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HomeMy WebLinkAboutMN-SJC-2020-09-092020.09.09 APPROVED SJC Minutes.doc 1 SJC MEETING September 9, 2020 SJC Members Staff Cynthia Brock, Chair Steve Thayer Supervisor Jason Leifer CJ Kilgore Rich DePaolo Scott Gibson Scott Reynolds Donna Fleming Guest Tee-Ann Hunter Ray Burger; Town of Dryden Bill Goodman Joe Slater; Town of Ithaca David Warden David Herrick; TG Miller Jason Crane; Edger Enterprises Absent Costa Lambrou; City Harbor Brian Rahm; NYS Water Resources Institute Alyssa Marcy; NYS Water Resources Institute Susan Brock; SJC Attorney Cynthia called the Zoom meeting to order at 1:00 p.m. Rich MOVED to accept the June 14th minutes with corrections. Seconded by Tee-Ann. Approved 7 - 0. Financial Report – Steve Thayer Financial Activity through 8/31/20 Revenues: Are slow to be collected mainly due to timing. Septage service - we have collected $89, 000.00 of booked 2019 receivables and $310,000.00 of 2020 revenue. He expects to meet our budgeted estimate. We have received the third quarter payment from the City and from the Town of Dryden. The Town of Ithaca’s payment is expected next week. Debt Service revenue will be invoiced at the end of October and Interest Revenue will be booked at year end. We have collected $2,273,000.00 so far and should be fine at the end of the year on the revenue side. Expenses: We have spent $3,344,000.00 in eight months of activity to date. Most expenses seem to be on target with the budget at this point - all expenses do not follow the calendar. Utilities are running higher than expected – we have completed making “catch up” payments related to the meter error billing correction. It will be above budget by the end of the year. Insurance – comes in a lump sum at the beginning of the year – it is a bit above our estimate. Equipment Parts is running above budget as a number of parts needed to be replaced in the plant – we will be over budget by year end. Health Insurance will be brought closer to budget after the employee contribution is booked at the end of the year. Employee Tuition – two employees took courses and it is currently over budget. 2020 Pension Liability should come in right about budget. Our deficit is currently $1,071,000.00 – it is higher mainly due to timing. Fourth quarter payments are due next week. We did budget for a deficit of $250.000.00. 2020.09.09 APPROVED SJC Minutes.doc 2 Capital Projects –.CAP 414J, CAP 422J, CAP 423J and CAP 424J - construction and/or equipment ($380,000.00) and engineering services ($104,000.00) activity. 2021 BUDGET – we are monitoring any COVID 19 effects – we are a bit behind because of furloughs. We are still waiting for consumption figures from the Town of Ithaca. Steve hopes to have something out by the end of next week. For 2021 Health Insurance will increase about 5% and Pension cost will increase 12.4 – 12.7% depending on the tier. They are holding off a bit to get the best possible picture for 2021. Tee-Ann asked about a report of the findings of the Micro Grid Project. Cynthia will share the published study with the members – it outlines the things that would have to be changed in order for the plant to be a net energy distributor - we need to take in more high strength waste. As New York State food waste mandate programs become implemented we may be able to become energy neutral. CJ concurred that becoming net neutral is probably a realistic goal. Operations and Engineering Report – CJ Kilgore 1. Plant Maintenance & Operations – a. DEC Chemical Bulk Storage/Petroleum Bulk Storage Tank Inspections – took place 8/21/2020 - they have requested that our chemical bulk storage tanks be replaced by year end 2020. The bid opening is set for early October. Our petroleum bulk storage tank will be replaced with the new generator – hopefully by year end. b. Boiler System Evaluation – MRB Group – is continuing and should be complete in about a month. CJ intends to purchase one boiler before the end of the year. c. Actiflo – Koester Associates – repairs/replacement complete – instrumentation tweaks are happening today. d. Behind the Meter NYSEG Battery Project – complete – should be online soon. e. Permit Violations of BOD (Biological Oxygen Demand) week of August 17th and 24th. – we had three violations. CJ is not sure why there is a problem with the food to mass ratio. The biology typically responds and corrects itself – this time it seems more abrupt than in the past. DEC staff has been understanding – we are performing additional tests. All other parameters are within limits. Facilities Maintenance & Operations a. Grit Removal and Misc. Improvements – the project is coming along. b. Flow Monitoring – the project is continuing. We have eleven stations online collecting data but it is not yet user friendly. One of three of our rainfall monitors has been installed – we will be installing two more that have been made available from the National Weather Service. MRB Group will be analyzing the I/I data. Joe Slater spoke with Chris Kianka of Lectre Solutions and said that the Town of Ithaca stations are up and on the site. 3. Staff Management – Karina Rodriguez began as an operator/trainee in July. 4. Reporting – 2020.09.09 APPROVED SJC Minutes.doc 3 5. Business, Long Term development – 6. Energy Production Statistics – provided by CJ. Voting Items – Water Resource Institute – Alyssa Marcy presented the proposed mural designed by Norma Gutierrez. The four panel abstract design incorporates components of both water and wastewater treatment. The members commented on the proposed mural. Rich stated that he loved it – but had a hard time following the story. David said it was fabulous and liked that it opened inquiry. Scott liked it too and added that a description or message might be helpful. Cynthia would like to see the second panel on one of the short sides of the structure. Donna likes it and is pleased that local artists are interested in educating the public and celebrating this piece of Ithaca. The members felt that the second panel might be confusing to the public. Cynthia thanked the artists for their hard work and said that she is happy to support the mural. Brian Rahm hopes to install (with the permission and the cooperation of the Farmer’s Market) an interpretive sign next to the mural. WRI is working with the farmer’s Market to develop this. Donna MOVED to Approve the Water Resources Institute / Ithaca Murals Request for use of the Ithaca Area Wastewater Treatment Facility Property. Seconded by David. Approved Unanimously 8 – 0. Water Resources Institute / Ithaca Murals Request for use of Ithaca Area Wastewater Treatment Facility Property WHEREAS, The New York State Water Resources Institute at Cornell University (WRI), in partnership with the Finger Lakes Institute at Hobart and William Smith Colleges are celebrating a Year of Water for 2019-2020, and WHEREAS, One of the goals of the Year of Water is to increase awareness and knowledge of natural and built water systems and how they are intertwined with our lives, and WHEREAS, Increased community awareness of the value of wastewater treatment to environmental stewardship in general, and the essential contributions of the Ithaca Area Wastewater Treatment Facility (IAWWTF) to promoting the health and vitality of Cayuga Lake specifically, is a shared goal, and WHEREAS, On May 20th, 2020, the Special Joint Committee (SJC) approved, subject to final review and approval, WRI’s request to utilize IAWWTF property in the Ithaca Farmer’s Market known as the Outfall Shed for the purpose of an educational art installation that would provide an educational bridge between residents, the area’s natural water resources, and IAWWTF and the services it provides, now therefore be it RESOLVED, That the SJC has reviewed and approved the final mural design as presented on September 9th, 2020, and be it further RESOLVED, That all materials, designs, maintenance costs and artists fees will be borne by WRI and Ithaca Murals, and be it further RESOLVED, Upon receiving approval by the SJC of the final mural design, the selected artists may proceed with the installation of the mural upon execution of an agreement with the IAWWTF as reviewed by the IAWWTF Attorney. Outfall Pipe Remote Operated Vehicle (ROV) Inspection - City Harbor – Sharing the cost of the inspection of the outfall pipe. 2020.09.09 APPROVED SJC Minutes.doc 4 Scott Gibson shared the quote from Atlantic Underwater Services. Scott said that our outfall pipe was installed circa 1986/1987. Portions of the outfall pipe have been inspected in the past but the section of pipe that City Harbor plans to use for the heat exchange program that runs from manhole #2 to the golf course club house has never been inspected. TG Miller suggested performing a remote operated vehicle inspection. This portion goes beneath Cascadilla Creek and is just south of the future construction project. City Harbor has proposed to do two inspections - a pre-construction conditional survey of the outfall and a post-construction conditional survey of the outfall. In that we have never had this pipe inspected we are proposing that we split the costs. The proposal is roughly $4,000.00 per inspection – totaling $8,000.00 with $2,000.00 added contingency. Scott Reynolds asked the expected life of the pipe. Scott Gibson offered that we have some ductile iron pipe in the City that is 150 years old - it is good for as long as it is good - but this pipe is probably due for an inspection - especially the diffuser at the end. The necessity for the two inspections might allow us an opportunity to have the entire length done for an additional cost. Tee-Ann questioned who would be responsible for the cost - if repairs were necessary. Scott said that the board would have a decision to make after seeking the advice of one of our engineering firms. He thought that if the problem was caused by the sheet piling operation or other construction around the pipe - the developer would be responsible. Scott confirmed that we offered to pay half because it needs to be done anyway. Joe Slater asked if there is a vibration monitoring contract – Scott replied that the seismic characteristics will be monitored during pile driving. David Herrick suggested that the inspection be performed after the piles are driven in case there are repairs that need to be made. The second phase of the project was brought up questioning the necessity of monitoring. David Herrick offered to confirm with Atlantic Underwater that the length of pipe to be inspected is 550 linear feet. He offered to look into the length that one set up can inspect. Cynthia said that she thinks it sounds like a good opportunity to have the entire length inspected. Rich MOVED to accept the Resolution to share the cost of the inspection of the outfall pipes in the amount not to exceed $5,000.00 for costs of one of the two required inspections. Seconded by Donna. Approved 5, Opposed 2. Passes 5-2 (Tee-Ann and Bill voted against). Outfall Pipe Remote Operated Vehicle (ROV) Inspection - Ithaca Area Wastewater Facility WHEREAS, the Ithaca Area Wastewater Treatment Plant (Plant) has a 6,205-LF, 48-in outfall pipe which carries treated effluent from the treatment works to Cayuga Lake, and WHEREAS, the City Harbor development project at Tax Parcel ID 17.-1-1.3, and the Guthrie development project at Tax Parcel ID 17.-1-1.2 plan to utilize treated Plant effluent for the purposes of heating and cooling thermal exchange, and WHEREAS, as a vital component of said project(s), foundation piles will be driven near the outfall pipe for a support structure of future building space, and WHEREAS, in a subsequent review of said project(s), the Special Joint Committee (SJC) required the City Harbor/Guthrie project(s) to conduct a pre and post conditional structural integrity survey of the outfall pipe running from Manhole Chamber 2, beneath Cascadilla Creek, to the cleanout at the Newman Golf Course Club House; a length of approximately 550-LF, and WHEREAS, in as much as the outfall pipe was constructed in 1986, approximately 34 years ago, and has never had a condition survey through that same length of pipe, it is recommended that a conditional survey be conducted regardless of the City Harbor/Guthrie project(s), and WHEREAS, staff have recommended that the pre and post conditional survey be cost shared with the development owners, now, therefore be it 2020.09.09 APPROVED SJC Minutes.doc 5 RESOLVED, the Special Joint Committee (SJC) recommends to the Joint Owners that this project be funded through existing operating expense in an amount not to exceed $5,000 for costs required to cover one of the two required inspections. Bill stated that he felt the developer should pay for both inspections. Rich said that although it is being precipitated by their project – this appears to be something that should/might have been done on our own. David feels it is reasonable to split the cost – we should find out the shape that the pipe is in and added that splitting the cost is a good faith gesture. Donna said that sharing the cost sounds reasonable – the SJC has an opportunity to participate in an innovative heating and cooling project – she added that she likes that this may bring positive attention to the area for such an innovative green project. Water Main Modifications – City Harbor proposed water main – City infrastructure extension. Scott Gibson showed the members a drawing of the existing pipe and explained the proposal to make the entire Newman District a water distribution loop. He shared that this extension will provide better yield for increased fire protection and eliminate the dead end line. City Harbor will set up a directional drilling rig that will bore under Cascadilla Creek – the City will come in and make the physical (200’ to 250’) connection from the new pipe and new valve to existing infrastructure - when complete - this will become part of the City infrastructure. This proposal is presented to the SJC for review because the exit pit will be inside the yard of the plant and some work will be done on the property of the facility. Joe Slater asked if a wider or an additional easement might be necessary. Scott replied that the location of the connection can be moved to the east. David Harrick stated that City Harbor was trying to avoid known problem areas – he added that the point at which they begin the drill can be adjusted further to the east. Cynthia clarified that the NYSDEC has directed NYSEG to install coal tar containment. An underground wall will be installed along the creek to prevent coal tar from migrating to the creek. Cynthia agreed with Joe’s concern and would like to avoid the existing easement area. Bill questioned if it is necessary for the three owners to approve an easement for this City water line. Susan Brock answered that an easement has to be granted by the plant owners to the City. Tee-Ann asked for clarification of the width of the replacement easement. David Herrick replied that the original proposal was 10’ but the request is now 20’. There will be no cost to the plant for this project. Cynthia offered to move continued discussion to the October meeting. City Harbor Project – effluent energy recovery. David Herrick updated the members on the effluent energy recovery use agreement and the expectations of the DEC. A core mix model indicating thermal impacts may be required by the DEC. Impact of the use of the effluent on our existing DEC SPDES discharge permit is a concern. He hopes to meet with the DEC next week to hear their input and decision. Susan Brock informed Jason Crane of the missing pieces necessary for approvals. Pollution Liability Insurance is required in case effluent leaks from their system. The members preferred to wait for notification of requirements from the DEC before moving ahead with approvals. City Harbor Project – proposed emergency access route. 2020.09.09 APPROVED SJC Minutes.doc 6 David Herrick asked for approval of an emergency access route in case the Willow Avenue railroad crossing is blocked. At some point in time – when one hundred residential units (the threshold according to Chief Parsons) in the Newman District are exceeded – a secondary access route may be required. Nothing needs to be built or altered or agreed to at this time. Cynthia asked the members for guidance as to what to do next. Tee-Ann asked precisely what the impacts on SJC properties would be of a required emergency access once the tipping point is reached. David offered that a new bridge would have to be constructed. The removal of the Haunt building would allow flexibility for a dual purpose structure - primarily for waterfront trail purposes but strong enough to support emergency apparatus equipment. Cynthia is concerned about vehicles going through the property. David said that they are looking at existing infrastructure that could provide this access. Cynthia strongly suggested that the project and planning staff look into other alternatives in addition to this. What are the impacts to the plant if this is to be declared an emergency access route? Her long term focus is the viability and security of the plant. Announcements / Other Business – Scott MOVED to Adjourn. Seconded by Tee-Ann. There was no longer quorum. The meeting ended @ 3:30 p.m. The Next Meeting will be October 14th, 2020, 1:00 pm.