pmua minutes committee 2012 0209

7/31/2019 PMUA Minutes Committee 2012 0209

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* Actual and unedited notes taken. Does not contain verbatim dialog or grammatical accuracy.

PLAINFIELD MUNICIPAL UTILITIES AUTHORITY

*Board of Commissioners Committee MeetingThursday, February 9, 2012

127 Roosevelt AvePlainfield, New Jersey

Meeting began at 10:00a.m.

Attendees: Chairman Harold Mitchell Commissioner Carol BrokawCommissioner Tracey Brown Commissioner Tracey BrownCommissioner Alex Toliver Commissioner Malcolm Dunn

Alt. Commissioner Cecil Sanders

Executive Director, Duane D. Young

Chief Financial Officer, Jim PerryLeslie London, Esq.

Meeting Minutes

All agree no questions

Commissioner Dunn asked about commissioners attending the audit compilation meetings.Commissioner Dunn stressed he wants to be a part of it, however Commissioner Brokawindicated that its micromanaging and that does not put trust in those working for you. Give thestaff an opportunity to do their job. Too much oversight and hands on defeats the purpose ofthose on the Board. Commissioner Brokaw also explained that the Board is here to affect policynot the operations. Commissioner Dunn clarified that he wants to witness the compilation notthe day to day. Director Young said its no place for commissioners and its technical andinvolved, and many accounting principles are discussed. The oversight of the Board is notnecessary unless youre an accountant.

Bills List

No questions.

Item C.

Qualified Purchasing Agent Dollie Hamlin described the bidding process and the outcome of theproposed award of contract for the Sewer Cleaning Trucks.

Chairman Mitchell asked if too many people manufactured this type of vehicle and if thecompany is out of state. Ms. Hamlin answered not too many and its in the state of New Jersey.Commissioner Dunn asked about the life span of the trucks and the newness of the vehiclesincluding and the possibility of someone coming in to purchase the sewer system. DirectorYoung indicated a report would be generated if it was the case. Commissioner Dunn expoundedupon upgrades and what he believes is the current shape of the Plainfield sewer system.


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Item D

Qualified Purchasing Agent Dollie Hamlin elaborated on one of the rejected bids. AttorneyLondon expounded on the liability and the underlining issues and errors in the bids to berejected. The recommendation will go to the stated as a straight purchase. Commissioner Dunn

again asked about and wanted an explanation on how a camera truck works although he insistedon a tour and in-depth discussion earlier. He requested to go out on the truck when a line will beTVd.

Item EDollie Hamlin explained the Honda Odyssey lease coming up in mid-March and asked for therenewal on the company van. Commissioner Brokaw asked how many miles and the amount ofusage. Commissioner Dunn wanted to know why its not purchased and wanted to understandthe difference from lease in which was explained. Director Young also explained what thepurpose of having the vehicle.

Item FDirector Young discussed the need to purchase six more roll off containers via non fair opencontract. Commissioner Mitchell questioned who does the welding and repair, and requested acost analysis on outside welding. Director Young explained at length. Chairman Mitchell alsoquestioned if the city still brings over work for us, he also indicated that he would like to know ifwe can contract work. The Director will have information at a later date.

Item G

Attorney London clarified that Item G is a Resolution for the record identifying the leasecompany. Commissioner Dunn asked to understand why a telephone audit wasnt done.Director Young explained that the entire process has been under review and that his desires tohave a simple audit as not all we need to do to get it done. Commissioner Dunn explained atlength his experience with phone system and assessments.

Item H

Director Young reminded the Board of the need to ratify prior settlements. Attorney LondonLeslie explained all settlements need to go to and be voted on by the Board. The record isimportant. Commissioner Toliver asked Attorney London what happened originally and was shehere. Attorney London explained her primary role, but was not in on the finalization.Commissioner Toliver asked who received the check. Johnson was paid through the payroll andequal installments in accordance to the agreement and so was Ms. Alston. Attorney Londonexplained Johnsons payout terms according to the signed agreement. Commissioner Dunnwanted to understand how this was budgeted. Commissioner Brokaw assisted everyone on howit was explained to her from her recollection from the 2005 incident and what was told her fromthe former Director.

Item I

The Solid Waste Rules and Regulations where explained by Attorney London as some minorchanges. Nothing substantial have changed like rates but some language and recycling sectionmodifications i.e. the spelling out of items.


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Meeting at City

Chairman Mitchell discussed the play to play adopted by the city. Attorney London is notcertain about the language of the Citys offering, however the Authority follows the New JerseyState rules when giving to elections and candidates. Attorney London indicated the City

ordinance is broad and she must understand the intent around all contributions. Contact has beenmade and Dan Williamson office will get back to her. Chairman Mitchell agreed that clarity isneeded and he looks for Attorney Londons recommendations because disclosure is important.Alt. Commissioner Sanders wanted to understand how this would impact PMUA Commissionersbecause of appointment. Attorney London indicated they need to be sure contracts are not givenif they do not comply with the ordinance, and that should affect us tremendously. She addedother preliminary stipulations. Commissioner Dunn concluded he is not against the ordinancehowever it seems like they want vendor control. Attorney London added we will be followingthe state guide as we have always done until more clarification comes from the City Attorney.

Attorney London presented questions on how commissioners can handle themselves at Council

for public record. Alt. Commissioner Sanders wanted to understand why were getting this now.Attorney London responded that this information is still helpful and has a lot of common sensegoing forward.

Executive Director Report

Director Young announced his team is looking to lower the gate rate for debris. He discusseddiscussions with a number of landscapers and contractor on where they go to dump and why.We are in need to be more competitive and in line with everyone else and we need morebusiness. Commissioner Dunn agreed that we should use our locals but refutes landscaperdiscussions and dont want to go by them. Commissioner Toliver asked to understand thedifferences between yards and cubic feet when it comes to debris.

Commissioner Brown asked for clarity on the senior discount and what it is. She is finding thatpeople in the community are confused about eligibility. Director Young explained the criteriaand how we work off the list from the City.

Committees

Director Young described at length the committees available for commissioners to serve on.Appointment to each committee will be at the Boards choosing.

Communication

Attorney London discussed the use of monies held within the Renewal and Replacement fundand its use. Director Young uncovered a major issue of a crack in the pipe that must be dealtwith as well as the amount in the fund. Commissioner Dunn asked to know how the funds hasbeen provided for and how long have we known about the situation. Director Young indicatedthe engineers informed him a week ago. Commissioner Dunn questioned if a break could be acatastrophe and was it overlooked and expounded on extensively on how this may have beenoverlooked and not addressed. Commissioner Brokaw indicated had not been reported in thismagnitude until now, and the previous administration had a different call. Director Youngassured the commission that he will act on it now and gain more information immediately.


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pmua minutes committee 2012 0209

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