Water and Sewer Commission Members Present: David Markowski, Chair, Allen Hitchcock, John Lapre, Hope Rantanen, and Helen McKinlay. Others present: Mark Youngstrom (Otter Creek Engineering), Tom Carrara, Chuck Charbonneau, David Rowe, Jim Morale, Tom Carrara (6:39 PM), John Haverstock, and Kelly Giard, Recording Secretary.
David Markowski, Chairman called the meeting to order at 6:39 PM.
The minutes of the March 9, 2009 and March 17, 2009 minutes were reviewed and will be signed at the April 21, 2009 meeting.
Town Managers Report:
No report given at this time.
None stated at this time
Status Report Update:
Mark Youngstrom was present to review the funding options that are available for the pending project.
D. Markowski reported that on March 20, 2009, A. Hitchcock, D. Markowski and Mr. Youngstrom attended a meeting in Waterbury regarding the Stimulus Funding Options.
Mr. Youngstrom reviewed a spreadsheet that he had compiled with 4 funding options. Pittsford is on the “Fundable List” and is eligible for $1.14 million in grants on a $2 million loan. There is an option for a 10% grant for “green” infrastructure segments of the project. The “green” portion is for energy efficiency, which Pittsford identified as the new water meters and a portion of the Florence pump station. The balance will be funded at a 0% loan, with no difference between the Drinking Water or Stimulus Loans as the term for either is 23 years.
J. Haverstock asked for clarification on the grant and loan package. Mr. Youngstrom explained that there is a maximum on the Stimulus of $2 million grant. The Vermont Drinking Water or Rural Development offer 45% total grant. The Rural Development interest is 3-3/4% for 40 years and the State is 0% over 23 years. Mr. Youngstrom explained the various options presented based on the amount each individual would be charged per year.
H. Rantanen inquired if the 40 year loan could be paid off early. Mr. Youngstrom indicated that pre-pay was an option with no penalty.
Mr. Youngstrom explained that the bid document packages are dependent on which funding option is chosen. A. Hitchcock indicated that the bid document package is an administrative/financial issue.
D. Markowski requested a calculation comparison between Rural Development and Stimulus Funding. Mr. Youngstrom will calculate the comparisons and forward to J. Haverstock for review at the next meeting. J. Haverstock indicated that this would be a good piece of information to present at the public informational meeting. Mr. Youngstrom indicated that this is considered a “Fast Track” Project, meaning that the project would be out to bid prior to July 1. D. Markowski indicated that the funding source should be identified as soon as possible. Mr. Youngstrom indicated that if the bond vote is not passed, then the project will be taken off of the State potential projects list. Mr. Youngstrom stated that he did put in a request for the energy efficiency grant for the Florence pump station at the request of A. Hitchcock, as this project would eliminate the use of the Florence station. There is no response to this modification as yet.
Mr. Youngstrom discussed the piping route on the map that was presented. The route down Kendall Hill would be more beneficial to the Town in the future; however, the Florence system cannot be over-pressurized. There would be 160 pounds of static pressure if this route was taken. Mr. Youngstrom indicated that the “cross country route” would need to add 1900′ of pipe, which is not included in the current cost estimates. Mr. Youngstrom explained the placement of the pressure reducing valves within the project.
Mr. Youngstrom indicated that he has met with Dr. Knight from UVM, who is working on the archeological aspect of the project. Currently, there is no cost for this portion of the project. Mr. Youngstrom did inform Dr. Knight that the project would be on the north side of the Kendall Hill Road.
J. Lapre inquired if any easements would be required on the “cross country route”. Mr. Youngstrom stated that the archeological concerns, tax maps, and property maps will all be considered in the process of mapping the placement of the piping.
J. Lapre inquired if there would be individual pressure reducing valves installed for each service connection. Mr. Youngstrom indicated that the pressure reducing valves may need to be installed, depending on the placement of the pipe from the current Florence pump station.
D. Markowski inquired if the piping would be a 12″ line. Mr. Youngstrom indicated that there is a possibility of an 8″ or 10″ pipe to be placed.
A. Hitchcock requested clarification of the pressure on the Florence pump station. Mr. Youngstrom drew a diagram and clarified concerns regarding the pressure at the station.
J. Haverstock inquired what the increased pipe length on “cross country” route would cost. Mr. Youngstrom estimated $220,000. Mr. Youngstrom will be in contact with J. Haverstock indicating the impact of the “cross country route”. J. Haverstock indicated that the Select Board had approved the $4.6 million amount, as well as the warning for the Bond Vote. The Board may withdraw the approval and approve the new amount, if necessary. J. Lapre inquired if there was any monetary compensation for the individuals that would be impacted is the “cross country route” was utilized. Mr. Youngstrom indicated that there was a budget in place for this reason. J. Haverstock suggested that the parties involved may want to donate this for the Town. Mr. Youngstrom indicated that there may be some form of “exchange” for either free water or landscaping in return for the water main running through their property.
T. Carrara inquired whether the use of the north end of West Creek Road would have an impact on the pressure. D. Markowski indicated that there would be no new water line going north on West Creek Road. Mr. Youngstrom indicated that there would be no impact on the pressure in this area. There would be a high pressure hydrant placed on the corner of West Creek Road and Kendall Hill Road for the use of the fire department. D. Markowski explained that there is not enough fire protection in Florence without these proposed hydrants. T. Carrara inquired how many gallons of water were released daily from the reservoir to service Pittsford. Mr. Youngstrom explained that there is a lot of water lost daily in the system. Currently, there are 90,000 gallons released daily. There was discussion regarding the loss of the water. T. Carrara inquired how much additional water OMYA would be using. There was discussion that OMYA only utilizes 10% of the allowable water. Jim Morale explained that there are wells on the OMYA property and that storm water is harvested on site.
Mr. Youngstrom explained that there is 200,000 released into the Pittsford water system daily. There is a loss of 60%. A. Hitchcock explained that the loss has no definite “loss area”; this could be untracked usage, leaks or other issues. Mr. Youngstrom indicated that Florence has an 80% water loss rate.
Mr. Youngstrom indicated that he has met with the Fire Department and felt that there was a positive reception.
D. Rowe inquired about the usage of the north end of Kendall Hill Road and where the lines will cross. Mr. Youngstrom indicated that the cross over would be near the end of Kendall Hill Road. D. Markowski stated that the crossover would be to the east of Smith Hill. D. Rowe inquired where the Route 7 section would cross over. Mr. Youngstrom explained that the Route 7 upgrade maps will be reviewed prior to the project crossovers being determined.
C. Charbonneau requested clarification on the interconnection. Mr. Youngstrom explained the various options that were possible.
D. Rowe inquired where the old services were attached in the past. C. Charbonneau inquired if the proposed project would attach at the house. Mr. Youngstrom indicated that the new lines would stop at the curb and not continue to the house. Mr. Youngstrom indicated that neither funding source would allow for complete connection. C. Charbonneau inquired if the meters would be included. Mr. Youngstrom indicated that the meters were included. C. Charbonneau inquired if there would continue to be a problem with sand. There was discussion that the new meters are expected to be more dependable than the old meters.
T. Carrara inquired if there would be a need for water softeners in Florence. J. Lapre stated that there is a lot of calcium in the water in Florence. Mr. Youngstrom indicated that the water is of good quality.
D. Rowe inquired if there would need to be boring done on Route 7 to cross. Mr. Youngstrom indicated that he is currently working on that aspect of the project. This information will be available at the public informational meetings.
D. Markowski urged residents to bring their questions and concerns to the informational meeting on April 28.
D. Rowe inquired about the tank elevation. Mr. Youngstrom indicated that the estimate is 706′. There was discussion that to extend the line, there would be a possibility of adding a booster pump station.
A. Hitchcock indicated that the payment for the project needs to be stressed. Mr. Hitchcock indicated that he is hearing comments as to whether the users or the entire Town will be responsible for the payment. Mr. Youngstrom explained the calculations and formulas that are used are based on user fees. D. Markowski indicated that the users are what is used to qualify for the grant funds. All taxpayers pay a fee for the hydrants on a yearly basis as a whole.
C. Charbonneau inquired if the school is metered. D. Markowski indicated that there will be a meter installed there. Mr. Youngstrom stated that all municipal buildings are the responsibility of the taxpayers. D. Rowe inquired if the Fire Academy water is from the Town. D. Markowski explained that there is a 6″ main to the facility.
J. Haverstock stated that the Water & Sewer Commission needed to vote on the project; total cost of the project; as well as the funding packages. Mr. Youngstrom will advise the total cost of the project. J. Haverstock will adjust the warning with the current dollar amount. D. Markowski indicated that a decision should be made with regard to the project. There are certain responsibilities that need to be met, e.g. 5500′ of service to the Rowe Property. This section is currently operating on a Temporary Permit.
D. Markowski inquired if the Stantec section from Plains Road to Kendall Hill Road was included in the proposal. Mr. Youngstrom indicated that this section is being included in the VTRANS project. Mr. Youmgstrom will contact VTRANS with regards to reimbursement for this interconnect portion.
J. Lapre inquired if the urgency of the project was to take advantage of the Stimulus funding. Mr. Youngstrom indicated that the funding sources are better now and may not be available after the stimulus funding is no longer available. Mr. Youngstrom indicated that the Vermont Drinking Water revolving loan may no longer be Federally funded as the longevity was originally supposed to be 7 years and has been funded through the Federal Government for 11 years.
Mr. Youngstrom indicated that the Route 7 segment is estimated at $700,000 and the Florence storage tank replacement is also needed. D. Markowski indicated that there would also need to be a back up for the Sand Springs. Mr. Youngstrom indicated that the funding sources would not fund the smaller projects if pursued piecemeal. Other funding sources would need to be investigated. Mr. Youngstrom explained that the smaller projects are not cost-effective. D. Markowski indicated that the project size is “ideal” and the interest rates are at a good level.
J. Lapre inquired if the sewer upgrades were also a priority, if the projects could be combined. Mr. Youngstrom explained how the system looks at Water & Sewer projects separately. There was discussion concerning the sewer project and D. Markowski recommended that the discussion continue following the receipt of the study. A. Hitchcock stated that the improvements are necessary now because there has been no maintenance on the system. D. Markowski explained that there has been no surplus at the end of the year and the Treatment Facility has more improvements needed.
T. Carrara inquired if there was a proposed upgrade to Sand Springs. D. Markowski explained that there is nothing yet, and there is currently 295 acres of protected land in the area. Mr. Youngstrom explained that there is a potential back-up source that has been identified.
J. Haverstock inquired if there was a need to adopt a funding mechanism prior to the information meetings. Mr. Youngstrom indicated that the information may be resolved prior to the meeting, however, not necessary for any articles to be published.
Motion by A. Hitchcock and seconded by H. Rantanen to move forward with the proposed water improvements and upgrades for the Pittsford and Florence project. Passed unanimously (5-0).
The informational meetings will be held on April 28 and May 11 at the Lothrop School gymnasium. J. Haverstock will warn these meetings to the public.
The sewer project is waiting for the imaging results. Mr. Youngstrom recommended finishing one project prior to beginning another.
A. Hitchcock indicated that there was clearly “no choice” about whether to do the projects. D. Markowski indicated that the most economical path would be the proposed project. Mr. Youngstrom indicated that the consolidating of the 2 water systems has kept the project on the Priority List for funding.
T. Carrara inquired the size of the Florence tank. D. Markowski indicated that the tank is 47,500 gallons and is in need of replacement due to deterioration and because the size is inadequate. Mr. Youngstrom explained the ramifications that may be brought by the State if improvements and upgrades are not completed.
J. Haverstock reported that he met with D. Markowski and representatives from OMYA regarding the proposed water project.
D. Markowski reported that the ventilation project is complete at the Wastewater Treatment Facility.
The meeting was adjourned at 8:14 PM.
The next meeting will be held on April 21, 2009.
Kelly Giard, Recording Secretary
David Markowski, Chair
Allen Hitchcock, Vice Chair