Meeting Minutes : Water & Sewer Commission

October 19, 2010

Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, Hope Rantanen, Bob Harnish, and Helen McKinlay. Others present:  Bruce Babcock, Jim Watterlund, Mark Youngstrom, Mike Smith, Dorothy Parkinson, John Haverstock, and Kelly Giard – Recording Secretary.

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

Minutes:

The minutes from the September 14, 2010 meeting were signed with one minor correction and the September 14, 2010.  Special Meeting were signed with no corrections.

Town Managers Report:

J. Haverstock reported on the following items:

  • The original buyer of the bagger has been disqualified from govdeals.com and the secondary bidder has offered just $10 less than the original bidder.  This has been certified as an approved sale.  J. Lapre inquired how much the bagger cost new.  J. Haverstock indicated that he is not sure of the original purchase amount and the current amount offered is $2,610.  Ms. Parkinson inquired what the sale entailed.  J. Haverstock explained that this equipment was used briefly to bag the sludge for disposal.  A. Hitchcock explained that this was purchased when the facility was redesigned.

Public Comment:

None stated at this time.

Water:

Update on Project Status:

M. Youngstrom indicated that the water project is nearly complete.  The water mains have been installed, been tested, and are functioning as designed.  There is a Certificate of Substantial Completion to be signed at a future meeting of the contractors.  The metering portion of the project is nearly completed.  The well pump is operating properly and has undergone testing.  The request that grant funds be used to purchase automated controls at the reservoir has been submitted to Rural Development, as well as the request for the installation of new services under Route 7.

A. Hitchcock inquired how much was remaining in Grant Funds.  M. Youngstrom presented a financial sheet for review and explained that there is a $50,000 “forgiveness” factor from the State, since State funding was not utilized during the design process.

A. Hitchcock inquired about the status of the citizen’s complaint list.  M. Youngstrom indicated that Markowski Excavating is working on the list and is investigating any issues as they arise.

M. Youngstrom indicated that all valves and curb stops were checked.

A. Hitchcock inquired if the Forrest complaint has been researched.  J. Haverstock indicated that he will contact Carl Crawford to follow-up on this issue.

J. Haverstock indicated that a billing discussion is necessary in the near future.  The preliminary calculations indicate that the “old” debt (which is due to expire in 2019) could be added to the proposed average rate, which would result in an average rate of roughly $425 per ERU. Once old debt is paid off, water payments could fund a capital reserve account.

M. Youngstrom will be submitting Operations Manuals, which will be in a binder and indexed.  There will also be an Operations Maintenance Manual prepared for the Florence Pump Station. A new Water Ordinance is being drafted by M. Youngstrom.

There was discussion that the meters will be ready for a “test” read in the next month or two.  This “test” will test the accuracy for the July 1 – December 31 billing cycle.

J. Lapre inquired what the proposed control system for the pump station would consist of, to which M. Youngstrom replied that there would be a radio control system.

Ms. Parkinson indicated that her residence experienced brown water for eight days and inquired if this was from the impellers at the Florence site.  M. Youngstrom indicated that this was not from the impellers and possibilities were discussed.  M. Youngstrom recommended flushing the mains in the spring.

Proctor Water Discussion:

A. Hitchcock inquired if there was any further information with regard to the Proctor Water situation.  M. Youngstrom indicated that there is no new information.  A. Hitchcock inquired if the current water surface line could be used in hydro power generation.  M. Youngstrom will look into this possibility and advise the Commission, with regard to costs involved.

J. Haverstock indicated that there is a letter in the packets for review from the Proctor authorities to the Out of District Customers.  J. Haverstock also indicated that Rep. Shaw would like to hold another meeting with the customers to help them organize a Fire District.

M. Youngstrom exited at 7:07 PM.

Sewer:

Update on Project Status:

M. Smith presented an update on the project status.

Currently, the Wastewater Treatment Facility segment has been put out to bid, with eight general contractors expressing interest and are holding plans.  The advertisement was published on October 12.  There will be a pre-bid meeting held on October 26, 2010 at 9:00 AM.

Update on Funding Application:

M. Smith indicated that the USDA/Rural Development have requested further information, which was submitted.

A, Hitchcock inquired when the bids were due to be returned.  M. Smith indicated that the bid opening is scheduled for November 12, 2010.

M. Smith indicated that Rural Development is requesting a Short Term Capital Replacement Plan for the next 15 year timeframe, which needs to be developed.  This document is required prior to Grant Approval.  M. Smith indicated that Rural Development would like to see the Inflow and Infiltration issues resolved first.  However, M. Smith indicated that he explained that there are fines assessed with regard to the WWTF, thus requiring prompt action of the WWTF.

Ms. Parkinson inquired about the deadline for the funding.  M. Smith explained that the original deadline to seek stimulus funding was met, a month early, and the initial response was due by mid-November.  However, with the application being early, it is hoped that the response will be received early as well.

Review of Recent TV Camera Work in Sewer Lines:

M. Smith indicated that there are no updates with regard to this project as he has been focusing on the Rural Development project.

Bruce Babcock did indicate that the lines were reviewed on the Plains Road and the issue remains tree roots.  M. Smith indicated that this can be rectified by installing a felt sleeve to prevent roots from entering the pipe.  M. Smith explained the process of the slipline sleeve installation.

Mr. Watterlund was present and explained his situation with the sewage backing up into his basement on numerous occasions and that he has sought legal counsel.  J. Haverstock inquired about the price of this project to complete the section of Plains Road that experiences these back up issues.  Bruce Babcock indicated that A-1 has already applied the first application of Root-X and another application will be applied in a three month timeframe.

A. Hitchcock inquired when this project could occur.  M. Smith indicated that the notes and video needs to be reviewed and he would submit his findings “in a couple of weeks”.

Water and Sewer:

None stated at this time.

Other:

Ms. Parkinson indicated that she appreciated the volunteerism that is shown from the Water & Sewer Commission members.

Executive Session

Motion by H. Rantanen and seconded by H. McKinlay to enter into Executive Session for the purpose of Legal.  The Water and Sewer Commission entered into Executive Session at 7:37 PM.  J. Haverstock was invited to stay.

The Water and Sewer Commission came out of Executive Session at 7:47 PM.

The Commission re-entered Open Session at 7:47 PM.

A. Hitchcock inquired the status of the concern expressed by Dr. Rademacher with regard to the dumping of boulders into the Furnace Brook.  J. Haverstock indicated that he will be in contact with Dr. Rademacher.

There was a discussion of an estimate to replace two insulation-leaking steel doors at the Wastewater Treatment Facility.  Following some discussion, the Commission members agreed that another estimate should be obtained and the replacement will be done by the low bidder.

Adjournment

The Commission adjourned at 7:52 PM.

The next meeting will be held on November 16, 2010.

Respectfully Submitted

Kelly Giard, Recording Secretary

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Allen Hitchcock, Chair

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John Lapre, Vice Chair

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Hope Rantanen

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Helen McKinlay

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Bob Harnish