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HomeMy WebLinkAboutMN-SJC-2020-04-152020.04.15 APPROVED SJC minutes.doc 1 SJC MEETING April 15, 2020 SJC Members Staff Cynthia Brock, Chair Erik Whitney Supervisor Jason Leifer CJ Kilgore Rich DePaolo Scott Gibson Dave Warden Steve Thayer Scott Reynolds Donna Fleming Guest Tee-Ann Hunter Ray Burger: (Town of Dryden) Bill Goodman Susan Brock; Attorney SJC Krin Flaherty: City of Ithaca David Harrick: TG Miller Absent Roger Santos: Edger Enterprises Cynthia called the Zoom meeting to order at 1:07 p.m. Rich MOVED to accept the March 18th minutes. Seconded by Dave. Approved 8 - 0. Financial Report – Steve Thayer Financial activity through 12/31/19 – plans to wait another month prior to wrapping things up. Revenues: No changes from last month on the revenue side $4,204,000.00 in revenues. Expenses: We are still running slightly under budget -our expenses are about $4,434,000.00. Equipment Parts, Building Maintenance Supplies and some encumbrances had activity. We are showing a $239,000 deficit at this point in time we budgeted for a $250,000.00 deficit. Financial Activity through 3/31/20 Revenues: We have collected $780,000.00 to date. We have collected $104,000.00 in septage service revenue but $75,000.00 of that was for 2019 accounts receivable. First quarter payments of the owners have been received - the second quarter is now due. Steve mentioned that interest rates have dropped due to the financial slowdown resulting from the Covid-19 pandemic. Expenses: Health Insurance reflects three months of activity. Debt service payments will come in throughout the year. We have spent $1,539,000.00 - everything looks fine to date – we have a current deficit of $758,000.00 mostly due to timing of revenues. Capital Projects – we have had no activity. 2020.04.15 APPROVED SJC minutes.doc 2 The CSEA Admin contract, which expired at 12/31/2019, is currently in mediation - things are on hold. Steve hopes that negotiations will be able to be resumed in the near future. Bill questioned the Utility Account percentage. Steve reminded the members of the faulty NYSEG gas meter. We are paying some of the 2019 expense this year. Scott asked how the current situation will affect the plant financially. Steve has not heard of any issues and added that he will continue to monitor things - eventually the ability for residents to pay their water and sewer bills may have an impact on the three owners being able to pay their share. A discussion regarding the implications of the Covid19 Pandemic took place. Federal Relief Funds have not been approved for municipalities of our size. Steve is hopeful that something might be included in the next aid package. Cynthia brought up that plant operation expenses (percent contributions) are based on consumption/usage figures and how that will change if the Cornell and Ithaca College students do not return to campus for the fall 2020 semester. Cynthia, Bill, Jason, Erik and Steve agreed to form a discussion group to look at impacts of the Covid19 Pandemic. There is a real possibility that our retirement contribution rate may increase. Health Insurance is currently locked in with the consortium. Unemployment insurance is based on activity – it will be necessary if there are layoffs at the plant. Operations and Engineering Report – CJ Kilgore 1. Plant Maintenance & Operations – a. Boiler System – consultant evaluation of boiler upgrade/replacement. The Resolution has been passed by the Town of Ithaca and should be approved by the City and the Town of Dryden later this month. Going out to bid to follow. b. Actiflo – CJ received the $93,350.00 proposal from Koester Associates for piping evaluation/replacement and replacement of our existing sand pump and chemical feed pump. Koester is the representative for the Kruger Actiflow system - it is a sole source tertiary treatment process. CJ is concerned because we do not have any redundancy as the backup pumps are no longer operable. . Scott MOVED to accept the Capital Project Resolution for the Replacement of Actiflow Tertiary Systems Pumps and Piping. Seconded by Tee-Ann. Approved 8 - 0. Capital Project for Replacement Pumps and Piping for the Actiflow High Rate Sand Ballasted Tertiary Treatment Phosphorus Removal System at the Ithaca Area Wastewater Treatment Facility (IAWWTF) WHEREAS, the Ithaca Area Wastewater Treatment Facility (IAWWTF) requires tertiary treatment for phosphorus removal to meet discharge permit limits, and WHEREAS, the current system has lost redundancy due to sand pump and chemical pump failures, and 2020.04.15 APPROVED SJC minutes.doc 3 WHEREAS, the current style and age of pumps have contributed to redundancy and reliability concerns, and WHEREAS, piping associated with the system has worn thin in places due to the abrasive sand pumped in the system, and WHEREAS, electronic and control systems associated with the chemical feed system do not meet current standards, and WHEREAS, Koester Associates are the exclusive local representative for the Kruger ActiFlow system, and WHEREAS, a proposal has been provided by Koester Associates for $93,350.00 which includes: A. Supply and install 2 McLanahan 3X3 Sand Pumps, a. Removal/demo of old pumps and piping. b. Provide all material and labor for the purpose of replacing and installing new pumps. B. Supply and install 2 Verder 5000 peristaltic chemical feed pumps a. Provide skid with valves, pressure dampeners and calibration column. b. Provide all PVC valves, unions, piping required to retrofit into existing process. c. Includes labor, start up and training. WHEREAS, a contingency fund of 10% ($9,335.00) is necessary to allow for replacement of piping discovered to be deteriorated/failing that is not covered by the above work, subject to a time and material proposal, in addition to electrical/instrumentation work associated with new pump installation, now, therefore, be it RESOLVED, that the Special Joint Committee (SJC) recommends to the Owners to establish IAWWTF Capital Project 424J Replacement Pumps and Piping for the Actiflow Tertiary Treatment Phosphorus Removal System in an amount not to exceed $102,685.00, and be it further RESOLVED, That SJC hereby recommends authorization of this project contingent upon action by all wastewater partners committing their percentage of reimbursement shares to the Joint Activity Fund allocated per the Joint Sewer Agreement as follows: Municipality  Percentage     Project Cost  City of Ithaca    57.14      $58,674.21  Town of Ithaca  40.88       $41,977.63  Town of Dryden  1.98 $2,033.16    $102,685.00  2. Facilities Maintenance & Operations a. Grit Removal and Misc. Improvements – Bongiavonni is aggressively moving forward. They have been driving piles, pouring concrete and working on the vacuum truck pump pad. b. Flow Monitoring – Chris; Lectre and Tim; MRB are working together on the number and location of rain gauges. This data will be used for the I/I study. Two or three more stations should be up and running by the end of the month. Donna asked if we have seen any increases in blockages due to wipes being flushed. 2020.04.15 APPROVED SJC minutes.doc 4 CJ said that the wipes are caught by the screening process at the headworks. Scott Gibson said that he has not seen any increase in blockages in the collection system. 3. Staff Management – 4. Reporting – 5. Business, Long Term development – 6. Energy Production Statistics – provided by CJ. Presentation/Discussion Items – 1. City Harbor Easement Modification Request - Cynthia briefed the members on the request by City Harbor with regards to two separate easements. The “sewer easement” is the outfall used by the old wastewater plant, and may have been considered a backup easement to the current plant. City Harbor is asking that this easement be released by the owners. Ownership of this has not yet been determined they are trying to trace legal documentation of ownership. Scott is trying to determine who has legal charge of the “old” 30” concrete pipe? He has reached out to GHD (formerly Stearns and Wheler) and Larry Fabbroni, P.E. - Larry told Scott that he kept the pipe as a conduit just in case it was needed in the future. Scott maintains that we will have no future use for this pipe. The Cascadilla Creek portion is completely filled with sediment. CJ is in agreement. Cynthia stated that City Admin will be discussing this resolution tonight. Krin said that the easement was granted to the City in 1937 – she believes that the City has to go through a formal release procedure. It will be voted on at the May Common Council Meeting. Susan said that they are working on getting the documentation together from the 1980’s to figure this out. She said that they are looking for a facility plan that might clear things up. It is too early to determine if this is a joint asset or the City’s alone. The second easement “outfall easement” is clearly understood to be owned by the plant. City Harbor is asking for an amendment to the “outfall easement” with regards to their project development. Cynthia would like more time to look at both requests – she asked about the impact of delaying. David Herrick said a delay until the June Common Council meeting should not be a problem. Rich MOVED to go into closed session to seek advice of counsel. Seconded by Tee-Ann. Approved 8 - 0. Closed session began at 2:13. The meeting resumed at 2:30. Cynthia formally requested that the City Harbor item be pulled from the City Admin Meeting tonight. When the easement abandonment is determined Cynthia will put together a resolution for City Harbor’s request for the May 20th SJC meeting – which can be submitted in time for Common Council agenda in June. Cynthia will reach out to David Herrick to have a conversation regarding the easement amendment. 2020.04.15 APPROVED SJC minutes.doc 5 Cynthia said that they are in the final stages of putting together a document for the project where City Harbor and Guthrie plan to use the plant’s effluent water to heat and cool their facility. She will contact David Herrick to arrange a meeting. Cynthia added a dashboard to the cover page of the agenda showing the status of documents. Presentation/Discussion Items – Announcements / Other Business – David MOVED to adjourn. Seconded by TeeAnn. All were in favor. Approved 8 - 0. The meeting was adjourned @ 2:39 p.m. The Next Meeting will be May 20th, 2020, 1:00 pm.