Dimondale/Windsor Wastewater Treatment Plant
SEWER BOARD MINUTES
October 16, 2008
7:05 p.m. Meeting called to order by Chairperson Blair
Roll Call
Present: Blair, Chappell, Reznick, Rich Absent: Slucter Also Present: Denise Parisian, Village Manager; Mike Spitler, WWTP Operator; Art St. Clair, Windsor Township Supervisor; Betsy Kelly, Recording Secretary
Treasurer’s Reports/Bills
Motion by Reznick, second Rich, to accept the treasurer’s reports for August 21, 2008; September 18, 2008 and October 16, 2008 as presented. Motion carried. Motion by Reznick, second Chappell, to approve payment of $24,088.74 for August 21, 2008 bills; $46,018.11 for September 18, 2008 bills and $25,213.18 for October 16, 2008 bills. Motion carried.
Minutes
Motion by Reznick, second Rich to approve the minutes of the July 17, 2008 regular meeting as amended. Motion carried.
Open to the Public
No comments were received.
Superintendent’s Report
Spitler reported on the following: Consumers Energy’s exchange of kilowatt meters at two lift stations and the effect on how readings are taken; and the plant’s ability to process the high flows in September due to flood conditions.
Old Business
1. Reznick questioned the disposition of the main in the Grand River and stated that before the large rain event in September, he noticed that the entire pipe was exposed and the beginnings of scour underneath the structure were evident. Discussion followed regarding covering the pipe to protect it from damage. Spitler will continue to monitor the situation and take pictures if the pipe becomes exposed again. The members agreed to revisit the corrective measures at the next meeting and review the emergency plan should the issue become more serious.
New Business
1. Blair explained that the appointment of officers had been erroneously placed on the agenda and is actually a housekeeping issue addressed in odd years.
2. Spitler provided an update on the status of the outfall pipe noting that recent heavy rains have made it impossible to televise the pipe, however A-1 has committed to completing the work next week. He also stated that the contractor will be able to place a transmitter on the televising equipment to track the exact location of the pipe for purposes of identifying the easement area. Parisian explained that she located an unrecorded original 20' easement for the outfall pipe which was in question and a subsequent meeting with Richard Albert, the property owner, revealed that he would allow clearing beyond the easement area. She explained that the attorney has suggested creating a new easement document with current, accurate information to replace the original. Parisian also stated that Albert would like to cancel any existing easements that are no longer needed during the recording of the new easement paperwork. Discussion followed regarding negotiations with Albert, the optimum easement size and future maintenance issues.
3. Parisian presented a report from Hughes Inc. outlining a plan to continue with the contract at the current monthly rate but substituting rehabilitation of the lift stations in exchange for the Village taking over lab operations. Spitler explained that the lab is running efficiently and that it has passed the first inspection by the DEQ. Parisian noted that Hughes Inc. will conduct a complete inspection of the lift stations and perform all necessary maintenance as well as suggest upgrades to begin creating a capital improvement plan for the collection system. She explained that the change will create a need to move $8,000 from the engineering line item to contract services in the current budget. Discussion followed regarding potential changes in the contract with Hughes Inc. next year; adding additional employees to cover duties being handled by the contractor and relying upon Hughes for emergencies only; and the need for development of a capital improvement plan. Motion by Chappell, second Reznick, to retain Hughes Inc. at the current monthly rate until February 28, 2009 for the current services provided with the discontinuance of lab work and the addition of lift station rehabilitation. Motion carried, Rich abstained.
4. Spitler presented a report on the current operating condition of the headworks, outlining short and long term corrective measures to improve the operation. He reminded members that this is the weakest area of the current system and that the entire plant is impacted by the efficiency of this aspect of the treatment process. Discussion followed regarding the following three proposals: immediate improvements at the discharge point for septic haulers, including piping and a sloped drive at a cost of $2,000.00; replacement of the auto rake in 2010 for approximately $80,000.00; and replacement of the headworks as a whole with a cost of one million dollars. The members agreed to implement the piping and paving as soon as feasible and to place the auto rake on the capital improvement list with a 2010 replacement date. Parisian will have the preliminary budget numbers ready, based upon the rate study, for next month’s meeting. She reiterated that the development of a long range Capital Improvement Plan will be a priority for the next fiscal year.
5. Chappell questioned Rich’s abstention during the vote regarding the contract for Hughes Inc. noting that the bylaws direct all members to vote on every issue unless a conflict of interest exists. Discussion followed regarding the relationship with Hughes Inc. Rich stated that in the absence of conflict he would change his abstention to a yes vote. Motion by Reznick, second Chappell, to retain Hughes Inc. until February 28, 2009 at the current monthly rate with the changes in scope previously noted. Motion carried unanimously.
Motion by Reznick, second Rich, to adjourn. Motion carried at 9:02 p.m.