal on the storm water. Bennett responded that fecal testing is performed on four outfalls at this facility as part of PUB s permit. Typically, benchmarks are established for results and if the benchmarks are not exceeded then PUB could request to stop sampling for the remainder of the permit cycle. Test results on outfall four have exceeded the benchmark and for this permit cycle the DEP set a limit instead of a benchmark. Bennett explained that efforts were made to change the method of operation to reduce access of fecal matter to the outfall. He noted that the presence of wildlife in the area has been explained to the DEP with little or no consideration. The limit was placed and a time frame of two years was provided for compliance. Bennett declared that a form of DNA testing was located for $65 per sample. Samples were collected and results indicate no human fecal content. This information was forwarded to the DEP for their consideration, but no response has been provided. CHARLESTON SANITARY BOARD Gregory Herrick noted that he had seen an article in the paper about the Charleston Sanitary Board receiving a fine for storm water issues. Bennett responded that the fine was related to a sewer line extension project by a contractor. He pointed out that the contractor is responsible for resolving the fine. LETTER TO HOLMES SHAFFER John Lutz requested clarification on the letter to Holmes Shaffer concerning an issue with an oil/water separator. Bennett responded that the tenants had requested the inspection of the separator to ensure that there were no deficiencies with the unit. MEETING SCHEDULED FOR NEW YEAR S DAY Eric Bennett noted that the next regularly scheduled meeting date will fall on January 1 st, which is a Holiday. Bennett recommended that the meeting be canceled and Board members authorize discounted bills and necessary invoices to be approved for payment. Paul Hoblitzell moved that the meeting scheduled for January 1, 2014 be cancelled and that the comptroller be authorized to pay the necessary invoices to avoid penalties.

6 4664 NEXT MEETING DATE Board members agreed to meet next, in regular session, at the Parkersburg Utility Board Administration Building in the conference room at 9:00 a.m. on January 15, ADJOURNMENT John Lutz moved that the meeting be adjourned. Gregory Herrick seconded the motion and it was approved by a unanimous vote of the Board members present. The meeting adjourned at 9:40 a.m. Respectfully Submitted: Eric Bumgardner, Assistant Manager