WEST WARWICK SEWER COMMISSION

SEWER SUBCOMMITTEE

 

MEETING MINUTES

 

DATE:  SEPTEMBER 3, 2020                      TIME:  3:00 P.M.

 

 

A.       MEETING CALLED TO ORDER AT 3:14 P.M. BY COUNCILMAN LICCIARDI

 

B.       ROLL CALL

               

                MEMBERS PRESENT

               Councilman Licciardi

      Councilwoman Williamson  

      Town Manager Ernie Zmyslinski (Arrived late)

      Superintendent Harrison Songolo

      Assistant Superintendent Michael Bedard (Absent)

      Director of Administration Christine Suvajian

      James Geremia, James Geremia and Associates

            Jennifer Ludwig, Town of Coventry

   

C.        QUORUM ON RECORD DECLARED

   

D.       MINUTES OF PREVIOUS MEETING

 

               A motion was made to approve the August 6, 2020 minutes by James Geremia and seconded by   Councilwoman Williamson.  All in favor none opposed.

 

E.        REPORTS

 

1.     Plant Manager’s Report

         The following is taken from the Plant Manager’s report data through August 22, 2020.

 

·     Average daily flow was 3.6 mgd with a maximum of 7.7 mgd.

·     CBOD removal was 99%.  DEM requirement is 85%.

·     TSS removal was 98%.  DEM requirement is 85%.

·     Total Nitrogen was 7.1 mg/l.  DEM requirement is 7.6 mg/l. 

·     Total Phosphorus was 0.08 mg/l.  DEM requirement is 1.0 mg/l. 

·     Sludge sent to Synagro was 400.55 wet tons which is approximately 97.94 dry tons.  Sludge sent to the Landfill was 74.25 wet tons which is approximately 16.8 dry tons.  Total wet tons were 474.80.  Total dry tons were 114.74.

 

·     There were 3 private line blockups:

1.     Lockwood Street on 8/5/20

2.     Monterey Drive on 8/12/20

3.     Kent Street on 8/27/20

 

·     There were no public line blockups: 

·     We conducted a Lockout/Tagout Training this month.

·     There were five odor complaints within a three-day period due to the scrubber being offline for it’s annual cleaning.

·     There were no facility violations.

·     Councilwoman Williamson asked if the sludge that went to the landfill was wet or dry.  Mr. Songolo responded it always transported wet to the landfill.

·     Councilwoman Williamson asked what it cost per ton at the landfill.  Mr. Songolo responded the price increased last year.  The landfill is $140 per wet ton.

·     Councilwoman Williamson asked why Synagro couldn’t take it.  Mr. Songolo stated when we renewed the contract with Synagro last year they informed us there would be times when they would not be able to take all the sludge due to the volume.

·     Councilman Licciardi asked if we know in advance which days they can’t take it.  Mr. Songolo replied no.  Councilman Licciardi said we have a contract and we budget based on the prices in that contract.

·     Mr. Geremia asked Mr. Songolo how much it cost per wet ton at Synagro.  Mr. Songolo replied $88 per wet ton.

·     Councilwoman Williamson stated that would be $10,692 for 74.25 wet tons at the landfill.  Mr. Geremia said yes, the sludge budget is close to half a million dollars. 

·     Councilwoman Williamson stated that’s approximately $5,000 more than if Synagro had taken it.  She asked if we’re doing this every month and have we budgeted enough to cover it.  Mr. Songolo responded there is no way to know how often this will happen because Synagro doesn’t know how much volume they’re going to get each day. 

·     Mr. Songolo stated the budget is based on the amount of sludge transported the previous year.  He said Synagro has dropped some of the smaller facilities to accommodate the larger ones.  Regardless, they are the only company in town that can take the sludge.

·     Mr. Geremia concurred stating the landfill and Synagro are the only places that take sludge.

·     Councilman Licciardi asked if in the past, hadn’t Synagro paid the difference if we had to go to the landfill because they couldn’t accommodate us.  Mr. Geremia said yes. 

·     Councilman Licciardi asked why they’re not doing it anymore.  Mr. Geremia stated Synagro would not sign the contract otherwise and we would be forced to go back to composting.

·     There was some additional discussion about the Synagro contract and pricing.

·     Councilwoman Williamson said she would like to see the budgets and contracts for sludge and Synagro from the past few years.  Ms. Suvajian and Mr. Geremia said they will get that to the them.

 

2.     Financial Update

 

·     FY21 Year-to-date operating and debt expenses as of August 31^st totaled $2,026,642 which is 22% of the annual budget. 

·     FY21 Sewer Use and Sewer Assessment Revenue collected as of August 31^st totaled $2,970,690.          

·     Cash and Investments will be reported at the next Sewer Commission meeting.

·     The bid for Engineering Services went out August 24, 2020 and will be opened on September 11, 2020.

·     Councilwoman Williamson asked about the 22% year-to-date operating and debt expenses.  Ms. Suvajian replied this past month the insurance and debt-service was paid out.  Once we get that money back from the communities the percentage will be off set.

 

3.     Industrial Pretreatment Program for the months of August 2020

 

The annual report for the Wastewater Treatment Facility (WWTF) is submitted to DEM in August.  It identifies the Commercial Users and looks at the performance of he WWTF.  This report was submitted in a .pdf format so it may be uploaded to the WWTF website.

 

                  Significant Industrial Users                                

    

·     Rhodes Technologies submitted their monthly self-monitoring report which included a re-test for the for acetone.  All tests were in compliance.

 

Food Service Inspections

 

·     Nine food service facilities were inspected this month.  All but a few were in compliance.

·     Miss Cranston’s Grill was re-inspected and the grease trap had been cleaned as requested in our previous inspection.

·     Masala Pakistani and Indian Cuisine had no cleaning records for their grease recovery device.  The owner did clean the device while we were there.  They will be required to submit monthly cleaning logs.

 

Food Service Permits

 

·     Mixed Grill is no longer in business so the permit was assigned to Pasco Associates on Providence Street.

·     A permit was issued for Chipotle Mexican Grill located on the Showcase Cinema property.

·     A new permit was issued to Boneheads Wing Bar in West Warwick.

 

Plan Reviews

 

·     Plans were reviewed for JP Morgan Chase Bank on Bald Hill Road in Warwick.

·     A backup was found during the inspection of House of Liquors, Inc. on Quaker Lane.  The owner was notified and the line was cleaned.

·     DAI at Centre of New England installed an inspection manhole however the lint trap was not installed.

·     Construction has begun at 272 Cowesett Avenue which is an auto parts store and a Dollar Tree Store. 

·     Councilwoman Williamson asked about the permit for Pasco Senerchia Building Association.  Mr. Geremia said when they went to inspect they found the Mixed Grill was no longer in business but the building association wanted to maintain the commercial restaurant permit so we transferred it to them.

 

F.        OLD BUSINESS              

               

1.     Sewer Use Appeals Board Vacancies

 

·     Ms. Suvajian stated we do currently have two Board members however one of them does not want to renew their seat though she has agreed to stay on for the upcoming Sewer Appeals Board meeting.

·     Ms. Suvajian stated this leaves us with two full vacancies and one alternate vacancy.  She said we need to get these vacancies onto the Town’s website.  She also asked if we can advertise this in The Reminder newspaper as it is less expensive than the Kent County Times newspaper.  Councilwoman Williamson said she doesn’t see a problem with that.

·     Ms. Suvajian stated she’s also received complaints that Board applicants have to go to Cranston to get their BCI.  She asked why they can’t go to West Warwick Police department to get it.  Councilwoman Williamson said because West Warwick can only do a limited search.

·     Councilwoman Williamson stated that it’s very quick in Cranston and it’s only $5.00.

·     Councilman Licciardi said he will also try to get the word out. 

·     Councilwoman Williamson asked what is posted for a Board vacancy.  Ms. Suvajian said she wasn’t sure as the Town Clerk’s office handles the posting of all Board vacancies.

·     Councilwoman Williamson said we should have something that states what the requirements are.  Ms. Suvajian stated she will review the Ordinance and put something together.  Councilman Licciardi said to make sure to add the time requirements as well.

 

2.     Update from Superintendent/Town Manager Regarding Comp Time Practices and Procedures    at Sewer Plant

 

·     Mr. Zmyslinski stated union employee’s comp time and overtime policies are covered in their contract.  Administrative-Exempt employees and Administrative-Non-Exempt employees comp time and overtime policies are covered in the employee handbook.  Administrative-Exempt employees are not entitled to overtime.  Under this policy however, flex-time may be granted under certain circumstances like an Administrative employee staying late for a meeting.

·     Mr. Zmyslinski said he was told by the previous H.R. Director that all non-union employees are Exempt employees. 

·     Mr. Zmyslinski said in regards to the specific position previously discussed, a determination needs to be made whether this is an Exempt or Non-Exempt position.

·     Councilman Licciardi asked if any money for overtime was added into this year’s budget for the Electrician’s salary.  Ms. Suvajian replied, no.

·     Councilman Licciardi stated he remembers this being discussed in Subcommittee when the decision was made to bring in a new Electrician at a higher salary in order to eliminate paying overtime/comp time.

·     Councilwoman Williamson said there are minutes to that effect but she thinks Mr. Zmyslinski is investing the FSLA rules as to what is and is not Exempt.  She said we’ll have to revisit the salary question once we get a formal answer on that.  Mr. Zmyslinski said he should have an answer by next week.

 

G.       NEW BUSINESS              

               

1.      The Repair/Replacement of Two Failing BAF Lift Pumps

 

·     Councilman Licciardi stated he received a phone call from Mr. Deluca regarding the failing BAF pumps.  He said he wasn’t aware of the problem with the pumps but he researched it and found that money was put into the budget for this a couple of years ago.  He would like to know what’s going on with it.

·     Mr. Songolo stated there are three pumps, one of them has been off line for quite a few years.  Last fiscal year, the second, backup pump was starting to go so we collected three bids to submit to the Finance Director for an emergency repair.

·     Mr. Songolo said one of the three vendors reneged from giving a bid saying they couldn’t do the job.  The other two gave us bids.  We went with the lowest bid and sent the paperwork to Finance which was approved.

·     Mr. Songolo stated currently, we are still waiting for the pump to come back because the vendor is still waiting on parts for the pump.

·     Councilman Licciardi asked why this wasn’t taken care of right away since it was an emergency repair and the money was already allocated 13 months ago.  Mr. Songolo said there were other priorities that needed to be taken care of.

·     Councilman Licciardi said this should have been done right away if it was an emergency.  He said it doesn’t take that long to put a bid together and advertise it.

·     Councilman Licciardi stated he is upset that he had to find out about all of this from a vendor due to the lack of communication.

·     Mr. Songolo stated he doesn’t understand what the problem is.  Everyone had an opportunity to give a bid.  He said the proper protocol was followed for this job.

·     Councilwoman Williamson asked if we are just waiting on the parts now and where the parts come from.  Mr. Songolo replied the vendor told him the parts were about five weeks out.  He said the parts usually come from Europe or China.

·     Jim Deluca of Aqua Solutions stated he is the representative for the Original Equipment  Manufacturer (OEM) for the pump.  He said Mr. Bishop and Mr. Geremia can attest to the fact that he has been “holding this pump’s hand” for several years.

·     Mr. Deluca stated he worked with Mr. Bishop two and a half years ago to develop a budget.  He said he never generated a bid, he never received a request to bid and if he had he would have asked for a defined scope or specifications.  He said none of that was ever issued.

·     Mr. Deluca stated he tried to contact Mr. Songolo several times but didn’t receive a call back. 

·     Mr. Deluca stated when he found out the job was given to another vendor he texted Mr. Songolo and made him aware how upset he was with his decision.  He said Mr. Songolo called him then.   Mr. Deluca said prior to that phone call he had not heard from Mr. Songolo for almost a year so for him to say he received a bid or quote from me is an inaccurate statement.

·     Mr. Deluca stated he is upset because he has been helping this pump “limp along” for over two years and he never received a courtesy call asking him to present a price to repair the pump.

·     Mr. Deluca stated the only thing he ever sent to West Warwick were budget numbers based on generating a budget to repair and upgrade the pump.  He said when you’re dealing with a pump repair there is no way to know what’s wrong with it until you pull the pump.

·     Mr. Deluca stated any pumps and parts that are coming from the OEM will come from him.  He said any other parts will be pirated parts or parts manufactured by the repair shop themselves but they will not be OEM parts.

·     Mr. Songolo said he will get the staff member who pulled the information as well as the paperwork and Purchase Requisition together so they can see what is reflected on that.  Councilman Licciardi asked who worked on this with him.  Mr. Songolo replied, his Electrician.

·     Councilman Licciardi asked about the paperwork.  Mr. Songolo said he has everything in writing.

·     Mr. Songolo responded what the costs are for this.  Mr. Songolo responded the vendor who received the job quoted $15,000.  The other vendor quoted $45,000.

·     Mr. Deluca stated there was never a formal bid process or formal specifications.  He said the $45,000 amount was for budgetary purposes only.

·     Councilwoman Williamson asked Mr. Songolo if he is getting the repair done for $15,000.  Mr. Songolo replied there were some additional calculations so it will cost approximately $35,000 for both servicing the motor and for the pump itself.

·     Councilwoman Williamson asked Mr. Deluca if his numbers included upgrading the pump as well.  Mr. Deluca replied yes, that is why he had been trying to contact Mr. Songolo over the past several months so they could discuss the upgrades and maintenance of the pump.

·     Councilwoman Williamson asked what the upgrade would be.  Mr. Deluca replied, material upgrades like bearings, discharge head (aka stuffing box) also a mechanical seal to address the leaking and corrosion issues within the pump.

·     Councilwoman Williamson asked Mr. Deluca if his upgrades were not included in his quote would it have been less than $50,000.  Mr. Deluca responded, dramatically less.

·     Councilwoman Williamson asked Mr. Songolo if the $35,000 includes any upgrades.

·     Mr. Songolo stated vendors give an amount then depending on how much work is needed they may have to add some more parts which will bring the price up.  He said you really won’t know exactly what is wrong with the pump until it is dismantled.

·     Councilwoman Williamson asked who the two vendors were that bid.  Mr. Songolo responded, Delta and Aqua Solutions.

·     Mr. Deluca stated he never gave a formal bid.  He said he was asked by Mr. Geremia to update his budget numbers with everything included so there would be no additional amounts added afterwards.

·     Mr. Songolo stated he has emails from Mr. Deluca to the Electrician stating what the cost would be.  Mr. Deluca said that was strictly for budget purposes. 

·     Councilman Licciardi said my problem is not knowing anything about this and the lack of communication.  He stated this never went out to bid.  If it had, it would have come before the Subcommittee and Sewer Commission.  Mr. Songolo replied this was an emergency repair.

·     Councilman Licciardi said it’s been over a year and it’s still not fixed how can it be an emergency.

·     Councilman Licciardi questioned Mr. Songolo about the difference between the two vendors (knowledge of the pump, quality of parts, etc…).

·     Mr. Songolo stated the vendor has already ordered the OEM parts from Mr. Deluca so the same parts are being used.  Mr. Deluca responded he received the order from the vendor yesterday and they bought a minimal amount of parts which means they’re either making or reengineering parts or buying pirated or non-OEM parts.  He said they only way they can get OEM parts is through him.  

·     Councilwoman Williamson stated the situation requires further discussion.  She said she wants to know what constitutes an emergency and stated that something of this magnitude should have been brought before the Sewer Commission.

·     Councilman Licciardi asked Mr. Zmyslinski if he knew anything about this emergency purchase.  Mr. Zmyslinski replied not that he recalls.

·     Councilman Licciardi discussed the problem with the lack communication.  Mr. Songolo stated this was an emergency repair and a decision needed to be made right away.  Councilman Licciardi said the Sewer Commission still should have been informed.  Mr. Songolo stated the money for this job had already been allocated and approved.

·     Mr. Deluca stated he did not give a quote and if Mr. Songolo had returned his phone calls this could have easily been cleared up.

·     Councilwoman Williamson stated this discussion should be continued but this is not the venue for it.

·     Councilman Licciardi asked what the plan will be moving forward should a repair be needed on one of these pumps.  Mr. Songolo stated the pumps will need to be serviced and our staff cannot do that.  When the time comes he will have to ask for money from the Capital budget then advertise for bids.

·     Mr. Geremia asked if there is only one pump running now.  Mr. Songolo said one pump is running at 100% and the backup pump is running but making a lot of noise right now.

·     Councilman Licciardi asked how many pumps we need running at one time.  Mr. Songolo replied, just one.  Mr. Geremia stated the second pump will come on if there is heavy flow like in cases of heavy rain.

·     Councilwoman Williamson and Councilman Licciardi said they want to have another meeting regarding this once they get all the paperwork on it.

·     There was some additional discussion regarding the procedures to follow in the future.

 

 

2.     Construction Debris Cleanup

 

·     Mr. Songolo stated DPW called us to Harris Street because a lot of debris from recent construction on that street had fallen into the manhole.  He said the line was cleaned and there were no problems or blockups due to the debris.

·     Mr. Geremia asked if it was a Town department or a private contractor that left the debris.  Mr. Songolo said it was D’Ambra Construction.

·     Mr. Songolo stated if we are aware of roadwork or construction being done we will go there and inform the contractors they need to clean up their debris so it doesn’t fall into the manholes. 

·     Councilman Licciardi stated the DPW director should have made Mr. Songolo aware of the projects going on.

·     Mr. Songolo stated he talked to the DPW director already and they are coming up with a plan to work together on any future projects.

·     Councilman Williamson asked about a water leak on Church Street.  Mr. Songolo stated he received a call from the DPW director regarding this and sent the Assistant Superintendent and the Electrician there to investigate.  He said after running some tests on the water and further discussion with the DPW director it was determined it was not sewer related.  KCWA is now looking into it.

·     Councilman Licciardi asked why the Electrician was sent there if it was a water issue.  He also asked if there is enough electrical work to require a full-time Electrician.  Mr. Songolo responded he was sent because they use a buddy-system when going on the road and because we are so short-staffed there was no one else available to send.  He said there is plenty of work for the Electrician, he is involved in a lot of projects.

·     Councilman Licciardi made a motion to amend the agenda to discuss the administrative fees given to the Town.  Councilman Williamson seconded it.

·     Councilman Licciardi asked Mr. Songolo and Ms. Suvajian if any work or records regarding the administrative fees given to the Town have been done yet.  Councilman Williamson suggested we make this a discussion topic for the October meeting.  Councilman Licciardi concurred.

 

H.       PUBLIC COMMENT

       None 

  

I.         ADJOURN

 

A motion to adjourn the meeting was made by Councilman Williamson and seconded by Councilman Licciardi.  All in favor none opposed.

 

 

 

 

 

To view this meeting go to:

 

https://www.youtube.com/watch?v=MjneuvKTpZA