Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, Hope Rantanen and Helen McKinlay. Others present:  Joe Gagnon, Mike Smith, John Haverstock, and Kelly Giard – Recording Secretary.

Allen Hitchcock, Chairman, called the meeting to order at 8:00 PM.

Minutes:

The minutes from the June 15, 2010 and the July 6, 2010 meeting were signed with no corrections.

Town Managers Report:

J. Haverstock reported on the following items:

• The water project is nearing completion with Whipple Hollow Road section to be completed no later than October 1, 2010.  Patch paving will to be done in the Arch Street areas. Roughly 10 – 15 meters remain to be installed.  A. Hitchcock inquired the reasons behind the uninstalled meters.  J. Haverstock indicated that some folks are not available, the Fire Academy must first remove asbestos,and some people have fragile service lines.  J. Haverstock indicated that there is a possibility that these residents will either be billed as flat rate or utilize current meters, if applicable.  Mark Youngstrom will be consulted in this matter.
• The Sewer Bond Vote passed 124 – 37.  Notice of the vote’s outcome has been given to the Rutland Herald.  Residents who requested to be contacted have been contacted and the State will be notified on July 21, 2010.
• Proctor Officials held a public meeting on July 15 with regard to the impending removal of Pittsford residents from their water system.  A. Hitchcock indicated that he also attended this meeting and the Pittsford residents that were in attendance voiced their concerns.  The target disconnect date is sometime in 2012.

Public Comment:

None presented at this time.

Water:

Update on Project Status:

The water project is winding down.  The metering installation is almost complete.  Otter Creek Engineering will be contacted with regard to the positive Bond Vote for the sewer project as this will affect the paving in the Arch Street areas.  J. Haverstock indicated that a letter should be sent to the residents in the affected area explaining that there would be temporary patch paving this year and a final reconstruction of roads once the sewer work is done next year.

J. Lapre inquired when the Whipple Hollow Road section will be completed.  J. Haverstock indicated that there is no firm date, however, Markowski is aware that the paving contractor will be working in this area in August.

Consideration of Request for Compensation for Water Customer’s Damage:

An email has been received from a resident on the Town Hill Road noting that there was an extreme water pressure “surge” on June 4, 2010 which caused a basement to flood and some valves to be damaged.  J. Haverstock indicated that the customer is requesting $127.39 for this damage.  J. Haverstock indicated that he has spoken with Mark Youngstrom with regard to this incident and there were no indications that this was  related to the water project.  J. Lapre inquired if Bruce Babcock was contacted.  J. Haverstock indicated that Mr. Babcock had no knowledge as to what happened, either.  J. Lapre inquired if the static pressure is tested at each meter installation.  J. Haverstock will consult with the Meter & Backflow installers.

Motion by H. McKinlay and seconded by H. Rantanen to compensate this customer for the $127.39.  Motion passed 4 – 0.

Water Issues:

A. Hitchcock indicated that the reservoir was recently “rapidly” depleted.  J. Haverstock reported that OMYA had a valve turned in the wrong direction, thus causing the usage of 1000 + gallons per minute.  J. Haverstock reported that this has been corrected and that Carl Crawford has been contacted to see how soon the Florence well station can be brought on line in the event that this happens again.

Sewer:

Review Results of the Sewer Bond Vote:

The bond vote passed 124 – 37.

Discussion of Next Steps to Address Sewer System Issues:

Mike Smith indicated that the information about the bond vote will be forwarded to Rural Development for the final approval of a loan/grant application.  There is a verbal approval currently in place.  A. Hitchcock inquired about the timing of the project.  Mr. Smith indicated that he will forward the documents to J. Haverstock for review, and consultation with the Commission before submission.  Mr. Smith indicated that these documents should be completed within the next two weeks.  Mr. Smith recommended that the bids be separate for the sewer lines and the Wastewater Treatment Facility work.  A. Hitchcock inquired what the timing would be for the Treatment Facility.  Mr. Smith indicated that the advertisements could begin in August.  Mr. Smith indicated that there is a 45-day loan/grant application review time. However, this may be expedited.  Mr. Smith indicated that the bid documents are completed.  Mr. Smith indicated that the Elm Street and Arch Street area segments could be advertised for bid in late winter.

J. Haverstock inquired how the digester covers would be bid.  Mr. Smith indicated that these would be a deductive alternate.

Mr. Smith indicated that he will be in contact with Jonathan Harries from the State to alert him that this information is coming and maybe this would expedite the process.

J. Haverstock inquired what documentation is needed.  Mr. Smith indicated that the certification of the successful bond vote will need to be forwarded to him for inclusion in the bid packet.

J. Haverstock indicated that he would like to meet with Mike Smith, Linda Drummond, and Denise Mahoney with regard to loan/grant administration when the time is right.

J. Haverstock indicated that there should be a notification sent to Brian Kooiker that the bond vote passed and that the project will be progressing.

Other:

None stated at this time.

Executive Session

A motion by H. McKinlay and seconded by H. Rantanen to enter into Executive Session at 8:34 PM for the purpose of Contracts.  Passed unanimously.

Adjournment

The Commission exited Executive Session at 8:38 PM with no action taken.

The next meeting will be held on August 17, 2010.

Respectfully Submitted

Kelly Giard, Recording Secretary

_________________________________

Allen Hitchcock, Chair

_________________________________

John Lapre, Vice Chair

_________________________________

Hope Rantanen

_________________________________

Helen McKinlay

Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, Hope Rantanen and Helen McKinlay. Others present:  Tom Carrara, Joe Gagnon, Mike Smith, Bob Berardo, John Haverstock, and Kelly Giard – Recording Secretary.

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

Minutes:

There were no minutes for review and signature.

Town Managers Report:

J. Haverstock reported on the following items:

• The Water Project is nearing completion with roughly 20 – 25 meters remaining to be installed.  Markowski has asked for an extension with regard to the Whipple Hollow section.  This section will be completed prior to October 1, 2010.  There will be a meeting with the contractors on July 13, 2010 at 1:00 PM and 2:00 PM for project updates and payment review.
• The paving schedule on Arch, Mechanic and Pleasant Streets is Bond Vote approval-dependent.
• The Bond Vote is scheduled for July 20, 2010 with regard to the proposed Sewer Project.  There will be informational meetings held on July 13, 2010 and July 19, 2010 beginning at 6:30 PM at the Lothrop Gym.
• There will be a mailing to residents with regard to the Bond Vote.  This mailing is anticipated to be out on July 7, 2010.

A. Hitchcock inquired about the meter issues.  J. Haverstock explained that there are roughly 6 – 8 residents that would be considered as “hardship” cases with such poor service lines that meters cannot be installed. Letters have been sent to these residents.  There was discussion as to having the Town install these meters, correct the connections and then billing the user, as this would eliminate the need to have the installations occur in the next few years, possibly increasing the price of installation.  Mark Youngstrom has also been consulted concerning these issues.

Public Comment:

T. Carrara inquired if there are various classes of ‘K’ Copper.  There was discussion concerning this and J. Haverstock was asked to discuss this with Mark Youngstrom and advise Mr. Carrara.  Mike Smith also referred this to Mark Youngstrom for review and comment.

Sewer:

Update on Status of Sewer System/Wastewater Treatment Facility Upgrade Project:

Mike Smith indicated that the Arch Street section of drawings is nearing completion.  The surveys are done and tied to the Otter Creek Engineering drawings.  The house numbers have been confirmed. Draft specs are complete. The bid form is nearing completion.  Mr. Smith indicated that the Elm Street and Arch Street segments may be deferred until the next construction season, due to the separation of the Wastewater Treatment Facility and the sewer construction.

J. Lapre inquired if there would be any wetlands affected by work to be done at the Wastewater Treatment Facility.  Mr. Smith indicated that this construction would occur within the current areas, just a little closer to the road.  The various permits were discussed.

A. Hitchcock inquired if there would be a savings on the paving.  Mr. Smith explained the formulas that are used and it is believed that Markowski Excavating should have a temporary trench patch included in their bid packet.  J. Haverstock was directed to discuss the funding with Mark Youngstrom.

J. Lapre inquired what the base depth would be.  J. Haverstock will discuss this with Mark Youngstrom.

Mr. Smith indicated that there may be some temporary maintenance required during the winter months on the temporary paving.

J. Haverstock indicated that here may be some areas where easements may need to be obtained and this topic was referred to a future Executive Session.

Other

The members discussed possible concerns that may arise at the Informational Meetings.

Some concerns include:

• When will the paving occur?
• Why now, following the Water Bond?  Answer:  the studies and design were not completed.
• If Bond Vote passes, what will be the next request for funding?  Answer:  no new projects currently anticipated.

J. Gagnon indicated that the State is requiring these projects.  A. Hitchcock indicated that there is a tie between water and sewer usage.

• When will the project begin?  Answer:  The Wastewater Treatment Facility upgrades will begin this fall and the remaining segments will take place in the Spring.
• That will happen with the unpaved roads?  Answer:  There will be trench paving done by Markowski in the Fall, or acceptable gravel for the winter.
• What will happen with ‘Big Blue’?  Answer: Probably nothing.  Bob Berardo contacted the manufacturer and it would cost roughly $90,000 to remove.
• What are the payment expectations?  Answer:  This is a modest project and only the State-required sections are being proposed.  Depot Hill pump station replacement was removed from project scope and will be repaired instead due to tough economic conditions.
• Will this result in cheaper sludge handling?  Answer:  Not cheaper, but surely safer and more environmentally friendly.
• May more customers be connected?  Answer:  Depends on the permitted allotments and the degree to which infiltration of water into system is reduced.
• Will tackling infiltration cut down on the number of gallons processed per day?  Answer:  Yes. The averages are being used by the State for permitting.
• When was the facility updated last?  Answer:  8 years ago, the facility is not up to handling large spikes of influent following storm events and spring thaw.  The State is involved and is imposing fines.
• What if the bond fails?  Answer:  The State will continue to impose fines and  grant funds now available will disappear.

Executive Session

None required at this time.

Adjournment

The meeting adjourned at 7:44 PM.

The next meeting will be held on July 20, 2010 at 8:00 PM.

Respectfully Submitted

Kelly Giard, Recording Secretary

_________________________________

Allen Hitchcock, Chair

_________________________________

John Lapre, Vice Chair

_________________________________

Hope Rantanen

_________________________________

Helen McKinlay

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

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

Minutes:

The minutes from the May 18, 2010 meeting and the June 3, 2010 Special Meeting were reviewed and signed with no corrections.

Town Managers Report:

J. Haverstock reported on the following items:

• A letter has been sent to the Proctor Water Out of District users indicating that service to them would be discontinued.  There will be public meetings held to update these residents.  These meetings are expected to be held possibly in mid-July 2010.  The letter also indicates that there is no plan to disconnect this service prior to 2012.  The decisions that Proctor Officials have made have been referred to the State level for discussion.  There was further discussion that was referred to Executive Session.
• There was a meeting held recently in Waterbury with regard to the recent penalty, which the State would like to impose on the Town due to alleged discharge permit violations at the Wastewater Treatment Facility.  This meeting was attended by A. Hitchcock (representing both the Water & Sewer Commission and the Select Board), J. Haverstock, Bob Berardo and Mike Smith (the project engineer for the proposed Sewer System upgrades to include the Wastewater Treatment Facility).  Proposals and descriptions of the pending project were presented for the State Officials to review.  A. Hitchcock explained that there is a possibility that the penalties could be paid to a third party for use for a water/sewer-related educational or physical project of public benefit.
• The repairs to the Micro Strainer are anticipated to occur in the next week or so, depending on the availability of the parts required.  J. Lapre inquired if it would be beneficial to explore modifications to the strainer system to possibly avoid any costly repairs in the future.  J. Haverstock will research and advise at a future meeting.

Public Comment:

T. Carrara indicated that he would like to see a sketch or drawing that reflects the streets involved in the proposed Sewer Project and the scope of the overall project.  A. Hitchcock indicated that these drawings will be available at the Town Office in the next few days.  A. Hitchcock asked Mr. Carrara to be in contact with J. Haverstock to meet when Mike Smith is in Town to explain the projects.  J. Haverstock indicated that there will also be drawings available for review at the Informational Meetings to be held prior to the Bond Vote.

T. Carrara inquired if the “blue tank” will be sold.  A. Hitchcock explained that there is no decision yet, however, the bagger system will be advertised for sale soon.  There was discussion as to the removal of the “blue tank” and the bagger will be easier to dismantle.

Water:

Discussion of Water Project and Financing:

J. Haverstock reported that the water is currently “flowing” from Chittenden to Pittsford and Florence.  The Florence Pump Station/Back-Up Well Station is currently being “refurbished” as part of the Water Project.
The Construction and Metering portions of the Water Project are wrapping up.  The metering portion still has between 30 – 40 yet to be installed.  The final notice has been sent from the contractor with a “shut-off” notice included.  The deadline to schedule the installation is June 16.  Following the deadline, there will be a neon green “door knocker” tag left at the homes of non-complying users and a visit by Bruce Babcock and Shawn Hendee to encourage the meter installation as Pittsford/Florence only sell metered water.

The loan documents for the funding of the Water Project will be signed by the Select Board on June 16, 2010 at their regular meeting and the $2,600,000 loan final payment is anticipated on June 23, 2010.

H. Rantanen inquired if the pressure issues on the Plains Road have been resolved.  J. Haverstock indicated that Otter Creek Engineers could not determine a cause and the Town decided to provide new services to the two affected customers.  An additional resident that experienced pressure issues was found to only have “grit” that was determined to be associated with the meter installation, and this issue was also resolved.

A. Hitchcock inquired if there was a number of “over-all” complaints with relation to the over-all project.  J. Haverstock indicated that he has asked this question of Otter Creek Engineering and heard that the number of complaints was “normal.”  He noted that there were very few repeat complaints.  The metering installation has been the biggest challenge as there were breaks due to the aging of some service lines.  J. Haverstock reported that Mark Youngstrom is working on the technical/meter problems that are occurring.

T. Carrara inquired about the responsibility of the line and meter installation as there are a couple of service line issues at his residence.  J. Haverstock explained that the Town is responsible from the main to the curb stop and the customer is responsible from the curb stop to the house.  J. Haverstock recommended that Mr. Carrara be in contact with Carl Crawford, the resident engineer from Otter Creek Engineering, and the representatives from the metering company to resolve these issues and have the service line dug up and necessary replacement line installed.

Sewer:

Update on Status of Sewer System/Wastewater Treatment Facility Upgrade Project:

J. Haverstock reported that the Bond Vote notices have been posted in Town; the Newspaper warnings will be printed on June 29, 2010, July 6, 2010, and July 13, 2010; the Informational Meetings will be held at 6:30 PM on July 13, 2010 and July 19, 2010 at Lothrop Gym; and the Proposed Sewer Project Vote will occur on July 20, 2010 from 10:00 AM – 7:00 PM at the Municipal Offices; a Town-wide mailing will be sent later in June 2010.  J. Haverstock indicated that the next regularly scheduled meeting of the Water & Sewer Commission is scheduled for July 20, 2010 at 6:30 PM, however, that date is the Bond Vote.  The general consensus of the Commission members was to change the time of this meeting to 8:00 PM. A. Hitchcock recommended holding a meeting of the Commission prior to the Informational Meetings.  The members of the Commission agreed to hold a meeting as a “prep” session prior to the Informational Meetings.  This meeting will occur on July 6, 2010 at 6:30 PM.

Other

T. Carrara inquired if the dye/paint issues at the WWTF have been resolved.  J. Haverstock indicated that he has not heard any more complaints from Bob Berardo.  A. Hitchcock indicated that he has heard from Mr. Berardo that there was some yellow “cast” to the influent noticed recently, however, there is nothing conclusive.

A. Hitchcock reported no noticeable “spikes” in the reading reports from the WWTF in the last month.

J. Haverstock reported that a draft letter/newsletter item in the works to be sent to residents with regard to sump pumps and drain usages.

J. Haverstock indicated that the minutes of the Water & Sewer Commission are indicating that A. Hitchcock is still “Vice Chair” and there was discussion regarding this.  A. Hitchcock indicated that there is a need for one more Commission member and some names were discussed.  The Commission members were in agreement to appoint Allen Hitchcock as Chairman and John Lapre to Vice Chairman.

J. Haverstock reported that the Pittsford Water Budget revenue is at 105% of budget;  Pittsford Water Budget expenses are not accurate due to the Water Project; the Florence Water Budget revenue is at 117% of budget; the Florence Water Budget expenses are at 82% of budget; the Sewer Budget revenue is at 93% of budget; and the Sewer Budget expenses are at 83% of budget.

T. Carrara inquired if the rates have been adjusted and specified OMYA.  The concept of an ERU was explained and discussed.

Executive Session

A motion by H. Rantanen and seconded by H. McKinlay to enter into Executive Session at 7:16 PM for the purpose of Legal.  Passed unanimously.

Adjournment

The Commission exited Executive Session at 7:34 PM, with no action taken.

The meeting adjourned at 7:34 PM.

The next meeting will be held on July 6, 2010.

Respectfully Submitted

Kelly Giard, Recording Secretary

_________________________________

Allen Hitchcock, Chair

_________________________________

John Lapre, Vice Chair

_________________________________

Hope Rantanen

_________________________________

Helen McKinlay

Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, Hope Rantanen and Helen McKinlay. Others present:  Bruce Babcock, Bob Berardo, Mike Smith, Shawn Hendee, John Haverstock, and Kelly Giard – Recording Secretary.

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

Minutes:

The minutes from the May 18, 2010 meeting were tabled, as this is a Special Meeting.

Town Managers Report:

There was no Town Managers’ Report, as this is a Special Meeting.

Public Comment:

None stated at this time.

Water:

Discussion of Water Project:

J. Haverstock indicated that there is still an anticipated completion date of July 3, 2010, after which work on Whipple Hollow Road will be done by Markowski Excavating.  The Whipple Hollow portion has been approved as an “add-on”.  The metering is progressing. However, there have been some situations of “old infrastructure” being fragile and failing upon meter installation.  These line breaks are being repaired in a timely manner.  Bruce Babcock and Shawn Hendee have been very helpful in these situations.  The next payment meetings will be held on June 8, 2010 at 1:00 PM and 2:00 PM and members of the Commission were invited to attend.  The Select Board will be signing the loan documents on June 16, 2010 with regard to the USDA loans.  The funding is anticipated to be received on June 23, 2010.

A. Hitchcock indicated that there was a meeting with the Proctor representatives.  This topic was referred to Executive Session.

Sewer:

Consideration of Engineer’s Proposal for Wastewater Treatment Facility and Sewer System Upgrade:

Mike Smith gave a presentation with regard to the proposed Wastewater Treatment Facility (Chlorine Contact Chamber/Sludge Handling) and the Sewer System upgrades to include Elm Street (pump station), Arch Street, Mechanic Street and Pleasant Street.  The final cost for this proposed project is $1.97 million.

A. Hitchcock inquired about whether USDA funding could be used for a combination of sewer and water work, such as paving of Arch, Mechanic and Pleasant Streets.  Mr. Smith indicated that he was advised to specify on the USDA funding application that this was for a “Water & Sewer Project”.

J. Lapre inquired if the final costs include the engineering.  Mr. Smith indicated that this is included, except for the work that was begun prior to him leaving Otter Creek Engineering (the I/I study and smoke testing).  Mr. Smith indicated that there is roughly a 15% contingency included in the proposed amount.

A. Hitchcock inquired if the design costs are paid.  Mr. Smith indicated that the payments have been received, however, are included in the proposal and will be treated as a reimbursement.

Bruce Babcock inquired if there is a requirement for the proposed sewer project to include all US made products, as with the Water project.  Mr. Smith indicated that he will be in contact with Mark Youngstrom with regard to this portion and will obtain suppliers and specifications.

Mr. Smith indicated that the original project scope bid proposed cost was $2.3 million and the current revised proposal is $1.97 million.

J. Haverstock indicated that he has spoken with Bob Berardo and there was an inquiry as to whether the digester covers are necessary.  Mr. Smith indicated that if these covers are removed, there would be roughly a $50,000 savings.  Mr. Smith inquired whether there was icing issues at the Facility.  Bob Berardo indicated that the submersible pumps would help with the reduction of the icing.

J. Haverstock indicated that the other concern from Bob Berardo was to repair or replace the Elm Street pump station.  Mr. Smith explained the water that was flowing into the pump station.  There was discussion concerning the line and there may need to be an easement obtained on this property to replace any lines across the property of the neighbors.

There was discussion with regard to the use of the covers vs. the submersible pumps.  Mr. Smith indicated that the pump is a requirement from the State for safety and the covers will control the temperature.

Mr. Smith recommended that the bond vote remain at $1.97 million and not lowered to the $1.92 million, which would reflect the omission of the covers.

J. Lapre inquired if there is a contingency for ledge removal.

Mr. Smith explained the figuring and added the 15% contingency.  Mr. Smith indicated that he has spoken with representatives of VTRANS concerning the asphalt necessary for project completion.  Mr. Smith figured in $85 per ton to cover the streets at full width and 5” thick.  The current asphalt will be ground and used in the base of the roads, lowering the costs because gravel will not be necessary.

Discussion of a Bond Vote Timeline:

J. Haverstock indicated that an estimated cost amount needs to be included in the warning of the Bond Vote.  The members of the Commission agreed that the warned amount will be $1.97 million.  The members discussed the proposed dates for a bond vote and informational meetings.  The members would like to hold a Bond Vote on July 20, 2010.  There will be 2 informational sessions, to be held on July 13, 2010 and July 19, 2010 at 6:30 PM at the Lothrop Gym.  J. Haverstock explained some of the possible means of communication to the Community:  A Town-wide mailing (a draft of this was circulated for review and feedback), inclusion on the Town website, e-mails to residents, communications to other Town boards/commissions, informational meetings, and letters to the editor of local newspapers.  Notice was made that the Sewer users pay for the bond, however, ALL voters can vote on this bond.  Also noted was that a $600 sewer charge would increase to $763 if the bond vote passes.

Discussion of Wastewater Discharge Violation Notice:

J. Haverstock reported that information was received from the State of Vermont with regard to past e-coli violations, sewage spill, and dye discharge into the system.  The State has notified the Town of its intent to fine the Town $24,500 in penalties.  There will be a meeting on June 10, 2010 to discuss this matter with the Department of Environmental Conservation’s Environmental Attorney.  Bob Berardo, Allen Hitchcock, John Haverstock, and Mike Smith will be attending this meeting to discuss these fines.

Approval of Bond Vote:

Motion by H. Rantanen and seconded by H. McKinlay that the Water & Sewer Commission recommend to the Select Board that it approve the proposed sewer system upgrade project in the amount of $1.97 million to be pursued using USDA/RD funding, with the bond vote occurring on July 20, 2010.  Passed 4-0.

Other

There was a meeting on May 28, 2010 of the Pittsford and Proctor representatives. J. Haverstock indicated that the Select Board discussed the Proctor interconnection proposal in Executive Session.

Bob Berardo indicated that he has evaluated the micro-strainer and there is a fairly large hole in the screen.  A quote was received in the amount of $5,000, plus travel and expenses.  Mr. Smith indicated that there is a company in Maine that also provides this service and product.  Mr. Smith will forward the contact information for review.  There was also discussion concerning the water needed for this piece of equipment.  Bob Berardo was instructed to work with J. Haverstock with regard to this project.

Bob Berardo indicated that there was an extensive lab inspection on June 3, 2010.  There was a favorable feeling expressed by the inspector to Mr. Berardo.

Executive Session

A motion by H. McKinlay and seconded by H. Rantanen to enter into Executive Session at 7:14 PM for the purpose of Contracts and Legal.  Passed unanimously.

Adjournment

The Commission exited Executive Session at 7:36 PM, with no action taken.

The meeting adjourned at 7:36 PM.

The next meeting will be held on June 15, 2010.

Respectfully Submitted

Kelly Giard, Recording Secretary

_________________________________

Allen Hitchcock, Vice Chair

_________________________________

Hope Rantanen

_________________________________

Helen McKinlay

_________________________________

John Lapre

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

Helen McKinlay called the meeting to order at 6:30 PM.

Minutes:

The minutes from the April 20, 2010 meeting were signed with no changes.

Town Managers Report:

There was no Town Managers’ Report.

Public Comment:

None stated at this time.

Sewer:

Update on Status of Sewer System/Wastewater Treatment Facility Upgrade Project:

J. Haverstock indicated that he has spoken with Mike Smith with regard to the design of the several elements of the proposed sewer project.  Mr. Smith has indicated that the design is “on track” and there is expected to be a final design submitted before the end of May, which will include the Arch Street portion as discussed in the past.  A recommendation was made that the Water & Sewer Commission conduct a Special Meeting to discuss these designs in early June.  Paul Guilliani has drafted a warning, ballot, etc. for the anticipated Bond Vote.

Wastewater Treatment Facility Discharge Violation:

J. Haverstock indicated that he has been in contact with Attorney John Zaitowski, from the State EPA with concern to ecoli violations and a sludge spill.  J. Haverstock indicated that he will communicate the pending plans to Mr. Zaitowski and schedule a meeting.  J. Haverstock has spoken with Rep. Shaw, Senator Flory, VLCT, and Mike Smith with regard to this situation and Mr. Smith indicated that office space is available at Weston & Sampson to conduct this meeting in the Waterbury area.  J. Haverstock will continue to keep the Commissioners informed with regard to these communications.

Discussion of Need for Water for Effective Operation of Micro Strainer:

J. Haverstock indicated that he has spoken with Bob Berardo and Jack Shedd with regard to the operation of the micro strainer at the WWTF.  Mr. Berardo indicated that there is “debris” that is making its way through the strainer, thus, indicating a possibility of a tear in the strainer screen.  Mr. Berardo explained the process is involved with the operation of the micro strainer.  Mr. Berardo indicated that the Highway Department could assist the operators of the facility to remove the auger that works with the strainer to inspect the screen prior to a costly service call from a manufacturer or service company.  Mr. Berardo explained the water situation at the facility.  The water into the facility will be reviewed by Bruce Babcock and Mr. Berardo, who will in turn communicate this information to J. Haverstock and the members of the Commission.

Mr. Berardo exited at 6:49 PM.

Water:

Update on Project Status:

J. Haverstock reported that Markowski Excavating currently has 8 crews working on the project and are currently on schedule with an anticipated completion in early July.  Meter & Backflow Services has indicated that approximately 80% of the residents are compliant with scheduling the installation of their meters.  Currently, Meter & Backflow Services is contacting the remaining customers via phone to schedule the remaining meter installations.

J. Haverstock reported that there is a “bad” water leak in the area of Blanchards’ on Route 7.  Currently, the engineers are looking at the budget, as this repair is too large for Bruce Babcock and the Town employees to handle as traffic control and larger excavators will be needed.  There is speculation that the system may be too old and brittle to handle the turning on and off of the water during the water project.  There may be some contingency funding available to absorb this repair.  The engineers will continue to communicate their findings with regard to this repair.

J. Haverstock reported that there have been reports of low water pressure at a couple of residences on the Plains Road.  Carl Crawford has been contacted and he is working on this problem.  Mr. Crawford indicated that there is currently a 1/2” line that is servicing these residences and there is a possibility of air bubbles in the line or a possible blockage.  J. Lapre inquired if there has been any metering done of the pressure.  J. Haverstock reported that this occurred on May 18 and no results have been communicated.

J. Haverstock reported that there will be a water shut-off in the area of Route 7, Mechanic, Pleasant and Arch Streets on Saturday, May 22 and that the customers affected have been contacted and there have been signs posted around Town.

J. Haverstock reported that there was a concern as to whether to install service at the Monahan property on Route 7 as this property was flooded in the past and the owners of the property have relocated.  There will be a decision as to whether to install service (curb stop) now for future use, if the property is eventually re-occupied.

J. Haverstock indicated that there was a meter installed at a residence on Terounzo Road that experienced some flooding when a pipe broke due to the fragile piping at the residence.  Joe Skaza was able to repair this issue rather quickly.

Update on Water Project Financing:

J. Haverstock indicated that the loan on the bond package, in the amount of $2.6 million, can close as early as June 16 and documents can be signed by the Select Board at their meeting on that evening.  The funds can be distributed to the Town as early as June 23.  The loan interest rate is 3.25%—.25% lower than anticipated. 

Proctor Water:

J. Haverstock indicated that there has been no further communication from the Proctor authorities.  A letter from Proctor Water to out-of-district customers was included in the packets.

Water and Sewer:

None stated at this time.

Budget Status Report

J. Haverstock reported that the Pittsford Water is currently at $2.8 million in expenses; the revenue for the Pittsford Water is at 103% of budget; the revenue for the Florence Water is at 117%; the expenses for the Florence Water is at 78% of budget; the revenue for the Sewer is at 93% of budget; and the expenses for the Sewer is at 74% of budget.

Other

None stated at this time.

Executive Session

None necessary at this time.

Adjournment

Motion to adjourn at 7:08 PM by H. Rantanen and seconded by J. Lapre.  Passed unanimously 3 – 0

The regular next meeting will be held on June 15, 2010.

Respectfully Submitted

Kelly Giard, Recording Secretary

_____________ABSENT____________

Allen Hitchcock, Vice Chair

_________________________________

Hope Rantanen

_________________________________

Helen McKinlay

_________________________________

John Lapre

Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, Hope Rantanen and Helen McKinlay. Others present:  Bob Berardo, Mike Smith, Shawn Hendee, Hank Pelkey, and Kelly Giard – Recording Secretary.

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

Minutes:

The minutes from the March 16, 2010 meeting were signed with minor changes.

Town Managers Report:

There was no Town Managers’ Report.

Public Comment:

None stated at this time.

Water:

Discussion of Water Project:

A. Hitchcock reported that there was a meeting with the Contractors.  A. Hitchcock reported that there is progress being made on the project.  There are issues with regard to the ledge at the top of the hill, which will require more stone to be removed, thus, increasing the costs. However, there are some modifications being made with regard to the other aspects of the project.

There was discussion concerning the resurfacing of the work to be done on Arch, Mechanic, and Pleasant Streets.  Some of the resurfacing funding can come from the Water Project funding, if the timing is appropriate.  There was discussion of temporarily repairing the streets with patching and grading until the Sewer project is completed.

A. Hitchcock indicated that the metering portion is roughly 50% completed.  There were some unanticipated meter issues, which will be handled and installed accordingly.  There are roughly 80 meters installed on a weekly basis, and this portion of the water project is anticipated to be completed in early July.  The communications between the metering contractor is going well and issues are being handled in a timely manner.

There will be an informational section in the next issue of the Town Newsletter, however, it is intentionally vague.

A. Hitchcock indicated that the traffic control on Route 7 is good.  However, the traffic control on Plains Road could use some coordination.

A. Hitchcock indicated that there has been a complaint received from a Route 7 south resident and referred the issue to Executive Session.

Hank Pelkey was present on behalf of the Proctor Pittsford Country Club.  The Club would like to install a “stub” on the Route 7 side of their property right of way, in the event they need water in the future.  A. Hitchcock indicated that there have been other similar requests which are pending.  A. Hitchcock indicated that Gecha Fuels has offered to help pay for a service to the various buildings on the former Jewett property.  A. Hitchcock indicated that the Fire Department has requested that a fire hydrant be moved from one side of Route 7 to the other, by running the line under Route 7.  Another request has been received to consider extending the line up the Parker Road to service houses.  A. Hitchcock explained that this situation would need review by Mark Youngstrom, taking into consideration the elevation involved in this request.

A. Hitchcock indicated that a request has been received from The Inn at Logan’s Run for a sprinkler system.  The sprinkler system requires a separate 2” supply.  There was discussion that there is a possibility of running a single service with a separator section within the building.  Mark Youngstrom is reviewing this and will advise regarding his findings.  The Inn at Logan’s Run has agreed to pay for any upgrades required.

Hank Pelkey will discuss the costs involved with the Board of Directors at the Country Club, as they have agreed to pay for the costs involved.  J. Lapre explained that there has been a policy put in place to charge a yearly fee for the service, which is applied to the bond.  This was discussed and Mr. Pelkey will advise the Commission regarding the decision of the Board of Directors.

Mr. Pelkey exited at 6:50 PM.

Sewer:

Continued Review of Infiltration Study Reports and Various Projects at the Wastewater Treatment Facility:

M. Smith from Weston & Sampson was present to discuss the various projects that this firm is currently working on for the Town of Pittsford.

Mr. Smith explained that the priorities are 1) Arch Street; 2) Elm Street Pump Station.  Mr. Smith indicated that he has done some soil borings on Elm Street and found severe ground water flowing at roughly 3 – 5 gallons per minute into the manhole and 5 – 7 gallons per minute into the Pump Station.

Mr. Smith indicated that the priorities at the Treatment Facility are the solids handling improvements (which are being mandated by the State of Vermont) and the chlorine contact chamber.  Mr. Smith indicated that these projects are almost complete with regard to the design process.

Mr. Smith explained that the current estimate is $2.35 million and the funding through the Rural Development is the best deal.

Mr. Smith indicated that the archeologist from UVM has visited and found no issues.  This information is needed in writing prior to application submission.

Mr. Smith indicated that he has communicated the current sewer rates and he has preliminary estimates of receiving roughly 45% grant funding.  The recommendation is to warn the Bond Vote as a Water & Sewer Project.

A. Hitchcock inquired if there are any changes in the estimates.  Mr. Smith indicated that there are no significant changes.

A. Hitchcock inquired a design time frame.  Mr. Smith indicated that Elm Street is roughly 50% completed; the Treatment Facility is roughly 90 % completed; there is no contract with regard to the proposed Arch Street segment.

Mr. Smith explained that the bond vote needs to pass voter approval before the application can be submitted to Rural Development.  There was discussion concerning the resurfacing of the Arch Street segments, especially with the winter season.  Mr. Smith explained the time frame and it is not anticipated that this segment would be completed during this current construction season. However, gravel could be placed over the water lines and a temporary trench patch could be installed.  The cost to design the Arch Street segment is roughly $175,000.  J. Haverstock will be asked to determine how much funding will be available to cover the paving from the Water Project to be incorporated into the Sewer Project.

There was a consensus of the Commission that the Bond Vote be inclusive of ALL aspects of the proposed project.

A. Hitchcock indicated that letters have been received from the State with regard to alledged Treatment Facility discharge violations and the tone of the letters is becoming more anxious.

Mr. Smith indicated that A-1 will be coming to do some repairs to the Depot Hill Pump station and there may be some structural issues with the wet well.  Bob Berardo explained that there was some repair done to a pump and there is now a back-up piece that may need to be used in the near future.  B. Berardo explained that the floor is rotted and about to give way.  A-1 will be on site next week to pump the grease from the pump station and Mr. Smith will be contacted to review the damage.  B. Berardo explained that there is an excessive build up of grease and syringes are being found at this site.  There was discussion concerning this and Mr. Smith explained the workings of this site.  Mr. Smith indicated that this pump station was constructed in 1969.  Mr. Smith indicated that the replacement of this area would be of similar cost of the replacement of the Elm Street location.  J. Haverstock will need to authorize a General Services Agreement with Weston & Sampson and Mr. Smith will review the design, as well as the repair of this location.

Other

None stated at this time.

Executive Session

A motion by H. Rantanen and seconded by H. McKinlay to enter into Executive Session at 7:43 PM for the purpose of Contracts.  Passed unanimously.

Adjournment

The Commission exited Executive Session at 7:50 PM with no action taken.

The meeting adjourned at 7:50 PM.

The next meeting will be held on May 18, 2010.

Respectfully Submitted

Kelly Giard, Recording Secretary

_________________________________

Allen Hitchcock, Vice Chairman

_________________________________

Hope Rantanen

_________________________________

Helen McKinlay

_________________________________

John Lapre

Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, Hope Rantanen and Helen McKinlay. Others present:  Bob Berardo, Mike Smith, Shawn Hendee, Marcia Westcott, Lorelle Bernard, John Haverstock, and Kelly Giard – Recording Secretary.

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

Minutes:

The minutes from the February 16, 2010 meeting were signed with minor changes.  H. McKinlay made a motion to approve with minor changes.  Motion seconded by H. Rantanen.  Motion passed 4-0.

Town Managers Report:

J. Haverstock reported the following:

• Bruce Babcock is experiencing some health issues.  Shawn Hendee is filling in and working with the Highway Department staff.  Todd Blow, the Water Superintendent in Proctor has offered his assistance as well.  Contact will be made with Brandon as well.  Bob Berardo indicated that he is also licensed by the State of Vermont and offered assistance as well.
• The new connection policy has been issued to folks showing interest in hooking on to the water system during the water project.
• The billing plans have been posted on the website, as agreed upon at the February 23 meeting.
• Bob Berardo has indicated that a part is needed at the Depot Hill pump station.  A $3,900 quote was included in the packet.
• Bob Berardo has submitted information as to the training he has been working on with Shawn Erickson.

A. Hitchcock asked for clarification of the repairs that are needed at Depot Hill.  B. Berardo explained the repairs that are needed and recommended that the part be removed and possibly welded for use as a spare, since there is another identical part and it may need to be replaced in the future. B. Berardo indicated that the pump is shut down currently due to the possibility of flooding the area.  The Commission members were in agreement to authorize the repair.

Public Comment:

Marcia Westcott indicated to the Commission that she recently lost the sale of her home due to the issues with Proctor water.  Ms. Westcott inquired if there was a way for the Commission to tell her when the resolution can be expected.  A. Hitchcock indicated that there is no way to indicate when a resolution can (or will) be done until Proctor decides, and that Pittsford has no legal obligation to provide water to non-customers.  The connection is dependent on the Proctor water cut-off.  A. Hitchcock indicated that there is no commitment until at least July or August.  J. Haverstock indicated that the engineers will be exchanging information and will be reporting back to the respective towns.

Ms. Westcott exited at 6:45 PM.

Sewer:

Continued Review of Infiltration Study Reports and Various Projects at the Wastewater Treatment Facility:

M. Smith from Weston & Sampson was present to discuss the various projects that his firm is currently working on for the Town of Pittsford.

M. Smith explained that the funding is no longer available for the Arch Street, Pleasant Street and Mechanic Street from the water project being funded by Rural Development.  J. Haverstock explained that this was pulled due to the possibility of an audit of the use of the funds and these funds are earmarked for water projects.  J. Lapre inquired if the sewer project was in isolation alignment with the water project.  A. Hitchcock indicated that this is unknown, however, the projects should be done at the same time.  One recommendation was presented to shut down the water project until the funding is available for the sewer project.  Various options were discussed and no firm agreement was reached.  Otter Creek Engineering has communicated to Mr. Smith that the design for those areas is not complete.  M. Smith indicated that he has “padded” his estimate to accommodate this additional portion of the project.

M. Smith presented funding options, which were discussed at great length.  The Rural Development loan program appears to be the least expensive to the rate payer and will be investigated further.  The Rural Development program funding, if applied to the entire project recommended by Mike Smith would increase each user’s rates by $195 per year.    M. Smith explained that there are no guarantees and that the USDA must calculate the financials, sewer service area, user rates, etc to determine if the project is eligible for up to 45% grant funding.  M. Smith indicated that the current user rates are above the national average on an annual basis. Jim Plouffe from Rural Development indicated that there should be no issue with the funding as the water funding was approved with no issues.  There were other options presented for comparison and the increases were also presented and discussed.  The Commission has made no solid decision as to the funding or the portions of the project to be performed.  The first portion of the bond vote will include the entire scope of the project.  There will be public informational meetings held  prior to the proposed bond vote.  A. Hitchcock recommended that J. Haverstock research the legal warning requirements in the event that the initial bond vote does not pass.

M. Smith indicated that all forms should be submitted prior to September 1 to have a “better chance” of funding, before all of the stimulus funding is allocated.  M. Smith requested permission to begin working on a preliminary engineering report to get the process started as this is one required piece of the paperwork to be submitted.  An environmental analysis, to include the entire scope of the work to be completed, as well as a Rural Development grant loan application also must be completed soon.  M. Smith indicated that Rural Development would like these 3 documents submitted in advance of the bond vote.  M. Smith indicated that there should be a meeting of the Water & Sewer Commission prior to August 1, with an approved bond vote to discuss the contracts.

A. Hitchcock inquired if there was a requirement to include all project costs in the bond vote.  M. Smith indicated that it would be the best to seek the full amount even though much of it will be funded with grant money.

M. Smith explained each item as presented to the Commission and how the items relate to the proposed project.  The members of the Commission posed questions to M. Smith regarding these various sections of the proposed project.

There was a discussion concerning the sludge handling and the chlorine contact chamber.  J. Lapre inquired if there would be a decrease in the amount of water that is involved.  M. Smith explained that the same amount of sludge will be handled but that the proposed projects will be more efficient and safer for the operator.  There was discussion of the reduction of budget expenses.  J. Lapre discussed about the possibility of trucking sludge with the existing staff.  J. Haverstock inquired if there was anyone certified to handle this transportation.  B. Berardo explained that there is a “haz mat” requirement.  H. McKinlay inquired if there would be a need for additional manpower to handle this process.  J. Haverstock indicated that this is an infrequent process and B. Berardo explained that there is a truck at the facility about once a month. B. Berardo explained that once the digesters are operating properly, the trucking could be once every 2 months.  M. Smith recommended using a thickener.  The highest concentration accepted in Rutland is 2%, therefore, making the thickener non-beneficial.  Variable speed drives at the pump stations were also discussed.

S. Hendee explained that he & Bruce Babcock were in the process of working on the manhole covers when Mr. Babcock went on medical leave.  The project will be continuing in the near future.

M. Smith indicated that Rural Development will require that the bond vote, preliminary engineering report, environmental review, and the completed application submitted and approved and the money will be set aside so construction can occur during the summer.  Mr. Smith recommended that the projects at the Treatment Facility should be put out to bid and constructed this summer and a contact to Rural Development to make this funding retroactive.

M. Smith indicated that since there is a General Services Agreement in place, he will be able to begin work on the preliminary engineering and the environmental portion of the project immediately.  The Commission agreed to this proposal.  M. Smith suggested the beginning of the design for the pump station at Elm Street.  The design estimate is roughly $19,300, which includes the design through construction.  J. Lapre inquired how much of this amount is actual design.  M. Smith indicated that there is roughly $12,000 in design costs.  The design would not be performed under the General Services Agreement, and will be completed as a separate project.

M. Smith, B. Berardo, and S. Hendee exited at 7:34 PM.

Water:

Discussion of Water Project:

J. Haverstock reported that Markowski Excavating will begin construction as early as April 5, depending on weather and the agreement of the State AOT, with 7 crews on the project.

Robin Rowe has agreed to host the USDA on her property during this project.

The metering contract is progressing with over half of the residences scheduled into May, with an estimated completion of early July.

Proctor Water:

A. Hitchcock indicated that there was a meeting on Monday, March 15, 2010 with a fairly large turn-out.  This meeting was called by Rep. “Butch” Shaw for the benefit of the Pittsford residents.  There will be more communications coming as they become available.  More complete discussion was referred to Executive Session.

Other

None stated at this time.

Executive Session

A motion by H. Rantanen and seconded by H. McKinlay to enter into Executive Session at 7:35 PM for the purpose of Contracts and Legal Issues.  Passed unanimously.  J. Haverstock and M. Youngstrom were invited to remain.  M. Youngstrom exited at 8:12 PM.

Adjournment

The Commission exited Executive Session at 7:50 PM with no action taken.

The meeting adjourned at 7:50 PM.

The next meeting will be held on April 20, 2010.

Respectfully Submitted

Kelly Giard, Recording Secretary

_________________________________

Allen Hitchcock, Vice Chair

_________________________________

Hope Rantanen

_________________________________

Helen McKinlay

_________________________________

John Lapre

Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, and Helen McKinlay, Hope Rantanen.  Others present:  Bob Berardo, Mike Smith, Bruce Babcock, Mark Youngstrom, John Haverstock, and Kelly Giard – Recording Secretary.

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

Minutes:

The minutes from the January 19, 2010 meeting were signed with no changes.

Town Managers Report:

J. Haverstock reported the following:

• Mark Youngstrom will be meeting with the Commission in Executive Session with regard to Proctor Water scenarios.

Public Comment:

None stated at this time

Water:

Update on Project Status:

Mark Youngstrom indicated that the boring has been completed under Otter Creek, thus, completing the cross country segment of the water project.  This segment has not yet been tested.

The metering portion of the project has begun.  The Town Office has received some calls concerning pressure, mainly that reduced pressure is being noted.  There has also been some indication that some of the old meters appear to have been tampered with over time,      with the inside numbers not matching.

There is an updated timeline from Markowski Excavating in the packets for review.  There is a possibility of 4 or 5 construction crews working, especially working on the Route 7 segment.  Bruce Babcock inquired if there would be more project engineers on site.  M. Youngstrom indicated that there would be an increase in the number of resident engineers due to the increase of construction crews.

J. Lapre inquired if the departure of Bob Harrigan from Markowski Excavating would have an impact on the project.  M. Youngstrom explained that Mr. Harrigan is now employed by Otter Creek Engineering and there would be no issue with the scheduling.  There was a meeting between Otter Creek Engineering and Markowski Excavating to discuss this.  M. Youngstrom indicated that the Route 7 south segment is slated to be done first in the spring.

New Water Rates:

J. Haverstock explained that there is a memo in the packets with regard to the proposed water rates.  There was discussion concerning the current billing cycle and that meter installation taking place now would make it nearly impossible to bill based on usage.  There was a recommendation to take everyone’s last bill and add $42 (which is a portion of the bond payment) to make the calculation easier and fair to all customers.  Another recommendation would be to bill all connections at a flat rate – which may not be fair to all users.

The Board members agreed on a policy to take the last bill and adding the $42 for this current billing cycle.

J. Haverstock indicated that a notice will be sent to the users and will be discussed at Town Meeting.

New Service Connection Billing Policy:

J. Haverstock indicated that a service connection policy is not in place.  There was discussion as to which way to go with this policy.  Bruce Babcock indicated that there should be some form of charge and M. Youngstrom indicated that there should be an encouragement to have these connections as rate payers.  There was discussion that a simple connection be installed and the property owner immediately becomes a bond payer.  Once the curb stop is installed, once connection is completed and a meter is installed, then a connection fee may be charged.

A. Hitchcock recused from this topic for personal reasons.

M Youngstrom strongly recommended that any agreements with new customers not immediately seeking water service be done in written form.

J. Lapre recommended waiving the $300 connection fee and charging only the $500 application fee for new connections during the project.  The remaining Commission members agreed with this policy proposal.

J. Haverstock inquired if there would be meters available after the project.  M. Youngstrom indicated that there is a possibility of purchasing meters for future installations and that Bruce Babcock is qualified to install the meters as the Water System Operator.

J. Haverstock will communicate with residents on Route 7 that have expressed an interest in being connected to the system.

Sewer:

Continued Review of Infiltration Study Reports and Various Projects at the Wastewater Treatment Facility:

M. Smith from Weston & Sampson was present to discuss the various projects that this firm is currently working on for the Town of Pittsford.

M. Smith recommended doing the sludge pumping and the chlorine contact chamber as one project, followed by the gravity sewer improvements along Arch Street, and the Elm Street pump station. The estimated cost for all sections of the proposed project is roughly $1.3 million.

Funding options were discussed.  Currently, the USDA grant loan package is available and it is believed that Pittsford would qualify for 45% grant funding, with a discounted interest rate on a 30 year loan.  This interest rate is roughly 3.25%.  The increase to the customer would be roughly $11.00 per month, per connection; The Vermont Municipal Bond Bank interest is 3.4% on a 20 year loan, with an increase of roughly $25.00 per month, per connection; and a Vermont Clean Water SRF loan with an interest rate of 2% on a 20 year loan, with an increase of roughly $22.00 per month per connection.  A note was made that the current water upgrade is being financed through the USDA grant.  The Town has to make a formal application to the funding agencies to enter into any forms of negotiations.

Currently, there is a portion of Arch Street included in the current water upgrade project.  M. Smith has spoken with Carl Crawford, engineer with Otter Creek Engineering, to determine the portion affected in the current water project to avoid duplication of effort/expense.

A. Hitchcock inquired what raised the estimate from $1 million to the $1.3 million.  M. Smith indicated that the original estimate was out of date and that the figures had seen  updated.  J. Haverstock indicated that there is a fairly large contingency in place as well.  A. Hitchcock inquired if the original estimate included the Elm Street project.  M. Smith explained the portions that were included.

There was discussion concerning the design for the chlorine contact chamber.  M. Smith explained that there were some borings and corings done for a soil profiling, which will reduce the cost of the foundation.

J. Haverstock inquired what would happen to “old blue.”  M. Smith indicated that this would remain in place as is.  This could be used as aerobic sludge storage, however, this activity is proposed to occur in the new process.  Other options were discussed and none were cost effective.

J. Haverstock inquired if there were any other segments of the proposed upgrade that have not been designed.  M. Smith indicated that the Elm Street and Arch Street pump stations were not completely designed, however, with the contingency in place, the estimate should go down.

J. Haverstock inquired whether the funding would have the same state-wide sewer bill averaging stipulation as the water loan had.  M. Smith indicated that this information would be available, once the application process has begun.  There was discussion as to the rates.  M. Smith indicated that he is not sure what the statewide averages are and the application process needs to be done before any of this information is available.  There is a possibility that the sewer rates will need to be reviewed.  M. Smith explained that the interest rates/programs are contingent on having the contract signed with the contractor by the middle of September.
A. Hitchcock inquired what M. Smith’s priorities would be, in the event of funding limitations.  M. Smith indicated that the State is most interested in completing the chlorine contact chamber and the sludge handling first, then the Elm Street pump station, due to the amount of water that is coming through the system.  M. Smith indicated that there are several segments in the Infiltration report that can be done by the Town staff members, without a significant cost.

J. Haverstock indicated that he has discussed the Maxham’s pump station and the routine flushing of the lines with Bruce Babcock.  These topics were discussed at length with Mr. Babcock.

There was an extensive discussion with regard to the rate calculations.  A. Hitchcock recommended that M. Smith be in communication with J. Haverstock to review rate calculations to clarify the debt service.  The clarification will be beneficial in bond vote discussions.  A. Hitchcock recommended that this communication occur before Town Meeting, which will be held on Monday, March 1, 2010.

M. Smith indicated that the State has reviewed the sludge pumping design and the designs for the chlorine contact chamber raised a question as to how the solids will be addressed.  M. Smith presented recommendations, one of which was to address the flows coming into the facility, and the other which was to retrofit the existing facility with a process modification or additional tankage to allow for settling.  There is a need to keep the solids from leaving the facility and going to the river.  A. Hitchcock inquired if there would still be an issue if the plant flow remained at 85,000 gallons.  M. Smith indicated that the plant is “deficient” in many areas.  The Depot Hill costs for repair are not included in the estimate.  These costs are minimal and there may be minor repairs, such as replacing drives, depending on the size of the motors in place.  M. Smith recommended giving time to see how many solids are coming through to help with the spikes.

There was discussion with regard to the Maxhams’ pump station and the regular flushing of the system to help lower any spikes.  Bruce Babcock indicated that Maxhams’ is private, as well as it is not believed to have any impact on the spikes.  Also, the regular flushing of the system is maintenance on the lines.

M. Smith exited at 7:10 PM.

Discussion of Visit to the WWTF by Agency of Natural Resources:

J. Haverstock reported that there was a request for information from Agency of Natural Resources with regard to the past dispute with Green Mountain Engineering.  (The facility was designed to maintain a capacity of 85,000 gallons).  This followed the on-site visits made by the same gentleman, Gary Urich.

Bob Berardo reported that Mr. Urich from the Agency of Natural Resources recently visited the facility and would like the sludge situation resolved.   J. Haverstock had met with Mr. Urich, then, Mr. Urich returned to meet with Bob Berardo and asked specific questions as to what occurs where and in what tank.

Monthly Wastewater Treatment Facility Flow Report:

There was discussion on the Flow Report and the only noticeable spike was related to a rain event on January 25, 2010.

Bob Berardo exited at 7:15 PM.

Other

J. Haverstock indicated that there have been communications with representatives from Proctor with regard to the water system and the abandonment of the Pittsford residents that will be affected.  There was indication that this will not occur for at least one year or more.  The alternate sources need to be functional.  Rep. “Butch” Shaw has recommended holding an open meeting for the residents that are affected.  There will be more discussion regarding this meeting as details are available.

Executive Session

A motion by H. Rantanen and seconded by H. McKinlay to enter into Executive Session at 7:35 PM for the purpose of Contracts and Legal Issues.  Passed unanimously.  J. Haverstock and M. Youngstrom were invited to remain.  M. Youngstrom exited at 8:12 PM.

Adjournment

The Commission exited Executive Session at 8:14 PM with no action taken.

The meeting adjourned at 8:14 PM.

The next meeting will be held on March 16, 2010.

Respectfully Submitted

Kelly Giard, Recording Secretary

_________________________________

Allen Hitchcock, Vice Chair

_________________________________

Hope Rantanen

_________________________________

Helen McKinlay

_________________________________

John Lapre

Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, and Helen McKinlay. Absent:  Hope Rantanen.  Others present:  Bob Berardo, Mike Smith, Shawn Hendee Mike Tyl, Patti Tyl, Bruce Babcock, Todd Blow, Susan Feenick, Warren McCullough, Rick Anderson, Clyde Walton, Marie Walton, Bill Deehan, Leigh Deehan, Susan Morale, Chad Fod, Virginia Anderson, Jorja Darby, J. Paul Darby, David Rowe, Tom Carrara, Rob Howland, Mary Jean Wasik, Richard Marchinkoski, Pamela Smith, Trip Westcott, Marcia Westcott, Hank Pelkey, Bruce Paynter, Anita Paynter, Barb DeLong, Gordon DeLong, John Haverstock, and Kelly Giard – Recording Secretary.

Allen Hitchcock, Chairman, called the meeting to order at 6:33 PM.

Minutes:

The minutes from the December 15, 2009 meeting were signed with minor changes.

Town Managers Report:

J. Haverstock reported the following:

• Proctor has indicated plans to discontinue service from its surface water source in Chittenden and the line running through Pittsford.  The choice made by Proctor affects roughly 70 Pittsford residences along this transmission line.  Mark Youngstrom of Otter Creek Engineering was present with regard to this topic.

Public Comment:

None stated at this time

Water:

Discussion of Proctor Water Customers in Pittsford:

Mark Youngstrom indicated that he was asked by the Water & Sewer Commission to research the possibility of servicing Pittsford residents that are currently being serviced by the Proctor Water Service, which is to be discontinued by Proctor.  Mr. Youngstrom presented maps for attendees to review.  A large majority of the customers are too high in elevation for Pittsford to serve.  There are roughly 4 customers on Oxbow Road; 2 customers on Route 3; and Corn Hill is considered to be “marginal” at this time.  Mark Youngstrom’s letter report with these findings was distributed for residents to review.  Mr. Youngstrom explained that the existing line is roughly 100 years old, hand dug, very shallow and the only reason it does not freeze is its continuous flow at roughly 300 gallons per minute.

Residents raised the following concerns for discussion:

• Is the alternative to drill our own wells?  Mr. Youngstrom referred this matter to the Proctor Select Board.  J. Haverstock indicated that recent communications with Proctor have indicated that it will take “several months, if not more” for Proctor to complete the decision making process, which will include development of the other source and what compensation, if any, it offers to Pittsford residents as customers.  Mr. Youngstrom indicated that Proctor may be conducting additional studies before any conclusion is reached.
• Proctor may be going to Bond Vote with regard to this topic.  Mr. Youngstrom indicated that a Bond Vote would be required to upgrade the system in Proctor.
• What are the legal rights, laws, etc. with regard to water ways and services?  Mr. Youngstrom indicated that this is not an unusual circumstance and the other municipalities affected provided water service via wells, however, there may be other instances involved, such as deeds, which will need to be reviewed individually.  J. Haverstock inquired if the residents involved should organize themselves, be in touch with Proctor public meetings, and be in contact with Water regulators within the State.  Mr. Youngstrom made no solid recommendation, other than communications with Proctor.
• Is an attorney involved with Proctor?  Bruce Paynter indicated that Paul Kulig was hired on November 23, 2009.  Mr. Kulig was involved when Pittsford and Chittenden were in a similar situation.
• What would the impact be of drilling 70 wells on the aquifer?  Mr. Youngstrom indicated that the individual household water demand is quite low and there should be adequate water for all.
• Is it possible to add a waterhead at the Nickwackett source to cover the problem?  Mr. Youngstrom explained that there is a water storage tank in place in Pittsford and Florence and a water main, booster pump and pump station would be required to pump the water back up for service, which would prove to be very costly.
• Is the line from Chittenden through Pittsford being abandoned due to issues and is costly to fix?  A. Hitchcock explained that the State will no longer accept Proctor’s water source due to chlorination and contamination concerns.  Mr. Youngstrom indicated that the water source is excellent, however, the investment to the water filtration source is too costly in Proctor’s view.  Mr. Youngstrom explained various piping issues that could cause several serious outages in the event of a pipe breaking.
• Is there a consideration of Pittsford contributing to the upgrade of the Proctor filtration/chlorination project?  A. Hitchcock indicated no.
• Tom Carrara inquired if there is a mortgage in place on a bond debt for the work done in Chittenden.  Mr. Youngstrom referred this matter to the Proctor Select Board, following much discussion.
• What are the intentions of the Proctor Select Board?  A. Hitchcock referred this matter to the Proctor Select Board.
• The Pittsford Town Manager has received communications from the Proctor Select Board and was asked to relay the message that the affected Pittsford residents would like to have communications with the Proctor Select Board.  J. Haverstock asked Pittsford residents that would like to receive updates should  please leave the e-mail or mailing addresses.
• Anita Paynter inquired why communications from Proctor in January 2009 “hinting” that this may occur had not been communicated to the affected residences.  J. Haverstock indicated that there was nothing received until recently that this topic was actually a reality and not “hypothetical”.

Mr. Youngstrom indicated that if there are any future questions, please get these to J. Haverstock and he will forward the questions for answering.

Residents exited at 7:03 PM.  Remaining for the meeting of the Water & Sewer Commission were:  Allen Hitchcock, Helen McKinlay, John Lapre, Gordon DeLong, Barb DeLong, Shawn Hendee, Bruce Babcock, Hank Pelkey, Bob Berardo, Tom Carrara, Mark Youngstrom, Mike Smith, John Haverstock, Kelly Giard – Recording Secretary.

Update on Project Status:

Mr. Youngstrom indicated that Markowski Excavating has shut down for the winter.  Markowski Excavating is currently behind schedule and meetings have occurred with regard to this topic.  There is a possibility of a subcontractor being hired in the spring to assist with this project.  There will be a number of crews working on this project in the spring (possibly 5 pipeline crews).  The Otter Creek crossing will possibly occur in the next week or so.  Mr. Youngstrom explained the various portions of the project which will occur when the project is back in the Spring.
A. Hitchcock inquired if there has been enough exploratory drilling done to determine the route for the Otter Creek portion.  Mr. Youngstrom explained the process and this is all weather-dependent.

Mr. Youngstrom indicated that there is a pothole on the Kendall Hill Road.  Markowski Excavating had a crew repair this section, temporarily and it will be repaired permanently when the weather cooperates.

J. Haverstock inquired if the “add-ons” are still within budget from Rural Development so the Pleasant Street, Mechanic Street and Whipple Hollow Road segments can still be considered for grant funding.  Mr. Youngstrom indicated that these are to be included in the project.

The intention is to begin the installation of the meters, hopefully the first or second week of February.  Currently, the lead-free parts are still an issue.

Sewer:

Review of Infiltration Study Reports:

M. Smith inquired if there were any comments or concerns following the review of the I & I Study.  J. Haverstock indicated that Bruce Babcock had concerns with regard to the door-to-door study for sump pumps.  Mr. Babcock indicated that residents were asked to sign a certificate at the time of the last inspection.  Mr. Babcock indicated that a lot of houses have foundation drains, that would not have shown in the smoke testing.

A. Hitchcock indicated that on page 8 of the report, there is a confusion of “Proctor” library and it should read “Pittsford” or “MacLure” library.

J. Haverstock indicated that he asked Mr. Smith to discuss the 3 segments of the project.  (1 – the infiltration report; 2 – the sludge handling; 3 – the chlorine contact).

Mr. Smith began with the work to be done at the Treatment Plant.  Weston & Sampson was already under contract to design the sludge pumping system and the chlorine contact chamber.  The State agreed to peaking factor of ‘2’, with the stipulation that there were modifications made to the pumping schemes.  A copy of this report has been received by J. Haverstock.  The proposed size of the chlorine contact project is roughly 11,000 gallons, divided into 2 sections of 5,500 gallons each.  Mr. Smith presented much information to cover the project for discussion.  The cost of the chlorine contact and the sludge pumping (including the fabric covers, which may be eliminated) design and construction is roughly $480,000.  Mr. Smith indicated that there were some items included that were not originally planned and Mr. Smith explained one as being the old concrete walls are still in place and not buried far in the ground, so, this could cause more labor; a small single pump station is included to easily wash solids into this pump station when cleaning is occurring.

A. Hitchcock indicated that the collection system changes are required before this is effective.  Mr. Smith explained that the collection system is the root of the problem.

J. Haverstock indicated that the projected cost for the entire 3 portions of the project is roughly $1 million.

Bruce Babcock inquired what would occur at the Elm Street pump station.  Mr. Smith indicated that this would be a replacement, costing roughly $80,000.

Mr. Smith indicated that variable speed drives, which could be included at the pump station at Depot Hill, will level out the flows in the system.  A. Hitchcock indicated that the Town could now just spend the little money to repair the Maxham’s pump station, as well as the manhole covers.

Mr. Smith discussed the Arch Street sewer system to Mechanic Street.

Mr. Smith indicated the priorities as being:  1) Treatment Facility; 2) Elm Street – adjusting the sewer line next to the pump station; 3) Arch Street.  There is a possibility that this project is eligible for funding through Rural Development for up to 45% of the entire project.  There was much discussion surrounding each of these segments.

Mr. Smith indicated that he will be in contact with J. Haverstock with regard to the bond information.  J. Haverstock inquired if there is a timing factor to secure funding.  Mr. Smith indicated that there is very little competition for available funding.  A. Hitchcock inquired about the timing structure from design to bidding to construction.  Mr. Smith indicated that what is to be included in the bond needs to be reviewed; an application for funding needs to be submitted to Rural Development, to include the report as presented and communications received from the State describing the urgency.

Bruce Babcock inquired what the increase to the user rates would be.  Mr. Smith will work with J. Haverstock to present this information to the Commission for review and discussion.  Commission members agreed to include all project aspects and have a vote at the February 16th meeting.

Mr. Smith recommended a General Services Agreement be in place with Weston & Sampson.  Mr. Smith explained and discussed the particulars of this agreement to the members of the Commission.  The members of the Commission agreed to this proposal.

Request from Otter Valley:

J. Haverstock indicated that he spoke with Nancy Robinson with regard to the upcoming sewer project at Otter Valley Union High School.  Bob Berardo, Jack Shedd, and Mike Smith met with Ms. Robinson and discussed the project, which is anticipated to occur between May and August 2010.  Otter Valley has agreed to pay contract adjustments for extra time that Bob Berardo and Jack Shedd are required to assist in the lowering of the lagoons.  Bob Berardo indicated that there would be no impact on the work that is required at the Town facility.  Bob Berardo is agreeable and is under the impression that the extra work load could be handled on Saturday and/or Sunday.  The overtime is to be billed to Otter Valley accordingly.  J. Haverstock indicated that Shawn Hendee is operating on a Provisional Certificate and could assist with this work at Pittsford’s Waste Water Treatment Plant.

Monthly Wastewater Treatment Facility Flow Report:

There were no noticeable discrepancies.

Other

Bob Berardo has expressed safety concerns with regard to Otter Valley.  J. Haverstock is in communication with the authorities at Otter Valley to address these concerns and will advise the members of the Commission.

Executive Session

A motion by A. Hitchcock and seconded by H. McKinlay to enter into Executive Session at 7:55 PM for the purpose of Contracts, Personnel, and Legal Issues.  Passed unanimously.  J. Haverstock was invited to remain.

Adjournment

The Commission exited Executive Session at 8:13 PM with no action taken.

The meeting adjourned at 8:14 PM.  The next meeting will be held on February 16, 2010.

Respectfully Submitted

Kelly Giard, Recording Secretary

Allen Hitchcock, Vice Chair

Hope Rantanen – ABSENT

Helen McKinlay

John Lapre

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

Minutes:

The minutes from the November 17, 2009 meeting were signed with minor changes.

Town Managers Report:

J. Haverstock reported the following:

• A new construction timeline has been received from Markowski Excavating with regard to the Water Project.  This was included in the packets for review.
• Ti Sales (the unsuccessful water meter contractor) has been in contact regarding its disappointment with J. Haverstock and this was referred to Mark Youngstrom for follow up and no further communication is expected.
• Material Safety Data Sheets have been received from a business that was visited with regard to the dumping of dyes into the sewer system.  These have been forwarded to the State for their review and input as to the possible effects on the facility.  There was discussion regarding this and A. Hitchcock inquired if there would be any testing of the dyes.  J. Haverstock indicated that this may occur in the future, however, the tests are very costly.  The initial review will indicate if the dumped materials are toxic or harmful.
• Mike Smith indicated that Pittsford holds priority numbers 62-63-64 on the State pollution priority lists for FY ’10 funding with regard to previously submitted estimates including the chlorine contact tank, plant modifications, and the main replacements on Mechanic and Pleasant Streets.
• Shawn Hendee’s performance has been assessed and the Town is currently seeking a Provisional Certificate for his continued performance as an operator at the Wastewater Facility.

Public Comment:

None stated at this time.

Water:

Water Leak on Whipple Hollow Road:

J. Haverstock reported that there was a leak in the area of the Sharon Carpenter property.  Bruce Babcock recommended replacing the entire line as this is a plastic pipe that has experienced previous failures.  This line is roughly 980 feet long.  M. Youngstrom and C. Crawford have been contacted to investigate the possibility of adding this to the current water project.

A. Hitchcock inquired if there is a “water hammer” that is causing these failures to occur.  J. Haverstock reported that Mark Youngstrom explained that it is water and air that is rushing through the line and compounds to cause the breaks.  Haverstock related that Bruce Babcock has said that Omya has addressed this issue.

J. Lapre indicated that he has had this issue for 7 years and has had pressures in excess of 150 psi.  Upon the increase of his pressure valve, there were leaks elsewhere on the line.

Update on Project Status:

Carl Crawford and Mark Youngstrom were present to explain the progress to date of the water project.

C. Crawford reported that the Pine Woods Road main line is installed, however, not tested or in service; the section from Pine Woods road to Kendall Hill Road is installed; in the section between the beginning of Kendall Hill Road and the top of the hill past the railroad tracks, ledge was hit last week and was rock hammered out, however, blasting will need to be done, once tests and insurance are in place; the area from the railroad crossing to the West Creek Road is complete; the area down West Creek Road to Smith Pond is complete with the directional drilling done; the area adjacent to Smith Pond is complete; the Otter Creek River area is not complete and boring is not complete.  There is a possibility of moving the boring under the river to a different direction.  C. Crawford explained the process and there is a possibility of trying to bore in a different direction on hanging the line on the bridge (not recommended).

There are currently two crews working on the project.  One crew is working in the area of Smith Pond doing directional drilling and the second crew is working near the Railroad trestle in the area of Omya.

As reported at the last construction meeting, work will continue on West Creek Road and  the cross country line to the pump station.  Work will stop soon due to the weather, with the possibility of doing some inside pump station work done over the winter.

The project will resume in the spring with Windy Hill Road, Plains Road, Furnace Road, Arch Street, Mechanic Street, Pleasant Street, Elm Street and Route 7 South.

The project is roughly 1/3 complete and there is concern that the project may be behind, however, Markowski Excavating has assured C. Crawford that they will do what is necessary to complete the project on time.

There was discussion concerning the possible ways to bore across the Otter Creek area.  C. Crawford explained to the members of the Commission the process of the boring in this situation.  C. Crawford explained other situations that had arisen in other situations and some tests will be done to find the best way across the river.

C. Crawford is looking at maps with concern to the Whipple Hollow Road situation and would like to use the same materials that are currently being used in the rest of the project.  Mr. Youngstrom has been working on the permits that need to be obtained for this project and is working on the funding portion.  M. Youngstrom explained that the project can be done as long as there is not an operational hydrant at the end of the line until all permits (including the archeological) are in place.  M. Youngstrom has been in contact with Jim Plouffe from Rural Development (the funding source) regarding this section and it was indicated that the Whipple Hollow Road section must be paid for at the end of the project, with excess grant funds.  M. Youngstrom recommended speaking with Omya representatives with regard to this situation and will work with J. Haverstock to communicate the delicacy of the line to the user.  J. Haverstock will work with M. Youngstrom with regard to the Whipple Hollow Road portion and any permits that are required.

C. Crawford discussed the sewer sections on Mechanic and Pleasant Street.  The design should be completed so that this section can begin early in the spring.  M. Youngstrom indicated that the funding should be going through and there should be no issues with permitting as the sewer is currently in place in the street on both streets.

J. Haverstock indicated that a call was received from Giddings Equipment inquiring if the water project was available that far south.  There was discussion regarding the expense implications as there may not be enough customers to justify it.  M. Youngstrom indicated that there may be some hydraulic issues due to the increased elevation.  This section will need to be reviewed and the possible customers may need to give a firm commitment before any decisions can be made to increase the reach of the project.

Discussion of Proctor Water Customers in Pittsford:

M. Youngstrom indicated that he has no further information on this topic.  M. Youngstrom has some information to review and it is believed that there may be some hydraulic limits that might require a booster station.

J. Haverstock indicated that he has had e-mail communication with a resident on Adams Road and has included this information in the packet for members to review.

M. Youngstrom exited at 7:13 PM.

Sewer:

Review of Infiltration Study Reports:

Mike Smith presented the draft report of the study for members to review.  M. Smith highlighted the following recommendations:

• Replacement of the Elm Street pump station for $81,000
• Repair the Depot Hill pump station for $40,000
• Replace the sewer on Mechanic and Pleasant Streets (possibly incorporate with the current water project)
• Point repairs on the north end of Arch Street.  The 6” main is in poor condition – the recommendation is to abandon the service on the east side of the road and move the service to the west side of the road and replace the system.  There is roughly 2200’ at $155 per foot for the repairs to correct the infiltration.
• Disconnect storm drain located at Depot Hill Road and Route 7, which is located on the east side of the road.  This storm drain is believed to be connected to the system near Pittsford Auto Sales.
• Manholes should be sealed, costing roughly $40,000, to reduce the infiltration of storm water.
• Implement a collection system flushing program.  The estimated cost for this is roughly $3,500 per year; roughly $.75 per foot, done on a ¼ system cycle per year, with the exception of the “trouble spots”.  This project should be bid out for the services.
• Conduct a house – to – house survey to assure that there are no sump pumps being used while connected to the system.
• Assume that the pump station located at the Maxham property cycles less frequently than presently, thus reducing “spikes” of flows at the Wastewater Treatment Facility.

These highlights were discussed and the report is available for review by the Commission members.

A. Hitchcock inquired if there would be any cost reductions of operating the Wastewater Treatment Facility if the recommendations are implemented.  M. Smith explained that the size of the system and the fairly large pump station discharges are the reasons for the facility to be overwhelmed by infiltration.

A. Hitchcock inquired if there was a way to control the pump station volumes releasing to the main facility.  M. Smith indicated that there is roughly 1/3 of the discharge is coming from Depot Hill; Elm Street is pumping roughly 73% of the groundwater that is treated at the facility.  C. Crawford indicated that the flap valve repair would eliminate some of this surging.  M. Smith explained the process that would be required to repair the flap valve, and indicated that the price would be roughly $5,000.

Review of Sludge Handling Design/Chlorine Contact and Bid Status:

M. Smith explained the graph that was presented to the members of the Commission.  A letter to the State is recommending repairing the flap valve at the pump station, constructing a 2-cell chlorine contact tank, thus reducing the size of the tank.  There was explanation of the flows and tank size.  The proposed tank size is 11,000 gallon volume; divided into two 5500 gallon cells.  Currently, the size is 8’ X 8’ and a 16’ X 20’ tank is proposed, however, depth is a consideration.  The estimated cost for this project is $250,000, which includes some contingency funds.

A. Hitchcock inquired how the projects would be prioritized.  M. Smith explained that the sludge and chlorine contact chamber need to be completed first as there are State issues involved.  The rough estimate for the sludge handling is $225,000.

Other priorities discussed were:

• Sludge and Chlorine Contact Chambers
• Elm Street Pump Station
• Flap Valve Replacement

M. Smith has a draft letter with construction schedule; tank design; sludge design ready for J. Haverstock to review and submit to the State.

M. Smith indicated that Weston & Sampson is under contract for the design of the tank.

A. Hitchcock inquired about the timing of the State accepting the proposal.  M. Smith indicated that this may take up to a month.  A. Hitchcock recommended that the project move ahead.  M. Smith recommended contacting Rural Development for the funding.

A. Hitchcock recommended that the information be ready for review at the January 19, 2010 meeting.  M. Smith will supply the funding information and inquire about preliminary eligibility for these projects.

Review of Monthly Wastewater Treatment Facility Flow Report:

There were no notable items noted.

Other

Bob Berardo has expressed safety concerns with regard to chemical handling at Otter Valley.  J. Haverstock is in communication with the authorities at Otter Valley to address these concerns and will advise the members of the Commission.

Executive Session

None required at this time.

Adjournment

The meeting adjourned at 8:06 PM.

The next meeting will be held on January 19, 2010.

Respectfully Submitted

Kelly Giard, Recording Secretary

Allen Hitchcock, Vice Chair

Hope Rantanen

Helen McKinlay

John Lapre