Members Present – Clarence Greeno (via Zoom), Baird Morgan, Thomas “Hank” Pelkey and Helen McKinlay. ABSENT: Ernie Clerihew. Others present: Craig Jewett (via Zoom), Shawn Hendee, John Haverstock – Town Manager and Kelly Giard – Recording Secretary.
The meeting was called to order at 6:30 PM by Town Manager Haverstock
Adoption of Agenda:
J. Haverstock stated that there was no need for an Executive Session.
J. Haverstock stated that there was no need to amend the agenda. Motion by T. Pelkey and seconded by H. McKinlay to adopt the agenda as presented. Motion passed 4 – 0.
The minutes of the September 21, 2021 regular meeting were signed with no corrections.
Town Manager’s Report:
J. Haverstock reported the following Town Manager’s Report:
- There was a positive coliform sample taken recently from the Florence well station. Shawn Hendee did the retesting as required with benign results.
None presented at this time.
Discussion of Water System Study and Related Loan/Grant Application:
J. Haverstock reported that the Select Board signed the loan documentation at its October 6 meeting. Craig Jewett from Otter Creek Engineering (OCE) explained that the loan is to be fully forgiven, however, the documentation is required as well as vendor payments to all of which will be reimbursed. Mr. Jewett explained that OCE would assist the Water Department with their flushing. The hydro flow testing will be followed by a plan that is submitted to the State for review. Shawn Hendee will be submitting a newsletter article to explain the planned system flushing to residents.
Update on Depot Hill Road Sewer Project Status:
J. Haverstock reported that the pump station portion of the project is complete; and the portable generator has been ordered. Mr. Jewett explained that, in order to spend the remaining bond funds on additional equipment a formal bid process needs to be followed. Mr. Jewett stated that he sent bid requests to the generator and jetter vendors. There was one bid received for each item. Brookfield updated their generator price to $45,500 and the jetter bid received was $44,000. Mr. Jewett explained that once the bids are reviewed and approved by the Water & Sewer Commission, they are forwarded to the funding agency for approval. The items would have a 50% payable amount from the Town and 50% payable amount through the funding source.
J. Haverstock stated that the jetter was originally quoted at $32,000. Mr. Jewett explained that the current bid was including add-ons, which could be modified to the users discretion. J. Haverstock inquired the status of the bids from other vendors that were contacted directly, as well as the status of the jetter that has a hot water option. Shawn Hendee will be in touch with the preferred vendor to ask them to submit a bid.
J. Haverstock inquired if a jetter was eligible for the use of bond funds. Mr. Jewett stated that he has spoken with the bond attorney and the bond agency who set forth the necessary steps for inclusion.
C. Greeno inquired if the generator price includes installation. Mr. Jewett stated that the price included installation, training and there was an option to add a maintenance contract. C. Greeno stated that there was already 2 years of emergency service included. Mr. Jewett explained that there was an additional 5 years on parts and 2 years on service.
C. Greeno inquired if the jetter add-ons were necessary. Shawn Hendee stated that some were not necessary and there was discussion regarding the hot/cold unit, which could be shared with the Highway Department.
Motion by C. Greeno and seconded by T. Pelkey to purchase the generator as quoted by Brookfield in the amount of $45,500 and to purchase the jetter dependent on an additional bid by a non-bidding vendor with an amount to not exceed $46,495. Motion passed 4 – 0.
Discuss Pending Renewal of Wastewater Treatment Permit:
J. Haverstock reported that Katie Parish would issue the new permit either on November 1 or December 1 following the legal review of a draft and public hearing comments.
WATER AND SEWER:
Discuss Possible Uses for American Rescue Plan Act Funding:
J. Haverstock reported that the search continues for options for potential ARPA funding uses. One criteria that has been discovered is that a loss in revenue can be made up with ARPA funds and used for any purpose. VLCT will soon supply a method to determine a town’s COVID-related revenue loss to allow for a determination of the amount of unencumbered funds. Some possibilities that were discussed were the forced main project on Depot Hill Road and potential expansion of the sewer system. C. Greeno inquired if the funding could be used to repay the General Fund. J. Haverstock explained the “forbidden” categories and will be in touch with VLCT and the Rutland Regional Planning Commission who have staff to answer these types of questions.
Recap of Federal/State Assistance to Delinquent Utility Customers:
J. Haverstock reported that 5 residents have applied for the VERAP program with at least 4 receiving tentative approval.
The Water & Sewer Commission adjourned at 7:01 PM
The next regular meeting of the Water and Sewer Commission will be held on November 16, 2021
Clarence Greeno, Chair
Thomas “Hank” Pelkey, Vice Chair