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HomeMy WebLinkAboutMN-SJC-2018-12-19MN-SJC-2018-12-19.doc 1 SJC MEETING December 19, 2018 SJC Members Staff Cynthia Brock, Chair Erik Whitney Supervisor Bill Goodman CJ Kilgore Rich DePaolo Scott Gibson Tee-Ann Hunter Steve Thayer Ray Burger (Dryden Alternative) Supervisor Jason Liefer Brian Davis Laura Lewis Absent Guest Dan Lamb (Dryden Alternative) Daniel Thaete Dave Warden Cynthia called the meeting to order at 1:03 p.m. Introductions were made. Tee-Ann MOVED to accept the November 21st minutes. Seconded by Laura. Approved 6-0. Financial Report – Steve Thayer - 2018 Activity through November Revenues – we have collected just about 78% of revenues to date. We have received just under $358,000,00 in septage service and will exceed our budget. All owner’s fourth quarterly payments have been received. The debt service invoices went out a couple of weeks ago. Interest will be booked at year end. We should exceed our budget of $3,985,000.00 for the year. Expenses – look good for the most part. Treatment Supplies are over budget due to price and consumption increases. The 2019 budget has been increased but may need additional funds. CJ hopes to make improvements by reducing usage and/or finding a less expensive polymer. Hourly part-time is over a bit but will be off-set by the other salary accounts. The Health Insurance number will be in line as soon as the employee contributions are booked. The New York State retirement payment has been paid early to realize a 1% discount/savings. Our deficit through November is $398,000.00. We did budget a deficit for 2018. Keep in mind that all revenues and expenses do not necessarily follow the calendar year. Capital Project 414J – Flow Meters – no expenses. Capital Project 422J – Plant Improvements – there was one expense for engineering services. The City approved the amendment for construction activity for the project for 2019. Operations and Engineering Report – CJ Kilgore MN-SJC-2018-12-19.doc 2 1. Plant Maintenance & Operations a. Rate Increase – CJ would like to increase three rates for septage receiving due in part to the 23% increase in sludge disposal costs. He proposes to increase the per thousand gallon cost of Grease from $75.00 to $85.00, Septage from $55.00 to $60.00 and Sludge from $.11 to $.12 per pound of solids and increasing the base cost from $32.00 to $35.00. Laura MOVED the Resolution to Adopt the 2019 Disposal Rates. Seconded by Tee-Ann. Approved 6-0. Abstain 1. RESOLUTION TO ADOPT 2019 DISPOSAL RATES WHEREAS, in 2017 staff examined the Disposal Rate structure for the IAWWTF as it had been a number of years since the Disposal Rates had been reviewed and adjusted, and staff determined that the IAWWTF Disposal Rate structure was significantly discounted in comparison with neighboring and out-of-county septage receiving facilities, and WHEREAS, the treatment and handling of some forms of trucked waste requires higher costs and staff oversight that was not reflected in the fees charged, resulting in disproportionate costs to the IAWWTF and increased trucked waste volume received from out-of-county sources, and WHEREAS, the Special Joint Committee (SJC) agreed to institute incremental increases to the Disposal Rate structure with the intention of reviewing and revising the rates annually, and WHEREAS, on November 8, 2017 the SJC voted to adopt the 2018 Disposal Rates, now therefore be it RESOLVED, that the Special Joint Committee of the IAWWTF hereby adopts the 2019 Disposal Rates, effective January 1, 2019 as proposed by staff. Tee-Ann asked if the proposed rates are in line/competitive with neighboring facilities. CJ replied that he believes the new rates are fair and should help offset the costs of disposal. Laura asked about the RV category. CJ replied - RV owners now have a place to dispose of their waste especially when the parks are closed. 2. Facilities Maintenance & Operations a. Ithaca Beer – CJ received the final drawings and plans for the pre-treatment system and he distributed them to the Town of Ithaca, Erik and Scott. Ithaca Beer is to be on line and operational by April 2019 and they expect to meet the ultimate deadline. They have met the intent of the NOV since September. Continuous monitoring has begun - they have been struggling with the extremes (no low excursions but they have had a couple high ones). Until the new system is online there will be excursions. Temperature (may be chemical related) has not been an issue. Dan Thaete offered that the permanent fix to the Town infrastructure (wet well, pumps, guide rails, pipes, and concrete) will be addressed when the Ithaca Beer pre-treatment system is on line and functional. MN-SJC-2018-12-19.doc 3 Bill Goodman added that the Town has/is having discussions concerning financial penalties The monitoring data is being submitted to CJ weekly - he will add Dan to the recipient list. b. Monitoring Stations – we are starting to procure parts/pieces and will begin to put them together in January with installation beginning in early spring. We are going with conventional ultrasonic sensors. The maintenance plan is to inspect/clean every two weeks using staff at the City Water and Sewer Department and the staff at the Town of Ithaca. The data will be made available by cell phone to both the City and the Town. 3. Staff Management – 4. Reporting - 5. Business, Long Term development – GHD Grit Removal and Misc. Improvements – CJ said that the resolution was passed by City Council and the Town of Ithaca. The Town of Dryden will approve their resolution January 2nd – followed by a thirty day referendum. We hope to go out to bid in January and will be able to accept the bid in February. 6. Energy Production Statistics – provided by CJ. Laura asked about the waste flare. CJ stated that the gas will flare if the pressure is too high or if the collection dome is full. During November (in particular) one of our micro-turbines was down – so we could not use as much biogas. He is working on better sequencing of the automation to prevent wasting. Cynthia asked about the October non-compliance event. CJ replied that it was attributed to high flows. He explained that many factors come in to play during wet weather events and added that addressing I/I will alleviate problems with high flows. Discussion Items Jason MOVED the Resolution to Approve/Grant the Town of Dryden a will serve letter. Seconded by Laura. Approved 6-0. RESOLUTION OF DECLARATON OF AVAILABLE CAPACITY - Proposed Tiny Timber Subdivision, Phase 1 and Phase II, Town of Dryden – Ithaca Area Wastewater Treatment Plant (IAWWTP) WHEREAS, the Tiny Timber Subdivision is a proposed multi-phased development in the Town of Dryden that will include thirty (30), 3-bedroom homes, and WHEREAS, the Town of Dryden, as joint owner of the IAWWTP, is in need of a capacity “will serve” resolution for sewer district extension to service the Tiny Timber Subdivision, and WHEREAS, the IAWWTP has a SPDES permitted capacity of 13.1MGD, and MN-SJC-2018-12-19.doc 4 WHEREAS, the average daily flow four year average for IAWWTP is 6.2MGD, and WHEREAS, the combined phases of the Tiny Timber Subdivision proposes a future demand of 0.0099MGD, WHEREAS, the five year average Peak Flow Estimate of 0.171MGD allocated to the Town of Dryden, plus the proposed future demand of 0.0099MGD, falls well within the Permitted Capacity of 0.259MGD allocated to the Town of Dryden, now therefore be it RESOLVED, That the Special Joint Committee of the IAWWTP, certifies that there is available capacity for the proposed Tiny Timber Subdivision sewer district extension. Scott stated that New York State requires new construction that will impact the collection system capacity be approved locally. Approval indicates that the receiving jurisdiction has looked at the project and has determined they have the capacity to handle it. This project is within the boundaries of the sewer service area (it requires an extension of pipe). Erik added that a sewer district extension (new piping) has not happened in quite some time. Scott said that Dryden has permitted capacity to accommodate this service but not excess capacity (based on the Joint Sewer Agreement). The Town of Dryden may need to purchase capacity as they are nearing their threshold of .259 MGD permitted capacity. They are required to petition for excess capacity. Bill mentioned that Cornell has requested to discuss increasing the capacity/size of the Thurston Street Interceptor related to the North Campus development. Cynthia clarified that defined by the Joint Sewer Agreement, Permitted Capacity for each partner is based on percentage of plant ownership. Excess capacity is defined by taking the peak flow month of the year and calculating the 5-year peak flow average, then allocating the flow to each partner based on their potable water sales (consumption data) percentage (the Peak Flow Estimate) and subtracting the Peak Flow Estimate from the Permitted Capacity to get the Excess Capacity of each partner. The interceptor agreement is separate. In terms of the interceptor agreement – Dryden is a client of the Town. In terms of the plant (Inter-municipal Agreement) the flows coming through are within Dryden’s permitted capacity. Consumption data (as determined by water use) determines the allocation of operations and management costs. We know how much potable water is sold and how much flow is coming into the facility. The monitoring stations will provide data as to where the flows are coming from. Tee-Ann asked if work was being done to simplify this and suggested that it should be an objective of the work being done on the joint sewer agreement for equitable allocation of costs. Laura asked about ownership of the facility - should ownership be reviewed/updated based on changes in flow usage percentages. Erik replied that ownership was originally based on flow proportions. Bill said that as part of the phosphorous treatment upgrade the agreement must be reviewed in 2026. MN-SJC-2018-12-19.doc 5 Cynthia recognized that steps have been taken to address concerns. Steve has been lowering the Return to General Fund contractual fees figure over the years to more accurately reflect the overhead services provided by the City to the IAWWTF. Things are moving along with the monitoring station upgrades. She added that the monitoring station data will be used after one year of data collection and analysis. Steve will have the opportunity to review the allocation of the debt. Cayuga Heights will have the opportunity to evaluate their plant upgrades and their commitment to go forward with the Kline Road interceptor. Cynthia is concerned that the allocation of Debt is based on ownership, not on plant use. Fourteen monitoring stations will be upgraded. Chris from Lectre Solutions will procure the equipment and staff will assemble. CJ plans to get five stations up and running initially. TeeAnn asked about the monitoring station timeline as this seems to be the missing piece. CJ’s goal is to have 1/3 to 1/2 installed in a year’s time - concentrating on Thurston, University and Kline initially. The biggest complications are coordination and adequate support in high traffic locations. Rich suggested that correlation with water consumption and sewer usage should be considered. a. Joint Sewer/Plant to Plant/Intermunicipal Agreement – Bill said that the meeting of six hopes to use the monitoring stations for I/I. Not treating storm water will free up capacities. Cynthia offered that the Chair is only allowed to chair for two consecutive years – she is willing to continue on as Chair if the board approves. Announcement / Other Business Mike Thorne and Barton and Loguidice presented flood modeling studies to the Planning and Economic Development Committee Council. They are slated to present at the Water Resources Council meeting on the third Monday of February @ 4:15 p.m. Rich MOVED to adjourn. Seconded by Laura. All were in favor. Approved 6-0. Meeting was adjourned @ 2:29 p.m. The Next Meeting will be January 16th, 2019, 1:00 pm.