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HomeMy WebLinkAboutMN-SJC-2021-04-142021.04.14 APPROVED SJC Minutes.doc 1 SJC MEETING April 14, 2021 SJC Members Staff Cynthia Brock, Chair CJ Kilgore Ray Burger;Town of Dryden Scott Gibson Rich DePaolo Steve Thayer Scott Reynolds Donna Fleming Guest Bill Goodman Dan Thaete; Town of Ithaca David Warden Joe Slater; Town of Ithaca Supervisor, Jason Leifer Susan Brock; SJC Attorney Absent Tee-Ann Hunter Cynthia called the Zoom meeting to order at 1:02 p.m. She added a discussion of the DEC response letter to the agenda and she pulled the Digester Resolution from the agenda. Scott Reynolds MOVED to accept the March 10th minutes. Seconded by Donna. Approved 5 - 0. Financial Report – Steve Thayer. Steve received the 2019 draft audit report – he will discuss it at a future SJC meeting. Activity through December 31, 2020 – NOT FINAL An additional $69,000.00 was booked for Septage Receiving and a $5,000.00 donation was booked from Cornell. A total of $4,784,000 has been received for 2020. Accounts payable are still being entered for 2020. We presently have a surplus of $214,000.00. Activity through March 31, 2021 Revenue – We have collected $859,000.00 to date 2021. We have received $53,000.00 in septage payments. All three owners first quarter payments have been received. The second quarter is now due. Expenses – We have spent $1,554,000.00 to date. The hourly part time (5120) is over budget and will be amended. Equipment Parts (5477) activity is high - Steve feels we will be able to cover with other expense accounts. The Utilities account (5410) is in line this year. Health Insurance is high but has 4 months of payments booked. Our net deficit is currently $695,000.00. Keep in mind that all expenses do not follow the calendar. Capital Projects – three projects had expenses March 2021. 2021.04.14 APPROVED SJC Minutes.doc 2 CAP 422J had $1,439,000.00 in expenses – the majority related to construction activity. CAP 414J and CAP 423J had design engineering costs. Operations and Engineering Report – CJ Kilgore 1. Plant Maintenance & Operations – a. Primary Digester – Emergency Authorization – the primary digester overflow pipe plugged with a combination of flush-able items and garbage. The blockage caused pressure to build up under the digester cover – which caused the hold down bolts to shear out of the concrete. It is necessary to have the digester cleaned, inspected and repaired. CJ plans to repair and/or replace some of the valves and piping. The primary digester is presently isolated. The secondary is running as the primary. This places some limits on our ability to handle trucked in wastes and complicates some plant operations. CJ estimates the need for approximately $1,000,000.00 to repair and replace as much as possible. GHD is preparing a recommendation memorandum. The fail-safe measures/safety relief valves/points will be checked once the cover is removed. Scott Reynolds offered that now is a good time to address some additional repairs/replacements as our plant is aging. CJ is hoping to get as much done as possible during the time the digesters are taken down. Scott Gibson said the primary functions of the digester are to reduce the volume of the solids and to stabilize the solids for disposal. An emergency resolution will to be put together once the recommendation(s) of GHD are received. We have a reputable contractor presently working on site and in this case – the on-site contractor is the logical choice for a quick repair. Susan explained the two pieces (criteria) necessary to use emergency exception. 1 – unforeseen and affecting public buildings, public property and health and safety. 2 – the requirement of immediate action (cannot wait for competitive bidding). Susan advised that if at all possible one or more alternative contractors should be consulted to confirm that we have been given a reasonable and fair price. Steve has been in contact with our insurance carrier – we have coverage of both property and equipment. He hopes to know something within the next week or so. Bill was wondering if we should send out a public announcement to define flush-ables. CJ contacted the DEC and informed them of the situation. He is putting a letter together outlining the resolution plan. Scott Gibson said that the DEC is concerned that the gas will have to be temporarily redirected which will require the installation of a temporary plumbing system through the plant to the flame stack. He added that we have not violated our permit at this time. Ray offered that the members might consider an interim resolution to get things started. CJ is hoping that GHD will have something for us within two weeks - something detailed yet broad enough to allow us to be able to move forward. Cynthia suggested an emergency meeting for April 28th at 1:00 p.m. b. Aeration System – Turblex Blower Replacement Authorization Donna MOVED to accept the Resolution for Emergency Repair of the Blowers. Seconded by David. The Resolution was TABLED. 2021.04.14 APPROVED SJC Minutes.doc 3 CJ explained that our two newer Turblex Blowers have both failed (these blowers are able to control the dissolved oxygen automatically). This leaves us with our two (believed to be original) Hoffman blowers (manually controlled). He is considering this an emergency in that the plant can only operate with a minimum of two blowers. He has requested the assistance of MRB Group to advise the best way to proceed. These two Turblex blowers were installed as part of the completed JCI Energy Savings Capital Project. CJ questioned if either or both blowers should be repaired/refurbished or replaced? Scott Gibson stated that this is a catastrophic equipment failure. Susan advised to include “Subject to any required municipal governing body approvals” to the resolution. She will look in to “emergency” requirements and will sort this out. Scott Reynolds suggested putting a third blower online as an option. Scott Gibson said that there are skid mounted blowers available for rent. The first blower went down in December, the second went down in March - we are now at a critical point. Rich asked the consequences of a DEC violation. CJ replied that repeated and ongoing excursions become a problem. Scott Gibson is concerned with the time involved with the full bidding process – we can put together a project scope to work with an on-site contractor. Cynthia asked how this will be funded. Steve suggested that we could amend the existing CAP 422J or amend the operating budget. Potential funding sources would be insurance recovery, stimulus money, bonding or Capital Reserves. 2. Facilities Maintenance & Operations a. Grit Removal and Misc. Improvements – continuing. b. Flow Monitoring – continuing. 3. Staff Management –. 4. Reporting – 5. Business, Long Term development – 6. Energy Production Statistics – provided by CJ. Voting Items – David MOVED the Resolution to Recommend Approval of a permanent water and access easement and right of way for the City of Ithaca water main. Seconded by Scott Reynolds. Approved 7 - 0. Scott Gibson – The City Harbor project gives the City an opportunity to complete a watermain loop. The existing watermain dead ends at Pier Road - the other side of the watermain is on plant property. City Harbor is going to dedicate all of the watermain through their property to 2021.04.14 APPROVED SJC Minutes.doc 4 the City. City Harbor is constructing and funding the watermain - City crews will come in and complete the loop. NYSEG has been contacted – they have no issues with the directionally drilled component or the City crew component. If a sampling and/or a monitoring plan is necessary – NYSEG take care of it will submit it to the DEC. The easement is to dedicate the shaded area of the map as part of the City infrastructure to the City through the IAWWTF property. Cynthia said that this loop benefits the plant by providing waster redundancy and will significantly increase fire flows. Scott Gibson said the water main was purposely designed out in the open (outside of the parking area) and is in alignment with existing infrastructure. Susan added that the easement grants the plant owners the right to relocate the City main at any time in the future (at the plant owner’s expense). Cynthia sand that some slight modifications will be made to the notification. Ray MOVED the Resolution of Acknowledgement and Concurrence that City Harbor Project Changes are not substantive and do not necessitate reapproval of the City Harbor and Guthrie Agreement. Seconded by David. Approved 7 – 0. Susan explained that City Harbor decided to move the location of their heat exchanger. They have revised their drawings to include connection point changes that fall into the outfall easement. The resolution is for the record (conforming changes - drawing substitutions and changing the dates of plans). Discussion Items – City Harbor Effluent Energy Exchange – TG Miller - DEC Response letter Scott Gibson said that as part of the City Harbor development program – they were required to submit their sanitary sewer improvements as well as the effluent based energy exchange to the DEC for review. The plant may have to monitor for thermal discharges more frequently (at an undescribed potential limit). Modification of the plants SPEDES Permit based on a third party development is not acceptable to staff. Scott will participate in a monitoring program but does not want any of the expense or any burden to staff. David Harrick (representing City Harbor) and Michael Thorne (on behalf of the municipal owners) responded to the DEC requesting that the project be required to monitor and report temperature only (at this point to gather data). Thermal calculations show minimal impact. The letter is asking that hard (real) data be used to prove the impact is negligible. Scott will forward a copy of the letter to the members. Dan asked if the results of the pre-survey of the outfall pipe had been received. Scott Gibson replied that a length of six-hundred feet was completed in two installments. It was difficult to see so they concentrated on the joints of the pipe. They looked at the entire circumference of each section - for pipe displacement and roots - the pipe looked fine. Cynthia informed the members that the TMDL (total maximum daily load) for Cayuga Lake has been published and is open for public comment until May 24th. It is a guidance issued by the DEC looking for emissions of phosphorous sent to the lake. They are recommending a 30% 2021.04.14 APPROVED SJC Minutes.doc 5 overall reduction in phosphorous emissions. Testing is to be conducted on a weekly basis for a period of two years. CJ does not expect any problems meeting proposed stricter limits. Rich MOVED that Cynthia as Chair of the SJC be Authorized to draft a letter on behalf of the SJC to the DEC requesting that the public comment period be extended to 90 days and they additionally request that our respective municipalities do the same. Seconded by David. Approved 6 -0. Announcements / Other Business – Cynthia adjourned the meeting at 2:58 p.m. The Emergency Meeting is tentatively set for April 28th, 2021, 1:00 pm. The Next Meeting will be May 12th, 2021, 1:00 pm.