Meeting Minutes : Water and Sewer Commission

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

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


The minutes from the September 22, 2009 meeting were signed with minor corrections.

The minutes from the September 29, 2009 public meeting were signed with no corrections.

Town Managers Report:

None stated at this time.

Public Comment:

None stated at this time


Update on Project Status:

J. Haverstock reported that all of the easements are currently in place.  There was a ground breaking on September 30, 2009.  Currently, there has been a large rock/boulder located at the intersection of Kendall Hill Road and Route 7.  J. Haverstock reported that on October 19, 2009, he signed a change order for directional boring change of direction.  There was discussion concerning this boring.  The boring is complete in the area of the railroad tracks, and it is anticipated that the boring under Otter Creek will occur on October 21.

Pine Woods Road has been a challenge.  There was notification that Pine Woods Road would have water disruption for a few hours.  This notification was received on Monday, October 12, at which time the Town Office was closed in observance of Columbus Day.  Linda Drummond made calls to the effected residents on Tuesday, October 13.  J. Haverstock reported that he has discussed the issue of late notice with Markowski Excavating and they are aware of the issues that were caused with the short notice, and that the water was off for much longer than anticipated.

J. Haverstock reported that the monthly Accounts Payable meeting has not been set as yet.  J. Haverstock will advise members of these meetings.   J. Haverstock reported that H. McKinlay has interim financing is in place through Lake Sunapee Bank at a reasonable rate.

Municipal Water Connection Application:

An application has been received from Dave and Heather Bowen for a water connection at the intersection of West Creek Road and River Street.  Bruce Babcock has reviewed the application and site.  J. Lapre inquired the fees that were charged.  J. Haverstock reported that there is a fee of $500 for connection and $300 minimum hook-up fee, with discretion of the Water Superintendent.  Mr. Babcock stated that there is also a $1000 bond in place for encroachment.

There was much discussion as to the number of residents that are interested in hooking on to the system, due to the upgrade of the water system.  Bruce Babcock recommended reviewing the residential hook-ups vs. commercial hook-ups.  J. Haverstock reported that he has been in communication with Mark Youngstrom who explained the advantages of timing and the fees applicable.  J. Haverstock recommended tabling the topic, until members are able to review communications from Mr. Youngstrom.  J. Haverstock also recommended tabling the issue of rate increases.

J. Haverstock reported that Mr. Youngstrom recommends that the Florence storage tank remain on-line until the project is completed.  J. Haverstock will advise further on this.

J. Haverstock reported that Telemark has inquired about a hook-up and gave some history and the reasoning.  Mr. Babcock indicated that Telemark would be responsible for all parts (such as line taps, saddles, etc.) and expenses incurred.  A. Hitchcock recommended that Mr. Babcock be in communication with J. Haverstock with regard to the fees other towns incur, especially with regard to sprinklers.  H. McKinlay inquired whether there was a meter in place.  Mr. Babcock explained that meters are not installed for sprinkler systems, due to the necessity of water in the event of fire.

Motion by H. McKinlay and seconded by H. Rantanen to approve the Bowen application.  Motion passed unanimously 4 – 0.

The Board agreed unanimously that J. Haverstock be in communication with Bruce Babcock with regard to Telemark and approve in the event that all conditions set forth be met.

Water Shut-Off List:

The Water Shut-Off List was included in the packets for members to review and the names were not discussed in open session.

Meter Contract:

Mark Youngstrom recommended that the contract be awarded to the low bidder with regard to the metering portion of the water project.  There was much discussion regarding this topic and the mixed track record of the low bidder regarding customer satisfaction.

J. Haverstock will discuss the Commission’s concerns with Mark Youngstrom who will investigate some options and will report back at a future meeting.


Discussion of Wastewater Treatment Facility Site Visits:

J. Haverstock reported that some of the concerns from the recent site visit were related to the chemical storage, dyes in the system, and the chlorine contact chamber.

J. Haverstock reported that he has invited Mike Smith to the November 17, 2009 meeting, to which Mr. Smith has accepted and confirmed.

Discussion of Depot Hill Pump Station Repairs/Review of Monthly Flow Reports:

J. Haverstock reported that Bob Berardo and Shawn Hendee have performed some repairs at the Depot Hill Pump Station and explained the project that was done.  There are indications in the monthly flow report that the spiking was lowered.  Mr. Babcock explained the pumping procedures that occur.


Mr. Babcock discussed the encroachments that are imposed on a new hook-up to the system, e.g. the Bowen project.  This was discussed at length.

J. Haverstock and B. Babcock discussed the potential replacement of culverts, if necessary, as they are unearthed during the water project construction, as one was discovered on Pinewoods Road.  J. Haverstock will encourage the Highway crew to anticipate such opportunities in the future.

Executive Session

Motion by H. McKinlay and seconded by H. Rantanen to enter into Executive Session for the purpose of Contacts and Legal.  The Water and Sewer Commission entered into Executive Session at 7:17 PM.  J. Haverstock was invited to stay.

The Water and Sewer Commission came out of Executive Session at 7:30 PM with no action taken.


The meeting adjourned at 7:30 PM.

The next meeting will be held on November 17, 2009.

Respectfully Submitted

Kelly Giard, Recording Secretary

Allen Hitchcock, Vice Chair

Hope Rantanen

Helen McKinlay

John Lapre