2018 November – Board Meeting Minutes

DOWNRIVER UTILITY WASTEWATER AUTHORITY
NOVEMBER 8, 2018 MEETING MINUTES
Taylor City Hall City Council Chambers

1. Roll Call and Introductions
DUWA Chairman Rick Sollars (Taylor) called the meeting to order at 9:08 AM and asked for roll call to be taken. At the time of the Roll Call, voting representatives were in attendance from 9 communities: Belleville, Lincoln Park, Taylor, Allen Park, Riverview, Romulus, Southgate, Van Buren Township and Wyandotte. A quorum (at least 7 members) was present.

2. Approval of Agenda
Copies of the Agenda were made available prior to the meeting (Attachment 1). Motion by Vice Chair Bill Matakas (Allen Park) and seconded by Dustin Lent (Southgate) to approve the Agenda. Motion passed unanimously.

3. Approval of Minutes from October 11, 2018 Board Meeting
Copies of the corrected meeting minutes from the October 11, 2018 Board Meeting were distributed by email prior to the meeting (Attachment 2). Motion by Jim Taylor (Van Buren Township) and seconded by Roberto Scappaticci (Romulus). Motion passed unanimously.

4. Request to Consider 2019 Board Meeting Schedule
Chairman Sollars presented the proposed 2019 DUWA Board meeting dates (Attachment 3). The proposed schedule generally assumes the second Thursday of every month. However, January’s meeting date was deferred to the second Friday of the month to avoid a GLWA OneWater meeting conflict. Motion by Vice Chairman Matakas (Allen Park) and seconded by Dustin Lent (Southgate) to approve of the 2019 Board meeting dates. Motion passed unanimously.

5. Legal Update
DUWA’s Attorney, Jim Fausone, of Fausone Bohn, reported his team is working on a variety of post-closing matters, including the following: system transfer items with Wayne County’s attorneys; AON (DUWA’s Insurance Broker) regarding insurance evaluations considering the current insurance package and additional needs or system desires; Southgate-Wyandotte Drain Drainage District (SWRDDD) electrical bill splitting; and collection system easement issues that may require development of a broader easement due to incomplete existing records. Attorney Fausone also noted the Davis v Southgate litigation case, where Bodman was re-assigned to DUWA, is wrapping up. The financial settlement matter has been agreed upon, but payment has not yet been transmitted.

Fausone Bohn’s team provided the Board, support staff, and audience members a gifted coaster/tile to commemorate the system transition.

6. System Manager Update
System Manager Vyto Kaunelis, of OHM Advisors (OHM), provided a summary of System Manager items. Since the last Board meeting, OHM continued to spend more efforts with Veolia on planning for the future. DUWA will continue to work with Wayne County to complete the transition activities that are required. A summary of some of the more major transition and stand-up activities were provided. System Manager Kaunelis noted additional details on the items may be communicated at the future December 2018 Technical Committee Meeting:

• Transition Tasks with Wayne County:

o DUWA has been awaiting information from Applied Science, Inc. (ASI) regarding Riverdrive Interceptor inquires for Allen Park, Lincoln Park, and Ecorse; the inquires also include requests for hydraulic models. Since the ASI process for gaining approval from Wayne County was not moving forward, OHM elected to proceed with an as-needed contract with ASI to transfer the data. The contract was authorized under the System Manager’s $10k threshold per the DUWA Admin Policy.
o DUWA received the vehicles noted in the transfer agreement from Wayne County. Upon review of the fleet, Veolia indicated some of the vehicles they needed, others they did not, and they had a request for different vehicles for their collection system team. Veolia and OHM are trying to work on a vehicle ‘swap’ with Wayne County to meet the needs of the system. Wayne County indicated possibilities exist, but no further information has been shared at this time.
o SRF reimbursement procedures have been established, and DUWA’s Accountant is helping to make sure the reimbursement process is proceeding.
o While utility transfers was imagined to be a simple task, the transfer of the utilities has required more involvement.
o Electronic files have not yet been transferred to DUWA. Initially, Wayne County had a concern regarding confidentially issues, but the legal teams resolved this item. DUWA is in need of the files, especially as it relates to supporting Part 41 requests.
o MissDig coordination is pending. Wayne County does not appear to have a point of contact for this work. DUWA and Veolia are coordinating with MissDig and Wayne County on this matter.
o SCADA split is assigned as a 6-month period for transition from the existing centralized to a decentralized system(s). Wayne County has not yet developed plans to separate/split from the centralized system.

• DUWA Stand-Up Efforts

o Electrical repairs in process for Influent Pumping Station. Hubbell, Roth, and Clark (HRC) will present later in the agenda on this item.
o Deferred maintenance issues at Downriver Wastewater Treatment Facility (DWTF) continue to be uncovered and brought forward. Some items, such as Tunnel Pump rehabilitation, will be handled through DUWA’s annual budgeting process and others will continue to be brought forward to Board. A request for additional Critical Repairs will be brought forward by Veolia later in the agenda.
o An example of improved operations at DWTF is removal of a scrap metal roll off. Wayne County struggled with their processes to remove the roll off. Veolia was able to remove and will have the check issued to DUWA for the value of the metal.
o DUWA and Veolia will be meeting with MDEQ to establish communication and new working relationships. Our new MDEQ point-of-contact is Thomas McDowell.
o Asset Management Progress Report was submitted to the MDEQ on October 30. Veolia prepared a good report based on the transition work they had been doing and their standardized procedures.
o Monthly Operating Reports (MOR) are now being generated. The Board and Technical Committee members are asked to review and consider if it meets their needs. Ideas for improvement should be brought forward.
o Related to the MOR was a permit violation that was experienced in September 2018, which commenced right before system transition. A wet weather event occurred and caused solids washout into the secondary treatment system causing permit violation of a 7-day rolling average for total suspended solids (TSS).
o PFAS reporting is underway. The DWTF is generating final reports based on recent sampling of select industrial users.
o The team is establishing FOIA procedures, and is in need of Wayne County’s electronic files to progress this item further.
o Alkali sewer inspection was completed. The inspection confirmed what was previously known. No substantial change or deterioration has occurred since the 2012 inspection. While no change occurred, this is still a critical item to address. HRC is working on alternatives and a budget for the pending work. An update is expected by the December Technical Committee meeting.
o Veolia has provided their ’30 day’ Inventory and Status Update reports as required by their contract with DUWA.

7. Report on Influent Pump Station Emergency Electrical Repair
Tim Sullivan, of HRC, provided the Board with an update on the Influent Pump Station repair work. A ‘Status of the Substation Replacement’ memo was distributed for talking points and for the Board’s records (Attachment 4). Mr. Sullivan provided a brief history on the work, substation replacement efforts, and also financial and schedule impacts.

The project work is being completed under the current Weiss contract (Lab/Secondary/Headworks) for SRF Contract No. 5420-01; however, the electrical repair work is not SRF eligible. Based on project findings, a request for additional funds will be brought forth at a future Board meeting. The magnitude of the cost is not yet final, but is expected to be approximately $400,000.

A request for contract extension was brought forward via Change Order No. 4 (Attachment 5). The extension will allow Weiss to continue work under an active contract. The request is for $0.00 (no monetary change) and a project end date extension from November 30, 2018 to January 30, 2019. Motion by Rick Rutherford (Belleville) and seconded by Jim Taylor (Van Buren Twp) to approve Change Order No. 4. Motion passed unanimously.

8. Contract Operator Update
Kelly Irving and Jeanette Best, of Veolia, provided the contract operator update.

a. Monthly Monitoring Report
An example Monthly Operating Report (MOR) was provided in the Board’s pre-meeting package (Attachment 6). An updated staffing chart was also distributed (Attachment 7).

Ms. Irving reported the main issues Veolia is currently focusing on is solids handling and disposal. The DWTF’s solid handling units, which include the centrifuges and belt filter presses, are in need of repairs. A request for repair is provided later in the agenda. Additionally, the primary tanks are currently full of solids, and many of the tanks are not operational. Veolia has deployed a subject matter expert in solids handling to assist with review and development of approach to service the primary tanks and solids handling equipment.

The Board, Veolia, and DUWA’s Professionals discussed status of solids handling equipment, storage volumes, flow considerations, and sludge hauler routing considerations.

Veolia provided a handout to the Board showing ‘filled’ and ‘vacant’ employees per their staffing organization chart in the O&M contract. Veolia is actively working on filling vacancies at DWTF. There are offers on the table for nine (9) out of 13 remaining vacancies. The Board expressed the need for Veolia to staff up to contract requirements as soon as possible.

b. October 2018 Critical Repairs Status Update
An update to the October 2018 Critical Repairs was provided in the Board package (Attachment 8). Ms. Irving noted procurement of the equipment is underway, and that the repair for the grit system’s screw conveyor was a long-lead item.

9. Request to Approve Accounting Software Module
DUWA’s Accountant, Doug Drysdale (Riverview), of DNS Financial Services presented a request for approval for an accounting software module. The request for approval as provided in the Board’s pre-meeting package (Attachment 10). The module will assist with billing efforts and tracking of invoices. The module includes preventative maintenance, implementation assistance, and training.

The request is for services from BS&A Software in a not-to-exceed fee of $6,095.00 with an annual service fee of $970. Mr. Drysdale reported the pricing is in line with other accounting modules. Motion by Mark Kowalewski (Wyandotte) and seconded by Roberto Scappaticci (Romulus) to approve the purchase of the accounting software module. Motion passed unanimously.

10. Treasurer’s Report
DUWA Treasurer Jason Couture (Taylor) presented the Treasurer’s Report that was included in the pre-meeting packet. However, a revised invoice register was provided to the Board at the meeting for their consideration. The revised invoice included an additional $6,000 than what was in the version in the Board’s packet. The additional cost is associated with Weiss’s construction expenses related to the on-going construction project.

The Treasurer’s Report included the status of Community payments (Attachment 11) and an invoice register (Attachment 12). The invoice register included request for payment for 14 invoices for a total of $1,227,888.23. Motion by Mark Kowalewski (Wyandotte) and seconded by Dustin Lent (Southgate) to pay the invoices. Motion passed unanimously.

Mr. Kowalewski (Wayndotte) requested the Treasurer’s Report be updated in the future to include the following components:

• Contract Amount
• % Complete
• Projected Contract Completion Date
• Notes Regarding Overruns

11. Public Comment
There was no public comment.

12. Other Business
The following additional business was discussed:

• Rick Rutherford (Belleville) asked for an update on considerations for catastrophic insurance associated with the interceptor. Attorney Fausone noted this is an item the legal team is reviewing with AON. Additional discussion at the Board and Technical Committee levels will be completed.
• It was noted the December 13 meeting date may have a schedule conflict with a GLWA OneWater meeting. System Manager Lambrina Tercala (OHM) will reach out to the Board members to assess if a quorum would be achievable. If a quorum is achievable, then the meeting date will not be rescheduled.

13. Next Meeting Date: December 13, 2018 (9:00 AM; Taylor City Hall)

Chairman Sollars reminded the Board that the next meeting would be the Board Meeting on December 13, 2018 (9:00 a.m. Taylor City Hall).

14. Adjournment

There being no other business, Chairman Sollars announced that a motion to adjourn would be in order. Motion by Vice Chairman Matakas (Allen Park), seconded by Jim Taylor (Van Buren Twp) to adjourn the meeting. Motion passed unanimously at 10:22 AM.

Meeting Minutes Prepared by:
Lambrina Tercala, DUWA System Manager

Attachments

1. Meeting Agenda
2. October 11, 2018 DUWA Board Meeting Minutes
3. 2019 Proposed Meeting Dates
4. Update on Electrical Repairs (by HRC)
5. Change Order No. 4 associated with Secondary/Headworks/Lab SRF Contract No. 5420-01
6. Monthly Operating Report for October 2018 (by Veolia)
7. Update on Staffing Chart (by Veolia)
8. Critical Repairs Memo Update for October 2018 (by Veolia)
9. Memo re: Request for Critical Wastewater Treatment Equipment ($162k) (by OHM and Veolia)
10. Proposal for Accounting Software Module (by BS&A)
11. Update on Community Payments of Monthly Assessment
12. Invoice Register