Meeting Minutes : Water & Sewer Commission

April 20, 2010

Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, Hope Rantanen and Helen McKinlay. Others present:  Bob Berardo, Mike Smith, Shawn Hendee, Hank Pelkey, and Kelly Giard – Recording Secretary.

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


The minutes from the March 16, 2010 meeting were signed with minor changes.

Town Managers Report:

There was no Town Managers’ Report.

Public Comment:

None stated at this time.


Discussion of Water Project:

A. Hitchcock reported that there was a meeting with the Contractors.  A. Hitchcock reported that there is progress being made on the project.  There are issues with regard to the ledge at the top of the hill, which will require more stone to be removed, thus, increasing the costs. However, there are some modifications being made with regard to the other aspects of the project.

There was discussion concerning the resurfacing of the work to be done on Arch, Mechanic, and Pleasant Streets.  Some of the resurfacing funding can come from the Water Project funding, if the timing is appropriate.  There was discussion of temporarily repairing the streets with patching and grading until the Sewer project is completed.

A. Hitchcock indicated that the metering portion is roughly 50% completed.  There were some unanticipated meter issues, which will be handled and installed accordingly.  There are roughly 80 meters installed on a weekly basis, and this portion of the water project is anticipated to be completed in early July.  The communications between the metering contractor is going well and issues are being handled in a timely manner.

There will be an informational section in the next issue of the Town Newsletter, however, it is intentionally vague.

A. Hitchcock indicated that the traffic control on Route 7 is good.  However, the traffic control on Plains Road could use some coordination.

A. Hitchcock indicated that there has been a complaint received from a Route 7 south resident and referred the issue to Executive Session.

Hank Pelkey was present on behalf of the Proctor Pittsford Country Club.  The Club would like to install a “stub” on the Route 7 side of their property right of way, in the event they need water in the future.  A. Hitchcock indicated that there have been other similar requests which are pending.  A. Hitchcock indicated that Gecha Fuels has offered to help pay for a service to the various buildings on the former Jewett property.  A. Hitchcock indicated that the Fire Department has requested that a fire hydrant be moved from one side of Route 7 to the other, by running the line under Route 7.  Another request has been received to consider extending the line up the Parker Road to service houses.  A. Hitchcock explained that this situation would need review by Mark Youngstrom, taking into consideration the elevation involved in this request.

A. Hitchcock indicated that a request has been received from The Inn at Logan’s Run for a sprinkler system.  The sprinkler system requires a separate 2” supply.  There was discussion that there is a possibility of running a single service with a separator section within the building.  Mark Youngstrom is reviewing this and will advise regarding his findings.  The Inn at Logan’s Run has agreed to pay for any upgrades required.

Hank Pelkey will discuss the costs involved with the Board of Directors at the Country Club, as they have agreed to pay for the costs involved.  J. Lapre explained that there has been a policy put in place to charge a yearly fee for the service, which is applied to the bond.  This was discussed and Mr. Pelkey will advise the Commission regarding the decision of the Board of Directors.

Mr. Pelkey exited at 6:50 PM.


Continued Review of Infiltration Study Reports and Various Projects at the Wastewater Treatment Facility:

M. Smith from Weston & Sampson was present to discuss the various projects that this firm is currently working on for the Town of Pittsford.

Mr. Smith explained that the priorities are 1) Arch Street; 2) Elm Street Pump Station.  Mr. Smith indicated that he has done some soil borings on Elm Street and found severe ground water flowing at roughly 3 – 5 gallons per minute into the manhole and 5 – 7 gallons per minute into the Pump Station.

Mr. Smith indicated that the priorities at the Treatment Facility are the solids handling improvements (which are being mandated by the State of Vermont) and the chlorine contact chamber.  Mr. Smith indicated that these projects are almost complete with regard to the design process.

Mr. Smith explained that the current estimate is $2.35 million and the funding through the Rural Development is the best deal.

Mr. Smith indicated that the archeologist from UVM has visited and found no issues.  This information is needed in writing prior to application submission.

Mr. Smith indicated that he has communicated the current sewer rates and he has preliminary estimates of receiving roughly 45% grant funding.  The recommendation is to warn the Bond Vote as a Water & Sewer Project.

A. Hitchcock inquired if there are any changes in the estimates.  Mr. Smith indicated that there are no significant changes.

A. Hitchcock inquired a design time frame.  Mr. Smith indicated that Elm Street is roughly 50% completed; the Treatment Facility is roughly 90 % completed; there is no contract with regard to the proposed Arch Street segment.

Mr. Smith explained that the bond vote needs to pass voter approval before the application can be submitted to Rural Development.  There was discussion concerning the resurfacing of the Arch Street segments, especially with the winter season.  Mr. Smith explained the time frame and it is not anticipated that this segment would be completed during this current construction season. However, gravel could be placed over the water lines and a temporary trench patch could be installed.  The cost to design the Arch Street segment is roughly $175,000.  J. Haverstock will be asked to determine how much funding will be available to cover the paving from the Water Project to be incorporated into the Sewer Project.

There was a consensus of the Commission that the Bond Vote be inclusive of ALL aspects of the proposed project.

A. Hitchcock indicated that letters have been received from the State with regard to alledged Treatment Facility discharge violations and the tone of the letters is becoming more anxious.

Mr. Smith indicated that A-1 will be coming to do some repairs to the Depot Hill Pump station and there may be some structural issues with the wet well.  Bob Berardo explained that there was some repair done to a pump and there is now a back-up piece that may need to be used in the near future.  B. Berardo explained that the floor is rotted and about to give way.  A-1 will be on site next week to pump the grease from the pump station and Mr. Smith will be contacted to review the damage.  B. Berardo explained that there is an excessive build up of grease and syringes are being found at this site.  There was discussion concerning this and Mr. Smith explained the workings of this site.  Mr. Smith indicated that this pump station was constructed in 1969.  Mr. Smith indicated that the replacement of this area would be of similar cost of the replacement of the Elm Street location.  J. Haverstock will need to authorize a General Services Agreement with Weston & Sampson and Mr. Smith will review the design, as well as the repair of this location.


None stated at this time.

Executive Session

A motion by H. Rantanen and seconded by H. McKinlay to enter into Executive Session at 7:43 PM for the purpose of Contracts.  Passed unanimously.


The Commission exited Executive Session at 7:50 PM with no action taken.

The meeting adjourned at 7:50 PM.

The next meeting will be held on May 18, 2010.

Respectfully Submitted

Kelly Giard, Recording Secretary


Allen Hitchcock, Vice Chairman


Hope Rantanen


Helen McKinlay


John Lapre