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HomeMy WebLinkAboutMN-SJC-2021-08-112021.08.11 APPROVED SJC Minutes.doc 1 SJC MEETING August 11, 2021 SJC Members Staff Cynthia Brock, Chair CJ Kilgore David Warden Scott Gibson Rich DePaolo Matt Sledjeski Scott Reynolds Donna Fleming Guest Bill Goodman Dan Thaete; Town of Ithaca Tee-Ann Hunter Joe Slater; Town of Ithaca Ray Burger; Town of Dryden (alternate) Susan Brock; SJC Attorney Kate Chesebrough; Witham Design Steven Drozdowski; EH&S Consultant Yifei Yan: Witham Design Anton Burkett: Ithaca Farmer’s Market Sue Jeon: N Architects Absent Jim Cummings: Shoemaker Engineers Supervisor, Jason Leifer Adina Bauman: N Architects Cynthia called the meeting to order at 1:00 p.m. There were no additions or deletions to the agenda. Scott MOVED to accept the June 9th minutes. Seconded by Donna. Approved 7 - 0. Financial Report – Steve Thayer submitted a narrative in his absence. Report Date 8/11/21 12/31/19 Activity: I have included the 12/31/19 IAWWTF Audit with the documents. If needed, we can discuss the Audit report next month as I won’t be at the August meeting. 12/31/20 Activity: Audit work for the 12/31/20 IAWWTF will start in October. July 2021 Financial Activity: Revenues: Through seven months, as usual, the revenues are slow to come in as we accounted for the 2020 receivable activity early in the year for the septage service revenue. These revenues will be “catching up to budget” as we move through the remainder of the year. To–date we have received $228,000 for 2021 in septage payments. We have received all three owners’ first three quarterly payments and that’s reflected in the $2,419,500 revenue amount. The final owner’s payment will be due in September. We recently received a small payment for sale of some old equipment, $299. We also received $31,191 from City Harbor for reimbursement of 2020 legal bills related to Susan Brock’s work on the City Harbor Development. In addition, we received grant funds of $2,500 from Ithaca College for special project intern work. Lastly, we received $2,160 in unclassified revenue, which is the reimbursement from City Harbor for Susan’s time 2021.08.11 APPROVED SJC Minutes.doc 2 spent on the development project in 2021. The other revenues, debt service and interest, will come in later in the year. There won’t be much in the way of interest revenue for 2021 as interest rates for investing have been very low during this time. We have collected $2,684,000 in total revenue to-date. Expenses: After seven months, we have total expenses of just over $2,945,000. No real surprises in operating expenses through July. A couple accounts are reflecting higher activity. Account 5120 hourly part-time is $6,000 over budget. We will make a budget adjustment later in the year to offset the activity by moving some salary budget around and accounting for the previously mentioned $2,500 grant. In addition, as was the case last year, equipment parts account 5477 continues to run above budget even as we increased the account from last year. The current amount spent for parts is $137,000. This will continue to increase as the 2021 blower repairs will be included in this account. Most other accounts are in line with the budget. Utilities are tracking pretty close to budget through July. As I mention monthly, not all expenses follow the calendar. For instance, the sludge fees are only six months of invoices. The same goes for Treatment supplies. The health insurance account reflects eight months of premiums and the insurance account reflects an annual lump sum payment. We have now paid a majority of our debt service for 2021, with just a couple more payments remaining. Our current July activity reflects a deficit of $261,000. This deficit is pretty much on par with what I would expect at this time of the year. On the capital activity, we had two projects with expenses over the last month. The various improvement project had almost $65,000 in expenses split between engineering service and construction costs. In the Chemical Bulk Storage Tanks project, we spent $208,000 in construction costs over the last month. The details of each project with expenses are included with your packet. 2022 Budget: City Departmental budgets, including the IAWWTF, are due in early August and we are currently developing the numbers for the 2022 budget for the IAWWTF. We will start our 2022 budget discussions at the next SJC meeting in September. CSEA Administrative Contract update: The City and CSEA Administrative unit have recently agreed upon a new contract for the period 2020 – 2024. Most of the IAWWTF employees are members of that unit. Applicable salary increases and related payments will be made to members of the unit within a couple of months. Budget adjustments for those payments may be necessary later in the year. Operations and Engineering Report – CJ Kilgore 1. Plant Maintenance & Operations – a. Primary Digester – The digester pump down/dewatering is nearing completion. Cover repair, piping and valve rehab/replacement is beginning. b. Aeration System – Turblex Blower Replacement Authorization – The blowers are awaiting parts and repairs at the repair facility. c. Chemical Bulk Storage Tanks – (Operator report reads that the new tanks are in place and the failed tanks have been removed.) 2021.08.11 APPROVED SJC Minutes.doc 3 2. Facilities Maintenance & Operations a. Grit Removal and Misc. Improvements – start up is complete. Scott Gibson mentioned that there was more material in the digester than was expected and that progress had slowed. CJ spoke of the bent shaft on the mixer in the primary digester. Cynthia suggested the possibility of a tour to view the progress of the project. b. Flow Monitoring – continuing. 3. Staff Management – 4. Reporting – 5. Business, Long Term development – 6. Energy Production Statistics – provided by CJ. Voting Items – NYSEG Agreement for Remediation and Indemnification – Cynthia Brock David MOVED to Recommend to the Municipal Owners that they Approve the NYSEG Agreement. Seconded by Rich. Approved 8 – 0. There is a sizable amount of coal tar on our site – sheet piling (as a barrier wall) will be installed to prevent the coal tar from migrating to Cascadilla Creek. The work is to begin no earlier than October 1, 2021 – the specific schedule is not yet available. CJ added that it is expected to take approximately six weeks. Scott Gibson said that NYSEG plans to follow the same procedure as they have in the past. Susan Brock said that the Chief Operator and the City Forester will approve the plantings. Farmer’s Market Project Presentation and Vote on Lead Agency – Cynthia Brock Donna MOVED RESOLVED, the Special Joint Committee of the IAWWTF does concur with the intent of the City of Ithaca Planning and Development Board intent to act as Lead Agency in environmental review for proposed Ithaca Farmer’s Market Improvements. that the SJC Provide Authorization to the City of Ithaca Planning Department to Act as Lead Agency for Environmental Review of the Farmer’s Market Project. Seconded by Ray. All in Favor 8 – 0. The group representing the Farmer’s Market proposal joined the meeting via Zoom. Kate Chesebrough briefed the members about the project – which is presently in the schematic design phase. The first phase of construction will be the parking area improvements – pending grant funding approval construction will begin Summer 2022. 2021.08.11 APPROVED SJC Minutes.doc 4 The next phase will be the water-front trail relocation (to allow the building footprint to be slightly bigger) and improvements. The final phase will be the building - an open area pavilion with a small closed in (year-round) area. Sue Jeon shared her screen and drawings - the proposed building footprint is the minimum necessary to accommodate the vendors. They are hemmed in by various easements. It is an open-air market with removable re-imagined wood flooring and a removable roof. Kate spoke of the proposed building and site improvements/parking design she asked who would be able to answer the questions that they have listed. Scott Reynolds asked about the sewer pipe. Scott Gibson offered that the sewer is sized appropriately. He added that he does not see the City needing to use the easement area for purposes other than repairs or problems. David Warden offered his assistance. Rich requested a summary of that which the SJC might be asked to review or approve. Kate Chesebrough stated that this new structure will be a wood pavilion - there is no basement or slab proposed she asked if footings were allowed. According to Susan Brock - in terms of the easement - footings are allowed. Susan made clear that the three municipal bodies will have to approve changes to the easement. Kate said that a hydrant needs to be added which will need to cross the sewer easement which may impact the easement. Anton Burkett asked if additional utility crossings would necessitate a change to the easement? Cynthia asked if staff would be willing to work with the Farmer’s Market - Scott Gibson, Dave Warden, Rich DePaolo, Dan Thaete and Cynthia Brock volunteered. Rich mentioned that although this appears to be an in-kind project – there is a process that has to be followed – especially in that the proposal deviates from the existing. Cynthia wanted to make sure there are no issues with security. Susan verified that the concrete outfall structure will remain undisturbed. Scott Gibson asked how close the proposed building was to the existing shed? Sue Jeon replied that it is about twelve feet at the narrowest point – a vehicle is able to drive around it. Kate said that the re-alignment of the waterfront trail is planned to take place after the parking area improvements are completed. The trail will be on the water side of the outfall structure. Cynthia offered that the group meet with staff off-line in the coming weeks. Discussion Items – Cayuga Height Kline Road – Peak Shave Negotiation Update - Bill Goodman Bill reiterated the background and spoke of additional complications that have arisen. Cayuga Heights will be treating the area referred to as “old village” because they will have capacity due to Borg Warner treating their own waste. Cayuga Heights would like to continue to use the Kline Road bypass for overflow during high flow events. Susan Brock will put together the language once an agreement is reached. The group is leaning toward an annual flat fee of $11,600.00 plus a variable fee of $2,100.00 – for a five-year term. Cayuga Heights has requested to put in place the plant to plant agreement written (2004 – 2005). The actual signed plant to plant agreement has not been located. 2021.08.11 APPROVED SJC Minutes.doc 5 Bill spoke of Cayuga Heights desire to monitor the Kline Road meter independently. He added that they will be tightening up their I/I. Announcements / Other Business – Bill MOVED to go into closed session to seek the advice of counsel. Seconded by Rich. Approved 8 – 0. Rich MOVED to go out of closed session. Seconded by Scott. Approved 8 – 0. Rich MOVED to Adjourn. Seconded by Ray. Approved 8 - 0. The meeting was adjourned at 2:34 p.m. The Next Meeting will be September 8th, 2021, 1:00 pm.