Meeting Minutes : Water & Sewer Commission



May 21, 2013

Water and Sewer Commission Members Present – Allen Hitchcock, David Pearson, Bob Harnish, Helen McKinlay, and John Lapre.  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 April 16, 2013 meeting were signed, with no corrections.


Town Managers Report: 

J. Haverstock reported the following:

·         The Water and Sewer Commission welcomed new member, David Pearson, who replaces David Boles.  Mr. Pearson is associated with the Fire District #1.

·         John Lapre, Water and Sewer Commission member, has submitted a letter of resignation.  This letter was accepted with regret and is effective following the June meeting.


Public Comment: 

None presented at this time. 



Update on Water System Expansion Project:

J. Haverstock reported that there was a pre-bid meeting, which included a property walk-through on May 7.  There was a bid opening on May 14, 2013.  The bid was awarded to Champlain Construction of Middlebury, based on a recommendation of Otter Creek Engineering.  A pre-construction meeting and schedule will be developed in the near future.  The abutters will be notified of the schedule, once established.  A letter has been drafted for the affected Proctor customers and a separate letter has been drafted for the Fire District #1 customers.  These letters will be reviewed by Select Board Chairman Pelkey and Water and Sewer Commissioner Pearson prior to sending.  The letters were included in the packets for review.


The new customers will be introduced to Bruce Babcock prior to the meter installation process.  There was discussion regarding whether the Proctor customers have meters.  There was also discussion concerning the Fire District #1 meters and it was determined that these meters are the property of the homeowner.


D. Pearson reported that he has had recent conversation with Eric Law with regard to the forgiveness of the planning loans.  Mr. Law did not give any commitment to the forgiveness request.


Allen Hitchcock inquired if the timing of the project has been approved by Mr. White.  J. Haverstock reported that Mr. White is being updated to progress and there are no anticipated issues. 


Discussion of Route 7 Ditching:

J. Haverstock reported that there has been some ditching work done perpendicular to  Route 7 south near the former ice cream shop.  Mark Youngstrom and the state entities have been contacted as freezing concerns have been expressed due to the depth of the ditching and the amount of coverage over the water line.


Discussion of Well Drilling Fund:

J. Haverstock reported that 17 of the 26 planned loans have closed.  There have been two requests for reimbursement sent to the State.  The remaining residents have been contacted and two of the initial interested individuals have declined the offer. 

Proposed Solar Project:

J. Haverstock reported that the Town has been contacted about the possibility of constructing a solar project at the site of the Florence water station.  J. Haverstock will contact the State authorities for clarification as to the source protection areas.  The company that has approached the Town estimates that the Town will save approximately $4,000 annually.  The Town has the option to purchase the panels after 7 years.  The power to be generated is just under 150 kilowatts.

J. Haverstock indicated that this topic was discussed at a recent Town Manager’s Conference that he attended and that the company has indicated that they are responsible for the maintenance and responsibility of the area.

A. Hitchcock expressed concern about potential environmental contamination in the area.  J. Lapre explained that the gear boxes require two forms of containment and requires an Act 248 process.  J. Haverstock indicated that any revenue would be the property of the Water Fund due to the utilization of water property.


Update on Project Status and Related Engineering Work:

J. Haverstock reported that Mike Smith and Belden Construction have some “loose ends” to resolve with regard to the sewer project. 

Mike Smith has been made aware that the Grease Trap Report is outstanding.  Once the report is received, a letter will be sent to the establishments to notify them of the ordinance’s requirements. 

Mr. Smith has been made aware that the draft Sewer Ordinance and the State required Project Update are also outstanding. 



Discussion of Otter Valley Union High School Maintenance Agreement:

J. Haverstock explained that the labor of  Bob Berardo and Jack Shedd has been shared with Otter Valley.  Currently, Mr. Shedd is spending approximately 2/3 of his part-time (20 hours/week) at Otter Valley.  J. Haverstock has drafted a letter to Otter Valley reflecting the possibility of changing the operations at Otter Valley.  This letter was included in the packets and the Commission members agreed to send the letter.

Water & Sewer:

Abatement Request:

J. Haverstock reported that a request for abatement has been received from a resident with concerns about excessive pressure.  This topic was deferred to Executive Session for further discussion.



None presented at this time.


Executive Session:

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

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 7:30 PM, with no action taken.


The Commission adjourned at 7:30 PM.

The next regular meeting will be held on June 18, 2013.

Respectfully Submitted

Kelly Giard, Recording Secretary                                                                                                                                                                                                                 


Allen Hitchcock, Chair


                                                                        John Lapre, Vice Chair


                                                            Helen McKinlay


Bob Harnish


David Pearson