Meeting Minutes : Water & Sewer Commission



November 15, 2011

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

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


The minutes from the October 18, 2011 meeting were signed, with no corrections.

Town Managers Report:


Public Comment:

D. Parkinson inquired if there has been a response from EJ Prescott with regard to the lost revenue due to the error at OMYA.  J. Haverstock indicated that this will be discussed during the regular agenda.


Update on Project Status:

J. Haverstock indicated that an e-mail was received from Carl Crawford, with regard to the Route 7 services.  Mr. Crawford indicated that 3 of the 11 services have been completed and the hydrants in the area are to be installed.  Mr. Crawford has indicated to Markowski Excavating that the services need to be completed this year due to the uncertainty of future funding.

J. Haverstock reported that Harold Anderson has indicated an interest in the proposal for the replacement of his service line.  Bruce Babcock has been contacted and will discuss this with Markowski Excavating to complete this task.

A meter assembly has failed at the Monmoth Ski Club, which was possibly linked to a pressure reducing valve.  The parts are expected to be reviewed.  J. Lapre inquired if there was any damage.  J. Haverstock indicated that there was little or no damage.

J. Haverstock read the letter that was received from EJ Prescott with regard to the OMYA meter installation situation.  EJP has indicated that they were not responsible for the lost revenue.  This will be discussed further in Executive Session.

Proctor Water:

J. Haverstock explained an Informational Meeting that was held for the Pittsford residents that will be abandoned by the Proctor Water System.  A copy of the meeting highlights was included in the packets for review.  A. Hitchcock has been researching the possibility of selling the forest area around the current surface water source and placing the money into a fund to assist the Pittsford residents that will be abandoned.  This idea was forwarded to Proctor Town Administrator for review and consideration.

J. Haverstock indicated that he has met with Dave Pearson from Fire District #1 regarding the possible connection of its 24 customers to the Pittsford water system.  J. Haverstock indicated that he will meet with Hank Pelkey (representing the Proctor/Pittsford Country Club) with a similar request to connect to the Pittsford water system.  Mark Youngstrom has met with Mr. Pearson and Mr. Pelkey and they will all be invited to the December 20 meeting to further the discussions.


Update on Project Status – Phase I & II:

Mike Smith was present to update the Commission members on the current sewer projects.  The highlights of the project include:

  • The covers are installed at the Wastewater Treatment Facility.  Mr. Smith indicated that he has inspected the installation of the covers and that Bob Berardo is pleased with the cover installation and system.  Bob Berardo reports that the amount of water being hauled is lowered and the amount of chemicals being used is also lower.  Daniels Construction has a couple of electrical items to complete.  J. Haverstock inquired if these items would be completed prior to the Contractor’s Status Meeting, which will be held on November 29.  Mr. Smith indicated that these items should be completed before the meeting.  A. Hitchcock recommended that the members of the Commission visit the facility and view the cover system and current operations.  A. Hitchcock also indicated that the area at the WWTF looks good, except for some scrap material that is around the new Water Department offices.  J. Haverstock inquired if the State of Vermont should be notified of the upgrade project.  Mr. Smith indicated that he has spoken with Liz Dickson regarding the progress. However, he will send formal communications.
  • With regard to Phase II, Mr. Smith reported that the water main extension is completed, tested and connected.  Belden Construction did the excavating work below the fire station, however, extra material was necessary for ground stabilization as the ground water levels were high.  The Pleasant Street portion, as well as the Arch Street culvert portions are completed.  The street has been opened to two-lane traffic. There are currently preparations under way for trench paving, which will begin on Thursday, November 17.  The temporary pavement will be 1 ½” deep.  J. Haverstock inquired if Mr. Smith has spoken with the school with regard to the paving in the area of the parking lot.  There is a luncheon for parents and the parking lot will be utilized.  Mr. Smith indicated that the paving should be past the parking lot by the time the parents arrive for the luncheon.  A. Hitchcock inquired about the load weight limitations.  Mr. Smith explained that the base will be comprised of crushed marble and should be fine for the 6 months. Mr. Smith indicated that the budget is currently on target and the anticipation is that the loan amount will be utilized by the end of the month. Therefore, the grant funding will soon be “kicking in”.
  • A. Hitchcock inquired about the status of the Pump Station portion of the project.  Mr. Smith indicated that there have been some changes to the control panel and he is waiting for the shop drawings.  Mr. Smith indicated that delivery is anticipated 6-weeks following the release, which would be the end of December.  Mr. Smith indicated that Belden has indicated that the old pump station will remain in operation and the new one would be constructed beginning the week of November 21.  The old pump station will only be demolished after the new station is fully operational.  A. Hitchcock inquired about the flows at the Elm Street Pump Station.  Mr. Smith indicated that he has not seen any flow data and that the area is “never dry”.
  • A. Hitchcock inquired about the safety issues that were a concern with regard to Belden Construction.  Mr. Smith indicated that any issues were handled timely and effectively.
  • Mr. Smith explained the process for the winter, which will include working at the Elm Street pump station.  The hours for the on-site engineer can be cut during the winter hours, utilizing the hours more in the spring and having the winter hours used on a “drop-in” basis.

Mr. Smith exited at 6:57 PM.

Water and Sewer:

None stated at this time.


Bob Berardo has requested the purchase of a storage shed for the Sewer Department to help reduce “clutter”.  J. Haverstock indicated that a wooden storage shed has been located with a price of $1,500.  The Commission members agreed that this would be a good purchase.

A. Hitchcock indicated that the record keeping of the maps is critical and should be accurate and kept updated.  This topic was tabled to the December 20, 2011 meeting.

Executive Session:

Motion by B. Harnish and seconded by H. McKinlay to enter into Executive Session for the purpose of discussing Contractual and Legal issues.

The Water and Sewer Commission entered into Executive Session at 7:23 PM.  J. Haverstock was invited to stay.  The Water and Sewer Commission came out of Executive Session at 7:32 PM.

Motion by J. Lapre and seconded by B. Harnish for the Town Manager to reply to the letter from EJ Prescott regarding the OMYA meter installation at the appropriate time.  Motion passed unanimously 4 – 0.


The Commission adjourned at 7:33 PM.

The next regular meeting will be held on December 20, 2011.

Respectfully Submitted

Kelly Giard, Recording Secretary                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           _________________________________

Allen Hitchcock, Chair


 John Lapre, Vice Chair


 Helen McKinlay


Bob Harnish