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HomeMy WebLinkAboutMN-SJC-2024-10-09SJC MEETING October 9, 2024 SJC Board members E Robert Cantelmo, City of Ithaca P Rod Howe, Town of Ithaca P Clyde Lederman, City of Ithaca P Rob Rosen, Town of Ithaca P Scott Reynolds, City of Ithaca E Ray Burger, Town of Dryden P Dave Warden, City of Ithaca P Jason Leifer, Town of Dryden P Rich DePaolo, Town of Ithaca P = Present, PZ = Present via zoom, E = Excused Staff P Wendy Cole, City of Ithaca P Peter Wernsdorfer, Camden Group P Scott Gibson, City of Ithaca P Joe Slater, Town of Ithaca P Mike Thorne, City of Ithaca P David O’Shea, Town of Ithaca P Ken Scherrieble, Camden Group PZ Debbie Swartz, City of Ithaca P = Present, PZ = Present via zoom, PP = Present via phone, A= Absent Meeting called to order at 1:00 pm. 1) Agenda Review and Approval of Minutes • Agenda review – No updates • Approval of September 11, 2024 minutes, Clyde moved and Rod seconds. One change to the minutes in #3, operating expenses have gone up, not doubled. All in favor 7:0. 2) Financial Report - Wendy Cole • See attached for the Financial Report as of 9/30/24. Discussion: • The last Debt Service payment is due this month. • State retirement was at zero, because we charge back at the end of the year. • Septage revenue – Significant deficit, we’ll have to see how it ends up at the end of the year. 3) Operations and Engineering Report - Peter Wernsdorfer • See attached for Report. Discussion: Facility improvements, boiler replacement project update – • Coils need to be replaced. • HVAC needs to be installed in the laboratory. Should begin in the next two weeks. • Capital Planning is on hold while contracts are finalized. • Energy Management focus is ongoing. • Howden blowers – Warranty on blower rebuilds is the issue. The blowers add air into the activated sludge which is the area where the microorganisms meet the waste coming in and does the processing. We have three blowers, and one is not functioning. We are using more energy due to the blowers not working correctly. New blowers will have a 30-year life. 4) 2025 budget review - Mike Thorne • Due to losing staff, there is an increase in Camden’s contract. • In the budget projections there is a full year for Camden’s contract, at 1.2 million. • We are trying to restore funding for 4 full-time operators as City Employees. • The Administration Contract should bring salaries to market level and help with getting operators to apply. • Treatment supplies have increased, those numbers are prorated. • Sludge disposal fees have been increased by $100,000. • Between inflation and wage increases the budget is up 1.16 million more than last year. • Camden costs are much higher than a city employee. • Our multiplier for an employee is 1.6 to cover benefits. • Looking to restore funding for: Chief Operator, Asst Chief Operator, Sr. Operator, Operator. • With the budget increase, all three of the following scenarios would be covered: o Get funding for 4 new positions, no one applies, we would pay Camden to cover positions. o We are successful with 4 new city employees; we ask Camden to flex their personnel. o We don’t attract anyone, and our current operators leave, we would need to increase Camden’s contract. • There are some numbers that are not up to date, because of various things. • The proposed revenue is only $10,000 higher than last year, but with the new billing system of an increased rate per gallon and billing based by the truck load, this should be projected at a higher rate. It was agreed upon to increase it from $690,000 to $800,000. • There is a modest increase in fund 5110 staff salaries to refund the positions that were defunded to pay towards Camden’s contract. • Fund 5410 utilities increased 20% based on how we are trending right now. We should be more efficient moving into 2025 with the micro turbines fixed. We are not as efficient as we would be if we had both blowers working. • We can only cover about 65% of our gas needs if everything is working. It was agreed to project utilities at a 10% increase instead of 20%. • Fund 5435 contracts increase of $700,000 is due to Camden’s contract increase due to lack of operators. This number could change depending on staffing. There are also other contracts in that line item, it is not only Camden. • In 2024 we ran the plant for 1.9 million, for 2025 it is anticipated for 2.3 million. • Would like to see the budget scenario reflect less increase in contracts Fund 5435 ($300,000) and more increase in salaries. • We need to get the numbers in the SJC Fund Balance, to make a determination to cover these increases. • Fund 5436 overhead charge will decrease once adjustments are made. • Fund 5495 Treatments supplies, we can decrease this line by $25,000. We have seen chemical increases of 25-30%. • Borrowing - Bans short term borrowing, Bonds long term borrowing. • Agreed to schedule a special meeting 10/23/24 at 1:00 PM to discuss further. 5) Review Barton & Loguidice COP contract. Consider recommending municipal approvals – Scott Gibson Discussion: • This project is to review Capital Improvement Planning for the Wastewater Plant. • Total $300,000, includes a 50% NYSERTA grant through Flex Tech, which will reimburse ½. • This is a 4-phase project, the 1st phase, study and report, is to determine needs based on process. This phase is $150,000, the estimated amount due in 2025 is City ~ $86,000, Town ~ $67,000, and Dryden ~ $3,000. It is not in the projected 2025 budget. • The design, final design and implementation phases would come out of the grant money. • Currently, we are only doing the 1st phase, study and report. • We have already applied for the grant, but we currently don’t have a signed contract. • Request the details of the Contractual Fund #5435 numbers. Included is Howden, Danforth, and other subscriptions. • Agreed to continue this discussion in two weeks at the special meeting. 6) Misc. updates- a) Staffing – nothing new to add. b) Plant improvements – • Our influent pumps all have issues, they are around 40 years old. One of the casings has a hole. We are working with vendors to see what parts are available. We will need the vendor to repair the pumps. • Headworks also must be discussed, approximately $100,000. • Good news – Sulfur Dioxide system changes should have 30-40% reduction in that system. Agenda fulfilled, no other business to discuss. Rich Depaolo adjourned the meeting at 2:59 pm. The next special SJC meeting is October 23, 2024 at 1:00 pm and the next monthly SJC meeting is November 13, 2024 at 1:00 pm, at Ithaca Town Hall, Aurora Conference Room. 09-24-OP-REPORT.docx page 1 Operator’s and Engineer’s Report SJC Meeting 9 October, 2024 1. Operations a. Regulatory Compliance – We are in compliance and effluent quality remains extremely high. b. Personnel – No success on City side, Camden added a person to try to relieve some of the stress. c. Blowers – No Change – referring to legal counsel for action. d. Micro Turbines – Still awaiting Heat Exchanger. We are a test result away from referring this to legal counsel e. Asset Management – We continue implementation. Valve tagging and inventory commenced in September. f. Clarifiers – No change – anticipate this month for completion. g. Boiler Replacement – We are wrapping this project up by end of month or early November. h. Facility Improvements –The lab VRF system is scheduled for installation this month. 2. Staff Management a. The morning huddle, team meetings, and check-ins continue. 3. Reporting – a. Regulatory reports were sent as scheduled. b. ACO issues addressed and delivered to EPA on time. 4. Business, Long-Term Development a. Capital Planning – No progress while contracts are finalized. b. Energy Management – Model development continues and regular scheduled coaching calls are on the agenda. 5. Operations Data – We are able to use the Trucked Waste Building as an additional heat sink in lieu of flaring. This may be particularly advantageous in winter. IAWWTF Approved Budget and Actual Activity As of Sept. 30, 2024 Revenues: J8150 Excess or % Account #Description Budget Actual (Deficiency)Rec'd 2373 Septage Service Other 680,000$ 355,079$ (324,921)$ 52.22% 2374 Sewer Service Other Govt's 4,168,066$ 3,551,618$ (616,448)$ 85.21% 2392 Debt Service Other Govt's 1,613,223$ -$ (1,613,223)$ 0.00% 2401 Interest & Earnings 2,500$ -$ (2,500)$ 0.00% 2665 Sale of Equipment 1,500$ 4,285$ 2,785$ 285.67% 2680 Insurance Recoveries -$ -$ -$ 2701 Refund of Prior Year Expense -$ -$ -$ 2705 Gifts and Donations -$ -$ -$ 2770 Unclassified Revenue 1,000$ 9,000$ 8,000$ 900.00% Total Revenues as of 9/30/24 6,466,289$ 3,919,982$ (2,546,307)$ 60.62% IAWWTF Page 1 IAWWTF Approved Budget and Actual Activity As of Sept. 30, 2024 Expenditures: J8150 Available % Account #Description Budget Actual Balance Used Operations: 1920 Municipal Asssociation Dues 1,119$ 1,055$ 64$ 94.28% 1990 Contingency Account 190,000$ -$ 190,000$ 0.00% 5105 Administration Salaries -$ -$ -$ 0.00% 5110 Staff Salaries 645,856$ 348,551$ 297,305$ 53.97% 5115 Hourly F/T 27,445$ 19,393$ 8,052$ 70.66% 5120 Hourly P/T 20,000$ 10,645$ 9,355$ 53.23% 5125 Overtime 25,000$ 13,085$ 11,915$ 52.34% 5210 Office Equipment -$ 316$ (316)$ 0.00% 5215 Motor Vehicles -$ -$ -$ 0.00% 5225 Other Equipment 30,000$ -$ 30,000$ 0.00% 5405 Telephone 6,000$ 1,143$ 4,857$ 19.05% 5410 Utilities 420,000$ 315,789$ 104,211$ 75.19% 5415 Clothing 10,000$ 6,635$ 3,365$ 66.35% 5420 Gas & Oil 15,000$ 1,270$ 13,730$ 8.47% 5425 Office Expense 2,500$ 2,748$ (248)$ 109.92% 5430 Fees 90,000$ 44,300$ 45,700$ 49.22% 5435 Contracts 964,000$ 807,425$ 156,575$ 83.76% 5436 Overhead Charge City General Fund 231,098$ 231,098$ 0.00% 5440 Staff Development 20,000$ 3,886$ 16,114$ 19.43% 5450 Advertising 200$ 20$ 180$ 10.00% 5455 Insurance 233,698$ 217,438$ 16,260$ 93.04% 5475 Property Maintenance -$ -$ -$ 0.00% 5476 Equipment Maintenance -$ -$ -$ 0.00% 5477 Equipment Parts 450,000$ 207,771$ 242,229$ 46.17% 5479 Vehicle Maintenance 2,000$ 139$ 1,861$ 6.95% 5480 Building Maintenance Supplies 18,000$ 2,748$ 15,252$ 15.27% 5494 Safety Materials & Supplies 7,000$ 1,704$ 5,296$ 24.34% 5495 Treatment Supplies 550,000$ 522,972$ 27,028$ 95.09% 5496 Lab Supplies 86,000$ 32,991$ 53,009$ 38.36% 5499 Sludge Disposal Fees 450,000$ 326,062$ 123,938$ 72.46% 5700 Prior Year Encumbrances -$ -$ -$ 0.00% 5720 Prior Year Equipment -$ -$ -$ 0.00% Sub-Totals 4,494,916$ 2,888,086$ 1,606,830$ 64.25% Benefits: 9010 State Retirement 98,500$ -$ 98,500$ 0.00% 9030 Social Security 54,950$ 30,274$ 24,676$ 55.09% 9040 Workers Compensation 28,000$ 5,610$ 22,390$ 20.04% 9050 Unemployment Insurance -$ -$ -$ 0.00% 9060 Health Insurance 170,000$ 145,890$ 24,110$ 85.82% 9070 Dental Insurance 4,500$ 2,358$ 2,142$ 52.40% 9080 Day Care Assistance 200$ -$ 200$ 0.00% 9089 Employee Tuition 2,000$ -$ 2,000$ 0.00% Sub-Totals 358,150$ 184,132$ 174,018$ 51.41% Debt Service 9710 Serial Bonds 1,003,009$ 1,003,009$ -$ 100.00% 9711 Interest on Serial Bonds 605,227$ 574,924$ 30,303$ 94.99% 9730 BANS 992$ 992$ -$ 0.00% 9731 Interest on BANS 3,995$ 3,995$ -$ 100.00% Sub-Totals 1,613,223$ 1,582,920$ 30,303$ 98.12% Interfund Transfers 9951 Transfer to Capital Reserves -$ -$ -$ 0.00% Sub-Totals -$ -$ -$ 0.00% Total All Expenditures as of 9/30/24 6,466,289$ 4,655,138$ 1,811,151$ 71.99% Surplus(deficit) as of 9/30/24 -$ (735,156)$ (735,156)$ *$0 was appropriated from Fund Balance surplus for 2024 IAWWTF Page 2