Joint Facilities Committee
Regular Meeting Minutes
April 20, 2010
A Regular Meeting of the Joint Facilities Committee was held at 5:00 P.M. on Tuesday, April 20, 2010, 2010 at the Wastewater Treatment Plant. The members in attendance included:
Mark Barmasse, Chairman Tom Tripodi
David Kelsey Richard LeMay
Robert Jones and Dag Lindland and were not in attendance. Also attending were Vincent F. Susco Jr., Public Utilities Administrator, Scott Clayton, Superintendent and Mark Decker, Colchester Public Works Director. Mr. Susco acted as recording secretary.
Call to Order
Chairman Barmasse called the meeting to order at 5:00 P.M.
Approval of Minutes
Chairman Barmasse called for the approval of minutes. Upon motion by Mr. LeMay, seconded by Mr. Barmasse, the minutes of the Regular Meeting of March 16, 2010 were unanimously approved.
Report of Operations
Chairman Barmasse called upon Superintendent Scott Clayton, to present the March Report of Operations which is made part of these minutes.
Due to the heavy rains of March 30 and 31, 2010 the plant was out of compliance for a 24 hour period on the last day of the month. Mr. Clayton explained this latest rain storm, the third in a seven week period, was categorized as a 100 year event. The first two storms provided an opportunity to practice our contingency disaster plan……… this last storm put the plan to the test. East Hampton received over 5” inches of rain in the 36 hour period but that was only half of the story. To the east Colchester, Hebron and Marlborough received over 2.5 times that amount of rain. We had flow twice our capacity through the wastewater treatment plant for the four-day period ending Thursday, April 1.
The Joint Facilties placed and manned additional pumps at several lift key pump stations and in East Hampton several septic hauling companies were called upon. The Prospect Hill Lift Station ran continuously for a four day period. Although the plant was out of compliance for “solids” for the 24 hour period no bypasses occurred in any town over the entire event.
Mr. Clayton reported on several maintenance projects completed during the period. His report has been made part of these minutes.
Budget Status
Mr. Susco presented the budget status for the current fiscal year. He indicated no new variances have occurred during the period and that all line items remain within parameters. He indicated however, that the final financial impact of the heavy rain storm was not captured in this month’s report.
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Regular Meeting Minutes
April 20, 2010
Mr. Susco indicated that as we approach the end of the 2009/10 fiscal year there are several routine disbursements, transfers and appropriations that must be accomplished. The following resolution moved by Mr. Tripodi seconded by Mr. Lemay was unanimously approved:
RESOLVED: that the Joint Facilities does hereby approve the following actions:
Disbursements to General Government:
62-58-0582-5595 Interfund Service Charges (Financial Reports) $ 10,993.00
62-58-0582-5330 Prof/Tech Services (Audit Report) $ 1,990.00
62-58-0582-5622 Electricity (Street Lights) $ 480.00
Transfers:
- Res. for Cap.& Non-recurring
to the Joint Facilities Capital Budget (Fund 88) $46,900.00
$46,000.00 from Fund 11, (Septage Improvement), to fund 08 acct # 08-19-998-47321 operating budget revenues.
Members questioned the revenue source for payment of the $46,000.00 transfer for Septage Improvements and the need for this after the original debt had been paid down. Mr. Susco indicated he would verify the funding source for the Town of East Hampton and provide the information to the members.
Old Business
Mr. Susco presented the results of the bidding for the HVAC Improvements. He indicated of the twelve (12) solicited bidders, four (4) bids for the project were received;
Central Mechanical Services $36,183.00
Emcor Services New England Mechanical $64,995.00
Emcor Services Tucker Mechanical $120,029.00
Connecticut Boiler Repair $121,500.00
Management review of bid proposals indicated no bidder had met all the conditions of the Invitation to Bid. After review of all factors, terms and conditions, including cost, the members discussed all materials submitted and came to the same conclusion. The following resolution moved by Mr. Lemay seconded by Mr. Tripodi was unanimously approved:
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Regular Meeting Minutes
April 20, 2010
RESOLVED: that the Colchester-East Hampton Joint Facilities Committee does hereby reject any or all bids associated with the improvements to the HVAC system.
The following resolution moved by Mr. Lemay seconded by Mr. Tripodi was unanimously approved:
RESOLVED: that the Colchester-East Hampton Joint Facilities Committee does hereby request management to proceed with the improvements to the HVAC system with the assistance of Northeast Utilities and/or the utilization of a HVAC engineer of management’s choice. Should such assistance be provided by a private engineering firm management is authorized to expend up to $5,000.00 for their services.
Management reported that a good deal of progress has been obtained on replacement of the current alarm company. Associated Security Corporation of East Hartford, CT. will monitor all remote stations in all towns for a $1,500.00 annual fee. Management attempted to negotiate a long term agreement with the company but was unsuccessful. Associated Security will maintain the current pricing through 2013.
All grinder pump alarms will be continued to be monitored by the local police department and will not be part of the alarms company’s responsibility. Management indicated the final agreement has yet to be prepared but fully expects to have this as an action item at the next meeting.
Management provided an update on the recent activities of Mr. Grant Weaver, The Water Plant Inc. Work continues on the initial set up and several process modifications. As part of their work The Water Planet has identified a funding source for installing nitrogen analyzers in the wastewater treatment facility. Mr. Susco has drafted a $48,452.30 grant request which has been forwarded to the DEP.
New Business
No new business was presented.
Adjournment
Mr. LeMay motioned, seconded by Mr. Kelsey, to adjourn the meeting. All voting in favor the meeting was adjourned at 5:51 P.M.
Respectfully submitted,
Vincent F. Susco, Jr.
Acting Recording Secretary
Approved by unanimous vote of the Joint Facilities Committee on May 15,
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