Township of Georgian Bluffs and Township of Chatsworth

Biodigester Joint Board Agenda

Friday, October 11 2013, 8:00 AM
1. Call to Order
2. Declaration of Pecuniary Interest and the General Nature Thereof:
3. Minutes of Previous Meeting September 24, 2013
That the Council minutes of September 24, 2013 be adopted as presented.
4. Hearing of Delegations or Deputations
1) None
5. Correspondence
1) Rolan 2014 Draft Biogas Service Agreement
2) Island View Drive & Area Ratepayers Association re: Septic Waste Disposal
By-Law
6. Reports and Recommendations:
Operations:
1) Verbal status update of current operation and generator engine and VFD
2) BR011-2013 SUMA Mixer
Finance:
1) Revenue and expense reports year-to-date
2) Draft 2014 Budget
7. Public Question Period:
8. In Camera Session:
9. Accounts:
Approval of accounts for the period of September 18, 2013 to October 7, 2013.
10. Unfinished Business:
1) Genivar engineering fees 2013

2) Hourly engineering fees from GSS

3) Sunset Strip income statement
4) Letter to MOE regarding technical assistance with the odour issue
5) Draft letter to Minister of the Environment
6) Cost analysis for the Township of Chatsworth
7) Revised work plan and schedule for septage by-law
11. New Business:
1) Application for FIT to OPA Nov 1
2) Application to OPA for up to $500,000 grant for municipalities using
biodigesters
3) OMAFRA odour assignment number
4) Digestate quality
12. Adjournment:

Georgian Bluffs Chatsworth Biodigester Joint Board

Minutes
Tuesday September 24th, 2013, 3:00 PM
Members Present:
Mayor Alan Barfoot, Township of Georgian Bluffs
Mayor Bob Pringle, Township of Chatsworth
Deputy Mayor Dwight Burley, Township of Georgian Bluffs
Deputy Mayor Terry McKay, Township of Chatsworth
Staff Present:
Chief Administrative Officer Murray Hackett, Township of Georgian Bluffs
Operations Manager, Peter Paquette, Township of Georgian Bluffs
Treasurer Holly Morrison, Township of Georgian Bluffs
Biodigester Operator Troy Unruh, Township of Georgian Bluffs
Operations Assistant Desire van Dijk, Township of Georgian Bluffs
Other
Ross Slaughter, Senior Environmental Engineer, Genivar
1. Call to Order:
Chair Alan Barfoot called the meeting to order at 3:00 PM
2. Declaration of Pecuniary Interest and the General Nature Thereof:
None at this time
3. Minutes of Previous Meeting:
Motion Number: BIO 047-2013
Moved by: Member Dwight Burley
Seconded by: Member Terry McKay
That the Biodigester Joint Board minutes of August 16th, 2013 be adopted as
presented.
Carried
4. Hearing of Delegations or Deputations:
None
5. The meeting was recessed at this point to allow members and staff to participate
in a conference call with the following:
Malena Mendez, DMO, Ministry of Energy
Leo Tosca, Director Renewables, Ministry of Energy
Rick Chappell, Owen Sound District Manager, Ministry of Environment
Beverley Alder, Manager, Food Safety and Environmental Policy Branch, Ministry
of Agriculture and Food

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Georgian Bluffs Chatsworth Biodigester Joint Board Meeting

Minutes
September 24, 2013
Dan Carlow, Manager, Innovation, Engineering & Program Delivery Unit, Ministry
of Agriculture and Food
6. Correspondence
1) Ontario Power Authority response letter regarding FIT application
2) Veolia July and August 2013 Wastewater Summary reports
3) CH4 July and August 2013 Digester Report
Noted and Filed
7. Reports and Recommendations:
Operations
1) Revised Timetable and Work Plan regarding Septage By-law
Clarification is required around meeting with Rick Chappell, MOE prior to the
Public meeting with staff or committee. Public meeting dates will be revised.
2) Permission for sewage testing
Ross Slaughter indicated that as soon as the equipment is back up and
running, testing can be done.
3) BR010-2013 Report on Variable Frequency Drive (VFD)
The following recommendation was made:
Motion Number: BIO 048-2013
Moved by: Member Terry McKay
Seconded by: Member Dwight Burley
Be it resolved that the Georgian Bluffs Chatsworth Biodigester Joint Board
authorizes Farrow Electric to proceed with repairs regarding VFD for a quote
of $2,789.97.
Carried
4) Verbal update on generator re-build
Work is progressing on the re-build.
Finance:
1)

Financial Statements: Operating & Capital

Noted and Filed

2)

2014 Budget Guidelines

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Georgian Bluffs Chatsworth Biodigester Joint Board Meeting

Minutes
September 24, 2013
Staff will work towards a draft budget for the next Joint Board meeting in
an effort to have the budget completed prior to the respective Council
budgets.
3)

Wastewater Summary
Noted and Filed

8. Public Question Period:

Gary Johnson:
a) What is the timeline to reduce the ammonia levels?
b) How much extra revenue is expected to be generated by the proposed bylaw?
c) Are there plans to clean out the digestate tanks this fall?

Calvin Confer:
a) Is there still a contract with Genivar?
b) Is the move to another consulting firm to be by RFP, tender or otherwise?
Trevor Falk:
a) What is the deficit for 2012 and where does this figure come from?
b) The Georgian Bluffs 29-2013 by-law has special conditions that apply to
customers who signed contracts before January 1, 2011. When do these
contracts expire, or when are they up for re-negotiation?
c) When was the lagoon built that these business paid capital contributions to?
9. In Camera Session:
None.
10. Accounts:
Motion Number: BIO 049-2013
Moved by: Member Dwight Burley
Seconded by: Member Bob Pringle
Be it resolved that the Georgian Bluffs Chatsworth Biodigester Joint Board
approves accounts for payment in the amount of $58,260.43 for the period of
August 10, 2013 to September 17, 2013.
Carried
11. Unfinished Business:
1) Oldfield, Greaves, DAgostina fees for legal opinion on By-Law
The following recommendation was made:
Motion Number: BIO 050-2013
Moved by: Member Dwight Burley
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Georgian Bluffs Chatsworth Biodigester Joint Board Meeting

Minutes
September 24, 2013
Seconded by: Member Terry McKay
Be it resolved that the Georgian Bluffs Chatsworth Biodigester Joint Board
authorizes payment of the overage to Oldfield, Greaves, DAgostina law firm.
Carried
2) Motion for Suma Propeller
The following recommendation was made:
Motion Number: BIO 051-2013
Moved by: Member Bob Pringle
Seconded by: Member Terry McKay
Be it resolved that the Georgian Bluffs Chatsworth Biodigester Joint Board
accepts the Suma America Inc. quotation for a 720mm hardened steel propeller
in the amount of $1,597.00 plus HST, packing, clearance and freight fees for a
total of $2,222.61.
Carried
3) Motion for Genivar Overages
Discussion with Genivar will take place prior to making a decision on the
overages.
4) Motion for GSS Engineering Consultants Ltd.
The following recommendation was made:
Motion Number: BIO 052-2013
Moved by: Member Terry McKay
Seconded by: Member Dwight Burley
Be it resolved that the Georgian Bluffs Chatsworth Biodigester Joint Board
directs staff to request proposals from Genivar and GSS for engineering
services regarding the joint municipal Biodigester.
Carried
12. New Business:
1) Establish date and time to meet with M.O.E. policy staff to discuss proposed
Septic Waste Disposal By-law and Provincial direction.
This is on hold for the moment.
2) Planet Earth/Terracedent carbon-based material
The following recommendation was made:
Motion Number: BIO 053-2013
Moved by: Member Terry McKay
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Georgian Bluffs Chatsworth Biodigester Joint Board Meeting

Minutes
September 24, 2013
Seconded by: Member Dwight Burley
Be it resolved that the Georgian Bluffs Chatsworth Biodigester Joint Board
accepts carbon-based material from Planet Earth/Terracedent during the
week of August 26th, 2013 at no cost.
Carried
3) Sunset Strip
A report will be brought forward from Finance showing the breakdown of
figures for fees and trucking costs regarding septage from the Sunset Strip.
13. Future Meeting Date:
Friday, October 11, 2013 at 8:00AM
14. Adjournment:
The Biodigester Joint Board meeting adjourned at 5:15PM on a motion moved by
Member Bob Pringle.

Mayor Alan Barfoot

Desire van Dijk,

Recording Secretary

5|Page

Biogas Generator Service Agreement

Rolan Inc.
(1)-519-669-1842

Biogas Generator Service Agreement

Biogas Generator Service Agreement
SERVICE AGREEMENT entered into this the 1ST day of February, 2014 by and between
Rolan Inc. and the Township of Georgian Bluffs, hereafter named the Client
WHEREAS, Client wishes to retain Rolan Inc. to provide the services specified below under the
terms and conditions of this agreement;
1. Term:
The term of this Agreement shall be five (5) years from the date specified above, and it shall be
reviewed ninety (90) days from its expiration, unless either party requests termination in writing of this
Agreement at least sixty (60) days prior to any expiration date. Nothing in this Agreement shall be
constructed as a guarantee by Rolan Inc. of any continued obligation of services after the expiration of
this Agreement.
2. Consideration:
By this Agreement, Client authorizes Rolan Inc. to bill Client at a rate of $3250.00 per month with
inflation increase of 2.1% every year after the first year, to be included on Clients normal monthly
invoice issued by Rolan Inc. If the Client fails to pay within 30 days of invoice, Rolan Inc. reserves the
right to cease performance of service, and apply 2% interest monthly to balance owing. Any damages
incurred during a period of collections will be considered as costs outside this agreement and billed to
the client per Rolan Inc service call fee schedule.
3. Services Provided:
Rolan Inc. agrees to provide the following services as required to ensure continued preventative
maintenance to the installation:
A. Complete all engine manufacturers recommended maintenance per schedule A;
B. Check voltage and frequency produced by generator and adjust to proper settings per E2 of
Schedule A;
C. Check operation of synchronizing system per E2 of Schedule A;
D. Test function of radiator fan as well as engine room ventilation fan and shutters E2 of Schedule
A;
E. Test function of boiler and exhaust vent system E2 of Schedule A;

F. Clean exhaust exchanger per R1 of Schedule A;

G. Change generator bearing per R2 of Schedule A or if deemed necessary through qualitative
analysis;
H. Overhaul Coolant pumps per R2 of Schedule A;
I. Confirm Clients ability to operate generator correctly, and, if necessary, offer limited instruction
on these points;
J. Store information in log book that is kept in generator cubicle and give Client a copy of report,
and also keep copy for Client file.
In the event of unscheduled shutdown, Client understands and agrees that Rolan Inc. service
personnel will assign priority to restoring system operation as rapidly as possible , and will dispatch a
service technician to diagnose any fault if such analysis cannot be done: via remote monitoring via
internet.
This agreement constitutes an extended product warranty for the following pieces of equipment;
1. Engine
2. Generator End
3. Coolant Pumps
4. Container Ventilation System
Rolan Inc. reserves the right to repair/replace any piece of equipment warranted by Rolan Inc. at its
own discretion. Rolan Inc. reserves the right to hire or sub-contract any or part of the services required
to perform this obligation.

4.
The list of services set forth above is exclusive, and the parties agree that no provision of this
Agreement shall be constructed as a product repair and/or replacement warranty, or a warranty of any
other type unless stated otherwise in the agreement. This Agreement shall not be constructed to hold
Rolan Inc. liable for damages caused by the failure of the generator and/or related control system, or be
liable for any special, incidental, or consequential damages resulting from any party's negligence, but
not limited to, damage to or loss of other equipment or property, loss of profits, revenue, expenses
(including attorneys' fees) or business interruption, arising out of the maintenance or service of the
generator.
This agreement does not extend to any Product damaged by reason of alteration, accident, abuse,
neglect or misuse or improper or inadequate handling; use of the Product for any purpose other than
those for which it was designed; disasters or Acts of God; unauthorized attachments, alterations or
modifications to the Product; the misuse or failure of any item or equipment connected to the Product;
or any other reason or event not caused by Rolan Inc

Upon signing this revised agreement, Rolan Inc accepts the costs incurred for removal, replacement,
and installation of a new generator end and shall extend the warranty for the duration of this agreement
provided the client has a generator temperature monitoring and alerting system installed within sixty
(60) days of accepting this agreement.

This Agreement represents the entire agreement of the parties.

_____________________
TOGB Rep.

___________
Date

_________________
Account#

______________________
Rolan Inc. Rep.

____________
Date

_________________________
Title

SCHEDULE A

TOWNSHIP OF GEORGIAN BLUFFS

Date:
Report To:
From:
Subject:

October 6, 2013
Georgian Bluffs Chatsworth Joint Biodigester Board
Troy Unruh, Biodigester Operator
BR011-2013 SUMA Mixer

Strategic Plan:
3.1

Water & Waste Water System

Operate water and waste water systems to maintain a high standard of public health and
safety, protect the environment and ensure long term financial sustainability.
3.2 Solid Waste Management
Manage solid waste to protect public health and minimize environmental impact through
waste reduction, diversion, recycling and re-use.

Summary:
Kilmarnock was scheduled to service the Suma mixer on September 23nd at 4:40 PM.
Kilmarnock cancelled and it was rebooked for October 1st. When Kilmarnock arrived on
site, their workers came with no gas monitors, masks, harnesses, fans, or other safety
equipment. After talking with Kilmarnock, they were not prepared to do the service that
was required and we cancelled. I emailed the quote again and have not received a reply.
Looking into other companies, Provincial Tank Liners would not do a service and did not
know of anyone. On further investigation, Caldecott Millwright Services was contacted
and they have put a quote together.

Comments:
Thus far, no other company willing to do the service has been found.

Financial Considerations:
Caldecott would require two days to complete the repair, at a cost of $5680, to be funded
from the repair and maintenance budget.

Recommendation:
That the Chatsworth Georgian Bluffs Biodigester Joint Board receives the Biodigester
Operators report BR011-2013 SUMA Mixer, dated October 6, 2013 and provides
direction on action to be taken.
Respectfully submitted,
Troy Unruh
Biodigester Operator

G:\Biodigester\Council & By-Laws\C05 Committee Agenda & Minutes\Reports\2013 reports\BR011-2013 SUMA

Mixer.docx

From: Randy Caldecott <caldmech@eastlink.ca>

Date: October 2, 2013 at 15:29:02 EDT
To: troy georgian bluffs <biodigester@georgianbluffs.on.ca>
Subject: biogas system / mixer maintenance
Troy
project : biogas cell mixer maintenance; replace oils; inspection
safety talk ; methane ; no sparks; confined space ; lock out energy sources
2 day project
set up scaffold
- open digester type building cover ; roll back to allow mixer access
- remove hatch to access mixer or hand saw plank sections
- winch mixer to upper level ;wash mixer off
- rig mixer and hoist / crane onto scaffold deck
complete all oil changes as required ; use your supplied oil and install amount as specified in SUMA manual
check all seals; propeller blade ; cable and shackles ; wiring; etc
replace blade if necessary ; as per SUMA instructions ; torque mounting bolts
reinstall mixer unit to its mounting
close up plank floor ; install stainless steel formed clips to main douglas fir beams as required
reinstall top cover ; seal by hose with air ; compressor supplied to inflate seal hose
remove scaffold ; clean up
garden hose water supply required
note we would require a plant operator to be part of the confined space -- rescue team ; while we are
completing this project ; he would have to be at site and have a cell phone . fan with extension hose ;
harnesses ; life line ; monitors; written confined space procedure prior to job start each day will be included
lot $

5680.00 tax extra; net 30

Caldecott Millwright Services

Randy Caldecott, President
698 9th Ave, Hanover,ON N4N 2N1
Phone: (519)364-7400 Fax:(519)364-1730
Cell: (519) 889-0694
e-mail: caldmech@eastlink.ca

GB/CHATSWORTH BIODIGESTER 2013 CAPITAL BUDGET

Capital Construction of Head Works

and Improvements to Coarse Bar
Screen
HEAD WORKS IMPROVEMENTS
Concrete receiving tank
Associated piping and valves
Flow Meter
Site work and prep for construction
Electrical
BAR SCREEN AND BUILDING
Self Cleaning Bar Screen / Design Build
Protective Building
Water Supply
Electrical Service
Engineering
Contingency

Tangible
Assets NOT
Capital
(Maintenance
Tangible
Operating
Assets Capital
Expense)

Special
Projects
(Incl
Studies)
Equity

Funded By
Unfinanced Georgian Bluffs

15,000.00
10,000.00
5,000.00
25,000.00
5,000.00

150,000.00
135,000.00
10,000.00
5,000.00
360,000.00
54,000.00
36,000.00

Final implementation and testing

Total

450,000.00

Chatsworth

GB/Chatsworth Biodigestor

Sunset Strip Income Statement

2009 - 2013 (YTD) - UNAUDITED
2009

2010

2011

2012

2012 (YTD)

Revenue
Tipping Fees

65,859.56

62,801.31

70,216.00

60,987.71

44,886.87

Expenditures
Contract

46,712.80

45,022.62

46,854.58

41,763.30

31,099.30

Net Income/(Deficit)

19,146.76

17,778.69

23,361.42

19,224.41

13,787.57

C:\Users\desiree\AppData\Local\Microsoft\Windows\Temporary Internet
Files\Content.Outlook\3BE1TQRL\Sunset Strip Income Statementxlsx