WANAQUE VALLEY REGIONAL SEWERAGE AUTHORITY

WANAQUE VALLEY
REGIONAL SEWERAGE AUTHORITY

MINUTES

January 28, 2009
Regular Meeting

The WANAQUE VALLEY REGIONAL SEWERAGE AUTHORITY conducted a Regular Meeting , which commenced at 6:23 PM, in the Wanaque Valley Regional Sewerage Authority Administration Building, Wanaque, New Jersey with Chairman , Frank Covelli , presiding .

There was a need to conduct this meeting pending State deadlines for Grant/Loan Applications consistent with the impending Federal Economic Stimulus Package Legislation. The Chairman stated that after conferring with our Legal Counsel and being advised that it would be legal, as there was not a 4^th Commissioner present which would constitute quorum due to the inclement weather , that we will conduct a telephone conference meeting this evening, with Commissioner Robert Moshman participating from his home via the speaker phone .

Commissioners Robert Hadley, Andrew Bolduc, Frank Covelli, the Professionals and the audience members present were reassembled in the main office of the Authority , and Commissioner Moshman was contacted via the telephone . Commissioner Moshman was advised of the decision to hold the meeting via the telephone and asked if he understood and could hear clearly what was being discussed . Commissioner Moshman stated that he did understand and agreed to participate via the phone.

ANNOUNCEMENT

Chairman Covelli read the following announcement .

This is the Regular Meeting of the Wanaque Valley Regional Sewerage Authority. In accordance with the Open Public Meeting Law , notices of the meeting were furnished to the respective Municipal Clerks of Ringwood Wanaque and West Milford together with a request that an additional copy of the notice be placed in each Municipal Building. Notices were also sent to the following newspapers: the Herald News , the Trends and the Record . A copy of the notice will be filed with the minutes of this meeting .

SALUTE TO THE FLAG

The Chairman led the Salute to the Flag .

ROLL CALL

Mrs. Maas , Recording Secretary , took Roll Call .

Commissioners Present: Andrew Bolduc, Robert Hadley, Robert Moshman (via telephone) Frank Covelli

Commissioners Absent: Patrick Murray

Also Present: Richard Miller, Esq., Williams, Caliri, Miller & Otley

Charles Ferraioli, Jr., Ferraioli, Wielkotz, Cerullo & Cuva

James Kelly, P.E., Boswell Engineering

Gregory White , Facilities Manager

Margaret Maas , Recording Secretary

Upon the completion of Roll Call, Mr. Miller, speaking into the telephone, verified that Robert Moshman had indicated that he was present , and was able to hear the proceedings.

The Chairman reported that the Authority has been notified that the Township of West Milford has appointed Mr. Harry Clarke as Commissioner, replacing Thomas Bigger, to a five-year term from February 1, 2009 through January 31, 2014. The Chairman reported that Mr. Clarke would have been here this evening , except his term doesn't begin until February 1st . The Chairman also stated that Robert Moshman has been reappointed to a four year term commencing February 1, 2009 through January 31, 2013, which will bring those Commissioners terms in line with the By-laws of the Authority.

CORRESPONDENCE

The Chairman stated that everyone has in their folder a copy of the Correspondence List for the period of

12-15-08 through 01-23-09. He asked if anyone had any corrections, comments or questions regarding this list . Upon receiving no response he stated that the Correspondence List would be placed on file .

MINUTES – Regular Meeting 10-29-08

Regular Meeting 12-03-08

The Chairman asked if everyone has had time to review these minutes and if anyone had any corrections , comments or deletions . Upon receiving no response, the Chairman stated that he would entertain a motion accepting and adopting these meeting minutes .

MOTION Moved by Robert Hadley , 2^nd by Andrew Bolduc to adopt a Resolutio n accepting and approving the October 29, 2008 and the December 3, 2008 Regular Minutes as presented .

The Chairman asked for all those in favor to signify so by saying Aye .

Commissioners Bolduc, Hadley , Moshman (via the telephone) and Covelli all stated Aye . Commissioner Murray was absent .

MOTION CARRIED

MINUTES – Closed Session Minutes 10-29-08

The Chairman asked if everyone has had time to review these minutes and if anyone had any corrections, comments or deletions. Commissioner Bolduc stated that he had a problem with these minutes and would like to have a discussion about them . The Chairman suggested that these Minutes be tabled , until all of the Commissioners are present to discuss them. Everyone agreed and the following motion was moved .

MOTION Moved by Robert Hadley , 2^nd by Andrew Bolduc to adopt a Resolution tabling the Closed Session Minutes of 10-29-08.

The Chairman asked for all those in favor to signify so by saying Aye.

Commissioners Bolduc, Hadley, Moshman (via the telephone) and Covelli all stated Aye. Commissioner Murray was absent.

MOTION CARRIED

REVIEW OF CONSENT AGENDA

The Chairman asked if everyone has had time to review the Consent Agenda. He asked if anyone had any questions on any of the items listed .

REVIEW OF CONSENT AGENDA Cont.

Mr. White explained that Resolution #02 -09 – Honeywell HVAC Contract Renewal, relates to our Heating, Ventilation and Air-Conditioning service contract, which is up for renewal at this time . Mr. White stated that this is a one-year contract with a cost of $11,809.00, which is an increase of 5 % over last year's fee .

Mr. White stated that we have had a contract with Honeywell for many years and that they have always serviced our facility very well . He stated that they know our equipment and always respond as quickly as possible . Mr. White stated that he recommends the renewal of this contract . Mr. White stated that as it is on the Consent Agenda there is no need to take action at this time.

The Chairman asked if there are any further questions at this time. Upon hearing none The Chairman stated that he would now move onto Reports.

REPORTS

Accounting

Mr. Ferraioli reported that he had no report this evening .

Engineering

Mr. James Kelly, of Boswell Engineering , stated that he had several items to report on this evening .

Economic Stimulus Package Program

Mr. Kelly gave an update on the proposed Federal Economic Stimulus Package . Mr. Kelly stated that our project’s major component is Septage Receipt Improvement, which easily qualifies for this program .

Mr. Kelly stated that the program contains both grant money and low-interest long-term loan money . Mr. Kelly stated that it may be possible to have a major part of our project covered by this program . He stated that should this turn out to be the case, it may free up funds to complete some additional work items .

Mr. Kelly discussed several new items that may be available with the additional money . Mr. Kelly stated that this program is on very tight time schedule . Mr. Kelly stated that one of the necessary items needed for our application is a Pin #, which he stated he has attained for us, from NJDEP. Mr. Kelly stated that it is highly possible for this facility to receive either a partial or a 100 % Grant to fund our project or it may be a Loan and a partial Grant.

Mr. Kelly stated that he had with him this evening a “Resolution Authorization Application for a Loan from the New Jersey Environmental Infrastructure Financing Program” (NJEIF) and that it is imperative that this resolution be adopted and executed . Mr. Kelly stated that upon the execution of this Resolution , he will take it with him to have it submitted to the Department of Environmental Protection.

Mr. Kelly stated that we should know by March which program we will be a part of . He stated that there is a March 2nd deadline for submitting our request .

Mr. Kelly reported that he had a sub-committee meeting here with Mr. White and with representatives from his firm on Monday relating to this project and to the stimulus package .

Mr. Kelly reported there was discussion with Mr. White on what items were to be added, should the funds become available. Mr. Kelly again stated that he highly recommends proceeding with this application .

Mr. Kelly reported that the Oxidation Ditch portion of the project will be segregated out of the project , and will not in any way jeopardize our project.

REPORTS

Engineering

Economic Stimulus Package Program Cont.

Mr. Kelly stated that one item which was discussed was Plant Secur ity . He reported that the Authority needs to do additional work in the form of a Vulnerability Assessment Report (VA), to properly do a Plant Security design . Mr. Kelly stated it is also a requirement of NJDEP.

Mr. White stated that on the Consent Agenda, there is a resolution approving the Vulnerability Assessment Proposal at a not to exceed cost of $20,000.00. He added that there are also resolutions approving submitting the NJEIF Loan Application and approving the NJEIF Document Preparation by Boswell Engineering at a not to exceed cost of $25,000.00.

Mr. White stated that there is also a resolution granting approval to go out to Bid for the Supplemental Aeration/Oxidation Ditch Cleaning work.

Chairman Covelli took the telephone and reviewed for Commissioner Moshman the proposals that Mr. Kelly referred to . He stated that there was a proposal for the Vulnerability Assessment Study at a cost not to exceed $20,000.00. Chairman Covelli then stated there was a second proposal for the work that must be done to secure the Grant/Loan from the Economic Stimulus Package Program at a cost not to exceed $25,000 .00.

The Chairman stated that Mr. Kelly, working with Mr. White, will also structure the bid so there will be a basic list of items to be addressed and then there will also be a wish list of items , should we be fortunate enough to be awarded a Grant. Chairman Covelli then asked Commissioner Moshman if he understood the report that Mr. Kelly just provided. The Chairman reported that Commissioner Moshman stated that he was clear on what was reported the he would be able to cast a vote regarding them .

The Chairman asked if anyone had any further questions of Mr. Kelly. Upon hearing none, asked Mr. White for the Facility Manager's report .

Facilities Manager

Monthly – Noise & Odor Control Report – Update

Mr. White reported that last month we tested the media from all the odor control units . The results from Purafil were obtained and the media was found to be spent in all units and needs immediate replacement. He stated that it has been ordered and will be placed in the unit's as soon as it is received .

PMK Energy Consultant Update

Mr. White reported that the representatives from PM K will be coming here tomorrow for a meeting . He expects to have results of their studies and will report further at the next meeting .

RFQ’s for Professionals

Mr. White stated that at last months meeting the Commissioners authorized advertising for RFQ’s for professionals . Mr. White reported that on January 21, 2009 at 12 noon the R F Q’s were received and opened at an advertised public opening .

Mr. White listed the number of proposals for each Profession that was received: Bond Counsel – 4 submittals, General Counsel – 2 Submittals, Auditor – 1 submittal, Consulting Engineer – 3 Submittals, Environmental Engineer – 2 Submittals and Risk Management Consultant – 1 submittal.

REPORTS

Facilities Manager

RFQ’s for Professionals Cont.

Mr. White stated that the submittals will be placed on file here at the Authority . It was the consensus

of the Commissioners that Mr. White prepare a list of the submittals and that anyone wishing to read the individual proposals would advise Mr. White and he would make the necessary arrangements for review.

Reorganization Meeting Date

Mr. White stated that we need to set the meeting date for the Annual Reorganization Meeting of the Authority. Mr. White stated that February 25, 2009 is our Regular Monthly Meeting date and suggested that the Reorganization Meeting could be held on that same evening. There was discussion on the availability of the Commissioners to be present on that date.

The outcome of the discussion was that all the Commissioners present and Commissioner Mos hman via

telephone would be available and the Reorganization Meeting was scheduled for 6:00 PM on February 25, 2009, to be followed immediately by the February Regular Monthly Meeting .