Meeting Minutes : Water & Sewer Commission

Members Present – Thomas “Hank” Pelkey, Clarence Greeno, Helen McKinlay, David Pearson.
Absent:  Ernie Clerihew.
Others present:  John Haverstock – Town Manager and Kelly Giard – Recording Secretary.  Dave Pearson, Chairman, called the meeting to order at 6:30 PM.


Adoption of Agenda:

J. Haverstock reported that there was no need for Executive Session.

J. Haverstock reported that there was no need to amend the agenda.  Motion by C. Greeno and seconded by H. McKinlay to adopt the agenda as posted.  Motion passed unanimously 4 – 0.



The minutes of the December 19, 2017 meeting were signed, with no changes.


Town Manger’s Report:

J. Haverstock reported the following:

  • Shawn Hendee is anticipating the need to draft a phosphorous management plan.  Currently, a majority of the phosphorous problem is generated by agricultural run-off (40%) while only a tiny amount (3%) comes from municipal wastewater facilities.  Mr. Newbry will be consulted to assist with the plan.
  • There was a waterline break to the north of the Markowski property on West Creek Road.  There has been communication with Mr. Rantanen and the excavated area will be cleaned up in the spring.


Public Comment:

None presented at this time.



Water System Mapping Project:
J. Haverstock reported that this project is on hold due to the winter weather and the staff has been busy assisting with snow removal.


Update on Revisions to Operations and Maintenance Manual:
J. Haverstock reported that this was included in the packets for review.  The State checklist was more complex than originally anticipated.  Robert Clark from Otter Creek Engineering has submitted the documentation to the State and is waiting for approval/responses.



Wastewater Treatment Facility Asset Mapping Project Update:
J. Haverstock reported that the New York Engineering firm that was appointed by the State has provided no communication in over 2 months.  Shawn Hendee will attempt again to contact the firm to get an update.


Update on State’s Response to Request to Increase Flow Capacity Figure:
J. Haverstock stated that there is no update and he is waiting for information from the meeting that was held in the fall.


Review Recommendation from Committee Evaluating Engineering Firms Seeking to Work on Pump Station Replacement and Wastewater Treatment Facility Instrumentation Upgrade Project:
J. Haverstock reported that the State has mandated a Request for qualifications process before any grant or subsidy process can be secured.  The committee received quotes from Otter Creek Engineering, DuBois & King and Aldridge and Elliott and the committee met with representatives from these firms.  Motion by T. Pelkey and seconded by C. Greeno that Otter Creek Engineering be selected to work with the Town on this project.  The engineering firm will help with funding applications, bond vote design and construction supervision.  C. Greeno inquired if the award was based on qualifications and not pricing.   J. Haverstock explained that the State has to approve fees through the review of an Engineering Services Agreement.  Motion passed unanimously 4 -0.



Discussion of Budgets and Utility Rates:
J. Haverstock reported that sewer rates increased 6 – 7 years ago, then again 4 years ago and there is currently a deficit, which is subsidized through the General Fund.  There was discussion regarding residents who uses water to fill pools, which does not go into the sewer system, however, is billed as if it was going through the system.  C. Greeno also recommended doing a quarterly billing to ease the burden on residents.

T. Pelkey recommended that the Town consider transferring a modest amount each year from the General Fund to the Sewer Fund, as an alternative to additional rate increases.


Discussion of Meeting Schedule:
C. Greeno recommended that the meeting schedule remain as is and possibly skip a month or two in the summer.  T. Pelkey stated that the meeting schedule should be set so the public is informed and not confused if they wish to attend.


The meeting was adjourned at 6:55 PM.


The next regular meeting of the Water and Sewer Commission will be held on February 20, 2018.


Respectfully Submitted,


Kelly Giard

Recording Secretary



David Pearson, Chairman


Clarence Greeno, Vice Chairman


Helen McKinlay


Ernie Clerihew


Thomas “Hank” Pelkey