Town of Pittsford, Vermont » Water & Sewer Commission

Water and Sewer Commission

topeditor — Tue, 20 Dec 2011 21:59:27 +0000

TOWN OF PITTSFORD

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 & Sewer Commission

topeditor — Tue, 15 Nov 2011 18:16:47 +0000

TOWN OF PITTSFORD

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

topeditor — Wed, 19 Oct 2011 01:22:44 +0000

TOWN OF PITTSFORD

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 & Sewer Commission

topeditor — Tue, 20 Sep 2011 13:04:31 +0000

TOWN OF PITTSFORD

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 & Sewer Commission

topeditor — Tue, 16 Aug 2011 18:31:10 +0000

TOWN OF PITTSFORD

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

Water & Sewer Commission

topeditor — Wed, 27 Jul 2011 17:30:36 +0000

TOWN OF PITTSFORD

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

Water & Sewer Commission

topeditor — Tue, 26 Jul 2011 17:29:27 +0000

TOWN OF PITTSFORD

WATER AND SEWER COMMISSION

July 26, 2011

Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, Hope Rantanen, and Helen McKinlay. Absent: Bob Harnish. Others present: Bob Berardo, Mike Smith, Tom Carrara, 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 June 21, 2011 meeting were signed, with minor grammatical corrections.

Town Managers Report:

J. Haverstock indicated that he has had communications with a resident from Depot Hill that recently had a water abatement considered in Executive Session. The resident indicated that he may possibly attend a future meeting of the Commission.

There has been no follow-up communications from Michael Leehy with regard to a letter that was sent.

The water utility bills have been sent to the users and there have been fewer calls with concern to the size of bills and confusion about the rates.

A. Hitchcock inquired if there has been any further communication with Rick Curtis with regard to the meters on the property. J. Haverstock indicated that he had returned his call but had not yet spoken with him. A. Hitchcock explained that there are two meters and the business usage is averaging 126,000 gallons of water, and the only water that is used is to wash cars. J. Lapre recommended that Mr. Curtis record daily readings and usages.

J. Lapre recommended that water conserving ideas be published in the next Newsletter.

Public Comment:

D. Parkinson indicated that there were 16.5 million gallons of water billed this last cycle, and inquired who reads the meters. J. Haverstock indicated that Chris Goodrich from EJ Prescott read the meters together with Bruce Babcock and Shawn Hendee, who are training.

D. Parkinson discussed the billings related to Omya’s water usage and inquired if OMYA meters were read remotely. Ms. Parkinson presented a couple of OMYA bills, stating that there was some confusion as to the amount of water that was used and billed for Omya West. J. Haverstock will research the matter.

Water:

Discussion/Adoption of Swimming Pool-Filling Policy

There is information in the packets for review and this topic was tabled for review at a future meeting.

Sewer:

Update on Project Status – Phase I:

Mike Smith reported that Phase I of the project at the Wastewater Treatment Facility came in well below expected bid cost, which allowed additional items to be completed. Some of the additional items done included a light over the tank, walkways, additional piping for truck loadings, and the potable water supply. The overall end result is that Phase I will end approximately $5,000 over budget.

Mr. Smith indicated that there are some issues that have arisen due to the changes at the facility. The issues include algae growing in the larger contact chamber and Mr. Smith is working with Bob Berardo on this issue. The algae growth is common in Vermont and Mr. Smith indicated that he has spoken with other facilities and the State and is looking for helpful information from these contacts.

Mr. Smith indicated that the flash mixer was installed in the old chlorine contact chamber. Mr. Smith explained the process and how the solids are extracted from the water before treatment. Mr. Smith explained that the rapid mix tank keeps the solids in suspension and that Bob Berardo learned that not using the mixer during high flow times allows additional solids to be retained within the structure. The hope is that the mixer will be allowed to be left on when the I & I repairs have occurred. A. Hitchcock inquired if there is a potential for regulatory issues at the facility. Mr. Smith indicated that the tests are done on the effluent that is leaving the facility. Bob Berardo indicated that the State tests for e-coli. Mr. Smith explained that when the solids are remaining in the plant, less chlorine is being used. J. Lapre inquired if this was the reason that the algae is growing. Mr. Smith indicated that it is not believed to be the issue. Mr. Smith explained that cleaning is the only answer to eliminating the algae. A. Hitchcock recommended to keep the algae issue on the agenda for future review and discussion. Bob Berardo explained that 67,180 gallons of sludge has been decanted and fewer chemicals are now being utilized in the treatment process.

Tom Carrara inquired about the amount of money that has been spent on Phase I of the project. Mr. Smith indicated that the estimate was for $450,000, including the cost of the digester covers. The bid received of $409,000, plus the pump changes, electrical work, water, and engineering, totaling $505,000.

Ms. Parkinson inquired about the timeframe of collecting the 67,000 gallons of sludge. Bob Berardo explained that this has been collected from July 1 through July 26 and that less water content is being hauled within the sludge.

Mr. Smith indicated that he had communication with the contractor to discuss the possibility of not installing the digester covers to save money on the project and apply the funds elsewhere. Mr. Smith has concluded that it is too late to abandon the idea because the supplies have been purchased. There was discussion concerning the use of the covers and the benefits involved.

Mr. Smith indicated that there have been some issues with the effluent flow meter that was installed outside the building. Mr. Smith indicated that he has setup a spreadsheet to help with the readings and Bob Berardo indicated that the readings from the two flow meters had an approximately 3.4% variance.

Tom Carrara inquired if there are still flow spikes, as have occurred in the past. A. Hitchcock indicated that many of the spikes have diminished, and the hope is that with the completion of Phase II, the spikes may be further reduced.

Bob Berardo indicated that there are improvements with the treatment process as a result of the facility upgrades and the filling of the trucks now is much cleaner and reliable.

Tom Carrara inquired what the rate increase was to the users. J. Haverstock indicated that there has been no increase yet reflecting sewer project work and the current rate of $300 covers a 6-month period. There was discussion that the sewer rate may be adjusted to reflect the water usage.

Status Update on Phase II of the Project:

Mr. Smith explained that the bids were opened on July 20, 2011. The bids included the gravity feed line from Kamuda’s to the junction by the Wastewater Treatment Facility, new sewer lines on Pleasant Street to straighten the lines to improve the flow, to correct the depth of the lines on Mechanic Street as the line is too small and shallow, replace the pump station on Elm Street, Insitu rehabilitation on the Plains Road line to prevent root intrusion, 1200’ of pipe on Arch street of ductile iron 8” pipe on Arch Street where the water project ended, and road reclamation. The anticipated costs were $1.295 million. Belden Construction bid $1.399 million; Markowski Excavating bid $1.45 million; and Willey Earthmoving bid $1.559 million. The bids did not include the Arch Street culvert, which was solicited as a potential change order. Belden Construction priced the culvert at $102,000; Markowski Excavating priced the culvert at $72.000; and Willey Earthmoving priced the culvert at $79,000. Mr. Smith indicated that his anticipated price for the culvert was $105,000. There was discussion that the culvert project should be completed by the same contactor as the Phase II portion so there would be a reliable warranty in place. Mr. Smith indicated that he has contacted Belden Construction regarding the culvert bid price and the price was adjusted to $87,000 (a $15,000 reduction). Mr. Smith recommended that the culvert project be included in the sewer project. The culvert pricing is not eligible for the Rural Development funding, therefore it would require Select Board approval. Mr. Smith explained the type of culvert that would be used in the project.

J. Lapre inquired if any structural engineering tests have been done at the culvert site. J. Haverstock indicated that there have been hydraulic tests and Mr. Smith indicated that the culvert was visually inspected and reviewed.

The budget for the project was discussed at great length. A bidders qualification form was requested from Belden Construction and was reviewed. Mr. Smith also indicated that he spoke with other municipalities and received positive feedback regarding Belden Construction.

The contract meeting is scheduled for August 4, 2011. Mr. Smith indicated that he has asked Bob Berardo, Bruce Babcock and Shawn Hendee to attend to discuss any issues relating dissatisfaction with Belden’s work on past projects.

Mr. Smith presented the project summary for discussion. Rural Development requires monthly reports as to project status and accounts payable. Mr. Smith indicated that there is currently $1.358 million available from the initial fund allotment from Rural Development. The lowest bid that was received was $1.399 million. The project would be running a deficit of approximately $209,000, if constructed as submitted to bidders. Mr. Smith presented a proposal of ways to cut portions of the project to bring the amounts more in line and not run a large deficit. There was much discussion with each of the areas of potential cuts.

Mr. Smith indicated that the manholes and the culvert require the most lead time. Mr. Smith indicated that it would make sense to issue the Notice of Award to Belden Construction so bonds and culvert can be ordered. The scope of the project can be changed at any time with a Change Order. A. Hitchcock recommended that this topic be reviewed at the Select Board meeting on August 3, 2011. Mr. Smith was invited to attend the Select Board meeting to discuss the Arch Street culvert.

Mr. Smith was asked to review the bids and price out the possible “cuts” and report back to the Water & Sewer Commission. The decision was to hold an Emergency Meeting of the Water & Sewer Commission on July 27, 2011 at 6:30 PM. Mr. Smith indicated that he would e-mail the written information for review and would be available to attend via conference call.

Other:

J. Haverstock reports that the utility replacement cost for the Route 7 upgrade on the north end of Town (Plains Road northward) is $294,000 and recommended that this topic be discussed with the Select Board.

J. Haverstock reported that he has been in communication with Mark Youngstrom with regard to the request recently received from Fire District #1. The decision was to wait for Mr. Youngstrom to review the Fire District’s proposal and, if the Fire District funds a feasibility study, to await its results.

Executive Session:

None necessary at this time.

Adjournment

The Commission adjourned at 8:40 PM.

An emergency meeting of the Commission will be held on July 27, 2011 at 6:30 p.m.

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

Water & Sewer Commission

topeditor — Tue, 21 Jun 2011 17:47:13 +0000

TOWN OF PITTSFORD

WATER AND SEWER COMMISSION

June 21, 2011

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

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

Minutes:

The minutes from the May 17, 2011 meeting were signed, with no corrections.

Town Managers Report:

J. Haverstock had no report other than agenda items for discussion.

Public Comment:

D. Parkinson inquired if there was an update on the level of the reservoir to activate the Florence Pump Station. J. Haverstock indicated that Bruce Babcock reports that the Plains Road reservoir would need to drop below 14 feet to activate the Florence Pump Station. At the level below 14 feet, the alarms will sound and alert those on the call list, so the operator on call is aware of the issue.

Water:

Update on Project Status:

J. Haverstock reported on the following:

There was a meeting between Carl Crawford, Dave Markowski and J. Haverstock with regard to the pricing on the Route 7 service work. Markowski Excavating will be recalculating the costs and will be in communication with Otter Creek Engineering. J. Lapre inquired if there were any special VTRANS requirements for this work. J. Haverstock indicated that there have been no known VTRANS objections or concerns. J. Haverstock reported that there are 11 or 12 services involved in this work. Otter Creek Engineering indicated that there will be a very small amount of funds remaining for the Oxbow Road line replacement project. A list of the Route 7 services involved was included in the packets for review.
There have been three water meter ball valve failures, causing water to go into basements. The Lothrop School, The Pittsford Commons, and Mitchell T’s were the basements involved. There will be some plumber bills and a carpet at Mitchell T’s that will need replacing. Rod Dubois has been notified, as well as the valve manufacturer. The belief is that this is possibly due to brittleness caused by the new “no-lead” reguirement. There will be a determination of how many of these valves were used throughout town and there is a possibility that the valves will need to be replaced in the future. J. Haverstock indicated that he was not sure if the valves EJ Prescott Co. will need to be replaced. J. Lapre inquired if the issues were related to the larger users and the larger diameter pipe being utilized. A. Hitchcock expressed concern that the residents should be contacted, to minimize any possible issues or expenses. J. Haverstock indicated that the school and the Commons incurred plumbing costs due to the timing of the incidents (being on the weekend). J. Lapre indicated that maybe an extended warranty could come from MBS, and that the Town should try to avoid a panic throughout the system. J. Haverstock indicated that the discussions have been cooperative.
There was recently a meter reading for the 6-month billing. There were a few that had technical issues and have been read manually. There is one meter that needs to be read and there is difficulty contacting the homeowner. J. Haverstock indicated that these meters have had various issues and most of these issues have been resolved. J. Lapre inquired if there was a way that the Commission could discuss the billing cycle. H. McKinlay indicated that the billing had traditionally been January 1 through June 30 and July 1 through December 31. J. Haverstock explained that the billing was done this way because of the time that the meters were installed and read initially. J. Haverstock indicated that there is a notice being included in the billing explain that the dates will be moved back toward the original dates.
A. Hitchcock indicated that it would be helpful if there was a listing of issues by project included in the packets so the Commissioners could follow the progress of the various projects. J. Haverstock will work on this type of information.
J. Haverstock reported that Route 7 erosion was discussed at the meeting with Markowski. Dave Markowski indicated that Tom Roberts from AOT explained that fill could be included to cover the roots on Route 7. J. Haverstock indicated that he will communicate the continued concerns of the Town to Otter Creek Engineering.
Dave Markowski, Carl Crawford and J. Haverstock met with Ed Butler at his property on the corner of Route 7 and Pine Woods Road. Mr. Butler explained his concerns about his lawn restoration and Markowski will remove 4 inches of the topsoil and resoil and reseed the property. Mr. Butler agreed to the time frame of mid-August through mid-September, as proposed by Markowski Excavating.

Discussion of Fire District:

David Pearson was present to discuss Pittsford Fire District #1. Mr. Pearson inquired if the town would consider placing Fire District #1 on the town water supply, and if so, under what conditions.

Mr. Pearson indicated that there are 24 single-family connections and one vacant lot available for future connection in the Fire District. Mr. Pearson indicated that there are only 4 residences that have meters currently. Mr. Pearson indicated that the connection would come in at the area of the Red Barn Apartments, which would connect in the area of the current well head.

Mr. Pearson inquired if the Town would be interested in the current equipment that is in place.

Mr. Pearson indicated that there is a current “foot traffic only” right of way in the area of the Red Barn Apartments and a right of way would need to be in place for the under ground water lines.

A. Hitchcock inquired why the interest in connecting to the Town water. Mr. Pearson indicated that the costs have risen and there have been a number of issues recently. A. Hitchcock indicated that an engineering study would be needed to determine what is involved in this connection. J. Haverstock indicated that Bruce Babcock should be consulted concerning this project. A. Hitchcock proposed that the Fire District be responsible for the cost of the engineering study. Mr. Pearson indicated that this would need to be discussed with the members of the district.

H. Rantanen inquired where these homes were located. Mr. Pearson explained the area as being from the Mobil Station to the country club, including Orchard Hill.

There was discussion that this project is contingent on the obtaining of a right of way for the water line and the engineering study.

D. Parkinson inquired if these residences would be without water in the event that the Proctor water service was discontinued. Mr. Pearson indicated that this has no involvement with Proctor.

Discussion of Filling Swimming Pool Policy:

J. Haverstock indicated that there have been some customers inquiring about the filling of swimming pools. J. Haverstock gave a background of the policy that was discussed at the previous meeting. J. Haverstock indicated that the fire department sees training value in the filling of a pumper truck and then emptying the truck into firefighters’ swimming pools. J. Haverstock indicated that this practice would not involve the Water Superintendent’s time. J. Haverstock indicated that the Fire Department filling the swimming pools would be a consistent fee, which would be $30 per 1,500 gallon load.

H. Rantanen inquired where the water was being drawn from to fill the trucks. H. McKinlay indicated that she was informed that the water was coming from the 3” line at the Fire House that is not metered and questioned why the water was not metered at the Fire Station. There was discussion and agreement that the water should be metered to track the usage. H. McKinlay inquired what would happen in the event that someone outside of the water district is looking for the pool filling service. The general consensus was that the service should be available to any one and the fees should be the same. J. Lapre indicated that the fees should be consistent, whether a firefighter or private resident.

A. Hitchcock agreed that the fees should remain as stated, however, if the fire department fills the pool, the fees for Bruce Babcock would be waived.

D. Parkinson asked for clarification of the timing of the adoption of the fee schedule. J. Haverstock indicated that there were time constraints and the Commission members were contacted individually for the agreement on a policy. J. Haverstock read the proposed policy of filling of swimming pools.

A. Hitchcock requested that the complete policy be forwarded to the Commission members prior to the next meeting.

Discussion of Water Bill Abatements:

J. Haverstock indicated that two requests have been received for water bill abatements. J. Haverstock indicated that Eugene Patch had requested an abatement due to the fact that a water valve had not been re-opened, following work in the neighborhood. There was information in the packets for review.

J. Haverstock indicated that a request was received from a resident on Depot Hill Road due to the fact that there was a break in the neighborhood’s line and the resident was out of water for several days.

The abatement requests were deferred to Executive Session.

D. Parkinson indicated that she had had brown water in September and October, with one additional day with no water service due to a water break, and there was no abatement received for these days. The possibility of an abatement for Ms. Parkinson was also deferred to Executive Session.

Sewer:

Update on Project Status:

Mike Smith reported, via e-mail, the following highlights on Phase I:

The Wastewater Treatment Facility project, including change orders, is nearly complete. The digester covers are on order.
Bob Berardo reported that the effluent meter is difficult to read and the recorder in the main building reads different digits causing cross-checking difficulty.
Algae is growing/collecting in the new chlorine contact chamber.
The flash mixer usage is being discussed with Bob.
The overall financial summary was attached and reviewed.
There is still 80% of the total budget bond ($1.583 million) available for Phase 2.
Phase 2 is currently out to bid. Weston & Sampson is in the process of developing a construction cost estimate. A copy will be forwarded when complete. The Plains Road portion is not included in the base bid, however, it is eligible for the grant funding. Also not included in the base bid is the Arch Street culvert work. The Arch Street culvert work is not eligible for grant funding.
The engineering services construction agreement will be submitted to the town and Rural Development upon completion.

The pre-bid meeting is scheduled for July 5, 2011 at 9:00 AM at the Wastewater Treatment Facility. All commissioners were invited to attend the pre-bid meeting for Phase II of the Sewer project. J. Haverstock indicated that Mike Smith has asked if there were any specific contractors that the Commissioners would like contacted for inclusion in the bid process.

A. Hitchcock inquired about the practicality of the replacement of only the failing portion of the Arch Street culvert, rather than simply replacing the entire culvert. There was discussion concerning this topic and the Select Board has discussed this topic as well at a previous meeting. Mike Smith indicated that there is approximately a 30-day lead-time in the obtaining a culvert for the Arch Street project. J. Lapre inquired if there was any grant funding available for the culvert replacement. J. Haverstock explained that the State has rejected a grant fund application for the culvert’s replacement.

B. Harnish inquired what sections were concrete. J. Haverstock indicated that the south end of the culvert is concrete.

J. Haverstock indicated that the bid opening would be held on July 20, 2011. The Water & Sewer Commission has postponed the July 19, 2011 regular meeting to July 26, 2011 to review the bid information that is received.

Discussion with the Monmouth Ski Club:

J. Haverstock reported that he has had discussions with the ski club, which is currently being assessed with 1 water ERU and 4 sewer ERU. This was deferred to Executive Session.

Vermont Warns Membership:

J. Haverstock explained the program as being a “mutual aid” type of membership, under which help available in times need throughout the State. Currently, there are informed agreements in place with current neighboring towns. J. Haverstock indicated that this membership would also provide eligibility for FEMA funding. Bruce Babcock agrees with joining the organization. A. Hitchcock inquired if any membership fees were involved. J. Haverstock stated that there were none.

Motion by H. McKinlay and seconded by H. Rantanen to join the Vermont Warn group. Motion passed unanimously 5 – 0.

Other:

J. Haverstock reports that Stantec is nearly complete with its updated design of utility work north of Plains Road cost estimates are expected soon.

Executive Session:

Motion by H. Rantanen and seconded by H. McKinlay to enter into Executive Session for the purpose of discussing legal and contractual matters.

The Water and Sewer Commission entered into Executive Session at 7:53 PM. J. Haverstock was invited to stay. The Water and Sewer Commission came out of Executive Session at 8:07 PM, with the following action taken.

J. Haverstock was instructed to communicate with Mr. Patch that the Town failed to provide water service and the $37.50 base allotment change would be waived. However, the bond payment is still required.

J. Haverstock was instructed to communicate with the resident on Depot Hill Road that the Town does its best to provide water service to the customers, but that no monetary adjustment will be allowed to residents that do not receive the service that they are accustomed to. D. Parkinson inquired if there would be any compensation to a resident who had a large amount of time that the service was not available. J. Lapre indicated that such situations would be addressed on a case-by-case basis.

A. Hitchcock indicated that the situation that Ms. Parkinson experienced was treated the same as the resident on Depot Hill Road, and no compensation will be allowed.

The Town Manager was instructed to contact the Monmouth Ski Club to advise that the number of Sewer ERU’s would be decreased from 4 to 2, based on a comparison of the water & sewer usage of other comparable users.

Adjournment

The Commission adjourned at 8:13 PM.

The next meeting will be held on July 26, 2011.

Respectfully Submitted

Kelly Giard, Recording Secretary _________________________________

Allen Hitchcock, Chair

_________________________________

John Lapre, Vice Chair

_________________________________

Hope Rantanen

_________________________________

Helen McKinlay

_________________________________

Bob Harnish

Water and Sewer Commission

topeditor — Wed, 18 May 2011 00:01:01 +0000

TOWN OF PITTSFORD

WATER AND SEWER COMMISSION

May 17, 2011

Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, Hope Rantanen, Bob Harnish 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 April 19, 2011 meeting were signed, with a minor correction.

Town Managers Report:

J. Haverstock reported on the following:

Various inquiries and ideas have been received, which have been addressed, or will be addressed at this meeting.
Water Department Offices will be constructed beginning the week of May 23. The work will be done by the McKernon Group.
There has been no response to letter to Sherwin’s.
A letter has been sent to Margaret Rawlings due to the increased ERU assessment, with no response.
Communications have been on-going with the Monmoth Ski Club with regard to economizing their sewer bills. There is research being done.
There was a water break on Depot Hill Road over the weekend of May 14. Bruce Babcock reports that this was an old line and is now repaired.
There are water, sewer, and metering project updates in the packets for review.

There was discussion concerning the correspondence with the Rawlings situation. The Listers’ card has determined that there are 3 ERU’s in the structure.

A. Hitchcock suggested that there may be some form of communication with the Listers and Zoning Adminstrator as to having records updated with the correct amount of ERU’s. J. Haverstock will communicate with the Listers, as well as Amy Loomis so the Commission is aware of any ERU changes.

Public Comment:

D. Parkinson inquired about the level of the Pittsford reservoir before the Florence pump station will be activated. J. Haverstock will report on the actual volume amount at a future meeting.

Water:

Update on Project Status:

J. Haverstock read an update from Carl Crawford with regard to the Water Projects.

There are a few small items remaining on the “punch list”, which include the relocation of a mailbox, topsoiling and fertilizing of lawns, Route 7 south erosion and tree danger, flange replacement of an odd size to have a plate replaced at the pump station. David Markowski has been consulted regarding these concerns and is working on these.
There was a meeting recently with regard to the service replacement in the area of the Village Green. Markowski Excavating is expected to have a crew available for this work at the end of May or the beginning of June.
Reviewed the draft drawings of the proposed Oxbow Road project. Markowski Excavating is expected to have a crew available for this work at the end of May or the beginning of June.
The record drawings will be forwarded to VTRANS with regard to the Route 7 south segment. The Route 7 north segment record drawings have been forwarded to VTRANS.

A. Hitchcock inquired about the elapsed time on Route 7 and may it be feasible to hold on the Oxbow Road portion of the project. J. Haverstock reported that Mr. Crawford is aware that the service replacements project in the Village is the priority project. The Oxbow Road project will be estimated before the project is started.

Discussion of Proposal Regarding Swimming Pool Filling:

A request has been received from a resident to fill swimming pools. J. Haverstock has consulted with Mark Youngstrom, who indicated that other municipalities do provide this service. Fire Chief Tom Hooker has agreed. Bruce Babcock agreed.

Following discussion, J. Haverstock was asked to get comparisons from other municipalities and water haulers. An e-mail will be sent to the Commission members for their input and the policy will be determined after this information is reviewed.

Proctor Water Update:

J. Haverstock reported that Mark Youngstrom projects to have the report completed in mid-July and submitted to the Steering Committee. Mr. Youngstrom reported that the State approved the proposed study and loan.

A. Hitchcock inquired the timing of the anticipated shut-off. J. Haverstock reported that the anticipated date is still 2012, with no specific date.

Sewer:

Update on Project Status:

Mike Smith reported, via e-mail, the following highlights on Phase I:

Phase I is nearly complete, all equipment and tanks are installed and functioning well. A sludge truck was loaded recently in a quicker time, with no spillage.
The rapid mix tank, located in the old chlorine contact tank, works well.
Bob Berardo noted that not using the mixer on high flow times allows for solids to be held back to be better processed. J. Haverstock explained the process.
The construction of the facility’s water service has begun.
There is only site restoration and digester covers to be completed.
The punch list will be completed during the week of May 23.

Mike Smith reported the following highlights on Phase II:

The structural drawings for the Arch Street, Mechanic Street and Pleasant Street sewer lines, the Elm Street pump station, the culvert replacement (which will not be funded by either USDA or VTrans) will be included in the bid packet as an alternate. The Plains Road line sheathing and the concrete sidewalk on Arch Street, will also be included as bid alternates. There is anticipation that these documents will be advertised during the week of May 23.
There will be a tour of the upgraded Wastewater Treatment Facility following the Progress Status meeting, to be held on May 24 at 10:00 AM.

There was discussion concerning the Rapid Mix tank. Bob Berardo and Mike Smith have had discussions concerning the efficiency of the flash mixer. The topic will be discussed at a future time.

Discussion of Proposal Regarding Sewer Billing for Water Shutoff Accounts:

J. Haverstock reported that Shawn Erickson indicated that he is paying $300 for sewer at a property that has no water in or out. A. Hitchcock inquired if there was still a water bond due. J. Haverstock indicated that there is currently a bond that is due. The topic was discussed as to the longevity of flat rate billing for sewer.

J. Haverstock will communicate this information to Mr. Erickson.

Water and Sewer:

Discussion Policy Re: Late Utility Payments:

J. Haverstock reported that there are draft policy options in the packets for review. J. Lapre recommended that the current policy remain in effect.

Discussion Re: Water Shut-off Policy:

J. Haverstock explained the current process of a list being generated for review, notices sent, certified letters, curb stops are spray painted, then shut-off (following no response to the previous communications).

J. Haverstock reported that actula shut-offs are rare. Pittsford uses shut-offs to compel prompt payment. Other nearby towns allow delinquencies to accrue an additional billing cycle before beginning shut-off process.

H. McKinlay indicated that it is costly to send certified letters if the delinquency shut-offs are pursued after a single-cycle. H. McKinlay recommended following the same format as for tax sale delinquencies.

A. Hitchcock recommended a broader policy and that the current policy be reviewed.

Other:

None at this time.

Executive Session:

None necessary at this time.

Adjournment

The Commission adjourned at 7:30 PM.

The next meeting will be held on June 21, 2011.

Respectfully Submitted

Kelly Giard, Recording Secretary

_________________________________

Allen Hitchcock, Chair

_________________________________

John Lapre, Vice Chair

_________________________________

Hope Rantanen

_________________________________

Helen McKinlay

_________________________________

Bob Harnish

Water & Sewer Commission

topeditor — Tue, 19 Apr 2011 20:51:47 +0000

TOWN OF PITTSFORD

WATER AND SEWER COMMISSION

April 19, 2011

Water and Sewer Commission Members Present – John Lapre, Hope Rantanen, and Helen McKinlay. Absent: Allen Hitchcock and Bob Harnish. Others present: Tom Nesbitt (Stantec), Dorothy Parkinson, 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 March 15, 2011 meeting were signed, with no corrections.

Town Managers Report:

J. Haverstock reported on the following:

Bruce Babcock and Shawn Hendee have received their Water Operators’ Licenses for the coming year.
Pittsford has received an unrestricted Water Operating Permit for the first time in several years. The permit was received due to the recent upgrades to the water system.

Public Comment:

None stated at this time.

Water:

Update on Project Status:

J. Haverstock read an update from Mark Youngstrom with regard to the Water Project, to which the following highlights were included:

The automated controls for the reservoir on Plains Road and the Florence Pump Station have been completed. A couple of small items/issues will be corrected. The persons involved in the contact process have recently met at the location and reviewed the features. These controls will allow the operators to monitor the water levels remotely via computer programs.
A meeting will be held with Markowski Excavating to discuss the timing for the additional Route 7 services to be installed using contingency funds. This meeting will be held on Friday, April 22.
Rural Development is allowing the spending of contingency funds to replace a small diameter line on the lower end of Oxbow Road. The design amendment has been submitted to the State for approval.
The Select Board meeting which will hear Mark Youngstrom describe a draft new Water Ordinance will be held on May 4, 2011.
The proposal for identifying the location of the main line from the springs to the Town’s reservoir was discussed.

Consideration of Options for Use of Remaining Contingency Funds:

Mark Youngstrom reported that there may be approximately $60,000 to $100,000 remaining following the Route 7 service upgrades occur. Mr. Youngstrom indicated that there is enough funding remaining for some upgrade of lines on the Oxbow Road, as well as a couple of hydrants that have been identified by Bruce Babcock.

J. Lapre inquired what the distance involved would be on the Oxbow Road. J. Haverstock indicated that the distance was as far as the funding would allow.

Motion by H. Rantanen and seconded by H. McKinlay to proceed and approve with the Oxbow Road segment. Motion passed unanimously 3 – 0.

Water Billing Update:

J. Haverstock reported that there are currently 4 possible shut-offs to occur on Thursday, April 21. There were 2 others that have promised overnight payments. J. Haverstock explained that there were 35 certified mailings requesting payments sent out this year, compared to 20 last year. There are currently 15 payment agreements this year, compared to 10 last year.

H. McKinlay inquired why the shut-offs were proposed with only the current billing cycle as being delinquent. There was discussion regarding this and the customers have 30 days to pay the billing. J. Lapre inquired if there were any alternatives to the shut-offs. J. Haverstock indicated that the utility bills create a lien on the property. J. Haverstock was asked to discuss water shut-off policy with surrounding towns for input.

Resident Utility Bill Abatement Request:

J. Haverstock indicated that a request was received from Donald Lajoie. This discussion was deferred to Executive Session.

Discussion of Hydrant Fee Charged to the General Fund:

J. Haverstock reported that a proposal has been made to the Select Board to increase the amount of funds that are charged to the General Fund for hydrant fees. J. Haverstock reported that the proposal includes an increase from $22,360 to $35,000. The Select Board discussed and deferred the topic to a future budget cycle. Ms. Parkinson presented a proposal that she has worked on.

Proctor Water Update:

J. Haverstock indicated that the Select Board approved the proposal from Mark Youngstrom for $22,000 fee to study options available to provide water to the Pittsford residents that Proctor plans to abandon. J. Haverstock explained that the Town of Pittsford will be the entity “sponsoring” and responsible for taking out a loan to fund the study.

Sewer:

Update on Project Status:

Mike Smith reported the following highlights on Phase I:

Approximately 90% completed and at 80% billed. The digester covers have been ordered and are expected to arrive soon.
All structures and piping are in.
The scum pump and impeller will be installed later this week.
The mixer will be installed in the week of April 25, 2011.
The control panels are on-site and will be installed early in the week of April 25, 2011.
Anticipated start-up will be in approximately 2 weeks.
There were no spring thaw-related catastrophes and the weather and snow melt did not negatively affect the construction process.
Currently, one half of the Chlorine Contact Tank is being used and both portions will be available at times of high flow. Bob Berardo is reporting that less chlorine and bisulfate are being used.
Early in the project, work for cleaning of tanks was removed from the project scope and a new plan is anticipated to be reviewed for this portion of the project. Members will be contacted to review the proposals.

Mike Smith reported the following highlights on Phase II:

The bid set should be ready during the week of April 25, 2011 for the Town (Bruce Babcock, Shawn Erickson, and Bob Berardo) to approve. Once these have been approved at the Town level, they will be forwarded to the State for its approval. There will be 3 bid alternates (A – Arch Street box culvert; B – Plains Road sheathing; C – costs for sidewalk replacement with concrete and not asphalt)
A status meeting will be held on Tuesday, April 26, 2011 at 9:00 AM and all Commissioners are invited to attend.
Mike Smith is aware that there is anxiety to get Phase II of the project out to bid as soon as possible.

H. Rantanen inquired if there were any historical issues with the culvert project. J. Haverstock indicated that the UVM archeologist has been contacted and is reviewing photos of the affected area.

Dorothy Parkinson requested that the maintenance of concrete vs. asphalt be considered in the decision making.

Water and Sewer:

Village Sidewalk Project/Proposal from Weston & Sampson:

This topic was included in the highlights of Phase II.

Discussion of Route 7 Stantec Utility Design Revisions:

Tom Nesbitt was present to discuss the utility design revisions that need to occur, following the recent water system upgrade along Route 7.

J. Haverstock explained the background of the project and that Stantec had been contracted by the Town a number of years ago to perform the design work from Plains Road to Kendall Hill Road for the Route 7 upgrade work as that work was completed. There were some portions of Route 7 that needed to be upgraded before the Route 7 upgrade work (cross-country connection of two water systems).

Mr. Nesbitt presented the designs for review and discussion.

Mr. Nesbitt explained that some of the curb stops are currently outside of the existing Right of Way. The most costly portion of the project would include the intersection and valve work. Mr. Nesbitt indicated that the proposed costs can be reduced by the fact that some of the work that needed to be completed has been done through the previous construction project. The estimate of the project is $8,920, which is reduced by 16 hours of labor. The original cost estimate of the project was $15,080. Mr. Nesbitt explained the formula that was used to make these calculations.

Mr. Nesbitt explained that he has spoken with Theresa Gilman from VTrans and she explained the information that is needed before any engineering sign-off can be completed. There was much discussion as to “who pays for what” and this information will be forthcoming, once a meeting is held with Theresa Gilman.

J. Haverstock explained that the negotiations and discussions of such contract details will be held in Executive Session and a decision will be relayed to Mr. Nesbitt following this discussion.

Mr. Nesbitt exited at 7:00 PM.

Discussion Policy Re: Late Utility Payments:

J. Haverstock explained that there was a situation where a customer posted a payment 10 days prior to the due date of the payment and the payment was received late, therefore, the customer incurred penalties and interest. There was discussion as to how to best handle this type of situation. The topic was tabled. J. Haverstock was asked to draft a policy for review.

Other:

Dorothy Parkinson inquired where the funds would come from for the Route 7 upgrade. J. Haverstock indicated that this is a topic that will need to be discussed in the future.

Executive Session:

Motion by J. Lapre and seconded by H. Rantanen to enter into Executive Session for the purpose of discussing an abatement request and contracts.

The Water and Sewer Commission entered into Executive Session at 7:36 PM. J. Haverstock was invited to stay.

The Water and Sewer Commission came out of Executive Session at 7:52 PM with the following action taken.

Motion by H. Rantanen and seconded by H. McKinlay to deny the request for abatement of interest and penalties on the utility bill for Donald Lajoie, with the Town Manager to convey this decision to Mr. Lajoie. Motion passed unanimously 3 – 0.

Adjournment

The Commission adjourned at 7:56 PM.

The next meeting will be held on May 17, 2011.

Respectfully Submitted

Kelly Giard, Recording Secretary

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Allen Hitchcock, Chair

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John Lapre, Vice Chair

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Hope Rantanen

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Helen McKinlay

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Bob Harnish