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1997-10-20 Minutes of October 20, 1997 THE MATTABASSETT DISTRICT The monthly meeting of the Board of Directors of The Mattabassett District was held Monday, October 20, 1997 at the Administration Building, Cromwell, Connecticut. Present from the Town of Cromwell was Director Doug Sienna. Present from the Town of Berlin were Directors Livio Dottor, Ed Gentile, and Horace B. Van Dorn. Present from the Cityor andritain were Robert Scalise. Alsopresent of New Directors tD inic Baolato, Sebastian Cannamela, Walter O Conn , were William Weber - District Counsel, and Christian Bratina - Executive Director. The meeting was called to order at 7:30 p.m. by Chairman Jamesominic Carey BMary to. A Konopkal call was taken, a quorum was present. Absent and Dennis Taricani. Mrs. Konopka and Taricani Water Environment Conference, representing the Mattabassett District at the annual along with Operations Manager John Batorski and Chemist Liz Walters. Minutes of September 15. 1997 Mr. Dottor moved, seconded by Mr. Cannamela, and the following was adopted with Mr. Sienna abstaining: RESOLVED: That the minutes of the September 15, 1997 meeting be accepted. Treasurer's Report Mr. Bratina reviewed the Treasurer's Report. The Cash Flow Graph shows the increase in July and August with the late assessment cash flow at the ts-from our end of the yeartit ent The communities. We should have a positive Statement of Earnings shows that all of the assessments have been received. On the Investment Schedule, at this point we have investments in five banks. Mr. Van Dorn noted that our bonds, now totaling $1,095,000, are non-callable, calla thate, and we questioned conedhoweif the District could issue callable bonds. Mr. Bratina responded er the interest would be higher and it costs approximately $75,000 to process a bond issue. Mr. Bratina will check with our accountant to review our options. Mr. Van Dorn noted that if we proceed with further regionalization, we will use up some of our excess sludge disposal capacity, and we should factor in the profit that we will - lose into their initiation fees. Mr. Bratina explained that one part of the Sludge Management Study will be reviewing the financial impact for all of the parties. We will look at the financial impact on the District of bringing in additional flow. Communities providing additional flow will be paying a larger portion of our fixed costs, which are most of our costs. This will reduce the cost to the constituents. We expect this will make up for the lost Sludge Management profit. As the study proceeds, reports will be presented to the Engineering Committee and the Board. To proceed with an expansion will require a resolution of the Board. Mr. Scalise noted 1 Minutes of October 20, 1997 that the interest listed on the Statement of Earnings is at 17% even though we are 25% through the year, and asked if this is because we have more coming due later in the year. Mr. Bratina replied that is correct. Mr. Scalise noted that Sludge Management is ahead of schedule by 10%. Mr. Bratina reported that we try to budget conservatively for the Sludge Management income because we don't know if we will have to shut down the FBI for extended repairs or reduce our capacity due to wet sludge for a number of months. Mr. Scalise moved, seconded by Mr. Van Dorn, and the following was unanimously adopted: RESOLVED: That the Treasurer's Report fe dated for audit. September 1, 1997 to September 30, 1997 be accepted and placed on,Budget Statement Mr. Bratina reviewed the Budget Statement. The Liability Insurance is high because we pay once at the beginning of the year. Our Permit Fees are high because we keep getting billed by DEP for fees that we had not been advised of early enough to budget for. Worker's Compensation is paid once during the year. Mr. Van Dorn asked if that was net or gross. Mr. Bratina replied that it is the gross, we generally get a rebate at the end of the year for prior years' low accident rate. Mr. Cannamela moved, seconded by Mr. Dottor, and the following was unanimously adopted: RESOLVED: That the Budget Statement be accepted. Accounts Payable Report Mr. Bratina reported that we will be closing out Fiscal Year 97 this month. Mr. Van Dorn asked what the silicon carbide parts were for. Mr. Bratina reported that inside the venturi there are silicon carbide wear plates of a conical shape. We bought spare plates in case one breaks. It takes about eight weeks to get a spare. The $69,000 includes the venturi scrubber and the silicon carbide spare parts. Mr. Scalise questioned Item 14, Petty Cash for $435, as it was a little more than usual. Mr. Bratina responded that it is a little high, $155 was for safety toe shoes for two employees. Mr. Van Dorn questioned whether Item 29, Fed Ex, was because of the UPS strike. Mr. Bratina responded that some of it was, and we have had a number of bids go out. Staff Reports Mr. Bratina reported that the State Bonding Commission has approved the funding of the Middletown/Mattabassett Regionalization Study. Middletown will award the engineering contract to Maguire and Malcolm Pirnie in November. We have scheduled a couple of public meetings. The first will be in Middletown on December 2 Minutes of October 20, 1997 4th. We will publicize the meetings to ensure as much public participation as possible, particularly from Cromwell. There will be another public meeting in Portland in March and one around May in Cromwell. Middletown is very strongly behind this concept and is already preparing a bond referendum for next September. Mr. Batorski, Ms. Walters, and Mr. Bratina hosted a booth for the District at the Cromwell Riverfront Festival. A number of people who stopped, noted that the odors have been much reduced. Mr. Bratina reported that the plant effluent quality was very good during September. However we are having problems with our activated sludge process, apparently from our influent. We have made some changes to the process but they have not helped, so we will try some additional things over the next few weeks. The effluent quality is very good but the sludge does not settle or dewater well. We have checked our sludge from the Primary Clarifiers and we only get a 20% filter cake, which is what we are getting from our combined sludge. We expect to receive the Arus Andritz laboratory sludge press by the end of the month, at which time we will start extensive testing to determine why this is happening and how we can improve it. We are also trying an anionic polymer, in addition to the cationic polymer we normally use for dewatering. Laboratory testing indicated it would significantly help, but in our field tests it would run well for awhile and then it would stop. We believe this is due to the aeration mixing being off in the Sludge Storage Tanks, which we started in May to reduce the odors. This may be causing part of our low cake solids problems. The Wet Packed Tower Scrubber chlorine analyzer has been out of service for quite awhile due to difficulty acquiring replacement parts. As soon as it is back in service, we will try starting up the Sludge Storage aeration blowers again to determine their impact on our cake solids. Mr. Bratina reported that we received three odor complaints in September, one of which didn't correspond with the wind direction. One of the odor complaints was related to odors from our Grease Decant Tanks. We adjusted the temperature on it to control it. Operations Manager John Batorski revised our shift staffing. We have three shifts, with four people each on 2nd Shift and 3rd Shift. Mr. Batorski didn't feel that they were getting enough work done on the off-shifts, so we reduced their staffing to three people, putting two additional people on 1st Shift. He feels that we are getting a little more done now. Chairman Badolato asked it increases productivity by reducing the work force. Mr. Bratina explained that we have the same number of people overall, but we can provide better supervision of the staff on 1st Shift during the week when John is here. Mr. Bratina reported that we had sent out the diffusers from Aeration Tank #2 to fire them and remove the organics. They came back with a lot of sand fused to them, which had been used to keep them from sticking and which should have been ground off. This was unlike the first samples we sent out for testing. We were not happy with this although testing by Sanitaire on the worst looking two indicated as-new performance. After complaining to the company that fired them, they offered to pay 3 Minutes of October 20, 1997 for the shipping back to their facility so they could clean them. They subsequently agreed to pay us for the cost of cleaning them by deducting the transportation cost. We expect to get the system back in service in the next few weeks. Mr. Bratina reported that Montgomery Watson is proceeding with the examination of the Odor Control Phase 4 project. Determination of the air handling requirements in the belt filter press area is under way. They are evaluating the Grease Decant and Sludge Storage odors, as well as corrosion throughout the plant. They investigated the buried concrete foul air duct which carries the odorous air from the Sludge Storage tanks to the Dewatering Building, and found that it looks very good. This is due mainly to the lack of moisture in the duct. We will have a TV camera inspection performed to check its structural integrity. The inside of Sludge Storage Tank #1, which is 30 years old, was inspected. The top half, they are 40 feet high, 4 inches. It is is showing some spalling of the COncrete up to 1/2 steel. to We/will plan to repanrot serious it as part yet since it has not gotten down toreinforcing 1 in special of the odor control project in the late spring/early summer, by applying a P epoxy coating and attaching a thin layer of plastic. Mr. Bratina reported that Montgomery Watson had mailed the Thermal Oxidizer Survey questions. The responses are coming in slowly, and a report is not expected until the end of November. We completed review of the design drawings for the spare Primary Heat Exchanger, which should be shipped in November. Mr. Van Dorn questioned if it will have the expansion joints on the bottom of the tubes. Mr. Bratina responded that it will, and noted that we have made a number of improvements to the heat exchanger through the submittal process and there was never any question about any added costs. Mr. Bratina reported that submittals for —the new Andritz S14 Belt Filter Press were reviewed and shipment is expected in December. We are also developing bid packages for rebricking the FBI this winter, the odor control enclosure for the new belt filter press, and a bid package to sell the old belt filter presses. We will sell one belt press immediately and once we have the new one running well, we will look at selling a second one. Andritz redesigned their laboratory wedge press to fit inside our lab fume hood. We have recently found that we are getting corrosion from the laboratory atmosphere in some of the other offices in the Operations Building. There should be 10% more air being exhausted from the lab than being supplied, to create a vacuum. In this case it is the other way around, which pushes the corrosive, moist air from the lab into the other offices. To compound the problem the exhaust air is being returned to the air handling unit instead of being exhausted. We had two HVAC balancing people inspect it and they advised that it will require an HVAC redesign. We are looking for an HVAC engineer. Mr. Van Dorn questioned how big the wedge press is. Mr. Bratina responded that the press itself is perhaps a foot square and 27 inches high. Mr. Van Dorn asked if we have room in the laboratory. Mr. Bratina reported that we will put it in the sample room. We will install a new fume hood for it over a portion of our lab bench that has the sink, so that when we dump a sample, all of that air is collected and taken outside. The hood will cost roughly $2,000. 4 • Minutes of October 20, 1997 Mr. Bratina reported that we have finally gotten DEP to issue a letter explaining the eligibility of our Construction Fund payment request. The DEP engineer found some EPA training literature supporting our position. This should make it easier for the EPA auditor to approve the procedure, which may take a couple of months. Chairman Badolato noted that the project schedules show some projects with long past start dates, and suggested that we word it a different way. Mr. Bratina responded that he could take out the start dates. Mr. Van Dorn asked how we collect the return sludge. Mr. Bratina reported that it is sucked off the bottom of the clarifier by draft tubes. The draft tubes designed by Metcalf & Eddy are too large so we installed smaller diameter tubes in one clarifier and we have three more to do. Mr. Van Dorn asked about their shape and location. Mr. Bratina reported that there are ten round PVC pipes spread out along the rotating arms to sweep the whole area like a vacuum cleaner. Mr. Bratina reported that we completed the installation of the power meter for the Raw Sewage Pumps, which will allow is to monitor the power demand. We still have to do the main supply power, which is scheduled for next week. It has taken us a couple of years, but we will be able to tie these into our SCADA computer to know exactly how much power we are using throughout the plant. We have had a problem with some of the Freeboard Spray Nozzles and two of our staff, Mike Borchert and Bill Adkins, redesigned them with some quick connects which works much better now. The Preventative Maintenance backlog is up. Mr. Bratina reported that the lab checked the observation wells at the Ash Disposal Site, finding that all met the permit requirements. The lab also performed the proficiency tests for EPA and the state Health Department. Both sent unknown samples which the laboratory_has to analyze. : We received 387 loads of outside sludge, all of which were checked visually and with the nose. Each source was checked for toxicity with the Respirometer. Ninety six samples of liquid waste were checked for toxicity with a Microtox. None of the samples showed any signs of toxicity. Mr. Scalise asked what the cost estimate is to replace the bar racks. Mr. Bratina reported that they cost about $125,000 each. The bar racks have a one inch gap to keep debris such as tires and pieces of wood from damaging our pumps. The bar racks were renovated during the expansion 10 years ago, but much of the structure is 30 years old._ Mr. Scalise suggested listing the estimated construction cost instead of the start date. At this point in time, we are determining which type of bar rack is the most appropriate for our conditions. Once finalized we will prepare a bid specification. Mr. Van Dorn noted on the Operational Profile, Page 27, that all the towns are running at about 2/3 of their allocated capacity. Mr. Van Dorn commented that Middletown was originally suppose to be a constituent member of the Mattabassett District, but at the last minute they decided not to join. Later they asked us to take a portion of their town on a contractual basis. 5 Minutes of October 20, 1997 Mr. Scalise moved, seconded by Mr. Cannamela, and the following was unanimously adopted: RESOLVED: That the Staff Reports be accepted as presented. FinanceCommittee No Report rn ineerifl Committee Mr. Scalise reported that the Engineering Committee had met on October 14th and reviewed the bids for the Removal and Installationof the New Belt Filter Press. Bid packages were sent to six parties, three bids were received. The committee recommended that the Executive Director be authlnstadation of the Belt Filter Press enter into a contract with Spectraserv, the low bidder, for the Removal and at a price of $63,000 using funds from the Capital Non-Recurring Fund. Mr. Scalise moved, seconded by Mr. Gentile, and the following was unanimously adopted: RESOLVED: That the Executive Director be authorized too the enter New Belt into a contract with Spectrasery for the Removal and Installation Filter Press at a price of $63,000 using funds from the Capital Non-Recurring Fund. Mr. Bratina reported that we started using dry Sodium Chlorite for odor control rol in the summer, which is working very well, and we stopped usinghydrogen p e. We put-together a bid package for both liquid and dry Sodium Chlorite. This is a fairly new chemical and we had difficulty getting a price for theiquve liquid. Ththe e bidds revealed that on a 100% active basis, the liquid is lessthere is less y product. There are additionaadvantages containers of thesing the dry product or,from the dust chance of an accident from liftinghe which requires the use of a respirator, rubber gloves, and protective apron, as well as reduced manpower requirements. We will need a storage tank for the liquid, but if we are going to stay with the dry we would need to put together an automatic dry feeder which would be more expensive than the liquid storage tank. We recommend purchase of the liquid Sodium Chlorite from Vulcan Che il1.58rp lb anct d d purchase of the dry product from George Mann per lb. dry would be used until such time as we install the storage tank, which will take 4-6 weeks. Mr. Gentile asked if it requires a special storage tank. Mr. Bratina reported that it requires a high density, cross linked polyethylene tank with special gasketing. The low bidder for the storage tank is not able to provide the optimal gaskets. The Sodium Chlorite manufacturer recommends using a PTFE Gortex gasket. The low bidder could only provide Viton, which is not as good. Mr. Gentile asked what size tank is it. Mr. Bratina reported that we specified a minimum 5,600 gallon tank, but the second lowest bid is for a 6,400 gallon tank. Chairman Badolato asked if there 6 Minutes of October 20, 1997 was a difference in the effectiveness between the dry and liquid. Mr. Bratina reported that there is not, we take the dry product and put it into a solution to apply it. Mr. Scalise moved, seconded by Mr. Sienna, and the following was unanimously adopted: RESOLVED: To authorize the Executive Director to enter into a contract with Vulcan Chemical for liquid Sodium Chlorite at $1.58 per 100% active pound and with George Mann for the dry Sodium Chlorite at $1.735 per 100% active pound. Mr. Scalise reported on the tank for the Sodium Chlorite, that the low bidder's gaskets were not sufficient and with a difference of less than $300, the committee felt it would be safer to go with the second lowest bidder, Northeast Fluid Control. Mr. Bratina stated the low bidder's gaskets were not optimal. Mr. Scalise moved, seconded by Mr. Sienna, and the following was unanimously adopted: RESOLVED: To authorize the xecutive urchase of a Sodium Chlorite Storage Tankrector to enter into contract rat Northeast Fluid Control for the p a cost of $7,827 using funds from the Capital Non-Recurring Fund. Chairman Badolato questioned if we provide for negotiations on the bids that are submitted or do we just accept the bids. Mr. Bratina replied that we have never negotiated the bids, he has discussed it with Counsel Weber, and it is something we should consider in the future. Chairman Badolato suggested the Engineering _ Committee consider it. Mr. Van Dorn felt there was question nat sit o swhether thisommon i method would be fair or not. Chairman Badolato reported n government purchases, to ask for bids and to allow negotiations. Mr. Bratina clarified that in the bid specification we would state that the Board reserves the right to take the lowest bid, reject all bids, or negotiate with any party. Mr. Van Dorn noted that the Board rejected the low bidder for the Secondary Expansion and was reversed by EPA. Mr. Bratina explained that this was due to EPA's purchasing procedures which we had to follow since we were using EPA funds. Counsel Weber noted that our Charter provisions require our bids to be based on sealed bids, it doesn't say that we'll take the lowest. There is some room for some sort of a negotiated process but you probably couldn't negotiate above the low bid. Counsel Weber noted that he brought this up with the sale of the belt filter press. There is nothing in our Charter that requires us to bid the sale of something. itorm llyp to when you sell something, you negotiate it. Mr. Bratina suggested he Board to make this decision. 7 Minutes of October 20, 1997 Personnel Committee No Report Property Management No Report Way. Ener�y & Publicity Mr. Bratina reported that there was one accident last t th Maintenance er f the employee sustained a bruise to his ankle. It was protectedby the Leath safety toe shoe and the skin wasn't broken, but sto momeoneed to eelseeso infwe areected agoing he had to have it drained. A similar thing happe d to send any similar occurrences to New Britain General Occupational Health to determine if it is work related. We also had a problem The terrazzo is popping up and Dewatering Building lunchroom and locker roo we are pealing it off prior to relaying it. Wealso slulced dge tanksgaree corrosion orroding inspection that some of our ladders in underground These are carbon steel ladders and will need to be siveed thanwith stainlessstainless steeli Mr . Gentile asked if a fiberglass ladder is less pen Bratina reported that it may not be, and that one problem with fiberglass is that it can delaminate when submerged. Mr. Van Dorn moved, seconded by Mr. Cannamela, and the following unanimously adopted: RESOLVED: To accept the Safety, Energy, & Publicity Report. ounsel's Report Counsel Weber reported that he reviewed the proposed invitation to bid, the specifications, and the proposed contract for the Removal and Installation of the New Belt Filter Press. He finalized and supplied the Executive Director with an original of the License Agreement as it was approved at the last meeting. He reviewed a proposed notice of sale for the used belt filter press and made some preliminary comments as discussed rather than doing it as a straight bid. We will do it in a way that allows us the flexibility to get the best price that we can. We also want to be sure that the buyer is conscious that they are buying used equipment, they - are taking it as is with no warrantee, and they are relying on their own inspection. He attended a Sludge Committee Meeting, reviewed the By-Laws and Charter regarding the status of a Director who has resigned and the impact of a resignation on a quorum. Mr. Scalise asked for his conclusion on the quorum question. Counsel Weber advised that when a Director has resigned there is a vacancy in that position, that it is not counted towards a quorum, the quorum would now be based on eleven Directors, and a quorum would be six Directors. 8 Minutes of October 20, 1997 Mr. Gentile moved, seconded by Mr. Cannamela, and the following was unanimously adopted: RESOLVED: To accept the Counsel's Report. Mr. Van Dorn asked if we have any representatives at the annual Water Environment Federation Conference. Mr. Bratina reported that Mary Konopka, Dennis Taricani, John Batorski, and Liz Walters are attending it. Mr. Scalise suggested that we note that Mrs. Konopka and Mr. Taricani were representing the District at the conference. Mr. Scalise commented that the minutes often state a Director was absent when the roll was taken and then later will say a Director arrived at a certain time. Mr. Bratina reported that for FOI, a reader must be able to determine from the minutes how a Director voted on each issue, and our practice is to make clear who was present and who voted against each resolution. Sludge Study Meeting Chairman Badolato reported that the Sludge Study Committee met, went into executive session to discuss the report, and then called in Mr. Bratina. When the executive session was completed, the committee determined that it was too late to question Mr. Abrahamian on his report so they set a date of Tuesday, October 28th at 7:00 p.m. to continue with their study of the report. Mr. Van Dorn questioned if the partial report is supposed to be pretty close to the final report. Chairman Badolato replied that the committee will determine as to whether there are going to be any changes to it. Mr. Van Dorn stated that he felt there should be a preamble • and a conclusion. Chairman Badolato reported that the instruction we gave him was to provide us with facts. Mr. Gentile stated that he thought the author should — provide a conclusion. Mr. Scalise asked if we have a specific letter of engagement that we gave Mr. Abrahamian explaining what we expected of him. Mr. Bratina reported that he was given an outline, which he will provide to the Directors. Counsel Weber noted that you often summarize what you were asked to do at the beginning of a report. Chairman Badolato reported that for the October 28th meeting he will be in Washington and may be late. The Sludge Study Committee meeting was rescheduled for Wednesday, October 29th. New Business Chairman Badolato noted that we have on the wall the pictures of the previous Chairmen, with the exception of Mr. Harvey and Mr. Rothstein, and suggested that we acquire their pictures and invite them here for a little ceremony. Mr. Bratina reported that he will arrange this with both parties. Mr. Scalise reported that Mrs. Konopka and Mr. Sienna would like to switch their positions on the Engineering Committee and Property Management Committee. Chairman Badolato clarified that Mr. Sienna agreed to the change. 9 Minutes of October 20, 1997 Mr. Scalise moved, seconded by Mr. Gentile, and the following was unanimously adopted: RESOLVED: That Doug Sienna be reassigned from the Engineering Committee to the Property Management Committee and that Mary Konopka be reassigned from the Property Management Committee to the Engineering Committee. Mr. Van Dorn reported that some of the Board members are still nervous about buying the property to the south, and suggested the Property Management Committee seriously considering whether we should or should not purchase the property. Chairman Badolato stated that this is in the hands of the Property Management Committee. Adjournment Mr. Gentile moved, seconded by Mr. Cannamela, and the following was unanimously adopted: RESOLVED: That the meeting adjourn. The meeting was adjourned at 8:35 p.m.. The next meeting of the Board of Directors will be Monday, November 17, 1997 at 7:30 p.m. at the Administration Building, Cromwell, Connecticut. 4y1� J' Ti 1? rr ,.J -71 10