# sewer-commission — 13 documents, concatenated for reading and search # # This is a CONVENIENCE BUNDLE, not a source. Every document below is # published separately and byte-identically; cite the individual file, # whose path is given in each header, rather than this bundle. # Index of all boards: https://lunenburgbudgetproject.org/minutes/INDEX.txt # The town's own scanned original is linked per document. ======================================================================================== DOCUMENT : 2010-08-31-minutes-5369.txt BOARD : sewer-commission DATE : 2010-08-31 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2010-08-31-minutes-5369.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08312010-5369 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== te te meng pa concs r workshop with Weston & Sampson. Weston & Sampson -Bob reviewed the highlights of the workshop with Weston & Sampson and the work ahead for FY11, the work on the Inflow & Infiltration (lal) and flow metering work to be done, the Fitchburg IMA which needs to be tinalized, and that Weston & Sampson is to give us a proposal for a scope of services. Contracts are executed by the Town Manager, Kerry Speidel with the Sewer Commission's recommendation. A Letter Proposal from Weston & Sampson was received to address I/l, looking at water use records, existing wastewater flow meters, records at our pump stations, installing a temporary flow meter in one section of Town to monitor one area, and recommendations for additional flow metering locations in the Spring. Dave asked if the price on the meters was negotiable. Bob stated that this proposal doesn't include the meters, that this is only Task 1. The Letter Proposal is for $6800. Bob asked Jack if he recommends approval. Jack confirmed and asked Steve Pederson of Weston & Sampson to come forward and describe the process Steve pointed out the best time to get flow data is in the spring when the ground water is high and the rainfall the greatest, so it is important to get the baseline now, and figure out where to put the meters, so we are ready to go in the spring. He explained that this proposal covers getting this data now. The only meter that is part of this proposal is a meter at Graham Street. They plan to put in a temporary meter to be able to confirm the current meter's accuracy, and be able to calibrate it correctly. The largest part of the cost of Spring metering will be the number of meters put in and the length of time of the study. So, the more data they have now to place those meters wisely in spring will save the Town money with the spring project. Dave MacDonald was concerned about the cost of the meters for Task 2 but Steve confirmed that the $6800 does not include the spring metering which will be Task 2. Task 2 will be a separate charge. Bob requested a motion to be made to recommend the Town Manager sign the current Letter Proposal, Butch so moved, Carl seconded, vote taken was unanimous. Consent Agenda items - Bob asked if the Commission had any comments on the Consent agenda items and reviewed again that Consent agenda items are informational only and do not require any action. Consent agenda items were: Highfields Village - we still need to set up escrow tri-party account, do up agreement with W&S, and receive check from Kent Oldfield, engineer for the project. A letter was sent to Planning Board 8/25, per the Planning Board's request, explaining the nature of the re-design request to Highfields, and asking that they grant them an extension til 11/1/10. Town's Master Plan - Marion Benson has asked for input from the Sewer Commission with details provided on what has been connected to date, and the Budget FY11 - Commission was provided with YTD report, updated with Payroll expenses and revenues from Munis effective 8/20. Lunenburg Village - Commission still awaiting decision recorded at the Registry of Deeds. Kerry had sent out an email to the ZBA and Jack pertaining to the condition of Pleasantview Ave. and what could be done in the meantime. Fitchburg IMA - Barb has received the budget paperwork from Joe Jordan that we had been waiting on to proceed with the IMA negotiations. Animal Hospital proposal/Carl Flinkstrom, a proposed veterinary clinic across from Twin City that the Commission will have to approve as it is a change of use. ZBA approved of the project at a hearing on 8/11 and there will be a tech meeting on 9/14 10 a.m. for all interested parties. 2009 Town Report is now available in print at Town Hall. I/l/ Flow meters/Grease traps-Bob asked Jack Rodriquenz to come forward and provide any updates on the I/l, Flow meters or Grease trap work that had occurred since the last meeting. Jack stated that i/l and metering has been fairly well-covered by the discussions with Mr. Pederson of Weston & Sampson. in the workshop, he handed out a disk for the members on a program called FOG, for Fats, Oils and Grease control, put out by the New England Interstate Water Pollution Control Commission. After review of the information ourselves, we could share it with the residents in a televised meeting. It is a 4-step program. First, determining where we are. We have a list of 23 non-residential kitchens in Town. Jack and Corey Dowd (sewer technician) will then work with the plumbing inspector and the Board of Health to visit each location, ensure grease traps installed and up-to-code. 3d step is to inspect and verify there is a maintenance program in place, and provide those locations with a checklist to self-monitor. Last step is public education - the CD has great slides, brochures available for the public. Jack pointed out that just 1 tsp a month in 10,000 homes equates to 70 barrels of grease. It only takes a little bit from each house and grease is the killer of any sewer system. After investing $13 million in a sewer system, we have to be diligent in keeping it working- both the Town and its residents share responsibility. Bob reviewed his conversation with Loxi Jo Calmes, Superintendent of Schools, as to the maintenance of the school grease traps, and that currently they are cleaned only once a year and that Bob pointed out it needs to be done more frequently than that. We will be getting back to the schools regarding the maintenance of the traps now that school is back in session. Bob stressed that with a good maintenance program, we may avoid the expense of an external grease trap system installation for $5-25,000 per unit per school. He noted that Sean Patricks had installed a new grease trap with their recent expansion. And that he had attended the last Board of Health meeting and explained our process to them. He provided a sample grease trap regulation, provided by Dave MaDonald. The Board of Health is looking into this as well and wants to work with the Sewer Commission. As Jack had mentioned, we need to coordinate with the Plumbing Inspector and Board of Health and also the Building Inspector for changes of use. Bob noted we are still in the investigation stage and learning what each of the Town departments are currently doing. Dave thanked Jack and offered to attend any meeting with these businesses in regards to their grease traps. Carl asked about the state regulations. Barb noted that she had called itchburg to research their requirements and had learned that they deter to their Board of Health for grease traps. The regulations provided to her by Jim aretti, Public Health agent, are state regulations that we must abide by. Bob pointed out that the grease trap installation is part of the plumbing code ===PAGE 2=== for easy retrieval, and application tools either at individual workstations or via the internet. Dave asked what they do that is above what DigSafe provides. Tim said their product provides a spatial database of the entire system, so that anyone can see how the utilities reside in relation to property lines, flood zones, conservation areas, etc. Bob inquired about the properties that have septic systems in the Sewer District and noted his concern is finding those properties that have disconnected their septic and connected to sewer, and tracking those properties. Tim responded that it depends on the information that the Board of Health may have, then demonstrated the GIS system, maps, reports available using town of Stockbridge data, showcasing the PWIM tools (Public Works Information Management)., used for electric, water, sewer & drainage, on both the parcel maps and aerial photos. To determine location of lines, Cartographics would work with the local contact, familiar with the installation of the pipes. Typical workflow is to gather as much info in the field first, occupying these points and mapping them in GPS. When the location is unknown, then they would go to the record drawings. The GIS tools allow users to correct or maintain these lines in the system going forward. Bob had Tim clarify that Cartographics doesn't put anything down the pipes to map locations, but stated that when we camera the lines, attaching a GPS device at that time may be very helpful. Tim noted that they have done that - linking a media file with the GIS data. Tim stated that the information is loaded onto the database while they are in the field, so it is spatially accurate. Once complete the information is loaded onto a laptop and the town of Stockbridge has 2 'toughbooks" that are taken into the field for both the Water & Sewer departments, so the techs have immediate access to the parcel information in the field, including attributes of the pipes in the ground. The database can be used to note pipe location and sizing, maintenance schedule, cleaning, replacement, etc. The user is also able to print out a map to take onsite. Barb stated having quick access to the tie cards would be a real time saver. Bob noted that the DPW could use it for a maintenance record tool. Tim said having access to the data in the field is invaluable, and used a blocked culvert as example. Jack stated it would have a great value to the Town and clarified that Dig Safe doesn't mark the lines, that the DPW does. He stated that we didn't receive 100% of the as-builts for the sewer project from the engineers at the time of installation, so there could be gaps in the information. Jack noted that drainage system identification would also be invaluable that had never been recorded. The Town has looked at doing this for years, with the fire department also, that it is state of the art record-keeping. Bob asked if the Water department had their i heater departmen for he that. information digitized but Jack noted that it was only with the tie cards. As for maintaining or updating the records, Tim stated that the staff in town do that, the engineer doing the work can update the data or as part of the contract, Cartographics could. Jack stated that if we had the money, it would be a valuable tool. Dave recommended that if the Sewer Commission did this, that we do so in concert with Water, Highway, etc as a cost-sharing effort. Bob stated that this issue was raised at this time to provide to Capital Planning, that it isn't in the budget for this year. Jack stated that if we make the request to Capital Planning as an inter-departmental use, we would have much better luck on Town Meeting floor. Both Water Department and the Fire Department have been interested in acquiring this type of application. Bob asked if the Commission wanted to pursue research of GIS and present information suitable for the Capital Planning Committee to make this decision. Carl wanted to know a ballpark. Barb had the figure of $9950 for mapping the miles of sewer in town, but Tim noted that it didn't include scanning the tie cards or the software & training. There are efficiencies for doing multiple systems, but a $10k figure for sewer would be reasonable. We would only need to provide the sewer number to Capital Planning, but the DPW Director would work with the Town Manager in coordinating the request for other town departments. Bob informed Tim that we will continue to research and will be in touch as to the next step. Capital Planning - Commission asked Jack as DPW Director what Capital Planning needs he foresaw for Sewer (vehicles, tools, etc). Jack responded that he had nothing that fit into the standards of Capital Planning. The one vehicle is only a few years old. We are acquiring through MIlA a safety grant for a large magnetic tool to lift manhole covers. He would like GIS and thought it was important to get it submitted with Capital Planning for planning purposes. Dave asked about the portable flow meters which Jack didn't think we needed at this time. We should study the cost of the meter vs. renting or using the engineering consultant, how often the portable meter would actually be used and the appropriate size to get maximum value. We will discuss again with Weston & Sampson as they are doing the metering work whether or not it may be worth the Town's investment in its own meter. Wright Pierce - Barb noted that we had received a General Engineering Services Agreement for signature. Wright Pierce requires having such an agreement on file in order to take on miscellaneous work such as the NDES permit response and the exhibit attached is the NDES work they completed. It needs to be signed by Kerry as Town Manager. Bob asked for time to review and put on the agenda for the next meeting for discussion. Secondly, the Notice of Project Change for the WMP, that was distributed to the Commission before the last meeting for review, needed to be voted on at this meeting. Carl had only one edit to the Notice, requesting that "and political factors" from the lakes area section on page 4 should be removed. Bob agreed. Bob asked for a motion to recommend that the Town Manager sign off on the Notice of Project Change as updated in August 2010, with the additional lated in August 2010, wage aditional correction discussed at this meeting Carl so moved, Butch seconded, vote taken was unanimous. And lastly, we had received their response to the NDES permit and they did not recommend an appeal, only proposed that we may want legal counsel to review but that neither Bob nor Carl thought that was necessary. Wright Pierce did recommend that the review be provided to the consultants working on the Fitchburg IMA to understand the Town's responsibilities regarding NDES when negotiating the IMA which Barb had done by providing a copy to Steve P. from Weston & Sampson. Pool policy - Commission reviewed the draft application that Barb had done to give pool owners to advise the Commission when they are planning to do a complete till (not just topping off). Barb also provided a list of pool owners on the sewer line, provided by the Assessors office, to be used to send a mailing regarding the new policy. here are 2 residents who had requested consideration by the Commission for the water used in filling their pools before this policy was developed. Jack had no issue with the new policy since the water was not going into the sewer line, his only concerns being the policing and verification of quantity used. Carl stated that we would just use the size of the pool. Bob also added the concern that the pool is not drained into the sewer ===PAGE 3=== as she had been using the sewer for four years. If we did, we'd have to credit everyone else that follows. If it is a hardship, we will work with her on a payment plan but the amount remains. Barb will send a letter, communicating the Commissions' willingness to come up with the payment schedule which will not create undue hardship. Sewer extension policy - Bob noted that, at the last Commission meeting, we voted to revise the policy for private sewer extensions (not subdivisions) that if a sewer extension was requested, that 2/3 of the affected owners must support the installation of that extension. This is due to the fact that we will be charging those owners a privilege tee. Barb had provided a new draft reflecting that decision, with one change requiring that the applicant shall survey the landowners as opposed to the Sewer Commission, which the Commission agreed with. Other wording changes were done to more closely match the phrasing in the Sewer Bylaw. Carl asked for a better descriptive than "extensions" to receive a privilege fee. Barb will make the change and provide the "final copy" at the next meeting.. Subcommittee formation - Bob noted that we needed to tap into the expertise of the Commission and when there is a task that we wish to remain focused on, we need to form a subcommittee. Two issues that have come up recently are our website and public relations (such as encouraging new customers, educating the public regarding fats, oils & grease). Bob is looking for volunteers to work on 2 subcommittees, or maybe just combining the two into one, who would do the work and come back to report to the Commission. Dave asked about the timing - is it to start immediately? Bob said yes, to just come up with recommendations for action. Bob reminded the Commission that, as a subcommittee, it would be subject to the Open Meeting Law and posting requirements, etc. Dave asked who manages the web pages now, and Barb responded that it is handled by IT department. Dave said he would like to work on the Web, which would then feed into advertising, incorporating the public relations aspect. Carl said he would be interested and agreed that the 2 tasks are really one and the same purpose. It was decided that Dave & Carl would serve on this first subcommittee. Administrative Matters Actual billing - Barb met with the Assessors & Collectors departments regarding getting our delinquent accounts on the December tax bills. Also, discussed by the same group was getting the privilege fees assessed in the past calendar year for 323 & 369 Leominster and 419 Sunnyhill on the December bills. It was determined that in order to get the privilege fees onto the tax bills, that a commitment had to be made to the Assessors. Barb used the format from when the original betterment was committed to the tax bills and the Commission signed off on it so that Barb could turn it over to the Assessors. She will continue to work with Jeff Ugalde on getting these delinquencies on the tax bills. J&R Engineering PO for 6 Solenoids for pumping stations - Barb presented a Purchase Order for the Commission's approval for $824 to replace solenoids. Corey had been repairing and maintaining, but they can no longer be repaired and must be replaced. Commission approved putting it through. Invoices - Barb had invoices for approval - Leominster & Fitchburg usage invoices, Wright Pierce for Notice of Project Change (encumbered from FY10), all of which were signed off on. Barb had one for Weston & Sampson that Steve P. said he would adjust and re-send. Barb also had one for Koppelman & Paige but is questioning the amount. She will call Koppelman and Paige to discuss and bring it to the next meeting. Bob stated that if we did not authorize the discussion, we would not have to pay for the bill. Barb noted that originally we were going to go into Executive Session tonight, but that Kerry & Jeff would like to come meet with the Commission at their next meeting regarding betterments in a general discussion first, so she would like to propose postponing Executive session until that time. The question of the date for the next meeting was also brought up. She had sent out a proposal to move it to the 15 but that Carl would not be able to attend that meeting. Kerry wishes to meet with as many members as possible. Butch could not attend a meeting on the 8th. It was determined that the meeting would be on the 15" as that was the date that the most members could attend. It will be at the Ritter in the Planning Board conference room at 7pm. Minutes of 8/11 had been sent out for the Commission to review. The only edits were to add last names for readers in the future. Bob asked for a motion to approve the minutes as amended. Vote taken was unanimous. Barb will bring them in revised next meeting for members to initial the edited version. Bob asked if there were any other items to discuss, then asked for a motion to adjourn. Motion to adjourn was made by Butch, seconded by Carl and the motion to adjourn passed unanimously. Meeting was adjourned at 8:40 pm. Next meeting is September 15 at Ritter Building. Respectfully submitted, SWefek Barb Lefebvre for the Lunenburg Sewer Commission ======================================================================================== DOCUMENT : 2010-09-15-agenda-5370.txt BOARD : sewer-commission DATE : 2010-09-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2010-09-15-agenda-5370.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09152010-5370 ======================================================================================== ===PAGE 1=== MEETING NOTICE Town of Lunenburg Town of Lunenburg Town of Lunenburg Town of Lunenburg SEWER COMMISSION September 15, 2010 – 7 p.m. Ritter Memorial Building, Large Meeting. Room AGENDA MEETING 7pm. Betterment discussion CONSENT AGENDA CWMP Emerald Place Billing of missed connections Finance Committee Liaison Sewer extension policy Hannaford’s retention pond Unitil municipal rate DISCUSSION WITH DPW DIRECTOR 43 Summer St I/I / Flow meters Grease traps GENERAL DISCUSSION Veterinary Hospital proposal Capital Planning Town’s Master Plan Weston & Sampson Fitchburg IMA Final Bill policy Irrigation meters Special Town meeting warrant Pool policy Administrative Matters ======================================================================================== DOCUMENT : 2010-09-28-agenda-5371.txt BOARD : sewer-commission DATE : 2010-09-28 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2010-09-28-agenda-5371.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09282010-5371 ======================================================================================== ===PAGE 1=== Town of Lunenburg Town of Lunenburg Town of Lunenburg Town of Lunenburg SEWER COMMISSION September 28, 2010 Meeting 7 p.m . Town Hall, 2 nd Floor Meeting Room AGENDA PUBLIC COMMENT CONSENT AGENDA Weston & Sampson Highfields Betterment Fund changes DISCUSSION WITH DPW DIRECTOR I/I / Flow meters Grease traps GENERAL DISCUSSION Town’s Master Plan Emerald Place modification CWMP – Notice of Project Change GIS Fitchburg IMA Special Town Meeting Pool policy Septic System Repair Fund SUBCOMMITTEE REPORT ADMINISTRATIVE MATTERS EXECUTIVE SESSION ======================================================================================== DOCUMENT : 2010-09-28-agenda-5372.txt BOARD : sewer-commission DATE : 2010-09-28 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2010-09-28-agenda-5372.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09282010-5372 ======================================================================================== ===PAGE 1=== SPECIAL MEETING NOTICE Town of Lunenburg Town of Lunenburg Town of Lunenburg Town of Lunenburg SEWER COMMISSION September 28, 2010 6 p.m. -- Town Hall, 2 nd Floor Meeting Room JOINT MEETING -- SEWER COMMISSION AND BOARD OF HEAL TH AGENDA Grease Trap Policy discussion ======================================================================================== DOCUMENT : 2010-09-28-minutes-5371.txt BOARD : sewer-commission DATE : 2010-09-28 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2010-09-28-minutes-5371.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09282010-5371 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== inspections of grease traps. Butch asked why Nashoba Board of Health needed to be involved in inspections and Bob pointed out that the Nashoba Board of Health is the local Board's agent. Jack thinks he can get all the inspections done in 6-7 days, putting in an hour or so a day. CONSENT AGENDA - Weston & Sampson - we are still awaiting the Scope of Work for FY11 from Steve Pederson. Per Steve 9/24, he will have it to us by 10/7. Highfields - Planning Board granted them an Extension Request through 12/31/10. Barb & Bob will work together on determining the process for Tri-Party accounts. Once determined, we will obtain a check from Kent to contract with Weston & Sampson for their review. Betterment Fund changes - per Karen Brochu, Town Accountant, the Betterment Fund needs to be combined with the Enterprise Fund for FY12. Barb sent Fran Y of Weston & Sampson an email to confirm his prior statement that he didn't believe the Commission should need to do this at this point. Fran responded that he would not question the DOR and plan to combine the accounts for FY12. DISCUSSION WITH DPW DIRECTOR I/l / Flow meters status -Jack stated that Steve Pederson is planning to be in town on Monday, 10/4 to install the temporary meters on Graham Street. Discussion followed that per the water usage on the last billing the figure should be around 70,000 gpd, yet the current permanent meter shows around 400,000, indicating a definite problem with the meter or calibration. Jack also stated that Roger Brooks (Leominster) called again and plans to send the town a letter stating his wish to go entirely by the meter readings, instead of the current method of water usage. Jay asked Jack specifics about what Weston & Sampson will be doing, but Jack deferred answering until Steve P. comes out next week when he will knows more. Meter definitely needs to be re- calibrated. Roger Brooks understands that we didn't use the meter at first because there was not enough flow, but now it needs to be done. Bob brought up • educating the homeowners about hooking up sump pumps. Barb mentioned that she had called Joe Jordan (Fitchburg) for the law regarding sump pumps and he had not responded. Jack said Roger Brooks would know the law regarding hooking up sump pumps to the sewer lines. Also, we could check with NEWCC, producer of the Fat Free sewer brochure, if there is a similar one regarding sump pumps to put in with the bills. As for cycling of pumps and understanding flow, Barb asked to wait that the Commission wait on Weston & Sampson - Corey needs to get the specifications on each pump to Weston & Sampson before they can respond to the question. GENERAL DISCUSSION Town's Master Plan - Barb had provided clips from the Town Report & CWMP in order to help compile the Mission Statement for the Commission. Bob asked for volunteers to write the script and it was determined that Bob & Barb would collaborate on a response. Marion had asked if the Commission foresaw any need for a zoning bylaw change, and no one did. Jay asked about the E-one pump regulations but it was determined that the rightful place for them would be more likely the Sewer regulations, not the Master Plan. We discussed that the CWMP is really our Master Plan. Barb brought up Baker Station area and how several people have come in to discuss the need in that area. Discussion followed on the cost of betterments in CWMP scaring off potential customers. Item for a future agenda is to hold a hearing on future sewer development and invite residents to come in. Emerald Place modification - Jack reviewed the drawing submitted by Whitman & Bingham. At first, he didn't think the modification had any impact but upon further review, he determined that they are adding a new connection point. We want to invite them to come in to the next meeting, go over the prior plan, the current plan and the impact of the change. Barb to advise Marion Benson, Planning Director, of the change and the request for Emerald Place to attend a meeting. CWMP - Notice of Project Change has been received and posted at 3 public depositories. Barb pointed out that there had not been much discussion generated from the posting, except that Marion Benson of the Planning Board was disappointed that reference to a Growth Management District on Chase Rd had been removed from the CWMP. GIS -Barb reviewed that the Commission had received information from Jay on PeopleGIS for Concord, and that she had asked for a comparison from Cartographics as to the offerings of People GIS vs Cartographic's ArcView. She had also asked for information from Nancy Strom as to the cost of the computer infrastructure for such an undertaking to which she had not had a response. Fitchburg IMA - Project headings from Fitchburg's budget had been received and forwarded to Bob who is questioning the projects and whether they should be our cost. We are gathering more information. There was a quick discussion on the rate structure and how it was devised. One possible consideration is that Fitchburg give up the administrative fee for Lunenburg to take on Tri-Town. Special Town Meeting - Barb stated that we need to submit 2 warrant articles for placeholders - revising the Sewer District and authorization to place delinquencies on the tax bills by the Town accepting Sections 16A-Fin Chapter 83. Bob inquired as to the other charges and organizations affected by Sections 16A-F. Pool policy was reviewed. A motion was made by Butch Bilotta to accept the policy, seconded by Dave, vote taken was unanimous. Septic System Repair Fund - Bob reviewed that this fund, coming from left over cash from the Board of Health's grant, may be used to help the Eagle House or target grease traps in the schools. Subcommittee report - no progress ===PAGE 2=== Barb Lelebre for the Lynenburg Sewer Commission ======================================================================================== DOCUMENT : 2010-09-28-minutes-5372.txt BOARD : sewer-commission DATE : 2010-09-28 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2010-09-28-minutes-5372.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09282010-5372 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Butch Bilotta, David MacDonald & Jay Simeone present. Chairman, Robert Ebersole, had recused himself. Vice-Chairman Luck opened Executive Session at 8:05 P.M, stating the purpose of this Executive Session to be for discussion of the status of the Stone Farm case as it relates to the Commission's decision to deny the deferral of betterments on 9/15/10. Barb advised that she had spoken with Counsel, Jeff Blake of Kopelman & Paige, regarding the decision and he had referred us to Chapter 40, Section 57, authorizing the Town to set up a payment plan which, once established, would allow an applicant to be eligible to apply to the Town for permitting. He mentioned that Stone Farm's attorney would likely be in contact to set that up. Commission discussed that Stone Farm had recently been allowed occupancy permits with outstanding betterments owed and that they were adamant that no further occupancy permits should be issued until a payment plan was in place. They asked that Barb communicate this to Kerry Speidel and Jeff Ugalde. Also, Barb should contact Town Counsel and advise that the Commission has determined that they will not reconsider this decision to deny the deferral of betterments, that they have requested no further permits are issued, and request of Counsel that a 'hold harmless' caveat be added to the payment plan to discourage further litigation on this issue. Carl asked if there was a motion for a vote on this recommendation. Butch Bilotta made the motion, Dave MacDonald seconded. Discussion followed and determined that the Commission requested that the payment plan span no longer than two (2) years be added to the recommendation. Vote taken by roll call: Jay Simeone, yes; Butch Bilotta, yes; Dave MacDonald, yes; and Carl Luck, yes. Vote was unanimous. Carl asked for a motion to adjourn. Butch Bilotta made the motion, Dave MacDonald seconded. Vote taken by roll call: Jay Simeone, yes; Butch Bilotta, yes; Dave MacDonald, yes; and Carl Luck, yes. Vote to adjourn unanimous. Executive session was adjourned at 8:27 pm. Respectiully submitted, ======================================================================================== DOCUMENT : 2010-10-13-agenda-5373.txt BOARD : sewer-commission DATE : 2010-10-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2010-10-13-agenda-5373.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10132010-5373 ======================================================================================== ===PAGE 1=== MEETING NOTICE Town of Lunenburg Town of Lunenburg Town of Lunenburg Town of Lunenburg SEWER COMMISSION October 13, 2010 – 7 p.m. Ritter Memorial Building, Lower Level Meeting. Room AGENDA 7:00 pm – Carl Pearson, Emerald Place 7:30 pm – Dave Kenny, Lt M, Meadowwoods PUBLIC COMMENT CONSENT AGENDA Delinquent accounts Sewer Betterment Fund CWMP – Notice of Project Change Billing for missed connections DISCUSSION WITH DPW DIRECTOR I/I / Flow meters Grease traps Sewer lateral for Whalom Rotary GENERAL DISCUSSION Weston & Sampson Special Town Meeting Lunenburg Village Circuit Breaker Tax Credit ADMINISTRATIVE MATTERS EXECUTIVE SESSION - Fitchburg IMA ======================================================================================== DOCUMENT : 2010-10-13-minutes-5373.txt BOARD : sewer-commission DATE : 2010-10-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2010-10-13-minutes-5373.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10132010-5373 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Bob formally opened the meeting at 7:02 pm. Emerald Place - Jay Hoag & Anthony Cleaves had attended to discuss the plan modification received 9/17 from Anthony Cleaves (Whitman & Bingham) and review the changes in the design. Anthony showed the original design with multiple connection points and the current design. They have eliminated the connection on Electric Ave, and reduced multiple connections to one on Whalom Road. They still have 3 individual connections to residences, but only 1 connection into a manhole. Original design also had a connection and pipes to Leominster sewer that has now been removed. All sewer will go through Lunenburg's sewer pipes. Bob asked for the DPW Director's opinion of the re-design. Jack agreed completely with the re-design as it is less invasive to the streets. Anthony noted they were using 8" pipe to handle the flows - pipes designed to be capable of handling a much greater flow that what is expected. Bob asked if there was a motion to approve the reconfiguration of the sewer lines on the Emerald Place modification. Butch made the motion, Carl seconded, vote taken was unanimous. Dave Kenny, Lt M, Meadowwoods - Barb reviewed Mr. Kenny's issue, looking for a credit of his July bill for period covering 4/1-6/30/10. He had come before the commission on 4/14, advising that the meter had been turned off and getting the Commission's vote on 4/28/10 that if meter is off and there is no usage during billing period, no minimum charge will be applied. However, as the Water Dept. does the readings before the first of the month, there was actually water reading from 3/15 until 4/2/10, when the meter was turned off that he was billed for in July. Mr Kenny stated that no one has occupied this trailer since the ice storm in December 2008 and that there was a leak at the valve under the trailer, so any water was actually going into the ground and never entered the sewer pipes. Usage for July bill (4/1-6/30) was 417. He would like this bill totally credited out, since water never went into sewer pipes. Bob asked for a motion to credit Mr. Kenny in full for the July 2010 bill, and request a credit from Leominster for the sewer capacity adjustment. Dave made the motion, Butch seconded, vote taken was unanimous. CONSENT AGENDA Delinquent accounts to be placed on December's Actual billing - The Sewer office has received quite a bit of calls and action from the insert included with demands. Barb hopes the actual number of accounts that will have outstanding sewer bills attached to the tax billing will be reduced from the list showing delinquent as of 7/1/10. Sewer Betterment Fund will be combined with the Enterprise fund for FY12. Fran (Weston & Sampson) confirmed that it will need to be done due to the timing of when the Enterprise Fund was formed and when the projects were voted on at Town Meeting. Per Karen Brochu, it has been faxed to DOR with the closeout of the fiscal year, but the ledger will not reflect the change yet. Per Karen, the Town will make annual payments to betterment fund as it already does. CWMP - Notice of Project Change - Public Depositories are set up through 10/22/10 at the Library, Selectmen's office & Sewer office. The NPC was filed with MEPA 9/21, commencing the Public Comment period which runs through 10/22. Only feedback to date was from the Planning Office that the Growth Management District for Chase Road was removed. Barb clarified that the district goes up Chase past Beal, but doesn't extend much further due to the concern at the time for capacity from Fitchburg. Billing for missed connections - We had received the attorney's letter 10/8/10 for 27 Whalom agreeing to pay $200 /quarter (1/2 of what was originally proposed) with no interest until the balance is paid off. The Commission discussed the proposal quickly and agreed that if the resident misses any payments she will be charged interest & penalties. Barb will make this clear to the attorney and copy the Collectors office on communication. DISCUSSION WITH DPW DIRECTOR Ill & Flow meters - Jack provided a handout from Weston & Sampson and the specifications for the temporary meter installed 10/4 for Leominster. Initial readings indicate our meter is reading 8x higher than actual flow. There was a spike after rainfall, indicating Infiltration/Inflow (l/l). It is fairly clear that we will have to replace the meter but Weston & Sampson will check again next week. Discussion followed on the Leominister clay pipe issues and seepage and Jack stated that the Wallis Park and roads behind Sean Patricks will be the first target area in dealing with I/l due to these Issues. Jack had also met with the engineers regarding the Walmart property and stormwater drainage issues. He will pop in some dye prior to the rains coming Friday and then pop a manhole further down. Dave suggested that it is the multi-tenant section between Hannaford & Walmart that had the root drainage issue and inquired when the Town was aware of the l/l problem. Jack stated I/l is a problem for every town, but Lunenburg should not have a big l/l problem due to the relatively young age of the sewers. Two issues need focus for the l/l resolution - replacing the Leominister clay pipes and educating the public regarding hooking up roof drains & sump pumps to the sewer. Bob added that we could pop dye in at the schools as the roof drains for the schools were also in question. Jack agreed and reviewed what needs to be done in this Whalom area. We will need to find out which houses put PVC pipe in by camera-ing the area or doing smoke testing. Jack estimated there are still 25 homes with clay pipes. As far ===PAGE 2=== property that had not been completed during the Sewer Project. He felt the timing was right, while the pavement was torn up for Emerald Place, to go out to bid to complete the lateral to the property line. Butch asked if Emerald Place could do with this with minimal expense. Jack replied that Emerald Place had already done a number of favors for the Town and he didn't feel comfortable asking for any more. Jay asked if this connection could be done in-house? Jack enumerated several reasons why the Town wouldn't want to. Commission agreed to allow Jack to proceed soliciting bids. Connection can be paid with project funds. Weston & Sampson - Scope of services - Bob reviewed that we had asked Weston & Sampson for a list of projects on which they could provide assistance to the Town with for the coming fiscal year, including the Fitchburg IMA, Leominster IMA, grease traps, and other town's regulations. Fran stated that the same issue existed as did for the last scope - it is hard to estimate the time it will take, especially on IMA negotiations. Fitchburg IMA - Bob reviewed some of the current issues he has with the draft IMA and budget items received from Joe Jordan (Fitchburg), such as cost of separation of stormwater & sewer, the West Fitchburg plant vs. East Fitchburg, the John Fitch highway project, etc. Fran added that the method to bill Lunenburg needs to be clear - billed as a user then we should pay as a user. Bob noted that we have to go back to meet with the Selectmen before going to Fitchburg. Per the Charter, we can advise only. Issues to review include administrative fee, debt payment, future debt, Tri-Town, etc. before turning over to Selectmen. Commission discussed Weston & Sampson's involvement during this time and it was determined that the Sewer commission's next meeting should be a workshop to totally delve into the IMA. Bob stated we need to get more detail from Fitchburg on the debt - now & future debt, and separation costs. Fran pointed out that Lowell had added a clause that they would not pay for sewer separation. Fran will get the verbiage for the workshop. Bob brought up the administrative tee and taking on ri- lown again and Barb noted that, with current flows, the admin fee costs us about $22000/yr. Commission discussed that they would like to provide the Selectmen with what we consider a final draft of the IMA from our 10/26 workshop to have delivered to Fitchburg by 12/31/10. Fran noted it should be weighted toward Lunenburg as there will be negotiations and we need to have something to let go. Carl added several issues that he has such as paying for separation costs, not paying West Fitchburg costs, and that if we pay as a user, we shouldn't pay for I/l. It was letermined that we really needed to be in Executive Session for MA discussion - so we will meet in Executive Session on 10/26, starting at 6pm, and since [ cannot be televised, we will meet in the Ritter. We need to get more detail on the Fitchburg Capital Improvement Plan. Fran noted that Fitchburg had hired a financial consultant to help them with setting rates. Jay noted his concern regarding the federal government possibly billing Fitchburg for the federal and they took from the airport for the East Fitchburg Treatment Plant. Bob asked to return to the Scope of services and went through the list of bullets. Fitchburg - do we want Weston & Sampson to do the negotiations? Fran thought their experience could be of help. Bob stated that Joe Jordan may not have the tinal say on the IMA - that it may go on to the City Council or Mayor. The Commission touched on the Leominster IMA but didn't think it should be on the Scope for this year-we have another 14 years. We discussed the value of having Weston & Sampson help Lunenburg with Sewer connection fees & policies. Fran said they could get the Town so far, but with a growing system, we should also have an attorney review. Our Rules & Regs could use review also - Barb pointed out that the WMP also recommended that the Sewer Rules & Regulations be reviewed and updated. As for Fats, Oils & Grease (FOG), we could use W&S for proposed regulations on grease traps. Fran was asked what the GIS offering on the Scope entailed and Fran inquired if we had a systematized map of the system. As for the Technical Review bullet, that shouldn't be necessary as most new projects we will be able to charge back to the developer Destined confor putter connection fees and thought it could be done cheaper. Bob noted that it takes a lot of work, extra meetings, research, comparison, compiling. Yes, it could be done but we don't have the time. Dave asked if a high school student couldn't do it.. Both Barb and Bob telt strongly that it was important enough to have a consultant work on it for the Town. Fran defended the relationship, past and present, with Lunenburg and with the Commission. Dave wanted more structure to the Scope including a fee schedule. Carl suggested that Weston & Sampson get a listing of all our policies and fees to compile an estimate of what we have to date and what they can help us with. As for the Scope, Bob asked that it be specific - Fitchburg MA, Sewer Connection fees & policies assistance, general consulting services, and a fee schedule. We do not want included: Leominster IMA, I/I, FOG, GIS or Technical Review on this scope for FY11. Back to the Fitchburg IMA, since we hope to have a draft for the electmen from the meeting, it was decided that Weston & Sampson should attend the Executive Session on 10/26. As for the Scope of Services, it wa: Iscussed that we would approve of $2000 for now on the Fitchburg IMA - that will get us through this next meeting. Bob asked for a motion to authoriz up to $2000.00 for Weston & Sampson to attend the meeting on the Fitchburg IMA and compile a clean document for presenting to the Selectmen. Carl so moved, Butch seconded, vote was unanimous. Special Town Meeting - Barb pointed out that the Town Meeting was the same night as our meeting. Bob didn't want to move it up a week as that would be the week of hanksgiving. He asked if anyone had an issue with canceling the November Tuesday meeting. No one responded that they did so it was done. The Commission reviewed the proposed article to revise the map and approved its inclusion in the warrant. Barb will send to Laura. Barb stated that the Collectors office is doing the article for the warrant to include delinquencies on the tax bill. Barb told the Commission that Cartographics had provided the cost of $400 to do both a proposed sewer district map and the final once it is voted upon. The Commission agreed to authorize Cartographics to perform Lunenburg Village - Barb advised that upon reviewing the recorded decision from 8/4/10, she had noted that the final document included an additional betterment waiver for a market value unit, in addition to the waiver on the 16 affordable units that the Commission agreed to. Per Bob, now that it has been recorded, the Commission cannot change it. Bob asked for a motion to assess privilege fees as outlined in the Zoning Board of Appeals decision ===PAGE 3=== Respectfully submitted, Barb Lefebvre for the Lunenburg Sewer Commission ======================================================================================== DOCUMENT : 2010-10-26-agenda-5374.txt BOARD : sewer-commission DATE : 2010-10-26 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2010-10-26-agenda-5374.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10262010-5374 ======================================================================================== ===PAGE 1=== MEETING NOTICE Town of Lunenburg Town of Lunenburg Town of Lunenburg Town of Lunenburg SEWER COMMISSION October 26, 2010 – 6 p.m . Ritter Memorial Building, Lower Level Meeting. Room AGENDA Administrative Matters EXECUTIVE SESSION - Fitchburg IMA ======================================================================================== DOCUMENT : 2010-11-10-agenda-5375.txt BOARD : sewer-commission DATE : 2010-11-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2010-11-10-agenda-5375.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11102010-5375 ======================================================================================== ===PAGE 1=== MEETING NOTICE Town of Lunenburg Town of Lunenburg Town of Lunenburg Town of Lunenburg SEWER COMMISSION November 10, 2010 – 7 p.m . Ritter Memorial Building, Lower Level Meeting. Room AGENDA 7:00 pm – Paul Boucher – Elmwood Rd. Public Comment CONSENT AGENDA Federal Funding letter Website update Sewer district map CDGB Block grant DISCUSSION WITH DPW DIRECTOR I/I / Flow meters/Grease traps GENERAL DISCUSSION Lunenburg Village 40b Hollis Hills CWMP Congregational Church plan review Pool waivers/ Irrigation meters Final Read policy Administrative Matters Executive Session ======================================================================================== DOCUMENT : 2010-12-08-agenda-5376.txt BOARD : sewer-commission DATE : 2010-12-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2010-12-08-agenda-5376.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12082010-5376 ======================================================================================== ===PAGE 1=== MEETING NOTICE Town of Lunenburg Town of Lunenburg Town of Lunenburg Town of Lunenburg SEWER COMMISSION December 8, 2010 – 7 p.m. Ritter Memorial Building, Lower Level Meeting. Room AGENDA Public Comment CONSENT AGENDA – review materials, general Info, (no discussion unle ss requested and moved to regular agenda) Lunenburg Village 40b Summer Street renovation project Potential connections Emerald Place Leominster price increase CWMP Notice of Project change Congregational Church CDGB grant request DISCUSSION WITH DPW DIRECTOR I/I and Flow meters Grease traps GENERAL DISCUSSION Special Town Meeting Sewer Delinquencies on 2011 Actual tax bills Capital Planning Policies Review Administrative Matters Executive Session ======================================================================================== DOCUMENT : 2010-12-14-agenda-5377.txt BOARD : sewer-commission DATE : 2010-12-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2010-12-14-agenda-5377.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12142010-5377 ======================================================================================== ===PAGE 1=== MEETING NOTICE Town of Lunenburg Town of Lunenburg Town of Lunenburg Town of Lunenburg SEWER COMMISSION December 14, 2010 – 7:30 p.m. Town Hall AGENDA EXECUTIVE SESSION ( Contract Negotiation) • 7:30 pm – 8:00 pm Sewer Commission • 8:00 pm - Joint Executive Session with Board of Se lectmen ======================================================================================== DOCUMENT : 2010-12-14-minutes-5377.txt BOARD : sewer-commission DATE : 2010-12-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2010-12-14-minutes-5377.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12142010-5377 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Bob E. Jay S. Butch B SEWER COMMISSION EXECUTIVE SESSION 12/14/10 The Sewer Commission met with the Board of Selectmen in Town Hall as scheduled with Paula Bertram, Steven deBettencourt, Ernie Sund, Tom Alonzo, Dave Matthews and Town Manager Kerry Speidel present. The Commission opened their meeting at 6:55 and opened Executive Session in accordance with M.G.L. Chapter 39, §23B (2) to conduct strategy session in preparation for negotiations with non-union personnel or to conduct collective bargaining sessions or contract negotiations with non-union personnel with respect to collective bargaining or litigation if an open meeting may have a detrimental effect on the government's bargaining or litigation position with a roll call vote; Chair Robert Ebersole, aye, Amedeo (Butch) Bilotta, aye, John (Jay) Simeone, aye, Dave MacDonald, aye, and Carl Luck, aye. Chairman 'announced that they would not be returning to Regular Session. Bob submitted and reviewed the attached notes on what the Commission is attempting to do with the Fitchburg (Intermunicipal Agreement) IMA negotiations and reviewed the background. Per Carl right now it appears that we have about 35,000 gallons of flow and have allocated a total of 80,000 which includes the TriTown. 29,000 gallons has been allocated and roughly 1/3 of properties eligible to connect have not currently connected. Paula questioned whether the option of adding more flow to Leominster is a possibility before we use this as a strategy in negotiations with Fitchburg. Charter provides that the Board of Selectmen is the authorizing authority with regards to the IMA and as such the Sewer Commission wants to involve the Board of Selectmen with the negotiating sessions. To date, negotiations have not been done with Fitchburg; however there have been discussions with them to try and determine what they are looking to achieve with a new agreement. The Commission has had discussions with Weston & Sampson with regards to the meter on Graham Street which was reading too high and may need to replace and upgrade this meter. They have been investigating the issue based upon readings of cycle time of pump stations; as they still believe that there is water going through the sewer that shouldn't be going through, i.e., sump pumps, roof drains etc. The Commission has had testing done with the pipes from Wal-Mart and still need to test the schools and in the spring they will be doing about 6 metering tests throughout town during a wet period. Bob also noted the possible need to address properties in the Whalom District, which may have not updated their connections to the new sewer system and are still connected using old clay pipes which are subject to infiltration. This will also be addressed in the spring and noted that they have been proactive in educating the customers that are already connected in notifying them in their bills that sump pumps, drain pipes etc., are not allowed to be connected to the sewer system. Reviewed the 12/14/10 revised IMA, and noted that if we're going to be paying penny for penny, this is probably not the correct way in determining the town's costs as we should be paying our proportionate rate and not necessarily matching what they are paying. Paula questioned section 6.5 and under the Sewer Commission charter what their role is in the IMA. Dave MacDonald suggested adding language that "upon implementation of the IMA by the Board of Selectmen". She also noted that the flows defined should be based upon the completed Comprehensive Wastewater Management Plan (CWMP). Section 17.1 also has reference to the penny for penny ===PAGE 2=== language and this section needs additional work, such as a user fee to be reviewed annually and based upon use. Increases in the costs going forward should be based upon what we (Lunenburg) utilizes. Two of the top issues are: we must have capacity and control of the rates, which we know is going to go up, but only for what is our cost. Discussed using the issue of Fitchburg assessing connection fees to the Tri-Town development and the future possibility of costs of repairs which may be incurred by the Town of Lunenburg and whether this should be used in our negotiations as we have not received any funding for potential future costs. Commercial rates shown are from Fitchburg's rate structure, which does not include their $300 inspection fee. Commission will redraft another version of the IMA based upon these discussions and will track the changes on future drafts. The Sewer Commission would like to have Selectmen involved with the negotiations as well as Kerry if that is what is determined. They would also like to have discussions with Leominster with regards to their acceptance of additional flow or future connections from Lunenburg and also to have additional informal discussions with Fitchburg. It was suggested that the committee be comprised of two members of the Sewer Commission, two Selectmen and Kerry. This way three negotiating members could attend the negotiating sessions and two members could serve as alternates should availability of members become an issue. Being no further business the Sewer Commission voted by roll call Bob aye, Jay aye, Dave aye, Butch aye and Carl aye to adjourn Executive Session at 9:18 PM. Respectfully submitted, Laura Williams, Chief Administrative Asst. ===PAGE 3=== Mail Folders :: Sent: Fwd: RE: RE: executive session 12/14/10 minutes Page 1 of 2 Date: Wed, 05 Jan 2011 14:05:12 -0500 [02:05:12 PM EST] From: blefebvre@lunenburgonline.com To: Bob- Subject: Fwd: RE: RE: executive session 12/14/10 minutes Parts): E 2 12-14-10 Exec Sess Sewer.pdf [application/pdfl 3 exec session 121410.docx [application/vnd.openxmlformats- officedocument.wordprocessingml.document] 244 KB 21 KB 1 unnamed [text/plain] 2.00 KB Bob - attached please find Laura's minutes (redacted to remove minutes from the prior session) in pdf format which the Selectmen recently approved, and then my revised word doc minutes for the Commissions approval at our 1/12 meeting. If they 1o0k acceptable, I'll include them in the packages for Friday. (i've given up thinking I could be out thurs & fri, so will be in Fri a.m. to do packages..) I will have an agenda to you before EOD. barb Forwarded message from Iwilliams@lunenburgonline.com Date: Wed, 5 Jan 2011 12:48:40 -0500 From: Laura Williams <1williams@lunenburgonline.com> Reply-Io: Laura Williams Reply-To: Laura Williams Subject: RE: executive session 12/14/10 minutes To: blefebvre@lunenburgonline.com Remind me of this once the board has signed....after the 4th... "I" ----Original Message----- From: blefebvre@lunenburgonline.com [mailto:blefebvre@lunenburgonline.com] Sent: Tuesday, December 21, 2010 1:05 PM To: Laura Williams Subject: executive session 12/14/10 minutes Laura, Kerry mentioned that you would be taking minutes from this executive session, when she learned that I'd be unable to attend. http://portal.lunenburgonline.com/imp/message.php?actionID=print_message&index=7579 1/5/2011 ===PAGE 4=== Mail Folders :: Sent: Fwd: RE: RE: executive session 12/14/10 minutes Page 2 of 2 I was hoping you could copy me on them when you have them completed. Thanks muchly. Barb ----- End forwarded message ----- End forwarded message ----- http://portal.lunenburgonline.com/imp/message.php?actionID=print_message&index=7579 1/5/2011 ===PAGE 5=== BOARD OF SELECIMEN EXECUTIVE SESSION 12/14/10 The Board of Selectmen met in Town Hall as scheduled with Paula Bertram, Steven M. deBettencourt, Emie Sund, Tom Alonzo, Dave Matthews and Town Manager Kerry Speidel present. Recessed Regular Session at 6:30 P.M. and opened Executive Session by roll call vote; Steve aye, Tom aye, Paula aye; Ernie aye and Dave aye, in accordance with M.G.L. Chapter 39, §23B(6) to consider the purchase, exchange, taking, lease or value of real property if such discussion may have a detrimental effect on the negotiating position of the govemmental body. Also in attendance was Historical Commission member Patrick Slattery. Chairman announced that the Board would be returning to Regular Session Motion to adjourn by Tom, voted roll call, Dave aye, Tom aye, Ernie aye, Steve aye and Paula aye at 6:55 P.M. 2. Executive Session reconvened in accordance with M.G.L. Chapter 39, §23B (2) to conduct strategy session in preparation for negotiations with non-union personnel or to conduct collective bargaining sessions or contract negotiations with non-union. personnel with respect to collective bargaining or litigation if an open meeting may have a detrimental effect on the goverments bargaining or • litigation position: by roll call vote; Steve aye, Tom aye, Paula aye, Erie aye and Dave aye at 8:09 PM with members of the Sewer Commission Chair Robert Ebersole, Amedeo (Butch) Bilotta, John (Jay) Simeone, Dave Matthews and Carl Luck present. Bob submitted and reviewed the attached notes on what the Commission is attempting to do with the Fitchburg (Intermunicipal Agreement) IMA negotiations and reviewed the background. Per Carl right now it appears that we have about 35,000 gallons of flow and have allocated a total of 80,000 which includes the TriTown: 29,000 gallons has been allocated and roughly 1/3 of properties eligible to connect have not currently connected. Paula questioned whether the option of adding more flow to Leominster is a possibility before we use this as a strategy in negotiations with Fitchburg. Charter provides that the Board of Selectmen is the authorizing authority with regards to the IMA and as such the Sewer Commission wants to involve the Board of Selectmen with the negotiating sessions. To date, negotiatioris have not been done with Fitchburg; however there have been discussions with them to try and determine what they are looking to achieve with a new agreement. The Commission has had discussions with Weston & Sampson with regards to the meter on Graham Street which was reading too high and may need to replace and upgrade this meter. They have been investigating the issue based upon readings of cycle time of pump stations; as they still believe that there is water going through the sewer that shouldn't be going through, i.e., sump pumps, roof drains etc. The Commission has had testing done with the pipes from Wal-Mart and still need to test the schools and in the spring they will be doing about 6 metering tests throughout town during a wet period. Bob also noted the possible need to address properties in the Whalom District, which may have not updated their connections to the new sewer system and are still connected using old clay pipes which are subject to infitration. This will also be addressed in the spring and noted that they have been proactive in educating the customers that are already connected in notifying them in their bills that sump pumps, drain pipes etc., are not allowed to be connected •to the sewer system. ===PAGE 6=== Reviewed the 12/14/10 revised IMA, and noted that if we're going to be paying penny for penny, this is probably not the correct way in determining the town's costs as we should be paying our proportionate rate and not necessarily matching what they are paying. Paula questioned section 6.5 and under the Sewer Commission charter and what is their role in the IMA as she's not sure what their role should be; Dave MacDonald suggested adding language that "upon implementation of the IMA by the Board of Selectmen". She also noted that the flows defined should be based upon the completed Comprehensive Wastewater Management Plan (CWMP). Section 17.1 also has reference to the penny for penny language and this section needs additional work, such as a user fee to be annually looked at and based upon use. Increases in the costs going forward should be based upon what we (Lunenburg) utilizes. Two of the top issues are; we must have capacity and control of the rates, which we know is going to go up, but only for what is our cost. Discussed using the issue of Fitchburg assessing connection fees to the TriTown development and the future possibility of costs of repairs which may be incurred by the Town of Lunenburg and we should utilize this in our negotiations as we have not received any funding for potential future costs. Commercial rates shown on the attachment are from Fitchburg's rate structure, which does not include their $300 inspection fee. Commission will redraft another version of the IMA based upon these discussions and will track the changes on future drafts. The Sewer Commission would like to have Selectmen involved with the negotiations as well as Kerry if that is what is determined. They would also like to have discussions with Leominster with regards to their acceptance of additional flow or future connections from Lunenburg and also to have additional informal discussions with Fitchburg.. Suggested that the committee is comprised of two members of the Sewer Commission, two Selectmen and Kerry, this way three negotiating members could attend the negotiating sessions and two members could serve as altemates should availability of members become an issue. -Being no further business the Board and Sewer Commission voted by roll call Dave aye, Paula aye, Steve aye, Ernie aye, Tom aye, Bob aye, Jay aye, Dave M. aye, Butch aye and Carl aye to adjourn Executive Session at 9:18 PM. Respectfully submitted, Laura Williams, Chief Administrative Asst. Board of Selectmen Voted to be incorporated with regular minutes on: ===PAGE 7=== Fitchburg IMA Inputs to BOS by Sewer Commission December 12, 2010 Background: 1. Current IMA remains in effect till March 11, 2019 2. Lunenburg does not have sufficient capacity to support areas already bettered that have right to connect now and no ability to sewer new areas as defined in CWMP that would go to Fitchburg in the future a. With Highteild commitment and I/I uncertainty, we are out of capacity but ~1/3 of relevant bettered properties are not yet connected 3. There have been several fact find discussions between Fitchburg's Joe Jordon and Sewer Commission contractor Weston and Sampson. No agreements were made nor were tough issues addressed to any meaningful extent. (see memos from W/S dated Feb. 25, 2010, March, 11, 2010 and April 13, 2010) Goal: 1. Secure additional capacity to cover future needs of areas already bettered plus future needs per CWMP of ~ 250,000 gpd. Spit between Summer and 2A TBD. 2. Improve rate paid (Fitchburg's "fee" of $1.65 per 100 cf is biggest contributor to rate difference re:Léominster at $3.60) 3. Provide protection against funding major capital that is not driven by, nor benefit Lunenburg (such as separation of sewer and storm water drainage which is big issue for Fitchurg) 4. Improve the document in a number of contractual and legal areas. Major Negotiation Points/Recommendations 1. Contractual details: there are many areas that the base contract has been updated and improved as can be seen in the change history. These are too numberous to be • addressed here but should be reviewed and understood by negotiating team.In this briefing document we only focus on the key operational/business issues. 2. Capacity: Secure agreement that accounts and secures future capacity required per CWMP at build out through 2026 of ~250,000 gpd. Spit between Summer and 2A TBD (see para. 12.1) 3. Funding of John Fitch Highway line upgrade and capacity increase: Fitchburg wants Lunenburg to define it's future capacity needs and is willing to set this aside, without a sunset date, as long as Lunenburg agrees to pay their proportional share up front. This is not ari unreasonable approach as it exchanges a guarantee of future capacity, for an up front payment. We have left this in our draft response but we recommend it be removed quickly if other discussions on rate basis do not go well. This issue is at the heart of why we need a riew IMA, securing capacity. (see para. 12.1) 4. Elimination of $1.65 rate fee adder: We have removed this from current rate as starting point of negotiations. This is same as in Westminster's IMA with Fitchburg. They will argue history and uniformity. We would argue that it needs to be justified and is not in other IMA's we have, notably Leominster without saying it. (see para, 17.1) ===PAGE 8=== 5. Base rate equal to Fitchburg resident rate: need to break down cost elements to validaté we are only paying fair share and not paying for improvements to Fitchburg system that ate not required or benefit Lunenburg. Big issue is need for Fitchburg to separate sewerage from drainage. This major capital cost should not find it's way into Lunenburg's rate. (see para. 6.1, 6.2, 17.3 and 17.4) 6. Automatic rate increase equal to Fitchburg residents: same issue and ref as point 4 above, should only include costs that address applicable infrastructure or benefits Lunenburg in some way. Need to make sure we get chance to review and dispute before implemented (see para. 6.1, 6.2, 17.3 and 17.4) 7. Metering: Current and proposed IMA uses meter at town line to determine volume. Currently we use water usage and propose a five year period to get cotrect/accurate metering in place. At end of period, we propose to revisit method and even relevant rate before changing method. Currently Fitchburg residents pay based on water usage, not output. In this way current billing method for Lunenburg is consistent with Fitchburg billing: If Lunenburg output is measure for billing, then we are paying separately for any I/I whereas it is included in resident rate. This would double bill Lunenburg and therefore the base rate would need to have I/I portion removed. Should be easy enough to determine ration of water in verses volume processed, i.e. portion of rate associated with VI. (see para. 10.1 and 12.2) 8. Transparency in cost accounting: to assure above items are visible and Lunenburg has the ability to validate rate increases, Fitchburg must collect costs and share them with Lunenburg in a regular and timely manor to allow time for review and appeal. This theme is in several places in revised draft. Key is to separate operational and capital based cost impacts. (see para. 6.1 and 6.2) 9.. Tri Town: Fitchburg seems motivated to put this back under Lunenburg control. One advantage to them is they can not lien the property in case of payment issues. This is one of our few areas to provide incentive to Fitchburg, hold in reserve as long as possible. What can we get for taking on this burden/cost a. Elimination/reduction of $1.65 fee •b. Additional capacity under current agreement c. Fixed administration cost offset (Lunenburg costs to handle Tri-Town) d. Full/partial offset for John Fitch upgrade e. Future concession, waive connection fees equal to fees collected from development. 10. IMA Draft: we have made significant and substantive modifications to the Fitchburg proposal. Fitchburg will need time to review and digest before meaningful discussions can happen. 11. Negotiations support: the Sewer Commission has invested in engineering inputs to date but feel the next discussions should be between Fitchburg and representatives of the BOS. We also propose that a member of the Sewer Commission be an integral part of these negotiations. Unless, and until Fitchburg involves technical representatives into this meeting we do not propose the our engineers be directly involved. Clearly the final selection of the negotiating team is up to the BOS. ===PAGE 9=== Background Information/Data Current Capacity/Use and Cost Background: (see attachment) 1. Total flow allowed to Fitchburg is 80,000 gpd 2. Total actual flow based on inflow/billing is ~35,000 gpd a. Into 2A connection ~29,000 gpd b. Into Summer St. connection ~0,000 gpd 3. Allocate/approved future flow to Highfield ~ 30,000 gpd 4. Resulting actual plus committed flow ~ 65,000 gpd (INFLOW) 5. Estimate of additional flow of 33% of bettered homes not yet connected ~ 20,000 gpd 6. Total actual plus "committed" flow to Fitchburg without further extensions/betterments ~ 85,000 gpd (INFLOW, по I/I) 7. CWMP estimates for current flow is 50,900 gpd (vs 35,000 above) a. 44,200 gpd inflow b. 6,700 gpd I/l c. Extrapolating to committed plus I/I ~ 100,000 gpd 8. Total cost today at $5.80 per100cf is ~$80,000 9. At Sewer District build out (2026) flow could be ~ 250k gpd 10. At build out, annual cost at today's raté would be ~ $700,000 11. Same volume into Leominster at today's rate of $3.20 would be ~ $400,000 12. Due to I/l, actual outflow could be significantly higher than volumes above (CWMP assumption roughly 15% additional for I/I) Proposed Negotiation Strategy Comments/Recommendations 1. We have time, there is no immediate issue driving a new IMA and we should not appear: to be under pressure to do so 2. Offer to take over Tri Town only after all other issues are put on the table and agreement sought. This is one of our few negotiation advantages, should be used carefully 3. Seek a fair agreement in which Lunenburg pays its fair share of costs plus a reasonable fee to compensate Fitchburg for the commitment of future capacity and access to their infrastructure. 4. Take bottoms up, clean sheet approach. All elements are open for discussion including but not limited to; rates, capital improvements, capacity, metering..etc 5. Find the best deal for both parties, explore any areas that can make it a better deal, even if only one party benefits 6. Keep ability, interest, to send all sewerage to Leominster in our back pocket up to and including declaring an impasse. In parallel, do detail homework on implementation time/cost and only when fully understood, re-open negotiations with Fitchburg. Other than vaguely alluding to this at this point of negotiations is not recommended Proposed Next Steps 1. BOS define negotiation strategy and team members ===PAGE 10=== 2. Negotiating team schedule meeting with Weston and Sampson to fully understand details of prior discussions and proposed changes. 3. Negotiating team make presentation to BOS and Sewer Commission on final proposal and strategy. 4. BOS schedule neeting with Fitchburg