Meeting Minutes : Water & Sewer Commission Minutes 11/19/19 – DRAFT

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

Chairman Greeno called the meeting to order at 6:30 PM.

Adoption of Agenda:
J. Haverstock stated that there was no need for Executive Session.
J. Haverstock reported that there was a need to amend the agenda to add a discussion of Commissioner’s Information Packets. Motion by B. Morgan and seconded by H. McKinlay to adopt the agenda as amended. Motion passed 4 – 0.

Minutes:
The minutes of the October 15, 2019 meeting were signed, with no changes.

Town Manager’s Report:
J. Haverstock stated the following Town Manager’s Report:

  • Tyler Allen began work on November 4, 2019. Mr. Allen will be training in the Water and Wastewater Departments to cover when Bruce Babcock retires in the spring.
  • Proctor has advertised the possible sale of a 1600 acre parcel in Chittenden that surrounds their old surface water source, which was abandoned.
  • The State has made Pittsford aware of an Apprentice Program for new employees to assist in training and certifications. The representative from the program has met with the Town Manager and Shawn Hendee.
  • The Route 7, Segment 2 engineering contract has been awarded to Otter Creek Engineering. The original survey for the project has resulted in approximately 2/3 of the 140 customers’ basements being inspected.
  • The State will begin checking the amount of phosphorus that is being discharged by Wastewater Treatment facilities and Pittsford has agreed to participate in a non-regulatory program designed to decrease phosphorous levels in effluent. This is a voluntary program. Engineers will work with the facilities and only gather information.
  • There was a reported broken ball valve at the Tom Bushey residence. There will be a damage claim forthcoming, which will be forwarded to the Town’s insurance carrier.

Public Comment:
None presented at this time.

WATER:
Update on Acquisition of Land Around Town Reservoirs:
J. Haverstock reported that this is in the attorney’s hands and should be finalized soon.

Update on Taking Ownership of Blanchard Avenue Water Infrastructure:
J. Haverstock reported that this transaction is complete.

Review Bids on Randall Park Water Main Replacement Project:
J. Haverstock reported that there were 7 contractors that expressed interest in the project; 5 attended the pre-bid meeting. However, there was only one bid. The project is to replace a 1 ¼” galvanized pipe, which is brittle and has had several breaks. This project is similar to the Route 7/3 to Oxbow Road project that was performed by Markowski Excavating at $55 per linear foot. Champlain Construction has submitted a bid to replace the 1000’ of pipe that services 5 Randall Park customers at a total cost of $47,357. Shawn Hendee stated that this is a swampy area with wet and rough conditions. The project was discussed with the contractor, who will use directional boring for the project. C. Greeno inquired if there was funding available to conduct the project. J. Haverstock stated that there are available funds. S. Hendee indicated that every time there is a break, the Highway Department is involved with the use of the backhoe, tandem truck, and a total of 4 employees. B. Morgan inquired if there were any other “problem areas” that may need attention soon. S. Hendee stated that every time there is a break, the water is shut off to the serviced residences. Motion by B. Morgan and seconded by H. McKinlay to proceed with Champlain Construction at their stated bid. Motion passed 4 – 0.

Update on State’s Sanitary Survey of Town Water System:
J. Haverstock reported that the State has surveyed the system and the Town has addressed most of the issues, except the electrical issues. S. Hendee explained the current set-up and explained that Larry McDuff has been contacted to do the required repairs.

SEWER:
Review Bids and Update on Depot Hill Road Sewer Project Status:
John Kiernan from Otter Creek Engineering was present to discuss the bid process for the Depot Hill Road Sewer Project. The bids were opened on October 29, 2019, and based on the preliminary numbers from a year ago, the estimated $700,000 project cost was exceeded by the low-bidder by approximately $190,000. Mr. Kiernan stated that he was in contact with Courtland Construction and the State with regard to possible pricing adjustments. Mr. Kiernan explained that the Transfer Station site required an aggressive pump and a larger pump to pump up the Depot Hill Road. The pump that would be required was a 75hp pump. The vendor was only able to reduce the bid by approximately $50,000.

J. Haverstock also inquired the maintainability of the pump station and the safety concerns that have been raised by personnel in the past. Mr. Kiernan stated that the design goal was to eliminate a buried pump and there were 2 options discussed that included submersible pumps. Mr. Kiernan stated that the controls and the pump at the Transfer Station were wearing out.

Motion by B. Morgan and seconded by H. McKinlay to go with “Option 3” as presented by Mr. Kiernan, which would simply replace both pump stations rather than consolidating them. It was agreed that this vote would be explained to the Select Board. J. Haverstock will research the bond vote verbiage. Mr. Kiernan recommended advertising this project re-bid soon. Motion passed 4 – 0.

WATER AND SEWER:
Update on Nolan Abatement Request:
J. Haverstock reported that the meter was sent for repair, as agreed with the homeowner. The meter is reading 101.2% intermediate flow; 99.4% high flow and 93.5 low flow, which is under-counting the actual usage. Motion by B. Morgan and seconded by H. McKinlay to instruct the Town Manager to send a letter to the property owner explaining that the meter testing returned with no significant reading overages and to request half of the balance due, with the $100 testing fee and that there will not be any interest or penalties charged. Motion passed 4 – 0.

Discussion of Water & Sewer Commissioner’s Meeting Packets:
J. Haverstock reported that he had a discussion with B. Morgan regarding the information that is included in the packets and Mr. Morgan felt that this was too much information to review. J. Haverstock stated that he has begun limiting the information that is given to the Select Board members to “action items” only and that there is a full packet available at the Town Office for review any time it is necessary. The Water & Sewer Commission unanimously agreed to use the same practice as the Select Board.

The Water & Sewer Commission adjourned at 8:11 PM.

The next regular meeting of the Water and Sewer Commission will be held on December 17, 2019.

Respectfully Submitted,

Kelly Giard
Recording Secretary

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Clarence Greeno, Chairman

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Thomas “Hank” Pelkey, Vice Chairman

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Helen McKinlay

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Ernie Clerihew

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Baird Morgan