Northern Westchester Joint Water Works

 

Minutes for the Board of Trustees Meeting, January 4, 2013

 

Location:  Catskill Water Treatment Plant, 2065 E. Main Street, Cortlandt Manor, NY 

 

Convened at 10:10 A.M.                                                           Adjourned at 11:44 A.M.

 

Present:

David Paganelli, Chairperson

Ray Reber, Consultant

Linda Puglisi, Vice Chairperson

Tom Wood Esq., Attorney, Absent

Robert Pesik, Treasurer

Glenn Cestaro, Fiscal Administrator

Mary Beth Murphy, Trustee

Donna Albanese, Recording Secretary

Catherine Paget, Business Director

 

Matthew Geho, Operations Director

 

 

 

The meeting was called to order by Trustee Paganelli.

 

A motion was made by Trustee Puglisi to accept the minutes of the October 4, 2012 Regular Board Meeting.  Motion was seconded Trustee Pesik.  Motion was approved 4-0.

 

A motion was made by Trustee Murphy to appoint the following as officers of the NWJWW for the year 2013, following the scheduled rotating succession:

Town of Yorktown - Chairperson

Town of Cortlandt - Vice Chairperson

Montrose Improvement District - Treasurer

 

Motion was seconded by Trustee Pesik. Motion approved 4-0.

 

Discussion Topics

Oil Release update and request to approve change order #1 for Bid #2012.7  

Mr. Geho reported that the New York State DEC has regulations pertaining to secondary containment and oil tanks above 1,000 gallons.  When the New York City DEP got involved, they stated that the project is too close to the Catskill Aqueduct so they wanted a dike system around the secondary containment tank.  The New York State Department of Environmental Conservation’s requirements are to put a tank within a tank within a tank.  Due to having limited real estate, we could not stay with the original 64 inch diameter tank which would have kept us in the same price range as the bid awarded to Tri State Environmental.  We have to go to a large diameter tank to make it shorter overall length.  The change order is $9,400 and will enable us to adhere to regulations. A motion was made by Trustee Murphy to approve change order #1 on Bid #2012.7 for the Catskill buried oil tank removal and installation of an above ground tank in the amount of $9,400.00. Seconded by Trustee Pesik. Motion approved 4-0.

 

Request to Award RFP #2012.3 for Environmental Consulting Services to Action Environment

Mr. Geho stated that we have the monitoring wells in after 6 months of negotiating with New York City.  The wells have been drilled and he has a meeting scheduled with the New York City DEP, Westchester County DOH and the hydrogeologist who did the initial work to come up with a course of action. 

 

Mr. Geho reported that we received 3 proposals for the Environmental Consultants.  The selected firm would provide consulting services and would be a liaison for the cleanup. Mr. Geho is recommending Action Environmental which is the hydrogeological company who is doing work for us now.  He feels that with the experience Action Environmental has they can assist the Joint Water Works with site security and with looking at our vulnerabilities. They are also licensed in New York State. Mr. Geho stated that one of the other companies did not fulfill obligations for the bid, and the other remaining one is twice the price of Action Environmental.  Action is a consultant for Tri State who is working for us as a liaison with the County and with the DEC.  Trustee Puglisi felt that you cannot have the same company overseeing the project. Mr. Geho stated that Tri State is the principal on the project. He also mentioned that Action has the vulnerability assessment and system security as part of their experience which he feels could be a valued asset to the Joint Water Works due to some items which we have identified during the last vulnerability assessment.  A motion was made by Trustee Puglisi to award Action Environmental general consulting services related to and including environmental and security matters to be reviewed after one year upon review.  Seconded by Trustee Pesik.  Motion approved 4-0.

 

Request to enter into Supplemental Agreements with Hazen and Sawyer for the Amawalk Plant

This is enacting the master agreement with Hazen and Sawyer that we entered into with them last year.  Supplemental agreement #2 is the service agreement for preliminary design phase, detail design phase, assistance during bidding and design services for the Chemical Systems Upgrade. The cost is $79,000, plus the cost of being onsite doing the construction phase of it once we enter into that phase - that cost becomes a percentage of the total contract price. Hazen and Sawyer is theorizing that cost at $40,000 to $ 50,000. It would include reviewing drawings, dealing with change orders, meetings and putting together O and M manuals. Mr. Geho would like to ask the Board to consider if we entered into this with Hazen and Sawyer not to exceed $45,000 of the construction services phase.  Mr. Geho says that we can streamline some of the work required in house, specify certain manufacturers and also be onsite.  Everything would be approved through the Department of Health. Trustee Puglisi asked how big the project was construction wise and Mr. Geho stated approximately $1.2 million with the secondary containments, the concrete work and the electrical work that needs to be done.  Mr. Geho stated that there is Supplemental Agreement # 3 which he would like to enter into simultaneously, addressing the filters.  Currently, we have 6 filters of which 2 are completely offline because of the trough, hydraulic, logic and valve issues.  We have to look at evaluating how to best address the filters and then look at what to do with them.  Both he and Mr. Reber talked about tying in the services to the back wash header and have them evaluate that so we can remove the backwash pumps.  We need these evaluations to be done first before we can optimize the Amawalk Plant. The Trustees decided to approve Supplemental Agreement # 2 without costs for the construction phase. Two motions were made: A motion was made by Trustee Pesik to authorize entering into Supplemental Agreement #2 with Hazen and Sawyer for the Chemical System Upgrade Design, Bidding not to exceed $80,000 for tasks 2.1 through 2.3, and to authorize entering into Supplemental Agreement #3 with Hazen and Sawyer for the Filter Rehabilitation Evaluation in the amount of $14,000.  Seconded by Trustee Puglisi.  Motion approved 4-0.

New Operations Schedule

Mr. Geho anticipated the Union coming to the table and passing the contract terms that had been agreed upon by the negotiating committee this past fall. Since the Union voted down the proposal, and we were in the red with overtime significantly, Mr. Geho went ahead and made an 8 hour schedule that would eliminate any overtime except for the trainee position which we need to cover until June. Mr. Geho reported that the schedule would begin on Monday, January 7, 2013. It is a 6 week set schedule where they move 3 shifts throughout that 6 week period.  We know who is on vacation with clearance without overtime until June and coverage of the facilities is 24/7.  The majority of the time there will be double coverage which was the intention for safety reasons.  There are a couple of shifts throughout the course of the week that will not have double coverage which we are trying to keep to being during the day.  Each plant operator talks to the other plant operator every 2 hours.

 

Mr. Reber stated that at any given shift coverage between both Amawalk and Catskill there is at least 2 to 4 operators working.  Mr. Geho stated that through remote connections we can see both plants data.  This is part of the benefit of having Verizon FIOS installed here and security cameras coming back and forth with the intent to have better control of Amawalk here and being able to see Catskill there. In case something happens, we can quickly act on it.  Mr. Reber stated that during the day we have flexibility here because of the Chiefs.  The concern is that on the other 2 shifts, we have only 3 operators.  Mr. Geho mentioned that a written directive has been given to the operators, that same as in past practice, as soon as there is an issue, the other plant must be called for assistance. Everyone has signed the directive. The schedule change allows us flexibility for the 8-4 shift to bring operators from Amawalk to Catskill and vice versa to get cross trained. 

 

Mr. Reber stated that since our operation is not integrated with the Internet, there is no way any terrorist or anyone else can get into the computer system that runs the Plant and tamper with it.  From a security point of view, it is advantageous to have the operating computers onsite as opposed to remote which other states permit.  Mr. Geho is working with Sullivan Data Management and Optimum Controls, our SCADA company, to establish a remote connection for SCADA upgrades.  When we have issues with the SCADA system they come in and we are charged for travel from Pennsylvania to look at our system.  What we are researching now is having the ability to call Sullivan and tell them to actuate a remote connection to allow Optimum Controls to link in during those times and we will be physically watching them.  When the job is done, we can physically disconnect the connection. Glenn Sullivan from Sullivan Data is very adamant that it be proved to him that Optimum is a secure source.

 

Mr. Geho indicated there is no connection between the backup server and the servers in the Control Room, and Mrs. Paget confirmed this.

 

Safety Training

Mr. Geho mentioned that we ordered the Automatic Electronic Defibrillators for both plants.  We are going to do an RFP for safety training to hire a safety tainer who will handle confined space, AED, CPR and First Aid.  Mr. Cestaro mentioned that the Town of Cortlandt’s insurance company provides them with safety training.  Mrs. Paget stated that PERMA, our Worker’s Compensation carrier, has an online program available and both she and Mr. Geho discussed that after baseline training would be a good idea going forward. Training on the AED’s is not part of the insurance package to create a baseline.  We can use PERMA going forward as the online repetitive refresher class.   Trustee Puglisi directed Mrs. Paget to inquire if PERMA would provide the AED, CPR and first aid training as package “add ons”. Mr. Geho stated that we have been keeping up with respiratory protection regulations in accordance with OSHA.    

 

Request to Authorize Renewal Agreement with Sullivan Data Management for Computer Network Management and Maintenance Services

Mrs. Paget reported that Sullivan Data has provided the organization’s computer network management and support services for the past 5 years and we will be entering the 6th year with no price increase.   Mr. Geho added how they have been instrumental in guiding us in our future projects involving the SCADA system.  Mrs. Paget has been very satisfied with how the system works at the Joint Water Works – it is rare we have problems.  Mrs. Paget stated that we get telephone support and Sullivan has the ability to remotely connect to assist if we have a problem or a question. It is rare for them to come in for any problems with the exception of something they cannot solve remotely.  We have not had any down time with the network which Mrs. Paget attributes to their expertise. Mr. Geho stated that at one point we had 2 servers, one at Amawalk and one at Catskill.  We got rid of the Amawalk server and through a VPN we were able to put everything on the Catskill server and consolidate.

 

Mrs. Paget stated that we take our backup tapes off site every day.  She and Mrs. Andrea Wertheimer from the Town of Cortlandt had a conversation regarding that if we had a disaster, could we take our information, go to another location and be up and running. Mrs. Paget mentioned to Mrs. Wertheimer that we should set up a meeting and come up with a master plan for all the member entities whether it involves the Joint Water Works or not to help each other out with the assistance of Sullivan Data Management as they act as consultant for more than one member.  Mr. Cestaro mentioned that with the KVS software they have an offsite backup of their files which is about $1,000.  A motion was made by Trustee Puglisi to authorize the renewal agreement with Sullivan Data Management for computer network management and maintenance service in the amount of $12,750.  Seconded by Trustee Pesik.  Motion approved 4-0.

 

Request to Authorize Agreement with Danzinger and Markhoff, LLP, for GASB 45 Valuation Services for Fiscal Years 2012, 2013 and 2014

Mrs. Paget reported that Danzinger and Markoff provided the actuary valuation services allowing for GASB 45 compliance on the annual financial statements.  This is for the other post-employment benefits figure that we are required to provide.  They have created a proposal that gives us the option to enter for just the 2012 year or to enter into a renewal for 2013 and 2014 valuation as well.  They are very timely and easy to work with.  Mr. Cestaro mentioned that this originally came about because there was a group of municipalities who got together and did a collective RFP for when GASB 45 came out.  There are about 12 or 15 municipalities throughout Westchester that uses Danzinger and Markoff and the Joint Water Works did the same. A motion was made by Trustee Puglisi to authorize the agreement with Danzinger and Markoff, LLP, for GASB 45 valuation services for the fiscal years 2012, 2013 and 2014.  Seconded by Trustee Pesik.  Motion approved 4-0.

 

Request to Authorize Agreement with O’Connor, Davies PKF for Audit Services for the Years 2012, 2013 and 2014

Mrs. Paget indicated that she happy with the services provided and requested the Trustees approve a three year service agreement. A motion was made by Trustee Murphy to authorize the agreement with O’Connor, Davies PKF for audit services for the years 2012, 2013 and 2014. Seconded by Trustee Puglisi.  Motion approved 4-0.

 

Request to Authorize Payment to Dolphin Equipment Corporation for Chlorine Pump needed at the Amawalk Water Treatment Plant.

Mrs. Paget mentioned that the Dolphin Equipment invoice for $775 was for a pump head part that was needed at Amawalk which fell over and above our procurement policy in that it was needed immediately but prices were not obtained.  A motion was made by Trustee Murphy to authorize the Business Director to pay Dolphin Equipment Corporation invoice# 26328 in the amount of $775 for an emergency purchase made by the Operations Director. Seconded by Trustee Puglisi.  Motion approved 4-0.                                                                                                         

                                                                                               

Attorney’s Report

Mr. Cestaro reported for Mr. Wood that they are still in negotiations with the Union.  The Union turned down the offer which we thought they would be acceptable. 

 

Fiscal Administrator’s Report

Mr. Cestaro stated that he is working with Mrs. Paget on year end projects and at the next meeting he will advise the Board of how many different check and disbursement runs they had for 2012 and what the total value was.

 

Business Director’s Report

Mrs. Paget touched base with KVS in terms of the ongoing pursuit of making the water billing issuance an online issuance and collection. KVS has 2 vendors they consider business partners for this service and Mrs. Paget’s idea is that we should write an RFP for those services, including all the members in it, see what the fees come in at and see who can provide us with a service that we feel will be user friendly and least cost inhibitive for us to perform. This will be a project for Mrs. Paget and the Billing employees in the coming months.

 

Mrs. Paget stated that they are continuing to assist Yorktown with its meter project. There are some constraints with the information that comes our way and which we are trying to work through. Mrs. Paget stated that the data collection and what we need it to make it interact with our software does not always go in a way that is compatible and we are working through it.  Trustee Pagnelli appreciates Mrs. Paget keeping on top of the situation with the meters. Mrs. Paget reported that Mr. Cliff Kummer, Mrs. Mary Kamna and Ms. Paola Rios have been very dedicated to getting through it with less staff than is needed for the operation.

 

Mrs. Paget said that we are preparing for the annual audit for both the Joint Water Works and the Montrose Improvement District.

 

Mrs. Paget stated that the Joint Water Works is receiving a lot of input from Cortlandt residents that they are not receiving their mail from the Cortlandt Post office and she was questioning if the Town of Cortlandt was receiving the same input at the Town Hall. Mr. Cestaro mentioned that personally it has happened to him and Trustee Puglisi stated that she has not received any such phone calls.   

 

Operation’s Directors Report

Mr. Geho stated that he received a phone from New York City DEP mentioning that the Catskill Aqueduct would be shut down within one hour.  Since Amawalk is at half the capacity due to a litany of problems, we went to the Peekskill interconnect to start up the auxiliary flow to the Catskill Plant. When we went to get Campfield pump station on line, we found out that Peekskill had a main break that day and inadvertently closed our supply valve. The day we needed the backup source of water, we couldn’t get water until we found the closed valve which took about 3 or 4 extra hours.  We put markers on all the valves that say “NWJWW do not operate”.  Mr. Geho received several emails from the DEP regarding the Aqueduct remaining online and offline. Everyone on the aqueduct is affected, and we have to keep production up no matter what happens.

 

Mr. Geho reported that he feels he is at the point that the personnel he has put in place are really doing what is asked of them which has allowed him to pull out of day to day and week to week operations and look at long term projects.  His goal is to get into a position where he is generating more RFP’S and doing the thinking and planning 4 or 5 steps ahead of where we are right now.  Mr. Geho reported that he plans to have more monthly meetings between the departments so everyone is aware of what is going on and we are trying to stage components for overall distribution. 

 

Mr. Reber stated that since the retirement of a certain individual, it took Mr. Geho awhile to get the team to think differently than it did. That individual was a constant hindrance in any operational issues. 

 

Mr. Geho mentioned that Optimum Controls will be on site to continue automation of both entities so we will be working with them and Sullivan Data Management. 

 

An issue Mr. Geho brought to the Board is the issue of fluoridation of Yorktown’s water. He needs know whether to proceed or not with operational repairs to the fluoride system. He was contacted by Dr. Carl Tegtmeier, an advocate of fluoride.  The Joint Water Works has 4 entities and one of the entities fluoridate and the other 3 entities do not fluoridate.  Moving forward we will have the Amawalk facility supplying everyone with water when the Catskill facility is offline because of the aqueduct shutdown.  We need to clean this up and Dr. Tegtmeier wants everyone to fluoridate.  Mr. Geho wanted to know who Dr. Tegmeyer, a representative of the 9th District Dental Association, can contact. Trustee Paganelli said that he himself can be called directly on behalf of all the members.

  

Consultant’s Report

Mr. Reber stated that he talks with Mr. Geho and Mrs. Paget if anything arises.

 

Trustee Pesik reported to the Trustees that he asked Mrs. Paget to get some figures together about the Town of Yorktown leaving the Joint Water Works.  Many years ago Mr. Sal Presioso did a survey in Westchester 2000 to see how we were going and the big thing was consolidation.  One of the issues he has with the Town of Yorktown leaving was when the Joint Water Works was being formed; they took Yorktown out of the papers for dirty water, brown water, no water and water restrictions. As a group, Trustee Pesik stated that they functioned very well and he feels that the numbers Mrs. Paget gave Yorktown would be able to match the figures we are charging from billing or maybe do it a little bit better but Yorktown would be losing the clout they have with the Joint Water Works.  Trustee Pesik would like Trustee Paganelli to look at the sheet Mrs. Paget provided and look at all the numbers and see if Yorktown can really do it cheaper than the Joint Water Works can. Trustee Paganelli stated that if they match the price, there would be no reason of doing it.  Trustee Pesik stated that even if you do not match their price and it is $10,000 under, it still not viable because if there is a major project in Yorktown and these people designated to do the water billing have to go on this project, you will need someone to fill in especially if someone gets sick or someone is on long term disability or summer vacations.  Trustee Pesik feels that the Joint Water Works has the resources here to cover that and not cause Yorktown a problem.  Trustee Pesik would appreciate it if Yorktown would look over the information and compare it because he would like Yorktown to stay with the Joint Water Works as a group.  Trustee Puglisi indicated she had said the same thing to Mr. Grace and Mr. Paganelli.

 

Trustee Pesik also wanted to mention that the Joint Water Works called Yorktown for use of their vac truck and Mr. DiBartolo refused the request. Trustee Paganelli mentioned that the Sewer department did not have a vac truck that was capable of what it was needed for and thereby needed Highway’s truck.  Trustee Pesik mentioned that we had to go out and hire someone. Trustee Paganelli inquired if Yorktown had lent the Joint Water Works the truck and the men to operate it, how would billing work?  Trustee Pesik stated that they would bill the Joint Water Works, and Mrs. Paget confirmed that there was an IMA in place for such purposes. 

 

Summary of Resolutions Adoptedcomplete wording available upon request

 

Resolution #2013-2

A motion was made by Trustee Murphy to approve change order #1 on Bid #2012.7 for the Catskill buried oil tank removal and installation of an above ground tank in the amount of $9,400.00. Seconded by Trustee Pesik. Motion approved 4-0.

 

Resolution #2013-3

A motion was made by Trustee Puglisi to award Action Environmental general consulting services related to and including environmental and security matters to be reviewed after one year upon review.  Seconded by Trustee Pesik.  Motion approved 4-0.

 

 

Resolution# 2013-4

A motion was made by Trustee Pesik to authorize entering into Supplemental Agreement #2 with Hazen and Sawyer for the Chemical System Upgrade Design, Bidding not to exceed $80,000 for tasks 2.1 through 2.3, and to authorize entering into Supplemental Agreement #3 with Hazen and Sawyer for the Filter Rehabilitation Evaluation in the amount of $14,000.  Seconded by Trustee Puglisi.  Motion approved 4-0.

 

Resolution #2013-5

A motion was made by Trustee Puglisi to authorize the renewal agreement with Sullivan Data Management for computer network management and maintenance service in the amount of $12,750.  Seconded by Trustee Pesik.  Motion approved 4-0.

 

Resolution #2013-6

A motion was made by Trustee Puglisi to authorize the agreement with Danzinger and Markoff, LLP, for GASB 45 valuation services for the fiscal years 2012, 2013 and 2014.  Seconded by Trustee Pesik.  Motion approved 4-0.

 

Resolution #2013-7

A motion was made by Trustee Murphy to authorize the agreement with O’Connor, Davies PKF for audit services for the years 2012, 2013 and 2014. Seconded by Trustee Puglisi.  Motion approved 4-0.

 

Resolution #2013-8

A motion was made by Trustee Murphy to authorize the Business Director to pay Dolphin Equipment Corporation invoice# 26328 in the amount of $775 for an emergency purchase made by the Operations Director. Seconded by Trustee Puglisi.  Motion approved 4-0.                                                                                                                   

 

 

Organizational Motions requested and adopted:

 

Resolution #2013-9

To designate the depositories for monies of the NWJWW with J. P. Morgan Chase Bank.

Resolution #2013.10

The designation of media that will represent the NWJWW for all public newspaper notifications is the Journal News, and WHUD and WLNA as the designated radio channels. Public notification will also occur on the NWJWW website www.nwjww.com

Resolution #2013.11

To maintain the Petty Cash allotment amount of $200.00 for the year 2013.

Resolution #2013.12

To appoint Catherine Paget as Petty Cash custodian for the year 2013. 

 

 

Resolution #2013.14

To establish the mileage reimbursement rate at the 2013 IRS designated rate, $0.565 per mile.  This rate will keep in unison with any change the IRS may make during 2013.

Resolution #2013.15

To authorize to Business Director to make decisions about delayed openings or closing due to weather and road conditions.

Resolution #2013.16

To designate the closure of the Administrative and Billing offices on Friday May 10, 2013 for the purpose of performing Records Management.

Resolution #2013.17

To establish the member bulk water rate at $2.68 per thousand gallons as per the 2013 adopted budget.

Resolution #2013.18

To renew the attached Purchasing and Procurement Policy (changes proposed were adopted)

Resolution #2013.19

To renew the attached Investment Policy (changes proposed were adopted)

Resolution #2013.20

To reaffirm the attached NWJWW policy for billings to and payments from members

Resolution #2013.21

To adopt the suggested 2013 Trustees meeting schedule as attached.

Resolution #2013.22

To renew the attached Professional Services agreement with Mr. Raymond Reber for the year 2013 with no change in terms.

Resolution #2013.23

To authorize the Business Director to award formal public bids budgeted for and authorized by the Board of Trustees in the operating budget, not to exceed $25,000 or exceed a period of one year, without vote of the Board of Trustees, subject to prior review by the NWJWW Attorney.  This authorization excludes bids for capital projects and items services not planned for in the budget, and is subject to report to the Board of Trustees at the next formal meeting.

Resolution #2013.24

To authorize the Business Director to execute routine operating contracts budgeted for and authorized by the Board of Trustees in the operating budget, not to exceed $5,000 and not to exceed a period of one year, without vote of the Board of Trustees and subject to prior review of NWJWW Attorney. This is subject to report to the Board of Trustees at the next formal meeting.

 

 

Resolution #2013.25

To authorize the Operations Director to execute routine operating contracts budgeted for and authorized by the Board of Trustees in the operating budget, not to exceed $20,000 and not to exceed a period of one year, without vote of the Board of Trustees and subject to prior review of NWJWW Attorney. This is subject to report to the Board of Trustees at the next formal meeting.

Resolution #2013.26

To reaffirm that in accordance with the Montrose Improvement District’s request, to compensate Patrick Murphy, Water Foreperson, at the rate of $400.00 weekly to act as the Responsible Operator in Charge for the District. This cost and applicable benefits will be billed back directly to the District.

 

A motion was made by Trustee Puglisi to adopt the Organizational Motions Resolutions #’s 2013.9 through 2013.26.  Seconded by Trustee Pesik.  Motion approved 4-0.

****A motion was made by Trustee Pesiki at 11:26 A.M to enter Executive Session.  The motion was seconded by Trustee Murphy.  Motion approved   4 - 0.

 

A motion was made by Trustee Puglisi at 11:41 A.M to exit Executive Session.  The motion was seconded by Trustee Paganelli..  Motion approved   4 - 0.

 

 Resolution #2013.27

A motion was made by Trustee Pesik to appoint Mr. Richard Barton as Assistant Chief Operator on a provisional basis subject to further Civil Service compliance.  Mr. Barton’s salary will be $84,000 effective January 7, 2013.  He will receive a one time stipend of $4,000 for the year 2012 for out of title pay.  Seconded by Trustee Pagnelli. Motion approved 4-0. 

Resolution # 2013.28

A motion was made by Trustee Puglisi to appoint Mr. Tom Motta and Mr. David Rowell to 1A operators at $71,760 effective January 7, 2013.  Seconded by Trustee Pesik. Motion approved 4-0.

 

 

A motion was made by Trustee Puglisi at 11:44 A.M. to adjourn the meeting.  The motion was seconded by Trustee Pesik.  Motion approved 4 - 0.