[Escoordminutes] ES Div. Coordination Meeting Minutes- June 6

[Lew Serna]

Minutes for the ES Division Coordination Meeting held on Wednesday, June 
6, 2007, at 10:30 am, in the LL CB conference room.  Attending were Lew 
Serna, Ramon Gutierrez, Charley Chavez, Bob Broilo, Gene Cole, Jim Ruff, 
and Jon Thunborg.


BUDGET — St Croix painting project has been approved, account number has 
not been announced but Jon has been using ES accounts thus far.  A 
journal entry will have to be made if we find it necessary to transfer 
charges to a new SC Painting account.  The request for $12K to transport 
antenna counterweight steel was granted as was the $30K to effect 
repairs to Hancock’s rail and replace subreflector. The Generator 
Overhaul request for $150K was not granted. Investigating the 
possibility of trading the ALMA generators for overhaul work was suggested.

VLBA TT Trips—
One wheel assembly was installed during the FD Tiger Team visit.  A trip 
report is forthcoming. We plan to replace one wheel assembly at BR as 
well and try to replace one in SC towards the end of the painting trip. 
Each of these sites needs one more wheel assembly to finish up.

With the St. Croix painting project looming in September, the only other 
TT trip scheduled is BR from 07/25/07 to 07-31-07. The HN foundation 
repairs and the subreflector replacement will take place on 07/25/07 – 
07/31/07 also. The OV trip scheduled for 09/20/07 has been postponed 
until possibly next year due to the St Criox painting trip.

MK dish panels on the down side are damaged.  It is not clear if they 
have been replaced and are awaiting repair or if there are still damaged 
panels on the antenna.  Eric Carlowe may have the answer.

AZ Bearings –No Bearing replacement will occur in FY 2007.



PROJECTS:
Control building Stairways— The Control Building Stairways are being 
replaced due to their rapid deterioration.  The stairways will be 
replaced with an improved design conforming to ADA.   The western 
stairway is complete. A new concrete landing will have to be poured at 
the base of the eastern stairway. The eastern stairway is now deemed 
hazardous and is currently barricaded to prevent its use but a more 
substantial barricade is still needed. Work on the eastern stairway will 
be done as the workload permits. No further progress

Waste Oil Storage Tank— the two old storage tanks behind the Generator 
building will be replaced with a one double wall storage tank bringing 
us into HAZMAT compliance.  Concrete bases will be necessary to set the 
tank down and plumbing will be required.  The tank has arrived this week 
and will tentatively be installed in July.  Supervisors should make sure 
that all waste oil is transferred into the two old storage tanks for 
disposal prior to removal of the two old tanks and install of the new tank.

HANCOCK SUBREFLECTOR & HANCOCK ANTENNA FOUNDATION— these projects are 
scheduled to be completed by the end of July. Bob Broilo will be the 
engineer in charge.  Repair team will likely consist of Bob B., Ramon 
G., two antenna mechanics and two Site & WYE personnel.

VLA WAREHOUSE SAFETY Rail — Railing is required on top of the rooms in 
the warehouse where parts are being stored. Welders will have to 
fabricate and install.  Materials have arrived and task will be done as 
soon as workload permits.

ST Croix Painting— St. Croix Antenna has severe corrosion problems which 
will require extensive repair and painting.  A plan to begin repairs and 
painting in the fall are underway.  Jon attended a corrosion control 
symposium in March and has met with a paint supplier and a painting 
contractor to prepare for the fall painting of the SCVLBA telescope. The 
cost to have a contractor do all the work is prohibitive so we will have 
to use a combination of ES Division and contractor manpower to do the 
work. Jon Thunborg and Phillip Sanchez will attend a paint inspection 
training class.

VLA ANTENNA FOUNDATION MOVEMENT— A problem with north arm antenna 
foundation movement needs to be addressed.  It appears that the two 
rearward pillars have been slowly separating over the years at several 
stations (2 or 3).  They have separated far enough in about 33 years 
that 2 bolts can no longer be used to secure the antenna pads to the 
foundation pillars.  A plan to investigate and correct or stop the 
movement will be initiated in the near future. It is possible that these 
pillars were installed this way since they have been problematic since 
day one and different telescopes make it appear as though they are 
moving apart in which case the plates would repositioned solving the 
problem. A thorough inspection of the foundation should be made 
nevertheless.

EVLA STATUS;
Correlator Room— completed and turned over to Operations for restricted 
access.  Eventually the correlator room will be locked and access will 
be restricted to personnel working on the systems inside. A key to the 
lock will be logged out by the Operator.
The Control Building EVLA UPS— completed.  The HVAC chilled water pumps 
will be added to the UPS load sometime in the future when the new 
correlator arrives. The charge accounts are left open to finish up any 
remaining tasks.

EVLA Antennas—
     S-Band- prototype has been assembled and laminated and ready for 
testing. Hopefully the decision whether or not we go into full 
production is made soon, in order to avoid delays in getting a 
laminating contract in place. (I.e. before the L-Band contract is up).
     L Band- The 21st L-Band feed is being laminated.  L-Band rings for 
25 feeds have been made. 18 L-Band Feeds are fully assembled.
     Outfitting- Mechanics were able to keep up with the overhaul during 
the Moves by getting a jump on prefabrication and outfitting. Buen Jale! 
Electricians are slightly behind on this antenna due to short handed and 
other projects.  This problem should not reoccur now that all 
electricians are back on full duty.

Reminder to remove Lockout/tagout when it is not necessary to leave the 
antenna locked out. Please leave antenna in operational state whenever 
possible.

SAFETY REPORT – 2007 Accident Reports: **
There have been five (5) accidents reported this year.
There was one (1) new accident reported in May.

2007-005-ES Div- Employee was struck by an unknown object in the right 
eye while moving metal periling in bone yard. No lost time or medical 
reported.

VLA Site Safety Meeting:
In the month of May there were two (2) site safety meetings conducted.

Arc Flash Program:
This program/policy is still in the works. Safety still needs the SOP’s 
from Jaime. All but the gloves are in from the Arc Flash PPE.

Environmental:
The new used oil tank is on site. Would all shops that have oil to dump 
please go ahead an empty their containers into the old tanks behind the 
generator building. I will schedule with Mesa Environmental to have them 
pumped out so they can be moved. Thanks


ANNOUNCEMENTS:
The 50th Anniversary ceremony--- On June 14 there will be a ceremony 
celebrating the NRAO 50th anniversary in the Cafeteria.  The Ceremony 
will begin promptly at 2PM, so everyone should be in place at the VLA 
Cafeteria by that time.  Several sites including the VLA will be 
connected via teleconference. The current plan includes an ALMA 
dedication ribbon cutting, remarks by AUI President Ethan Schreier, 
remarks from Trustee Jack Welch and Senior NRAO Staff member Dave 
Heescheen, an anniversary toast, and a local ceremonial anniversary cake 
cutting done by Distinguished Service awardees Ramon Gutierrez and Rudy 
Latasa.


OTHER:
2007 PERFORMANCE EVALUATION PROCESS--
The performance evaluation process is intended to be a continuous 
process of communication between employees and supervisors. Training is 
available upon request for supervisors who will be required to complete 
these evaluations. If you have questions or need additional information 
please contact Allen Lewis.

June 1----- Supervisor reviews completed performance appraisal forms 
with division head and receives approval. Supervisor begins scheduling 
and holding evaluation meetings with employees.
June 29----- Due date for all evaluation meetings to be concluded and 
appraisal forms signed by the employee. Employees should be given 
sufficient time (at least 24 hours) to review and comment on the 
evaluation. Based on information provided by the employee, supervisors 
should make corrections and changes as appropriate.
July 6 --- All of the original completed and signed appraisal forms must 
be forwarded to the appropriate Human Resources Office. A copy of the 
signed appraisal should be provided to the employee.