Meeting Minutes : Water & Sewer Commission – DRAFT

July 15, 2014

Water and Sewer Commission Members Present – David Pearson, Bob Harnish, Clarence Greeno and Helen McKinlay. Absent: Ernie Clerihew. Others present: Robin Rowe, Sheila Crossman, Neil Crossman, John Haverstock and Kelly Giard – Recording Secretary.

David Pearson, Vice Chairman, called the meeting to order at 6:30 PM.

The minutes from the June 17, 2014 meeting were signed, with no corrections.

Town Managers Report:
J. Haverstock reported on the following:
• Ernie Clerihew has been appointed to the Water and Sewer Commission following the retirement of Allen Hitchcock. Mr. Clerihew will be attending the August meeting.
• The water pipeline was damaged at the former Ron Smith property. Mr. Landon, who now owns the property, was digging and hit the line. Bruce Babcock, Shawn Hendee and the Highway Department staff were on-site for approximately 15 – 20 hours total. J. Haverstock indicated that the Florence pump station did not need to be activated. Mr. Landon was aware of the location of the pipe and will be billed for the expenses incurred.

Public Comment:
None presented at this time.

Utility Bill Abatement Request (Rowe Apartments):
Robin Rowe was present to discuss information that was included in the Water and Sewer Commissioners packets. Ms. Rowe explained that the current bill is approximately 10 times the amount that is normally billed. The Rowe’s feel that there was a mis-read with the meter.

Ms. Rowe stated that the billing shows that more than 1 million gallons of water were used at their apartments. Ms. Rowe stated that there would be property damage, the buildings would be floating as they are on a crawl space foundation and the septic systems would be failed if they had actually received this much water. Ms. Rowe stated that there were no leaks as the joints are visible.

Ms. Rowe stated that the highest recent billing cycle was for $1,265 and the current bill is $7,563.37.

Ms. Rowe inquired about the capacity of the Town reservoir. J. Haverstock will forward this inquiry. Ms. Rowe inquired if the chlorination bill had increased over this period of time. This information will also be researched.

There was discussion concerning various flow data. Ms. Rowe denied any change in tenants (stated that most are single person and one is a resident that travels most of the time. There are also units that are empty). J. Haverstock indicated that Bruce Babcock has visited the site and detected no leaks. Ms. Rowe stated that the electrical box to the meter has been changed and she would like to see the entire meter changed and checked. Ms. Rowe stated that the average use per day has been approximately 275, prior to this billing cycle.

J. Haverstock stated that EJ Prescott will inspect the meter for any failures.

The topic was deferred to Executive Session for final discussion and decision.

Consider Changes to Swimming Pool Filling Policy:
J. Haverstock explained that he had a resident phone for information with regard to filling a swimming pool. The resident was given the delivered rate. However, she was concerned about the charge for the water and sewer in the event that she used a garden hose to fill the pool.

J. Haverstock stated that the sewer rate has been waived for two agricultural users. However, there are separate meters for the agricultural water uses.

C. Greeno inquired if it was possible to meter the water that exits the property and enters the sewage collection system. J. Haverstock will research that question.

Motion by C. Greeno and seconded by B. Harnish to discontinue the Pool Filling Policy as of 2015 due to issues and concerns raised, no income generated, the use of Town employees – with the change excluding the firefighters. Motion tabled with a 2 – 2 vote..

Other Water Related Business:
J. Haverstock stated that the State found a “minor deficiency” in the Sanitary Survey. Bruce Babcock is required to take action to install a chlorine detection device by October 10.

J. Haverstock reported that the meter failure at the Ernie Whittemore property is a second time failure and it is recommended to move the meter. Bruce Babcock and VLCT recommend paying the $750 claim.

Stan Wilbur from Proctor has notified Pittsford that there are no longer Pittsford residents included on the Proctor water system.



Old Colony Condos Billing Proposal:
J. Haverstock reported that Peter McTaggart, of Old Colony Condos, would like to meter the water from the well to the units so the residents can be billed more accurately for sewer usage (rather than at a flat rate). This topic will be discussed at a future meeting.

Water & Sewer:
Discussion of Potential Further Development of Pittsford Commons Parcel:
Mr. Crossman from the Pittsford Commons was present to discuss the possibility of expanding Pittsford Commons.

Mr. Crossman stated that the sewer line goes from the Pittsford Commons to JR’s Diner to Depot Hill pump station. Mr. Crossman expressed concern about the grease at JR’s Diner and it is not in the best interest for the Pittsford Commons to own this line. J. Haverstock indicated that the Town is working with the food service providers within Town. Mr. Crossman stated that it is important for the Town to own the line that is not on the property.

Mr. Crossman stated that there is a ¾” water line to the property to supply the 12 units, with no current concerns. Mr. Crossman stated that the proposed development of additional condo units and/or an assisted living facility could require a sprinkler line. Mr. Crossman stated that there had been a proposal in the past to supply an 8” line with a hydrant to the property. However, the developers ran into financial problems.

Mr. Crossman stated that there is some water storage currently on-site to maintain the water pressure.

H. McKinlay inquired if there was adequate capacity at the Wastewater Facility. J. Haverstock indicated that there has been the withdrawl of the Police Academy and Mr. Crossman stated that the Commons is currently paying for capacity.

J. Haverstock stated that he will consult with Mark Youngstrom to see about conducting a study to how this project will play into the Route 7 upgrades and who will pay for the parcel’s future needs.

Mr. and Mrs. Crossman exited at 7:30 PM.

Update on Delivery of New Utility Truck:
J. Haverstock stated that the new truck should be available within 6 or 8 weeks. The current truck has been advertised on with little activity and the trade-in offer is $7,500.

J. Haverstock reported that there is a letter from Peg Armitage that will be discussed in Executive Session.

Executive Session:
The Water and Sewer Commission entered Executive Session at 7:30 PM for legal concerns.

The Water and Sewer Commission exited Executive Session at 7:54 PM.

Motion by H. McKinlay and seconded by C. Greeno to instruct the Town Manager to continue investigation into the Rowe meter reading and to communicate to the Rowe’s that there will be no penalty, interest or shut-off until more can be learned about the performance of the meter in question. Motion passed unanimously 4 – 0.
The Commission adjourned at 7:55 PM.

The next regular meeting will be held on August 19, 2014.

Respectfully Submitted
Kelly Giard, Recording Secretary

David Pearson, Vice Chairman

Helen McKinlay

Bob Harnish

Ernie Clerihew

Clarence Greeno