REORGANIZATIONAL AND REGULAR MEETING OF THE ADMINISTRATIVE BOARD OF NIAGARA COUNTY SEWER DISTRICT #1

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1 REORGANIZATIONAL AND REGULAR MEETING OF THE ADMINISTRATIVE BOARD OF NIAGARA COUNTY SEWER DISTRICT #1 Held on the 24th day of January 2018 at the Water Pollution Control Center PRESENT EXCUSED: Commissioner Wright H. Ellis Commissioner Don MacSwan Commissioner Joel M. Maerten Commissioner Lee Wallace Commissioner Steve Broderick Commissioner Mark C. Crocker Teresa Misiti, GHD Consulting Services ALSO PRESENT: Thomas W. Blodgett, Administrative Director, NCSD #1 Donna Cody, NCSD #1 Joanne M. Teixeira, NCSD #1 John T. Timkey, Chief Operator, NCSD #1 Anthony J. Nemi, Liaison, Niagara County Legislature P. Andrew Vona, Attorney for District Robert P. Lannon, GHD Consulting Services Pursuant to written notice in accordance with New York State Law, the meeting was called to order by holdover Vice-chairman, Wright H. Ellis, at 4:04 p.m. Roll call was taken by Donna Cody. Vice-chairman Ellis deferred the election of officers to Mr. P. Andrew Vona, Attorney for the District. Mr. Vona called for nominations for District Chairman. It was moved by Lee Wallace and seconded by Joel M. Maerten that Wright H. Ellis be nominated for Chairman. Wright H. Ellis was duly elected as chairman of the Administrative Board of Niagara County Sewer District #1 by unanimous vote and shall serve in that capacity for a two-year period ending with said District s re-organizational meeting in January Mr. Vona called for nominations for District Vice-Chairman. It was moved by Joel M. Maerten and seconded by Lee Wallace that Mark C. Crocker be nominated for Vice-chairman.

2 Mark C. Crocker was duly elected as Vice-chairman of the Administrative Board of Niagara County Sewer District #1 by unanimous vote and shall serve in that capacity for a two-year period ending with said District s re-organizational meeting in January Chairman Ellis thanked Mr. Vona and resumed conducting the meeting. It was moved by Lee Wallace and seconded by Joel M. Maerten that P. Andrew Vona be retained as Attorney for Niagara County Sewer District #1 for a two-year period commencing January 1, 2018 and ending with said District s re-organizational meeting in January This motion was carried. It was moved by Joel M. Maerten and seconded by Don MacSwan that GHD Consulting Services be retained as engineering consultant for Niagara County Sewer District #1 for a two-year period commencing January 1, 2018 and ending with said District s re-organizational meeting in January This motion was carried. It was moved by Joel M. Maerten and seconded by Don MacSwan that the Administrative Board of Niagara County Sewer District #1 shall meet on the fourth Wednesday of the month at 4:00 p.m. at the Water Pollution Control Center. This motion was carried. The meeting continued with the Board s regular session. Upon motion duly made by Lee Wallace and seconded by Joel M. Maerten, it was resolved that the minutes of the December 13, 2017 meeting be approved as presented. This motion was carried. Upon motion duly made by Lee Wallace and seconded by Joel M. Maerten, it was resolved that the following vouchers be paid from their respective accounts: FORWARDED VENDOR DESCRIPTION AMOUNT Dig Safely Digging Notifications Irth Solutions (formerly Bytronics) Digging Notifications Frontier Mapleton Rd PS National Fuel Plant 3, National Fuel Shawnee Rd PS (Dec & Jan) National Fuel Townline Rd PS (Dec & Jan) National Grid East Canal Rd PS (Nov)

3 National Grid Mapleton Rd PS (Nov) National Grid Moyer Lift PS (Nov) National Grid Plant 7, National Grid Shawnee Rd PS (Nov) National Grid Tonawanda Creek Rd PS National Grid Townline Rd PS (Nov) National Grid 2044 Niagara Falls Blvd (meter) National Grid 2059 Niagara Falls Blvd (meter) NYSEG Rapids Rd PS (Nov) QLT Tonawanda Creek Rd PS Time Warner Internet Service (December & January) 1, Town of Wheatfield Water Shawnee Rd PS Town of Wheatfield Water Mapleton Rd PS Town of Wheatfield Water Moyer Lift PS Verizon East Canal Verizon Moyer Lift PS - Dec & Jan Verizon Plant Verizon Rapids Rd PS - Dec & Jan Verizon Shawnee Rd PS - Dec & Jan Verizon Tonawanda Creek Rd PS Verizon Townline Rd PS Verizon Wireless Cellular Phones - Dec & Jan AAI Battery ACT Associates Vibration Analysis - 5 motors & pumps 1, Alfa Laval Cover Ring & Wear Sleeve Extension 12, Alpha Analytic, Inc. Lab Analysis 1, CIR Electrical Construction New Automation Controls & SCADA System Project # , Dana Roetzer's Executive Landscaping Inc. Labor to remove vines near Lagoon / removal & spray for of poison ivy 1, Drake Lawn & Garden Windowpane for snow blower Evoqua Lab Grade Water Fisher Scientific Laboratory Supplies 1, GHD Automation Controllers & SCADA System # , GHD 2017 District I/I & Q Metering (Project # ) 4, GHD Misc. Project Assistance & Scada Support (Project #630191) 3, GHD December Monthly Retainer Graybar Soft Start - Aeration Blower 2, Gui's Lumber Maintenance Supplies

4 JP Industrial Supply Maintenance Supplies John's Motor & Transmission Shop Maintenance on 2005 Chevy Silverado 1, Joseph G. Pollard Co., Inc. Suspended Solids Meter & Maintenance Supplies 3, Kemira Ferrous Chloride Koester Gaskets 1, Modern Corporation Sludge/Dumpsters 16, Neal Systems Incorporated Electrical Supplies 1, Niagara Fire Extinguisher Service Inc. Annual Inspection & Dry Chemical Recharge Niagara Truck Equipment Maintenance Supplies NSI Lab Solutions Laboratory Supplies Praxair Maintenance Supplies Riverside Chemical Company Rock Salt Emerson Automation Solutions (Rosemount Inc.) Pressure Transmitters & Integral Manifolds 3, Southworth Milton Inc. Semi-Annual Maintenance on Emergency Generators at Townline Rd & Mapleton Rd Pump Stations & Plant. 5, Staples Office Supplies Town of Lewiston 2017 I/I Reimbursement 17, Town of Lockport 2017 I/I Reimbursement 19, Town of Wheatfield Fuel for County Vehicles Town of Wheatfield 2017 I/I Reimbursement 20, Vona, Andrew P. Legal Retainer - December , WB Mason 2-3 drawer lateral files 1, WW Grainger Maintenance Supplies 1, Zoll Medical Corporation CPR Pads TOTAL $ 182, TO BE PAID VENDOR DESCRIPTION AMOUNT Alpha Analytical Lab Analysis 1, AmeriPride Carpet Floor Protection APWA New York Chapter 2018 Annual Conference Registration Fee - T. Blodgett Armor Sales and Service, Inc. Maintenance Supplies/Crane Inspections 1, Bison Laboratories, Inc. Sodium Hypochlorite 3, Blodgett, Thomas Travel Mileage Cole-Parmer Laboratory Supplies Daboll, Daniel CDL License Renewal Dival Safety & Supplies Batteries Drake Lawn & Garden, Inc. Maintenance Supplies Fisher Scientific Laboratory Supplies 1, Flanders, Daniel 2018 Clothing Allowance

5 Gui's Lumber Maintenance Supplies John's Motor & Transmission Shop 2015 Ford F-250 Inspection & Oil Change/Tire Rotation JP Industrial Supply Socket Adapter Lesold, Elizabeth Travel Mileage to 1/10/18 continuing ed Microbiologics Laboratory Supplies Musial, Gene (Ryan's Exterminating Co) Spray Filter Building Napa Auto Parts Batteries for Gen. at Mapleton& Ton. Creek PS/Oil North Central Laboratories Laboratory Supplies Northeast Controls, Inc. Electric Actuator NYWEA - Western Chapter Registration Fee for T. Blodgett (GBEC Conference) Precision Scale & Balance Service of Spectrophotometer Republic Services Recycling Service Ronco Communications Maintenance Agreement/Phone System Sampson Cleaning Services December 16, 23, 30 January 6, 13, Staples Office Supplies TECsmith, Inc. Flow Meter Service - Raw Influent Calibration Teixeira, Charles Reimbursement for 3A Exam Fee University of Texas at Dallas Tier 2 Data Submission WW Grainger Maintenance Supplies Water Environment Federation Annual Membership for T. Blodgett & D. Flanders Wendt's Propane & Oil Service Inc. Propane TOTAL $ 15, TOTAL FORWARDED (2017 BUDGET) $ 182, TOTAL APPROVED O&M (2018 BUDGET) 15, GRAND TOTAL APPROVED $ This motion was carried. Review of the December 2017 Financial Report showed an Operation and Maintenance balance of $5,706, Upon motion duly made by Lee Wallace and seconded by Joel M. Maerten, it was resolved that the Sewer District s December 2017 Financial Report be approved as presented. This motion was carried. 5

6 Communications: Mr. Blodgett distributed copies of the District's Administrative Board Mailing List and Town Personnel contact list, and requested everyone review them for accuracy and provide any updated information necessary. Old Business: There is nothing new to report this month. Chief Operator s Report: a. OEM Replacement Parts for Alfa Laval Centrifuge - Mr. Timkey requested Board approval to purchase power band belts, pillowblock bearing kit, conveyor bearing kit and pillowblock/conveyor bearing kits from Alfa Laval (OEM supplier) for the Plant's centrifuge for a total cost of $9, plus shipping. Upon motion duly made by Don MacSwan and seconded by Joel M. Maerten, it was resolved that the Administrative Board of Niagara County Sewer District #1 hereby gives approval to Mr. Timkey to purchase power band belts, pillowblock bearing kit, conveyor bearing kit and pillowblock/conveyor bearing kits from Alfa Laval (OEM supplier) for the Plant's centrifuge for a total cost of $9, plus shipping. This motion was carried. b. OEM Replacement of Muffin Monster - Mr. Timkey reported the current muffin monster used by the District to grind sludge before pumping it to the centrifuge is approximately 18 years old. Mr. Timkey requested Board authorization to purchase a rebuilt OEM core for the Muffin Monster from JWC Environmental for the total amount of $9, Upon motion duly made by Joel M. Maerten and seconded by Don MacSwan, it was resolved that the Administrative Board of Niagara County Sewer District #1 hereby gives approval to Mr. Timkey to purchase a rebuilt OEM core for the Muffin Monster from JWC Environmental for the total amount of $9, This motion was carried. 6

7 Administrative Directors Report: a. Facility Tour - Mr. Blodgett invited the Commissioners to come for a tour of the District to become familiar with the size and scope of the facility, and review any questions that they may have regarding the day to day operations of the plant. b District I&I Policies/Procedures - Mr. Blodgett distributed and reviewed the District I/I Policies/Procedures manual to the new Commissioner. The manual highlights the policies and reimbursement procedures that each Town is required to follow in order to receive their $20, yearly allotment under the program. Commissioners were encouraged to get their 2018 I/I projects approved as soon as possible. Mr. Blodgett also stated the District allocated $100, in the 2018 budget for district owned infrastructure I/I projects. c. Guidelines for Procurement of Goods and Services - Mr. Blodgett presented the 2018 proposed Guidelines for Procurement of Goods and Services and highlighted the proposed changes from the 2017 policy. Mr. Blodgett mentioned that the District s procurement limits have not been updated in several years. He requested increasing the threshold for requiring Board approval for the procurement of goods from $2, to $3, as indicated in the proposed 2018 Guidelines for Procurement of Goods and Services as presented. Upon motion duly made by Don MacSwan and seconded by Lee Wallace, it was resolved that the Administrative Board of Niagara County Sewer District #1 hereby approves the 2018 Guidelines for Procurement of Goods and Services as presented. This motion was carried. d Operation & Maintenance Projects Proposal - Mr. Blodgett requested Board approval to meet with the District's Engineer to review the 2018 Operations & Maintenance Projects and have GHD submit a proposal for the Board to consider at the February meeting. Upon motion duly made by Lee Wallace and seconded by Joel M. Maerten, it was resolved that the Administrative Board of Niagara County Sewer District #1 hereby approves Mr. Blodgett's request for 7

8 the Engineer to prepare a proposal for the 2018 Operations & Maintenance Projects for consideration at the February Board meeting. This motion was carried. e. Electrical Assistance Proposal Request - Mr. Blodgett reported that last year the Board authorized GHD to conduct an Arc Flash Study at the District s facilities, and as a result of the outcome of that study several other items are now required including developing electrical safety programs/policies, and safety training. This proposal will also include a detailed evaluation of the capital upgrades needed at the District. Mr. Blodgett requested Board authorization for GHD to submit an Electrical Assistance proposal for consideration at the February meeting to identify and address those issues. Upon motion duly made by Don MacSwan and seconded by Joel M. Maerten, it was resolved that the Administrative Board of Niagara County Sewer District #1 hereby approves Mr. Blodgett's request for the Engineer to prepare a proposal for Electrical Assistance for consideration at the February meeting. f. Polymer Contract - Mr. Blodgett reported that we received two bids for the District s Polymer Contract. One bid was from Solenis, LLC (our current supplier) and the other bid was from Polydyne, Inc. Mr. Blodgett explained that polymer is used to assist in dewatering the sludge at the Plant. After reviewing the bids it was determined the Solenis bid was the lowest, as their calculated cost per dry ton of dewatered sludge was less based on actual trial results from both bidders. Mr. Blodgett recommended Board approval to accept the bid of Solenis, LLC for Liquid Polymer (Bid No. NCSD 17-02) at the threeyear contract price of $1.21 per pound active. The three-year contract is effective from February 1, 2018 to February 1, Upon motion duly made by Lee Wallace and seconded by Don MacSwan, it was resolved that the Administrative Board of Niagara County Sewer District #1 hereby accepts the bid of Solenis LLC for Liquid Polymer (Bid No. NCSD 17-02) at the three-year contract price of $1.21 per pound active. The three-year contract is effective from February 1, 2018 to February 1, This motion was carried. 8

9 Engineering Report: 1. General Retainer (GHD Project No ) Miscellaneous requests/reviews/assistance ongoing under Phase 40 and SCADA support services. 2. CIP Phase 1 Map and Plan and Financial Analysis (GHD Project No ) Draft Map and Plan submitted for review; addressing comments; to be finalized in early O&M Projects (GHD Project No ) New tank in process of being replaced; faulty double wall seal 4. New Automation Controllers and SCADA System Project (GHD Project No ) Project wrapping up. 5. Flow Monitoring and Interceptor Sewer System Model Update (GHD Project No ) Draft memo submitted to NCSD for review. 6. Arc Flash Hazard Study (GHD Project No ) Project completed SPDES Compliance Annual Updates (GHD Project No ) Information collected from Member Towns and NCSD for MOM update. Annual Update Report is being drafted for review and submission prior to Feb 28 th deadline. Attorney s Report: Mr. Vona reported he has been investigating the potential issue with one of the District s interceptors located on private property on Townline Road in Pendleton, that it appears the property owner has built a large barn directly over the District's 36-inch diameter interceptor. A 2006 survey indicates the barn was not on the District's easement. Mr. Vona stated that after further research and 9

10 consultation with GHD, it has been concluded that the homeowner's 2006 survey was erroneous, and the barn is built on the District's easement. Mr. Vona requested board authorization to write a letter to inform the homeowner that his barn is located on the District's easement and should the District need to access the infrastructure in the future he would be required to comply. Upon motion duly made by Lee Wallace and seconded by Don MacSwan, it was resolved that the Administrative Board of Niagara County Sewer District #1 hereby approves Mr. Vona's request for authorization to write a letter to inform the homeowner that his barn is located within the District's easement and should the District need to access the infrastructure in the future he would be required to comply. This motion carried. Mr. Vona Stated he has been working with Mr. Blodgett regarding a FOIL request from ClearCove Systems, Inc. looking for information regarding industrial pretreatment users the District services. Mr. Vona stated the District has responded to the request within the required timeframe. New Business: There is nothing new to report this month. Adjournment: Upon motion duly made by Joel M. Maerten and seconded by Lee Wallace the meeting adjourned at 4:47 p.m. 10

REGULAR MEETING OF THE ADMINISTRATIVE BOARD OF NIAGARA COUNTY SEWER DISTRICT #1

REGULAR MEETING OF THE ADMINISTRATIVE BOARD OF NIAGARA COUNTY SEWER DISTRICT #1 Held on the 22nd day of March 2017 at the Water Pollution Control Center PRESENT: EXCUSED: Commissioner Robert B. Cliffe,