Meeting Minutes : Water & Sewer Commission

Water and Sewer Commission Members present: Allen Hitchcock, Hope Rantanen, John Lapre, and Helen McKinlay. Others present: Bruce Babcock, Shawn Hendee, Robin Rowe, David Rowe, Mark Youngstrom (Otter Creek Engineering), John Haverstock, and Kelly Giard, Recording Secretary.

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


The minutes from the July 21, 2009 meeting were signed with no corrections.

Town Managers Report


Public Comment

David Markowski was present and tendered his “permanent” resignation from the Water and Sewer Commission due to the fact that his company is the low bidder of the water project.


Mark Youngstrom indicated that the water project bids were opened on August 25, 2009 and made the recommendation to award the bid to Markowski Excavating. A letter to Rural Development will be sent indicating this decision. The amount of the bid to be included in the letter is $3,169,384.78. Mr. Youngstrom presented the tabulations as reviewed by his company.

Mr. Youngstrom indicated that he has been in communication with Greg Markowski and construction will begin in early October, 2009. The first segment will be the Kendall Hill Road section due to the drilling and casings under the road and will be mostly off road. There is a deadline on Route 7 of November 15 and no construction can occur on Route 7 after that date. The Florence portion of the project can not occur until the Kendall Hill segment is complete. J. Haverstock inquired if there is a projected completion date. Mr. Youngstrom indicated that there are 200 construction days to complete the project. Mr. Youngstrom explained that the winter shut-down time does not go against these 200 days. Mr. Youngstrom is anticipating mid summer 2010 as the completion date.

Mr. Youngstrom indicated that there is no recommendation at this time for the water meter portion of the project and more information has been requested from the two bidders. Mr. Youngstrom indicated that one of the requirements of the funding agencies is that the meters be installed by Vermont licensed plumbers. Bruce Babcock inquired if this could be done under the supervision of Vermont licensed plumbers. Mr. Youngstrom explained the process and indicated that he met with the Vermont Plumbers Board regarding this.

J. Haverstock inquired about the cost of the plumber requirement. Mr. Youngstrom indicated that there appeared to be no appreciable added cost. J. Haverstock inquired if there was a company that may be “better” than the other. Mr. Youngstrom indicated that there were Project Manager issues at one local town. Mr. Babcock indicated that there are a number of meters that have not been used and was inquired if they could be turned in for credit. Mr. Youngstrom will keep this in mind.

There was discussion concerning the signing of the contract. A date needs to be established the signing of the contract. Then, the contract can proceed.

Motion by H. McKinlay and seconded by H. Rantanen to award contract # 1 to Markowski Excavating. Passed unanimously 4 – 0.

J. Haverstock inquired if the abutters should meet with Markowski Excavating to discuss the impact. Mr. Youngstrom indicated that this meeting should occur before any construction begins.

The representative from Markowski Excavating will be Greg (and/or possibly Sam) Markowski for this construction season, then, maybe David Markowski in the 2010 season.

J. Haverstock inquired if the archeology portion has been completed. Mr. Youngstrom indicated that there is possibly one more day that is needed to be completed.

J. Haverstock discussed the Master License agreement from Vermont Rail. Mr. Youngstrom indicated that he has been in contact with VT Rail representatives. Mr. Youngstrom recommended that the contract be signed and amended in the future. One recommendation was to pass on the same fees to VT Rail as they are requiring from the Town.

J. Haverstock inquired whether all permits are in place. Mr. Youngstrom indicated that he is working on the VT Rail permits.

Mr. Youngstrom presented the original bid packets for filing in the vault.

Bruce Babcock inquired if the section between Pine Woods Road and the Park could be included in the project. Mr. Youngstrom indicated that this section would need to be presented to Rural Development for consideration.

Robin Rowe inquired about the past statements that the Route 7 south segment was designated as “Phase 1” and Kendall Hill segment was indicated as “Phase 3”. Mr. Youngstrom explained that the Kendall Hill segment has to be completed before any water can be supplied to Florence for the conversion of the Florence pump station.

Ms. Rowe inquired if the bidders were notified of the importance of the Route 7 section. J. Haverstock reported that the bidders were not directed which section was to be completed and in which order. J. Haverstock reported that he has had this conversation with Ms. Rowe in the past. The bidders that attended the pre-bid meeting were notified of the Town’s preference that the Route 7 South portion of the project be “expedited.”

D. Markowski indicated that if the project was started earlier, then, Route 7 South could have been done earlier. Mr. Markowski explained that some areas are in excess of 14′ deep in the ground. The State of Vermont requires that no construction occur on Route 7 after November 15.

D. Rowe inquired if there were wetlands involved. Mr. Youngstrom explained that there were no wetland concerns on Route 7 South.


Review of Smoke Testing Results/Next Steps:

J. Haverstock reported that there were no major issues identified during the smoke testing. Bruce Babcock reported that there were manholes that emitted smoke, the ski lodge clean-out and possibly 3 drains.

Discussion of Sludge Handling:

J. Haverstock reported that Mike Smith is not ready to discuss the sludge handling and may be ready by September 22.

The general consensus was to change the next meeting to September 22, 2009 to accommodate Mr. Smith’s report and J. Haverstock’s planned absence on September 15, 2009.

Review of Monthly WWTF Flow Report:

Bob Berardo reports that the Elm Street has recently had higher flows than the Depot Hill pump station. A. Hitchcock inquired if there was a metering system from the reservoir. Mr. Babcock indicated that he takes these types of readings on a daily basis. A. Hitchcock indicated that he will meet with Mr. Babcock regarding these readings.

Water and Sewer:

Budget Report:

J. Haverstock reported that the books are closed and are waiting for the audit.

Introduction of New Employee:

J. Haverstock introduced the new Water and Sewer employee, Shawn Hendee.

Other Business:

None presented at this time.

Executive Session:

Motion by H. McKinlay and seconded by H. Rantanen to enter into Executive Session for the purpose of Contracts, Personnel, and Legal. The Water and Sewer Commission entered into Executive Session at 7:12 PM. Mr. Youngstrom and J. Haverstock were both invited to stay.

The Water and Sewer Commission came out of Executive Session at 7:22 PM. Motion by A. Hitchcock and seconded by H. McKinlay to authorize the Town Manager to send the proposed letter to the Turners regarding the easement requested on their property. Motion passed unanimously 4 – 0.


The meeting adjourned at 7:24 PM.

The next meeting will be held on September 22, 2009 at 6:30 PM.

Respectfully Submitted,

Kelly Giard, Recording Secretary

Allen Hitchcock, Vice Chair
Hope Rantanen
Helen McKinlay
John Lapre