Meeting Minutes : Water & Sewer Commission

Members Present – Thomas “Hank” Pelkey, Baird Morgan, Ernie Clerihew and Clarence Greeno.
Absent:  Helen McKinlay.
Others present:  Warren Longacker, John Haverstock – Town Manager and Kelly Giard – Recording Secretary.


Clarence Greeno, Vice 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 B. Morgan and seconded by T. Pelkey to adopt the agenda as posted.  Motion passed unanimously 4 – 0.



The minutes of the March 20, 2018 meeting were signed with minor changes (changing the name of the Forrest Farm to the Pittsford Village Farm).


Town Manger’s Report:

J. Haverstock reported the following:

  • Welcome to Baird Morgan, who is replacing David Pearson, who has relocated.  Clarence Greeno, Vice Chairman will fill the Chair position until there is a complete Commission to discuss leadership positions.
  • The recent wind storm resulted in downed power lines in the area of the Plains Road reservoir.  Larry McDuff has worked to repair the electrical damage.


Public Comment:

None presented at this time.



Discuss Status of Operations and Maintenance Manual:
J. Haverstock stated that the State has requested revisions to the Operations and Maintenance Manual.  Mark Youngstrom, engineer from Otter Creek Engineering, has emailed the Commission and this email was included in the packets for review.


Consider Purchase of Upgrade to Well House Telemetry:
Shawn Hendee has requested an upgrade to the Florence Well House Telemetry as the current program malfunctions and sends false alarms.  Larry McDuff and Champlin have made adjustments that have not held.  Shawn Hendee submitted a memo in support of his request, which was read.

J. Haverstock reports that the cost of this upgrade is $9,552.82, installed.  C. Greeno inquired if this has been put out to bid.  J. Haverstock stated that Champlin is quite familiar with the system and has serviced it in the past.  The Water and Sewer Commission members agree that other vendors should be sought out and contacted.  C. Greeno recommended also researching the possibility of available grants or programs to assist with this project.  J. Haverstock stated that he will do the requested research and report back.



Wastewater Treatment Facility Asset Mapping Project Update:
Warren Longacker, Senior Civil Engineer with M. J. Engineering and Land Surveying, P.C., was present to make a presentation with regard to the Wastewater Treatment Facility Asset Mapping Project.  This project was funded by the EPA and the engineer was retained by the Lake Champlain Basin Program and the New England Joint Water Pollution Program.

Mr. Longacker made a Powerpoint presentation to the Water and Sewer Commission.  Mr. Longacker has been in communication with Shawn Hendee and will be returning in a few week.

Mr. Longacker exited at 7:38 PM.


Update on Pump Station and Wastewater Treatment Facility Instrumentation Project:
J. Haverstock reported that the planning loan documentation has been submitted for the engineering costs for Otter Creek Engineering.  Currently, Otter Creek Engineering is looking for construction financing possibilities, such as the State’s revolving loan fund and Rural Development.  There will be more information presented at a future meeting.


Update on Efforts to Secure FEMA Grant for Back-Up Generator:
J. Haverstock reported that he is pursuing FEMA grant funds to purchase a buck-up generator for the wastewater treatment facility. The last power outage cost the town $2,000 – $3,000 in damages.  Brook Field will be submitting a grant.



Discussion of Budgets and Utility Rates:
J. Haverstock reported that he and Linda Drummond met with Middlebury Town Officials, who bill quarterly; Rutland Town bills quarterly and West Rutland considered a change from semi-annual to quarterly billing but their users rejected the proposal.

There was discussion concerning a Pool Filling policy, which is in effect in Middlebury.

The Water and Sewer Commission agreed to table any decision until the entire Commission is present.

B. Morgan inquired the possibility of billing via e-mail or accepting monthly payments from a user’s bank accounts.


Update on Utility Billing Logistics:
J. Haverstock reported that the Sewer Department is operating at a deficit.  Mark Youngstrom will be meeting with the Town Manager in the near future to discuss revenue increasing options.

This topic was tabled until a future meeting when the entire Commission is present.


The meeting was adjourned at 6:46 PM.

The next regular meeting of the Water and Sewer Commission will be held on May 15, 2018.


Respectfully Submitted,


Kelly Giard

Recording Secretary




Clarence Greeno, Vice Chairman


Helen McKinlay


Ernie Clerihew


Thomas “Hank” Pelkey


Baird Morgan