Meeting Minutes : Water and Sewer Commission

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

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


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

Town Managers Report:

J. Haverstock reported the following:

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

Public Comment:

None stated at this time.


Water Leak on Whipple Hollow Road:

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

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

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

Update on Project Status:

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

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

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

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

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

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

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

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

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

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

Discussion of Proctor Water Customers in Pittsford:

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

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

M. Youngstrom exited at 7:13 PM.


Review of Infiltration Study Reports:

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

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

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

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

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

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

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

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

Other priorities discussed were:

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

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

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

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

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

Review of Monthly Wastewater Treatment Facility Flow Report:

There were no notable items noted.


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

Executive Session

None required at this time.


The meeting adjourned at 8:06 PM.

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

Respectfully Submitted

Kelly Giard, Recording Secretary

Allen Hitchcock, Vice Chair

Hope Rantanen

Helen McKinlay

John Lapre