CHADDS FORD TOWNSHIP SEWER AUTHORITY

MINUTES

July 22, 2008

Meeting No. 225

 

The 225th meeting of the Chadds Ford Township Sewer Authority was held on this date in the Chadds Ford Township building.

 

Present: Chairman Keith Klaver, Vice-Chairman/Treasurer Marc Altman, Secretary Paul Koch, Member Roland Martin. 

 

Also attending were J. Michael Sheridan, Esq., Authority solicitor; Joseph DiMatteo, Delcora foreman; Evan Andrews, Authority engineer; and Mary J. Walter, asst. secretary/asst. treasurer. Miguel Gutierrez of Siemens Corporation was an invited guest.

 

Chairman Klaver called the meeting to order at 7:00 p.m.

 

ANNOUNCEMENTS: Mr. Klaver reported that he and Mr. Martin have met with Siemens representatives several times while they were based at the Ridings Plant the week of July 15.

 

MINUTES: The minutes of the June 17, 2008 meeting were approved on a motion by Mr. Altman and a second by Mr. Martin.

 

PUBLIC COMMENT: None

 

DELCORA/RIDINGS WASTEWATER TREATMENT PLANT:

Mr. DiMatteo reviewed his written report.

1.      No violations were reported for the month of June.

2.      The Ridings chlorine pump failed on July 7.

3.      There is a concern with a possible treatment issue. When the wastewater temperature increases to more than 70 degrees, the chlorine in the small contact tank is not reactive enough to kill the pathogenic bacteria. Mr. DiMatteo and Mr. Andrews proposed a solution of separating the chlorine in to two tanks. That solution will be tested this week. This is a seasonal issue; it was noted last year as well. When the wastewater temperature decreases again, the issue will be minimized.

4.      The creek and cascade are monitored weekly. The creek and cascade were cleaned June 11 for the first time in 2008.

5.      Aluminum sulfate was not added to the Ridings plant process from June 9 through July 18. Eliminating the aluminum sulfate did increase the phosphorus content, which will be a permit requirement in 2009.

6.      Spares for the filter feed, chemical feed, influent, and motive pumps are at the plant.

 

 

 

Chadds Ford Township Sewer Authority

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7.      Mr. Altman asked if the sludge “age” has stabilized. Mr. DiMatteo reported that DELCORA has been following recommendations from Pennoni regarding the “age” of the sludge.  The age of the sludge has been maintained at the target of 2200 milligrams per liter. If there is more flow, the wasting of sludge may need to increase.

 

ENGINEER’S REPORT

Mr. Andrews reviewed his written report. Mr. Gutierrez commented on some of the items in the report.

  1. The retrofit of the disc filter has been completed. Cracked filter boxes in the disc filter allowed solids to pass through. All 42 of the filter boxes cracked. Mr. Gutierrez reported that Siemens engineers completed a thorough inspection of the disc filter. Siemens is now trying to determine if the filter boxes were from a “bad batch,” if there is a design issue, or if there was a lack of quality control in the Chinese plant that created the mold for the filter boxes. Siemens is trying to simulate the effect, but the filter boxes are not cracking at the same place during the simulation. Mr. Gutierrez noted that Siemens has replaced the original filter boxes with new filter boxes, which were reinforced with a stiffener in the center of the filter boxes. Mr. Andrews noted that the replacement manually-installed filter boxes had hairline cracks in them as well when shipped. All the filter boxes will be replaced again in five or six months with “the next generation” of filter boxes.

 

Mr. Koch expressed concern about the inspection process for determining if the new filter boxes also are defective. He asked if incurring a violation would be the only determinant of whether the filter boxes are performing as expected.  Mr. Gutierrez said that the “caps” of the filter boxes can be removed and the boxes can be inspected easily at any time. Mr. DiMatteo requested that a Siemens representative return to the Ridings plant in a reasonable period of time to re-inspect the filter boxes.  In the meantime, DELCORA will continue daily water core sampling of the effluent box. If there are solids passing through, that may indicate a problem with the filter boxes.

 

Additionally, Mr. Andrews reported that of the 84 fabric panels, at least six of them had visible tears in them after only four months in service. Mr. Gutierrez said that many of the tears are attributable to the handling of the panels during installation, removal, or retrofitting. He added that Siemens must change its operating procedures for installation at the Siemens shop and maintenance in the field. He also noted that it is possible that the fabric panels could be compromised during the breaking of the filter boxes from water pushing the panels apart. One of the tears was actually a burn that is suspected to have occurred during shop fabrication of the filter.

 

Chadds Ford Township Sewer Authority

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Mr. Martin asked if similar issues to those with the Ridings disc filter have been reported at any other installations. Mr. Gutierrez reaffirmed that the problems with the filter boxes and the fabric panels have been reported only at Ridings.  He confirmed that there are three other installations running with water, including a pilot disc filter at Siemens that is using actual wastewater and activated sludge for over a year.

 

Mr. Klaver said he was pleased with Siemens response over the past week and weekend, but that he was frustrated that it had taken as long as it had to identify a defective product, since Siemens initially had “pointed fingers” at the plant processes. He further noted that the Authority has incurred expenses that were not anticipated due to the failure of the disc filter and that Siemens will be advised of what those expenses are. As well, he said the position of the Authority is that “something more than the normal warranty” should be provided.

 

Mr. Martin, Mr. Altman, and Mr. Koch all opined on Siemens design process, possible quality control issues in manufacturing, and the apparent ineffectiveness of the testing of the Siemens pilot filter. They also noted their concerns with how the ineffectiveness of the disc filter has had an impact on the Authority’s position with the DEP and on the conditions of the DEP consent order.  

 

  1. Siemens completed the retrofit of the floc tank as well. The positioning of the original floc tank was initially installed too high.

 

  1. Based on information provided by Delcora, Mr. Andrews reported that three times in June and early July, a high level alarm has sounded at the Eckman pump station. Also dark wastewater with high solids and CBOD content has been observed coming into the treatment plant. Mr. DiMatteo noted that by the time the alarm sounds and the wet well fills, approximately 40 minutes may have passed, so determining the location of the dumping is not probable. The influent coming into the treatment plant can negatively affect TSS and CBOD treatment.

 

The Board agreed to meet with Mr. Andrews to identify manholes that feed into each pump station. Mr. Altman and Mrs. Walter will draft a letter to be sent to all users of the Ridings plant. The letter will ask for their help in determining the location of the manhole where dumping may be taking place, and explain the impact on the Ridings collection system. (Subsequently it was determined by Delcora that the alarms at the Eckman pump station were probably set off by a defective pump and associated electrical issues.)

 

 

 

Chadds Ford Township Sewer Authority

Minutes Of The Meeting Of July 22, 2008

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  1. Mr. Andrews reported on the progress of the surcharging corrective action plan and the rewriting of the Part II permit.

 

  1. The punchlist for the Turners Mill plant has been updated. Mr. Andrews noted that the plant has yet to meet permit requirements. The current operator cites the inconsistency of flows as the reason for the non-compliance. He noted that several changes requested by the Authority would not be made by Toll Brothers because the requested change items for the plant were accepted and approved by the Township and the former Authority Engineer. The Authority is particularly concerned with the wastewater fine screening. Mr. Andrews believes that the screening will not work effectively when the plant is running at full capacity. Mr. Martin and Mr. Andrews agreed that there are some “post-dedication enhancements” that will need to be budgeted for by the Authority. Mr. Martin will meet with Mr. Jensen to review possible solutions to the “aesthetics” of the discharge chute and the view of the plant from the highway.

 

  1. The Turners Mill plant is now accepting flows from the new Painters Crossing pump station. Mr. Andrews reaffirmed his position that the Turners Mill plant should not accept the remaining liquid from the tanks at the Painters Crossing plant. Painters Crossing and Applied Water Management need to determine an appropriate site for where that remaining waste will go.

 

  1. Mr. Klaver reviewed the process for the Authority’s acquisition of the Turners Mill plant and the funding of the Pennvest loan that will finance the Authority’s purchase of the plant. On a motion from Mr. Altman and a second by Mr. Martin, the Board authorized the appropriate designated officers of the Board and the appropriate Authority advisors to execute any documents required to the complete the Pennvest loan process.

 

 

SOLICITOR’S REPORT:

  1. Mr. Sheridan reviewed the addendum to the Turners Mill operations agreement that designates Delcora to provide 24-hour emergency service for the plant and the collection system. On a motion from Mr. Klaver and a second by Mr. Koch, the Board authorized Mr. Klaver to execute the addendum to the agreement regarding 24-hour emergency service for the Turners Mill plant and the collection system. The addendum is identical to the emergency services provision in the Ridings operations contract.

 

 

 

 

 

Chadds Ford Township Sewer Authority

Minutes Of The Meeting Of July 22, 2008

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  1. The Board discussed the proposed professional services agreement for an on-call contractor to respond to “after hours” emergency calls by users of both plants and specifically to determine if the issue is the responsibility of the CFTSA or an individual property owner. If it is the Authority’s responsibility, the contractor will fix the problem or notify Delcora. If it is the property owner’s responsibility, the contractor will advise the property owner.  Additionally, if the issue is to be determined to be the responsibility of the property owner, that owner can either

engage the “on-call” contractor to complete the work or engage a contractor of the

property owner’s choosing. However, the property owner will be billed for the on-call contractor’s initial response to the emergency call. A letter outlining the emergency call process and a list of contractors would be sent to all users.

 

Mr. Koch expressed concern about the Authority’s possible liability should the contractor not complete work for the property owner satisfactorily. Mr. Altman asked if the contractor would be required to provide documentation to the property owner clarifying that he is not a representative of the Authority and that the Authority has not endorsed the contractor to complete the work for the property owner. And, further, what if the property owner disagrees that the issue is the property owner’s responsibility?

 

Mr. Andrews clarified that, per DEP regulations, the Authority’s responsibility is from the shutoff valve at the curbstop to the main pipe that connects the property to the collection system. Also Mr. Klaver pointed out that, based on historical experience, the Authority would expect only two or three emergency calls per year.

 

Mr. Sheridan noted that the agreement specifies that property owners may select any contractor they want to complete the work; however, there is no provision that the contractor must state that fact to property owners. The Board discussed if a provision should be added to the agreement specifying that the “on-call” contractor must inform property owners that they may select any contractor to complete the work; and if the letter sent to property owners should include a sentence that the Authority does not endorse the on-call contractor to complete work for any individual property owner.

 

The Board authorized Mr. Klaver to discuss the proposed agreement further with the prospective on-call contractor and to report back at the September Board meeting.

 

 

 

Chadds Ford Township Sewer Authority

Minutes Of The Meeting Of July 22, 2008

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  1. The Board has received a letter from a Ridings Way resident who disagrees with the Board’s interpretation of the Township ordinance that requires the removal of the septic/holding tank on the resident’s property. Mr. Sheridan noted that the ordinance specifies that the Authority can authorize a contractor to remove

the septic/holding tanks and then rebill the property owner for the removal. The Authority also could file for a mandatory injunction to compel the property owners to remove the tanks, but would have to prove to the court that there is “immediate, irreparable harm.” Mr. Sheridan will review the ordinance to determine if the Authority has the ability to fine the property owners.

 

Mr. Klaver reported that only four properties have been identified as still having the septic/holding tanks. Previously, as many as 20 were expected to have tanks.

 

The Board directed Mr. Sheridan to respond to the resident that the compliance date has passed and that remediation is expected; and to write 10-day letters to the other property owners.

 

Mr. Koch recused himself from the discussion of Solicitor’s Report item number 3 as indicated in the minutes.

 

TREASURER’S REPORT:

  1. Mr. Altman reported that the 2007 audit has been completed. There were no significant adjustments to the Authority’s financial records. The balance sheet for June does not include the audit adjustments/journal entries for accumulated depreciation.

 

  1. Mr. Altman and Mrs. Walter are discussing options regarding the merging of the financial records for the Ridings and Turners Mill plants in QuickBooks in anticipation of the Authority’s acceptance of the Turner’s Mill plant.

 

  1. Mr. Altman noted that the Authority did not receive a financial contribution from the Township for 2008. Despite that, the Authority’s operating loss is approximately $40,000.00. The loss is attributable primarily to incremental expenses for the monitoring of the disc filter. Mr. Martin asked if those expenses have been noted on the financial statements. Mr. Altman noted that those expenses have not been segregated in the financial reports, but they can be for the next meeting. The expenses include additional chemicals, engineering fees, and legal charges.

 

 

 

 

Chadds Ford Township Sewer Authority

Minutes Of The Meeting Of July 22, 2008

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  1. On a motion from Mr. Klaver and a second by Mr. Koch, the treasurer’s report and the accounts payable report including monthly bills of $28579.60, debit card purchases of $260.00, ACH payments for Verizon and PECO of $2090.42, ACH payment for the Sovereign Bank loan $6378.69, ACH interest payment for the DVRFA loan of $448.49, payroll of $1413.74, payroll liabilities of $1146.50 for the second quarter of 2008, and QuickBooks charges for May and June of $209.10 were approved.

 

5.      Mr. Martin and Mr. Andrews reviewed Delcora’s capital improvements list previously submitted to the Board and recommended funding priorities.

 

On a motion from Mr. Altman and a second by Mr. Martin, the Board approved $1750.00 for the purchase of 6-inch SBR decant butterfly valves and $500.00 for tide flex valves.

 

On a motion from Mr. Altman and a second by Mr. Koch, the Board approved up to $4000.00 for the purchase and installation of a chain link fence around the Woodland Pump Station. 

 

On a motion from Mr. Altman and a second by Mr. Koch, the Board authorized Mr. Andrews to research pricing for a refrigerated composite sampler; and the expenditure of no more than $5000.00 for the refrigerated sampler subject to the final approval of Mr. Martin and Mr. Andrews.

 

Mr. Andrews noted that Delcora has requested funds for automatic sludge wasting modifications to Ridings. The cost for the controls is $27,926.00, which does not include installation and other needed equipment. Sludge wasting is now done manually on-site about twice daily and is very time-consuming. The labor cost is included in the Delcora contract. Delcora also requested consideration of a chemical feed pump, which would improve sludge hauling costs as well.

 

Mr. Klaver noted that the former engineer had begun preliminary planning for a backup generator and/or transfer switch. Mr. Andrews was asked to review the information.

 

OLD BUSINESS:

1.      Mr. Klaver reported that Parkside Associates will be billed 4 EDUs for the Ethan Allen property.

 

2.      Mr. Klaver reported that he has requested clarification of some of the charges for the Part II Permit from Yerkes Associates.

 

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3.      Mr. Klaver reported that the tapping fee has been received from RD0011.

 

NEW BUSINESS:

1.      On a motion from Mr. Koch and a second by Mr. Martin, the Board pre-authorized the approval of payment for the August bills. The bills will be reviewed at the September meeting.

 

2.      At 9:40 p.m. the Board convened an Executive Session. The Board adjourned the Executive Session at 11:40 p.m. and reconvened the public meeting. Mr. Klaver announced that the Board discussed potential litigation, the Ridings disc filter, and further communication with Siemens representatives.

 

On a motion from Mr. Altman and a second by Mr. Koch, the Board authorized the Authority chairman, with the support and advice of the Authority counsel and the Authority engineer, to finalize the consent decree with the DEP under the terms discussed during the executive session. 

 

ADJOURNMENT:  The meeting was adjourned at 11:55 p.m. on a motion from Mr. Altman and a second by Mr. Klaver.

 

Respectfully submitted,

Mary J. Walter, Asst. Secretary/Asst. Treasurer