REGULAR MEETING SEPTEMBER 17, 2008
The Arizona City Sanitary District Board of Directors held a Regular Meeting at 6:00 p.m., Wednesday, September 17, 2008, at the regular meeting place of 12922 S. Kashmir Road, Arizona City, Arizona.
Board Members Present: Richard Autry, David Campion, Joanne McKenzie, William Miller
Board Member Attending by Cecil Borboa
Telephonic Conference
Board Members Absent: None
Staff Present: Frank Andrews, Mary Boileau, Susan Versluis
Guests: Kelly Schwab, CGSUS; Randy Tirpak, Gary Neuman, Brown and Caldwell; Kim Allen, Resident; Gary Boileau
1. Call to Order: Chairman called the meeting to order at 6:00 p.m.
2. Welcome to Guests – Chairman’s comments: Chairman welcomed guests.
3. Update from Bosque Engineering regarding the status of the recharge facility: Bosque Engineering was not present, but staff reported that Leary’s Excavation had been hired to clear the weeds and rebuild the banks at the recharge site. Mr. Andrews reported that he would start sending water to the recharge on Monday, September 22, 2008.
4. Call for motion to convene into Executive Session pursuant to A.R.S. §38-431.03(A)(3) for the purpose of obtaining legal advice and/or for discussions or consultation with District’s legal counsel to consider the District’s position and instruct its representatives regarding the District’s Recharge Facility: No executive session called.
5. Discussion and possible direction regarding the Recharge project: No further discussion or direction. The facility should be ready to accept water on Monday, September 22, 2008.
6. Discussion and possible action regarding District Facility needs as prepared by Brown and Caldwell: Brown and Caldwell provided a list of treatment plant facility needs. Mr. Tirpak stated that they tried to document everything that is an issue to the operation of the plant. Brown and Caldwell are trying to resolve the issues in a proactive, organized way. Brown and Caldwell recommended the Board meet with their finance people to explore different funding opportunities in order to get all tasks completed.
Much discussion about what the biggest problems are and how much the Board would like to spend on the current plant and current technology. If the problem of the rags is resolved, many more operational issues will also be resolved. The top priorities are solving the rag problem and meeting with the financial people about funding opportunities.
7. Update regarding the Mesquite Grove Assisted Living Facility: The District has not received the plans from Mesquite’s Engineer, Kathy Mills. They have their vault in place, but did not have the District’s Engineers inspect it as directed. They are waiting for some kitchen appliances to be installed. Once that is done and Pinal County has inspected the facility, Mesquite can then obtain their State Accreditation.
Board does not want them to proceed any further with the vault until the District’s Engineers have inspected it. Brown and Caldwell need the plans (drawings) before they can do the inspection.
Motion made by Member Miller to instruct Mrs. Schwab to send a letter demanding cease and desists until Brown and Caldwell have the plans and the inspection of the vault has passed. Motion seconded by Member McKenzie. Vote – 5 ayes. Motion Carried.
8. Discussion and possible action regarding adopting revisions to the District’s Procurement Policies:
The District’s Attorney’s office took the current procurement policy and updated it to give the District more, updated, purchasing options. The new policy appoints the Office Manager as purchasing director for administration and office purchases and the Plant Supervisor as purchasing director for plant and operation related purchases. The purchasing director can make purchases that do not exceed $5,000.00. The Policy goes on to outline and explain the different purchasing procedures and when each one is to be used. Copy of Policy is available at the District’s Office.
Motion made by Member Miller to accept the Procurement Procedures with the changes discussed. Motion seconded by Member Campion. Vote – 5 Ayes. Motion carried.
9. Discussion and possible action authorizing the District Engineer and
District Attorney to proceed with a Request for Qualifications for solicitation of Job Order Contract(s) for work at the District Facility:
CGSUS and Brown and Caldwell are working together. CGSUS has received draft forms, contracts, and advertisements from Brown and Caldwell. CGSUS is reviewing the forms, etc and will change them to fit the needs of the District.
Motion made by Member Campion to authorize CGSUS and Brown and Caldwell to proceed with a Request for Qualifications for solicitation of Job Order Contracts for work at the District Facility. Motion seconded by Member Miller. Vote – 5 Ayes. Motion carried.
10. Discussion and possible action regarding direction for proceeding with repair and maintenance work at the District Facility through solicitation of Job Order Contract(s) for the following:
A. Modifications to existing Maintenance Building as per the recommendations of the geotechnical report
B. Upgrade electrical fixtures in the Headworks Building including relocating the bio-guard system
C. Construct vestibule outside electrical room door to prevent direct passage from headworks area into electrical room
D. Close off louvered openings from headworks room into blower room; add new louvers on east wall of building
E. Add hand railings around entire roof of SBR Tanks
F. Surface prep and re-coat steel beams spanning SBR equipment openings in roof
With the exception of Item F, which is underway, all items are pending the RFQ’s for Job Order Contracting.
11. Discussion and possible action regarding Opt Co., Inc. Change Order No. 1 to the original agreement for services dated July 24, 2008 adding repair work for SBR #2:
Motion made by Member McKenzie to approve Change Order No 1 to add repair work for SBR #2 at an additional cost of $13,563.00. Motion seconded by Member Miller. Vote – 5 Ayes. Motion carried.
12. General Plant Operational Update:
A. Plant Supervisor’s general operational update:
(1) General Report- Report on file at District Offices.
(2) Estimate received from Synagro in the amount of $6,100.00 to clean the “old” ditch for possible use when the pond liner is being repaired and/or replaced. Board will wait to get engineers recommendations before a decision is made.
(3) Estimate to cleanout the Septic liquid in the Grit chamber (Safety Audit identified item) – Estimate received from Synagro to clean grit chamber (old headworks) and dispose of waste provided the waste is not hazardous at a rate of $0.79 per gallon based on a minimum of 13,000 gallons. Mr. Andrews was instructed by the Board to have the waste tested to see what it is and if it is hazardous. Board will not approve having Synagro clean the grit chamber until the results of this test are received.
(4) Electrical repairs at the Brookside and Henness Road Lift Stations (Safety Audit identified items) – Received one proposal from Brutinel for $4,640.00 for electrical repairs at both lift stations. Mr. Andrews instructed to get a price to upgrade both panels to be weatherproof.
(5) Hatch covers at the Henness Road Lift Station (Safety Audit identified item) – These are in the process of being fabricated.
(6) Moving blower tube and hydraulic lines while SBR #2 is out of service – Brown and Caldwell suggested turning the blower 90% to take the pressure off the hose. They will look into the costs and feasibility of doing this.
(7) Safety Davit Arm Hoist and harnesses – on order
(8) Cutting hole in hatch covers for sampling safety – Looking into this or finding hatch covers that are made with a sampling hole.
(9) September influent, discharges and compliance status – Report on file at District Offices.
13. Administrative Update:
A. Office Manager’s general operational update
(1) General Report
(2) Status of Sewer Service Connection Permits
(3) August direct disbursements and transfers to the County
Report on file at District Offices.
14. Call for motion to convene into Executive Session pursuant to A.R.S. §38-431.03(A)(3) and (4) for the purpose of obtaining legal advice and/or for discussions or consultation with District’s legal counsel to consider the District’s position and instruct its representatives regarding the District’s Designated Management Area and annexations by the City of Eloy – No executive session.
15. Discussion and possible direction regarding meeting with the City of Eloy regarding the District’s Designated Management Area and annexations by the City of Eloy. Meeting is set for September 24, 2008 at 6:00 p.m. Location is the Arizona City Fire Station on Sunland Gin Road.
16. Call for motion to convene into Executive Session pursuant to A.R.S. §38-431.03(A)(3) and (4) for the purpose of obtaining legal advice and/or for discussions or consultation with District’s legal counsel to consider the District’s position and instruct its representatives regarding Reclaimed Water Reuse Agreement with the Arizona City Golf Course and related litigation: No executive session.
17. Direction or authorization regarding the Reclaimed Water Reuse Agreement with the Arizona City Golf Course and related litigation: No discussion or direction at this time.
18. Review and approval of Minutes:
A. Regular Meeting: September 3, 2008
Motion made by Member McKenzie to approve the minutes of the September 3, 2008 meeting as presented. Motion seconded by Member Campion. Vote – 5 Ayes. Motion carried.
19. Call to the Public: Mr. Allen asked if the rags that were discussed were cloth or something else. Staff will answer Mr. Allen’s question after the meeting.
20. Set future meeting dates:
Regular Meetings: October 1, 2008
October 17, 2008
November 5, 2008
November 19, 2008
Work Session: September 24, 2008 @ 6:00 p.m.
* Meetings are scheduled for 6:00 p.m. unless otherwise noted
21. Discussion and action regarding all Future Agenda items and concerns:
* 10/01/08 - Update on Mesquite Assisted Living Facility
* 10/01/08 - Performance Review for Plant Supervisor
* 10/01/08 - Mini Leaders Day Care
* 10/01/08 - Plant Operational Report
* 10/17/08 - Staff Reports
* Near Future - New Admin Building Planning & Development
* Future - Wastewater and Collection System Master Plan
* Future - Reclaimed Reuse Agreement
* Future - Location for Satellite Plant
22. ADJOURN: Motion made by Member Miller to adjourn. Motion seconded by Member McKenzie. Vote – 5 Ayes. Motion carried.
Meeting adjourned at 7:31 p.m.
Date: * _10/01/2008__ Signature: _____ _________________________
Clerk of the Board
