Meeting Minutes : Water & Sewer Commission Minutes – 11/17/20

Members Present – Baird Morgan, and Ernie Clerihew, Clarence Greeno and Helen McKinlay. Absent: Thomas “Hank” Pelkey. Others present: John Kiernan, Shawn Hendee (7:00 PM), John Haverstock – Town Manager and Kelly Giard – Recording Secretary.

The meeting was called to order at 6:30 PM by Chairman Greeno.

Adoption of Agenda:

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

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


The minutes of the October 20, 2020 meeting were signed, with no corrections. The Water & Sewer Commissioners agreed unanimously to have Chairman Greeno sign the minutes for the board.

Town Manager’s Report:

J. Haverstock stated that there was no additional information that was not included on the agenda.

Public Comment:

None presented at this time.


None presented at this time.


Update on Depot Hill Road Sewer Project Status:

J. Kiernan stated that Casella Construction would begin construction during the week after Thanksgiving. The loan documentation is due on November 30, 2020.

Discussion of Sewer Rates:

J. Haverstock stated that Chad Hewitt, the Town’s external auditor from Sullivan & Powers, has long noted a deficit in the Sewer Fund and is advocating a rate increase. This increase should include the debt service for the Depot Hill Road project. The obligation for the debt service is approximately $25,500 per year. The State will require a plan to repay the General Fund debt. J. Kiernan stated that options are being reviewed and will be coming soon. There was a declaration for review and signature in the packets. C. Greeno inquired if the Select Board would forgive the debt owed to the General Fund. J. Haverstock explained that he has suggested this to the Auditors with some resistance. However, he will propose this again. B. Morgan inquired how the rates in Pittsford compare with other towns and inquired how many customers were on the service. J. Haverstock stated that there are about 250 customers on the service. There was discussion regarding various rate setting options and more discussion of the ERU’s. Motion by B. Morgan and seconded by C. Greeno to sign the resolution. Motion passed 4 – 0.

Mr. Kiernan exited at 7:04 PM.


Discussion of Budget Proposal:

Shawn Hendee was present to discuss his budget proposals and work plans. J. Haverstock stated that the budget draft was included in the packets for review.

Wastewater Work Plan:

  • Trim path and maintain the path behind the facility to the brook discharge site
  • Sand down, repair and repaint the blower covers
  • Paint and clean the lab building
  • Tyler will be beginning licensing classes
  • Inspect, repair and seal manholes
  • Remove blue tank
  • Flush Plains Road line twice a year
  • Regular maintenance and testing
  • Flush entire system as funds allow to hire A 1 Sewer & Drain

Water Work Plan:

  • Repaint and maintain hydrants
  • Repair curb stops
  • Flush hydrants regularly
  • Sampling in compliance with the State rules
  • Read meters, spot check and billing
  • Trim and shovel around hydrants
  • Assist highway department with snow removal
  • Repair and reseal spring boxes
  • Monitor Route 7 construction
  • Monitor bridge construction water line relocation

Discussion of Truck Sharing:

S. Hendee stated that the Highway Department has a 550 truck that is a spare as they have received a new truck and would like to share the truck whenever necessary. There will be an interdepartmental transfer for the use of the truck. S. Hendee explained that this may help with extending the replacement schedule for the water truck from 7 to 10 years. J. Haverstock stated that the fair market value will be needed and this can be discussed at a future meeting.

Discussion of Purchasing a New Truck:

S. Hendee presented the new quotes for the replacement truck. John C. Stewart submitted a quote of $71,151; Stone Motors submitted a quote for $73,428; and G. Stone Motors submitted a quote for $72,951. J. Haverstock stated that there was approximately $35,000 in the truck replacement fund and the trade would also be calculated in the purchase price. Motion by B. Morgan and seconded by C. Greeno to order the truck from John C. Stewart. Motion passed 4 – 0. B. Morgan inquired about the delivery time. S. Hendee stated that the anticipated delivery timetable was mid-late July.

The Water & Sewer Commission adjourned at 7:34 PM

The next regular meeting of the Water and Sewer Commission will be held on December 15, 2020.

Respectfully Submitted,

Kelly Giard

Recording Secretary


Clarence Greeno, Chairman


Thomas “Hank” Pelkey, Vice Chairman


Helen McKinlay


Ernie Clerihew


Baird Morgan