Minutes MCRWASA Board of Directors Regular Meeting May 26, 2016

Transcription

1 Minutes MCRWASA Board of Directors Regular Meeting May 26, 2016 The Martin County Regional Water and Sewer Authority (MCRWASA) Board of Directors met for its Regular Meeting on Thursday, May 26, 2016 at 3:00 p.m. in the MCRWASA Water Treatment Plant Building, 1001 Park Street, Williamston, NC. ASSEMBLY Members present: Chairman David Bone, Vice Chairman Al Chesson, Board Director Eric Pearson, Board Director Albert Perry, Board Director Junious Horton (alternate), Secretary Marion Thompson, and Treasurer / Deputy Secretary Cindy Ange. Board Director Tommy Bowen (alternate) was not in attendance. Others present: Martin County: Ed Warren; Suez: Joe Thaxton. Chairman Bone called the meeting to order shortly after 3:00 p.m. AGENDA APPROVAL Director Perry made a MOTION to approve the agenda as presented, with a SECOND by Vice Chairman Chesson. The motion was APPROVED unanimously. APPROVAL OF MINUTES April 28, 2016, Regular Session Vice Chairman Chesson made a MOTION to approve the minutes as presented, with a SECOND by Director Perry. The motion was APPROVED unanimously. PUBLIC COMMENTS None BUSINESS ITEMS Revised Change Order #7 with Suez Change Order #7 with Suez (for an Ammonia and Chloride Analyzer Installation) was approved by the MCRWASA Board of Directors at the March 24 th meeting. The lab based unit is being used to analyze and balance the ammonia and chlorine in the surface water. Plant Manager Joe Thaxton explained that the memo Suez submitted about this item had an incorrect total cost ($85,826.61) listed. Suez did not included the taxes and the previously agreed upon markup percentage for supplies purchased by its firm. Suez provided a revised change order for the Board s approval in the corrected amount of $91,

2 The work identified would be performed in accordance with the terms and conditions of the Amended and Restated Agreement between Suez and the Martin County Regional Water & Sewer Authority date November 20, 2014, pursuant of Section 2.07 (Non-Routine Services). Director Pearson made the MOTION approve the revised cost for the installation of the Ammonia and Chloride Analyzer, with a SECOND by Director Perry. The motion was APPROVED unanimously. Budget Amendments Budget Amendment #2 Finance Officer/Treasurer Cindy Ange stated this budget amendment would close the Penco Well capital project. BUDGET ORDINANCE AMENDMENT-2 BE IT ORDAINED by the Board of Directors of Martin County Regional Water and Sewer Authority, that the following amendments be made to the Penco Well Project budget ordinance for the fiscal year ending June 30, Section 1. To amend the General Fund, the expenditures are to be changed as follows: Increase Decrease Transfer to Operating Fund $ 4,200 Engineering Fees $ 3,750 Production Well 450 Section 2. Copies of this budget amendment shall be furnished to the Clerk to the Governing Board and to the Finance Officer for their direction. MOTIONED by Vice Chairman Chesson and SECONDED by Director Perry to adopt the above budget ordinance amendment this 26th day of May, The motion was APPROVED unanimously. Budget Amendment #3 Finance Officer/Treasurer Cindy Ange stated this budget amendment would transfer funds between line items to cover costs associated with the delay in the start-up operation of the water treatment plant. BUDGET ORDINANCE AMENDMENT-3

3 BE IT ORDAINED by the Board of Directors of Martin County Regional Water and Sewer Authority that the following amendments are made to the annual budget ordinance for the fiscal year ending June 30, Section 1. To amend the Operating Fund, the expenditures are to be changed as follows: Increase Decrease Other Professional Services $ 17,000 Testing/Chemical - admin 1,000 Telephone 2,500 Permitting 1,000 Testing Chemical - WTP 1,000 Office Supplies 2,000 BPS Lease 10 Telephone BPS 3,000 Utilities BPS 2,000 Water Purchases 3,000 Permits Testing 3,000 Utilities well 3,000 Contracted Services 1,000 Contribution to Capital $ 39,510 Section 2. Copies of this budget amendment shall be furnished to the Clerk to the Governing Board and to the Finance Officer for their direction. MOTIONED by Vice Chairman Chesson and SECONDED by Director Perry to adopt the above budget ordinance amendment this 26th day of May, The motion was APPROVED unanimously. Requested Policy about Flushing Lines Chairman Bone stated the MCRWASA Board was being asked to consider a formal policy to adjust charges for water that goes through any of the Member Entities meters that would be subsequently flushed prior to actually getting to any of the member entities distribution systems (i.e., Authority / SUEZ operational flushing). Martin County Water Manager Ed Warren stated there could be various scenarios in which any of the MCRWASA member entities could have water go through one of their chargeable meters but be operationally flushed prior to actually going into their distribution systems. It was suggested that MCRWASA consider adjusting these volumes off of the final annual bill. (This would involve SUEZ staff taking start and stop meter readings for operational flushing events and recording / accounting for those volumes, plus and/or minus as applicable, to each event.)

4 The 2009 Inter-local Agreement Section #5 Sale and Purchase of Water, Item (k) Water Quality states: All water provided to the Member Entities shall be of sufficient quality to meet the requirements of all federal and state drinking water laws and regulations. The authority shall bear no responsibility for the contamination of water or deterioration of water quality originating beyond the Point(s) of Supply, except where treated water is being transferred or wheeled through one Member Entity s water supply facilities to another, in which event the Authority shall, in conjunction with the transferring Member Entity, ensure that such water meets all applicable standards when it passes through the Point of Supply of the receiving Member Entity. Martin County has taken the position that if water quality deteriorates sufficiently to the point that it needs to be flushed prior to entry into a member s entity s distribution system, such flushing should be performed by MCRWASA / Suez, and the member entity should not be responsible for the volume of water flushed. An additional scenario involved the booster pump station and water from Robersonville. The MCRWASA/Suez computer formula being used to inform Entities of prior day s water usage assumes that volumes denoted in the Wheeled Water section of the WSD2 box (i.e., US 17S and Bailey Road ) come from the MCRWASA WTP, wheel through the Town s system, go into the WSD2 distribution system and count as water used/purchased for that day. The formula also assumes that the wheeled water volumes came from the Town and subtracts those volumes from the total in the Williamston box on the report. Water District Manager Warren explained on the example day, the water was being transmitted from Robersonville to the Booster Pump Station (BPS) and then from the BPS to a fire hydrant at WSD2 on Ed s Grocery Road Well, just prior to the tie-in to the WSD2 distribution system. Therefore, the water did not come from the WTP, was not wheeled through the Town, was flushed, and never got to the WSD2 distribution system; however, by the Suez computer formula, this volume was added to the WSD2 numbers and subtracted from the Town s volume. Vice Chairman Chesson made the MOTION to approve a policy of adjusting off of the final annual bill the volume of water used for flushing for water quality reasons, based on the premise that anytime MCRWASA/Suez flushed water for water quality reasons Member Entities shall not be charged. Director Perry SECONDED the motion. The motion was APPROVED unanimously. Audit Contract The firm of Carr, Riggs & Ingram (CRI), LLC proposed an audit contract in the amount of $7,500, for the year ending June 30, 2016, which would be $1,500 more than last year s contract compensation amount. CRI continues to do a tremendous job for MCRWASA and is available to the Board whenever necessary. Audit presentations are being done on an annual basis to the MCRWASA Board.

5 Director Perry made the MOTION to approve the audit contract for the amount presented, with a SECOND by Vice Chairman Chesson. The motion was unanimously APPROVED. INFORMATIONAL UPDATES Update on Water Treatment Plant Construction Project Manager Ralph Mobley, of The Wooten Company, provided the following updates prior to the meeting: The WTP has been in operation since March 7 th, producing potable water to the MCRWASA associated systems. Minor adjustments to complete the project (several punch list items) and to fine-tune the water production process (several ongoing/warranty items) are being addressed daily/weekly. SUEZ reported that SCADA communications between MCRWASA WTP, County WSDs and the Town of Williamston are functional. The Wooten Company continues to coordinate with MCRWASA, TALCO, USDA, and SUEZ to bring the WTP and Water Distribution Project to final completion and administrative closeout (anticipate final payments to TALCO, contracts 1 & 2, to occur during May 2016). Project Engineer Ralph Mobley, of The Wooten Company, was not in attendance. Plant Manager Joe Thaxton reported Project Engineer Mobley has the final payment request of $100,000 in his possession and would process upon final completion. Plant Manager Thaxton stated the punch list was down to two items, and the warranty checklist is being addressed. He also stated the contractor, T. A. Loving, Company continues to be very responsive to warranty issues. Report from Suez Project Manager Thaxton reported Suez/MCRWASA, the Town of Williamston and Martin County Water District are preparing for the change in disinfectant from chlorine to chloramines, effective June 1, Chloramines are disinfectants used to treat drinking water. Chloramines are most commonly formed when ammonia is added to chlorine to treat drinking water. Chloramines provide longerlasting disinfection as the water moves through pipes to consumers. This change is intended to benefit our customers by reducing the levels of disinfection byproducts (DBPs) in the system, while still providing protection from waterborne disease.

6 Staff stated the change in disinfectant may require additional work hours to make the transition as smooth as possible for all water customers. Member Entities consensually agreed staff needed to take the measures necessary to maintain good safe clean water, even if that meant working over-time. The Board discussed recent concerns expressed by some water customers about the odor, taste, discoloration and hardness of their water. All reports are being taken seriously and addressed as soon as possible by Suez, Williamston Public Works and Martin County Water District. ADJOURNMENT With no further business to discuss, Chairman Bone adjourned the meeting around 4:16 p.m. The next regular meeting for the MCRWASA would be Thursday, June 23, 2016 at 3:00 p.m. David Bone, Chairman Marion B. Thompson, NCCCC MCRWASA Secretary