Sanitary 07-21-16 - city of buckhannon

STATE OF WEST VIRGINIA, COUNTY OF UPSHUR, CITY OF BUCKHANNON, TO WIT:
A regular meeting of the Buckhannon Sanitary Board was held in City Council Chambers at 70 East
Main Street on July 21, 2016 at 4:00 p.m. The following persons were present:
Mayor
City Recorder
Acting City Administrator
Board Member
Board Member
City Engineer
Sanitary Supervisor
Sanitary Department
David McCauley
Richard Edwards
Amberle Jenkins
Gene Frye
Phil Loftis
Sam Ludlow
Erasmo Rizo
Buck Samples
Present
Present
Present
Present
Present
Present
Present
Present
Meeting Agenda Posted 07-18-16
City of Buckhannon Sanitary Board – 4:00 pm in Council Chambers Meeting Agenda for
Thursday July 21, 2016
A.
CALL TO ORDER
B.
RECOGNIZE GUESTS
C. CONSENT AGENDA
C.1 Approval of Minutes – June 16, 2016 Sanitary Board Meeting
C.2 Financial Report
D.
DEPARTMENT REPORT- Erasmo Rizo
D.1
WESTON ROAD SEWER EXTENSION - Clearing ?
D.2
TENNERTON FLOW METERS – Delivered
D.3
EMERGENCY POWER – Application submitted
D.4
CLARIFIER PAINTING – In house
D.5
VEHICLES
1. P0 – Not allowed off plant site.
2. Ras vehicle – Prices, specs
3. Rubber tired hoe – Found excellent replacement
D.6
COLLECTION SYSTEM
1. Franklin St – Service connections
2. Lynn St – MH repair
3. Spring Street – Progress
4. Southern States - Tap
5. Renny Hall – Boggess St
6. Greg Phillips, Brushy Fork
7. Lightburn/ Latham Alley
D.7
1.
2.
3.
4.
PLANT
Tests
Control bldg. heating system – Ready for installation
Decant tank – Current work complete
Sludge removal
E.
Correspondence
1. Rate increase passage notification to the Public Service Commission
2. DEP Compliance inspection report of the Combined Sewer Overflow system
3. DEP SPILL ALERT follow up letter
F.
Strategic Issues for discussion and vote
G.
Board Members Comments and Announcements
H.
Mayor’s Comments and Announcements
I.
Adjournment
POSTED 07-18-2016
Noting that a quorum was present called the meeting to order at 4:00pm.
Minutes: The Mayor asked if there were any additions or corrections from the June 16, 2016
meeting.
Motion [Loftis/Frye] to Accept the minutes of the June 16, 2016 meeting as submitted
without corrections or additions. Motion passed unanimously.
Financial Report:
 Acting City Administrator Jenkins presented the financial report as of June 30, 2016. She
explained concerns about the expenditures over revenues since last report. She passed out
and briefly discussed the revenue and expenditure report as submitted. There was an
overdraft for the June accounts. She then discussed the balance sheet and the cash reserves,
CD’s, and checking in money market account.
 Discussion was had about alternatives from using/cashing CD’s to make up any differences.
The General Fund was an option discussed to help finance the Department until revenues
from rate increases flow into accounts. Rate increase revenues are not anticipated to begin
until Sept/October. She discussed the requirements of the PSC on 1/8 Operation and
Maintenance reserve requirement for utilities. According to Mrs. Jenkins the Sanitary
Department should be based upon 1.386 million. 1/8th of that amount is (est.) $172,000 into
a reserve account.
 She had discussions with our bond attorneys (Steptoe & Johnson) regarding refinancing of
the current bonds. Steptoe suggests a savings of $87k if refinanced. Discussion was had
about the advantages and disadvantages of their proposal. Mrs. Jenkins has had discussions
with Steptoe and Johnson and has a call set up for tomorrow, Friday 7-22-16 to discuss
questions she has regarding the refinancing. She will report back at the next meeting.
 Mrs. Jenkins passed out the Statement of Cash flows. No discussion, just FYI information.
 Mrs. Jenkins discussed an outstanding invoice(s) with the Tennerton PSD. (2 months in
arrears). Mayor will send a correspondence the Upshur County Commission to discuss PSD
concerns.
Discussion was had about any new revenue generating project for the department. Discussion was
had about financing of any new purchases of equipment. Discussion was had about Mon. Power
utility rate increase. The electricity billing has increased in all departments. After further discussion
and upon,
Motion [Frye/Loftis] to Approve the financial report ending June 30, 2016 as presented.
Motion passed unanimously.
Department Report:
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Weston Rd. Sewer Extension:
Mr. Rizo explained and discussed current meetings and plans in regards to a future project
on the Old Weston Rd. Discussions are ongoing with the parties involved. Mr. Rizo discussed
preliminary clearing and plans to facilitate the future project. Initially such as clearing trees,
brush, along the right of way to show that the city is preparing to begin such a project. He
will report back at the next meeting with any new developments.
Tennerton Flow Meters:
Mr. Rizo discussed the installation of the flow meters for the Tennerton PSD. Delivery and
installation have been completed. The electrical needs hooked up, and meters calibrated.
Tennerton PSD is aware of the schedule and plans according to Mr. Rizo. The objective is to
be able to track and monitor the usage of the PSD for 6-12 months.
Emergency Power:
Mr. Rizo discussed the grant application for the emergency generator project and its
submittal to FEMA.
Clarifier Painting:
Mr. Rizo discussed the contracting of the project. After further research and few quotes, it
was determined that the project could be done “In-House” by the department as was done
previously. Mr. Rizo believes that with Buck Samples leading the project as he did the last
time, substantial savings would be had. He also discussed the safety of personnel for using
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and completing the project. Upon further exploration and details required the Mayor and
Mrs. Jenkins will explore the financial means to fund for the materials required for project.
Vehicles:
Mr. Rizo briefed the Board on vehicle “P-0” in fleet. Upon repair estimates, it is actually
cheaper to consider replacing as opposed to repairing the vehicle. The vehicle has been
retired from fleet service and is relegated to the plant facility.
Discussion was had about the specs for a vehicle Mr. Rizo will drive. Mr. Rizo submitted the
specs and quotes from Jenkins Ford, and the State Bid to Stephens Auto Center.
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Mrs. Jenkins suggested that the Board and Department consider looking at purchasing such
a vehicle until rate increase revenues begin. After further discussion and upon,
Motion [Frye/Loftis] for Mr. Rizo to prepare the advertising for a new vehicle
according to the specifications submitted. Motion passed unanimously.

Discussion was had regarding the “Case” needs. The machine is in need of substantial
repair. Mr. Frye and Mr. Rizo have investigated a back hoe that may be a great deal to pass
up for a replacement. After further investigation and discussions it is believed that this
piece of equipment could and would be a benefit for the Department. Discussion was had
about the individual seller, condition of equipment, future maintenance, and expected
length of service remaining on used equipment. The mayor enquired about a down payment
to hold the equipment. After further discussion and upon,
Motion [Frye/Loftis] to approve negotiations up to $29,000.00 for the purchase of the used
backhoe. Motion passed unanimously.
Collection System:
 Franklin Street project and “joint head” concerns were discussed. Meadow St. is also
affected by the lines of concern. Repairs needed on the street and a line that runs under a
residence could complicate issues. Further exploration and planning is underway. Could
develop into a project that is much desired for future services and upgrades.
 Lynn Street had a manhole repair made. Preps made for the street department.
 Spring Street project is completed. A few issues remain a concern and future projects
should be considered towards Main St. lines.
 Southern States (Weston Rd) tap project is underway. The tap required is a bit longer than
normal. Could be considered an extension. Unique project for this business development.
 Greg Phillips property for a Main Line extension is in the planning stages.
 Renny Hall sewer concerns have been explored. It appears a sewage line was placed there
and unrecorded in the Department many years ago. This is the cause for the flooding on his
property. The issue has been temporarily corrected. But there may be a need for a
sewer/storm project needed in future to permanently resolve.
 Lightburn/Latham Alley has sewers that run across these properties. Exploration is
needed to resolve the issue. Could possibly need a “relay” in sewage system to resolve.
Plant:
 Mr. Ludlow reports that the testing at the Plant is good and within acceptable limits.
 Mr. Rizo reports that the heating system for a building planning has been completed. The
equipment has been delivered and ready for installation.
 Mr. Rizo reported on the repairs and refurbishing of the Decant tanks at the plant. They are
particularly interested in the concrete around the joints. There may be seepage and mineral
deposits in those areas. He will report back with any details.
 Mr. Rizo discussed the current semi-annual sludge removal process. He estimates over 40
truck loads removed and delivered to interested parties.
Correspondence:

Public Service Commission notification about the sanitary rate increase approval. FYI
item as required by WV State Code.

DEP Compliance report on CSO’s. FYI item.

DEP Spill Alert letter. Mr. Rizo explained the process if a spill occurs at the plant. He
explained that during heavy rain events that a minor spill may occur. In this case very
minimal and never left the property. The process used to require a phone call contact and
no follow up. The requirements are now:
1. Phone call to DEP.
2. Follow up letter.
Board Comments:
 Mr. Loftis asked questions regarding the spill alert process to the DEP.
Mayor Comments:
 Mayor discussed the passing of Mr. Frank Williams and his long commitment to the Sanitary
Department. He was much appreciated by the Department and citizens for his commitment
to the community.

Mayor discussed his hopes that the different Boards of the City have meetings at the
different department sites. He suggests the Sept. 15, 2016 meeting to be held at the Sanitary
Plant. Will have placed on the Agenda for the Aug. Board meeting.
With no further business the meeting adjourned at 5:11pm.
Mayor David McCauley__________________________________________________________________
City Recorder Richard Edwards____________________________________________________________