WATER AND SEWER COMMISSION

April 17, 2012

Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, Helen McKinlay, Dave Boles, and Bob Harnish.  Others present:  John Haverstock and Kelly Giard – Recording Secretary.

Allen Hitchcock, Chairman, called the meeting to order at 6:30 PM.

Minutes:

The minutes from the March 20, 2012 meeting were signed, with no corrections.

Town Managers Report:

J. Haverstock had no report.

Public Comment:

None stated at this time.

Water:

Update on Water Project:

J. Haverstock reported that Markowski Excavating has begun the continuation of the project in the area of the Green that involves hydrant installation and service line replacements.  The work began on April 16, 2012.  A. Hitchcock inquired if there was a completion target date.  J. Haverstock indicated that there was no specific date set, however, will speak with Markowski Excavating and advise at a future time.

Harold Anderson will be meting with Bruce Babcock, John Haverstock, and folks from Markowski Excavating with regard to the meter installation for his property.  This project will also include a re-payment contract.

Update on Joint Proposal to Connect to Water System:

J. Haverstock reported that the Engineering Study is being completed.  A meeting will be held on April 23, 2012 from 10:00 – 11:30AM regarding the water system’s capacity to handle the new customers.  Mark Youngstrom has indicated that Bob White has property that may be available to better access the pump station.  A. Hitchcock inquired if this property would allow for easier access than the current situation.  There was discussion that the rehab of the current pump station may cost about the same as construction of a new facility.  J. Lapre inquired if Simon Operating Systems has been contacted regarding the infrastructure of Fire District #1 and whether there were any record drawings available for review.  J. Haverstock will check into this topic.

Proctor Water Abandonment News Update:

J. Haverstock reported that Mark Youngstrom has spoken with Tim Raymond and there has been no confirmation as to the dates of the Proctor Water customer/Pittsford resident abandonment.  Any affected resident that has contacted the Town Manager is encouraged to visit the website for updates, contact the Proctor Town Administrator, or Proctor’s attorney – Attorney Kulig in Rutland.

D. Boles inquired if there were hydrants that will also be abandoned and whether it would be feasible to drill a larger well within Fire District #1 to assist the residents.  J. Haverstock will discuss this with Mark Youngstrom.

J. Haverstock reported that the Settlement Agreement has been signed by most of the litigants affected by the abandonment.  Once it has been approved by the court, letters will go out to the defaulted parties describing how to access funding.

Meter-Related Ball Valve Failure Update:

J. Haverstock reported that there has been another valve failure.  Rod DuBois has indicated that Jackson, the original plumber from Meter Backflow Services, will be returning to replace all of the ball valves that have been installed.  Residents will be notified via letter and times will be set to do this work.

Sewer:

Update on Project Status – Phase I & II:

Mike Smith sent an e-mail update the Commission on the status of the sewer project.

Phase I is complete – There is some research being done on improving the digital display on the effluent flow meter.  Weston & Sampson is working on the record drawings and an update to the plant O & M manual to include the improvements that were made at the facility.

Phase II construction resumed on April 2, 2012.  Pipe laying has proceeded slowly due to the requirement for by-passing sewage flow around the work area and the depth of cover over the pipe.  This portion of the project continues according to schedule.
There will be a progress meeting on April 25 at 9:00 AM.

Change orders were discussed, as well as the schedule for the remaining project.  Completion is still anticipated for May with paving to occur in August, prior to school opening.

Water and Sewer:

Bob Berardo reported that Jeff Fehrs and Mr. Domenico from the Wastewater Division have visited the Wastewater Facility and appeared to be impressed.

There is an on-going study of the Otter Creek Watershed and there will be a meeting on April 20 at 11:00 AM for discussion of cross-connections and illegal contaminants in the sewers leading into Lake Champlain via Otter Creek.

Other:

J. Lapre inquired if once a house is demolished, the landowner is still billed for the bond repayment.  J. Haverstock indicated that the bill is based on water access.  Bruce Babcock will be contacted about the house in question so the property can be reviewed and the proper steps taken so that there are no issues on the line.

The Water & Sewer Commissioners welcome Dave Boles to the Commission.

Executive Session:

Motion by A. Hitchcock and seconded by B. Harnish to enter into Executive Session for the purpose of Personnel and Legal.

The Water and Sewer Commission entered into Executive Session at 7:20 PM.  J. Haverstock was invited to stay.

The Water and Sewer Commission came out of Executive Session at 7:35 PM, with no action taken.

Adjournment

The Commission adjourned at 7:35 PM.

The next regular meeting will be held on May 15, 2012.

Respectfully Submitted

Kelly Giard, Recording Secretary

  _________________________________

Allen Hitchcock, Chair

_________________________________

John Lapre, Vice Chair

_________________________________

Helen McKinlay

_________________________________

Bob Harnish

__________________________________

Dave Boles

WATER AND SEWER COMMISSION

March 20, 2012

Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, and Bob Harnish.  Absent:  Helen McKinlay.  Others present:  Mike Smith, John Haverstock and Kelly Giard – Recording Secretary.

Allen Hitchcock, Chairman, called the meeting to order at 6:30 PM.

Minutes:

The minutes from the February 21, 2012 meeting were signed, with no corrections.

Town Managers Report:

None.

Public Comment: 

None stated at this time.

Water:

Update on Water Project:

J. Haverstock reported that Otter Creek Engineering has met with Markowski Excavating and indicated that the funding for the line work in the area of the Town Green is still available. However, the project needs to be completed very soon to keep the grant funding alive.  This work is currently being scheduled for completion.

Currently, there is approximately $50,000 of loan funds that will not need to be repaid.  There was discussion that this money could be placed in a Water Capital Reserve Fund.

Update on Joint Proposal to Connect to Water System:

J. Haverstock reported that he joined several people to walk the proposed line from Orchard Hill Road that will combine the Pittsford Proctor Golf Course, several Corn Hill residences and Fire District #1 with the Town water service. Otter Creek Engineering will be surveying this area and will have a study available for review in April, hopefully enabling the scheduling of May informational meetings and a June bond vote. Upon a successful bond vote, construction could occur in the July – September time period.  There is an EPA deadline of December, by which Proctor water customers (including the Golf Course and Corn Hill residences) must be abandoned.

There has been no information received as to the status of the forgiveness of the $22,000 planning loan the Town received to fund a study of options available to Proctor Water customers.

There is a balance of $63,000 on a study loan due to the Drinking Water Fund.  This balance is due now because of the USDA funding that has been received.

There is a possibility of a settlement agreement with the Proctor Water users.  More information will be forwarded when received.  The information will also be included on the Town’s website.

Requests for Partial Abatements of Utility Bills:

J. Haverstock reported that requests have been received from Mr. Curtis of Curtis Auto Sales, who also owns an apartment building.  Bruce Babcock has visited the property and located leaks.  There was a discussion between Mr. Curtis and the tenants of the apartment building about the need to conserve water.  J. Haverstock has distributed leak kits.  Mr. Curtis and J. Haverstock will review this usage throughout the next billing cycle to see if an issue can be identified and resolved.

A request has also been received by Ms. Massores.  J. Haverstock reported that no issues have been found.

Meter-Related Ball Valve Failure Update:

J. Haverstock indicated that the proposal from MBS to have Town staff involved in replacing ball valves has been declined and the Town has  referred MBS to three local plumbers.  A. Hitchcock inquired if the new valves were required to be lead-free.  Mr. Smith indicated that any new valves to be installed must be lead-free.

Other Water Concerns:

J. Lapre indicated that the new hydrants have not been color coded to assist the firefighters in the direction to turn the hydrants on, in the event of a need.  J. Haverstock will discuss the matter with Water Department personnel.

Sewer:

Update on Project Status – Phase I & II:

Mike Smith was present to update the Commission on the status of the sewer project.

Phase I is complete – the covers were installed and helped with icing during the winter months.  There was discussion of some concerns that Bob Berardo has expressed and Daniels Construction is aware of the concerns.  There was discussion of the possible decrease in the water content of the sludge that is trucked out.  M. Smith watched a demonstration of a polymer sludge thickener at the facility today and was impressed. He noted that there was no negative effect with the use of the polymer product.

There was discussion of possibly including a sump pump reminder in the next sewer bills.

Phase II is about to begin construction again.  There has been a meeting with the businesses at the upper end of Arch Street to discuss the detours that would need to occur during the construction process.  The project is expected to resume during the week of April 2.  The construction will involve the burying of the sewer lines, then going back to do the service line connections and testing.  This portion of the project is expected to be complete in two months. Then, the trench patch will have some time to settle before paving in August.  The control panel for the Elm Street pump station has been received.  There may need to be some modifications done before installation.

There was discussion about the possibility of telemetry units at the Elm Street pump station.  M. Smith explained the process and the options that are available.

Discussion of New Sewer Rates:

M. Smith explained that there would be a bond vote required of all the voters in Town and not just the sewer users.  There would need to be an increase of approximately $120 to address the cost of the borrowing for the current upgrade project.  Currently, there are 241 sewer users and 349 ERUs; 13 of these users using the sewer system only and not the water system.

M. Smith explained that there should be one billing period in reserve in the event of any emergencies; that the revenue sources need to be identified; include O+M costs; and that utility bills normally increase at a rate of 4% yearly.  M. Smith recommended that the Sewer Ordinance be reviewed and updated, as the original document was dated 1971.

M. Smith exited at 7:44 PM

Water and Sewer:

J. Haverstock indicated that there have been 40 shut-off notices sent; 17 have been resolved; with 23 remaining to be resolved.  There was discussion as to the statute and policy that is followed in this process.

Other:

None presented at this time.

Executive Session:

Motion by A. Hitchcock and seconded by J. Lapre to enter into Executive Session for the purpose of personnel.

The Water and Sewer Commission entered into Executive Session at 7:47 PM.  J. Haverstock was invited to stay.

The Water and Sewer Commission came out of Executive Session at 8:06 PM, with no action taken.

Adjournment

The Commission adjourned at 8:06 PM.

The next regular meeting will be held on April 17, 2012.

Respectfully Submitted

Kelly Giard, Recording Secretary

_________________________________

Allen Hitchcock, Chair

 _________________________________

John Lapre, Vice Chair

_________________ABSENT________

 Helen McKinlay

_________________________________

Bob Harnish

WATER AND SEWER COMMISSION

February 21, 2012

Water and Sewer Commission Members Present – Helen McKinley, John Lapre, and Bob Harnish.  Absent:  Allen Hitchcock.  Others present:  Dorothy Parkinson, Tom Carrara, John Haverstock and Kelly Giard – Recording Secretary.

John Lapre, Vice Chairman, called the meeting to order at 6:30 PM.

Minutes:

The minutes from the January 24, 2012 meeting were signed, with no corrections.

Town Managers Report:

J. Haverstock reported the following:

• There will be a meeting of the residents that are affected by the Proctor Water system abandonment on February 22, 2012 at 6:30 PM at the Lothrop Gym.  There will be an update on the well drillers information.  The residents that are affected have been notified.
• Mark Youngstrom reported that the remaining grant funds with regard to the water system upgrade are still available for the work in the Village and near the Town Green.
• The copying and scanning of the Water Department documents is complete.  There is a copy of the documents and a copy of the disc are currently at the Wastewater Treatment Facility and a copy of the disc is on file at the Town Office.
• Eric Law with the Water Supply Division has reported that the $22,000 loan for the Proctor water study will probably not be eligible for forgiveness.  Mark Youngstrom has been notified and will be researching alternatives.  This loan is at 0% interest and is due to mature in 5 years.
• The format for Town Meeting remains the same as in years past.  Allen Hitchcock will present the Water & Sewer Commission information;  Joe Gagnon will present the Highway Department information;  and Thomas “Hank” Pelkey will discuss the General Fund information.

Public Comment:

Tom Carrara inquired about the following:

• Is Florence water being pumped back to Pittsford on a regular basis, depending on the OMYA usage?  J. Haverstock explained that OMYA has been decreasing their demand on the public water system each year by recycling rainwater and process water.  J. Haverstock also reported that OMYA typically notifies the Town prior to increasing their demands on the public water system.  J. Haverstock will speak with Bruce Babcock regarding these questions.
• Does Pittsford qualify for any grant funding?  J. Haverstock indicated that Pittsford applies for any applicable grants.
• What is happening with the Plains Road sewer line?  J. Haverstock indicated that this portion of the sewer project will be reevaluated when the system upgrade is near completion, as the Town’s ability to address this project will depend on remaining grant funding.
• There were ball valve failures.  What is the settlement for this?  J. Haverstock reported that 7 valves had failed and that the Town has been reimbursed by Meter Backflow Services for costs of repairs and that an extended warranty has been granted.  There was discussion concerning the lead-free requirement that is federally required.

Dorothy Parkinson inquired about the following:

• There are red cones in the area of the Village Green.  J. Haverstock indicated that he is not aware of any issues in that area, but, would look into the situation.  T. Carrara indicated that this was due to loose gravel from the recent construction in the area.

Water:

MBS Ball Valve Proposal:

J. Haverstock reported that there were 100 ball valves installed along with the new meters and that there was a 7% failure rate.  It is uncertain whether there will be any failures in the future.  There was discussion as to whether to replace now and whether a different batch of lead-free valves would make a difference.  Currently, Mark Youngstrom and Rod Dubois are involved in drafting and reviewing a proposal to have Town staff replace the remaining ball valves in Town.

Sewer:

Update on Project Status – Phase I & II:

Mike Smith sent an e-mail status update that was reviewed by the Commission members.  Phase I is completed.  Currently, Phase II is in the winter shut-down mode.  There was discussion concerning a possible upgrade to the planned remote-access Elm Street Pump Station telemetry device.  Mr. Smith will be invited to the March meeting to discuss this option further.

Review of Draft Grease Trap Letter:

A letter has been drafted to send to any preparation locations on the Town sewer system.  J. Lapre recommended that the Town ordinance be reviewed and that information be accurately included in the letter.  A follow-up visit may be required and the penalty for violations will be reviewed,

Water and Sewer:

Discussion of Water and Sewer Budgets:

A copy of a recent letter from the auditors (Sullivan & Powers) was included in the packets for the Commissioners to review.  There is a recommendation to adjust the sewer rates to bring revenues more in line with expenses.  Mike Smith will be invited to the March meeting to further discuss this recommendation.  D. Parkinson inquired about the annual deficit in the Sewer fund.  J. Haverstock indicated that the average annual deficit is between $13,000 and $26,000.

Other:

None presented at this time.

Executive Session:

Motion by H.  McKinlay and seconded by B. Harnish to enter into Executive Session for the purpose of discussing abatement requests.

The Water and Sewer Commission entered into Executive Session at 7:31 PM.  J. Haverstock was invited to stay.

The Water and Sewer Commission came out of Executive Session at 7:44 PM.

Motion by B. Harnish  and seconded by J. Lapre to instruct the Town Manager to write Chuk Pitts declining his request for partial abatement on his utility bill. Motion passed unanimously 3 – 0.

Adjournment

The Commission adjourned at 7:45 PM.

The next regular meeting will be held on February 21, 2012.

Respectfully Submitted

Kelly Giard, Recording Secretary

                                                                                                                                                                                                                           _________ABSENT________________

Allen Hitchcock, Chair

 _________________________________

John Lapre, Vice Chair

_________________________________

  Helen McKinlay

_________________________________

Bob Harnish

WATER AND SEWER COMMISSION

January 24, 2012

Water and Sewer Commission Members Present – Allen Hitchcock, Helen McKinlay, John Lapre, and Bob Harnish.  Others present:  David Boles, John Haverstock and Kelly Giard – Recording Secretary.

Allen Hitchcock, Chairman, called the meeting to order at 6:30 PM.

Minutes:

The minutes from the December 20, 2011 meeting were signed, with no corrections.

Town Managers Report:

None presented at this time.

Public Comment:

None presented at this time.

Water:

Discussion of Map, Drawing, and Record Maintenance Plans:

A. Hitchcock reported that he has met with Reprographics regarding the preservation of  water and sewer line documents.  The proposal is to make digital copies of the drawings and to store a set of the discs at the Water Department offices and one set in the Town Offices.  The drawings would be available for review, in the event that they are needed.  There was also discussion of purchasing a printer that would allow for printing to be done at the office instead of at Reprographics.  This potential purchase will be discussed in the future.

The GPS mapping of the water line was discussed.  Shawn Hendee has expressed interest in starting the project in the event of down time.  There will need to be landowner approvals before this work can be done.

Joint Proposal  to Connect to Town Water System:

J. Haverstock reported that the members of Fire District #1 have met with Mark Youngstrom and have applied for priority processing through the Vermont Clean Drinking Water Fund.

J. Lapre inquired if this connection would be for domestic consumption as well as for fire suppression.  J. Haverstock indicated that he would research this and will advise at a future meeting.

Requests for Partial Abatement of Utility Bills:

J. Haverstock reported that 2 requests have been received for partial abatement of utility bills.  One of the requests was for water that was lost due to a ball valve failure.  This loss has been confirmed by Bruce Babcock.  The other request was received based on loose fittings at the meter.  There was also confirmation of those loose fittings from Bruce Babcock.  Discussion of these requests was deferred to Executive Session.

Review Billing Cycle:

J. Haverstock reported that the last billing cycle went “smoothly”.  Linda Drummond and Shawn Hendee have been trained in the reading and billing portion by EJ Prescott/Meter & Backflow Services and it is now possible to perform the billings in-house and avoid outside assistance.  J. Haverstock reported that there were three non-abatement inquiries received from customers so far.

H. McKinlay inquired if the billing cycle would be back to the “normal” cycles of January 1 – June 30 and July 1 – December 31.  J. Haverstock indicated that the meter-reading times would be as close to these dates as possible.

J. Haverstock reported that, in the previous billing cycle, 16 million gallons of water were metered and billed, and in this cycle, there were 16.5 million gallons metered.

Damage Claims for Ball Valve Failures:

J. Haverstock reported that all damage claims to date have now been paid in full.

Sewer:

Update on Project Status – Phase I & II:

Mike Smith submitted an e-mail update, which included little new information due to winter shut-down.   There was discussion that Bob Berardo is seeing spiking occurring at the Depot Hill pump station.  There was discussion as to possible sources.

Environmental Conservation Report:

Bruce Babcock has written to the State of Vermont outlining the recent changes and upgrades to the water system in response to the recent sanitary survey.

Water and Sewer:

None stated at this time.

Other:

J. Lapre inquired if the Commission could receive budgetary updates at the meetings as has been done in the past.  J. Haverstock will gather the information and advise at future meetings.

Town Meeting preparations were discussed.

Executive Session:

Motion by H.  McKinlay and seconded by J. Lapre to enter into Executive Session for the purpose of discussing abatement requests.

The Water and Sewer Commission entered into Executive Session at 7:15 PM.  J. Haverstock was invited to stay.

The Water and Sewer Commission came out of Executive Session at 7:20 PM.

Motion by B. Harnish  and seconded by H. McKinlay to abate the Hooker utility bill for the rental property at 24 Mechanic Street, by reducing the utility bill by $171.09 to account for a leak likely caused by water meter fittings left somewhat loose during installation.  Motion passed unanimously 4 – 0.

Motion by John Lapre and seconded by Allen Hitchcock to decline to abate the Leehy utility bill.  Passed 4-0.

Adjournment

The Commission adjourned at 7:22 PM.

The next regular meeting will be held on February 21, 2012.

Respectfully Submitted

Kelly Giard, Recording Secretary                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  _________________________________

Allen Hitchcock, Chair

                                                                        _________________________________

                                                                        John Lapre, Vice Chair

_________________________________

                                                            Helen McKinlay

_________________________________

Bob Harnish

.

WATER AND SEWER COMMISSION

December 20, 2011

Water and Sewer Commission Members Present – Allen Hitchcock, Helen McKinlay, John Lapre, and Bob Harnish.  Others present:  Thomas “Hank” Pelkey, Dave Pearson, Mark Youngstrom, Bruce Babcock, John Haverstock and Kelly Giard – Recording Secretary.

Allen Hitchcock Chairman, called the meeting to order at 6:30 PM.

Minutes:

The minutes from the November 15, 2011 meeting were signed, with no corrections.

Town Managers Report:

J. Haverstock reported that AY MacDonaldd/EJ Prescott has offered an extended warranty on the ball valves installed with water meters at 20% of installation locations.  J. Lapre inquired if this would include the damages that occurred.  M. Youngstrom indicated that this would include the damage expenses.

J. Haverstock also indicated that the next round of meter readings will occur “in house” later this month by Shawn Hendee and Bruce Babcock.  There will be some meters installed on December 21 (to include the Post Office and the Wastewater Treatment Facility).  The remaining meter installations will occur in the spring.

Public Comment:

None presented at this time.

Water:

Update on Project Status:

J. Haverstock reported that the service lines and hydrant project at the Village Green are about half complete, with the hope of completing the project in the Spring.  There is still $70,000 in grant funds remaining.  Mark Youngstrom indicated that there is a request in to USDA to have the funds available in the spring of 2012, as the contractor was taken off the project due to Tropical Storm Irene.  The USDA decision is expected sometime in the next month.

Joint Proposal from Fire District No. 1 and Golf Course/Corn Hill Residents to Connect to Town Water System:

Mr. Pelkey distributed a copy of a report from Otter Creek Engineering regarding the connection of the Golf Course and Corn Hill Residents to the Town water system.  There was also a report concerning the connection of Fire District No. 1 residents.  Mr. Pelkey indicated that the desire is that the Town would perform the construction and the users would pay the applicable fees.

A. Hitchcock inquired if the Golf Course would be using any of the water for irrigation.  Mr. Pelkey indicated that there are wells on-site that produce approximately 900 gallons per day to be used for irrigation purposes.

There was much discussion concerning this proposal, which is in the beginning stages.

Mark Youngstrom, Bruce Babcock, Dave Pearson, and Hank Pelkey exited at 7:24 PM.

Sewer:

Update on Project Status – Phase I & II:

Mike Smith submitted an e-mail update, which included the following highlights:

• The digester covers have been installed at the Wastewater Facility.  This portion of the project (Phase I) is now complete, with only a couple of minor warranty issues to be resolved.
• The Arch Street sewer line from the Wastewater Treatment Facility to the Fire Station has been completed; The Elm Street excavation is complete, and the project has been shut-down until April; The Pleasant Street sewer line is complete.
• There are several Change Orders that have occurred with Phase II.  These include lowering the scope/price; the Arch street culvert; the temporary shut-down and the winter shut-down.
• The controls for Elm Street are expected to arrive in mid to late January.  The construction will resume in April.
• The winter shut-down has begun.  The sewer line work from the fire station to Elm Street will occur in April and May and paving will occur in August – before the beginning of school.
• The engineering and design quote is $4,800 for paving of the “apron” in the area of the Fire Station/Highway garage was approved at the December 7^th  Select Board meeting.  The paving estimate is in the range of $30,000 to $50,000.
• The Town Safety Committee discovered raised boxes in relation to the Arch Street segment.  This was discussed with the engineers and the boxes were lowered to grade.
• The Belden Company has been authorized to replace the service at the Rulli residence instead of a slip line.

J. Haverstock has met with Mike Smith and Joe Kamuda concerning future construction in the area of his store.  There will be an additional meeting in the spring to preview business impacts during construction.

J. Haverstock was made aware of 2 potential damage claims with regard to the Arch Street sewer project arising from Belden’s blockage of the sewer line and the low of sewage.  These claims are potentially from Brian Provin and Page Rose.

Currently, there is a 2% set limit from Rutland City for processing the Town’s sludge.  Mike Smith proposed a possibility of installing a sludge thickening facility.  J. Lapre inquired how much the hauling frequency has changed.  J. Haverstock indicated that this has gone from monthly to quarterly.  Mike Smith will propose a way to economize by increasing solids retainage even further.

Bob Berardo has requested an engineering review with regard to spike flows caused by the Lakeside screen.  J. Haverstock has authorized 8 hours for this project.

There was also discussion with concern to the Depot Hill pump station’s occasionally spiking flows.  J. Lapre has worked with some residents of Alfred Buck Lane in the past and there was no documentation of leakage or pressure testing done on these lines. Mike Smith will propose ways to address the issue.

Water and Sewer:

None stated at this time.

Other:

None stated at this time.

Executive Session:

None necessary at this time.

Adjournment

The Commission adjourned at 7:44 PM.

The next regular meeting will be held on January 17, 2012.

Respectfully Submitted

Kelly Giard, Recording Secretary                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              _________________________________

Allen Hitchcock, Chair

  _________________________________

  John Lapre, Vice Chair

_________________________________

 Helen McKinlay

_________________________________

Bob Harnish

WATER AND SEWER COMMISSION

November 15, 2011

Water and Sewer Commission Members Present – Allen Hitchcock, Helen McKinley, John Lapre, and Bob Harnish.  Others present:  Dorothy Parkinson, Mike Smith, John Haverstock and Kelly Giard – Recording Secretary.

Allen Hitchcock Chairman, called the meeting to order at 6:30 PM.

Minutes:

The minutes from the October 18, 2011 meeting were signed, with no corrections.

Town Managers Report:

None.

Public Comment:

D. Parkinson inquired if there has been a response from EJ Prescott with regard to the lost revenue due to the error at OMYA.  J. Haverstock indicated that this will be discussed during the regular agenda.

Water:

Update on Project Status:

J. Haverstock indicated that an e-mail was received from Carl Crawford, with regard to the Route 7 services.  Mr. Crawford indicated that 3 of the 11 services have been completed and the hydrants in the area are to be installed.  Mr. Crawford has indicated to Markowski Excavating that the services need to be completed this year due to the uncertainty of future funding.

J. Haverstock reported that Harold Anderson has indicated an interest in the proposal for the replacement of his service line.  Bruce Babcock has been contacted and will discuss this with Markowski Excavating to complete this task.

A meter assembly has failed at the Monmoth Ski Club, which was possibly linked to a pressure reducing valve.  The parts are expected to be reviewed.  J. Lapre inquired if there was any damage.  J. Haverstock indicated that there was little or no damage.

J. Haverstock read the letter that was received from EJ Prescott with regard to the OMYA meter installation situation.  EJP has indicated that they were not responsible for the lost revenue.  This will be discussed further in Executive Session.

Proctor Water:

J. Haverstock explained an Informational Meeting that was held for the Pittsford residents that will be abandoned by the Proctor Water System.  A copy of the meeting highlights was included in the packets for review.  A. Hitchcock has been researching the possibility of selling the forest area around the current surface water source and placing the money into a fund to assist the Pittsford residents that will be abandoned.  This idea was forwarded to Proctor Town Administrator for review and consideration.

J. Haverstock indicated that he has met with Dave Pearson from Fire District #1 regarding the possible connection of its 24 customers to the Pittsford water system.  J. Haverstock indicated that he will meet with Hank Pelkey (representing the Proctor/Pittsford Country Club) with a similar request to connect to the Pittsford water system.  Mark Youngstrom has met with Mr. Pearson and Mr. Pelkey and they will all be invited to the December 20 meeting to further the discussions.

Sewer:

Update on Project Status – Phase I & II:

Mike Smith was present to update the Commission members on the current sewer projects.  The highlights of the project include:

• The covers are installed at the Wastewater Treatment Facility.  Mr. Smith indicated that he has inspected the installation of the covers and that Bob Berardo is pleased with the cover installation and system.  Bob Berardo reports that the amount of water being hauled is lowered and the amount of chemicals being used is also lower.  Daniels Construction has a couple of electrical items to complete.  J. Haverstock inquired if these items would be completed prior to the Contractor’s Status Meeting, which will be held on November 29.  Mr. Smith indicated that these items should be completed before the meeting.  A. Hitchcock recommended that the members of the Commission visit the facility and view the cover system and current operations.  A. Hitchcock also indicated that the area at the WWTF looks good, except for some scrap material that is around the new Water Department offices.  J. Haverstock inquired if the State of Vermont should be notified of the upgrade project.  Mr. Smith indicated that he has spoken with Liz Dickson regarding the progress. However, he will send formal communications.
• With regard to Phase II, Mr. Smith reported that the water main extension is completed, tested and connected.  Belden Construction did the excavating work below the fire station, however, extra material was necessary for ground stabilization as the ground water levels were high.  The Pleasant Street portion, as well as the Arch Street culvert portions are completed.  The street has been opened to two-lane traffic. There are currently preparations under way for trench paving, which will begin on Thursday, November 17.  The temporary pavement will be 1 ½” deep.  J. Haverstock inquired if Mr. Smith has spoken with the school with regard to the paving in the area of the parking lot.  There is a luncheon for parents and the parking lot will be utilized.  Mr. Smith indicated that the paving should be past the parking lot by the time the parents arrive for the luncheon.  A. Hitchcock inquired about the load weight limitations.  Mr. Smith explained that the base will be comprised of crushed marble and should be fine for the 6 months. Mr. Smith indicated that the budget is currently on target and the anticipation is that the loan amount will be utilized by the end of the month. Therefore, the grant funding will soon be “kicking in”.
• A. Hitchcock inquired about the status of the Pump Station portion of the project.  Mr. Smith indicated that there have been some changes to the control panel and he is waiting for the shop drawings.  Mr. Smith indicated that delivery is anticipated 6-weeks following the release, which would be the end of December.  Mr. Smith indicated that Belden has indicated that the old pump station will remain in operation and the new one would be constructed beginning the week of November 21.  The old pump station will only be demolished after the new station is fully operational.  A. Hitchcock inquired about the flows at the Elm Street Pump Station.  Mr. Smith indicated that he has not seen any flow data and that the area is “never dry”.
• A. Hitchcock inquired about the safety issues that were a concern with regard to Belden Construction.  Mr. Smith indicated that any issues were handled timely and effectively.
• Mr. Smith explained the process for the winter, which will include working at the Elm Street pump station.  The hours for the on-site engineer can be cut during the winter hours, utilizing the hours more in the spring and having the winter hours used on a “drop-in” basis.

Mr. Smith exited at 6:57 PM.

Water and Sewer:

None stated at this time.

Other:

Bob Berardo has requested the purchase of a storage shed for the Sewer Department to help reduce “clutter”.  J. Haverstock indicated that a wooden storage shed has been located with a price of $1,500.  The Commission members agreed that this would be a good purchase.

A. Hitchcock indicated that the record keeping of the maps is critical and should be accurate and kept updated.  This topic was tabled to the December 20, 2011 meeting.

Executive Session:

Motion by B. Harnish and seconded by H. McKinlay to enter into Executive Session for the purpose of discussing Contractual and Legal issues.

The Water and Sewer Commission entered into Executive Session at 7:23 PM.  J. Haverstock was invited to stay.  The Water and Sewer Commission came out of Executive Session at 7:32 PM.

Motion by J. Lapre and seconded by B. Harnish for the Town Manager to reply to the letter from EJ Prescott regarding the OMYA meter installation at the appropriate time.  Motion passed unanimously 4 – 0.

Adjournment

The Commission adjourned at 7:33 PM.

The next regular meeting will be held on December 20, 2011.

Respectfully Submitted

Kelly Giard, Recording Secretary                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           _________________________________

Allen Hitchcock, Chair

 _________________________________

 John Lapre, Vice Chair

_________________________________

 Helen McKinlay

_________________________________

Bob Harnish

WATER AND SEWER COMMISSION

October 18, 2011

Water and Sewer Commission Members Present – Allen Hitchcock, Helen McKinley, and Bob Harnish.  Absent: John Lapre.  Others present:  Dorothy Parkinson, John Haverstock and Kelly Giard – Recording Secretary.

Allen Hitchcock, Chairman, called the meeting to order at 6:30 PM.

Minutes:

The minutes from the September 20, 2011 meeting were signed, with no corrections.

Town Managers Report:

J. Haverstock reported on the following:

• There will be a meeting on October 20, 2011 at 7:00 PM at the Lothrop Gym with Mark Youngstrom to discuss options available to Proctor Water customers facing abandonment.
• A. Hitchcock inquired if Mr. Pearson has been in contact with Mark Youngstrom concerning the Fire District #1 combining with the Pittsford residents that will be abandoned by the Proctor service.  J. Haverstock believes that there has been contact and discussion.

Public Comment:

D. Parkinson inquired if there has been a response from EJ Prescott with regard to the lost revenue due to the error in the meter installation at OMYA.  J. Haverstock indicated that a letter has been written and a reply is anticipated.

J. Haverstock indicated that the ball-valve failures all had different installers.

Water:

Update on Project Status:

J. Haverstock indicated that he has been in communication with Carl Crawford with regard to the Butler lawn repair. To date, there has been no communication from Mr. Butler.

There is still no date for completion of the Route 7 service portion of the project.  J. Haverstock indicated that Rural Development/USDA would like to have the project completed soon.  There will be communications with Markowski Excavating to get the project moving soon.

Discussion of Metering at WWTF and Fire House

The WWTF is ready for the meter to be installed.  The possible installation at the Fire House was deferred to a future meeting.  Bruce Babcock and Tom Hooker will be invited to the discussion.

Sewer:

Update on Project Status – Phase I & II:

J. Haverstock read an e-mail that was received from Mike Smith with regard to the sewer project.  Some highlights include:

• The cover system is expected to be delivered on October 25, 2011.  A field tech will be on-site to help Daniels Construction with the installation.
• The Belden Company has 2 crews on Arch Street and are making progress.  There were some issues with a sewer main that was caved in.  The repairs and by-pass pumping was included in the cost. Therefore, no change orders will be needed.  Bob Berardo reported that he did see spiking flows when the by-pass was being utilized.
• The next project status meeting with Belden Company will be held on October 25, 2011 at 9:00 AM.

Discussion of Sewer Project Interim Financing:

J. Haverstock reported that the Select Board met to extend the sewer project interim financing for an additional 90-days.  This extension was due to the delay caused by Hurricane Irene and the need for Belden to relocate for emergency work in Mendon.

Discussion of Sewer Bond Re-Financing:

J. Haverstock reported that the Select Board approved lower interest financing for the sewer bonds dated 2001.  The Town will be saving approximately $45,000 if approved.  J. Haverstock thanked H. McKinlay and her staff for the research and work on this project.

Water and Sewer:

Abatement Request:

This topic was deferred to Executive Session.

Other:

J. Haverstock reported that Stantec was done with the project of incorporating the recent water project into the VTrans Route 7 utility replacement plans.

Executive Session:

Motion by A. Hitchcock and seconded by B. Harnish to enter into Executive Session for the purpose of discussing an abatement request.

The Water and Sewer Commission entered into Executive Session at 6:56 PM.  J. Haverstock was invited to stay.  The Water and Sewer Commission came out of Executive Session at 7:07 PM.  Motion by B. Harnish and seconded by A. Hitchcock to grant the abatement request from Phaedra Washburn’s utility bill, since the interest and penalty charges were incurred by the former property owner/occupant.  Motion passed unanimously 3 – 0.

Adjournment

The Commission adjourned at 7:09 PM.

The next regular meeting will be held on November 15, 2011.

Respectfully Submitted

Kelly Giard, Recording Secretary                                                                                                                               _________________________________

Allen Hitchcock, Chair

 ________________ABSENT__________

 John Lapre, Vice Chair

_________________________________

Helen McKinlay

_________________________________

Bob Harnish

WATER AND SEWER COMMISSION

September 20, 2011

Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, and Bob Harnish.  Absent: Helen McKinlay.  Others present:  Dorothy Parkinson, John Haverstock and Kelly Giard – Recording Secretary.

Allen Hitchcock Chairman, called the meeting to order at 6:30 PM.

Minutes:

The minutes from the August 16, 2011 meeting were signed, with no corrections.

Town Managers Report:

J. Haverstock reported on the following:

• There was relatively little impact to the water system following Tropical Storm Irene.  The power was out for just a short time and there was a little extra chlorine briefly used to treat the water as a precaution treatment necessary.  There were no line breaks and Pittsford was able to offer Mutual Aid assistance to Rutland City.
• The line replacement on Depot Hill has been delayed due to highway crew work to clean up following Tropical Storm Irene.
• Mark Youngstrom and Rod Dubois met with the Town Manager regarding the ball valve failures that have occurred as a result of the meter installations.  Currently, there have been 4 failures and there are 99 of this type of valves installed throughout Town.  Bruce Babcock indicated that these do not look to be a result of over-tightening of the valve.  EJ Prescott/Meter & Backflow Services (MBS) will increase the current warranty of the valve for an additional year.  There was discussion that the issue may be a result of the stimulus mandate of using lead-free products in the project.  J. Haverstock reported that MBS is aware of the issue that occurred with the backward OMYA meter installation and the pending Town demand for revenue lost as a result.

Public Comment:

D. Parkinson inquired if there would be a reimbursement coming from MBS for the lost revenue at OMYA.  J. Haverstock indicated that there would be a letter going to MBS in the next few days.

Water:

Update on Project Status:

J. Haverstock reported that Markowski Excavating has been at the Butler property on Route 7 to repair the lawn.

J. Haverstock has contacted Otter Creek Engineering regarding the Route 7 south segment past the Route 3 intersection with regard to some erosion that occurred during Tropical Storm Irene.  Markowski Excavating will review the area to see what can be done.

The underground services on Route 7 in the village were originally scheduled to occur in October. However, with Tropical Storm Irene, the schedule for this project will need to be confirmed.  A. Hitchcock inquired if there was any time limit on the funding.  J. Haverstock indicated that there is no time restriction.

Request for Abatement:

J. Haverstock explained that there was a billing address error on one bill.  The original bill went to a party that was not responsible for the bill.  Motion by B. Harnish and seconded by J. Lapre to grant the abatement for the penalty and interest amount only.  Motion passed unanimously 3 – 0.

Sewer:

Update on Project Status – Phase I & II:

J. Haverstock read an e-mail that was received from Mike Smith with regard to the sewer project.  Some highlights include:

• Ken Lougee from Belden Construction indicated that Belden would be mobilizing on September 26, and “deep into Arch Street” by September 28.  There will be another crew mobilizing on the Pleasant Street segment on October 3.
• The digester covers are expected to be delivered on October 18.  The manufacturer will have a representative on-site with the Daniels Construction workers for 5 days to complete the installation process.

A. Hitchcock inquired when the Elm Street pump station replacement project would begin.  J. Haverstock indicated that this should occur in November.

Water and Sewer:

Discussion of Draft ERU Policy:

Mark Youngstrom indicated that he is willing to review the current written policy following the third meter read. The current rates, billing cycles and Commercial ERU vs. Residential ERUs were discussed and will be discussed further in the future.

Other:

J. Lapre inquired about the sewer influent flow increase in the wake of Tropical Storm Irene.  J. Haverstock indicated that there was over 300,000 gallons through the Wastewater Treatment Facility in the days following TS Irene.  J. Haverstock indicated that Bob Berardo had reacted proactively and had the tanks pumped in advance to be able to process the flow properly.

Executive Session:

Motion by A. Hitchcock and seconded by B. Harnish to enter into Executive Session for the purpose of discussing Personnel.

The Water and Sewer Commission entered into Executive Session at 7:15 PM.  J. Haverstock was invited to stay.  The Water and Sewer Commission came out of Executive Session at 7:25 PM, with no action taken.

Adjournment

The Commission adjourned at 7:25 PM.

The next regular meeting will be held on October 18, 2011.

Respectfully Submitted

Kelly Giard, Recording Secretary

Allen Hitchcock, Chair

 John Lapre, Vice Chair

_________________ABSENT_________

 Helen McKinlay

 Bob Harnish

WATER AND SEWER COMMISSION

August 16, 2011

Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, Bob Harnish, Hope Rantanen, and Helen McKinlay.  Others present:  Dorothy Parkinson, John Haverstock and Kelly Giard – Recording Secretary.

Allen Hitchcock, Chairman, called the meeting to order at 6:30 PM.

Minutes:

The minutes from the July 26, 2011 regular meeting and the July 27, 2011 Emergency Meeting were signed, with no corrections.

Town Managers Report:

J. Haverstock indicated that, at the August 3, 2011 meeting, the Select Board approved the Phase II project contract award to the Belden Company to include the Arch Street culvert portion.  The Select Board also approved the proposal of the funding for the culvert to come from the Highway Fund.

Public Comment:

D. Parkinson inquired if there was any progress on the research of the OMYA West metering issues that were discussed at the July 26, 2011 meeting.  J. Haverstock indicated that this topic would be discussed in Executive Session as well as how the Commission would like to pursue MBS/EJ Prescott for the lost revenue of 70 days.

Ms. Parkinson indicated that she is aware of a multi-family unit residence in Town that the meter is not working.  A. Hitchcock indicated that this was “hearsay”.  Ms. Parkinson did not indicate any names or addresses, however, was invited to meet with the Town Manager to discuss this concern.

Water:

Update on Project Status:

J. Haverstock read an e-mail that was received from Carl Crawford with regard to the Route 7 section of work to be done by Markowski Excavating.  Dave Markowski indicated to Mr. Crawford that he will be reviewing their construction schedule and will advise.  Also to be completed is the lawn at the Butler property.

MBS/EJ Prescott will be installing some additional meters in the coming week.  Ball valve failures may be caused by the “lead-free” policy that was required by the Federal Government outlines.  Mark Youngstrom has been advised.

Discussion/Adoption of Swimming Pool-Filling Policy

There is information in the packets for review.  Motion by H. Rantanen and seconded by B. Harnish to approve the policy as presented.  Motion passed unanimously 5 – 0.

Consider Requests for Abatement:

This discussion was deferred to Executive Session.

Other Water Concerns:

J. Haverstock indicated that Mark Youngstrom has been working on the Proctor Water  Study, which the Commission and Select Board agreed to support with a $22,000 loan.  Currently, the abandonment decision is in the courts.  Dave Pearson, with Fire District #1, currently is working with Mark Youngstrom on a feasibility study related to the Fire District’s desire to join the Pittsford water system, has the proposal for review.

Sewer:

Update on Project Status – Phase I:

Mike Smith reported, via e-mail, that the digester covers were placed on hold when he made an inquiry to the manufacturer about removing that segment of the project.  These covers are back in production and are anticipated to be delivered in 5 weeks.

Status Update on Phase II of the Project:

J. Haverstock indicated that construction began on the lower end of Arch Street on August 16 and will progress northward.  Currently, traffic is closed to thru-traffic in the construction area and residents are reminded to be aware of the traffic controllers and to proceed with caution.

Mike Smith reported, via e-mail, that he has made a call to the elementary school principal and would like to meet with him to discuss the Phase II project and the impacts on the school.

J. Lapre inquired what would happen when the Elm Street pump station portion is in progress.  J. Haverstock indicated that this portion of the project would occur in November and minimal disruption is anticipated.  J. Haverstock indicated that he will discuss this possibility with Mike Smith and notify residents, if necessary.

Authorization of Town Manager to Execute Sewer Project Documents:

J. Haverstock explained that legal counsel must confirm the authorization of the Town Manager to execute sewer project documents.  This authorization was signed by the members of the Commission and will also need to be signed by the Select Board.

Water and Sewer:

A. Hitchcock reported that Hope Rantanen has submitted her resignation from the Water & Sewer Commission.  Ms. Rantanen was thanked for her involvement with the Commission.  A. Hitchcock encouraged members of the Commission to think of names of possible replacements and to communicate these names to the Town Manager.

Other:

None stated at this time.

Executive Session:

Motion by A. Hitchcock and seconded by H. McKinlay to enter into Executive Session for the purpose of discussing legal issues and abatement requests.

The Water & Sewer Commission entered into Executive Session at 7:04 PM.  J. Haverstock was invited to stay.  The Water and Sewer Commission came out of Executive Session at 7:24 PM, with the following action taken.

The Commission instructed the Town Manager to grant an abatement in the amount of $100.00 to Adam and Christine Parry for the water leak sustained at the point of their meter installation.  The Commission also noted that, in general, the customer is responsible for the service line from the curb stop to the residence and that this is a one-time-only abatement, given that the leak was apparently the result of a faulty meter installation.

The Commission instructed the Town Manager to deny the abatement request from St. Alphonsus Church.

Adjournment

The Commission adjourned at 7:27 PM.

The next regular meeting will be held on September 20, 2011.

Respectfully Submitted

Kelly Giard, Recording Secretary                                                                                                                                                                                                                                                                                                                                                                                                            _________________________________

Allen Hitchcock, Chair

_________________________________

John Lapre, Vice Chair

 _________________________________

Hope Rantanen

_________________________________

Helen McKinlay

_________________________________

Bob Harnish

EMERGENCY MEETING

WATER AND SEWER COMMISSION

July 27, 2011

Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, Hope Rantanen, and Helen McKinlay.  Absent:  Bob Harnish.   Others present:  Mike Smith (via conference call), Tom Carrara, Dorothy Parkinson, John Haverstock and Kelly Giard – Recording Secretary.

Allen Hitchcock Chairman, called the meeting to order at 6:30 PM.

Public Comment:

None presented at this time.

Sewer:

Determination of Phase II Project Scope:

Mr. Smith presented the revised budget summary for review.  Mr. Smith indicated that the revised budget summary reduced the original bid of $1.399 million to $1.2 million to Belden Construction.

There is currently $35,000 remaining in the Water project funding.  Rural Development indicated that it is not possible to transfer this funding to the sewer project as the Water project funds included Federal Stimulus funds, which carried several “Buy American” stipulations and special labor rates.

A. Hitchcock inquired how critical Mechanic Street is compared to Pleasant Street.  Mr. Smith indicated that the sewer lines on Pleasant Street run “cross-lots” and are undersized, whereas, Mechanic Street lines are not deeply buried, in the worst condition, and would require ledge removal.  J. Haverstock indicated that the proposed sidewalk would run down Arch Street to Pleasant Street, therefore, making the most sense to do the construction now on Pleasant Street.  Mr. Smith indicated that the Arch Street portion of the sewer project would be such that the manhole on the end of Mechanic Street could be connected at a later date.

A. Hitchcock inquired about the savings from reducing the depth of the pavement from 5” to 4”.  Mr. Smith explained that there was a proposed increase in depth on Arch Street due to the fact that there is more truck traffic on Arch Street than the side streets.  The general consensus was to decrease the pavement to 4”.  However, this decision could be reviewed at the time that the pavement is done.

J. Lapre inquired whether, if the Mechanic Street section is removed, Belden Company would still the low bidder.  Mr. Smith explained that the contract should be signed as presented, as this was submitted as required by advertised specs, then, issue change orders.  In any event, he stated that Belden Company would still be the low bidder.

The Arch Street culvert was discussed and the topic was deferred to the Select Board for discussion at their meeting on August 3, 2011.

The Water & Sewer Commission agreed to remove the Plains Road segment, lower the paving depth to 4”, and to remove the Mechanic Street segment.  These proposals were discussed and reviewed at great length.

Motion by J. Lapre and seconded by H. Rantanen to approve the scope of the project at the base bid less the Plains Road segment, reducing the paving depth to 4 inches, and eliminating the Mechanic Street segment.  Motion passed unanimously 4 – 0.

Motion by J. Lapre and seconded by H. Rantanen to issue the Notice of Award for Phase II to Belden Company, assuming that the changes in the above motion have no effect on the low bid status.  Motion passed unanimously 4 – 0.

J. Haverstock reminded the Commissioners that Highway Foreman Shawn Erickson feels that $102,000 was too high for the culvert replacement.  Erickson also feels that $87,000 is too high.  However, the Commission’s recommendation to the Select Board will be to have Belden Construction replace the culvert at the proposed cost of $87,000.

Other:

J. Haverstock reported that there will be a Neighborhood Impact Meeting including the Water & Sewer Commission, project engineer, contractor and Town Manager on August 4, 2011 at 6:30 PM at the Lothrop School gym.

T. Carrara inquired if the paving funds could be shifted from the Furnace Road to Phase II of the sewer project.  A. Hitchcock deferred this to the Select Board for consideration at the August 3, 2011 meeting.

Adjournment

The Commission adjourned at 7:23 PM.

The next regular meeting will be held on August 16, 2011.

Respectfully Submitted

Kelly Giard, Recording Secretary                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                          _________________________________

Allen Hitchcock, Chair

 _________________________________

 John Lapre, Vice Chair

 _________________________________

 Hope Rantanen

_________________________________

Helen McKinlay

________________ABSENT_________

Bob Harnish