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HomeMy WebLinkAboutMN-SJC-2019-05-15 MN-SJC-2019-0-15.doc 1 SJC MEETING May 15, 2019 SJC Members Staff Cynthia Brock, Chair Scott Gibson Ray Burger (Dryden Alternate) CJ Kilgore Rich DePaolo Steve Thayer Supervisor Bill Goodman Tee-Ann Hunter Laura Lewis Absent Brian Davis Guest Dan Lamb (Dryden Alternate Joe Slater; Town of Ithaca Supervisor Jason Liefer Dave Warden Cynthia called the meeting to order at 1:00 p.m. Quorum was established later in the meeting. Cynthia added a review of the Rockwell Collins agreement to the agenda. Tee-Ann MOVED to accept the March 20th minutes with corrections. Seconded by Ray. Approved 6 - 0. Financial Report – Steve Thayer Activity through: 12/31/18 He is finishing up closing 2018 this week. Items in bold have changed from last month’s report. Revenues: Our revenues ended up $134,000.00 over our budget, due to the active septage service revenue. Expenses: The overall deficit for 2018 was about $18,000.00 (Fund Balance will be decreased) – we budgeted for a deficit of $250,000.00. Salaries, Utilities and Contracts came in under budget while Treatment Supplies and Disposal Fee were over budget. Cynthia questioned the overage in Treatment Supplies. Steve replied that the overage was due to increases in both consumption and cost – the 2019 budget has been increased. He will keep a close eye on Treatment Supplies and Sludge Disposal Fees for 2019. 4/30/2019 Revenues – We have collected $1,459,000.00. We are on par with where we should be - most of the septage receiving that has been collected so far relates to 2018 receivables. We have collected two quarters from all three owners. MN-SJC-2019-0-15.doc 2 Expenses – All expenses look fine after four months of activity. We have expended $1,650,000.00 to date. We are currently running a current deficit of $197,000.00 – we budgeted for a $250,000.00 deficit. Reminder - not all revenues and expenses follow the calendar. The Hourly Part Time budget is related to intern activity – we may need to increase this line. Bill questioned if the part time account should be increased for this year as well as future years. CJ hopes to incorporate an intern as a permanent staff position. Laura asked if the overtime budget will decrease as a result of the new hires. CJ replied that overtime will decrease as we go along. Cynthia questioned the overage on our Insurance line. Steve replied that the number at budget time is only an estimate – our 2019 cost increased due to an increase in payroll expense and better liability, property and equipment insurance coverage. Laura asked if the budget will be impacted by the increase in tariffs. Steve replied that we will have to see how that plays out. Capital Project 414J – Flow Meters – $1,028.67 design costs. Capital Project 422J – Plant Improvements – $17,000.00 design costs. Operations and Engineering Report – CJ Kilgore 1. Plant Maintenance & Operations - SPDES Permit Modification Request is in progress for permanent/semi-permanent components to allow the melting of ice using effluent at Cascadilla Creek and Fall Creek. A meeting is planned for May 24th in Cortland. Scott added that this should prevent localized flooding. The plant needs to be technically reviewed in order to be considered for a permit modification. Cynthia clarified that any costs associated with the plant permit modification will be absorbed by the City. CJ stated that this review could result in more stringent limits – unrelated to adding outfalls. 2. Facilities Maintenance & Operations a. Ithaca Beer – the equalization tanks are in the ground. The plumbing and pipe work is in progress - most components are on site. Joe added that he visited the site today and they are nearing completion. Monitoring Stations – CJ said flow transmit units for Kline Road and Thurston Ave will be installed and validated the last week of this month. He hopes to begin collecting and logging data in June. Piecing together the first two will give us an idea of the costs to get the rest of the stations transmitting data electronically. CJ hopes to have six units on line by the end of 2019. Tee-Ann asked how many stations are going to be built in 2020. CJ replied that he hopes to have the others (eight) on line during 2020. He said that the funding for the fourteen monitoring station rehabilitation is coming out of operating funds. Steve added that we will use both operating and encumbered funds. MN-SJC-2019-0-15.doc 3 Scott said that instead of putting together a bid package and adding to the capital project we are doing it piece meal using Chris of Lectre Solutions (an electrical communications contractor) with plant and DPW staff. Pieces and parts will be replaced as necessary. These electronic upgrades will allow us to see the flow instantaneously instead of having to physically visit each station to manually record the reading displayed on the meter. Joe added that additional conversations are needed to coordinate maintenance with the City and the Town of Ithaca once the stations are up and running. Cynthia reminded the members that Erik had said this would be a two and a half year process. Comparing the water consumption and sewer usage data with the monitoring station data will be very helpful in the future. 3. Staff Management - a. Assistant Chief – Amber Mase has been appointed Assistant Chief. b. Wastewater Treatment Plant Operator/Trainee – Trent Gardner to start May 20, 2019 4. Reporting - 5. Business, Long Term development – a. GHD Grit Removal and Misc. Improvements – Awaiting DEC approval prior to going out to bid. 6. Energy Production Statistics – provided by CJ. Voting Items – Presentation/Discussion Items - a. Right to IAWWTF Disclosure Ordinance – Cynthia reminded the members of 2017 memo written to the City requesting that residential uses not be allowed within 1,200 feet of the plant. The alternate was a request to require a disclosure agreement that buyers (or users) acknowledge that there might be negative effects being in such close proximity to the plant. Council agreed to a disclosure requirement but did not agree to a residential set back zone. This is an effort to educate and inform - the hope is that by raising awareness - complaints about the plant’s activities might be reduced. The City Planning and Economic Development Committee will be considering the request at their next meeting (June 12th). Cynthia encouraged the members to attend. There are only three properties within the 1,200 foot zone that need to be informed of this requirement. Laura said this disclosure will not immunize the wastewater treatment facility against claims – and added that it will not protect nor make more vulnerable the facility. b. Meeting of the Six Parties – Cynthia said that the possibility may exist for an inter- municipal I/I study. There was a presentation to the shared services committee as to the process of applying for a shared services grant. Cynthia expressed that it is in the best interest of all MN-SJC-2019-0-15.doc 4 parties to have a shared I/I study. The next meeting will be Thursday (May 23rd @ 4:30 P.M – County Legislature Chambers). One of the recommendations of the recently completed Town of Ithaca sewer capacity study was to proceed with an I/I study. Ray Burger said that the Town of Dryden is having a small I/I study done this summer – they are focusing on Varna (the oldest part of their system) but including all six districts. c. Rockwell Collins Pilot – Cynthia received some agreements pertaining to the pilot – she forwarded them to Susan Brock for her review. Cynthia mentioned that she might send them to the members by email to keep things moving forward. She said there is much excitement in the Green Energy Community surrounding this pilot as well as the behind the meter project. Tee- Ann added that the pilot on the farm in Scipio is encouraging. Laura added that the tour was appreciated and very helpful. Announcement / Other Business - Laura said that she was pleased that the City Common Council approved the resolution to eliminate term limits for the Chair person. Ray offered to track down the whereabouts of the signature sheet if it is at the Town of Dryden. Bill will follow up on the behind the meter approval at the Town of Ithaca. Bill MOVED to adjourn. Seconded by Rich. All were in favor. Approved 6-0. Meeting was adjourned @ 2:30 p.m. The Next Meeting will be June 19th, 2019, 1:00 pm. There will NOT be a meeting in July.