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HomeMy WebLinkAboutMN-BPW-2014-10-27BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:45 p.m. October 27, 2014 PRESENT: Vice Chair Jenkins Commissioners (3) - Morache, Goldsmith, Warden OTHERS PRESENT: Superintendent of Public Works - Thorne Assistant Superintendent of Streets and Facilities - Benjamin Assistant Superintendent for Water & Sewer - Whitney Common Council Liaison — Fleming Information Management Specialist - Myers Director of Engineering — West Parking Director — Nagy Transportation Engineer — Logue Engineering Technician — Johnson Retired Supt. of Public Works — Gray Engineering Technician — O'Connor Cass Park Recreation Supervisor — D'Alterio EXCUSED: Mayor Myrick Commissioner Darling DAC Liaison — Roberts ADDITIONS TO OR DELETIONS FROM THE AGENDA: Commissioner Goldsmith requested the addition of a brief discussion regarding closed bridges and paths, and shifting their budget from streets which is used for cars and vehicles to the creeks, bridges, and parks budget. No Board Member Objected COMMUNICATIONS AND HEARINGS FROM PERSONS BEFORE THE BOARD: Todd Winkleblack, owner of "Winks Body Shop" ("Winks") (720 West Court Street) addressed the Board regarding the parking lot at Fulton and West Court Streets. He explained that his business has been at that location for six years and seen steady growth. He would like "Winks" to lease part, if not all, of the parking lot from the City. He would assume maintenance and upkeep of the property for the City — as well as purchasing 20 monthly parking permits for the public parking lot. He stated that the parking lot means a lot for his expanded business to be successful. He recently worked out an arrangement with a couple of insurance companies to use that location for their concierge programs; part of that agreement was that he would provide them adequate and easy to access parking. If he should lose the parking lot, the concierge program would leave as they have strict rules that they must abide. Michael Talarsky, Business Manager — International Brotherhood of Electrical Workers Local Union 241, addressed the Board regarding the lack of use of local workers for new development projects around the City. The Union would like the City to require local labor be used for all new development projects. He explained the benefits to the community of putting local union members to work on the projects, and encouraged the Board to consider passing a resolution to support that effort. Alderperson Fleming arrived at 5:00 p.m. Board of Public Works Meeting Minutes October 27, 2014 RESPONSE TO THE PUBLIC: Commissioner Warden expressed his hope that an agreement can be reached regarding the parking lot on West Court and Fulton Streets. It is awkward for any business there to be successful without easy access to parking for their customers. He further expressed his support for the use of local labor on new development projects occurring around the City. Commissioner Goldsmith echoed the above statements regarding the parking lot and use of local labor. He also noted that the Board has a lot to discuss tonight, and suggested that it might be good to have a task force review the use of local labor on new construction projects around the City. REPORTS: Commissioner Warden, liaison to the Sewer Joint Committee, reported that the water treatment plant just finished a trial of "Clearcoat" to treat the water, and it seemed very successful. They are now researching a more permanent improvement for water treatment system. The goal is to use waste more effectively to generate energy and to import waste from other local areas to help generate more energy so the city of Ithaca might become an energy producer. He reported that more information would be coming to the Board in the future on this topic, but that the initial trial was very successful. Commissioner Goldsmith, liaison to the Parks Commission, reported that they discussed one issue that may come to the Board. It is the controversy about the use of the Cascadilla Boat House and safety concerns for the students participating in rowing programs. He wanted the Board to be aware of the issue concerning use of city park land for private use, and public access. Supt. Thorne stated that the parent raising the safety concern came in to speak with him, and he told the parent that it may be more of a legal issue than a Board issue. Common Council Liaison Fleming reported that Common Council is still working on the 2015 budget, and there is another meeting this week. Common Council hopes to vote on the budget on either November 5`h or November 13`h. She stated that Common Council has a lot of tough choices to make. Director of Engineering West reported that all the curbing is in on Old Elmira Road; the culvert by the former Lucatelli's restaurant was in bad shape and is being redone. They should be able to get that work done, re -pave and buttoned up for the winter very soon. He further reported on the Commons Reconstruction project, and noted that the brick work would be laid in Bank Alley next week and the rest of the work seems to be making good progress. Asst. Supt. Benjamin reported that all the work that could be done this Fall was completed on West Clinton Street with utility patches done. He stated that the street will be milled and repaved next Spring. Crews also repaved a light course on Stewart Avenue - north of Cascadilla Bridge that should hold through the next few years until the whole street can be redone. They have also done some patching on Route 96B on South Hill because the base was failing; they plan to do work on that street next Spring; however, they need NYSEG in first before they can begin their work. Some utility patching was done on Thurston Avenue as well. He noted that the local asphalt plant will close by end of this week. is Board of Public Works Meeting Minutes October 27, 2014 Director of Parking Nagy reported that Community Service Officers started booting vehicles for unpaid parking tickets today at noon; 3 boots were placed by the end of the day. On October 10, 2014, 710 letters were mailed to those vehicle owners at risk of having their vehicles booted for unpaid parking tickets; since then 45 people have come in to pay for their past parking tickets, and more came in today to do that. He feels that is a very positive response, that over 50 people have paid their long standing upaid tickets in last the 10 days. In addition, parking revenue is up at all garages. He hopes to hire a part-time parking attendant this week, and is still waiting for applications to come in for the Community Service Officer position, which he hopes to start interviewing for soon. APPROVAL OF MINUTES: Approval of the January 13, 2014 and October 6, 2014 Board of Public Works Meeting Minutes — Resolution By Commissioner Goldsmith: Seconded by Commissioner Morache RESOLVED, That the minutes of the January 13, 2014 and October 6, 2014 Board of Public Works meeting be approved, with one minor correction to the minutes of October 6th Carried Unanimously HIGHWAYS, STREETS AND SIDEWALKS: Recommendation to Fund Utility Upgrades in Neighborhoods with Growth Potential - Resolution By Commissioner Goldsmith: Seconded by Commissioner Morache WHEREAS, many recent public and private construction projects have required utility services to be upgraded before projects could be completed, and WHEREAS, planning and construction efforts require coordination among all utilities which delays project implementation, and WHEREAS, staff have researched and discussed possible solutions to these delays and utility upgrade processes; now, therefore be it RESOLVED, That the Board of Public Works hereby supports the creation of a mechanism to request public utility upgrades within neighborhoods that are experiencing significant development and construction, and be it further RESOLVED, That the Board of Public Works recommends that Common Council allow the City to fund initial utility upgrade fees which would be reimbursed by property owners over time. Carried Unanimously Award of Contract for Professional Services for Spencer Road Sidewalk and Traffic Improvements - Resolution By Commissioner Morache: Seconded by Commissioner Warden WHEREAS, a Capital Project for Spencer Road Sidewalk & Traffic Improvements was authorized in the City of Ithaca 2014 Budget as Capital Project #797 in the amount of $41,000, and WHEREAS, the Engineering Office received two proposals for the requested scope of work, and recommended LaBella Associates as the consultant, and WHEREAS, funds for the study are available from Capital Project #797; now, therefore be it 3 Board of Public Works Meeting Minutes October 27, 2014 RESOLVED, That the Board of Public Works authorizes the Superintendent of Public Works to enter into contract with LaBella Associates for professional services related to Spencer Road Sidewalk & Traffic Improvements at a total project cost not to exceed $41,000. Carried Unanimously PARKING AND TRAFFIC: Award of Contract for Professional Services for the Safe Routes to School Project - Resolution By Commissioner Goldsmith: Seconded Commissioner Warden WHEREAS, a professional services proposal for the non -infrastructure component of the Safe Routes to School project (CP 786, PIN 375564) was received on October 15, 2014, and WHEREAS, staff has reviewed the one proposal received from Bike Walk Tompkins (in partnership with the Ithaca Youth Bureau and Way2Go, a project of Cornell Cooperative Extension of Tompkins County), and made a recommendation for award; now, therefore be it RESOLVED, That the City of Ithaca Board of Public Works hereby awards the non - infrastructure professional services contract for the Safe Routes to School project to Bike Walk Tompkins, a project of the Center for Transformative Action, of Ithaca, New York, for an amount not to exceed $5,000, with the understanding that an addendum to the contract will be forthcoming that will likely make the total contract amount not to exceed $40,000, and be it further RESOLVED, That the Superintendent of Public Works of the City of Ithaca be hereby authorized to enter into said contract under the usual terms and conditions. Carried Unanimously The following two resolutions were provided for the Board's consideration and discussion. The Board would need to select the one they wish to act upon. Resolution to Modify the Public Parking Lot at the Corner of Fulton Street and Court Street to Permit Only Parking WHEREAS, the public parking lot at the corner of Fulton and Court Streets, containing 30 parking spaces plus two handicap spaces, currently does not generate revenue and is only an expense to the City in regards to maintenance, snow removal, landscaping, salt, sweeping and general cleaning, and WHEREAS, Wink's Auto Body Shop, located next to the parking lot, has submitted an offer to buy 20 permits each month and complete all general maintenance for the entire parking lot, including snow removal, salting, sweeping, sidewalk, striping, and landscaping, which will reduce annual expenses for this lot and generate annual revenue of $4,800 where it has never generated revenue before, and WHEREAS, ten additional parking spaces would remain available for public use through the sale of monthly permits by the City; now, therefore be it RESOLVED, That the Board of Public Works authorizes the Superintendent of Public Works, upon consultation with the City Attorney, to enter into an annual agreement with Wink's Auto Body Shop for the purchase of 20 parking permits each month and the maintenance of the parking lot, which agreement shall be reviewed and renewed each year, and be it further !! Board of Public Works Meeting Minutes October 27, 2014 RESOLVED, That the City change the status of the public parking lot to a Permit Only Lot and will sell the additional ten parking spaces to the public as needed through the City Chamberlain's Office. Resolution to Convey the Public Parking Lot on the Corner of Fulton Street and Court Street to the State of New York WHEREAS, on May 1, 2004, the State of New York, acting by and through the Department of Transportation, deeded a piece of property in the West End known as Parcel 115, and more commonly known as the public parking lot on the northeast corner of Fulton Street and Court Street, to the City of Ithaca, to use and to maintain exclusively as public parking, and WHEREAS, the deed includes a "reverter" clause stating, "that if any portion of the premises herein is no longer used and maintained as a public parking lot, title to such portion or portions of the premises herein conveyed shall automatically revert to and vest in the Grantors without re-entry or other affirmative act by the Grantors, and at no cost to the Grantors," and WHEREAS, despite varied attempts to manage the parking lot, there does not seem to be a public demand for the parking lot unless it is free to users, and even then, the benefit seems to be more for private businesses in the area and not the general public, and WHEREAS, owning and maintaining the parking lot carries a public cost with little public benefit, particularly in light of the fact that the City changed regulations for on street parking between Fulton Street and Meadow Street to allow additional parking, and WHERAS, the Parking Director and the Transportation Engineer, after consultation with other City departments and divisions, have recommended that the lot be returned to the State of New York, and WHEREAS, typically, the Board of Public Works has the power to acquire property in accordance with the City Charter, but does not have the power to dispose of property; however, in this case, it seems that a public statement that the parking lot no longer serves a public purpose would be sufficient to return the title to the State of New York; now, therefore be it RESOLVED, That the Board of Public Works hereby determines that the parking lot at the corner of Fulton Street and Court Street (the same as the abovementioned Parcel 115), no longer serves a public purpose and that the Board of Public Works no longer desires to own or to maintain the parking lot, and be it further RESOLVED, That upon determination of the City Attorney, this resolution shall either be used as a recommendation to Common Council to return title to the premises to the State of New York, or as a statement to the State of New York itself to activate the abovementioned "reverter" clause. Transportation Engineer Logue joined the Board for discussion of this item. He explained that there has been a lot of discussion over past years about this parking lot. The question being: is this really a public parking lot or is it more private in use? He stated that people don't want to pay to park in the lot. In his opinion, there is no public use for it, and it does have a private use that outweighs the cost to the City to maintain it. If the City gives it back to New York State, it will mean that it gives up control of what the parking lot might be used for; it is a very developable lot. The State would probably auction it off, and he would be comfortable if it were to go back to the State. He is also not sure about the legal side of the use of the property for "Wink's" proposed use of the parking lot. 5 Board of Public Works Meeting Minutes October 27, 2014 Director of Parking Nagy explained that the other aspect for the Board to consider is a business owner trying to expand their business, bring in more customers to the City which, in turn, would increase sales tax and income for the City. The business owner is also proposing to assume all the maintenance of the parking lot, which would reduce costs for the City. In addition, the business owner proposes to purchase 20 parking permits each month from the City Chamberlain's Office. He stated that the City could enter into a written contract with the business owner that includes the maintenance of the parking lot as well as the purchase of parking permits. The City has been picking up the expense for the parking lot for many years. This proposal would allow the City to receive revenue for the parking permits and not have the expense of maintaining the parking lot. He asked the Board whether they want to support a local business in this instance or turn the property over to New York State, where the City would not have control over the property and its future development. Retired Superintendent Gray addressed the Board. He stated that, as the former Superintendent for the City, with knowledge of the history of this property, he supports the suggestion that Director of Parking Nagy is recommending. He stated that the City ran into some problems with a similar situation where it turned over a portion of the Seneca Street parking garage to a private entity. He would suggest that the parking permit option is a good one because either way the permits are going to be paid for because either the business owner will buy them or the public will purchase them. He would encourage the Board to listen to Director of Parking Nagy because parking is his specialty. He further stated that the previous business owner was not successful with New York State in trying to get the property back for private use. He would suggest that the City try this approach, with parking by permit only because there is someone interested in paying for the permits, and the business owner will maintain the parking lot. He stated that he would not want the City to make the same mistake as was done with the Hilton Hotel and the Seneca Street parking garage; he thinks the proposal from the Director of Parking can work -- as long as a different process is followed. Commissioner Warden stated that the issue to him is supporting a private business that could really use the parking lot; he also wants to avoid costs to the City. Retired Supt. Gray further noted that eventually the City will arrive at a point where this parking lot really does not have a public purpose; maybe in a year or two. At that point, the City could either buy the lot or turn it over to Ithaca Urban Renewal Agency to then work with a private property owner; that way the parking lot can be used in the best way for that property owner. Otherwise, at that point, the City could return it to New York State who will sell it at auction; with no control over it by the City at that point. Supt. Thorne suggested that the Board postpone voting on this item today because of the different points that were raised; he would also like to get a legal opinion about the business owners' proposed use and what the City's options might be. Commissioner Goldsmith expressed his support for making the parking lot by permit only. Supt. Thorne stated that this item would come back to the Board with a recommendation from City Attorney in two weeks. He noted that the above two resolutions might then be reworded for the Board's consideration. X. Board of Public Works Meeting Minutes October 27, 2014 Resolution to Amend Vehicle and Traffic Schedules to Allow Short Term Parkinq Along the West Side of Cornell Street, between Valley Road and the Annex [_rnccwnIk By Commissioner Morache: Seconded by Commissioner Warden WHEREAS, the Board of Public Works is authorized by Section 346-4 of the City Code to adopt and to amend a system of Schedules in order to administer the Vehicle and Traffic Law, and WHEREAS, the Belle Sherman Parent Teacher Association has petitioned to change the on -street parking regulations for the west side of Cornell Street between Valley Road and the crosswalk to the Belle Sherman Annex to allow for short term parking during the school day, and WHEREAS, the Transportation Engineer and Parking Director are both comfortable with a one hour parking limitation, Monday through Friday from 8 a.m. to 4 p.m., with the understanding that outside those hours, the regulation would otherwise be the default odd/even rule, now therefore be it RESOLVED, That the entry for the west side of Cornell Street is hereby deleted from Schedule XIV, No Standing, and is hereby added to Schedule XVIII, Time Limit Parking as follows: Name of Side Time Limit; Location Street Hours/Days Cornell Street West One Hour; From Valley Road 8am to 4pm/ to the Annex crosswalk Monday - Friday Carried Unanimously CREEKS, BRIDGES AND PARKS: Request to Increase Pavilion Reservation Fees - Resolution By Commissioner Warden: Seconded by Commissioner Goldsmith WHEREAS, staff from the Ithaca Youth Bureau and the Department of Public Works have proposed adjustments in pavilion reservation fees at Cass Park and Stewart Park for 2015, and WHEREAS, the Parks Commission has reviewed and approved of these adjustments, and WHEREAS, the proposed fees offer a new and appropriate discount to individuals and families from the City of Ithaca; now, therefore be it RESOLVED, That the Board of Public Works hereby approves the proposed fees as follows: �l Board of Public Works Meeting Minutes October 27, 2014 Proposed new fees Individuals and Families from the City of Ithaca City Discount Cass Park Up to 24 people $36.00 25 — 74 people $72.00 75 + people or Exclusive Use $90.00 Stewart Park Small Pavilion Up to 24 people $36.00 25 — 74 people $72.00 75 + people or Exclusive Use $120.00 Stewart Park Large Pavilion Up to 24 people $40.00 25 — 74 people $80.00 75 — 99 people $120.00 100 — 149 people $160.00 150 + people or Exclusive $180.00 Use MOT' Proposed new fees All Organizations & Non - Resident Individuals and Families $47.00 $94.00 $117.00 $47.00 $94.00 $156.00 $52.00 $104.00 $156.00 $208.00 $234.00 WHEREAS, the Town of Ithaca is in the process of deciding whether or not to maintain the current level of funding for waterfront parks and recreation facilities, and WHEREAS this funding, currently in the amount of $111,240, helps to offset some of the costs associated with maintaining these important parks and facilities; now, therefore be it further RESOLVED, That if the Town of Ithaca maintains funding at this level, the aforementioned City Discount would also be extended to individuals and families from the Town of Ithaca. Commissioner Warden expressed his support for the increased fees, and noted that he would have proposed a higher fee for non -city residents; he likes it being as low for city residents as possible. Supt. Thorne noted that he agreed the fees should be higher; however, when they reviewed rates that other parks in area were charging, the proposed fees fall within the same ranges. A lot of those other parks also charge for parking, and that will be a discussion coming back to the Board in the future. A Vote on the Resolution Resulted As Follows: Carried Unanimously !-3 Board of Public Works Meeting Minutes October 27, 2014 WATER AND SEWER: Approval of Memorandum of Understanding (MOU) with Southern Cayuga Lake Water Commission and Cornell University for Water Supply during Water System Renovations - Resolution By Commissioner Warden: Seconded by Commissioner Goldsmith WHEREAS, the City is undertaking significant improvements to its water supply and distribution system, with the central focus being the replacement of the City's 1903 Water Filtration Plant, and WHEREAS, the staff and the City's design engineer (O'Brien & Gere) have been working with staff from both the Southern Cayuga Intermunicipal Lake Water Commission (Bolton Point) and Cornell University concerning water supply during the construction of the City's new water treatment plant, as reflected in the approved construction project budget allowance for purchased water needed during the two year construction period, and WHEREAS, the City has produced an engineering report which looks at the joint operations needed at the three plants to provide water to the City's distribution system, while maintaining service to the two supplying system's consumers, and addresses the regulatory concerns of the Tompkins County Health Department during the construction period; now, therefore be it RESOLVED, That the Board of Public Works approves the Memorandum of Understanding (MOU and attached engineering report dated October 22, 2014 — located after the last page of the minutes) with Bolton Point for water supply during the construction period, in its current form, for the Superintendent's signature, as well as any minor changes that may be requested or agreed to by the Mayor and City Attorney, provided they do not constitute a substantive change, and be it further RESOLVED, That the Board of Public Works authorizes the Superintendent's signature on the parallel agreement (MOU) with Cornell University for water supply during construction, provided that the document is substantially the same as the reviewed MOU and complements the Bolton Point agreement in the manner outlined in the attached engineering report, and be it further RESOLVED, That the Board of Public Works directs the Superintendent to provide an update to the Board on the status of these agreements by its second meeting in December 2014. Retired Supt. Gray explained to the Board that this should be treated as a purchase of water from a supplier because this was not folded into the water plant reconstruction contract. He stated that the filtration process on City property at the site would be at a cost of $1,000,000.00 so this proposal was arranged instead because it would cost the City less money. He further stated that under the City Charter the Board of Public Works has to approve these contracts. He would request that the Board approve the resolution as presented. The MOU is the one that Bolton Point wants, and he, as does the City, wants the water so this is where we are. We are at a point where a decision has to be made to keep on schedule because we're out of time. He is comfortable, after years of discussion with staff at Cornell University, Bolton Point, and the City that the MOU spells out pretty clearly what needs to occur. The contractor is already starting to demolish the current water plant. He stated that Bolton Point has a concern as to how the City will pay for the water. He apologized for coming to Board at the tail end of the process. He wrote the engineering report which was reviewed by Liz Cameron, Director of Environmental Health at Tompkins County Health Department, and he made her corrections to it, so he is now asking for the Board's approval. 9 Board of Public Works Meeting Minutes October 27, 2014 Supt. Thorne noted that he is anticipating a similar MOU with Cornell University that will need to come before the Board for approval as well. Commissioner Goldsmith asked what this MOU would cost, and Retired Supt. Gray responded that the cost will be $500,000, which has been reserved in the budget for this purpose. A Vote on the Resolution Resulted As Follows: Carried Unanimously Retired Supt. Gray thanked the Board and Liz Cameron for helping the City through this process, and getting things organized. There will be some follow-up public information in conjunction with the County since the City will be using three systems cooperatively. Everything can't be anticipated that will happen during the construction process, and hopefully the public will never see the impacts of the construction of the new water plant. He noted that there will be a big public information effort with ten individual events scheduled over the next two years; the public may be asked for water conservation efforts as well. DISCUSSION ITEMS: Woodcrest Avenue Water Issue Update: Asst. Supt. Whitney reported that there have been no coloring problems recently; some taste changes occur when seasons change. There are some issues with the water mains, and they have done work to address them. The Tompkins County Health Department has a chart regarding the violations with iron and color issues; mainly on Homestead Terrace. In the Mayor's proposed 2015 budget there is funding for cleaning of those water mains, and if that doesn't work they will need to be relined at a cost of $90.00 per linear foot proposal. That would be a quarter to a third of a million dollar project, if needed, next year. Alderperson Fleming asked if there is still rust in some homes on Woodcrest Avenue and Homestead Terrace. Asst. Supt. Whitney responded that he has not heard of any in about a month. For now, he feels the problems have been resolved until the weather warms up again. There were a lot of concentrations of iron and rust seen when the lines flushed initially; they are flushing a couple times a day and are looking at tying in a second flush point that doesn't waste the water. He noted that they want to keep a 900 gpm flow - similar to what was done with Mitchell and Kline Roads with the gravity fed system. A lot of the problems are related to the age of the lines. He further noted that in the Cornell Heights area they did similar extensive cleaning and he has not heard of any problems. Supt. Thorne stated that even if they have to reline the mains that will be less disruptive and a lower cost solution than to replace the lines. Commissioner Warden questioned what the durability/life expectancy of the lines would be by relining them? Asst. Supt. Whitney responded that where cuts in the cross sections have been made in the cast iron it looks good, so they should be able to extend the life cycle of the lines by 50 years or so. 10 Board of Public Works Meeting Minutes October 27, 2014 Request for Emergency Capital Improvement Project for Water Main Replacement Along Willard Way: Asst. Supt. Whitney explained that there is another old 4" water line on Willard Way similar to what was replaced on Edgecliff Place where the increased flow was needed for their fire suppression. This is a similar situation; this is an old 4" cast iron system laid in the 1930's; there is no way with that size pipe to meet fire flow requirements. They will need at least a 6" main to maintain fire flow and water supply. He stated that this will be an emergency Capital project that will need Common Council approval, after the Board makes a recommendation to them. He noted, that this issue would come up again in the near future on Osmun Place near The Chapter House because they are experiencing a similar situation. A resolution for this item will come back to the Board for approval at the November 10t" meeting. Bridges/Paths: Cascadilla Park Road Trail: Supt. Thorne reported that the Mayor asked staff to close the trail because of safety concerns. Crews put up chain link fencing and signs, and closed the trail at DeWitt Place up. He stated that staff is reviewing what the original funding was for reconstruction of the trail, and what the scope of work entails. The original trail was 19' wide; the gorge is eroding so the trail in some places is only 4' to 5' wide, and the ground condition is questionable. He has been discussing with the City Attorney what the City's options are and liability concerns; there is also a sewer line in area. There also needs to be a discussion about how much of the trail to do work on in any proposed project. Commissioner Warden stated that erosion will occur in a lot of areas in the City, and in some instances trails will need to be abandoned because the gorge will only keep eroding. Supt. Thorne stated that this trail is one of those issues - how much should the City spend before the trail should just be abandoned. Alderperson Fleming stated that this is a nice trail; the new Cascadilla Gorge trail is beautiful. There are inherent dangers for example, now there are wet leaves, etc., that people could slip and fall on. This work would be redundant to the new trail, and there are so many other areas in the City where the money could be better spent. Director of Engineering West noted that what instigated closing the trail was that the school bus drops kids off right at the start of the trail at Stewart Avenue. It was very prudent to close the trail, and the City was well advised to close it for a number of reasons. The gorge will only continue to erode to the point that we will need to worry about houses going into it, and the City doesn't have the money to spend on this type of trail. Commissioner Goldsmith noted that when a street caves in, which they do, just like paths, we build retaining walls and all sorts of things to build them up. He is asserting that the City has a bias in the way it does things. The city of Ithaca claims to be bike/pedestrian friendly, but it really isn't. Discussion followed on the floor regarding erosion and its effect on streets, sidewalks, and trails. Also discussed were how projects and funds are established to address those needed repairs, and what types of repairs are done. 11 Board of Public Works Meeting Minutes October 27, 2014 Supt. Thorne stated that, as of this afternoon, the Governor of New York awarded the city of Ithaca $600,000 for improvements to the Cascadilla and Sears Street bridge. He noted that it does require a $150,000 match from City. Alderperson Fleming stated that the city of Ithaca does take very seriously the issue of sidewalks and walkways. As a result, the new and innovative sidewalk program was established. In addition, most new roads have accommodations for bikes, new sidewalks, and a new parking revenue program has been established for those who chose to use cars. She would like to think that if we have a narrow road that was on shale and not safe that the City would think about abandoning it (i.e. Forest Home Drive). ADJOURNMENT: On a motion the meeting adjourned at 6:35 p.m. Sarah L. Myers Claudia Jenkins, Information Management Specialist Vice Chair I Cornell University SCLIWC City of Ithaca Proposed Joint Operations In support of City Water Supply Renovations 2014 - 2016 Submitted to: Cornell Utilities Southern Cayuga Lake Intermunicipal Water Commission City of Ithaca, Board of Public Works Submitted by: William J. Gray, P.E. Retired Superintendent of Department of Public Works City of Ithaca October 22, 2014 Forward Since its creation as the Southern Cayug (SCLIWC) in 1976, the two older local we have had an excellent neighbor who coul issues and be a partner in emergency op had an accelerated start up in 1976 beca which removed a section of the raw water the full development of SCLIWC to serve in a horseshoe of facilities surrounding th position to both provide and receive servi, nature of the SCLIWC transmission and c Lake makes it difficult to close the loop, p by the two central systems it surrounds. ' of being in contact on all sides with one o improves the resiliency of all the systems individual systems can achieve. The City plant. Dedication/Thank You The purpose of this report was to obtain a with enough detail to see how they could during a two-year construction period as ti replaced. This was sure to create additioi initially to collect or sort data and answer 4 produce the additional water that would b( encountered anything but assistance and one that faced the community and the loc, professionalism and communal thinking 1 The dedication referred to here is not to dedication of the professional staff which common goal of community health and s They were not only helpful as I research( the challenges represented by the task a 3 Lake Intermunicipal Water Commission ter systems (Cornell in 1929, City in 1903) i and would help smooth over operating ;rations. The Bolton Point plant of SCLIWC ise of a land slide in the city's watershed main supplying the city plant. Since that time, its five participating municipalities has resulted other two systems, putting it in a strategic ;es from the other two systems. The linear istribution system, and the fact that Cayuga -oduces a kind of vulnerability which is offset "he two central systems have the advantage two independent water systems which and provides a level of redundancy few seeks to tap this resource to rebuild its water i overview of the operation of each system iperate jointly to support the city's water plant ie filtration system and the plant itself are al work for the plant staff in all three systems, uestions, eventually to coordinate operations, needed, and finally to deliver it. I never nterest in a problem which was treated as I water supply staff. This was a level of appreciated, but did not fully expect. individual, but rather is recognition of the irk in all three systems and share the Ay through a fully operational water system. operational history, but were interested in The research was made easier by the sen or staff at each plant, as well as by the staff they lead and the work environment theycreate; I would like to thank: Jack Rueckheim, Executive Director, and Joan Foote, Production Manager for SCLIWC; Chris 2 Bordlemay, Water and Wastewater Manager at Cornell University; Chuck Baker, Chief Operator for the City's water plant, and their staff for making my work easier and more interesting. Introduction An (almost) quarterly "Three Systems Meeting" was held July 26, 2012, to look at water supply during construction of the City's water plant. The city was looking for a construction day draw of up to 3 million gallons per day (MGD) from adjacent systems to cover the annual average day demand of 2.5 MGD (2.7 MGD in the following tables). Several scenarios were discussed and a summary memo was circulated. The general consensus was that the water supply demands were manageable based on the time tables and scenarios presented. The city and O'Brien & Gere Engineers (Rick Gell) proceeded with design. A follow-up meeting was held in early January 2014 and Rick Gell provided updated information in preparation for letting construction contracts. At this point, Cornell and Bolton Point both felt it would be a good idea to get a written agreement in place to tie down the details of what was being agreed to and how it would be paid for. Bolton Point produced the first draft of a Water Services Agreement for the construction period. It was based on a draft agreement Cornell was developing, as well as an updated or amended Water Services Exchange Agreement that Bolton Point was already working on to replace an existing agreement between the City of Ithaca and the Town of Ithaca. I was asked to review the 2014 draft agreement for the construction period. realized, as I reviewed the Bolton Point draft MOU and the minutes or summaries of earlier meetings, that everyone believed this could be done collectively but not everyone could or would agree to specific hard statements about what they would do individually without a much better understanding about what the three systems could do collectively. As an example, the draft MOU with Bolton Point outlined a commitment to provide 1.0 MGD, with short periods of production in excess of 1.0 MGD. The design engineer's summary from two years earlier described the expectation, under the heading "Surplus Capacity Available from SCLIWC," as "Normal summer demands are about 3 MGD with peak flow this year (2012) at about 3.75 MGD. It was concluded that SCLIWC should be able to supply 2 MGD to the city on a sustained basis with short term (24-36 hours) peaks of 3 MGD." The gap between these two descriptions of supply was too large to ignore, could be very problematic if the differences could not be reconciled, and needed to be coordinated with production from Cornell as well as production expected from the City's system itself. I set out to develop a better understanding of how this construction 3 period water supply would work, the exp( of those impacts. Problem Statement The basic problem to be overcome was customers while demolishing and rebuil two neighboring water treatment systen The general questions became: impacts on the three systems, and timing maintain the City's distribution of water to its ng the city's water treatment plant. The city's (Cornell and Bolton Point) were willing to help. 1. Could distribution of water be mai tained to customers in all three systems such that the customers were largely blind to the changes in supply and disruptions in production capacity? 2. Could distribution be maintained w thout requiring heroic measures on the part of any production system or creating arge expenses for the construction project? The city's average annual water demand production capacity of 6.75 MGD and an Cornell has a rated production capacity c 1.70 MGD, then the combined excess ca is more than enough to meet the city's nE period and there is no problem. If life we The specific questions became: s 2.74 MGD. If Bolton Point has a rated annual average day of 2.80 MGD, while 3.60 MGD and an academic average day of acity of ((6.75-2.80)+(3.60-1.70))=5.85 MGD A for 2.74 MGD during the construction only that simple. 1. Water treatment and distribution systems need to supply peak demands (hot summer week, major structure fire, Super Bowl or Graduation flush, etc.). It takes a lot of work to operate a faci ity at its maximum capacity. It is hard on the facility and on the people who oper to it. Could the plants be operated near the high end of common peak producti n days and meet the needs of the construction period while controllin stress on plant and staff? 2. Could storage in the distribution systems be combined with production capacity to smooth out peak demands? Would this produce water quality issues? 3. Is there flexibility in the consti supply demands to be shifted demands? schedule that would allow the makeup water from the distribution system's peak 4 4. Since emergency demands such as major structural fires are completely random, is there enough reserve capacity remaining in the system to protect the community and its first responders? 5. Can the water that is produced, or is being stored, be delivered where it is needed? The individual distribution systems are strong enough to meet local demands. Is the transmission and interconnection system strong enough to deliver the water for distribution in another system while meeting local needs? 6. Can the production, transmission, and interconnection systems be made accountable so that the costs can be recorded and fairly distributed? 7. Finally, will the regulatory agencies agree to the coordinated operation of three systems? If these questions can be answered, we can approach the construction period with confidence. Approach In order to answer the questions, we needed two basic pieces of information: (1) we needed to know what water demands would be created by the construction period in terms of volume and chronology; (2) we needed the operating characteristics of the three systems in order to anticipate which characteristics complement each other and which conflict. This will allow us to project the characteristics of the three systems operating in a coordinated fashion. With this information in hand, we can brief the County and State Health Departments and incorporate their suggestions or requirements. Water System Demands Due to Construction O'Brien & Gere has developed a pre -bid projection of the water demand during the plant's two year construction period, as well as a timeline for make-up water requirements. It is attached as Appendix A, labeled "Water Treatment Plant Shutdowns," dated June 12, 2014. It shows nine events during construction of the water plant and a tenth during work on the supply dam including two longer periods of moderate demand of makeup water (1.5 to 2.0 MGD) and two days of complete shutdown (3.0 MGD each). The projected total draw of make-up water is 83.75 MG over the construction period. If the cost of Bolton Point and Cornell Transmission water is approximately $4/1,000 gallons, this represents approximately $335,000. If changes in energy rates, overtime hours for labor costs, and special billing or administrative effort were to add 30% to 50%, this represents $435,000 to $500,000. A budget allowance of $500,000 is being carried. 5 Water System Characteristics The city's current plant is a rapid sand fill operations in 1903. It produces 2.7 MGC the Sixty Foot Dam Reservoir as its sour pressure membrane system with 4 MGD two years. Bolton Point is a rapid sand design rated operation in 1976. The plant produces 2 as its water source, and is in good condil has substantial storage in place. The Cornell facility is a rapid sand desig 1929. The plant produces 1.7MGD on a Fall Creek in a run of the river mode for substantial investment in filters, controls storage systems are concentrated, but s population served is much larger than th Table 1 contains a summary of the three contains a summary of the production sto Individual Plant Operations The collected production data for recent y in Table 6, while the data has been graph variations in water demands. Bolton Poin playground pattern with a summer peak fi outside and the influx of summer resident winter dips in demand as residents go ins flattened somewhat, probably due to the fluctuations. Cornell shows an academic populations, with low demand in May to Ji and higher flows in the August to Novemb academic calendar does not follow the ca average data does not show the same sh, Cornell's water plant, or in parking lots am demand is approximated by a combinatioi experiences a mild winter dip in demand t students' return in late January. The sum the warm weather demand of the permano demands of a hotel tourist trade and sumr (including long time summer residents) an is brisk almost all year, their seasonal imp :r system rated at 7 MGD and started on an average day, uses Six Mile Creek and e, and the plant will be rebuilt as a low ;expandable to 6 MGD) capacity over the next t 6.75 MGD with plate settling and started MGD on an average day, uses Cayuga Lake n. Their distribution system is extensive and rated at 3.6 MGD and started operation in average day during the academic year, uses source, and is in good condition after nd pumping. Cornell's distribution and nificant because the actual and equivalent land area served. lants' operating characteristics while Table 2 age facilities for each plant. Bars of operations at the three plants appears E)d in Figure 1. These show modest seasonal t shows the classic residential/summer om permanent residents who finally get who can open camp. This is followed by de or go away. The "classic" pattern appears :ornell and Ithaca College population )attern that reflects the rise and fall of campus ine, as well as December to January periods, er and February to April periods. Since the endar months very closely, the monthly irp day to day changes experienced at i restaurants in the area. The city's water i of the two patterns above, where the city iat the other two systems see, offset by the ner academic or population dip is offset by :nt residents and the commercial/summer ier restaurant trade from both tourists J permanent residents. Since the hotel trade act is muted. 0 The individual plant flows show a greater variation than the sum of all three plant flows, indicating that there is some potential to use the dip in demand in one system to off -set the rise in demand in an adjacent system. All three plants operate well inside their production capacity, but all three plants take advantage of this by adjusting staffing levels and hours of plant operation to save on both personnel and energy costs. It appears that a closer look at peak demands and use of the substantial standing storage of the systems might allow a carefully orchestrated "joint operation" of the three plants to make up for the reduced production at the city's plant during the reconstruction period. A look at peak plant production demand periods and the associated fill/drain cycles of storage tanks would better assess the ability of a combined system to respond to short-term construction demands during the two-year construction period. Periods longer than two days must rely on production capacity. Individual plants usually operate in one of two modes: normal operations discussed above or emergency operations. Sometimes they operate in a hybrid emergency mode for a scheduled task which takes the plant out of normal operations and increases the risk to the community being served in order to complete the task. In Ithaca, a third mode of operation is possible, in which the plant is operated outside of its normal pattern to provide operational support to an adjacent system without rising to emergency level or taking on added risk. Emergency Operations The available storage for Cornell and Bolton Point, in Table 2, has taken into consideration the need to reserve water for emergency operations. A review of Table 2 shows that Bolton Point could maintain 1.5 million gallons of water for emergency operations while still having 3.9 million gallons of operational storage. (The Towns actually have substantially more storage [both operational and emergency] out in their distribution systems.) Cornell has 0.9 million gallons of emergency storage and 1.6 million gallons of operational storage available. The clear wells at both plants are modest in size and not considered storage, but rather wet wells for pumping. The city's figures would provide 5.8 million gallons of emergency storage (if it were willing to inconvenience a number of nearby home owners), which is far more than it needs from a planning point of view. The same figures give only 1.2 million gallons of operational storage, which is far less than the average daily demand of 2.7 million gallons of operational storage recommended by the Ten States Standards. The city's Elm Street tank may be able to double the operational storage while diminishing the excess emergency storage, by reconfiguring its operation during this period of construction. (Note Table 5) In the past, a large downtown, industrial, or campus fire might involve 4,000 GPM for 1 hour, 2,000 GPM for 2 hours, 1,000 GPM for 4 hours, and then 100 GPM for 20 hours, for a total water consumption of 722,000 gallons. A large residential fire might be 1/10th to 1/20th of that demand (1,000 GPM for 30 minutes, 100 GPM for 2 hours, and then 10 GPM for 10 hours, for a total of 48,000 gallons). In recent years, the advent of sprinklers, fire alarms, or simple smoke detectors have made the chance of such large fires smaller, but no less real. Water ma breaks could fall in the same range of total flows depending on the size of the main, he type of break, the rapidity of discovery and response, and the time of year (difficulty f assembly, shut down, and repair). Bolton Point, Cornell and the City have adequate emergency reserves provided the operational use of storage leaves those reserves intact. These potential unscheduled emergency operations largely depend on existing storage and the distribution systems' ability to deliver the water to the location of the demand. Plant operations are impacted in a reaction to the need to restore the a ergency reserves depleted in responding to the event. Scheduled Emergency Operations Scheduled "emergency" operations differ scheduled, someone chooses to start the cases, could stop them if a problem devel operation can usually be started or stopp( tank cleaning and painting project must bE operations in that they take the plant (and normal operating pattern for a short perio( individual system by taking some needed capacity, water intake, storage tank, or tra situation of having three systems which ar many of the scheduled emergencies into communications are required inside a con success and to manage the risk. If adjacE adding coordination and cooperation with communications needed internally almost a supported operational effort. Extended Operational Support The request for extended operational supl initiated in order to accomplish a specific t such as painting a series of storage tanks, pump station, or updating filtration system Joint Operations In this case, the specified task is the reco superimposed demands on the adjacent anticipated periods of plant restrictions or needed during that period. The city has s placed on (or shifted to) adjacent system; construction of an industrial facility like a � Once the construction starts, there will be rrom emergency operations in that, being n at a predetermined time, and in some Dped. A hydrant or watermain flushing �d at will. A watermain relocation or a storage finished once started. They are emergency possibly the distribution system) out of its I of time and may increase risk to the component of the system offline (i.e. filter nsmission main). Ithaca is in the unusual e each in touch with the other two, turning support operations. Planning and imunity to make the scheduled emergency a nt communities are willing to help, then adjacent communities to the planning and insures the conversion of an emergency into ort by one system from another is usually rsk which will take a longer period of time, relocating a transmission main, rebuilding a struction of the city's plant. The stems are outlined in Appendix A as a list of hutdowns, and the estimated makeup water me control over the timing of demands but, because of the linear nature of ater treatment plant, the control is limited. itermittent demand (of 1.5 MGD, for periods R of 1 day to 4 weeks). We can assume some will occur at a high demand period. The complete plant shut down (3.0 MGD for periods of 1 day) or impaired operation (2.0 MGD for a period of 10 days) should have longer planning periods and can be better matched to the combined system storage and production capacity. Experience with the first should better prepare us for the second higher demand periods. The graph of combined production (Figure 1) shows a summer peak in demand shifted towards fall which mirrors Bolton Point's pattern combined with Cornell's. If the longer duration volume of makeup water is assumed to come mostly from the larger plant not under construction (Bolton Point), it appeared reasonable to look for records of a three- day summer peak period at Bolton Point, and then review records for the two other plants for the same period to see how a coordinated operation (storage and production) of the three plants might respond to the community's peak demand as well as the 1.5 MGD superimposed demand due to construction at the city's plant. Two three-day periods were picked at Bolton Point, July 2010 and July 2012, and are listed in Table 3. The matching three-day periods for the City and Cornell are listed in Tables 4 and 5, respectively. The two periods of high demand makeup water in Appendix A are a ten-day period of 2 MGD scheduled for the period May to June, 2015, and a four -week period of 1.5 MGD, which has not been scheduled yet. If we take the simplistic approach of looking at preferred high production rates (Table 1) and average monthly production rates for Bolton Point (Table 6), we see that a production rate of 5 MGD and May/June consumption rate of 2.91 MGD leaves 2.09 MGD available on the average. The maximum May/June consumption rate of 3.30 MGD leaves 1.70 MGD available. Cornell's preferred production rate of 2.30 MGD (Table 1) and a May/June consumption rate of 1.32 MGD (Table 6) leaves 0.98 MGD available on the average. The maximum May/June consumption rate of 1.46 MGD leaves 0.81 MGD available. Planning on 1.5 MGD from Bolton Point and 0.5 MGD from Cornell for a ten-day period will work "on the average." If Bolton Point provided 1.70 MGD and Cornell provided 0.81 MGD during the peak period, the combined available water of (1.00 + 1.70 + 0.81 =) 3.51 MGD is greater than the city's 3.35 MGD peak demand during May/June. If the four week period of 1.5 MGD were to fall between July and September, the same simplistic approach looking at Bolton Point leaves (5.00 - 3.10 =) 1.90 MGD available on average and (5.00 - 3.65 =) 1.35 MGD available during a peak month. Cornell's figures are (2.30 - 1.32 =) 0.98 MGD on average and (2.30 - 1.67 =) 0.53 MGD on peak (for the same month of July). Planning on 1.10 MGD from Bolton Point and 0.40 MGD from Cornell fulfills the 1.50 MGD of makeup water. If Bolton Point provided 1.35 MGD and Cornell provided 0.53 MGD during a peak period, the combined available water of (1.50 + 1.35 + 0.53 =) 3.38 MGD exceeds the city's 3.31 MGD peak demand between July and September. Again, this works "on the average." Even though this works on averages, even on averages of maximums, and on maximum months (itself an average), it seemed wise to look at peak day demands by looking at three-day periods. The operators at the plants can produce above their preferred maximum and a three-day peri d should allow us to gauge how storage can come into play to smooth out peaks. Bolton Point staff picked peak demand periods of July 8, 2010, and July 13, 2012, as candidates for analysis. A look at weather data for those two Julys seemed to confirm the choice of those dates. Both months were running +3 degrees Fahrenheit, were down .5 to 2 inches in rainfall, and had periods of 15 to 20 days of no rain. A review of the 'combined water production graph would lead you to conclude that September was the eak month, but the operators demurred. July has the peak days. The higher average f ows of September were easier to meet with fewer and lower peak days. The peak July days chosen by Bolton Poi t are shown in Table 3. Tables 4 and 5 contain the same dates for Cornell and the City. The data shows that Bolton Point had two busy three-day periods each time with water delivered to the distribution system averaging between 4.3 and 4.8 MGD, which is below their preferred high production rate of 5 MGD, but substantially higher th n the annual average production rate of 2.7 MGD. Cornell's data shows three days where water was delivered to its distribution system averaging between 1.0 and 1.4 MOD, which is below their preferred high production rate of 2.5 MGD and approxim tely equal to their annual average production rate of 1.4 MGD. City data shows three-daay periods of between 2.7 and 3.0 MGD delivered to the distribution system, whichis below their preferred high production rate of 5.0 MGD and only modestly higher than their annual average production rate of 2.7 MGD. Bolton Point staff remembers thes periods as more hectic because they contained plant production days of 5.5 and 6.0 MGD, which approaches plant capacity. The high production rates allowed staff to increase stored water by 1 to 2 MG and built a larger buffer in their tanks against high system demands. The City and Cornell maintained or shifted tank levels without much change in storage. July would not be a good time to ask Bolt( MGD of water for city use, and it is not pa could be done. July would not be an idea be done. In both cases it would take prior three plants, attention to weather, attentio than are maintained in individual operation anticipatory rather than reactive mode of c production goal where Cornell could makE could in November, and Bolton Point woul could be handled for one day by filling stoi producing water normally. At this point, al has not been enlisted to reduce daily dem Regulatory Considerations Public water supply systems and their ope New York State's Public Health Law, spells A meeting was held June 24, 2014, at the with John Strepelis, P.E. (by phone), New n Point and Cornell to produce an extra 2 t of the plan in Appendix A, but it appears it time to seek 1.5 MGD for city use but it could planning and daily coordination between the i to tank levels (starting with higher reserves s), continuous communications, and an peration. It would also take a shared a larger share of the total goal in July than it i be the inverse. A 3 MGD plant shut down age tanks, avoiding peak demand days, and these actions assume the general population Inds or help in any way. 3tors function under the requirements of d out in Subpart 5-1, Public Water Systems. ompkins County Health Department (TCHD) 'ork State Department of Health (NYSDOH) 10 Regional Environmental Health Program Director, Elizabeth Cameron, P.E., TCHD Director of Environmental Health, and Steve Maybe, P.E., TCHD Public Health Engineer. The meeting was concise and helpful. The Tompkins County Health Department wanted to see the engineering report that was being developed (this report). They were concerned about the ability of all systems to continue to function in an emergency such as a watermain break or fire. They felt that a public information campaign should be an important component in preparing the community for the joint operation periods during two years of construction. They would be glad to help with education and outreach related to water conservation or other efforts. Continuing compliance testing will be necessary, but dates may be adjusted so that the test represents the system being tested. They recommended dry run practice periods be used to test procedures and equipment needed to transfer water before city systems are compromised or demolished during construction. Their demeanor was one of concern for public health and help for the construction of a new water supply facility. Conclusion Generally, any combined operations: 1. It is probably easier to provide a neighboring system operational support if it can be easily and fully accountable. The three systems have significant capacity and are physically configured so they can support each other in operations/ emergencies. 2. We need experience transferring bulk water from one system's strong point to the neighboring system's strong point and allowing that system to distribute the water normally. In this case, the three strong points are considered to be Bolton Point's East Hill Tank, Cornell's East Hill Tank, and the City's Interconnection Building. 3. The two East Hill tanks are capable of transferring water back and forth so either tank could supply water to the city's interconnection building through Bolton Point's transmission main. The Interconnection Building is currently set up to receive water. It should be modified to allow water to be supplied to the transmission main and thus to either East Hill tank. Review of the three systems emergency operations at pump stations might dictate how the modifications should be done. 4. On the average, the combined systems are strong enough that any two plants can supply the needs of all three systems. This means that in a recognized emergency, and enlisting the cooperation of all customers, any emergency can be handled. It also means that through coordination, cooperation, and good planning the systems should be able to handle any reasonable operational issue that comes up. This is based on the current level of respect and professionalism demonstrated by the systems as well as current water use patterns. 11 Specifically, Extended Support of City nstruction: 1. The city's request for support during construction over the next two years is a series of nine events, seven of which are three days or less in length, one is ten days and the ninth is 28 days. They are considered significant, but manageable by the three operational staffs, but none can do it alone without impact on their customers. A tenth event is associated with work on the dam. 2. It appears possible to provide the requested support without inconvenience to their customers if all systems operate in a coordinated fashion during those ten events, including the build up and exit strategies. This will require planning and continuous communications and may benefit from shared SCADA data so that all operators are aware of the state ofl the combined operation. 3. Community awareness and coope requiring initial press releases, foll experience develops. The initial n tell the (three system's) customer operations and that we would appi or concerns they may have; and s that they may see some changes, tanks are operated through greate placed on adjacent water supplier; by city residents under unanticipat 4. A Joint Operations Agreement shoe of joint operations in responding to combined operational staff to devel supply events as they occur. WHIE water will be supplied by Bolton Po proportional to their plant capacities of the year or other circumstances 1 Joint Operations Agreement is beir ation will be important during this period, iwed by updates as operations and leases should be at two levels: the first is to ase that we are starting this period of joint :ciate any feedback on changes they observe cond to inform city residents and customers nostly in the form of pressure variations if ranges to reflect and moderate the demands Water conservation steps could be needed �d emergency conditions. ild be developed which provides the flexibility the individual events. This will allow the :)p an operations plan for individual water it is generally anticipated that the makeup nt and Cornell in the ratio of 67% and 33%, and average day figures, there may be times hat require different approaches. A draft g developed for review. 12 Table 1 Ithaca Area Water Treatment Plants Plant Characteristic Summary Plant Capacity City (MGD) Bolton Point ; (MGD) 1 Cornell 3 System (MGD) i Totals (MGD) Design 7.00 _ ! 9.00 I 3.60 19.60 DOH 7 00 ----- 6.75 _+ ---- 3.60 17.35 Operational _ Preferred High Day 6.00 5.00 6.00 5.00 2.50 2.30 14.50 12.30 Plant Output_ __ Average Day, Annually I 2.74 2.80 1.40 6.94 Average Day, Peak Month 3.25_ 3.65 1.70 1 8.60 Peak Da�� 3.54 6.04 ! _ 2.85 12.15 Peak 3 Day", - -- 3.35 5.51 � -- 2.37 � 10.48 � -- Peak Period(s) May/Aug- Sent July -Aug May/Aug- Sept Note: 1. Over 5 year period 2. In a 5 year period 3. The "operational" and "preferred" capacities are based on discussions with plant staff on what is readily achievable with current staffing and plant configuration. 4. Totals of peak days may be interesting but not meaningful, because the individual peaks do not occur on the same day, month, or year. 5. Peak plant output may not be peak distribution demand because storage tanks are filling or emptying. 6. The City's new plant will have a 4 MGD production capacity, expandable to 6 MGD with additional filter skids. 13 Table Z Ithaca Area Water Treatment Plants Plant Production Storage (MG) System/Location ! City Bolton Point 1 Cornell Storage Clearwell Actual .53 Oper. .17 '4ctua/ Oper .25 0.0 _ _ --� Actual Oper. Totals 40 0.0 Clearwell — .92 .29 J Burdick Hill '-- �--�— i 1.50 1.00 -- —�---- Burdick Hill ( .90 .40 _ Ground ----._ East Hill _ 3.00 — 2.50 -- - 1.00 C_— —.60 1.50 1.00 Elm St. --- - ; Maple Avenue Cornell Street 1.50 61 1.00 16 ! .08 --------- —_29 1 --- — -----�-- -- ---- Coddington Road 1 1.50 J4 ------- - -- Cliff Park T.15 0.0 — ------ ----- --- Oakwood 75 07 -- — ----- —" Total Actual ; 6.96 5.65 2.90 15.5 Total Operational 3.90 1.60 6.7 Note: Difference between actual storage and available or operating storage shown here is based on operating experience for some locations and emergency reserves for others. Buildings built in the city around storage tanks make it difficult to use more than the top few feet. For Bolton Point and Cornell, it is assumed here that the East Hill Ta ks or Burdick Hill Tanks should hold emergency reserves for fire or mair breaks (500,000 gal.), but otherwise are fully usable. The Cornell ground tank is treated similarly. The land area covered by Bolton Point is so much larger than Cornell that only the Burdick Hill and East Hill tanks are considered for productionj storage. 14 Table 3 Bolton Point Treatment Plant Recent 3 Day Peak Demand Periods July 2010: One day of rain first 20 days Avg. Temp: +2.7'for month Rainfall: -0.61 for month Burdick Hill East Hill Total to July 2010 Pump @ WTP 0 hr. 24 hr. 0 hr. 24 hr. Distribution n 7 elev. 18.1 29.1 13.0 10.2 MG 1 4.32 -.41 +.28 4.19 8" elev. 29.1 1 38.0 10.2 11.9 MG 6.04 -.33 -.17 5.54 9" elev. 38.0 28.4 11.9 21.5 MG 5.16 +.36 -.96 4.56 I Totals 15.52 1 -.38 -.85 14.29 --i-(4.8x3days)__1 July 2012: One day of rain first 15 days Avg. Temp: +3.5'for month Rainfall: -2.24" for month Burdick Hill East Hill I July 2012 1 Pump @ WTP 0 hr. 24 hr. 1 0 hr. 24 hr. Total System I 1h 12 elev. 14.8 1 23.4 1 10.9 7.8 MG 4.61 -.32 +.31 4.60 131h elev. - i 23.4 -7 24. 7.8 15.9 MG 1 5.47 -.03 -.81 4.63 Ih 1 24.1 31.0 15.9 26.2 MG i 4.87 -.26 -1.03 3.58 Totals 14.95 1 -.61 -1.53 j 12.81 (4.3x3 days) I Note: In this table, rising tank elevations means water is going into storage (negative number) and not to distribution. There was only one Burdick Hill tank at this time. 15 Table 4 Cornell Treatment Plant Production during Bolton's Peak Periods i July Ground Tank East Hill Tank TO 2010 !Pumpedl I Ovemight 2 I Ovemigh-t- Distribution i --6"' elev. 12.1 15.2 1 15.2 14.2 24.4 1 22.0 122.0 131.6 MG 1.30 .45 -+15 I, +.03 14 7 th -i-- - elev. 1 14.2 15Y'-1E 7 12.9 31.6 24.6 1 24.6 31.5 MG 0.80 +.41 +.10 -.10 .99 8" elev. 12.9 14.1 14.1 1 13.6 31.5 30.5 1 30.,5 1 36.E----- MG 1.16 j -.18 j +.07 .99 +.02 i -.08 - - ------------ - ------------- -- 9" elev. 13.6 1 15.7 1 15 7 36.8 1 32.2 32.2 MG 0.99 -.31 +.35 1.03 +.06 -.06 7th - 1 2.95 -.71 Sumth +.83 +.18 -.24 3.01 9 (I. Ox3 days) - ------ YS) July Ground Thank East Hill Tank TO 2012 rPumpedl 1 1 2 01remight i m 2 Oveight 1, Distribution 11 elev. 1 11.1 11.6 1 11.6 10 8 15.4 1 19.0 19.0 12.7 MG 1.36 -.04 1 -ele-v. +.07 -.18 12-"� 1 0. ,,' -811.8 11 i ---- ---- 78 18.1i12.8 �U- - 1.65 M G 1.45 -.08 +.28 -.27 +.27 "' --- 13elev. 8-A 10.6 106 8.1 12.8 19.2 1 19.2 1 14.9 MG 1.45 -.18 +.21 1.38 -.32 +.22 14"' elev. , 8.1 11.9 i 11,9 14.9 1 22.8 1 22.8 1 MG 1.30 -.22 +.08 -.44 j +.32 1.04 Sum 11m 4.20 1 -.48 +.57 -1.03 +.81 4.07 -14th MW days) Note: Because Cornell records tank elev tions at the start and end of shifts, the numbers here have an overnight figure which spans the day break. The figures here are slightly different than the Bolton Point figures when using the same dates. Rising tank elevations (negative numbers) means water is going into storage and not to distribution. 16 Ln iLo� (o Lc) CY) m c) CM u): 1 ! 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M 00 C) N CO N (V t0 O N O O O N CO N (V h Iq N 00 OR OR N M N (V (0 LO M (D O N N M Cl) V) f\ Cl) O � ( ) N N N (V tp �Q) �X0) oQ Q V p Q m U r m m Q Appendix A City of Ithaca Water Treatment Plant Shutdowns 6/12/2014 Phase Descri tion Detail Ma e-up Water Required Approx. Date Duration (days) Flow Rate (MGD) Volume (MG) 1 Rep ai r e xi sti ng sett lin basi ns (taki ngboth 1903 offl i ne) i.drain/clean south 1903 basin Sept -Oct 2014 1 0 0 2.drain north 1903 basin pressure grout connecting wall (24 hours) During this eriod onl y the 1950 basin will be service rod uction capacity 1.5 MGD) Sept -Oct 2014 2 1.5 3 Mill and return north 1903 basin to service Sept -Oct 2014 1 1.5 1.5 One Settling Basin (south 1903 basin) Out of Service, duration of Phase one (reduced capacity from existing plant), anticipated capacity 3.0 MGD, during cleaning of settling basins will have reduced capacity After Oct 2014 n/a 0 Raw Water Pipe Connection (TS&V=0 days) No shut down anticipated 1 0 0 Clearwells taken out of service for water proofing, one clearwell at a time (production capacity 3.0 MGD) Au -14 0 0 Isolate 950Kgal Clearwell using existing valves, Install new gate valves in inlet/outlet pipes to allow maintaining clearwell in service during phase 3, install coating. 500k al clearwell remains in service Au -14 1 28 0 0 Return 950kgal clearwell to service 0 0 0 Isolate 500kgal clearwell using existing valves, install plugs to manage leaks e, 950k al clearwell ;A1 28 0 0 Temporary pipe to feed Existing Filters from new plate settlers Both 1903 Settling Basins out of Service, demo ofthe settled and raw water wet wells, connection of new settled water pipe to the existing settled waterpipe M 2015 10 2 1 20 1950 Settling Basin still in service as well as Filters 7-10 Cleaning north side of 1903 settlingbasin on periodicbasis. 3 1.5 4.5 ElectricSwitchover, lose of powertothe plantfor only afew hours 0.5 1.5 0.75 2 Remove and cap existing raw water pipe (Entire Plant Shut Downlday)© Aug-15 1 3 3 Two Membranes placed in service, Supplying waterto 950kgal clearwell, existing filters taken out of service (reduced capacity during phase 3 from WTP, 1.5 MGD firm, 3.O MGD total). -Switching discharge from temporary filtered water pipe from membranes to 3 clearwell Pipe Gallery Phase 1 Gravity Line: Build clearwell pipe gallery in two phases to get gravity line back in service quicker. Close The 500 K clearwell and gravity line will be shut down during first phase of construction of clearwell pipe gallery. Supply gravity system through interconnection and supplement by backfeeding from East Ithaca/Mitchell St System if necessary. 28 1.5 42 Phase 2 HLPS supplied from 950kgal, therefore Mitchell St Pumps not impacted. 950Kgal clearwell will not be taken out of service during installation of clearwell pipe gallery 28 1 0 0 East Ithaca Line Out of service when pipe in clearwell pipe gallery replaced 56 1.5 84 HLPS Sluice gates replacement: HLPS will be out of service during sluice gate replacement. 5 1.5 7.5 East Ithaca Pump Replacement, replacing pumps one at a time should result in no lose of service. 0 0 TEID Dam Construction Temporary by-pass siphon installation 1 3 3 Gatehouse construction 0 iotai ioy.e� Notes: 1 City demand assumed to be 3 MGD. Daily peaks assumed to be supplied through City storage. 2 City Production capacity with both halves of 1903 settling basins estimated to be 1.5 MGD 3 City Production capacity with 1950 settling basin and filters 7-10 estimated to be 1.0 MGD 4 City to install bypass pumping at Thirty -Foot Dam for use when Gatehouse is being reconstructed. 21 Memorandum of Understanding Between the City of Ithaca and the Southern Cayuga Lake Intermunicipal Water Commission Regarding the Supply of Water by the Bolton Point Water System to the City of Ithaca During the City of Ithaca's Reservoir Renovation and Water Treatment Plant Replacement Projects The City of Ithaca (City) plans to renovate its reservoir and replace its water treatment plant over the next two to three years. During these projects, the City's water supply will be supplemented by that of Cornell University and the Bolton Point Water System (BPWS). The parties anticipate that the point of supply from the BPWS will be directly from the BPWS transmission main at Giles Street and Water Street to the 16-in. main from this point to the City water treatment plant. This Memorandum of Understanding (MOU) is meant to document the terms of the supply of water by the Southern Cayuga Lake Intermunicipal Water Commission (SCLIWC), through the BPWS transmission main, to the City during these construction projects, and also the possible supply of water by the City, to the best of its ability, to SCLIWC. The reservoir renovation project is expected to occur over a three-week period in the fall of 2013; the plant replacement project is expected to occur over a two-year period from fall 2014 through the end of 2016. Obligations of SCLIWC I . SCLIWC shall provide, to the best of its ability, an average daily flow of up to 1.0 million gallons per day (MGD) for the duration of the two projects. The duration of supply for the reservoir renovation project shall not exceed six weeks and the duration of supply for the water plant replacement project shall not exceed 30 months without prior written agreement from SCLIWC. SCLIWC may, from time to time, for short periods, supply water in excess of 1.0 MGD, but is not obligated to do so. SCLIWC shall at no time supply water to the City at a rate that requires the BPWS treatment plant to exceed its New York State Department of Health (NYSDOH)-approved maximum capacity of 6.75 MGD. The attached engineering report, dated October 22, 2014, which is incorporated here for reference purposes, was developed to review the demand placed on the Bolton Point systems during this period, as well as the regulatory concerns during this period of water transfer. 2. SCLIWC shall make every reasonable effort to supply water of a quality in compliance with all regulatory requirements and shall immediately notify the City of any water quality violation. SCLIWC shall notify the City as early as possible of any other unusual operating conditions within the BPWS that might affect the supply of water to the City. 3. SCLIWC shall make every reasonable effort to provide uninterrupted supply to the City, but reserves the right to restrict or discontinue supply in the event that supply to its normal customers is jeopardized or if the BPWS is in need of emergency repairs that require disruption of water supply to the City. SCLIWC shall make every reasonable effort to provide advance notification to the City of all anticipated interruptions of water supply to the City. Pageq AN 4. SCLIWC shall make every reasonable effort to operate the BPWS in accordance with generally accepted standards to minimize disruptive events such as water hammer and water contamination. 5. SCLIWC shall, at monthly intervals, read the connection point meter provided by the City (see #1 under "Obligations of the City") and render an invoice to the City in accordance with the provisions set forth in #7 under "Obligations of the City." Obligations of the City 1. The City shall provide a metering station at or near the point of connection to the BPWS transmission main at Giles Street and Water Street. The metering station shall include a meter, specifications and manufacturer agreed upon by SCLIWC. The metering station shall include all valves and piping necessary to repair, test, and bypass the meter and any required pressure and flow control equipment and associated valves and fittings. The City shall provide any remote monitoring and control equipment needed in the metering station. The City metering station shall include provision to supply water to the SCLIWC transmission system to the best ability of the proposed City treatment plant to pump reserve capacity to the SCLIWC transmission system. 2. SCLIWC and the City acknowledge that significant leakage exists in the City's clear well, to which the supply from the BPWS transmission main now discharges. The City shall provide a new connection point to a location where the clear well leakage will not affect the amount of water supplied by SCLIWC, in order to minimize unnecessary load on the BPWS. Alternatively, the City may, if possible, remedy the clear well leakage before SCLIWC begins supplying water to the Cl. The City shall make every effort to control leakage in all parts of its system in order to minimize unnecessary load on the BPWS. 3. The City shall make every reasonable effort to operate its distribution system in accordance with all applicable federal, state and local laws, rules and regulations and generally accepted standards to minimize negative impacts, including water hammer and water contamination, on the BPWS. The City shall also use all appropriate administrative, safety and security measures, including administering an effective backflow prevention program, to minimize the potential of contamination of water in its distribution system. SCLIWC shall require the installation of an engineered, Tompkins County Health Department (TCHD)-approved backflow preventer at the metering station if the City's backflow prevention program does not meet the requirements of the NYSDOH Sanitary Code Subpart 5, as determined by the TCHD. SCLIWC reserves the right to discontinue water supply to the City if the BPWS is jeopardized by conditions within the City's distribution system. Additionally, in the event that SCLIWC reasonably deems it necessary for repair, maintenance, inspection and/or operating purposes in conjunction with the water connection provided for in this MOU, the City hereby grants SCLIWC temporary ingress, egress and access rights over and on the City's property for such purposes. 4. The City shall notify SCLIWC as early as possible, orally and in writing, of any water quality violations or other unusual operating conditions within the City's distribution system. Pageq MN 5. The City shall make every reasonable effort to coordinate construction phases of these two projects so that its highest demand for supply from the BPWS coincides with periods of low demand on the BPWS. 6. The City shall implement water use restrictions as necessary among its customers to stay within the parameters of this MOU. Additionally, the City shall implement water use restrictions among its customers in the event drought or other unforeseen circumstances so dictate, even if the maximum supply rate established by this MOU is not being exceeded. 7. The City shall, within 30 days of receipt of each invoice rendered by SCLIWC in accordance with #5 under "Obligations of SLIWC," make payment on that invoice. The Commission (wholesale) rate in effect at the time the water is supplied by the Commission to the City, shall apply. The City agrees to pay a late penalty of 10% of the amount of any invoice that is not paid within the 30-day period following receipt of such invoice. In addition, the City shall pay all extra costs incurred by the Commission as a result of supplying water to the City, including, but not necessarily limited to, overtime for Distribution and Water Treatment Plant Operators, electricity demand overages, and damage and undue wear to equipment and infrastructure. The City shall also pay for revenues lost by SCLIWC as a result of failing to curtail energy use in accordance with its energy curtailment agreement while supplying the City with water. 8. The City shall indemnify, defend, and hold harmless SCLIWC from any and all losses, claims or expenses (including reasonable experts fees and attorneys fees) arising out of the provision of water by SCLIWC to the City pursuant to this MOU, including, but not limited to, situations where SCLIWC is unable to provide water in quantity and quality in accordance with this MOU, the supply of water to the City results in damage, contamination, or other deterioration of the City's system or water supply, and City personnel or agents suffer any injury while performing work relating to the supplying of SCLIWC water to the City; except to the extent that any such losses, claims or expenses, or portion thereof, are attributable to negligence on the part of SCLIWC's employees or agents. The City will name the SCLIWC as an additional insured on their General Liability and Umbrella policies on a primary and non-contributory basis. SCLIWC will name the City as additionally insured in the same manner. Additional Provisions 1. The term of this MOU shall commence upon the date on which this MOU is executed by all required parties, and shall terminate on March, 31, 2017, except nothing herein shall authorize more than a 2 %2 year term for any initial or renewal term of this MOU unless the parties hereto agree in writing to a further extension. In the event that the City is in default of any of its obligations herein, other than any payment obligation hereunder, SCLIWC may terminate this MOU upon six (6) months written notice and opportunity to cure. In the event that the City is in default of a payment obligation, SCLIWC may terminate this MOU upon thirty (30) days written notice and opportunity to cure. Termination of this MOU shall not relieve the City from any obligations arising prior to termination. 2. The rights and obligations of the City hereunder may not be assigned to any other parties without the prior written consent of SCLIWC, which consent may be granted or not granted in the sole and exclusive discretion of SCLIWC. Pageq BN 3. This MOU constitutes the entire agreement and understanding between the parties hereto with respect to the subject matter hereof and supersedes all prior agreements, understandings and arrangements, both oral and written, between the parties hereto with respect to such subject matter. This MOU may not be modified in any way unless by a written instrument executed by all parties. 4. The waiver by any parry hereto of a breach or violation of any term or provision of this MOU shall not operate or be construed as a waiver of any subsequent breach or violation. If any court of competent jurisdiction holds any provision of this MOU invalid or unenforceable, the other provisions of this MOU will remain in full force and effect. Any provision of this MOU held invalid or unenforceable only in part or degree will remain in full force and effect to the extent not held invalid or unenforceable. 5. The parties hereto agree to execute and deliver such other documents and to perform such other acts as may, from time to time, be reasonably required to give full force and effect to the intent and purpose of this MOU. 6. The terms and provisions of this MOU shall inure to the benefit of, and be binding upon, the parties hereto and their respective successors and permitted assigns. 7. Each individual executing this MOU represents and warrants that (i) he or she has the specific authority to bind the parry on whose behalf he or she is signing this MOU, (ii) the consent of any third parties is not required to perfect such authority, (iii) the parry on whose behalf he or she is signing this MOU has undertaken all actions required to enter into this MOU, and (iv) his or her signature represents the binding obligation of such entity. 8. This MOU may be executed in two or more counterparts, each of which shall be deemed an original but all of which together shall constitute one and the same document. The exchange of copies of this MOU and of signature pages by facsimile transmission or electronically shall constitute effective execution and delivery of this MOU to the parties and may be used in lieu of the original MOU for all purposes. Signatures of the parties transmitted by facsimile or electronically shall be deemed to be their original signatures for all purposes. IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the day and year first above written, Signature and Date for City of Ithaca: Michael J. Thorne, P.E., Superintendent of Public Works Signature and Date for SCLIWC: Michael Newman, Commission Chairperson 7 Approved:Wctober[27,20141y[Boardlbf[PubIiclNorksl?] Pageq AN 0