Meeting Minutes : Water & Sewer Commission





April 21, 2015


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


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


Adoption of Agenda:

  1. Haverstock stated that there was a potential need for Executive Session for possible discussion of bulk water purchasing and the Armitage pipeline project and there was a need to amend the agenda to include discussion of possible sewer connection for Mark Hayes and to review the Frequently Asked Questions document.


Motion by B. Harnish and seconded by E. Clerihew to amend the agenda to include the changes recommended by J. Haverstock.  Motion passed unanimously 4 – 0.



The minutes from the March 17, 2015 meeting were signed, with no corrections.


Election or Re-Election of Commission Chair and Vice-Chair:

Motion by B. Harnish and seconded by H. McKinlay to continue with the current Chair (Dave Pearson) and Vice-Chair (C. Greeno).  Motion passed unanimously 4 – 0.


Town Manager’s Report:

  1. Haverstock reported the following:
  •     A letter was included in the packets from Mark Youngstrom with regard to the Segment 1 project work.  Most of the conflicts between the VTrans design and existing infrastructure identified by VTrans involve stormwater ditches and these are Federal requirements.  A meeting was held in Montpelier with Mr. Youngstrom, J. Haverstock and VTrans to discuss the design.  Scott Matthews from Otter Creek Engineering reviewed all of the pipes, valves, hydrants, etc. in the affected area.  VTrans is trying to modify the possible hydrant moves.  More information will be communicated once received.
  •     There is a request for bid out for the Armitage pipeline replacement project.  There was a pre-bid site meeting held on April 17 and the sealed bids will be opened on May 1.
  •     Letters regarding the Grease Trap Ordinance have been sent to the four food preparation establishments in Town.  Communication has been received back from three of the four establishments.
  •     There will be a meeting with J. Haverstock, Shawn Hendee, Bruce Babcock and representatives from Otter Creek Engineering to discuss the GIS mapping of utility infrastructure and connections in the Town to help identify the best approach.


Public Comment:

None presented at this time.



Update on Proctor Water Study Loan Forgiveness Request:

  1. Haverstock reported that Rep. Shaw has written Legislation to obtain greater debt forgiveness and more information is expected in the future. An update was submitted via e-mail, which was read.


Discuss Water Main Relocation:

The water main relocation project for the Route 7 bridge near the intersection of Route 3 was discussed.  VTrans will be contracting with CLD Engineering.  A copy of the requested price comparison with Otter Creek Engineering was included in the packets for review.  J. Haverstock was instructed to follow-up with both firms to request an estimated budget.


Remarks from Doug Cummings re: Potential  Bulk Water Purchase(s):

Materials were included in the packets from a previous request from Mr. Cummings.  Bruce Babcock is skeptical of accommodating Mr. Cummings’ proposal to purchase water in bulk as there would be no oversight and a possible lack of communication in relation to usage.  There was also discussion concerning possible liability. Since Mr. Cummings did not appear at this meeting,  J. Haverstock will be in contact with Mr. Cummings to invite him to a future meeting of the Water & Sewer Commission to discuss.


Review Draft Water Rate Policy:

The Water Rate Policy was reviewed.


Motion by E. Clerihew and seconded by B. Harnish to adopt the Water Rate Policy.  The document was signed.


Review of Frequently Asked Questions (FAQ’s);

The document was reviewed and members agreed that the FAQ’s were ready for inclusion on the website and it can be updated as more questions arise.



Review Draft Sewer Rate Policy:

The Sewer Rate Policy was reviewed.


Motion by E. Clerihew and seconded by B. Harnish to adopt as stated.  Motion passed unanimously 4 – 0.



Continued Discussion of Sewer Billing Abatement Request (L.F. Carter, Inc.):

  1. Haverstock read a draft policy that was included in packets for review. Bruce Babcock has confirmed that much of the used water is hauled away and does not enter the sewer system. There was discussion concerning possible billing practices and procedures.

Motion by E. Clerihew and seconded by H. McKinlay to adopt the draft policy pending documentation regarding L. F. Carter’s hauling procedure.  Motion passed unanimously  4 – 0.


Discussion Regarding Possible Sewer Connection:

Mark Hayes currently has water service.  However, he does not have sewer service.  Bruce Babcock and Shawn Hendee have confirmed the private sewer line would need to be connected to the Old Colony Condo service line or the Alfred Buck Lane line to bring sewage to either the Transfer Station pump station or the Depot Hill pump station.  J. Haverstock will send Mr. Hayes a letter offering the possibility of hook-up, and will explain the process.


Water & Sewer:

Utility Bill Abatement Request (Maher)

Mr. Maher expressed concern of water running due to the freezing of service lines.    There was a draft policy included in the packets for review.


The Water & Sewer Commissioners inquired if there was any influent spike at the Wastewater Treatment Facility as a result of this practice. The Water & Sewer Commissioners stated that any abatement requests must be submitted to the Town Manager in writing, then the requests will be forwarded to the Water & Sewer Commissioners for discussion and action.


Mr. Maher submitted his request in writing, which was included in the packets for review.


The utility bill abatement requests were discussed and there will be a determination of any abatements in the future.



None presented at this time.


Executive Session:




The Commission adjourned at 7:23 PM.

The next regular meeting will be held on May 19, 2015.




Respectfully Submitted



Kelly Giard, Recording Secretary


David Pearson, Chairman



Clarence Greeno, Vice Chairman



Bob Harnish



Ernie Clerihew



Helen McKinlay