HomeMy WebLinkAboutMN-SJC-2018-09-192018.09.19 APPROVED SJC minutes.doc 1
SJC MEETING
September 19, 2018
SJC Members Staff
Cynthia Brock, Chair Steve Thayer
Supervisor Bill Goodman CJ Kilgore
Rich DePaolo Erik Whitney
Tee-Ann Hunter Scott Gibson
Laura Lewis
Guest
Absent
Dan Lamb (Dryden Alternative)
Brian Davis
Supervisor Jason Liefer
Dave Warden
Cynthia called the meeting to order at 1:00 p.m.
Rich MOVED to accept the July 18th minutes. Seconded by Tee-Ann. Approved 5-0.
Financial Report – Steve Thayer
2018 Activity through August –
Revenues – running right about at budget.
Debt service invoices will go out next month.
Expenses - running pretty much as anticipated at this time.
Treatment supplies continues to run high and hourly part-time is running high.
Keep in mind that all revenues and expenses do not necessarily follow the calendar year.
Our deficit is just about $409,000.00 - we did budget a deficit of $250,000.00. - we are on track.
Capital Project 414J – Flow Meters – $1,300.00 +/- - Engineering design services.
Capital Project 420J – Plant Improvements - $70,000.00 +/- - Engineering design services.
Tee-Ann asked about debt service and the interest –
Steve replied that our BANS are one year notes – 1.7% compares to 4% permanent bonding.
Tee-Ann asked why we are not using our surplus fund balance to retire our bonds or BANS.
Steve said that it is a matter of choice but that current interest rates have been very good. He
added that they are creeping up slowly.
Rich questioned the increase in treatment supplies.
CJ responded that the screw presses use more polymer and added that we are pressing more.
Rich asked if the additional manure offset the increase in polymer cost.
Tee-Ann wondered if we could access any increases in energy production.
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CJ will look at the costs and fees related to Manure and Hydrolysate for the October meeting.
Laura asked about the hourly part time budget.
We have been using interns (taken from the part time hourly budget line) to fill the Lab
Technician position duties until she begins in October.
2019 Budget – proposed budget provided by Steve.
He builds off of the staff submission looking at past history and future projections.
Consumption figures provided by the owners – percentage has changed. Cayuga Heights is not
included in the Town of Ithaca figure this year. Cayuga Heights believes that certain water
consumption area(s) may have been included twice.
Bill offered to discuss this at the next meeting of six – he may ask Bolton Point and Cayuga
Heights to attend the October meeting.
Revenues -
Septage service increased to $405,000.00 based on activity.
Sewer Service Other Governments and Debt service have been increased.
Expenses -
Staff salaries – increased $140,000.00 - contractual obligations and filling additional positions.
CJ responded that two operator/trainees were added and four operators were promoted to senior
operators. The maintenance worker is full time. CJ anticipates hiring an assistant chief in 2019.
Erik described the new staffing structure - includes positions with supervisory responsibilities.
Vehicle – (210) new vehicle.
Other Equipment - (225) strainer.
Utilities – (410) still seeing some efficiencies attributed to the plant improvements.
Contracts – (435) reduced by $145,000 – the 2018 expense to clean the digester (recommend
every 5-7 years).
The $20,000 estimate for turbine maintenance will need to be increased to $50,000.
Contracts – (436) return to general fund overhead charge was reduced to 5.8 percent from 6.5.
Insurance – estimate used – real number will be available December 1.
Treatment Supplies – both cost and usage have increased.
Sludge Disposal – will be bidding may need to be increased.
Benefits – state retirement and social security - increases related to additional positons.
Health Insurance looking at 5% increase as part of the consortium.
Debt Service – change in interest rates and the purchase of an additional BAN.
Fund Balance – to use $225,000.
Cynthia asked about the 2018 fee schedule.
CJ is contemplating increasing the fee to dispose of grease. He will provide revenue and volume
figures next month.
Operations and Engineering Report – CJ Kilgore
1. Plant Maintenance & Operations
a. Micro Turbine Maintenance Agreement – received proposal from GEM Energy. The
energy performance contract took care of this for the first five years/40,000 hours. The proposal
is approximately $50,000.00 per year for the next four years and will cover four over hauls. The
high tech nature of the turbines explains the high costs. CJ has been working with GEM Energy
on revising the sequencing of the turbines to have them work at their maximum efficiency.
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Tee-Ann MOVED to accept the proposed Microturbine Maintenance Agreement with
GEM Energy. Seconded by Laura. All in favor 5-0.
WHEREAS, the Ithaca Area Wastewater Treatment Facility (IAWWTF) has four (4) C65
Capstone Turbine Corporation Microturbines, which are a vital component in the aeration
wastewater treatment process, and
WHEREAS, on April 28, 2014, Johnson Controls, Inc. (JCI) entered into a four year agreement
with Gem Energy to conduct maintenance services on these microturbines at scheduled intervals
as part of an Energy Performance Contract signed between JCI and the IAWWTF at or around
this time, and
WHEREAS, the aforementioned agreement between Johnson Controls, Inc. and Gem Energy
has now expired, and
WHEREAS, the IAWWTF is desirous in entering into a continued Factory Protection Plan
Agreement with Gem Energy for similar maintenance service at scheduled intervals, and
WHEREAS, Gem Energy has provided the IAWTTF with a four year cost proposal in the
amount of $49,721.00 per year for a sum total of $198,884.00, now therefore be it
RESOLVED, that the Special Joint Committee (SJC) agrees to authorize this agreement in an
amount not to exceed $198,884.00 for costs required to maintain the IAWWTF microturbines.
b. Sludge/Biosolids and Grit/Screenings Contract – our current contract has expired - we
are presently working off an extension. Bid opening will be held October 2. Rates are
anticipated to increase 20% – 25%. CJ said that he plans to include biosolids drying in the next
capital project.
Cynthia would like to see the procedure and offered that the plant be included early in the review
process of industrial users.
2. Facilities Maintenance & Operations
a. Ithaca Beer – had a productive meeting with OBG engineers, Erik, Scott, Dan Thaete, Joe
Slater and Dan Mitchell. They are moving forward and will be providing us with information –
communication has improved. CJ will be issuing a Notice of Violation Compliance Order.
3. Staff Management –
a. Senior Operators - two operators were promoted. Amber Mase and Derek Overstrom.
b. Operator Trainees – two were hired. Mike Soule and Sam Fish.
c. Lab Tech position – Roxanne Roberts will be starting in October.
4. Business, Long Term development – CHD Grit Removal and Misc. Improvements - the
95% complete submittal has been received. The high end estimate is $7.19 million.
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Laura MOVED to authorize the resolution of the bid amount of $7,190,000.00 for Capital
Project Construction Phase for Grit Removal Project, Concrete Restoration Project,
Emergency Generator Replacement, and Miscellaneous Plant Improvements at the Ithaca
Area Wastewater Facility. Seconded by Tee-Ann. Approved Unanimously 5-0.
WHEREAS, the Ithaca Area Wastewater Treatment Plant is in need of certain Capital Improvements,
and
WHEREAS, staff, in association with the Plant’s consulting engineers, GHD, have completed the final
drawing, specifications, and Contract bid Documents in accordance with GHD’s letter and Scope of
Services Schedule A dated October 9, 2017 Revised Scope of Services and Engineering Fee Grit Removal
and Concrete Restoration Project, and
WHEREAS, a project cost estimate has been prepared by GHD which includes the following;
Contract 1 - General
Site work, chemical unloading, vac-truck pad $320,000
Concrete Repairs $150,000
Influent Building Improvements $160,000
Grit System $2,160,000
Stair Tower Replacement $160,000
Misc. (Weirs, scum collectors, gas piping, doors, etc.) $1,470,000
Subtotal Contract 1 $4,420,000
Contract 2 - Electrical
Electrical $350,000
Emergency Generator Replacement $800,000
Instrumentation & Controls $110,000
Subtotal Contract 2 $1,260,000
Contract 3 - HVAC
HVAC $310,000
Subtotal Contract 3 $310,000
Subtotal Construction $5,990,000
Contingency 10% $600,000
Total Construction $6,590,000
Engineering, Testing, Legal, Administration $600,000
Total Project Cost $7,190,000
WHEREAS, the Special Joint Committee (SJC) recommends to the Owners that this project be
authorized and funded in an amount not to exceed $7,190,000 for the costs required to construct the Grit
Removal and Concrete Restoration project in its entirety, and be it further
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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 $4,108,366
Town of Ithaca 40.88 $2,939,272
Town of Dryden 1.98 $142,362
$7,190,000
Cynthia clarified that operations and maintenance costs are allocated based on consumption.
Debt is allocated based on ownership.
A discussion of the upgrades/repairs followed including phasing the project over two years if
components of the project could be separated out.
This capital project is a continuation of various plant improvements.
5. Energy Production Statistics – provided by CJ.
Voting Items –
A. Micro Turbine Maintenance Agreement - above.
B. Behind the Meter Battery Storage Contract – NYSEG funded two year pilot program
project beginning October 2019. This will reduce the load on the power grid during high
demand periods. Cynthia added that guaranteed savings should be at least 7%.
Rich MOVED to accept the Resolution Behind the Meter Battery Storage System (BTM)
Agreement Between NYSEG and the Ithaca Area Wastewater Treatment Plant. Seconded
by Tee-Ann. Approved 5-0; Passed Unanimously.
WHEREAS, New York State Gas and Electric (NYSEG) is sponsoring a Behind the Meter
(BTM) Battery Storage System Demonstration Program through May 1, 2021, and
WHEREAS, NYSEG is seeking to conduct this demonstration program at various Commercial
and Industrial sites meeting specific power usage and site location requirements in NYSEG’s
“Energy Smart Community,” and
WHEREAS, eligible Customers who participate in the program will help NYSEG test new ways
to make the electric grid more flexible and to include more renewable energy sources into the
existing system, and
WHEREAS, the IAWWTF was determined to be an eligible Customer after a preliminary
review which included an inspection of the premises and a review of historical electricity usage
data by NYSEG, and
WHEREAS, NYSEG desires to enter into an agreement with the IAWWTF for a BTM program,
and
WHEREAS, the conditions of the agreement provide a no cost to Customer BTM on the
premises, and
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WHEREAS, the agreement provides the IAWWTF with guaranteed electricity bill savings,
increased control over energy usage, and increased sustainability, and
WHEREAS, the agreement projects a net electrical savings to the IAWWTF of $459.56 per
month with a guaranteed net savings of at least 7%, and
WHEREAS, after a two year trial period, the IAWWTF will have the opportunity to purchase
the battery from NYSEG, renewing the subscription agreement, or discontinuing the
participation in the program, now therefore be it
RESOLVED, the Special Joint Committee (SJC) authorizes a no cost BTM Demonstration
Agreement between the IAWWTF and NYSEG, and be it further
RESOLVED, that the terms of the agreement will be from the Effective Date of signature
through May 1, 2021.
C. Capital Project Resolution – GHD – above.
D. IAWWTF – Review/Adopt Right to Preserve Language – Cynthia offered that a
statement disclosing that properties within 1,200 feet of the plant may be subject to nuisance
activities be required to be presented to the new owner at the time of property sale.
The property is being considered for possible recreation and high end use.
Cynthia would like to recommend
Bill MOVED to accept the Resolution of Preservation of the Ithaca Area WasteWater
Treatment Facilities as amended and that the City consider the proposed or similar
legislation requiring a statement of disclosure. Seconded by Laura. Approved 5-0.
WHEREAS, areas in close proximity to the Ithaca Area Wastewater Treatment Facility
(IAWWTF) has been slated for mixed-use development, including residential, recreational and
restaurant use, and
WHEREAS, where non-industrial land uses, especially residential development, extend into
land areas within 1,200 feet of the property boundary (IAWWTF Setback Zone), waste water
treatment operations may be the subject of nuisance complaints, and
WHEREAS, such complaints may request the curtailment of waste water treatment operations,
and discourage investments, improvement and expansion for waste water treatment operations,
such curtailment which is detrimental to the economic viability of the City and Town of Ithaca
and Town of Dryden and the surrounding areas the IAWWTF serves, and
WHEREAS, it is the declared policy of the Special Joint Committee (SJC) and the City of
Ithaca to conserve, enhance, and encourage adequate and appropriate waste water treatment
operations within the City and to minimize potential conflict between IAWWTF operations and
non-industrial land uses, and
2018.09.19 APPROVED SJC minutes.doc 7
WHEREAS, this policy can be best implemented by educating residents and businesses as to the
laws protecting IAWWTF operations from conflicts with non-industrial uses by notifying owners
and users of property within the IAWWTF Setback Zone of inherent potential problems
associated with locations adjacent to or in the vicinity of waste water treatment operations,
including, but not limited to, odors, trucks, lighting, construction, noise, dust, chemicals,
discharge, smoke and extended hours of operation which may accompany such waste water
treatment operations, now therefore be it
RESOLVED, the Special Joint Committee (SJC) requests that the City of Ithaca consider the
proposed or similar legislation requiring a statement of disclosure of the condition of the
properties adjacent to or in the vicinity of the IAWWTF.
CHAPTER __. PRESERVATION OF ITHACA AREA WASTEWATER TREATMENT
FACILITIES
ARTICLE 1. DEFINITIONS
DEFINITIONS:
Unless the context otherwise requires, the following definitions in this section shall
govern the construction of this Chapter:
(a) “IAWWTF” shall be the Ithaca Area Waste Water Treatment Facility located at
525 Third Street, Ithaca.
(b) "IAWWTF Setback Zone" shall mean those land areas of the city of Ithaca within
1,200 feet of the property boundary of the Ithaca Area Waste Water Treatment
Facility.
(c) "IAWWTF operations" shall mean and include, but not be limited to, the delivery
and receiving of trucked waste and sanitary waste, aeration and treatment of
waste water, biosolids management, processing of wastewater and biogas, and
activities incident to or in conjunction with the treatment and handling of
wastewater and residual materials.
ARTICLE ___ 3. PRESERVATION OF ITHACA AREA WASTEWATER TREATMENT
FACILITIES
PURPOSES:
(a) Where non-industrial land uses, especially residential development, extend into
the IAWWTF Setback Zone, or locate in the vicinity of the IAWWTF, waste water
treatment operations may be the subject of nuisance complaints. Such
complaints may request the curtailment of waste water treatment operations, and
discourage investments, improvement and expansion for waste water treatment
operations. Constraints on operations, management and possible expansion of
the IAWWTF is detrimental to the health, safety, and economic viability of City
and Town of Ithaca, Town of Dryden and surrounding areas for which it serves.
It is the purpose and intent of this Chapter to protect the resources and services
provided by the IAWWTF to the larger community.
(b) It is the declared policy of the City of Ithaca to conserve, enhance and encourage
adequate and appropriate waste water treatment operations within the City, and
to minimize potential conflict between IAWWTF operations and non-industrial
land uses within the City.
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(c) This policy can best be implemented by educating residents and businesses as
to the laws protecting IAWWTF operations from conflicts with non-industrial uses,
and by notifying owners and users of real property in the City of inherent potential
problems associated with the ownership and/or use of real property located
adjacent to or in the vicinity of waste water treatment operations, including, but
not limited to, odors, trucks, lighting, construction, noise, dust, chemicals,
discharge, smoke and extended hours of operation which may accompany such
waste water treatment operations. It is intended that through the use of such
notice owners and users of real property within the City will better understand the
impact of living near waste water treatment operations and be prepared to accept
such problems as the natural result of living on or near the IAWWTF lands.
NUISANCE:
No operation, conducted or maintained for the purposes of serving the IAWWTF, and in
a manner consistent with the proper and accepted customs and standards established
and followed by similar waste water treatment operations, shall be or become a
nuisance, private or public, due to any changed condition in or about the locality, after
the same has been in operation for more than three years if it was not a nuisance at the
time it began.
DISCLOSURE STATEMENT:
(a) Upon any transfer by sale, exchange, installment land sale contract, as defined in
section _______ of the ___________ Code, lease with an option to purchase,
any other option to purchase, or ground lease coupled with improvements, of real
property, or residential stock cooperative, the transferor shall deliver to the
prospective transferee the written statement required by subsection (b) of this
section.
(b) The disclosure statement shall contain, and be in the form of, the following:
LOCAL OPTION
REAL ESTATE TRANSFER DISCLOSURE STATEMENT
THIS DISCLOSURE STATEMENT CONCERNS THE REAL PROPERTY SITUATED
IN TOMPKINS COUNTY, CITY OF ITHACA,
DESCRIBED AS_______________. THIS STATEMENT IS A DISCLOSURE OF THE
CONDITION OF THE ABOVE DESCRIBED PROPERTY
IN COMPLIANCE WITH ORDINANCE NO__ OF THE ORDINANCE CODE OF THE
CITY OF ITHACA AS OF __________. IT IS NOT
A WARRANTY OF ANY KIND BY THE SELLER(S) OR ANY AGENT(S)
REPRESENTING ANY PRINCIPAL(S) IN THIS TRANSACTION, AND
IS NOT A SUBSTITUTE FOR ANY INSPECTIONS OR WARRANTIES THE
PRINCIPAL(S) MAY WISH TO OBTAIN.
SELLER’S INFORMATION
The Seller discloses the following information with the knowledge that even though this
is not a warranty, prospective Buyer(s) may rely on
PRESERVATION OF ITHACA AREA WASTEWATER TREATMENT FACILITIES
this information in deciding whether and on what terms to purchase the subject
property. Seller hereby authorizes any agent(s) representing any principal(s) in this
transaction to provide a copy of this statement to any person or entity in connection with
2018.09.19 APPROVED SJC minutes.doc 9
any actual or anticipated sale of the property. THE FOLLOWING ARE THE
REPRESENTATIONS MADE BY THE SELLER(S) AS REQUIRED BY THE CITY OF
ITHACA.
AND ARE NOT THE REPRESENTATIONS OF THE AGENT(S), IF ANY. THIS
INFORMATION IS A DIS-CLOSURE AND IS NOT INTENDED TO
BE PART OF ANY CONTRACT BETWEEN THE BUYER AND SELLER.
The City of Ithaca supports operation of properly conducted waste water treatment
operations with the City. If the property in which you are taking an interest is located
near the IAWWTF, or included within the IAWWTF Setback Zone, you may be subject
to inconveniences or discomfort arising from such operations. Such may include, but
may not necessarily be limited to: odors, trucks, lighting, construction, noise, fumes,
dust, smoke, discharge, operation of machinery during any 24 hour period, storage and
disposal of biosolids and trucked waste, and the application of chemicals, amendments.
One or more of the inconveniences described may occur as a result of any operation
which is in conformance with existing laws and regulations and accepted customs and
standards. If you live near the IAWWTF, you should be prepared to accept such
inconveniences and discomfort as a normal and necessary aspect of living in proximity
to a waste water treatment facility.
Seller certifies that the information herein is true and correct to the best of Seller ’s
knowledge as of the date signed by the Seller.
Seller_____________Date_____________
Seller_____________Date_____________
BUYER(S) AND SELLER(S) MAY WISH TO OBTAIN PROFESSIONAL ADVICE
AND/OR INSPECTIONS OF THE PROPERTY AND TO PROVIDE FOR
APPROPRIATE PROVISIONS IN A CONTRACT BETWEEN BUYER(S) AND
SELLER(S) WITH RESPECT TO ANY ADVICE/INSPECTIONS/DEFECTS.
I/WE ACKNOWLEDGE RECEIPT OF A COPY OF THIS STATEMENT
Seller_____________Date_____________
Buyer_____________Date_____________
Seller_____________Date_____________
Buyer_____________Date_____________
Agent (Broker Representing Seller)_____________
By_____________
(Associate Licensee or Broker)
Date_____________
Agent (Broker Obtaining the Offer)_____________
By_____________
(Associate Licensee or Broker)
Date_____________
A REAL ESTATE BROKER IS QUALIFIED TO ADVISE ON REAL ESTATE. IF YOU
DESIRE LEGAL ADVICE, CONSULT YOUR ATTORNEY.
INTENT:
Pursuant to section ____________of the City of Ithaca Code, it is intended by section
___ of this Chapter to require disclosures in addition to those disclosures required by
section ______ of the City of Ithaca Code.
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PRESERVATION OF ITHACA AREA WASTEWATER TREATMENT FACILITIES
NOTICE:
(a) All discretionary approvals by the City of Ithaca for parcel maps, subdivision
maps or use permits relating to agricultural land, or real property located within
the IAWWTF Setback Zone, shall include a condition that the owners of such real
property record a "PRESERVATION OF ITHACA AREA WASTEWATER
TREATMENT FACILITIES Notice" in substantially the form provided in
subsection (d) of this section.
(b) All applicants for building permits for new residential or commercial construction
to be issued by the City of Ithaca located within the IAWWTF Setback Zone shall
be provided with a "PRESERVATION OF ITHACA AREA WASTEWATER
TREATMENT FACILITIES Notice" in substantially the form provided in
subsection (d) of this section.
(c) The Clerk/Recorder/Assessor of the County shall include a "PRESERVATION
OF ITHACA AREA WASTEWATER TREATMENT FACILITIES Notice" in
substantially the form provided in subsection (d) of this section with any grant
deed, quitclaim deed or land sale contract returned to the grantee by the
Clerk/Recorder/Assessor after recording.
(d) "City of Ithaca PRESERVATION OF ITHACA AREA WASTEWATER
TREATMENT FACILITIES Notice". It is the declared policy of the City of Ithaca
to conserve, enhance and encourage waste water treatment operations within
the City of Ithaca. Residents of property within the IAWWTF Setback Zone land
should be prepared to accept the inconveniences and discomfort associated with
waste water treatment operations, including, but not necessarily limited to: odors,
trucks, lighting, construction, noise, fumes, dust, smoke, discharge, operation of
machinery during any 24 hour period, storage and disposal of biosolids and
trucked waste, and the application of chemicals, amendments. Consistent with
this policy, City of Ithaca Code section ________ provides that no operation,
conducted or maintained for the purposes of serving the IAWWTF, and in a
manner consistent with the proper and accepted customs and standards
established and followed by similar waste water treatment operations, shall be or
become a nuisance, private or public, due to any changed condition in or about
the locality, after the same has been in operation for more than three years if it
was not a nuisance at the time it began.
NOTICE TO CORRECT:
After receiving a complaint from an occupant within the IAWWTF Setback Zone, the
City of Ithaca Assistant Superintendent of Water and Sewer shall immediately notify the
Special Joint Commission of the Ithaca Area Waste Water Treatment Facility of the
complaint. If the City of Ithaca Assistant Superintendent of Water and Sewer determines
that such use does not conform with the proper and accepted customs and standards
established in similar waste water treatments facilities, he or she shall endeavor specify
any measures required to correct the situation, and the time within which the measures
must be taken.
2018.09.19 APPROVED SJC minutes.doc 11
Discussion Items
a. Joint Sewer/Plant to Plant/Intermunicipal Agreement – Bill – they met in July and
talked of I/I the better flow meters with provided more data. The issue of capacities (permitted
capacities) and ownership percentages (selling capacities) will be discussed at the next meeting
in October.
The new growth in Dryden, Varna and Cornell North campus housing will be going to the
Thurston Ave interceptor – capacity will be looked at.
Cynthia added that there is the desire of the municipalities to work together – the information
could be centralized and shared to dovetail programs. We are gathering information together
regarding shared interceptors that are at or are nearing capacity.
Rich brought up that pressure and fire flow are concerns.
Lansing’s need for both water and sewer for future development will need to be addressed.
The different capacities were discussed.
Erik mentioned that the EPA is coming to look at the collection system September 27th.
Laura MOVED to adjourn. Seconded by Tee-Ann. All were in favor. Approved 5-0.
Meeting was adjourned @ 3:17 p.m.
The Next Meeting is October 17th, 2018, 1:00 pm.