From lserna at nrao.edu Wed Jun 2 12:41:57 2010 From: lserna at nrao.edu (Lew Serna) Date: Wed, 02 Jun 2010 10:41:57 -0600 Subject: [Escoordminutes] ES Division Coordination meeting minutes-May 2010 Message-ID: <4C0689D5.2070206@aoc.nrao.edu> Minutes for the ES Division Coordination Meeting held on Tuesday, May 25, 2010, at 10:30 am, in the LL CB conference room. Attending were Lew Serna, Ramon Gutierrez, Martin Lopez, Guy Stanzione, Gene Cole, James Sullivan, Brent Avery, Chuck Thompson, Charley Chavez, Jon Thunborg, Doug Whiton and Bob Broilo. BUDGET ?there has been a reduction in our operations travel budget so travel is limited to essential travel only. Individual budgets are being spent down rapidly please watch your budget carefully. Stimulus Money projects: Buses have been acquisitioned along with a Tamper and spike puller. Ballast and RR Ties are being delivered. Six AZ bearings have been ordered with associated hardware and strain gauge monitoring equipment. A spiker will be purchased but remains to be delivered. The Water tank is inspected and repaired. Miscellaneous Spare and replacement transformers have been ordered. VSQ repairs are on hold pending decision by NSF on demolition. Other Budgeted projects: The $10K FY2010 annual budget for Antenna gearbox oil has been spent and Antenna gearboxes are being oiled. Monies for VLBA foundations are made available and work is scheduled. SC painting monies were allocated and work the visit is complete. Money for the MK el bearing change is still not available but is being sought. Surplus Tires?Business division found a place that would accept old tires and our pile was delivered to the disposal site in La Joya earlier this month. VLBA ?MK Elevation bearing grease samples for the ?EL synchro side? bearing still shows metal particles. A trip to replace the el bearing needs to be scheduled. Fewer metal flakes showing in the monthly samples reported thus far. HN suffered a catastrophic azimuth wheel axle failure. The TT trip to HN that was scheduled for this year was combined with the wheel repair. The maintenance visit to FD is complete. The BR visit is scheduled to begin on 7/12/10. Spot foundation work will be done at BR by the Tiger Team. The Hancock and North Liberty foundations continue to degrade and require urgent repairs. NL is scheduled for repair on 7/19/10-7/30/10. The HN foundation repair is scheduled for 9/8/10-9/19/10. Use Account #533610.XXXX.VLBA for material and travel. KP will require one each wheel assembly to be replaced. A short shaft should be used on the spare wheel since it will fit assemblies at all sites. Repair of the subreflector brought back from St. Croix is in progress. MK dish panels that were damaged will need to be repaired for spares. Guy has ordered new materials (more affordable for making spare dichroic panels. Two will be fabricated for testing. Testing will occur at the VLA for a comparison between the old and new materials soon (JUNE). SC TT Bin will need an inspection and certification before it can be shipped to SC. AZ BEARINGS ? The purchase of 6 new bearings has been submitted with funding with stimulus money with delivery in September. Installation bolts and strain gauge monitoring equipment have been ordered along with the purchase of the Bearings. We have two spare bearings on hand, one bearing usable as an emergency spare only and has been labeled ?emergency spare only?. Older grease samples show that antennas 25, 10 and 20, are candidates for scheduled bearing changes. Antenna 25 is an EVLA antenna and it has the worst sample. The Gearbox on antenna #6 was changed and its bearing was changed at the same time as the gearbox repair. An estimated three weeks in the AAB are required before a bearing change can occur. Parts from the bearings removed from antennas are needed for measuring and fitting of new parts and should be stored until they are scheduled to be shipped for repair. 14 bearings have been replaced to date. PROJECTS: CONTROL BUILDING STAIRWAYS?The CB balcony stairways will be replaced with an improved design conforming to ADA. A new concrete landing will have to be poured at the base of the eastern stairway and the steps replaced. The eastern stairway is barricaded to prevent its use. Work on the eastern stairway will continue as the workload permits. The ?western? stairway is almost complete with only painting and assembly needed. ST Croix PAINT MAINTENANCE VISIT?a crew was sent to St. Croix in April to continue with brush painting the areas where bleed through is evident. A follow up painting program at SC will cost around $17K per visit. Additionally the site techs could do some painting possibly with hired help sometime in the future. Jon will recommend that Site Techs do spot repairs until enough yearly funds are made available for regular follow up painting trips. VLA ANTENNA FOUNDATION MOVEMENT? A problem with north arm antenna foundation movement needs to be investigated. It appears that the two rearward station pillars have been slowly separating over the years at CN5, CN6, CN7 and BN5 with BN5 being the worst. They have separated far enough in about 33 years that 1 bolt (one on a reward pad) can no longer be used to secure the antenna pad to the foundation pillar. Modification of the CN5, CN6 and BN5 plates are complete and the plates are reinstalled. The plates on CN7 will be modified as soon the pad is vacant. This will solve the immediate problem of setting down antennas on these foundations. Markers have been set for taking measurements to try and see which pillars are actually moving and at what rate. No change has been observed between loaded and unloaded measurements thus far however better; finer measurements need to be taken throughout the year. Recent Measurements taken continue to show no movement. If the pillars are moving apart it is felt that there may be no practical way of preventing the movement. It is believed that if this is the case it would be more desirable/practical to build an additional foundation next to the bad ones. Another option is that if the pillar movement is very slow it may be adequate to modify/redesign the mounting plates in order to make up and correct for the movement. In any case it would be desirable to get inspection of the foundations and a recommendation for action. A cost estimate for an inspection has been requested to an outside firm. GENERATOR REPAIRS? Minor leaks were noticed at the engine rear seals and it is desirable to install a better fuel filtering system. A noisy bearing on the generator was replaced. This work would cost around $15K and has been put on the funding wish list. HOT WATER LOOP. A project is submitted to install a hot water loop using Correlator waste heat: The difference between the summer load and winter load is mostly due to heating (at least 300kW). However, even during the coldest mornings the cooling tower is ventilating correlator waste heat into the atmosphere. We already use some of the heat in the Control Building, but by extending the hot water loop to other buildings, we may be able to reduce our power demand. The WIDAR correlator will have an even higher heat output to work with. This project mainly consists of burying a hot water loop and using heat exchangers similar to what many complexes of buildings use. Payback on this project could be as quick as 1 year. Bob Broilo will investigate and provide further information. This project has the potential to save $250K/year on our power bill. VLA AZ GEARBOX?s (Antenna 5 etc..)- In addition to antenna 5?s catastrophic gearbox failure, gearbox inspections reveal bad AZ #2 gearboxes in antennas 6 and 7. Antenna 36 gearbox is replaced and antenna 7 will follow. VLA Gearboxes are due for oil changes. A plan to change around 10 antennas per year is underway and will continue with all EVLA antennas @ approx. 10/ year. BALLAST DOORS?this project converts manual opening of ballast car doors to hydraulic controlled opening of the doors for dispensing ballast from the cars. Much dust is created and the operator is too close to the doors to be able to observe the dispensing properly and safely. This project is complete. VSQ?s- A decision to raze VSQ buildings is being considered to reduce maintenance and upkeep of buildings. It would cost around $60K make repairs to sprinklers and to bring the VSQ?s to a reasonable state of operation. VSQ?s are no longer being used for visitors. A plan to retain one VSQ?s for storage of items that are rodent resistant is being considered as well. A request for approval to demolish the other two was sent to NSF. Utilities to the VSQ?s are turned off but the exercise equipment room will remain in use until further notice. Diesel Tank - The diesel tank containment needs upgrading and will not meet state regulations after 2011. A double-walled tank will replace the dike that is currently in place. Funds have been earmarked for this effort. This action will need to take place before 2011. Guy is working on RFQ for this including pressurized fuel dispenser and Gasoline Dike repairs. A proposal has been submitted estimated costs are $75K. It is possible that NRAO can do the dike repairs. There will be electrical, plumbing, and grind work that will be needed. A crane that can lift the old tank and set the new tank will have to be hired. Also an expert in paint (NACE certified) will need to inspect the dike repair. OPERATIONS ROOM REMODEL?New carpet is installed and the modcomps are removed. This project is complete Water Tank?Water Tank was inspected for corrosion and was repainted in April. The tank was in good condition overall. This project is complete. EVLA; Civil? VLA site Utility Transformer and Generator Transformers will be marginal once the EVLA full load is on line. Funds are available for acquiring a larger, 3MW Transformer. SEC has been instructed to order the Transformer and is in the process of making sure the transformer meets their standard. Once ordered, there is approximately a 13 week delivery. Earliest installation would be around September or October. EVLA Antennas? the Final Four S-band (2-4 GHz) feed horns were completed in April. The final EVLA Mechanical Conversion was done on Antenna 10 in March. Antennas will remain in the D array until 7/12/10. SAFETY REPORT: Safety Report for ES Div. Coordination Meeting Accidents:/NM operations have been a total of 5 accidents reported this year. Three of these are attributed to the ES Division. *SO-2010-001 AAB employee cut three fingers on right hand, making a shop made tool. *SO-2010-003 Track employee was struck in face by ricocheted spikes. Laceration to lower lip. *SO-2010-005 AAB employee, left knee strain. Site Safety Meeting:/The last site safety meeting was held on May 6^th . This was the April meeting. There were 23 employees in attendees. The topic was Driving Safety. Chuck Thompson facilitated the training Next Site Safety Meeting: The next site safety meeting will be on May 27^th . The topic is Back Safety and proper lifting. /Inspection(s)/Audit(s): Site building inspections are ongoing. This month they will be a total of 2 inspections conducted. Control building (Chuck Thompson and Lew Serna) AAB (Chuck Thompson, Lew Serna, James Sullivan) ? Vent hood inspection (annual) ? Building Fire extinguisher inspections are ongoing. The two fire extinguishers that were on the Socorro and Magdalena buses have been removed they need to be returned or please let me know where they are. ? Vehicle 1^st kits- these have not been kept up to date. Please ensure that they are kept up to date. I will provide a list of vehicles that have them if needed. Fuel Tanks: Inspections are ongoing. Lines need to be painted. There are some signs of blistering. Safety Committee:Safety Committee Walk-Thru: The safety committee is attempting to set a date for the site walk-thru. The months of July and August are being considered. This is because of the antenna work being conducted in the barn. Safety Policy that have been set by supervisors: If any supervisor has developed a safety policy that is not in the safety manual please send a copy to Chuck or me for review. This policies need to be reviewed and placed on the web for access. Ladders on antennas: The step ladders that are located at the Receiver room level need to be moved and secured some where other then behind the ladder access to the dish. This is causing a safety hazard to employees while climbing the ladder. It is a footing hazard. Thanks, James B. Sullivan ANNOUNCEMENTS: June 13 (Sunday) - Tour of VLA for Synthesis Imaging Workshop Participants. Bus drivers will be enlisted. PEPs: May -Employee self-appraisal process ? Supervisors begin soliciting information about employee work performance from other supervisors and coworkers. Supervisors will conduct brief individual or group meetings with employees to discuss the upcoming process and to distribute copies of the appropriate performance appraisal forms including a list of goals that were set last year. Exempt employees are required to complete a self-appraisal. Although non-exempt employees are not required to complete a self-appraisal, they should be given a copy of the non-exempt appraisal form and encouraged to complete Sections 1 and 2. Exempt employees begin completing the appraisal form by identifying any changes in their key responsibilities and reporting on their progress toward achieving the goals set last year. Any other significant accomplishments they may have had during the year should also be identified. Finally employees should identify goals for next year. * JUNE 30- Employee self-appraisals due ? *Employees return their self-appraisal forms to their supervisors with the appropriate sections completed. Supervisors begin writing employee evaluations based on their observations, coworker feedback, and the self-appraisal completed by the employee. Supervisor reviews the draft goals for the coming year and modifies as appropriate. July,30-Appraisal Forms Completed ? Supervisor reviews completed performance appraisal forms with division head and receives approval. Supervisor begins scheduling and holding evaluation meetings with employees. August 16-/Employee Meetings Concluded *? 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. September 3- All Forms Delivered to HR 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.