WAYNESBORO BOROUGH AUTHORITY
MARCH 17, 2009
MINUTES
Authority Chairman Jon Fleagle called the regularly scheduled meeting of the Waynesboro Borough Authority to order at 7:30 p.m. with the following in attendance:
Borough Authority Members – S. Allen Stine, Christopher Snively, Jon Fleagle, Lee Layman and William Pflager
Borough Staff – S. Leiter Pryor, Director of Borough Utilities
D. Lloyd Reichard, II, Authority Solicitor
Scott Crum, Chief Draftsman-Inspector
APPROVE MINUTES: Allen Stine made a motion to approve the minutes of the February 17, 2009 meeting, as written. William Pflager seconded; the motion passed unanimously.
ENGINEERING STUDY PROPOSAL - SEWER TREATMENT PLANT: Leiter Pryor noted that Mark Malarich was present at the Authority’s last meeting to discuss possible upgrades needed at the Sewer Treatment Plant for compliance with the Chesapeake Bay Initiative. They propose to conduct a study for a price not-to-exceed $20,500, and the matter was deferred until it could be reviewed further. Mr. Pryor advised that $45,000 has been budgeted for the study and additional testing that is required in conjunction with the NPDES permit.
Mr. Pryor clarified that this preliminary study will give the Authority direction as to what type of treatment can be installed at the plant to address nitrate and phosphorus removal. Chairman Fleagle noted that he would like the study to include specific information on the Nutrient Trading Program (which may be a short-term solution until some type of treatment upgrade can be done), as well as treatment aspects to be considered. Compliance with the requirements is mandated by April of 2013. Gannett Fleming’s preliminary study should be completed within 90 days of authorization to proceed (a report should be available by July or August).
Discussion ensued regarding cooperative efforts with other municipalities, and Mr. Pryor noted he feels that would be the WBA’s responsibility to pursue. He added that the WBA has been invited to hold a joint meeting with WTMA, and they may want to discuss the issue with them at that time.
Christopher Snively made a motion to authorize Gannett Fleming to proceed with the preliminary study for the Sewer Treatment Plant, at a price not-to-exceed $20,500, with a completion date of ninety (90) days from 03/18/2009. Lee Layman seconded; the motion passed unanimously.
SOURCE DEVELOPMENT UPDATE: Leiter Pryor reported that the membrane equipment has been permanently installed, and most of the larger piping to it has been completed (the small process piping still needs to be done). The well pump and finish water pumps have been installed, one coat of interior paint has been applied, and prep work on the floors in the chemical feed areas is being done (primer should be applied this week and chemical resistant coatings should be done the following week). The electrician can then move to that end of the building and continue his work. In the meantime, he has been mounting some of the larger panels in the electrical room, the “RTU” controller unit has been mounted on the wall, the smaller touch-screen control panel has been mounted, and he continues to pull wires. The pump station is on the pad in front of Allegheny Power, but no wiring has been done to that yet; and the generator pad needs to be poured in order to install the Genset.
Mr. Pryor stated that they are hoping to complete the process piping and install the instrumentation within the next several weeks, testing of the systems will begin in mid-April, and start-up is anticipated in mid-May. He noted that is an optimistic schedule, because the motor control center (a key component) has not yet arrived. A coordination meeting was held the previous week – and, even with the delay in delivery of the motor control center, the general contractor feels they can meet the contract’s substantial completion date by the end of May. Various options were discussed with regard to the new hardware and software communications between the two plants. The original plan was to put the well on-line initially, but it was suggested that work be done at the main plant first to avoid any further delays. The electrical contractor will prepare the site for the subcontractor (Keystone) to install the new PLC’s and additional equipment. Gordon Cruickshanks was also requested to inventory the spare parts (and those removed) so that they can be re-sold. Dave Averso (Gannett Fleming) stated he may know someone who is interested in buying the parts. The Authority concurred.
Spreadsheets were distributed to Authority members outlining the total costs to date for the project, including the requisitions to be presented for approval at this meeting. Mr. Pryor reviewed the information in detail, noting that some of the work has been done in-house in order to keep engineering costs down and change-orders have been minimal. Chairman Fleagle noted that the WBA’s goal is to bring the project in “under budget and on time”.
Questions were raised regarding the areas impacted by the well “as far as water supply goes”. Scott Crum explained that the water will go “wherever it is drawn until it reaches 200 gpm”. The pressures will remain the same, but the water will go where the draws require it. Tyco, Allegheny Power, etc. are the only places that will be 100% well water – all others should be “a mix”. As far as water quality, he noted that no one should be able to tell it is well water – it will have the same taste, ph and softness. The percentages of well water in the mix will vary (and it may taste slightly different), but it won’t be significant. Volume and pressure should also stay close to the same.
Chairman Fleagle instructed the staff to urge the contractors to keep the project on schedule, as the well may be needed because of the low precipitation. Mr. Pryor noted that water is still going over the spillway, but it is not typical of spring flows.
STEEL PRODUCTS PROCUREMENT ACT DOCUMENTATION: Leiter Pryor noted that PENNVEST requires any steel products used in the plant to be U.S. produced; and if not available, documentation must be provided that the contractor did his due-diligence to locate materials in compliance. He presented a certification form for acceptance of the pumps, even though some of the pumps’ components could not be certified. Lloyd Reichard noted that he has no objections to execution of the certification. Christopher Snively made a motion to authorize the Authority’s Chairman to sign the authorization letter to Johnston Construction to purchase and utilize the pumps even though the steel cannot be certified. Lee Layman seconded; the motion passed unanimously.
PENNVEST UPDATE: Leiter Pryor reported that the electronic transfers from PENNVEST “have been straightened out” and payment requests have been paid in a more timely manner.
INTERSTATE COMMISSION FOR THE POTOMAC RIVER BASIN REPORT: Mr. Pryor provided a copy of the Interstate Commission’s Potomac River Basin Report for review. According to the study’s findings, the WBA’s portion of the watershed is in good shape. He explained that this is a preliminary study report – a five-step process to identify critical water planning areas. He felt it was important for the WBA to provide comments on the matter, and asked for Gannett Fleming’s review. Mr. Pryor advised that the 1947 allocation permit they are currently operating under should be updated and/or re-applied for. If appropriate documentation is sent in with the application, DEP may be more lenient than if this area is identified as a critical water planning area. Withdrawals and consumptions should be re-visited, as the current permit requirement is 2.25 million on a monthly average. Some of these studies can be done in-house, but some modeling is required that Gannett Fleming will need to do. Leiter Pryor will take a look at the safe yield and a comparison of what their information was based on when the water treatment plant was built to now (with regard to flows leaving the plant). The Authority agreed that Mr. Pryor should do what he can pro-actively, and request price estimates from Gannett Fleming for any work required by them for inclusion in the 2010 budget.
BIOSOLIDS LAND APPLICATION UPDATE: Leiter Pryor noted that the Authority members received correspondence from Tom Sweeney (DEP) indicating that the biosolids are not acceptable for land application because state-required PCB limits were exceeded. He has contacted Material Matters, who assisted with permitting of the farms and has had experience with PCB contamination. They recommended formulating a sampling plan, which has been done. “Hits” were experienced in both the primary and secondary digesters. The primary digester was just slightly above the detection limit in the bottom layer of sludge (there was none in the middle and top layers); but was well below DEP’s ceiling concentration making it non-acceptable for land application. In the secondary digester (where the material is pulled from to haul to the farms), it was well above and will need to be dried and taken to a landfill. When that is done, though, they must ensure that the filtrate (that comes through the beds and back through the plant) doesn’t contaminate what is in the primary digester. That issue will be addressed with Material Matters in a conference call tomorrow.
Mr. Pryor noted that additional monitoring will be required for some time now, but he feels this was a one-time occurrence. Additional expenses will be incurred for disposal of at least 300,000 gallons of material.
SEWER MAIN LINE REPAIR PROPOSALS - CEMETERY AVENUE: Mr. Pryor advised that he has received proposals for repair of the sewer main line on Cemetery Avenue from D. L. George ($22,400) and David H. Martin ($19,525). The budget includes $28,800 in the Operating Fund that can be utilized for this work. As it is considered an emergency repair, bidding is not required. He suggested proceeding on this work as soon as possible, because the golf course will be “in full swing” soon and the contractors will be blocking the lane during the process.
Allen Stine made a motion to authorize Leiter Pryor to proceed with repair of the sewer main line, as discussed. Lee Layman seconded; the motion passed unanimously.
JOINT MEETING WITH WTMA; Leiter Pryor noted that WTMA has requested to hold a joint meeting with the WBA, and suggested May 7th at 7:30 p.m. Authority members agreed with this date/time. The main topic of discussion will be the Sewage Transportation Agreement, but additional items should be forwarded to Leiter Pryor for the agenda.
2008 AWOP AWARD: Leiter Pryor advised that the WBA received DEP’s 2008 AWOP award for the water plant’s performance again this year. It will be presented at Penn State in August, and Mr. Pryor noted he and Gordon Cruickshanks would like to attend. The Authority concurred, and asked Mr. Pryor to extend their appreciation to the staff for their efforts.
PROJECT STATUS REPORT: Leiter Pryor noted that they attempted to utilize epoxy to fill in the cracks/leaks in the interior walls of the clarifiers, but an evaluation will need to be done for additional work that will be necessary.
He reported that he is currently working on specifications for the roof.
Scott Crum is doing deed research for an alternative means of travel for the N. Church Street upgrades, as PENNDOT’s inspection costs will be extremely high. He is looking at easements, etc., to be pursued.
Mr. Pryor reported on four-wheeler activities at the Broad Street Reservoir. The Police Department’s investigation continues.
PAY BILLS: Allen Stine made a motion to approve the payment of the following requisitions –
Water Requisition #09-05 - Donald L. Ambrose (Tax Collector) - $285.50 - 2009 Franklin County Real Estate Tax (Wayne Highway - Lot #2)
Water Requisition #09-06 - Gannett Fleming Companies - $1,670.02 - Water system engineering services related to the performance of the duties of the Authority’s consulting engineer and other services as authorized (2009 Annual Services) for the period of January 3, 2009 through January 30, 2009
Water Requisition #09-07 - Kathy A. Wishard (Tax Collector) - $528.85 - 2009 Franklin County Real Estate Tax (Rattlesnake Run Road)
Water Requisition #09-08 - Kathy A. Wishard (Tax Collector) - $114.78 - 2009 Franklin County Real Estate Tax (Blue Rock Road, Lot #1)
Water Construction Fund Requisition #WC-25 - Gannett Fleming Companies - $1,747.66 - Water system engineering services related to the performance of the duties of the Authority’s consulting engineer and other services as authorized (PENNVEST Assistance - Well 2) for the period of January 3, 2009 through January 30, 2009
Water Construction Fund Requisition #WC-26 - Hickes Associates, Inc. - $18,353.70 - Construction of Well No. 2 Membrane Treatment Facility (Contract Three - Electrical Construction) - Estimate No. 3 for work performed up to and including February 27, 2009
Water Construction Fund Requisition #WC-27 - ITT Flowtronex - $343,260.00 - Construction of Well No. 2 Membrane Treatment Facility (Contract One - Procurement) - Estimate No. 1 for work performed up to and including February 27, 2009
Water Construction Fund Requisition #WC-28 - Johnston Construction Company - $212,300.46 - Construction of Well No. 2 Membrane Treatment Facility (Contract Two - General Construction) - Estimate No. 6 for work performed up to and including February 27, 2009
Water Construction Fund Requisition #WC-29 - Gannett Fleming Companies - $8,688.84 - Construction management services related to membrane treatment at Well No. 2 for the period of January 31, 2009 through February 27, 2009
William Pflager seconded; the motion passed unanimously.
Having no further business to discuss, the meeting adjourned at 8:50 p.m. on a Christopher Snively/William Pflager motion which passed unanimously.
Respectfully Submitted,
Melinda S. Knott
Administrative Assistant