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1995-01-03 Water & Sewer NEW HANOVER COUNTY WATER AND SEWER DISTRICT BOOK 2 REGULAR MEETING, JANUARY 3, 1995PAGE 206 ASSEMBLY The District Board of Commissioners of the New Hanover County Water & Sewer District met in Regular Session on Tuesday, January 3, 1995, at 10:49 P.M. in the Assembly of the New Hanover County Courthouse, 24 North Third Street, Wilmington, North Carolina. Members present were: District Commissioners William A. Caster; Robert G. Greer; William E. Sisson, Jr.; Vice-Chairman Sandra Barone; Chairman E. L. Mathews, Jr.; County Manager, Allen O'Neal; County Attorney, Wanda M. Copley; and Clerk to the Board, Lucie F. Harrell. Chairman Mathews called the meeting to order. NON-AGENDA ITEMS Chairman Mathews inquired as to whether anyone from the general public would like to present an item not listed on the Regular Agenda. No items were presented. APPROVAL OF MINUTES Motion: District Commissioner Caster MOVED, SECONDED by District Commissioner Greer to approve the minutes of the Regular Meeting of December 19, 1994, as presented by the Clerk to the District Board. Upon vote, the MOTION CARRIED UNANIMOUSLY. APPROVAL FOR PURCHASE OF A POSITIVE DISPLACEMENT COMBINATION SEWER CLEANER IN ACCORDANCE WITH THE CITY OF WILMINGTON'S CONTRACT WITH THE CLEAN EARTH ENVIRONMENTAL GROUP, A DIVISION OF SCHULER INDUSTRIES County Engineer, Wyatt Blanchard, reported the District has provided sewer service to County residents for approximately 10 years, and the sewer lines have begun to age. Currently, the District has a sewer jet to clean the lines; however, a vacuum-type machine is needed to remove the debris from the manholes and reduce the frequency of personnel having to go into the manholes. The combination sewer cleaner will be used for preventative maintenance, emergencies, and sewer spills. The City of Wilmington was in the process of bidding for this type of machine, and the District requested to be included in the bidding process with the hopes that both governments would receive a better price. Under this arrangement, the District would be purchasing the combination sewer cleaner in accordance with the City's contract with the Clean Earth Environmental Group. Staff feels this piece of equipment is necessary and respectfully requests the District Board to adopt the proposed resolution to authorize the purchase of a cleaner in the amount of $141,655. NEW HANOVER COUNTY WATER AND SEWER DISTRICT BOOK 2 REGULAR MEETING, JANUARY 3, 1995PAGE 207 Discussion was held on the amount of training needed for employees to use the equipment. County Engineer Blanchard informed the District Board that the company would provide a week of free training to the employees. Discussion was held on how current emergencies are handled. County Engineer Blanchard responded that emergencies are currently handled by the use of a small jet cleaner with employees having to go into the manholes to clean the lines. This procedure can be dangerous, and stringent OSHA requirements must be met. The purchase of the proposed equipment would greatly reduce the frequency of employees having to go into manholes. Further discussion was held on the District owning over 175 miles of sewer line plus approximately 100 pump stations with the recent purchase of systems that are over 20 years old. Chairman Mathews reported, in his opinion, the machine is needed by the District. Mr. Gary Meccia, a resident of the area for eight years and the owner of Atlantic Pipe Cleaning, reported his company had been in the business of cleaning out sewer lines throughout the State for a number of years. He requested the District Board to postpone making a decision on the proposed equipment purchase until he could prepare a bid with a scope of work to provide preventative maintenance and emergency response for the District through a contractual agreement. Atlantic Pipe Cleaning has provided services to the City of Wilmington with recent sewer spills, and the company has an on-going contract with the City. He requested the District Board to save $141,000 in the purchase of equipment and allow his company to prepare a bid, which will provide these services and save money for the District. Chairman Mathews inquired as to the number of employees in Mr. Meccia's company, the number of machines, and geographical area covered? Mr. Meccia responded the company runs a 24-hour emergency service with five employees, including himself. The company serves the State of North Carolina and has three jet trucks, one vacuum, and a second vacuum ordered that should be received by the end of the month. District Commissioner Sisson inquired as to whether the company has the capability of responding to several emergencies simultaneously? Mr. Meccia responded the company could respond to more than one emergency at a time. Vice-Chairman Barone explained that Mr. Meccia would like for the District Board to delay action for 30 days on the purchase of NEW HANOVER COUNTY WATER AND SEWER DISTRICT BOOK 2 REGULAR MEETING, JANUARY 3, 1995PAGE 208 the jet vacuum machine until he can prepare a proposal that will include the scope of work and money involved with contracting out this service. She stated, in her opinion, it is not the role of government to expand itself into competition with private enterprise; therefore, she would like to see a proposal from Mr. Meccia. Also, over the holiday, she received a call from a gentleman living in Huntington Subdivision, who had an emergency with sewer backing up into his home. When he contacted her, after calling the District emergency number without a response for five hours, she requested him to call Mr. Meccia, and his company responded to the call within 20 minutes. County Manager O'Neal reported this incident did occur and the emergency number for the District was not transferred to the 911 Center during the holiday; however, discussion has been held about this error and action has been taken against the employees who failed to transfer the number. Discussion was held on why Staff recommended the purchase of a machine instead of contracting out the service. County Engineer Blanchard informed the Board that staff feels this work cannot be contracted out on a full scale basis because an outside contractor would not be able to respond immediately to every condition under every circumstance. Mr. Meccia stated response time is not a factor since his company will receive an additional vacuum machine within the next month. Also, Atlantic Pipe Cleaning has more than one piece of equipment to address other problems; therefore, it would be beneficial for the District to contract with a firm who has the necessary equipment and experience to handle emergencies. A lengthy discussion was held on the ability of Atlantic Pipe Cleaning to respond to emergencies. County Engineer Blanchard reported the proposed piece of equipment will not handle all problems; however, the District will be able to respond to emergencies at all times. Other services can be contracted out with a private contractor. Motion: District Commissioner Sisson MOVED, SECONDED by Chairman Mathews to adopt the resolution for the purchase of a Positive Displacement Combination Sewer Cleaner in the amount of $141,655 in accordance with the City of Wilmington's Contract with the Clean Earth Environmental Group, a Division of Schuler Industries of Birmingham, Alabama. The floor was opened for discussion. Vice-Chairman Barone reported Mr. Meccia should be given 30 days to prepare a proposal to see if this service can be contracted. Substitute Motion: Vice-Chairman Barone MADE A SUBSTITUTE MOTION, SECONDED by District Commissioner Caster to allow Staff 30 days in NEW HANOVER COUNTY WATER AND SEWER DISTRICT BOOK 2 REGULAR MEETING, JANUARY 3, 1995PAGE 209 which to consult with a private contractor to see if there is a more cost-effective way to provide the services. Upon vote, the MOTION DID NOT CARRY AS FOLLOWS: Voting Aye: District Commissioner Caster Vice-Chairman Barone Voting Nay: District Commissioner Greer District Commissioner Sisson Chairman Mathews Chairman Mathews called for a vote on the ORIGINAL MOTION to adopt the resolution as presented for purchase of a Positive Displacement Combination Sewer Cleaner. Upon vote, the MOTION CARRIED UNANIMOUSLY. Vice-Chairman Barone expressed concern for driving private companies out of business and reported they will move to other areas. APPROVAL OF BUDGET AMENDMENT #95-0097 FOR ENTRY INTO THE MINUTES Motion: District Commissioner Greer MOVED, SECONDED by District Commissioner Sisson to approve the following Budget Amendment. Upon vote, the MOTION CARRIED UNANIMOUSLY. 95-0097 Water & Sewer District Escrow Debit Credit Water & Sewer District Escrow Appropriated Fund Balance $794,407 Transfer to Capital Projects (Fund 825) $794,407 Purpose: To budget funds for the Northside Wastewater Treatment Plant Capital Project. The Project Ordinance was approved June 6, 1994, by the Water and Sewer District Board of Commissioners. ADJOURNMENT Motion: District Commissioner Sisson MOVED, SECONDED by District Commissioner Greer to adjourn. Upon vote, the MOTION CARRIED UNANIMOUSLY. Chairman Mathews adjourned the meeting at 11:16 P.M. Respectfully submitted, Lucie F. Harrell Clerk to the District Board