[Escoordminutes] ES Division Coordination meeting minutes-May 2010

[Lew Serna]

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.