Meeting Minutes : Water and Sewer Commission




May 17, 2011


Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, Hope Rantanen, Bob Harnish and Helen McKinlay.  Others present:  Dorothy Parkinson, John Haverstock, and Kelly Giard – Recording Secretary.

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



The minutes from the April 19, 2011 meeting were signed, with a minor correction.


Town Managers Report:

J. Haverstock reported on the following:

  • Various inquiries and ideas have been received, which have been addressed, or will be addressed at this meeting.
  • Water Department Offices will be constructed beginning the week of May 23.  The work will be done by the McKernon Group.
  • There has been no response to letter to Sherwin’s.
  • A letter has been sent to Margaret Rawlings due to the increased ERU assessment, with no response.
  • Communications have been on-going with the Monmoth Ski Club with regard to economizing their sewer bills.  There is research being done.
  • There was a water break on Depot Hill Road over the weekend of May 14.  Bruce Babcock reports that this was an old line and is now repaired.
  • There are water, sewer, and metering project updates in the packets for review.


There was discussion concerning the correspondence with the Rawlings situation.  The Listers’ card has determined that there are 3 ERU’s in the structure.


A. Hitchcock suggested that there may be some form of communication with the Listers and Zoning Adminstrator as to having records updated with the correct amount of ERU’s.  J. Haverstock will communicate with the Listers, as well as Amy Loomis so the Commission is aware of any ERU changes.


Public Comment:

D. Parkinson inquired about the level of the Pittsford reservoir before the Florence pump station will be activated.  J. Haverstock will report on the actual volume amount at a future meeting.



Update on Project Status:

J. Haverstock read an update from Carl Crawford with regard to the Water Projects.


  • There are a few small items remaining on the “punch list”, which include the relocation of a mailbox, topsoiling and fertilizing of lawns, Route 7 south erosion and tree danger, flange replacement of an odd size to have a plate replaced at the pump station.  David Markowski has been consulted regarding these concerns and is working on these.
  • There was a meeting recently with regard to the service replacement in the area of the Village Green.  Markowski Excavating is expected to have a crew available for this work at the end of May or the beginning of June.
  • Reviewed the draft drawings of the proposed Oxbow Road project.  Markowski Excavating is expected to have a crew available for this work at the end of May or the beginning of June.
  • The record drawings will be forwarded to VTRANS with regard to the Route 7 south segment.  The Route 7 north segment record drawings have been forwarded to VTRANS.


A. Hitchcock inquired about the elapsed time on Route 7 and may it be feasible to hold on the Oxbow Road portion of the project.  J. Haverstock reported that Mr. Crawford is aware that the service replacements project in the Village is the priority project.  The Oxbow Road project will be estimated before the project is started.


Discussion of Proposal Regarding Swimming Pool Filling:

A request has been received from a resident to fill swimming pools.  J. Haverstock has consulted with Mark Youngstrom, who indicated that other municipalities do provide this service.  Fire Chief Tom Hooker has agreed.  Bruce Babcock agreed.


Following discussion, J. Haverstock was asked to get comparisons from other municipalities and water haulers.  An e-mail will be sent to the Commission members for their input and the policy will be determined after this information is reviewed.

Proctor Water Update:

J. Haverstock reported that Mark Youngstrom projects to have the report completed in mid-July and submitted to the Steering Committee.  Mr. Youngstrom reported that the State approved the proposed study and loan.


A. Hitchcock inquired the timing of the anticipated shut-off.  J. Haverstock reported that the anticipated date is still 2012, with no specific date.



Update on Project Status:

Mike Smith reported, via e-mail, the following highlights on Phase I:

  • Phase I is nearly complete, all equipment and tanks are installed and functioning well.  A sludge truck was loaded recently in a quicker time, with no spillage.
  • The rapid mix tank, located in the old chlorine contact tank, works well.
  • Bob Berardo noted that not using the mixer on high flow times allows for solids to be held back to be better processed.  J. Haverstock explained the process.
  • The construction of the facility’s water service has begun.
  • There is only site restoration and digester covers to be completed.
  • The punch list will be completed during the week of May 23.


Mike Smith reported the following highlights on Phase II:

  • The structural drawings for the Arch Street, Mechanic Street and Pleasant Street sewer lines, the Elm Street pump station, the culvert replacement (which will not be funded by either USDA or VTrans) will be included in the bid packet as an alternate.  The Plains Road line sheathing and the concrete sidewalk on Arch Street, will also be included as bid alternates.  There is anticipation that these documents will be advertised during the week of May 23.
  • There will be a tour of the upgraded Wastewater Treatment Facility following the Progress Status meeting, to be held on May 24 at 10:00 AM.


There was discussion concerning the Rapid Mix tank.  Bob Berardo and Mike Smith have had discussions concerning the efficiency of the flash mixer.  The topic will be discussed at a future time.


Discussion of Proposal Regarding Sewer Billing for Water Shutoff Accounts:

J. Haverstock reported that Shawn Erickson indicated that he is paying $300 for sewer at a property that has no water in or out.  A. Hitchcock inquired if there was still a water bond due.  J. Haverstock indicated that there is currently a bond that is due.  The topic was discussed as to the longevity of flat rate billing for sewer.

J. Haverstock will communicate this information to Mr. Erickson.


Water and Sewer:

Discussion Policy Re: Late Utility Payments:

J. Haverstock reported that there are draft policy options in the packets for review.  J. Lapre recommended that the current policy remain in effect.


Discussion Re: Water Shut-off Policy:

J. Haverstock explained the current process of a list being generated for review, notices sent, certified letters, curb stops are spray painted, then shut-off (following no response to the previous communications).

J. Haverstock reported that actula shut-offs are rare.  Pittsford uses shut-offs to compel prompt payment.  Other nearby towns allow delinquencies to accrue an additional billing cycle before beginning shut-off process.


H. McKinlay indicated that it is costly to send certified letters if the delinquency shut-offs are pursued after a single-cycle. H. McKinlay recommended following the same format as for tax sale delinquencies.


A. Hitchcock recommended a broader policy and that the current policy be reviewed.



None at this time.


Executive Session:

None necessary at this time.



The Commission adjourned at 7:30 PM.

The next meeting will be held on June 21, 2011.

Respectfully Submitted



Kelly Giard, Recording Secretary


Allen Hitchcock, Chair



John Lapre, Vice Chair



Hope Rantanen



Helen McKinlay



Bob Harnish