Meeting Minutes : Water & Sewer Commission



August 21, 2012


Water and Sewer Commission Members Present – Allen Hitchcock, Bob Harnish, John Lapre, and Helen McKinlay,  Absent: Dave Boles.  Others present:  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 July 17, 2012 meeting were signed, with no corrections.


Town Managers Report:

None stated at this time.


Public Comment:

None presented at this time.




Update on Water Project:

J. Haverstock reported that there is approximately $30,000 remaining in the grant funding.  The USDA has approved the plans for the pavement of Mechanic Street (approximately $18,000) with the balance being utilized for the purchase of meter assemblies for future use.


Update of Water System Expansion Project:

J. Haverstock reported that Mark Youngstrom has indicated that an electrician has been working with Green Mountain Power with regard to the pump station at the White property on Route 7 south.  Bruce Babcock has been marking the curb stops of the Country Club and related residences..


There was discussion concerning the charge to customers from Fire District #1, which was deferred to Executive Session.


Meter-Related Ball Valve Failure Update:

J. Haverstock reported that Meter Backflow Services is replacing the approximately 100 ball valves in Town, of which 12 have failed.  Currently, there remain approximately 20 remaining to be replaced.  J. Lapre recommended sending certified letters to “holdouts”, thus, minimizing any liability for the Town.


Proctor Water Abandonment News and Updatr on Well-Drilling Fund:

J. Haverstock reported that he attended a meeting with Rep. Shaw, Ann Whiteley, Eric Blatt, and Bryan Redmon concerning the administration of the funds for the Proctor water customers who will be abandoned and will need financial assistance to drill wells.  The State has determined that the affected residents are considered “involuntarily disconnected”. Therefore, they are all eligible to participate in the loan program.  Rep. Shaw has attended a meeting with the Chittenden Select Board and they do not appear to be interested in the program.


There was discussion concerning the court case and other administrative concerns.  The State needs to approve final documents prior to distribution of funds.  J. Haverstock reported that there are currently 29 residents interested in the program.


Review of Bulk Water Purchase Proposal:

J. Haverstock reported that a letter has been received from a resident who is currently bulk purchasing water from another town and is proposing to bulk purchase water from Pittsford.  Bruce Babcock expressed various concerns, including, but not limited to:  potential for water hammer, contamination, illnesses, cross connection, no Town control, and monitoring the usages.


J. Lapre indicated that there are currently fees in place for pool filling.  However, this is monitored by Bruce Babcock and utilized through the Fire Department.


J. Haverstock will send a letter declining the proposal.



Update on Project Status – Phase I & II:


Phase I is complete, with a flow meter to be replaced by Daniels.  This meter has had issues with the readability.


Phase II sewer line work is complete and the Elm Street pump station is on-line.


During the apron work at the Fire Station, it was noted that there was water infiltration that has damaged the foundation.  Dick Reed & Sons will be performing the repair work.  It was noted that there was no damage at the Highway Garage.  A. Hitchcock inquired if the overhead doors had been affected.  J. Haverstock will discuss this with Chief Hooker.  Hank Pelkey explained that the cement slabs were cracked and had settled and would be cut and repaired.


The pavement grinding on Arch and Pleasant Streets will begin on August 23, 2012 with the base coat of pavement applied the following Monday and Tuesday with the final coat placement will occur a week or two following the initial base coat.


There was discussion of the Elm Street pump station and Arch Street “sink holes”.  These areas have been reviewed by the engineers and remediated by the contractor.




Sewer Rate Adjustment Update:

Mark Youngstrom will have a proposed rate structure for the September 18, 2012 Water and Sewer Commission meeting, which will be based on water flows.  B. Harnish inquired when this new rate structure would be effective.  J. Haverstock indicated that it would be effective with the January 2013 billing.


Water and Sewer:

J. Haverstock indicated that the utility bills were payable on August 10, with the normal compliance.


An abatement request was received from James Hill, who purchased the Beriau property, and indicated that the billing was delivered to the original owner and forwarded to the new owner late.  The penalty abatement proposal was $33.77 on a bill of $522.11.  H. McKinlay suggested that the new owner be given 30 days from his receipt of the bill to pay his bill without penalty or interest.


Motion by H. McKinlay and seconded by B. Harnish to abate the penalty and interest.  Motion passed unanimously 4 – 0.



None presented at this time.


Executive Session:

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


The Water and Sewer Commission entered into Executive Session at 7:18 PM.  J. Haverstock was invited to stay.


The Water and Sewer Commission came out of Executive Session at 7:35 PM.



The Commission adjourned at 7:35 PM.


The next regular meeting will be held on September 18, 2012.


Respectfully Submitted



Kelly Giard, Recording Secretary

Allen Hitchcock, Chair


                                                                        John Lapre, Vice Chair


                                                            Helen McKinlay


Bob Harnish


Dave Boles