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HomeMy WebLinkAboutSJS 1999 1 SPECIAL JOINT SUBCOMMITTEEJANUARY 19, 1999 A regular meeting of the Special Joint Subcommittee was held on January 19, 1999, at 12:30, at the Ithaca Area Wastewater Treatment Facility, 525 Third Street; Ithaca, New York PRESENT: *Frank Liguori, Town of Ithaca *Jim Schug, Town of Dryden Gary Gleason, Chief Operator Dan Walker, Town of Ithaca Larry Fabbroni, Asst. Super. W & S Dominick Cafferillo, City Controller Steve Thayer, Deputy Controller Bill Gray, City Superintendent Nick Hatala, Stearns & Wheler Bob Butterworth, Stearns & Wheler ABSENT: *Ed Hershey, City of Ithaca (new member) *Steve Ehrhardt, City of Ithaca *Alan Cohen, City of Ithaca *Cathy Valentino, Town of Ithaca *Joseph Leonardo II, City of Ithaca *Ellen Harrison, Town of Ithaca Dan Walker, Town of Ithaca 1. Approval of the December Minutes Frank asked for a motion to approve to the December minutes. ??? motioned for an approval and ??? seconded the motion. All were in favor. 2. Report of 1998-2000 Bond Act Grant Award -Discussion of Short & Long Term Intermunicipal Collaboration (Outline of Partner Issues) 3. Response to Village of Lansing Capacity Request 4. Staff Reports -Encumbrance of 1998 Funds to Remove Primary Digester Accumulation -Report on Master Plan-Disinfection Deadline 2 5. Financial Report 6. Old Business - Report on the Joint Meeting of the Grant Participants 7. New Business 8. Adjournment 1 SPECIAL JOINT SUBCOMMITTEEFEBRUARY 9, 1999 A regular meeting of the Special Joint Subcommittee was held on February 9, 1999, at 12:30, at the Ithaca Area Wastewater Treatment Facility, 525 Third Street; Ithaca, New York PRESENT: *Frank Liguori, Town of Ithaca *Jim Schug, Town of Dryden *Ed Hershey, City of Ithaca *Alan Cohen, City of Ithaca Gary Gleason, Chief Operator Dan Walker, Town of Ithaca Dominick Cafferillo, City Controller Steve Thayer, Deputy Controller Bill Gray, City Superintendent Nick Hatala, Stearns & Wheler Bob Butterworth, Stearns & Wheler ABSENT: Larry Fabbroni, Asst. Super. W & S *Steve Ehrhardt, City of Ithaca *Cathy Valentino, Town of Ithaca *Ellen Harrison, Town of Ithaca *Joe Leonardo, City of Ithaca 1. Approval of the December Minutes Frank asked for a motion to approve to the December minutes. Jim motioned for an approval and Alan seconded the motion. All were in favor. 2. Report of 1998-2000 Bond Act Grant Award -Discussion of Short & Long Term Intermunicipal Collaboration (Outline of Partner Issues) Gary as a way of introducing Bob Butterworth and Nick Hatala of Stearns and Wheler Engineers, spoke briefly about the work that the consultants had accomplished to date. Gary stated that although there were several items on the engineering evaluation list, he and Larry Fabbroni had asked them to concentrate on two items that were considered pressing. First was filtration as an enhancement of phosphorus removal as that is the primary movement for the grant approval and second was alternative disinfection. Stearns & Wheler had presented three alternatives for the combination of filtration and disinfection. 2 Grant Award, Con’t Gary stated that although Ultra Violet Light was of intense interest and offered an alternative that could completely eliminate chloramines in the effluent, the cost was not a consideration in the bond application and any of the alternatives that included UV carried an extremely large capital investment. Even if UV is finally selected, some form of chlorination would be needed for purposes other than disinfection such as for control of filamentous microorganisms. To keep the capital investment close to the funding provided by the bond act, it was felt that filtration and hypo-chlorination be the initial primary focus. If future bond applications included UV as an alternative form of disinfection, the hypo-chlorination system would be the back up thus reducing the capital investment for UV. Having introduced the subject matter and the Stearns and Wheler representatives, Gary turned the floor over to Bob Butterworth. Bob referred to previous meetings with the SJS and with the DEC which indicated that the primary reason the state awarded the bonding was because of the willingness of the IAWWTF to implement enhanced phosphorus removal. The other considerations, including work on sanitary sewer trunk lines was a piggy back to the phosphorus removal project. This makes the filter installation integral to the other projects. Meanwhile, Bob explained that the present system of using gaseous chlorine for disinfection would come under an array of new and more stringent regulations as of June 21, 1999. The presentation offered hypo-chlorination as an alternative as the capital cost would be about .5 million dollars as opposed to the very expensive alternative UV. The committee asked several questions regarding the various combinations of using hypo-chlorination and UV and finally agreed that the first alternative was more affordable. However, the committee indicated that UV may well be a future alternative and might be added to future grant applications. After Bob explained the implications and costs of the various alternatives, all of which included filtration, he asked the committee to approve design work which would carry the project into about 25% of the total for filtration and hypo-chlorination. This work would keep the IAWWTF on a reasonable pace with both the new regulations covering disinfection and with a readiness to proceed with filtration. Bob further explained that present design parameters would allow for the use of placing a filter in one of the unused phosphorus stripping tanks. This alternative avoids significant construction costs but in turn limits the size of the filter to 7.5 mgd at flow rates of 4 gpm/square feet. Bob explained that the NYSDEC was aware of this limitation but found it acceptable as during the months of concern, mostly the summer, all or almost all of the flow would be filtered. 3 Grant Award, Con’t The manufacturers conservatively recommend an application rate of 4 gpm, however this may be exceeded and result in a total application of 10 mgd. Ed asked what the anticipated impact on the South end of Cayuga Lake would be regarding phosphorus. Gary answered that the filtration would reduce the plant effluent from a concentration of .7 mg/l to a minimum of .2 mg/l and probably less. If the flow is 7 MGD during those summer months, this would result in a reduction of (.7 = 40 lbs per day to .2 = 11 lbs per day). The regulations presently require that the phosphorus limit be below 1 mg/l which at 7 mgd would be 58 lbs per day. Bob explained that the total engineering costs for filtration and hypo-chlorination would be between 7 and 8 hundred thousand dollars. The amount needed at the present time would be $160,000. This would allow the initial design to start and result in about 25% of the needed engineering. Dan remarked that his board would need a complete breakdown of engineering costs as it relates to the entire project and the increment of $160,000. Also, Dan asked about the status of the engineering evaluation which was authorized by the SJS for $53,000. Bob explained that the initial evaluation was still going on regarding the other items, but that additional funding was necessary to carry the filtration and disinfection portions to the next step including preliminary design. The entire project would include all design, bidding, inspection, equipment procurement, etc. Alan agreed that the City would also need detailed engineering information before approaching the City Council. Dominick advised the committee that each municipality would have to vote on the expenditure and that Stearns & Wheler should provide each with the appropriate paperwork including support information for engineering costs. Frank proposed a motion - Whereas, Stearns & Wheler Engineers have recommended that we proceed with the first phase of final design for the proposed improvements on disinfection and phosphorus removal, and Whereas, the engineers have agreed to provide each municipality with an explanation of the procedures, break down of the costs for that amount, and Whereas, it is estimated that the engineering cost for the first phase of the final design (& the next phase) (amendment) will not exceed $213,800 ($53,800 & $160,000) (25-35%). Whereas, the engineering cost for the entire project will be in the report, Therefore, be it recommended, that the municipalities authorize the next phase of engineering and confirm that Option #1 (at this point) is the preferred arrangement for disinfection and phosphorus removal. 4 Grant Award, Con’t It was agreed that the resolution be sent to the members with the understanding that there was not a quorum. The next SJS meeting will be April 20th . Bob will submit supporting information which will be sent to the members. 3. Response to Village of Lansing Capacity Request No action was taken. 4. Staff Reports -Encumbrance of 1998 Funds to Remove Primary Digester Accumulation No action was taken. -Report on Master Plan-Disinfection Deadline Discussed above. 5. Financial Report No report. 6. Old Business - Report on the Joint Meeting of the Grant Participants No report. 7. New Business None. 8. Adjournment 1 SPECIAL JOINT SUBCOMMITTEEMARCH 16, 1999 A regular meeting of the Special Joint Subcommittee was held on March 16, 1999, at 12:30, at the Ithaca Area Wastewater Treatment Facility, 525 Third Street; Ithaca, New York PRESENT: *Frank Liguori, Town of Ithaca *Cathy Valentino, Town of Ithaca *Mary Russell, Town of Ithaca *Ed Hershey, City of Ithaca Gary Gleason, Chief Operator Steve Thayer, Deputy Controller Bill Gray, City Superintendent Larry Fabbroni, Asst. Super. W & S Dan Walker, Town of Ithaca *Steve Ehrhardt, City of Ithaca ABSENT: *Jim Schug, Town of Dryden Dominick Cafferillo, City Controller *Alan Cohen, City of Ithaca *Joe Leonardo, City of Ithaca 1. Approval of the December, 98 & February, 99 Minutes Frank asked for a motion to approve the December minutes. Steve motioned for an approval and Frank seconded the motion. All were in favor. 2. Report of 1998-2000 Bond Act Grant Award -Discussion of Short & Long Term Intermunicipal Collaboration (Outline of Partner Issues) -Approval of Extended Engineering Scope-Phosphorus & Disinfection 3. Response to Village of Lansing Capacity Request 2 Dan said the first thing done with the diversion that was put in by the City at the high school was Town elimination of the Renwick Heights pump station. Then we started looking at the existing sewer, which is a very flat grade, and the Lake Source Cooling Project created another problem, the pump station by Stewart Park which primarily takes sewage from E. Shore Drive, has a very long outlet pipe, which is right in path of Lake Source Cooling pipe. So they decided to divert into the sewer and relocate that into the existing lake street sewer. The capacity of that pump station and the rate at which it pumps out will overload that portion of the sewer, because it is 2000 foot long pipe that is going to be cut down to 600-800 feet. When you eliminate that friction loss it let’s it pump at a much higher rate and it surcharges. TG Millers working for the Village of Lansing is looking at ways to divert flow from the village of Cayuga heights into this plant so that we can make capacity available at the village plant. With this pump station being diverted and the existing flows that are there and the flat grade of the sewer, it leaves us some capacity problems. So the Town of Ithaca engineering staff has been looking at what it would take to put a larger, deeper sewer line along the lake source cooling route, and that would also allow us to divert up to 4 million gallons of flow from the Village Cayuga Heights, with a bigger pipe, to tie into the diversion pipe that the City already built along Route 13. That would allow us almost unlimited flow from the Village of Cayuga Heights, down Remington Road and free up a lot of capacity in the Cayuga Heights Plant for the Lansings’ to use. We have not finalized that design yet, and we are talking with the Lansings’ about that. The Lansings’ are paying for the diversion design and the Town of Ithaca staff is looking at running a gravity sewer parallel with the Lake Source Cooling lines. The push here is to make sure that any conflicts with the Lake Source Cooling can be resolved before they build them, so the Town of Ithaca can get a route reserved for this sewer and a sleeve put underneath the Lake Source Cooling so we don’t have to dig around the Cornell twin 42 inch mains. Larry thought that we would include the cost in the fair share capital part of capacity cost calculations. Larry spoke about some cost issues the engineers have been discussing. Dan added that much of the flow from Cayuga Heights now goes across Remington Road. So that is an ideal collection/diversion point because all of the Town of Ithaca flow goes to that point, plus whatever else is in the Village. This is opposed to the flow that comes down Kline Road which is only a portion. However we decide to allocate capacity to an outside user, Dan can see a clearer path to bringing Town of Ithaca sewage into the plant and using some of our existing capacity to justify that and then bring up the capacity in the Village of Cayuga Heights. Frank asked if he was referring to ALL the flow. Larry said all the dry weather flow that comes through the pipe under the highway which is everything south of Route 13 and former Howard Johnsons comes through that pipe to the Cayuga Heights plant. That could all be diverted as dry weather flow. The problem is they have I & I also, so then you have to look at the wet weather flow also and the issue of lost income to Cayuga Heights must be 3 considered in any win-win-win scenarios. 4 Frank said that the Lansing people have asked for more capacity and we have to respond to them sooner or later. Bill said he would go and ask _________.There was some more discussion about Cayuga Heights. Frank asked if someone would look into diverting flow around the Cayuga Heights Plant issue Dan and Larry will look into this situation. 4. Staff Reports Cathy asked Gary if $58,300 in his engineering report was correct or if it was a typo. It should be $53,800. ($53,800 is the correct figure.) Gary mentioned that there will be an 1998 Annual Report. -Report on Master Plan -DEC Facility Plan Larry reported that he, Bill Gray and Gary Gleason representing the IAWWTF along with Brent Cross of Cayuga Heights and Dave Herrick representing Lansing met with DEC at their office in Syracuse, on Tuesday March 9, 1999. DEC was represented by Steve Eidt, Sandy Lizlovs and two members of permits section, Ralph Manna and Barry Barlow. Larry reported that the bond application clearly stated the direction of the three parties including a single pass sand filter for the Ithaca Area Wastewater Treatment Facility with the goal of reducing phosphorus discharge from .6 or .7 mg/l to .2 mg/l. Steve Eidt explained that his office was under the impression that the plant would implore the best technology available which achieved .1 or .12 mg/l. Gary had explained that such technology was used in pilot studies for the NYC watershed area but the technology included a double pass sand filter system. This implies a 100% increase in the cost of the sand filters. The meeting ended with Steve Eidt requesting an engineering facilities study including the exact goal of the owners of the IAWWTF regarding phosphorus removal. There was some discussion concerning the upgrades at the Cayuga Heights Facility and the pump stations and collection system for Lansing, and it was pointed out by the DEC representatives that there would be a need for several environmental reviews and statements resulting from new sewers in the Lansing area. 5 The stringent requirements expressed by Steve Eidt was a surprise to the Ithaca staff and therefore another meeting was held at the office of Stearns & Wheler to discuss a strategy to present to DEC. That meeting was held at Stearns & Wheler office in Cazenovia on Friday, March 12, 1999. The meeting was attended by Bill Gray, Larry Fabbroni and Gary Gleason representing the IAWWTF and Bob Butterworth, Nick Hatala, Gerry Hook and Joel Swanson representing Stearns & Wheler. All agreed that the very stringent requirement voiced by DEC was a surprise and agreed that this new position probably resulted from the pressure DEC is receiving for the stand DEC has taken in the very public Cornell Lake Source Cooling Project. Because Joel Swanson has worked closely with DEC, in particular, with Steve Eidt for several years over the Onondaga County Lake cleanup, he was asked to approach Steve and determine exactly what the DEC position is regarding the filtration installation and target level. Larry expressed concern that DEC may require the installation of dual sand filters and whereas that is not a bad thing if they pay for it, it would be a financial burden if the dual sand filters were installed at the expense of the funding for the rehabilitation work already accomplished and that which is planned for the sanitary sewer collection and interceptor system. Joel Swanson met with Steve Eidt on Monday, March 15 and contacted Larry on March 16, 1999, just prior to the SJS meeting. Joel stated that his meeting with Steve Eidt revealed that the DEC is willing to discuss the project, specifically the sand filter installation, but needs a facilities report. Another meeting is scheduled for 8 am, March 26, 1999 at the office of Stearns & Wheler to discuss the approach that will be used to prepare the report and to arrange for a meeting with DEC. Frank asked if they agree with us regarding disinfection. Larry said that the plant staff has made arrangements for switching to hypochlorination on a temporary basis using one of the two chemical feed systems presently used for phosphorus removal. This system could be used for several months while specifications are being prepared. Larry said as we have looked at the extent of the engineering that is going to come out of the master plan which is just superficial, we have asked Stearns & Wheler to look at one other option for pumping from our final tanks to our phos strip tank. It raised enough concern in Larry mind, that they should look at adding onto the west side of the structure and try to preserve the concept of not pumping anything more than we have to. This is to also try and minimize the cost. We may in the end, have to add a little pumping. We will 6 see the draft in the next 2-3 weeks and have time to look at it and discuss it. On another note, Larry reported that Alan Cohen has met with DEC to get a feel of a timetable on these organizational policy agreements being worked on. He came back and said we can do whatever we want to if we do a facilities plan. We had met with DEC in Oct and they were talking about an Engineering Report, in other words take the pertinent parts of our master plan parts of the study being done on the Cayuga Heights plant, and the Town of Lansing’s facility plan and that combined plan would be a concise, integrated report for the three issues. The Mayor came back and said what they meant was if we look at that option of Cayuga Heights not being a plant anymore, they are definitely talking about a traditional facility plan. Which looks at all the alternatives. What we need is the combined engineering report if we are considering the option of Cayuga Heights still being a plant. We are going to prepare, locally, a quick assessment for the SJS, the Mayor, and Dryden to look at what other issues are involved in that. But Larry wanted to mention it to this group, because time and cost wise we would be talking about a much more detailed and expanded engineering study. Joel Swanson, Stearns & Wheler, told us that they had this conversation, and yes they knew these partnership discussions were going on locally, but in essence they would not be touching that issue because of the policy matters involved. Larry also mentioned that the City is working on this daily. Larry also mentioned the issue of the 13 mgd during the meeting with DEC. They agreed we could apply for that separate from all of this. We have done what he had to do to get the re-rating. We are at a point of agreement with DEC, pending satisfaction of final documentation of final clarifier performance. 5. Financial Report Steve reported that they are working of the 1998 Financial Report and it will be forthcoming. 6. Old Business - Report on the Joint Meeting of the Grant Participants Nothing to report. 7. New Business -Revised SJS Meeting Dates Frank asked if everyone has reviewed the new schedule. They have. Cathy will not be here for the August meeting. 7 Larry wanted to try a different attempt with meetings to some how give ourselves the power to act and review before the Friday meetings, two months is a long time. It would be a matter of gathering up the other 5 people. Cathy agreed that we will need extra meetings at certain times. Between this meeting and May’s, maybe they could meet on a Friday as necessary. Frank mentioned that we need to elect officers at the May meeting. 8. Adjournment 1 SPECIAL JOINT SUBCOMMITTEEMAY 18, 1999 A regular meeting of the Special Joint Subcommittee was held on May 18, 1999, at 12:30, at the Ithaca Area Wastewater Treatment Facility, 525 Third Street; Ithaca, New York PRESENT: *Frank Liguori, Town of Ithaca *Jim Schug, Town of Dryden *Mary Russell, Town of Ithaca *Alan Cohen, City of Ithaca *Cathy Valentino, Town of Ithaca *Ed Hershey, City of Ithaca Gary Gleason, Chief Operator Steve Thayer, Deputy Controller Dominick Cafferillo, City Controller Larry Fabbroni, Asst. Super. W & S Bill Gray, City Superintendent Dan Walker, Town of Ithaca Nick Hatala, Stearns & Wheler ABSENT: *Steve Ehrhardt, City of Ithaca *Joseph Leonardo, City of Ithaca 1. Approval of the December, 98 & February, 99 Minutes - Strike this from the agenda. Approved in March, 99. 2. Report of 1998-2000 Bond Act Grant Award Larry reported that shortly after the authorization of the continuing design work, there was a meeting with NYSDEC and our #1 objective was to establish the design criteria for that phosphorus removal filter. DEC requested a low limit that was never discussed before and not a part of our bond application. In short, .12 mg/L would have necessitated putting in 2 filters in, instead of 1. Larry didn’t feel we could continue on the design without asking Stearns & Wheler to verify the DEC request. After a number of brainstorming sessions between Stearns & Wheler and ourselves, they approached the DEC in Albany, DEC had a different view. We met a week ago with the regional DEC and they reaffirmed what we thought we were going to do in the first place. Which is put in the best available technology, in one filter. Larry thinks we are ready to proceed. DEC also wanted to know why weren’t asking for more money. Alan asked Larry if we’d be getting some info regarding Cayuga Heights by May 19th , Larry said very soon if not then. 2 Alan spoke to the regional director of DEC on the issue of SEQRA, them being the lead agency for the review. He gave Alan a tentative ok yesterday. Larry mentioned that the new target date is by August or September for the submission of an integrated engineering work plan. Larry also handed out a report that was done in 1990 when the Lansings asked what it would take to buy into this facility. Larry is going to use this report with more updated costs. Again, Larry isn’t asking anyone to make a decision about this. The biggest black mark this whole report has against it is, it was used as a limp sum value to say to the Lansings this is what you had to come up with up front to buy in here without a base to support it. -Discussion of Short & Long Term Intermunicipal Collaboration (Outline of Partner Issues) -Approval of Extended Engineering Scope-Phosphorus & Disinfection 3. Response to Village of Lansing Capacity Request Nothing to report. 4. Staff Reports Gary reported on our digester problem. One is called a primary digester which houses all of the biological activity and the flow goes from there to a secondary digester, which settles to the bottom and gas comes off the top. There is a floating cover on top of them. The cleaning of the digester has been delayed for a very long time. We starting cleaning the primary digester, a very slow project. We have discovered close to 7' of sand and gravel, we have ended up with plugged pipes etc. This was considered a priority with repairs subsequently necessary to the secondary digester and gas recovery this year. These costs for the primary digester are covered by encumbrances of unspent contingency for 1998 and the normal sludge disposal budgeting for 1999. -Report on Master Plan Larry handed out the pre-draft. He suggested taking a couple of weeks, make your comments and get them back to Larry. Larry gave Nick Hatala the floor. 3 Nick reported that there were a number of different items Stearns & Wheler have been asked to look at. (Big thick packet) Nick reviewed the items. 1. what are the alternatives and costs for constructing a facility to remove grit, 2. expansion of the sludge de-watering facility, 3. secondary digester cover modifications, 4. upgrade of the facility to accomplish further reduction of phosphorus discharges to the lake. 5. effluent disinfection conversion from gas, 6. the old re-circulation building at the old plant was never demolished and there was a thought to reuse some of that structure like the wet wells to provide a means to pre-treat grease, and 7. Modifications to the administration building-developing the cost to add a third story for more storage and costs to provide an enclosure over the thickener area for more space and problems with aging roof. Larry mentioned that he has attached some additional analysis Nick did on the phosphorus removal levels, to the report he handed out. -DEC Facility Plan 5. Financial Report Steve handed out the 1998 Annual Report. If there are any questions, give the controllers office a call. Our expenditures were over our revenues by $173,000 in 1998 which is in accordance to the budget that we proposed when it was planned to reduce reserve. 6. Old Business - Report on the Joint Meeting of the Grant Participants Nothing to report. 7. New Business Frank handed out a letter from the Village of Lansing. This is regarding buy-in, full partners. Alan mentioned that once we get to the point where we feel we have hammered out the main points of the agreement, who is actually going to sit down and rewrite the agreement. Alan is suggesting to hire legal council outside the City’s attorney, Susan Brock being the logical person. Susan will work with the SJS in writing the newly negotiated wastewater treatment facility agreement. Jim suggested have this person be involved in our meetings so they can get caught up on where we are. There was a motion by Jim to hire Susan Brock as our legal council for the said issue. Cathy seconded the motion. All were in favor of the motion and it was carried. 8. Adjournment Next meeting is June 15th. 1 SPECIAL JOINT SUBCOMMITTEEJUNE 15, 1999 A regular meeting of the Special Joint Subcommittee was held on June 15, 1999, at 12:30, at the Ithaca Area Wastewater Treatment Facility, 525 Third Street; Ithaca, New York PRESENT: *Frank Liguori, Town of Ithaca *Jim Schug, Town of Dryden *Mary Russell, Town of Ithaca *Alan Cohen, City of Ithaca *Cathy Valentino, Town of Ithaca Gary Gleason, Chief Operator Steve Thayer, Deputy Controller Dominick Cafferillo, City Controller Bill Gray, City Superintendent Dan Walker, Town of Ithaca Bob Butterworth, Stearns & Wheler Susan Brock, Brock & Schwab ABSENT: *Joseph Leonardo, City of Ithaca Larry Fabbroni, Asst. Super. W & S 1. Approval of the March & May Minutes Frank asked for an approval of the March and May Minutes, Cathy motioned for an approval and Alan seconded it. All were in favor-carried. 2. Report of 1998-2000 Bond Act Grant Award -Discussion of Short & Long Term Intermunicipal Collaboration (Outline of Partner Issues/Timetable for Completion) Alan said it would be covered in the bond act submission discussion. 3. Staff Reports -Report on Master Plan Bill reviewed the hand out Larry had provided for the SJS along with an amendment from Stearns & Wheler. 2 Bill thought, regarding Larry’s memo, that it would be good if the SJS recommended fronting the costs for the already approved operating funds. The understanding would be in the hope that we would share with Cayuga Heights and Lansings, but with the time constraints, we need to move forward quickly. Larry is recommending we approve (recommend) $52,400 or if not, just Task 2 & 4 - $23,600. Jim said DEC said they would be the lead agency. They need from us a letter, written by Susan, signed by our 3 municipalities and the other 3. If we get that signed and sent out ASAP, we could take this money from here to get the SEQRA done. Jim motioned the proposal to authorize the signing of the said letter to request DEC to function as the lead agency, Alan seconded it, all were in favor and it was carried. Alan reiterated that we could be receiving another $7-8 million with the next Bond Act Application due by 8/18/99. Dominick suggested - to establish a project to conduct a study up to $54,000 subject to authorization of the other municipalities, the additional to completion up to $30,000. For a cost of $84,000 or each of 6 local shares of $14,000 each. Alan is proposing the authorization the contractor to (consistent with the project already approved) do this additional work within the parameters-of the budget already approved, with the understanding that some work already approved is going to get put off for the moment. Pending an amendment to the original scope of services and the dollar amount authorized by the partnership, the SJS is authorizing the engineer to add to the existing scope of services on Unified Engineering Report and SEQRA related documents required to comply with DEC’s Bond Act Application 8/18/99 deadline. Cathy moves for approval and Jim seconds it. There was discussion on the scope of the unified engineering report. The scope is in the outline handed out with Larry’s hand out. Alan has difficulty agreeing with the statement Larry made in his handout, not withstanding Mr. Fabbroni’s line here where he says, “my appeal to you is not to let the brainstorming about the Village of Cayuga Heights role in a regional entity jeopardize the IAWWTF ability to compete for substantial remaining ...... Alan has difficulty with that statement, directed to Mr. Gray, because he has been sitting for 2-3 months waiting for the initial presentation from the individual who makes this plea to give us alternatives to look at, we were just given those alternatives, they don’t even include all the alternatives that were discussed that should have been looked at and now we are being told, well let’s play ball and just go along with this predetermined outcome. Alan doesn’t buy that. 3 He would like to try and figure out a way to redo this in a way that doesn’t pre-suppose a particular out come. Bill said this could still be done. Bob Butterworth of Stearns & Wheler agreed it will be done. Alan’s understanding the way the bond act application was structured, the three of us could possibly have two additional partners in the two Lansings, our plant and the Cayuga Heights plant would both be upgraded, Cayuga Heights would remain a separate entity working cooperatively with us. In the long & short term, financially, we see it being a lot easier if Cayuga Heights was also a partner with us in this joint entity. Cathy said the decision that needs to be made now is to make sure the outline is set up in a way that will include the options and allow the discussion to go forward. Alan suggested an amendment to Cathy’s above motion - subject to a revision of the preliminary outline to be worked on by the consultant and the 3 municipal heads (in the amount of $84,000). All in favor and carried. Jim motioned to have Susan write a memo to the 6 municipalities about the amount of $14,000 each, along with the letter for DEC being the lead agency Alan seconded, all were in favor and it was carried. Gary wants to know where Susan is being paid from and that she should be at the SJS meetings - operating budget is paying Susan. -DEC Facility Plan -Bond Act Submission for 8/18/99 4. Financial Report 5. Old Business - Town of Lansing Business-Letter Dated June 2, 1999 4 6. New Business -Election of Officers Alan asked Cathy to nominate someone as chairperson for the SJS, she nominated Jim Schug, Alan seconded it, all were in favor and the motion was carried. 7. Adjournment All were in favor. The next regularly scheduled meeting is set for 12:30 pm August 17, 1999. To: SJS Members From: Lawrence P. Fabbroni Date: June 15, 1999 Re: Unified Engineering Report I am not able to attend today’s meeting due to an action in Federal Court in Binghamton. However, progress on both the Unified Engineering Report and related SEQRA coordination has been substantive and requires timely action to proceed in a timetable that will best position the region for future Bond Act funding. Attached please find a scope of engineering service to prepare the Unified Engineering Report that NYSDEC would like prepared to outline the coordinated improvements already funded as Phases I and II and expected to be funded as Phase III. The SJS should remember that most of the Phase III funding is targeted to fund I/I and CSO problems identified as needed for the interceptor conveyance system (see attached) The Unified Engineering Report will become the basis for the SEQRA review to be led by NYSDEC. The report as scoped can be ready by the second week in July for action by the six involved municipalities at their August legislative meetings. If the SJS is comfortable with approving this work as outlined, work could begin immediately as a higher priority of the engineering design work already authorized. The additional cost of design could then be dealt with routinely at your respective legislative and financial meetings. The report is expected to be cost shared by Cayuga Heights and Lansing proportionate to the Bond Act funds already awarded or SJS ($3.278 million-44.3%), Cayuga Heights ($.569 million-7.7%), and Lansing ($3.553 million-48%) but it would help if SJS partners up-fronted the costs so the work could proceed immediately. The strategy with the scope as outlined is to produce a report in keeping with the State expectations at the time the first $7.4 million was awarded and hold the State to their word that the Phase III-$4 million + is forthcoming with an application. The end game or goal of grantsmanship has been further complicated by the Governor’s likely seeking federal office. The message outside of formal meetings like yesterday’s with NYSDEC is that the next round of NYS Bond Act grants is likely to be a large one. The Ithaca region wastewater project is, through staff work, first on the Cayuga Lake Management Plan interim recommendations. The project with a regional cooperative basis is highly favored for funding beyond the $11.4 million first requested. Through a glitch in the Bond Act legislation most of the $25 million for the Finger Lakes is the Ithaca regions to utilize to stabilize our wastewater future. We have identified $8.1 million of master plan needs for the IAWWTF that we could include in a Bond Act application due August 18, 1999. My appeal to you is not to let the brainstorming about the Village of Cayuga Heights role in a regional entity jeopardize the IAWWTF ability to compete for substantial remaining (over $15 million) Bond Act funds. If the scoped combined projects proceeds with the $7.4 million awarded, the worst case if Cayuga Heights resists or complicates a regional merger is to bypass the Cayuga Heights Plant. That fail safe solution should allow us to aggressively pursue Bond Act monies irregardless of where the regional merger discussions go. We jointly have a lot of work and cooperating to do over the next two months. It would be much more fluid communication if the body of six municipal leaders allowed the legal counsel hired, financial, and engineering efforts to be “fly-on-the-wall” to keep current information active with the entire team necessary to reach a monumentally beneficial outcome. 1 SPECIAL JOINT SUBCOMMITTEEAUGUST 17, 1999 A regular meeting of the Special Joint Subcommittee was held on August 17, 1999, at 12:30, at the Ithaca Area Wastewater Treatment Facility, 525 Third Street; Ithaca, New York PRESENT: *Frank Liguori, Town of Ithaca *Jim Schug, Town of Dryden *Mary Russell, Town of Ithaca *Alan Cohen, City of Ithaca *Ed Hershey, City of Ithaca Gary Gleason, Chief Operator Steve Thayer, Deputy Controller Dominick Cafferillo, City Controller Dan Walker, Town of Ithaca Bob Butterworth, Stearns & Wheler Susan Brock, Brock & Schwab Joan Spielholtz, City of Ithaca Don Hartill, Village of Lansing Ron Anderson, Village of Cayuga Heights Brent Cross, Cayuga Heights Engineer David Herrick, Town of Dryden, Town of Lansing and Village of Lansing Engineer ABSENT: *Joseph Leonardo, City of Ithaca *Steve Ehrhardt, City of Ithaca Larry Fabbroni, Asst. Super. W & S *Cathy Valentino, Town of Ithaca *Jeannine Kirby, Town of Lansing *Bill Gray, City of Ithaca Super. 1. Approval of the June Minutes Jim asked for an approval of the June Minutes, Frank motioned for an approval and Mary seconded it. All were in favor-carried. 2. Welcome Future Partners - Jeannine Kirby, Don Hartill, David Herrick, Ron Anderson and Brent Cross Jim had everyone introduce themselves around the table. 2 3. Report on 1998-2000 Bond Act Grant Award -(Bob Butterworth to report on) Jim reported that there is a cover sheet that Bob Butterworth would like signed and sent in with the application. Bob reported that he has the unified engineers report, which the last time we met there were 3 alternatives. Then there was a decision to submit a bond act application for one of the alternatives with a few revisions. A new chapter was made #5 which says based on the meeting in review of the ....... maintenance and operation cost the 6 involved parties selected to submit the recommend plan for the bond act application which was using Cayuga Height’s wastewater treatment plant as partial treatment diversion to the IAWWTF. You’ll see in Chapter 5 a summary of the recommended alternative and a schedule of construction, which pretty much came out of the original bond act application. There is also a copy of the bond act application. Bob reported that there was one question from the Village of Cayuga Heights that probably cannot be fixed by tomorrow (deadline) and that was - operation of the trickling filter. Bob didn’t think Steve Eidt would have a problem with it anyway. Bob also put together a letter for NYSDEC, which was read aloud. Bob also has a cover letter for the bond act application, for Dominicks signature. Bob asked Steve Eidt about submitting 1 or 2 application, Steve recommended just 1 and include all the projects. Depending on the level of funding you get, you may be able to direct where the funding goes. Bob Butterworth will take care of all parties resolutions getting to the proper places of DEC. Jim thought it best for everyone get together and figure out where the money goes, once the bond money comes through. -(Report on Final Application to DEC as Lead Agency-Susan Brock) Susan reported all 6 received the proposed Environmental Assessment Form. No comments were received. So we’ll go ahead and sign it. 3 4. Staff Reports 5. Financial Report -2000 Joint Activity Fund Budget Request Dominick mentioned a short meeting aside of this and Jim asked him to schedule it. Gary mentioned that the operational end of the budget isn’t much different. The exception is a list for capital project’s that he and Larry discussed. There was a general consensus to have the revenue’s viewed also. 6. Old Business 7. New Business Jim nominated Cathy Valentino to be the Vice Chairperson and it was seconded by Frank. All were in favor. 8. Adjournment The next regularly scheduled meeting is set for 12:30 pm October 19, 1999. 1 SPECIAL JOINT SUBCOMMITTEEOCTOBER 19, 1999 A regular meeting of the Special Joint Subcommittee was held on October 19, 1999, at 12:30, at the Ithaca Area Wastewater Treatment Facility, 525 Third Street; Ithaca, New York PRESENT: *Frank Liguori, Town of Ithaca *Jim Schug, Town of Dryden *Mary Russell, Town of Ithaca *Cathy Valentino, Town of Ithaca *Dan Walker, Town of Ithaca Gary Gleason, Chief Operator Steve Thayer, Deputy Controller Larry Fabbroni, Asst. Super W & S Don Hartill, Village of Lansing David Herrick, Town of Dryden, Town of Lansing & Village of Lansing Engineer ABSENT: *Joseph Leonardo, City of Ithaca *Steve Ehrhardt, City of Ithaca *Alan Cohen, City of Ithaca *Ed Hershey, City of Ithaca Dominick Cafferillo, City Controller Bill Gray, Superintendent of P.W. 1. Approval of the August Minutes Jim asked for an approval of the August Minutes, motioned for an approval and seconded it. All were in favor-carried. Postponed - no quorum. The following are notes not minutes. 2. Updates on SEQR, if any Jim noted that Susan won’t be here, but she did mention that the agreement is important but isn’t necessary to have it done till the SEQR is done. Jim does want to keep going on it. 2 3. Updates on DEC items, if any Larry, reported that Steve Eidt, DEC rep., mentioned a dollar figure near 7 million in addition to the 7.4 million. Jim thought we ought to draft a letter reaffirming our original position and hand deliver the letter. Larry reported that he and others have been spending a lot of time on the agreement. 4. Staff Reports Larry reported that the interceptor project is at a stage of completion. Cornell has completed some work on the hill as part of the Lake Source Cooling. Elsewhere, there is a bottle neck under the old inlet which is still incomplete. There are new and old interceptors in Phase 3 that will go far to resolving conveyance problems from East and South hills. Mary asked if this would improve the situation with inflow into the sewers and the flooding. Larry said that it would provide increased capacity. You won’t see the high school overflow. Pritchard Dodge flooding manhole area, will still exist until the Phase 3 improvements are accomplished. I/I work by the Town and City on South Hill would also go far to resolving capacity problems. Larry reported in regard to the Bond Act money, tertiary treatment is high on their list of priorities. Larry and Gary are exploring 2 or 3 different pilot projects to see which system is more effective. The cost will vary a lot in terms of the final construction budget, you may be looking at $4 - 6 1/2 million dollars. So when you consider 2 or 3 pilots @ $24-36,000, that’s not too bad. WWTF Operators would run the pilot projects once instructed from the manufacturers. There is only 1 facility being put to the permit limit test that we built the budget around. Larry doesn’t expect any action from the SJS today. More information will be available at the next meeting. 5. Financial Report -2000 Joint Activity Fund Budget Report and Action-Steve Thayer Steve briefly reviewed the budget. Cathy asked why we need a boat, Larry explained the sampling for the watershed. Cathy is suggesting a report monthly, narrative description, and costs on the watershed. Jose Lozano, Lab Director will be asked to “de-brief” the SJS on the watershed project, at our next meeting. Dan would like to see a more complete list of the employee section of the budget, that the Controllers Office produced and handed out. 3 6. Old Business 7. New Business 8. Adjournment The next regularly scheduled meeting is set for 12:30 pm December 21, 1999. 1 SPECIAL JOINT SUBCOMMITTEEDECEMBER 21, 1999 A regular meeting of the Special Joint Subcommittee was held on December 21, 1999, at 12:30, at the Ithaca Area Wastewater Treatment Facility, 525 Third Street; Ithaca, New York PRESENT: *Frank Liguori, Town of Ithaca *Jim Schug, Town of Dryden *Mary Russell, Town of Ithaca *Alan Cohen, City of Ithaca *Ed Hershey, City of Ithaca Gary Gleason, Chief Operator Steve Thayer, Deputy Controller Bill Gray, City Superintendent Larry Fabbroni, Asst. Super W & S Jose Lozano, IAWWTF Lab Director Brent Cross, Village of Cayuga Heights Engineer Don Hartill, Village of Lansing David Herrick, TG Miller, P.C. ABSENT: *Joseph Leonardo, City of Ithaca *Steve Ehrhardt, City of Ithaca Dominick Cafferillo, City Controller *Cathy Valentino, Town of Ithaca *Dan Walker, Town of Ithaca 1. Watershed Presentation - Jose Lozano Jose gave a presentation of the watershed management efforts and its importance as a framework for lake monitoring, discharge limits, stream quality, etc. He described extensive networking efforts with Federal, State, and Local governments and Cornell. This activity was all well received and encouraged by the SJS. Frank reported about the IO report. Frank is the representative for the SJS on the T.C. Water Resources Committee. The committee recently received a report from the Cayuga Lake Watershed and the Municipal Organization. Frank wanted to urge everyone to try and make one of the meetings, one being January 19th, Wednesday, 7:00 pm at Boynton Middle School. 2 2. Approval of the August Minutes Jim asked for an approval of the August Minutes. The motion was made and seconded. All were in favor and the motion was carried. 3. Updates on SEQR, if any 4. Updates on DEC items, if any Nothing to report. Larry reported that Jerry Hook will be our lead contact with Stearns & Wheler. Larry mentioned that the engineering agreement has been circulated for signatures and is now among the missing. Larry made a plea to try and find it. Jim said he had it, completely signed for Susan. Larry told Jim to get it back to us and we’ll take care of it. (It turned out the agreement Jim had was the six party agreement resolving to share costs of the Unified Engineering Report and Environmental Review.) 5. Staff Reports Larry handed out a memo regarding phosphorus removal. He would like to pilot three alternatives as pre-engineering. Larry isn’t asking for any action today except to review the information and think about it. We should hear back about the Bond Act Proposal after the first of the year, so Larry would like to meet in January to continue discussions. 6. Financial Report 2000 Budget has been approved and no other problems. 7. Old Business Nothing to report. 3 8. New Business -Letter from IAWWTF From Town of Dryden Regarding Hanshaw Road Sewer District Jim reported that TG Miller needs a letter regarding the above. Larry asked if there was a map to describe the area. This letter goes from the SJS to the Town of Dryden or TG Millers, they will put that letter with the application & map, then it gets voted by the Town board and sent to the State Controllers part of district approval. Jim motioned Gary to prepare a letter to serve the Proposed Hanshaw Sewer District. Jim’s motioned was moved and seconded. All were in favor and it was carried. -Year 2000 Schedule of Meetings Next meeting will be January 18, 2000. 9. Adjournment The next regularly scheduled meeting is set for January 18th @ 12:30 pm.