Meeting Minutes : Water & Sewer Commission



 June 19, 2012


Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, Helen McKinlay, Bob Harnish and Dave Boles.  Others present:  Bruce Babcock, Thomas “Hank” Pelkey, John Haverstock and Kelly Giard – Recording Secretary.

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



The minutes from the May 15, 2012 meeting were signed, with minor discussion and no corrections.


Town Managers Report:

J. Haverstock reported the following:

  • Shawn Hendee has successfully completed the Wastewater Operator exam and is now awaiting his license as a Wastewater/Sewer System Operator.  J. Lapre inquired what this certification means.  Bruce Babcock indicated that Shawn can now operate any Grade 2 facility in the State.


Public Comment:

None presented at this time.



Update on Water Project:

J. Haverstock reported that the project is complete, with approximately $35,000 remaining in the grant funding.  Jim Plouffe has agreed to allow the purchase of extra meter assemblies and parts and pieces with the remaining funds.  J. Lapre inquired if there was a time limit to the funds being spent.  M. Youngstrom indicated that USDA has urged that the project should be “wrapped up”.  J. Lapre inquired what is happening with the old meters.  Bruce Babcock indicated that he has salvaged what was salvageable and the remaining pieces were sent to scrap.


Meter-Related Ball Valve Failure Update:

J. Haverstock reported that there have been 9 ball valve failures.  Mark Youngstrom indicated that he has researched ball valve failures with other projects in the State and has found no other comparable failures.  There have been discussions with Meter & Backflow Services concerning this failure and more discussions and corrective action will be taking place in the near future.  Meter & Backflow Services has recommended the use of epoxy to make repairs.  Members of the Commission agreed that this is not a solution to the problem and a letter will be formally sent to express this disapproval.


Review of Engineering Study on Joint Proposal to Connect to Water System:

A report from Mark Youngstrom, dated June 7, was given to the members of the Commission for review.  Currently, the cost proposal to connect the members of Fire District #1, Corn Hill residents and the Proctor/Pittsford Country Club is $260,000.  The voters of the Town would need to approve the project.  There was discussion concerning the various funding options.  The State will offer a loan at 3% over 20 years (yearly cost of $14,000); USDA/Rural Development offers a grant/loan program for 40 years at an interest rate of 2 ¾% (yearly cost of $5,000).  The revenue from the new customers would be approximately $17,000 per year.


The members of the commission reviewed the project designs as presented by Mr. Youngstrom.


Mr. Youngstrom discussed the permits that would be required for the construction of the pump station – which will be built in character with the existing red barn to just like a milk house.  There was also discussion of the wetlands permits that would be required.


Mr. Youngstrom indicated that he has spoken with Mr. White, the owner of the property on Route 7, with relation to the easements and Mr. White was agreeable to relocation of the easement.


A. Hitchcock inquired if all of the residents on Corn Hill Road have agreed to the connection proposal.  Mr. Pelkey indicated that it is his belief that they are in agreement.  Mr. Youngstrom indicated that the residents all need to sign a commitment document.


A. Hitchcock inquired where the disconnection from the Proctor water source would occur.  Mr. Youngstrom indicated that this would occur at the transmission line for adequate frost protection.


J. Lapre inquired about the number of ERUs assigned in the study to the Proctor/Pittsford Country Club.  M. Youngstrom feels that 5 is the appropriate number of ERUs.


A. Hitchcock inquired about the timing for the bond vote.  Mr. Youngstrom indicated that Jim Plouffe would like a commitment by early August.


A. Hitchcock inquired about the condition of the Fire District #1 infrastructure.  Mr. Youngstrom indicated that there were not a lot of maintenance records available. However, the piping is PVC, the per capita consumption is very low and Simon Operating Systems has indicated very little need for repairs over the years.  J. Lapre inquired if the current pump house would be abandoned.  Mr. Youngstrom indicated that the structure would be locked.


Proctor Water Abandonment News Update:

J. Haverstock reported that the loan fund administrators have agreed that Pittsford residents may qualify for a large majority of the funding as Chittenden residents have shown very little interest.  Currently, the terms are 3% interest over a 20-year period.  This topic will be placed on a separate ballot during the upcoming bond vote.


Update on Project Status – Phase I & II:

Mike Smith sent an e-mail update to the Commission on the status of the sewer project.


Phase I is complete, except a couple of warranty issues that Bob Berardo and Mr. Smith are working on with the contractor.


Phase II sewer line work is complete.  Complaints along Arch Street have been received due to the rough road and flattened tires.  The existing pavement will be ground and smaller stone placed to help with these issues.  Some lawn restoration complaints are being addressed with Belden Construction.


Surrender of Sewer Allocation and Related Abatement Request:

Bruce Paynter has surrendered his sewer allocation on his Route 7 property. A letter was received.   Motion by B. Harnish and seconded by D. Boles to grant the Paynter request for an abatement of his $226.80 sewer allocation bill.  Motion passed 4 – 0 – 1 (Lapre recused).


Water and Sewer:

None presented at this time.



None presented at this time.


Executive Session:

Motion by A. Hitchcock and seconded by H. McKinlay to enter into Executive Session for the purpose of contractual issues.

The Water and Sewer Commission entered into Executive Session at 7:22 PM.  J. Haverstock was invited to stay.

The Water and Sewer Commission came out of Executive Session at 7:30 PM, with no action taken.



The Commission adjourned at 7:30 PM.

The next regular meeting will be held on July 17, 2012.


Respectfully Submitted,



Kelly Giard, Recording Secretary


Allen Hitchcock, Chair


                                                                        John Lapre, Vice Chair


                                                            Helen McKinlay


Bob Harnish


Dave Boles