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Intermunicipal Task Force Red Hook Infrastructure Monthly Report — December 2022

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INTERMUNICIPAL TASK FORCE (ITF) RED HOOK INFRASTRUCTURE MONTHLY REPORT DECEMBER, 2022

1. Red Hook Sewer Project

Meetings were held on December 2, 16, 23, and 30, 2022 in the Red Hook Village Building and via telephone conference call.

  • a. December 2, 2022 – Progress Meeting #25: C.T. Male Associates (Kathryn Serra, Ron Smaka, Kevin Dufek), Carver Construction (A. G. Bourgeois, Eric Klefbeck), Sausto Contracting (Mario Sausto), and the Village of Red Hook (Karen Smythe, Brent Kovalchik) attended. Items discussed included:

    • A total of 74 tanks have been placed as of 12/2/22 (72 septic tanks, 2 grease traps). Associated risers, grade rings, service lateral runs, and conduit runs from individual property control panels to risers have been placed.

    • The odor control unit duct work at the WWTP is complete.

    • Sausto Contracting continues to wire existing service panels stubbing out to exterior STEP control panels.

    • Blower unit air-piping was redirected.

    • Some septic tanks have arrived with non-specified weep holes. C.T. Male Associates visited the pre-cast manufacturer and resolved methods to permanently plug these holes.

    • Installation of tanks, pumps, and control panel placement continue.

    • Final grading at the WWTP continues.

    • Electrical connections from individual property electrical control panels to the STEP control panels continue.

    • Carver Construction to provide a two-week look ahead schedule.

    • Sausto Contracting has been requested to provide a list of properties that have insufficient electric service to power pumps that need to be upgraded (to date, 52 East Market Street, 20 East Market Street, and 7555 North Broadway existing electric services need upgrading).

    • Carver Construction’s Pay Applications #9 and #10 are being processed by NYSEFC.

    • Sausto Contracting’s Pay Application #8 is being processed by NYSEFC. Pay Application #9 has been forwarded to the Village for processing.

    • Open Discussion:

      • Necessity for mobile generator to run septic tanks simplex pumps (requiring 3 prong receptacle) and duplex pumps (requiring 4 prong receptacle).

      • WWTP start-up: UV bulbs and permanent blower units are being shipped and are scheduled to be on site by 12/12/22.

      • Emergency protocol for power outages during the period when plant is running without generator transfer switches installed.

  • Construction procedures and protocols were discussed with GBD property owners.

    - RH Commons management will be notified when existing WWTP treatment plant is switched over to the new WWTP. 

- Septic tank pumping service will be scheduled by Carver Construction to pump existing tank prior to the installation of new tanks.

  • b. December 16, 2022 – Progress Meeting #26: C.T. Male Associates (Kathryn Serra, Ron Smaka), Carver Construction (A.G. Bourgeois, Eric Klefbeck), Sausto Contracting (Mario Sausto), C3ND (Fernando Dongo), USDA-RD (Jessica Devins), Village of Red Hook (Karen Smythe, Brent Kovalchik) attended. Items discussed included:

    • Tasks Completed:

      • 83 tanks have been placed (79 septic tanks, 4 grease traps) as of 12/16/22; 64 tanks remain to be placed.

      • 10 tanks are filled with water (leak tested) and are ready to have pumps installed.

      • Tank fabricator has filled non-specified weep holes in 4 of 5 tanks.

      • Existing RH Commons WWTP could be shut down and serviced when new WWTP is certified (week of 12/26/22).

      • Orenco Representative (Julie Barown) to be on site 12/19/22 to test simplex pumps before activation. Start-up of STEP pumps anticipated to begin 12/21/22.

      • Once plant is certified and pumps are tested, it is anticipated that 2- 4 connections/day can be made.

      • UV finishing/bulbs have been installed at new WWTP.

      • 70 properties have had their electrical services connected to STEP electrical panels.

    • Tasks Scheduled:

      • Continue placing tanks on North Broadway.

    • Items needed from Contractors:

      • Sausto Contracting to notify RHV if assistance is needed to contact property owners.

      • C3ND is to coordinate WWTP start-up and connections with Carver Construction.

      • Carver Construction to forward “Look Ahead” schedule to Sausto Contracting for hook-up schedules.

    • Application for Payment Status:

      • Carver Construction #9-10, Sausto Contracting #8, and C.T. Male Associates Payment Applications have been forwarded to RHV for processing.

      • Carver Construction #11, Sausto Contracting #9, and C.T. Male Associates C.O. #7 have been submitted by RHV to NYSEFC for reimbursement.

    • Erosion/Sediment Control:

  • Winter conditions of stabilizing open grades continue: no other issues indicated.

    • Open Discussion:

      - C.T. Male Associates is to provide a list of grease traps to be installed to RHV for preparation of a pumping schedule. 

- Carver Construction and Sausto Contracting to meet with representatives from Baright Realty to review existing site conditions and construction procedures of south/east corner of Broadway/Market Street.

  • c. C.T. Male Associates certified operation of WWTP to the NYSDEC on December 14, 2022.

  • d. December 16, 2022 – Meeting with C.T. Male Associates (Kathryn Serra, Ron Smaka) and Red Hook Village (RHV) (Karen Smythe, Brent Kovalchik) to review status of revised date of “Substantial Completion” of March 15, 2023.

    - C.T. Male Associates will issue C.O. #10 for additional work by C.T. Male Associates to provide inspections and administrative services for additional time of revised substantial completion date. 

- Discuss financing/maturity of NYSEFC and USDA-RD. 

- Discuss contractors’ retainage. 

- Discuss the possibility of entering Sewer Project as-built drawings as part of asset inventory program and mapping on Diamond Maps.

  • e. December 23, 2022 – Meeting with C.T. Male Associates (Ron Smaka) and Village of Red Hook (Karen Smythe, Brent Kovalchik) in the Red Hook Village Building. Items discussed included:

    - Permanent blowers have arrived on site and are scheduled to be installed 12/23/22 at WWTP. 

- Orenco representative to be on site 12/23/22 to test duplex STEP pumps. 

- Review Carver Construction budget as of 12/23/22.  The project is coming in around 6-7% under budget (potential savings between $450,000 – 500,000), however, time to complete project has fallen behind schedule. 

- Discussed reasons for delay and original schedule.

  • f. December 23, 2022 – Meeting with Jen Cavanaugh, Karen Smythe, and Brent Kovalchik to discuss Sewer Billings and review Sewer Service Area customers/property assessments.

  • g. December 30, 2022 – Progress Meeting #27: C.T. Male Associates (Ron Smaka), Carver Construction (A.G. Bourgeois, Eric Klefbeck), Sausto Contracting (Mario Sausto), and the Village of Red Hook (Karen Smythe, Brent Kovalchik) attended. Items discussed included:

    - Tasks Completed since December 16, 2022: 

      - 85 tanks have been placed (81 septic tanks, 4 grease traps). 

      - Four tanks will be tied into the sewer system and will be operational as of 12/30/22. 

      - Orenco reviewed and inspected simplex STEP pumps.  Orenco will complete inspection of duplex pumps on 1/3/23.

  • 15 tanks have been tested for leaks and approved.

    • 3 directional bores have been completed to tie in 1 ½ diameter laterals to force mains.

    • All permanent blowers have been installed at the WWTP.

    • Transfer switch to tie in the emergency generator is on order and will be installed upon delivery for the WWTP.

    • Weep holes found in septic tanks have been filled in by the tank manufacturer.

    • Sausto Contracting continues to hook-up individual property electrical panels to the STEP panels.

  • Items needed from Contractors:

    • Carver Construction to provide estimates to provide interior plumbing to separate sewage from grease for an individual property.

    • Carver Construction to provide as-built drawings of directional bores under NYS Highways for NYSDOT review and approval.

    • Sausto Contracting to provide estimates to upgrade individual property electrical services to provide required electrical supply to STEP panels.

    • Sausto Contracting to provide estimate to replace 10ga wiring to 8ga wiring at North Broadway property.

    • Sausto Contracting to complete hook-up of propane tank to WWTP generator while waiting for delivery of transfer switch.

    • C3ND to review electrical panels at WWTP for the addition of alarms.

  • Payment Application Status:

    • Carver Construction Pay Application #11 and Sausto Contracting Pay Applications #8 and #9 have been processed by the Village and forwarded for reimbursement to NYSEFC.

    • Carver Construction Pay Application #12 has been submitted for review to C.T. Male Associates.

  • Erosion/Sediment Control:

    • C.T. Male Associates to review site conditions during week of 1/2/23.

  • Open Discussion:

    • Construction means and methods for properties located at the intersection of Market Street and Broadway will be reviewed by C.T. Male Associates, Carver Construction, and the property owner.

    • Carver Construction will bring in three crews to continue installing septic tanks and grease traps, hook-up tanks to sewer system and abandon existing tanks, and connect electrical panels to pumps, and connect laterals to force mains.

    • It is anticipated that 90-95% of properties in the Sewer Service Area will be operational by March 15, 2023.

2. Village of Red Hook Water Distribution System Maintenance and Improvement Project/Sewer Service Area Operating/Maintenance Procedures and Protocol

Meetings were held on December 2 and 30, 2022 in the Red Hook Village Building.

  • a. December 2, 2022 – Meeting with C3ND (Fernando Dongo) and the Village of Red Hook (Karen Smythe and Brent Kovalchik). Items discussed included:

    • Status of new SCADA computer. Prices received from Delaware Engineering and C3ND to provide an estimate from Teamworks for upgrade software. Approximate cost is $25,000.00. The Board of Trustees will vote on approval to purchase new computer and software for the SCADA system at December, 2022 Workshop.

    • Discussed financing for the Village’s 4% obligation of the $1.8 million WIIA Grant for Water System Improvements (SCADA), elevated water storage tank repainting, upgrades to Cherry Street and Graves Street water mains, curb stops, valves, and restoration.

    • Discussed locating well pumps 5, 12, 13, 19 Variable Frequency Drives (VFDs) in a separate, pre-fabricated structure at the Firehouse Lane well field site.

  • b. December 30, 2022 – Meeting with Delaware Engineering (Robert Flores), C3ND (Fernando Dongo), and the Village of Red Hook (Karen Smythe, Jen Cavanaugh, Brent Kovalchik) took place in the Red Hook Village Building. Items discussed included:

    • Proposal to develop wastewater distribution system utilizing STEP system at the proposed Anderson Commons Development of Baxter Street/Elizabeth Street.

    • Reviewed and discussed the occurrence of “cloudy water” from individual property water services. Review and inspection of water quality from the treated source at the WTP will be conducted to determine cause and propose remedy.

    • Reviewed status of WIIA Grant for Water Distribution System, WTP SCADA system, RHT/RHV Interconnect upgrades, and Tower Street Elevated Water Storage Tank repainting.

      • Documents have been submitted for review from Delaware Engineering to NYSDOH. Delaware Engineering is responding to comments.

      • Documents have been submitted to DCDOH. C3ND and Delaware Engineering are responding to comments.

      • Financing to provide funds for the Village’s obligation is being addressed by Delaware Engineering and the Village of Red Hook.

    • Reviewed and discussed issues and proper functioning of water meters. o Jen Cavanaugh is reviewing no-use and low-use readings from existing water meters. Tests to gauge water consumption at these meters and proper functioning of meters will be tested by C3ND and the Village Highway Department.

  • Reviewed proposed agreements and conditions to provide RHV water to properties south of the Village located within the Town of Red Hook.

  • C3ND, the Village Highway Department, and Red Hook Village Officials will review and recommend maintenance, repair, and service protocol for the Red Hook Sewer System during the month of January, 2023.