WEST WARWICK SEWER COMMISSION
SEWER SUBCOMMITTEE
MEETING MINUTES
THURSDAY, SEPTEMBER 9, 2021 @ 11:30 A.M.
MEMBERS PRESENT
Councilman Licciardi (Left at 1:10 p.m.)
Council Vice President Williamson
Town Manager Mark Knott
Assistant Superintendent Jeff Chapdelaine
Director of Administration Christine Suvajian
James Geremia, James Geremia and Associates
A motion was made to approve the June 3, 2021 minutes by James Geremia and seconded by Council Vice President Williamson. All in favor none opposed.
The following is taken from the Plant Manager’s report data through August 25, 2021.
· Average daily flow was 4.5 mgd with a maximum of 8.5 mgd and a minimum of 2.2 mgd.
· CBOD removal was 98.4%. DEM requirement is 85%.
· TSS removal was 98.2%. DEM requirement is 85%.
· Total Nitrogen was 5.9 mg/l. DEM requirement is 7.62 mg/l.
· Total Phosphorus was 0.08 mg/l. DEM requirement is 1.0 mg/l.
· Sludge to Synagro was 354 wet tons but there were four slips unaccounted for because Synagro was having a problem with their scale. They will bill us for that later. Sludge to Landfill was 128. Total amount of sludge was 482 tons.
· Synagro sent us an email with a picture of one their pumps showing a hose and other debris stuck in the pump. In the email Synagro asked that nothing other than sludge be sent to them because other types of debris is what causes their pumps to break down.
· Councilman Licciardi asked why we have to pay to go to the Landfill since we have a contract with Synagro and the problem is on their end. Mr. Geremia replied in our first contract with Synagro they did comp us when we went to the Landfill. In our subsequent contracts they did not because the Landfill’s rates kept escalating. This increase was figured into the budget.
Council Vice President Williamson asked if they reject everyone or just certain companies. Mr. Geremia said they will still take liquid sludge but not dewatered sludge which is what we have.
· There were no public line block ups.
· There were 3 private line block ups:
1. Richard Street
2. Wakefield Street
3. Phenix Avenue
· There were 4 odor complaints.
1. Providence Street (3)
2. Fernwood Drive which was due to the one of the air handlers being down.
· Councilman Licciardi said a lot of the roads in town are being worked on. He asked if we are working with DPW regarding the sewer lines on these roads. Mr. Chapdelaine replied yes, for example we had a block up on Wakefield Street and the manhole was covered over. He contacted Don, the DPW Director and they came and uncovered the manhole.
· Councilman Licciardi asked if the WWTF is being contacted to go out and check the lines prior to the paving being done. Mr. Chapdelaine replied no, we’re handling it on a case to case basis.
· Councilman Licciardi asked how easy or difficult it is to go out and check a line in the road. Mr. Chapdelaine replied it depends what else is scheduled for the day but we could if we had to. Ms. Suvajian said until recently, we really haven’t had the manpower to do that.
· Mr. Geremia stated KCWA sends out a notice of what streets they’ll be working on prior to beginning the work.
· Councilman Licciardi said he thinks we should be going out to check the lines prior to any work or paving being done. Mr. Geremia said that would need to be done long before they begin their work because the road needs to settle. Councilman Licciardi said he’s asking because he had this happen when they were working on his street and they ran into a problem with the gas line.
· Council Vice President Williamson said realistically we don’t have the manpower to go out and check all these lines but are there any specific lines we know of that are shaky.
· Councilman Licciardi said he doesn’t want to see all these roads paved only to have them dug up again.
· There was additional discussion and stories about prior incidences like this.
· Councilman Licciardi asked Mr. Chapdelaine to have the line on Carlson Circle checked.
· Mr. Chapdelaine stated the plant is fully staffed and the interviews for Superintendent are being held tomorrow.
· Mr. Chapdelaine said he’s been working with Mr. Geremia on the screw conveyor and drain repair issue.
· Ms. Suvajian stated the auditors are still working on FY21 but according to the FY21 expense report we are $197,000 overbudget however we are still waiting for transfers to be done from Unrestricted Funds to the Capital Budget.
1. Overtime was about $37,000 overbudget partially due to union raises.
2. There were three severance payments totaling $31,000 for people who retired unexpectedly.
3. Chemicals was overbudget $78,000.
4. Odor Control was overbudget $33,000
5. Plant Maintenance was overbudget $18,000 which is not surprising because we had several projects that needed to be done.
6. Consulting/Engineering was overbudget because we had to utilize Mr. Geremia more.
7. Sludge Removal was overbudget. Ms. Suvajian said she would like to review that with Mr. Chapdelaine.
8. The Capital budget was over $23,000 because the transfers haven’t been done yet.
· Ms. Suvajian said as the auditors continue to work on FY21 she will get better numbers.
· Councilman Licciardi stated we haven’t been overbudget in the last five years. He knows it had a lot to do with Covid and the part-time scheduling of the staff but he doesn’t understand how we can be overbudget in overtime when we weren’t paying an Assistant Superintendent’s salary or benefits. Ms. Suvajian said we were underbudget in payroll but we were overbudget in overtime. He asked if there is a record of this overtime and what it was for. Ms. Suvajian replied yes.
· Ms. Suvajian asked Mr. Knott if he receives weekly overtime reports from payroll. He replied no but he plans on setting that up with the department heads next quarter.
· Mr. Geremia stated the WWTF has never charged a fee for the Engineer’s plan reviews that are done for the developers and quite often these plans need numerous reviews. The way it works is, the Town Planner sends the plans to us for review of drainage, etc… Once we complete the review we send an invoice to the Planner and he would then send the invoice to the developer. If the developer doesn’t proceed with the project then they don’t pay the bill and the Town ends up paying for it. Mr. Geremia recommends we start charging for plan reviews upfront.
· Councilman Licciardi asked why we don’t. Mr. Geremia said right now we are charging a flat fee which works some of the time but in a case like Orchard Development which has needed multiple reviews for months, the Town is losing money.
· Councilman Licciardi said we need to change the ordinance.
· There was a brief discussion and suggestions regarding this change to the ordinance and how it will affect the FY22 Engineering budget.
· Councilman Licciardi addressed the Odor Control being overbudget. He said Steve from Fusion Odor Control contacted him in December stating he’d given his product to the plant to use at no cost since September because they wanted to see if it would work for us. He told Steve it would have to be discussed at the next Sewer Subcommittee meeting and Steve agreed to attend the meeting. Councilman Licciardi said he questioned why we were continuously given this product at no cost if there was no agreement going forward but he did not receive an answer.
· Councilman Licciardi said he questioned the previous Superintendent how we would pay for this product since it was not in the budget and the cost was approximately $50,000 per year. Shortly after this meeting that Superintendent left and this issue was left up in the air. He wants to know where we stand with this product and if it is the reason we are overbudget in Odor Control.
· Ms. Suvajian stated we did end up paying $3900 per month for this product but we also had to purchase a mixer for the pump station.
· Councilman Licciardi stated at the Subcommittee meeting that Steve from Fusion attended he specifically said he was not willing to pay for any new product until he knew where the money or the offsets would be coming from since this was not in the budget.
· Council Vice President Williamson asked if we have a contract with Fusion. Ms. Suvajian replied yes. She said the savings were to be reflected in the new fiscal year budget.
· Councilman Licciardi stated we’ve had more odor complaints then we’ve ever had before and if we’re paying $50,000 per year we should have much less odor complaints.
· Mr. Geremia said their product was supposed to help us save money in the amount of chemicals we use in the scrubbers but there really is no guarantee.
· Councilman Licciardi asked about the contract we have with Fusion. Ms. Suvajian said it’s an agreement and we can cancel it at any time.
· Councilman Licciardi asked where the money to pay Fusion from February through June came from. Mr. Chapdelaine stated we had one company that was odor neutralization which is like a perfume that helps mask the smells. We are stopping with that product and replacing it with Fusion’s product. This will help to create less hydro-sulfide in our tanks and our lines which will help preserve the life of the equipment. We also have five scrubbers which we have not turned on all season so we’re saving on the chemicals normally used in the scrubbers.
· Council Vice President Williamson said she also understands the price of chemicals has gone up but she doesn’t think they ever agreed to Fusion coming on board. Ms. Suvajian said she will have Candy send the February meeting minutes to everyone.
· Councilman Licciardi said this should’ve gone before the Sewer Commission and it didn’t. Ms. Suvajian stated we can cancel with them at any time.
· There was some additional discussion about Fusion’s process and how it saves on chemicals and other information received by the company.
· Council Vice President Williamson said the issue is this wasn’t approved by the Sewer Commission and is it even a worthwhile vendor. It seems in the last six months we’ve had a heck of a lot more odor complaints.
· There was some additional discussion regarding the Fusion timeline and whether or not it was put into the FY22 budget. There was also a brief review of past meeting minutes where Fusion Odor Control was discussed. Councilman Licciardi asked that this matter be put on the next Sewer Commission agenda.
· Councilman Licciardi and Council Vice President Williamson asked that a cost benefit analysis be done and asked if it is worth it to continue using Fusion at this time. They feel the company hasn’t been as transparent as they should’ve been and management didn’t do what they should’ve done. Mr. Chapdelaine said he would like to keep using Fusion for now because we’re in permit season. He would like to wait till next month so he can look at the numbers and get some more information.
· FY22 Year-to-date operating and debt expenses as of August 31st totaled $2,183,147 which is 23% of the annual budget.
· FY22 Sewer Use and Sewer Assessment Revenue collected as of August 31st totaled $2,503,957 of which $9,836 represents interest.
· Cash and Investment balance as of August 31, 2021 will be reported at the next Sewer Commission meeting.
· We currently have two bids out. One for Industrial Storage Units and one for the Kent County Water Meter Chamber. Both are in the Capital projects.
· Councilman Licciardi asked if anything has been done with the inventory. Mr. Chapdelaine replied he’s waiting for the storage units to come in.
· Councilman Licciardi asked where we stand with the private pump stations. Mr. Geremia said the list has been created and he asked if we have billed out the private pump stations. Ms. Suvajian replied no, she doesn’t have all the owners of the pump stations yet.
· There was some discussion about the annual private pump station fees and what they are for.
· Councilman Licciardi asked why we haven’t been charging these fees all along. Mr. Geremia stated it’s been very difficult pinning down the actual owners of these pump stations.
· Council Vice President Williamson stated we know the owner of the pump station for Texas Roadhouse (Showcase Cinemas) but we’re still not billing them.
· There was further discussion about the difficulties with billing private pump stations such as condominiums.
· Councilman Licciardi and Council Vice President Williamson said to send bills out to the pump stations we do have addresses for and asked what the annual fee is. Mr. Geremia replied $1000.
Significant Industrial Users
· Noramco, Amtrol and Warwick Ice Cream all submitted their self-monitoring reports and all were in compliance.
Private Wastewater Treatment Facilities
· At Marketplace Center we found a collapsed line. The property manager is in the process of facilitating the repairs.
· We’re working with the Showcase Cinemas to clean the line. They are still working on a procedure to inspect the force main which hasn’t been done in a while.
Food Service Inspections
· Bright Star was inspected due to a change in ownership.
New Connections
· Construction was completed at JP Morgan Chase in Warwick.
· Construction was completed at Tiogue School in Coventry.
Plan Reviews
· Plans were reviewed for Dunkin Donuts in West Warwick.
· Plans were reviewed for 1180 Tiogue Avenue in Coventry.
Other
· We’ve been working with the engineer for Paul Aprin Van Lines at 99 James P. Murphy Highway. They are subdividing this facility.
· During inspection at House of Liquors on Quaker Lane we found that 555 Quaker Lane was also connected to this lateral. We are working with both owners to resolve this issue.
· We are reviewing applications for R.I. Vinyl and Detailed Granite Surfacing going in at 3 Bridal Avenue. Council Vice President Williamson asked if we are still struggling with the owner(s) at this location. Mr. Geremia replied, no they are now working with the building department for the general plumbing. As for these two businesses that are going in, we are still in the application process. They both require revised applications but they have not submitted them yet so it’s holding up the approval process
· Mr. Geremia stated the Centrifuge has been completed but we still need to deal with the Screw Conveyor Change Order.
· Mr. Chapdelaine stated the repaired pump should be here by the end of the month, he doesn’t know the status of spare pump that was ordered.
· Councilman Licciardi asked if this is the pump from Aqua Solutions. Mr. Chapdelaine replied yes, we are repairing one and we are buying a new one. The new one won’t be in for at least six months.
· Mr. Geremia said he doesn’t know why this is still on the agenda, there is no money in the Capital budget for it this year.
· Councilman Licciardi said the report they received states if this repair work isn’t done there is going to be a washout. He wants to know if this is an emergency. Mr. Geremia said he can’t verify that report, he needs to inspect the location.
· Councilman Licciardi stated Charlie Lombardi and Gene Schwab did inspect it and verified that it needs immediate attention. He wants to know for sure if this needs to be done immediately of if it can wait.
· Mr. Knott stated he has this item on his list for the American Rescue Plan because it meets the criteria which is, water improvements, sewer infrastructure improvements and broadband.
· Mr. Geremia stated he will get a better assessment from his staff.
· Council Vice President Williamson said they received this report a year ago and it still hasn’t failed so it must not be an emergency.
· This topic was not discussed. Mr. Knott suggested everyone review this matter individually then set up a separate meeting to discuss it. Council Vice President Williamson recommended having this meeting before the Sewer Commission meeting on 9/21/21. Ms. Suvajian said she will coordinate with everyone via email to set up this meeting.
· Mr. Geremia stated they budgeted $167,000 for the screw conveyors for this fiscal year but the number came in higher. Partly because they want to stay with the same screw manufacturer, partly because the cost of steel has gone up and partly because he didn’t anticipate the cost of the dumpster structure underneath the conveyor and the electrical work. The additional cost will be $33,000.
· Councilman Licciardi asked if there is a place in the budget to get 100% of this money. Ms. Suvajian stated it’s too early to know that. Mr. Geremia said we are scheduled to buy two Primary Clarifiers this fiscal year but we can set up the bid to pay for one this fiscal year and one next fiscal year.
· Councilman Licciardi asked what the need is for the Screw Conveyors. Mr. Geremia replied, right now they are working but if they need to go to Centrifuge #2, all the configurations and conveyors have to physically be moved over.
· Council Vice President Williamson asked what is budgeted this year for the Primary Clarifiers. No one was sure then several people asked questions and made suggestions talking all at the same time.
· Mr. Knott said he can see if this would fall under the sewer infrastructure improvements. Mr. Geremia said the cleaning of the Maisie Quinn line to access the easements is in the budget and would fall under the infrastructure.
· Mr. Geremia stated we should hold off on doing anything with the Screw Conveyors until we get the bids for the Kent County Meter because material costs have gone through the roof.
· Mr. Geremia recommended tabling this topic until October’s meeting.
· Mr. Knott stated he and the Finance Director are still working with the state regarding how to spend the money. He hopes to have more answers at the next meeting.
· Mr. Chapdelaine stated this company’s plan is similar to composting. We would have to rent or build a building somewhere, haul our sludge there to be dried out then haul it somewhere else for disposal. Financially, it would not be good for us.
· Ms. Suvajian this would stop delivery to the Landfill but we would need to put an incinerator somewhere.
Council Vice President Williamson asked why we stopped compost. Ms. Suvajian replied the smell. Mr. Geremia said also DEM regulations.
· Mr. Chapdelaine stated we budgeted $35,000 in the Capital budget for a vehicle. The state MPA was just over $28,000 so we’ll be saving approximately $7,000 in the Capital budget.
· Council Vice President Williamson asked if it is really necessary. Mr. Chapdelaine stated we got rid of the dump truck, a Ford Explorer and a utility truck so we’re down a couple of vehicles right now.
· Council Vice President Williamson asked if it was sold through the new process and if the money went back to the sewer plant. Ms. Suvajian replied yes, the Finance Director will credit it to the sewer department.
· Mr. Chapdelaine stated we budgeted $80,000 in the Capital budget to repair one boiler and replace another. We’re replacing one we’ve had prior to 2010 using a state MPA. The cost will be approximately $43,000. The repair will cost under $20,000 and we budgeted $37,000 for that so we’ll be saving money there.
This topic was discussed first instead of last.
· Mr. Geremia stated the Town Council acting as a Sewer Commission was developed in the 50’s or 60’s and then the ordinances and utility standards were developed. The Sewer Subcommittee was originally developed because at that time the Sewer Department owed the Town $15,000,000 (which was actually $5,000,000). They added the debt service to the sewer bills and within five or ten years this money was paid back. He said the second reason for the Sewer Subcommittee was to discuss and take care of all the little things that the Sewer Commission didn’t need to hear about and to make their recommendations.
· There was a brief discussion regarding Covid-19 and essential personal.
· Councilman Licciardi stated no one has really known what the roles were supposed to be. He said the Council needs to be involved and informed about major issues throughout the Town because the Council gets all the phone calls. It’s very embarrassing when someone calls about a problem that I know nothing about.
· Mr. Knott stated that’s difficult from an operational perspective. He has implemented getting weekly reports of the highlights for the week from the department heads. He said our Council is much more involved in operational aspects than other communities.
· Councilman Licciardi said he just wants to know about anything out of the ordinary.
· Council Vice President Williamson gave an example of the employee Covid-19 absences. She said there needs to be more communication from every department.
· Councilman Licciardi left the meeting.
None
A motion to adjourn the meeting was made by James Geremia and seconded by Councilwoman Williamson. All in favor, none opposed.
Please refer to audio recording for detailed information.