Joint Facilities Committee
Regular Meeting Minutes
September 15, 2009
A Regular Meeting of the Joint Facilities Committee was held at 5:00 P.M. on Tuesday, September 15, 2009 at the Wastewater Treatment Plant. The members in attendance included:
Mark Barmasse, Chairman Robert Jones
Robert Tarlov David Kelsey
Mr. Dag Lindland and Thomas Tripodi were not in attendance. Also attending were Vincent F. Susco Jr., Public Utilities Administrator, Scott Clayton, Superintendent, Mark Decker, Public Works Director of Colchester and Pamela McCann recording secretary.
Call to Order
Chairman Barmasse called the meeting to order at 5:00 P.M.
New Member
The members welcomed new Colchester member Robert Jones who was appointed to replace former member Kenneth Fargnoli.
Approval of Minutes
Chairman Barmasse called for the approval of minutes. Upon motion by Mr. Kelsey, seconded by Mr. Tarlov, the minutes of the Regular Meeting of July 21, 2009 were unanimously approved.
Report of Operations
Chairman Barmasse called upon Superintendent, Scott Clayton, to present the July and August Report of Operations which are made part of these minutes.
Mr. Clayton reported the plant operated within parameters during the reporting period. The majority of the time was spent performing routine operations and maintenance. During the period we were required to go “off-grid” in response to a CPower demand test. This test will provide the data for future load reductions and determine the payment amount for the upcoming year.
Mr. Clayton reported on continuing problems with the new Lakeside septage unit. Lakeside provided the parts necessary for repairing the unit and the Joint Facilities staff performed the installation. Mr. Susco expressed his disappointment with the performance of the unit to date and has informed Lakeside Company that the warranty period will begin with this repair.
Mr. Susco provided the members with the semi-annual nitrogen credits update. Additional time will be spent on the update at the next meeting.
Budget Status
Mr. Susco presented the budget status. He reported one line item, account #5741 Machinery & Equipment is over budget by ($29,815.20). He explained this line item is being used as the place holder for the rock trap that was carried over from last year’s budget for the channel monster. Mr. Susco provided an update on the HVAC improvements to the Administrative Building.
He requested additional time to fully evaluate replacing the present 30 year old air handler with a new high efficiency heat pump utilizing the effluent from the plant. It is believed this new technology will be more efficient for both air conditioning and heating. In addition, this technology will qualify for “green” CL&P rebates and possible geothermal Stimulus funds. The system will also serve a dual purpose as it will also lessen the oil heating load for the building. The members encouraged management to proceed and looked forward to further information at the next meeting.
Mr. Susco provided an update on the additional Channel Monster for the primary building. Management explained the estimates for the purchase and installation will require that the project go out to bid. Time will be necessary to prepare design and bid contract documents.
Mr. Susco thought both would be available by the next meeting. The following resolution moved by Mr. Tarlov, seconded by Mr. Kelsey was unanimously approved:
RESOLUTION: The Joint Facilties hereby authorizes management to instruct Camp Dresser and McKee, Inc. to prepare the design and bid package for the purchase and installation of a second Channel Monster to be located in the primary building. The cost of the entire project is not to exceed $140,000.00.
At this time management requested that item 6 A under New Business, Roof Painting, be considered as it directly affects the budget and the two tabled items discussed above. The members agreed.
With the assistance of the Town’s Facilties Manager, Frank Grzyb, the Joint Facilties went out to bid for the repainting of the Administrative Building roof on August 19, 2009. A mandatory pre-bid meeting was held on August 26, 2009 at which time nine (9) companies attended. On September 2, 2009 five (5) companies submitted bids for “painting” or for the permitted substitution of “recoating” the roof. Mr. Grzyb performed a review of the bid proposals for completeness and tabulated the bids received.
For Painting:
Goodco Painting $104,900.00
M. Brett Painting $45,500.00
Shielding Media, LLC $31,200.00
Superior Finishes $46,000.00
For Substitute Coating:
Shielding Media, LLC $31,200.00
Quality Roofing Systems $92,856.00
The Joint Facilties discussed at length the virtues of “repainting” vs. “recoating” the roof. Based upon the cost deferential and the lack of a substantial deference between warranties between the two products the Joint Facilties decided to repaint the roof. M. Brett Painting was selected by the Joint Facilties to perform the work at a cost not to exceed $45,500.00. This selection was base upon direct positive experiences the Town has had with the company on several projects of similar scope and size and having the lowest responsive and responsible bid.
Mr. Susco explained that to pay for this work, the Joint Facilties has been funding this project for several years through its Capital contributions. As of June 30, 2009 $125,000.00 has been funded. He explained this project will have no effect on the bottom line of the operating budget and neither Colchester nor East Hampton will see a change in their 09/10 contribution level. The Joint Facilties directed management to transfer $45,500.00 from the Joint Facilities Capital Fund Balance (Fund 88, ORG 62580584) to the 2009/10 Operations Budget 62-58-0582-5430 Building & Equip Maintenance/Repair.
A purchase order will be issued shortly by the Joint Facilities. Mr. Grzyb will notify the contractor to begin the work which is scheduled to be completed in October. Mr. Susco suggested that the balance of what had been funded for this project remain in the Capital Fund pending the final costs of the two tabled projects. The following resolution moved by Mr. Tarlov, seconded by Mr. Kelsey was unanimously approved:
RESOLUTION: The Joint Facilties hereby authorizes management to sign the agreement between the Joint Facilities and M. Brett Painting Co. to repaint the metal roof of the Administration building located at 20 Gildersleeve Drive, East Hampton, CT for an amount not to exceed $45,500.00 as shown on the Bid Form.
Old Business
Mr. Susco reported the changes for the Intermunicipal Agreement have been completed and pending any minor administrative modifications have been signed by both Towns.
Mr. Susco reported contract negotiations will resume on Friday September 18, 2009.
New Business
Mr. Susco indicated with the appointment of Mr. Robert Jones that the Joint Facilties committee is now at full membership.
Adjournment
Mr. Kelsey motioned, seconded by Mr. Tarlov, to adjourn the meeting. All voting in favor the meeting was adjourned at 6:15 P.M.
Respectfully submitted,
Pamela McCann
Recording Secretary
Approved by unanimous vote of the Joint Facilities Committee on October 20, 2009
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