Meeting Minutes : Water & Sewer Commission

Members Present – Thomas “Hank” Pelkey, Baird Morgan, Helen McKinlay and Clarence Greeno (6:34 PM).
Absent:  Ernie Clerihew.
Others present:  Mark Youngstrom, John Haverstock – Town Manager and Kelly Giard – Recording Secretary.


Thomas “Hank” Pelkey, 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 T. Pelkey and seconded by H. McKinlay to adopt the agenda as posted.  Motion passed unanimously 4 – 0.



The minutes of the April 17, 2018 meeting were signed, with no changes.


Town Manger’s Report:

J. Haverstock reported the following:

  • The Parker well loan Subordination was approved by three members.
  • The OVUHS Contract will be renewed.  This contract is to “loan” Jack Shedd with an approximate profit of $10,000 per year.
  • There was a minor undertreated sewage outflow from the Wastewater Treatment Facility.   The State was notified and has not expressed any concern.
  • The blower motor, that is under warranty, is being checked by Larry McDuff, who is not sure what is happening and has been in contact with the manufacturer.
  • A tour of the Wastewater Treatment Facility is being planned.  Any member that is interested should be in contact with the Town Manager or Shawn Hendee.


Public Comment:

None presented at this time.



Discuss Status of Operations and Maintenance Manual:
J. Haverstock stated that the State has increased the demands and requirements for the Operations and Maintenance Manual.  Mark Youngstrom and Robert Clark from Otter Creek Engineering are working on this project and the document should be revised and forwarded in the very near future.


Discuss Status of Spring Box Door Replacement:
J. Haverstock stated that this project is in the works and one door is complete.  A photo was included in the packets for review.


Consider Purchase of Upgrade to Well House Telemetry:
J. Haverstock stated that Champlin was the vendor dominant in the field and many systems utilize this product.  There was discussion of the cost of adding telemetry upgrades to other  key infrastructure.  J. Haverstock will research the cost of this option.

Motion by T. Pelkey and seconded by B. Morgan to move forward with the purchase, as long as the cellular service was adequate.  Motion passed unanimously 4 – 0.


Review Status of Route 7, Segment 1 “Conflicts”:
Mark Youngstrom and the Town Manager have been speaking with the State regarding the “conflicts” between Route 7 Segment 1 design plans and the Town’s water system infrastructure.  Pittsford was led to believe that its infrastructure was out of the line of future construction.  The cost to resolve these conflicts is estimated to be $100,000.  Communications are ongoing and additional information was included in the packets for review.



Update on Pump Station and Wastewater Treatment Facility Instrumentation Project:
John Kiernan submitted an e-mail that was included in the packets for review.  The Select Board has signed the $7600 Planning Loan Documentation, which will be rolled into a construction loan.


Discussion of Sewer Revenues and Rates:
The current deficit of the Sewer Fund is running between $15,000 and $17,000 annually, which is being absorbed through the General Fund.  There was much discussion as to various options and the Commission felt that the water transfer for the hydrants should be reclassified as Utility Transfer and could be used for either the water and/or sewer funds.



Discussion of Utility Billing:
Rather than changing billing frequency, a letter will be forwarded to the users in the next billing cycle, noting the availability of Repayment Agreements, credit/debit card payments and pre-payments.


Consider Modifying Meeting Schedule for Summer Months:
J. Haverstock stated that the Water & Sewer Commission did not meet every month last year.  The Commission decided to modify the schedule and to not meet in June or August.


Motion by B. Morgan and seconded by H. McKinlay to appoint Clarence Greeno as Chairman and Thomas “Hank” Pelkey as Vice Chairman of the Water & Sewer Commission.  Motion passed unanimously 4 – 0.

The meeting was adjourned at 7:27 PM.

The next regular meeting of the Water and Sewer Commission will be held on July 17, 2018.


Respectfully Submitted,



Kelly Giard

Recording Secretary



Clarence Greeno, Chairman


Thomas “Hank” Pelkey, Vice Chairman


Helen McKinlay


Ernie Clerihew


Baird Morgan