Meeting Minutes : Water & Sewer Commission



December 18, 2012


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


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



The minutes from the October 16, 2012 regular meeting and the October 30, 2012 Special meeting were signed, with no corrections.


Town Managers Report:

J. Haverstock reported the following:

  • Bob Berardo praised the work that Shawn Hendee has performed at the Wastewater Facility.
  • A tour of the Wastewater Facility is being planned for the members of the Water & Sewer Commission.
  • The Florence water storage tank was discussed and J. Haverstock will research the size for continued discussion at a future meeting.


Public Comment:

None presented at this time.




Update on Water Project:

J. Haverstock reported that the water project is complete with all of the remaining grant funds spent on extra meters and parts for future use.


Meter-Related Ball Valve Failure Update:

J. Haverstock reported that there are 5 out of 100 ball valves still not replaced.  The warranty from EJ Prescott has been extended once again and is valid through November 2013.  Mark Youngstrom recommends that the Town accept the warranty and release the $5,000 retainage that has been held in escrow.  The members present agreed to the proposal.


Update of Water System Expansion Project:

J. Haverstock reported that 3 of the 4 required easements have been completed and the final easement is expected to be approved with no issues.  The permit for the pump house has been applied for; construction is anticipated to begin in Spring 2013.



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

There was discussion as to where the abandonment related cut-off will be located.  J. Haverstock will discuss the concern with Mark Youngstrom and will report back to the Water & Sewer Commission at a future meeting.


A letter has been written to the 26 interested potential borrowers from the well drilling fund.


Proctor has sent out compensation checks to the affected Proctor water customers that live in Pittsford.



Update on Project Status – Phase I & II:

J. Haverstock reported that the Plains Road sewer line section replacement is complete and the area paved.  The Town Manager has sent Mike Smith has sent a “loose ends” list to be completed in the near future.  These items include:  Budget Report, Operations and Maintenance manuals, After-Action Review, and Proposed Sewer Ordinance.


J. Haverstock will be sending a letter to establishments that prepare food to request a meeting with Mr. Smith and himself to discuss and inspect grease traps.


A letter has been sent to sewer customers to explain the rate changes.  NEMRC has spent time working on the billing format for future billing cycles.


Water and Sewer:

None presented at this time.



None presented at this time.


Executive Session:

Motion by A. Hitchcock and seconded by B. Harnish to enter into Executive Session for the purpose of personnel.


The Water and Sewer Commission entered into Executive Session at 6:58 PM.  J. Haverstock was invited to stay.


The Water and Sewer Commission came out of Executive Session at 7:10 PM, with no action taken.



The Commission adjourned at 7:10 PM.


The next regular meeting will be held on January 15, 2013.




Respectfully Submitted



Kelly Giard, Recording Secretary


Allen Hitchcock, Chair


                                                                        John Lapre, Vice Chair


                                                            Helen McKinlay


Bob Harnish


Dave Boles