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HomeMy WebLinkAboutMN-SJC-2021-09-082021.09.08 APPROVED SJC Minutes.doc 1 SJC MEETING September 9, 2021 SJC Members Staff Cynthia Brock, Chair CJ Kilgore David Warden Scott Gibson Rich DePaolo Steve Thayer Tee-Ann Hunter Scott Reynolds Donna Fleming Guest Ray Burger; Town of Dryden (alternate) Dan Thaete; Town of Ithaca Joe Slater; Town of Ithaca Absent Larry Doyle: Energy Systems Group Bill Goodman George Bevington: Barton & Loguidice Supervisor, Jason Leifer Chris Kianka; Lectre Development Cynthia called the Zoom meeting to order at 1:00 p.m. She had one addition to the agenda – an update on the working group meeting with the Farmer’s Market. Ray MOVED to accept the August 11th minutes as amended. Seconded by Scott. Approved 6 - 0. Financial Report – Steve Thayer 12/31/20 Activity: Audit work for the 12/31/20 IAWWTF will start in October. August 2021 Financial Activity: Revenues: We have received $343,700.00 in septage payments and are on budget. The first three quarterly payments have been received by all three owners. The final quarterly payment will be due later this month. Steve will be sending out the debt service invoices within the next few weeks. Revenues collected to date $2,798,000.00 Expenses: We have spent just under $3,282,000.00. Hourly Part Time 5120 is $6,400.00 over budget – an adjustment will be made at the end of the year. Equipment Parts and Supplies 5477 is showing higher activity than budgeted - we have spent $162,000.00 and will be charging the blower repairs to this account. Steve hopes to be able to cover the overage within the budget authorization. Most of the other accounts look fine and are in line with the budget. Our deficit is $484,000.00 and is in line as expected. Keep in mind that not all expenses follow the calendar. Capital Project: CAP422J - Had approximately $161,000.00 activity attributed to General Construction. 2021.09.08 APPROVED SJC Minutes.doc 2 2022 Budget – Steve stated that the Mayor recommended budget submittals at a 2% and a 4% increase from prior year activity (2021). The staff budget submittal was completed a few weeks ago. Steve is working on the insurance estimate, pension numbers (the average percentages are going down) and the debt figures. He will send the preliminary budget out next week for a discussion at the October SJC meeting. 2019 Audit Report – included in the packet and is final for 2019. Cynthia pointed out the brilliant refinancing in 2017 that lowered our liability exposure from $18,000,000.00 to just under $1,000.000.00 (pg. 26). She wondered if we are paying retirement benefits for retirees. 2020 Audit - will begin in October 2021. Operations and Engineering Report – CJ Kilgore 1. Plant Maintenance & Operations – a. Primary Digester – The primary digester pump down/dewatering is essentially complete - they will be shoveling the remaining grit and stones into barrels to hoist out. The cover repair is complete. The piping/valving rehab and replacement is mostly done on the primary side. The mixer shaft on the primary is bent and will have to be repaired or replaced. Additional funding will be needed to complete the secondary digester dewatering and cleaning. The primary digester contained far more solids than were anticipated (more time elapsed than that for typical digester cleanings) and there were screening issues. Many more inappropriate materials and wipes are being flushed and are coming to the plant. Completing the secondary digester is essential to returning the plant to normal operations. b. Aeration System – Turblex Blower Replacement Authorization – The blowers are awaiting parts and repairs at the repair facility - estimated return January 2022. 2. Facilities Maintenance & Operations a. Flow Monitoring I/I – continuing – the final report should be out in three months. 3. Staff Management – 4. Reporting – 5. Business, Long Term development – Environmental Service Group along with Barton and Loguidice are here to present. CJ has toured many of the plants that they have worked on – they have some ideas for the future of this plant. 6. Energy Production Statistics – provided by CJ. Voting Items – David MOVED the Resolution for a Cost Amendment for the Ithaca Area Wastewater Treatment Facility Emergency Repairs – Secondary Digester. Seconded by Ray. Approved 7 – 0. 2021.09.08 APPROVED SJC Minutes.doc 3 Resolution for a Cost Amendment for Emergency Digester Repairs - Ithaca Area Wastewater Treatment Facility WHEREAS, on the night of March 11-12, 2021, a blockage caused by excessive debris in the primary digester overflow line caused the liquid level in the tank to surge upwards and lift the digester cover approximately 18 inches, breaking anchor bolts, mounts, and concrete, and WHEREAS, GHD Consultants was hired to evaluate emergency repairs for the Primary Digester, along with potential work on the supporting appurtenances for the Secondary Digester, and verbally estimated costs for cleaning, inspections, and repairs to be at least $1.5 million pending further evaluation and the issuance of a subsequent letter, and WHEREAS, at its April 28, 2021 meeting, the Special Joint committee of the Ithaca Area Wastewater Treatment Facility (IAWWTF) amended Capital Project 422J to include funding for Emergency Primary and Secondary Digester cleaning, inspections, and repairs in an amount not to exceed $1,650,000 (which included a ten percent contingency), and WHEREAS, the governing bodies of the City of Ithaca and Towns of Ithaca and Dryden approved the emergency repairs in the amount of $1,650,000, and WHEREAS, following the initial authorization for emergency work and the execution of repairs, it was discovered that the amount of solids and debris within the Primary Digester far exceeded the initial estimates of 450 tons which was based on the quantity yielded from previous digester cleaning operations, and WHEREAS, it is now anticipated that there may be an increased quantity of solids present in the Secondary Digester as well, and WHEREAS, upon further inspection and evaluation of the digester systems, additional damage has been discovered including a bent linear motion driveshaft located inside the Primary Digester tank, and potentially compromised anchor supports for the Secondary Digester cover, and WHEREAS, a summary of these concerns is provided in a September 3, 2021 draft status update letter provided by GHD Consultants, and WHEREAS, GHD’s letter estimates the costs for these repairs to be an additional $1,150,000, now, therefore be it RESOLVED, that the SJC recommends to its municipal boards that they increase the previously approved emergency funding for Emergency Digester Repairs by an amount not to exceed the sum total of One Million One Hundred Fifty Thousand Dollars ($1,150,000) for the removal of excessive solids and debris and repair of the existing linear motion mixer driveshaft in the Primary Digester and anticipated increased solids and debris and repair of the cover anchor supports for the Secondary Digester, for an emergency repairs total of $2,800,000, and be it further RESOLVED, that capital project CP #422J, IAWWTF Various Improvements, be hereby amended by an amount not to exceed $1,150,000 for the purpose of funding said Primary and Secondary Digester repairs, for a total project authorization of $14,341,850, and be it further RESOLVED, that funds necessary for said project shall be derived from the following sources as determined by the City Controller: insurance recovery, serial bonds, grants and Federal stimulus funds. 2021.09.08 APPROVED SJC Minutes.doc 4 Scott asked about preventing buildup of unwanted materials in the digester. CJ stated that finer screening is now online - it should mitigate much of the problem. He said that for the first few years (after the digester was cleaned the last time) wider screens were used. He added that the ever-increasing wipes that are being flushed cause re-raging of the fibers which cause problems. CJ is not sure how the three-foot diameter shaft bent - he hopes to be able to repair the shaft. Tee-Ann asked about ways to limit the “flush-ables”. CJ said that efforts in the wastewater community are on-going to get something done. Scott Gibson offered that public service announcement flyers are sent out by the City every year but that more education is necessary. Cynthia asked about the rush of water through the intake building caused by a wet weather event during the plant tour. She wondered how much damage was caused by this and similar debris. CJ replied that the screens were jammed and that the pumps had shut down – we are moving to a different level control system so this should not happen in the future. We had elevated flows for approximately two weeks. Scott Reynolds asked about the funding – Steve is not sure how the owners will pay for this - he is looking at different ways to fund this additional expense. The City may use stimulus monies – (insurance recovery will not be a source) he is looking into the most cost-effective way to fund this expense. Discussion Items – Energy Systems Group Presentation on Performance Contracts – Larry Doyle and George Bevington. ESG offers a concept approach of a biosolids/handling upgrade/improvements. Larry stated that this is an opportunity for both financial and environmental improvements. They are a performance contract firm (design, build, guarantee). The focus at our plant is high strength wastes/co-digestion/biosolids management and biogas conversion. Their proposal is green and affordable - they use the biogas as the catalyst for the upgrade and improve the classification of the biosolids. Larry believes that there is a market in our area that will support this project. Increase the waste stream and decrease the wet tons of the sludge. They propose to install mechanical thickening and an on-site evaporator/dryer. The resulting sludge would be a Class A land applied Biosolid. The sludge drying is estimated to be a $19,000,000.00 capital expenditure - yielding a total annual benefit (including an additional $260,000.00 in revenue) of $830,000.00 ($676,000.00 if landfilling is continued). Scott Reynolds asked how the high strength wastes will be found and how the markets will be developed. Larry feels that the market is there. The food waste rules and regulations are starting to happen. They are pointed to the larger institutions first - presently pre-consumer. Post-consumer food waste is the next wave. We will be able to accept slurry. Tee-Ann asked why we are an area that has been identified as a good market. Larry said we will be able to attract liquid organic waste through relationships with large haulers. CJ added that with better design we will be able to accept more grease. He is proposing that grease pretreatment/handling be included in the next capital project. George agreed that screened grease is a great carbon source when put in a digester. Rich asked the benefit of using this firm over those that have presented in the past. 2021.09.08 APPROVED SJC Minutes.doc 5 George replied that he was here years ago with Lystek with a proposal but feels that the economics for sludge drying are right at this time – to minimize landfilling. Sludge drying is one of the tools they are looking at - Pyrolysis or Biochar need a larger facility. Tee-Ann asked if there is not any land application – would this still be feasible. Larry replied that it is still feasible - but our benefit would decrease. Ray asked if other projects/facilities could/would compete with us. George felt that because of our location and our well-known digester – we would not have competitors. Cynthia asked that they share contact information and the power point presentation for the members to review. Announcements / Other Business – Farmer’s Market Design - Cynthia updated the members on the working group meeting. They are aware of the responsibilities and obligations that they have in case of an emergency where the building may have to be deconstructed. There are several options that they are exploring. They are working on designing removable floating concrete pads and removable roof portions. Scott Gibson desires to be as least invasive of the existing outfall as possible. He is not in favor of installing a bypass manhole. He is in favor of the accommodations to make the building de-constructible - something that could be dismantled in a day or so. David offered that the sheet piling may be beneficial to both sides. Scott Reynolds clarified that any changes/costs are their responsibility. Dan Thaete added keeping the thirty-foot easement is essential. He supports the sheet piling. Cynthia mentioned their desire for screening along the fence line. (Comments outside of the presentation revealed that it is preferred that the screening be on the Farmer’s Market side of the property and not on the property of the plant). Peak/Shave/Plant to Plant - Cynthia sent a letter to Cayuga Heights requesting that they acknowledge that we require they adopt and follow the same pretreatment laws and sewer use laws, that our staff be allowed to investigate any discharge as required by our permit and any updates to our sewer use laws be updated by them within sixty days. If at any point it is found that the terms of the agreement are not being met the plant owners would have the ability to close the Kline Road interceptor. All flow has been diverted back to Cayuga Heights - the peak shave diversion system is in place now, the legal agreements are being developed and will be adopted retroactively. David MOVED to Adjourn. Seconded by Scott. Approved 7 - 0. The meeting was adjourned at 2:36 p.m. The Next Meeting will be October 13th, 2021, 1:00 pm.