Meeting Minutes : Water & Sewer Commission



January 24, 2012


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

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



The minutes from the December 20, 2011 meeting were signed, with no corrections.


Town Managers Report:

None presented at this time.


Public Comment:

None presented at this time.



Discussion of Map, Drawing, and Record Maintenance Plans:

A. Hitchcock reported that he has met with Reprographics regarding the preservation of  water and sewer line documents.  The proposal is to make digital copies of the drawings and to store a set of the discs at the Water Department offices and one set in the Town Offices.  The drawings would be available for review, in the event that they are needed.  There was also discussion of purchasing a printer that would allow for printing to be done at the office instead of at Reprographics.  This potential purchase will be discussed in the future.


The GPS mapping of the water line was discussed.  Shawn Hendee has expressed interest in starting the project in the event of down time.  There will need to be landowner approvals before this work can be done.


Joint Proposal  to Connect to Town Water System:

J. Haverstock reported that the members of Fire District #1 have met with Mark Youngstrom and have applied for priority processing through the Vermont Clean Drinking Water Fund.


J. Lapre inquired if this connection would be for domestic consumption as well as for fire suppression.  J. Haverstock indicated that he would research this and will advise at a future meeting.


Requests for Partial Abatement of Utility Bills:

J. Haverstock reported that 2 requests have been received for partial abatement of utility bills.  One of the requests was for water that was lost due to a ball valve failure.  This loss has been confirmed by Bruce Babcock.  The other request was received based on loose fittings at the meter.  There was also confirmation of those loose fittings from Bruce Babcock.  Discussion of these requests was deferred to Executive Session.


Review Billing Cycle:

J. Haverstock reported that the last billing cycle went “smoothly”.  Linda Drummond and Shawn Hendee have been trained in the reading and billing portion by EJ Prescott/Meter & Backflow Services and it is now possible to perform the billings in-house and avoid outside assistance.  J. Haverstock reported that there were three non-abatement inquiries received from customers so far.


H. McKinlay inquired if the billing cycle would be back to the “normal” cycles of January 1 – June 30 and July 1 – December 31.  J. Haverstock indicated that the meter-reading times would be as close to these dates as possible.


J. Haverstock reported that, in the previous billing cycle, 16 million gallons of water were metered and billed, and in this cycle, there were 16.5 million gallons metered.


Damage Claims for Ball Valve Failures:

J. Haverstock reported that all damage claims to date have now been paid in full.



Update on Project Status – Phase I & II:

Mike Smith submitted an e-mail update, which included little new information due to winter shut-down.   There was discussion that Bob Berardo is seeing spiking occurring at the Depot Hill pump station.  There was discussion as to possible sources.


Environmental Conservation Report:

Bruce Babcock has written to the State of Vermont outlining the recent changes and upgrades to the water system in response to the recent sanitary survey.


Water and Sewer:

None stated at this time.



J. Lapre inquired if the Commission could receive budgetary updates at the meetings as has been done in the past.  J. Haverstock will gather the information and advise at future meetings.


Town Meeting preparations were discussed.


Executive Session:

Motion by H.  McKinlay and seconded by J. Lapre to enter into Executive Session for the purpose of discussing abatement requests.


The Water and Sewer Commission entered into Executive Session at 7:15 PM.  J. Haverstock was invited to stay.


The Water and Sewer Commission came out of Executive Session at 7:20 PM.


Motion by B. Harnish  and seconded by H. McKinlay to abate the Hooker utility bill for the rental property at 24 Mechanic Street, by reducing the utility bill by $171.09 to account for a leak likely caused by water meter fittings left somewhat loose during installation.  Motion passed unanimously 4 – 0.


Motion by John Lapre and seconded by Allen Hitchcock to decline to abate the Leehy utility bill.  Passed 4-0.



The Commission adjourned at 7:22 PM.


The next regular meeting will be held on February 21, 2012.


Respectfully Submitted



Kelly Giard, Recording Secretary                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  _________________________________

Allen Hitchcock, Chair


                                                                        John Lapre, Vice Chair


                                                            Helen McKinlay


Bob Harnish