Minutes of 2/25/25 Sewer Commission meeting– via Zoom (Video Conference)
Attendees: Vice-Chair- Brett Ramsden, Clerk- Scott Dall, Member: Joe Hurley, DPW Director- Bill Bernard, Sewer Business Manager-Andrew Valliere, Minutes Clerk- Jane Ranley
Absent: Eli Torres
Brett opened the meeting at 6:01pm. and did a roll call of attendees. The Commission began the meeting by saying the Pledge of Allegiance.
PUBLIC COMMENT & ANNOUNCEMENTS - none 

CURRENT BUSINESS - 
---Commitment Q3 FY2025 – Andrew reported that he was able to print out the bills and sent them out. The Commitment amount was $316, 741.96 and required a vote by the Commission.
    Motion: Scott D.                                                                                                                            Second: Joe H. 
    To accept the 3rd Quarter FY25 Commitment letter.          Roll Call Vote: Scott-aye, Joe-aye and Brett-aye.

---Minutes of 1/21/25, 1/28/25 and 2/11/25
   Motion: Joe H.                                                                                                                             Second: Scott D.
   To accept the minutes of 1/21/25, 1/28/25 and 2/11/25.      Roll Call Vote: Joe-aye, Scott-aye and Brett-aye.

---DPW Director/Sewer Business Manager Updates–
       i. Budget FY26 Presentation- Bill noted the Commission had already voted on the budget and they are on the Finance Committee schedule to present the budget on February 27th, along with the DPW and Facilities budgets.  Bill put together and will present a PowerPoint presentation, which he screen-shared.  The Commission reviewed and briefly discussed the presentation. Bill commented that he found a formula error in one of the spreadsheets which was corrected and the Total Retained Earning Appropriation is now $302,232.77. Brett said he understood there were still quite a few outstanding customer bills. Bill answered that they have a delinquency rate of 27%, that works out to be about $400K.  He added if those customers paid up, they would not need to take money from Retained Earnings.  There currently is $2.1 Million in Retained Earnings and eventually the money they take out of Retained Earnings will go back in. Bill noted the money that is owed to Leominster and Fitchburg for debt service will be less than the betterments being paid in FY26. 
    Motion: Scott D.                                                                                                                            Second: Joe H. 
    To accept the final version of the FY26 Budget.               Roll Call Vote: Scott-aye, Joe-aye and Brett-aye.

      ii. Assistant to the Business Manager Position- Andrew reported that Tiffaney will be brought on board. Bill added they had 2 very good candidates but preferred one over the other. They put together a list of Essential Competencies of the Assistant to the Sewer Business Manager, which he screen-shared. Bill went through the list of tasks with review dates for marking the assistant’s progress. Brett asked if the consultant had come in yet and Bill replied he is due on Thursday (2/27). Bill explained that they use the Competencies list to see how they are doing and if they need help, rather than waiting until the end of the 6-month probationary period. Brett was excited to hear they had someone coming on. The offer letter will be going out to Tiffaney. 
     iii. 2nd Quarter Demands – Andrew was very excited to get them to go through on the 18th but the system will still not print them out. Anyone that owes money on Quarter 2 will see it reflected in the next quarter. Bill stated that someone went to Town Hall to pay their bill and when the Treasurer’s office looked in Munis they saw a demand fee. However, the demand fee had never been sent out on a separate bill so they questioned if they can legally charge it. He will get a legal opinion on that issue.  Bill commented there were over $10,000 in losses since the Munis upgrade had not been able to print out demands. The town accountant has sent another request to Tyler Tech to ask for this to be fixed. They will also ask the Consultant if he can fix it. 
     iv. Manhole Repair IFB- no update. 

OLD BUSINESS – Brett stated they are in need of Commissioners and they discussed doing another mailing. Scott suggested going through the Social Media groups and putting flyers out at meetings. Brett commented they have tried various things in the past, but the letter mailing got the best response. He asked who is able to post on social media. Bill stated it is on the town’s website, possibly on the Facebook site and is mentioned in the Town Manager’s report.  He will talk to the Town Manager and Social Media people to ask if someone can put it on other social media sites. Scott said he could put something together and Joe suggested posting it as a citizen recommending people look into a committee. 

PUBLIC COMMENT – Bill reminded everyone that the Flat Hill bridge over the Catacoonamug Brook will be closed for work until the end of April. Work will be starting next week. 

Note for the record: Chair Mike Mackin has resigned for personal reasons.   

---Future Agenda Items- Budget updates, Manhole Repairs, update on Assistant to Business Manager, plans for more Commissioners.

UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES:
March 11, 2025 @ 7pm – Regular Meeting, Hybrid Meeting at DPW
March 25, 2025 @ 6pm – Regular Meeting, Zoom Meeting
April 8, 2025     @ 7pm – Regular Meeting, Hybrid Meeting at DPW
April 29, 2025   @ 6pm – Regular Meeting, Zoom Meeting

Motion: Scott D.                                                                                                                                   Second: Joe H.
To adjourn at 6:34pm.                                                                 Roll Call Vote: Joe-aye, Scott-aye and Brett-aye.

Respectfully submitted,

Jane L. Ranley
Minutes Clerk