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HomeMy WebLinkAboutMN-SJC-2017-03-082017.03.08 APPROVED SJC minutes 1 SJC MEETING March 8, 2017 SJC Members Staff Cynthia Brock, Chair Steve Thayer Supervisor Bill Goodman Erik Whitney Tee-Ann Hunter Mike Thorne Donna Fleming Scott Gibson Supervisor Jason Leifer (arrived 1:02) CJ Kilgore Dave Warden Mike Raftis Rich DePaolo (arrived 12:37) Jose Lozano Guest Absent Brian Davis (community member) Mary Ann Sumner (Dryden Alternative) Cynthia called the meeting to order at 12:30 p.m. (One person short of quorum.) Cynthia introduced Brian Davis – a community member interested in serving on the board. He gave a presentation to the board regarding possible design concepts at the June 2016 meeting. A landscape architect and a professor of landscape architecture at Cornell. Brian hopes that with his work of combining public space, water quality and flooding infrastructure he will bring an interesting perspective to the group. Tee-Ann MOVED to accept the February 8th minutes. Seconded by Rich. Approved Unanimously 6-0. Financial Report – Steve Thayer 2016 Activity – Steve plans to close March 24th. The changes from last month were in bold. Revenues – receivables were booked and a small amount of interest will be posted this week. Total 2016 revenue is currently $3,647,873.00 Expenses – there are a few adjustments yet to be made in addition to posting the health insurance contribution. We did better than anticipated and presently have a $255,000.00 surplus. Steve added that he hopes that he will be able to reduce the fund balance to be more in line with the agreement with future budgets. 2017 Activity through February – we are early in the process. All three owner’s first quarter payments have been received. Revenues – 2017 septage service should start to come in soon. Expenses – keep in mind that all expenses do not follow the calendar. Insurance is booked up front. Salaries and benefits follow the calendar for the most part. Debt service does not. We are currently reflecting a $178,000.00 deficit. 2017.03.08 APPROVED SJC minutes 2 Cynthia asked for clarification of the fund balance and surplus. Steve will include Fund Balance activity with his future monthly reports. Capital Projects – 419J Bar Screen and Dewatering – $180,000.00 engineering and construction activity 420J Feasibility Study - Enhanced Primary Treatment – engineering services Operations and Engineering Report – CJ Kilgore Matt Russo our DEC Regional Water Engineer will be here next Wednesday (3/15/17). 1. Lectre Development, Inc. – are finishing up some on-line work with regards to our instrumentation and our alarm system - they will continue with the ongoing projects. 2. PW Tech – the belt and screw presses have been working fairly well for the most part - they are still trying to figure out which polymer works the best. 3. Blower Maintenance – we have a proposal for $88,000.00 from BCV for a four year extended service agreement for maintenance. CJ stated that the blower maintenance is beyond our maintenance capability. Erik added that these jet turbine blowers are no longer under warranty and that Siemens no longer has personnel available to work on them. The blowers need to be rebuilt based on the hours of usage – we have the necessary parts on site. Erik thinks that the scheduled rebuilds and scheduled service will need to begin in approximately six months. CJ will provide a copy of the contract to the members. The contract is based on certain assumptions. He will ask for approval to execute the agreement at a future meeting. 4. NYSERDA NY Prize – during a conference call regarding our performance contract we were told that our NY Prize application was not awarded – we assume that it was reviewed but have yet to receive an official notice. Scott and CJ hope to find out more in the near future. NYSERDA Standard Performance Contract – we are currently not meeting the performance requirement to qualify for the three years of performance incentive payments of our existing contract. Scott said that our original grant application provided for a peak organic load of the digesters. This maximum amount was used as the basis for the performance criteria. NYSERDA is aware that we over-estimated and they are offering Wendell Engineering (no charge consultation service) to advise us of process improvements, energy saving suggestions and recommendations. CJ said that our performance was based on the maximum use of all four of our turbines 75% of (65 kW x 4 = 260 kW) – heat is not part of the equation. CJ added that NYSERDA offered to help us find high strength wastes – he will accept waste that is able to be pumped (slurry or liquid). CJ said that any material we take in expends energy to heat the digester and to keep it heated. There are solids loading and detention time concerns with the digester and costs to haul out the waste. Keeping a steady source can be problematic. 2017.03.08 APPROVED SJC minutes 3 Jose said that the conversion of organics into something that can be pumped is being considered. Tee-Ann asked if a sub-committee should be set up to identify the materials, to understand the barriers and to overcome the obstacles. CJ is focusing on efficiently processing the wastes we are taking in at the present time. Rich asked if Cornell could use their vet school digester for food waste. It was mentioned that the plastics might be a concern – this could be discussed in the future. 5. Johnson Controls – nothing reported. 6. Underground Storage Tank Notice of Violation from DEC – regarding our 2,000 gallon underground diesel fuel storage tank. Erik clarified that our violation was that we do not have a certified operator on site. CJ will assign an employee to be the Class A/ Class B certified operator. He would ultimately like to look at the possibility of bringing the tank above ground. 7. Septage Pump Controls and Sump Pump Controls – Some of our controllers were damaged as a result of flooding during a wet weather event a few months ago. Matco Electric has submitted a proposal to upgrade the sump pump control panel and to relocate the thermostat in septage receiving for just under $15,000.00. We are still waiting for the quote for the septage pump controls. This work will involve Lectre Development. 8. Chief/Assistant Chief positions – they have been officially posted. 9. DMR Reporting – Scott and CJ are getting things set up with the online reporting. 10. Operator Trainee Position – interviews will be held sometime after March 10 th. Staff has to attend effective interview training March 10th in order to participate in the interviews. CJ will get clarification on the dates/times/types of training from HR. Mike added that external training will be March 20th. 11. Monitoring Stations – much is to be gained from them (especially with inflow and infiltration) and it may be in our best interest to hire an outside contractor. The Town of Ithaca has recently installed a monitoring station. CJ views data collection as the most useful part as far as the plant is concerned. Scott said that a decision as to how to we want to use the monitoring system has to be made – will they be used as trouble shooting or redundant monitoring for billing backup? Monitoring stations are maintenance intensive – the sensors blind up a lot. Cell phone relay technology has replaced radio telemetry – the new software is a tremendous improvement. Erik offered a brief history - In 1986 the monitoring stations were built with the plant with the understanding that they would be owned by the IAWWTF. They were part of the federal requirements at the time. It was the intent of the EPA to use them as infiltration and inflow and collection system condition monitoring. They were not meant to be used for billing purposes as the flumes read +/- 5%. Erik added that cell phone signals will eliminate the necessity for staff to read the stations manually. Scott said they are useful for planning sewer capacity and are great tools for trouble shooting. Tee-Ann thought speaking to their respective Department of Public Works might be helpful. Erik suggested getting a proposal from GHD. He will touch base with Susan Brock and ask the original intent of the federal government forcing the monitoring stations at our borders to be part of the entity – there might be a requirement that the owners be responsible for them. 2017.03.08 APPROVED SJC minutes 4 12. Energy Production Statistics – provided by CJ Mike provided an update on organizational restructuring. The Chief and Assistant Chief positions have been advertised with the closing date for applications being April 14th. The Chief position was advertised without a salary associated with it – the Assistant Chief was advertised between $52,000.00 and $65,000.00. The salary range for the Chief Operator will be between $62,000.00 and $75,000.00. CJ said that job opportunities with salaries are sometimes listed on the NYWEA or DEC sites. The HR department uses a point factor evaluation, educational requirements and supervisory requirements. Cynthia thought that perhaps having the Mayor attend SJC meetings would be beneficial. She brought up that because the plant has their own revenue stream this body should have more of a say in the employment needs of this plant. Mike suggested that the SJC board may wish to look into becoming an employer but there are ramifications to the water and sewer positions – some key positions would be diluted. Tee-Ann wondered if there was a way to remove the plant employees from the City employment regulations because they are working for three municipalities. Mike replied that a separate unit would have to be established. Bill said that these things need to be addressed during the updating/changing of the agreement. CJ brought up that staff should be included in the discussion if an alternative to the existing union is being considered. Dave added that employee input should be heard prior to any restructuring. Cynthia agreed. Brian would be interested in identifying similar plants and inquiring as to their structure. Scott wants long term employees because their institutional knowledge is important - we want market competitive salaries. Cynthia – we will continue to examine this with the agreement committee. Bill said that their next step is to meet with the Mayor and bring him in to the discussion. Cynthia said that a long term solution that will grant the SJC more flexibility over employee employment is needed. The goal is to provide the employees a comfortable and secure environment. Bill said that the committee needs to come up with recommendations to present to the SJC – it is a long process. The hiring committee is comprised of Cynthia, Bill, Mike, Erik, Scott, CJ, Tee-Ann, and Donna. Cynthia said that the SJC agenda and supporting documents have been posted to the City website. She explained the module on the website and the “notify me” with a link. She will continue to send it directly to the members for the next month. Dave moved to adjourn. Seconded by Tee-Ann. All were in favor. Meeting was adjourned @ 2:16 p.m. The Next Meeting is April 12th, 2017, 12:30 pm.