# sewer-commission — 32 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 : 2014-01-14-agenda-5477.txt BOARD : sewer-commission DATE : 2014-01-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-01-14-agenda-5477.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01142014-5477 ======================================================================================== ===PAGE 1=== MEETING NOTICE Town of Lunenburg Town of Lunenburg Town of Lunenburg Town of Lunenburg SEWER COMMISSION January 14, 2014 7:00pm meeting DPW Building Conference Room, 520 Chase Rd. AGENDA Regular Meeting 7:00 pm DPW Conference Room Public Discussion GENERAL DISCUSSION 174 Northfield Rd. – Montuori property SRF Loan IUP for Sewer Extension Project - Sunset Ave & Pratt St Lancaster Ave extension – • J. Toale concerns • Whiting St. Manhole issues • Sewer Assessment Statement and Commitment of Privilege Fees • Escrow account for warranty year • Sewer Extension workshop Whites Woods - Jacklyn Drive/Janet Lane Sewer Extension comple tion • Privilege Fee Assessment FY15 Budget SCADA System proposal Fitchburg IMA Flow Meter Site inspections Grease Trap status • Schools cleaning • Compliance status • Regulations revision Hollis Hills – Plaintiff’s Motion and Memorandum of Law Lunenburg Village 40B hearing Highfield Village Administrative Matters Flow meter calibration reports INVOICES SWSS pump station reports Next meeting – 1/28/14 Town Hall ======================================================================================== DOCUMENT : 2014-01-23-agenda-5478.txt BOARD : sewer-commission DATE : 2014-01-23 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-01-23-agenda-5478.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01232014-5478 ======================================================================================== ===PAGE 1=== WORKSHOP NOTICE Town of Lunenburg Town of Lunenburg Town of Lunenburg Town of Lunenburg SEWER COMMISSION January 23, 2014 6:00pm DPW Building Conference Room, 520 Chase Rd. Revised AGENDA Workshop 6:00 pm DPW Conference Room FY15 Budget ======================================================================================== DOCUMENT : 2014-01-23-minutes-5478.txt BOARD : sewer-commission DATE : 2014-01-23 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-01-23-minutes-5478.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01232014-5478 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Lefebvre, Business Manager. FY15 BUDGET Carl started the discussion of the FY15 budget. Barb noted that any boxes that were highlighted were items up for discussion. Barb pointed out the Sewer bank fee and that there was an entry in both income and expense for the l/l required remediation. Commission discussed the Highfield capacity figure and determined that it should not appear. Carl provided the backup to the situation with Highfield and added that he'd like to discuss in the future whether to charge the same capacity charge to all new connections. The Commission discussed the potential charge, whether it would be only commercial or residential as well, and whether it is just for Fitchburg flow customers, since per the IMA we pay for the capacity, or whether we'd charge for Leominster flow customers as well. In reviewing Utilities, Mike brought up whether we had checked with Unitil about 'losing a leg', since we were billed for labor and materials for the damage. Jack noted we had submitted for a similar issue and were denied a credit. Commission all felt we should attempt it anyway. In Purchase of Service, the $50,000 for engineering of the proposed extension with the SRF loan was removed - we will request appropriation at Town meeting and it should not be a line item on our budget. As for Outsourcing, the Commission all agreed that they are very happy with Small Water Systems. Jack had talked to Debbie and she stated she would go with 2.5% over last year for next year, with the labor rate staying the same at $68/hr. For Year 3, she would ask for 2.5% again, but raise the labor rate from $68 to $70/hr. The Commission were satisfied with that offer. The Commission discussed Project funds and getting it used soon for Infrastructure expenses. Commission discussed the SCADA system as well, and whether we could use Mass broadband that is all over town. The Commission was concerned that the Fitchburg usage was quite high. Barb will check invoices to ensure there was no error for Fins. After discussion, and with the method going vrate was fow meters, it was decided to leave the Fitchburg amount as is. Commission determined to reduce Leominster usage amount as it seemed high to balance the budget. Carl asked if Small Water had checked the flow meters as they had committed to do it monthly at the inspection on 12/20. Barb will check. Otherwise, budget is balanced again for the second year. Carl asked for a motion to adjourn. Butch made the motion, Jay seconded. Vote taken was unanimous. Workshop was adjourned at 7:56pm. Respectfully submitted, Barb Lefebvre Business Manager/for the Sewer Commission ======================================================================================== DOCUMENT : 2014-01-28-agenda-5479.txt BOARD : sewer-commission DATE : 2014-01-28 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-01-28-agenda-5479.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01282014-5479 ======================================================================================== ===PAGE 1=== MEETING NOTICE Town of Lunenburg Town of Lunenburg Town of Lunenburg Town of Lunenburg SEWER COMMISSION January 28, 2014 7:00 pm Regular Meeting Town Hall ~ 2 nd floor meeting room ~ 17 Main St. Revised In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over Lunenburg Public Access. AGENDA Regular Meeting 7:00pm Town Hall Announcements Appointments 7:00 pm- Jamie Toale, 63 Lancaster Ave 7:30 pm – Jamie Rowe, Whitman & Bingham – 175 North field Rd 8:00 pm –Highfield Village Peer Review – NE Engineering and Weston & Sampson Public Discussion General Discussion Budget FY15 Lancaster Ave – manhole remediation SCADA system –Leominster Rd. SRF Project Lunenburg Village 40B Grease Traps - Compliance status CY2013 Annual Report Open Meetings Law Workshop Administrative Matters Permits to Connect Invoices SWSS pump station reports Next meeting – Regular meeting 2/11 DPW 7pm ======================================================================================== DOCUMENT : 2014-02-11-agenda-5480.txt BOARD : sewer-commission DATE : 2014-02-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-02-11-agenda-5480.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02112014-5480 ======================================================================================== ===PAGE 1=== MEETING NOTICE Town of Lunenburg Town of Lunenburg Town of Lunenburg Town of Lunenburg SEWER COMMISSION February 11, 2014 7:00pm meeting DPW Building Conference Room, 520 Chase Rd. REVISED AGENDA Regular Meeting 7:00 pm DPW Conference Room Appointments 7:00 pm – Jamie Rheault, Whitman & Bingham – 175 Northfield R d- discussion of Sewer Service Area 7:30 pm - Highfield Village • Peer Reviewed Plan sign-off and Commission vote • Planning Board extension Public Discussion GENERAL DISCUSSION Lancaster Ave – • Manhole remediation and Pending Permits to Connect • Privately Funded Extension Workshop to be scheduled Fitchburg IMA-commencement of meter-based billing Town meeting Warrant • Schedule including Town Caucus • Potential articles SRF Project • Pratt St • Wright Pierce 42 Highland St. Sewer Access CY2013 Annual Report submission Q3 Commitment – $163,803.40 18 Florence St-. Request for credit Administrative Matters ZBA Hearing 2/12/14 – 51 Joslin St Open Meetings Law Workshop 2/3 Order of Assessment – Lancaster Ave, Jacklyn Dr./Janet Lane Minutes - 1/23/14 Budget workshop SWSS- • Flow meter inspections • pump station reports w/e 1/25, 2/1/14 Next meeting – 2/25/14 Town Hall 3/27/14 FinCom FY15 Budget review ======================================================================================== DOCUMENT : 2014-02-11-minutes-5480.txt BOARD : sewer-commission DATE : 2014-02-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-02-11-minutes-5480.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02112014-5480 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Appointments 7:00pm Jamie Rheault, Whitman & Bingham - 175 Northfield Rd - Carl reviewed the issue before the Commission. Jamie handed out his 2 options - one with sewer access on Northfield and the other without access. Jamie reviewed the plans. Carl stated that we had gone back to the CWMP and to Wright Pierce who did the original WMP and discovered that the lot should have shown sewered all along, and not as an area of need (Area 12). So, since we need to make a decision, we need to step back in time and state that the entire lot should be entirely in the SSA since it was sewered. We will be going to the Town meeting and correct the map. Jamie continued with what he'd like to see done. His hope is that they'd be allowed to have frontage along Northfield Rd. in front of property, that that would be their goal. W&B would draw the plans at the expense of the client to show a new boundary and that they could put boundary in middle of Northfield Road. They could even come up with an agreement to prevent future connections. Jamie pointed out that they can do more lots in parcel 37 with sewer access on Northfield. Jamie noted that it accomplishes 2 goals by helping the Sewer Commission with sewering Northfield and also helps his client. Carl repeated that they do not want to sewer Northfield. The sewer lines were drawn to protect development and to sewer only those areas of need. Carl understood that it's an issue of money and they won't make as much with less lots, but that they can get 7 lots from the Oak Ave parcel. The Commission is trying to hold to the master plan and it was clear in the CWMP that we did not wish to sewer Northfield. The point was discussed that Jamie and the owner can go to Town Meeting for a vote, but that the Sewer Commission would vote against it as it goes against the WMP. Jamie stated that Lot 37 is an area of need. Carl agreed and stated that the commission is not against them sewering it. Jamie stated that his plan calls for 10 lots, and the Commission is limiting development on this lot. Mike noted that the Woodlands had also come forward, so we've had inquiries further down Northfield. Jamie stated that he'll be at the next meeting to continue the discussion. He stated there was a guy across the street with a tailed system (Montuori 174 Northfield). They will be asking to include those 2 lots across Northfield eventually and will commit that it will not be used to further develop the property. Carl noted that the next owner might. Jamie said they'd back it up with a deed restriction. Jamie added that at the last meeting, there was discussion on 1 system servicing 4 lots right in the same area on Northfield. Carl added that Woodlands has come in several times and if they have no other way to serve their problem that we're here to serve their need. Jamie asked about the timeframe. Carl stated the warrant closed 3/24 and that the commission would have to discuss whether they want to violate the intent of the CWMP. It should be based on need and the only way he'd support it is if there was a need. Jamie stated that the entire property was determined to be in need. Carl noted that it is already IN the sewer district. Jamie said it is a matter of whether they can get 7 lots or 10 lots. Jamie stated that they are not changing the intent of the CWMP and that the intent of the WMP was to allow property to connect to sewer. Carl restated that it was for lots in areas of need. Lot 37 was sewered, so the discussion of need does not even apply. Jamie said then the entire lot can be sewered. Carl said yes - but only where there is access on Oak Ave. Jamie noted that they are trying to change access on Northfield, and that the Commission created a limitation when they determined the sewer district. Butch asked what happens if town meeting okays putting it down the middle of Northfield Rd. Mike stated that the intent of the Commission is not to allow that. Butch asked about all the extension requests that we have approved and Carl stated that they are all a matter of need and are included in the CWMP. Mike asked if there is any way to do it with an easement? The answer is no. Butch noted that Leominster allows connections through easements. Carl restated that Jamie has put forward a valid request and that he'd like the full Commission present to have that discussion at the next ===PAGE 2=== with frontage has the right to connect. Jamie stated but you can require that they can only connect within 100 feet from the street. The owner is only interested in sewering the house and barn on the lot across from 175 Northfield, also owned by Montuori. Another option is a deed restriction that it cannot be developed. Jamie believes they are good for 30 years. If there is a conveyance after 30 years, the deed restriction is removed. Carl said we can discuss at the next meeting. Jamie will write a letter. Highfield Village -Carl confirmed that the Planning Board had issued an extension to the development until April 30t. Barb displayed the plans that had been signed off by Weston & Sampson and received on February 10. Mike and Carl looked through them and discussed the concerns about the depth of the pipes. Jack had also sent an email which Barb had condensed to a list of the concerns which the Commissioners reviewed as well. Some of the items dealt with concerns items other than sewer, including paving, drainage pipes, etc. Other items such as thickness or type of pipe were considered and Mike verified they were noted on the plan. Other issues dealt with concerns during construction such as compaction. Carl asked if the others would be willing to approve the sewer plan that our reviewing engineer has signed off on, while providing the Planning Board with the list of concerns brought forward by Jack. Mike made the motion to approve of the peer-reviewed plans for the Highfield Village development, and Maple Parkway and White Street sewers, with a memo to the Planning Board of concerns that must be addressed to the Town's satisfaction. Butch seconded. Vote taken was unanimous. Lancaster Ave - Neither Carl nor Barb had heard of any work being done on the manhole by Elliott from Jack. Barb noted that the Commission needed to vote on going forward, that the vote taken in early January was no long applicable as it dealt with only a 2 week period. Commission discussed and agreed that anyone with a failed system should be allowed to hook up at Jack's discretion. Butch made the motion that no further connections will be allowed until the situation with the manhole is fixed, other than emergency situations for which Jack Rodriquenz can still authorize connections. Mike seconded the motion and the vote taken was unanimous. Carl noted that the workshop on Private Sewer Extensions should be put on the agenda in March. Butch asked what the policy was on missed meetings. Carl said the Commission did not have any such policy. Barb can check and see if there is a town policy. Fitchburg IMA - Barb noted that we'd sent Joe our first statement of flow using the flow meters. The reading for 2013 was 1012.8ccf which is 1/3 of the usage from the January billing last year. The current period of 12/15- 1/14/14 was for 1233.33ccf. Carl pointed out that's a 20% increase. Carl asked Barb to look at the next quarter, for the usages to align better as the current quarter of 12/15-1/14 was not actually a part of the 2013 reading period (9/15-12/15). Barb will do so, along with the next month's usage and bring to the next meeting. Carl added that when Barb sent the usage and amount to Joe, Joe stated that the rate was wrong, and that he'd check the IMA, as Barb had not included the adder. Carl advised the Commission that it is not unreasonable for Fitchburg to come back with a proposal for some adder to cover identified extra cost but shouldn't be close to the previous charge of $1.65, so the discussion is not yet over. Joe has not yet gotten back to us. Town Meeting Schedule- Barb stated that since she sent out the condensed schedule in the package that the Caucus date was changed to March 17. She noted that since Jay is not at the meeting, we cannot determine that he is running for re-election. If so, he will need to be nominated at the Caucus. Carl said we have time and ===PAGE 3=== Next item on the agenda was the letter sent on 42 Highland St. Sewer Access - the prospective buyer needed a letter for the bank to obtain the loan. Carl stated Barb made it clear that any connection to town sewer required an extension. Barb had put in the distance of 770'. CY2013 Annual Report submission- Barb noted the deadline of 2/25. Carl asked Barb to get him something that he could review. Barb will go through the years agendas and provide a first draft for his review. Barb had the Q3 Commitment ready for Commission signature. Bills were mailed out 2/7, and the amount is $163,803.40 which was signed by the Sewer Commission. Last on the agenda was a request for credit received today from the owner of 18 Florence St. Barb handed out the copy of the email. Commission noted that it states the Water department found a silent leak for the toilet, which means the flow is still going down the pipes. No credit will be made on the January bill. Barb will let her know. Administrative Matters - ZBA Hearing 2/12/14 - 51 Joslin St - Barb gave a brief description of the owner's hope to make 51 Joslin a buildable lot. Jack confirmed that no sewer stub was installed and property received no betterment. No sewer. Barb noted that she had attended a very informative Open Meetings Law Workshop on 2/3/14. She had included a handout in the meeting packages of decisions regarding open meeting violations. Barb reminded the Commission not to discuss Sewer issues outside of the public meeting, even when there is no quorum present. Barb had 2 Order of Assessments to be signed by SC. These will take the place of the Commitments which the Commission had already signed. It was determined by the Town Accountant and Town Treasurer that our Commitment was duplicating the Commitment put forward by the Assessors and per Mass General Law, the utility puts in an Order of Assessment instead. Sewer Commissioners signed an Order of Assessment for Lancaster Ave for $40,430.18 and another for Jacklyn Dr./Janet Lane for $46,205.92. The Commission approved and initialed the Minutes of the 1/23/14 Budget workshop, as amended. As for SWSS, Barb had emailed Bruce on 2/3 and again on 2/10 cc'g Al for acknowledgement that they'd done the monthly flow meter inspections., but Barb had not yet heard anything back. Barb had also forwarded on Carl's request that the monthly report be added to the submittal of the pump station reports. Barb added that the Next meeting is 2/25/14 at the Town Hall and also that the FinCom review of FY15 budget is scheduled for 3/27/14. Carl asked for a motion to adjourn. Butch made the motion, Mike seconded. Vote taken was unanimous. Meeting was adjourned at 8:24pm Respectfully submitted, Business Manager for the Sewer Commission ======================================================================================== DOCUMENT : 2014-02-25-agenda-5481.txt BOARD : sewer-commission DATE : 2014-02-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-02-25-agenda-5481.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02252014-5481 ======================================================================================== ===PAGE 1=== MEETING NOTICE Town of Lunenburg Town of Lunenburg Town of Lunenburg Town of Lunenburg SEWER COMMISSION February 25, 2014 7:00 pm Regular Meeting Town Hall, 2 nd floor meeting room, 17 Main St. In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over Lunenburg Public Access. AGENDA Regular Meeting 7:00pm Town Hall Announcements ‘Flushable’ wipes – bill insert and video New Name Plates Public Discussion Appointments 7:00pm - Dave Misner, 51 Joslin St. – ZBA hearing o utcome General Discussion DPW Director Operations Update • Lancaster Ave o Manhole status and solution o Communication path o Connections • Wright Pierce and SRF at Town Meeting • SWSS Generator Maintenance • I/I reduction project 175 Northfield Rd • Revision of Sewer Service Area request • Request for Sewer Extension on Northfield Rd. • Development Policy – Section II-2.I Sewer Use regul ations SCADA system –Leominster Rd Sewer Commission Projects for 2014/15 Town Caucus –March 17, 2014 CY2013 Annual Report Fitchburg IMA • Billing adder • Meter usage Grease Trap compliance Administrative Matters Highfield Village memo to Planning Board Minutes – 2/11/14 Invoices –Leominster, Flow Assessment SWSS pump station reports Next meeting – Regular meeting 3/11 DPW 7pm FinCom FY15 Budget presen tation 3/27/14 ======================================================================================== DOCUMENT : 2014-02-25-minutes-5481.txt BOARD : sewer-commission DATE : 2014-02-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-02-25-minutes-5481.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02252014-5481 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== BOS liaison. Carl opened the meeting with the wish to show 2 videos on subjects that are important to the Sewer Commission - one on 'disposables' , which he stated are NOT, and the other on Fats Oil and Grease, The 2 videos were 6 minutes for one and 3 minutes for the other. The videos were produced by the City of Spokane, Washington, who has an excellent website which Carl encouraged anyone interested to go see at www.spokanewastewater.org and made available to us to help spread the word. The first one was entitled 'Will it Flush' which showcases the breakdown of everything from toilet paper to kitty litter in the sewer system, simulating the interaction with system pumps. At the conclusion of that, Carl noted that Lunenburg's second biggest cost of operating the system is the operations and maintenance of the pump stations, and that fats, oil and grease do cause trouble, almost on a daily basis.. Also, Carl added that just now the Town is converting how we pay for the flow to Fitchburg and Leominster as based on meters, and those meters are easily disturbed by these items so it becomes even more important that we don't pay for more than we need to. Carl added that these items affect private septic systems as well. The second video called 'Fats, Oils and Grease' was run. Dave added that in his experience working in different towns, he has seen the results of grease and the costs to fix it. He also noted that it has the same effect in homes, and that the homeowners should employ the same methods as shown in the video to prevent backups in their own homes. Carl thanked Mike Nault for the elegant new name plates for the Commission. Carl commenced the regular meeting with the first appointment by introducing Dave Misner to speak on the 51 Joslin St. issue. Dave came up and also introduced his wife, Diane Misner, both of 49 Joslin St.. Mr. Misner handed out photos of the sewer plan from around 2000 which showed a sewer connection drawn in. He and Diane had viewed the plan in 2003 prior to purchasing the property at public auction from the Town and had inquired about fees such as the betterment at that time. He was told that the Town owned the lot, the sewer was already installed and went by the property, with a connection stub to the lot so there wouldn't be a betterment fee. Unfortunately, they have no documentation to back this up. They purchased 51 Joslin at public auction in '03 for $81,000 from the Town of Lunenburg. The price was definitely at the high end at that time, even for the 2003 market. They have a P&S for $60,000 currently and are taking a loss, losing about 1/3 of their investment. They are prepared to take the loss as is, but the betterment would create a financial hardship since he is unemployed since returning from Afghanistan last year. He admitted that they're guilty of not knowing the betterment process and having no documentation. Butch asked if he knew who told you that there wouldn't be a charge. Mr. Misner stated that he did but that that person wishes to stay off the record. Carl thanked him and said it was a succinct statement. Carl confirmed some of the facts with Mr. Misner, and verified that he was still not sure if there is a stub at the property or not. Carl also confirmed that the betterments were assessed in '08 and the Misners owned the property at that time. Mr. Misner stated that when no betterment was assessed and he thought that was because it was included. Barb noted that it is recorded in the betterment list as 'unbuildable' due to insufficient frontage and acreage, noting it shows as . 19ac. Mr. Misner said that it is not even 19ac - and that it is a small, non- conforming, grandfathered lot. Carl confirmed with Barb that we determined it to be unbuildable and that is why there was no betterment. Mr. Misner noted that at the auction, the auctioneer asked the building inspector there if it was buildable and the inspector said yes. Carl asked for more questions, and Dave MacDonald asked if he was looking to build a home on the lot? Mr. Misner responded yes, and that they have a purchase and sale agreement. Dave MacDonald confirmed that they wish to sell it as a buildable lot, and that they've checked with the building department for a confirmation that it is a buildable lot. Barb noted that he had gone to the ZBA to get it changed from unbuildable to buildable. Butch asked if it was only buildable if you have sewer, since there is not enough room to put a septic in? Carl asked Mr. Misner if that was part of the ZBA ruling and Mr. Misner said there was no discussion about sewer at the hearing. Carl asked about the P&S and whether it was contingent upon connection to sewer. Mr. Misner thought it was. Discussion continued on why it was deemed unbuildable and that it had to do with the property coming out of trust, and so undoing the 'grandfathered' status. The ZBA ruling determined it was a mistake, and allowed it to regain its grandfathered status as buildable. Carl confirmed that the lot could still be sold without connection to septic. Mr. Misner agreed but asked for leniency on the betterment fee. Carl noted that since there was no betterment, that it now falls under the privilege fee category which kicks in when someone requests to connect to the sewer. He asked Mr. Misner if he was requesting to connect to the sewer? Mr. Misner wasn't sure at this time, he was merely there about the betterment fee. Carl said there would be no fee unless there was a request to connect to sewer. Carl reviewed the betterment process, how it is ===PAGE 2=== Northfield Rd.. There are 2 proposals: 175 Northfield and subdividing into 7 lots with the current sewer on Oak Ave., the other to bring sewer down Northfield to be able to develop 10 lots. The Commission has yet to receive the formal request and justification. Carl pointed out, for the 2nd proposal, that the town funded a Comprehensive Wastewater Management Plan(CWMP) in 2006 and it has been the rule book for decisions to date. It scored this area as the 23rd of 24 relative to 'need". In fact the report concluded in its final report that conventional Title V systems are a viable long-term wastewater disposal solution, that the lots in the area are large enough to hold a standard septic, and recommended that it not be included in the sewer zone, and specifically not to bring sewer down Northfield. He added that the WMP states "a goal of the recommended wastewater plan is to manage wastewater issues with existing development and existing environmental concerns while at the same time not serving to promote unmanaged sprawl of unchecked development." This is a main principle of the Sewer Commission as well as the development policy which reads "A guiding principle of this Commission is to determine the most effective method of providing service to existing and new developments where alternate, on site solutions are not able to meet local and state health and environmental requirements. It is not the intention or goal of this Commission to control or enable development." That is the basic principle to keep in mind when considering this proposal. The CWMP and Commission need to relate the degree of need in which alternate onsite solutions are not able to meet local and state environmental needs. That is the first principle and that if onsite systems can support the desired use, then that is the preferred choice. That was a Town's directive, and in this way, we are protecting the town's interests. Based on all this, if the written justification is received, there are 3 options: 1) that we deny the request - 7 lots can be put on this lot with no change to the Sewer Service AreaSSA). Early on the developer supplied a plan with the 7 lots and 2 lots serviced by septic. 2) we could vote to modify SSA within the subject lots, but not allow any extension. This would require that the applicant prove additional and compelling evidence of the need, 3) we could support extension down Northfield and modify SSA accordingly, but clearly violates the WMP and would require significant discussion and research. Carl continued that the current SSA and WMP need to be the guiding template for the Commission until compelling information of need is received. There has been no documentation of any kind that there is an actual need as defined by our WMP. Once we receive the formal request and get the justification need, we will discuss it. Based on these points, Carl recommends that this request be tabled or denied at this time pending any new and compelling demonstration of need. Carl did acknowledge that Jamie Rheault from Whitman & Bingham was present if the Commission has any questions of him. Dave MacDonald confirmed that the WMP is our guide, and demonstration of need is most important. Our job is to enforce the CWMP. Jack did come forward to state that we did install one stub and charged 7 betterments. He was not sure why, but the practice at the time was if there was no subdivision plan on file at the time sewer went through (or at the signing of the contract-not sure), each property received one stub. The Town had decided at some point that there was the potential of 'x' number of lots and were charged a betterment. He wanted to make sure Commission was aware, if something happens there, in excess of one lot, that the Sewer Commission is going to need to tie into that sewer line in 6 different places. He is not sure of the ground conditions, but each connection could cost the Commission between $3500 and $5000. Jack asked that we be somewhat flexible and make some sort of agreement possibly to have the developer pick up some part of that cost in return for a lot or some other compromise. Carl responded and stated that just like we would not accept anything financial for establishing need, Carl would not accept any 'quid pro quo' to financially offset the Commission's costs if it required violating our basic principles. He added that he would not want to change the SA just to cover their liability we've incurred by those missing connections. He asked for any more comments. Butch asked if we'd let any other areas expand? Carl responded that we'd only done it once before where we expanded the SSA and it was based on proof requested and received that the parcel could not be serviced by on-site systems, but also by letters from Board of Health. It was the old drive-in location. Butch asked what the harm would be. Carl repeated that it is not an area of need, and that our first alternative for the Town and environment's sake is that if it can be supported by an onsite system, then that is the first option. Sewer is an option only after it is proven that the property cannot support onsite, unless it's within the 12 areas of need. Those areas are blessed and defined as areas that need sewer, like Lancaster & Sunset Ave. extension requests. Butch re-stated that he doesn't see a problem going up Northfield to bring sewer to just those extensions. Carl pointed out that once you do, anyone along the street has a right to connect. He continued that along that street are some very large parcels, including the 20ac lot which is the 2nd part of the proposal. Dave added that sewer also take away from the groundwater in the area. Carl asked Butch to review the CWMP to see why it came to its conclusions. Carl agreed that things change and someday the WMP may need to be revised, but right now it is what we have to go by. Carl asked for a motion or to table this. Butch said it needs more research. Jamie Rheault of Whitman & Bingham came forward, representing the applicant. Jamie stated that after the last meeting, he left with the understanding that ===PAGE 3=== service line so that more sewer could not connect. He is being as transparent as possible. He has the house on that property that has failed Title V that he'd like to connect to sewer and there is a barn on a separate lot where they want to put a house. Carl wanted to answer his question on the triangle and what had happened after the last meeting. He stated that we d continued the investigation as to why that piece was excluded and realized that given all the reasons previously mentioned this meeting, that is why it was intentionally done that way. Independent of whether it was a sewered or non-sewered area, that didn't make a difference. Carl said that he had made the mistake thinking that because it was an existing sewered area, and not a new study zone, that technically it should all be included. But he'd learned that that was not the case because that same principle had been applied all over town and we got back to you as quickly as we could. Carl took issue with the statement Jamie made when presenting the 7 lot layout that crossed the line, that he specifically mentioned that those 2 lots would be serviced by septic. Jamie did not believe he did, or that he was misunderstood, but said he didn't intend to at all. Carl said we re-checked with the building inspector last week that given the current code and SSA map, the property can support 7 lots. He encouraged Jamie to go close the loop with Mike. Carl added that if he is happy with the 7 lots then we can move on to Northfield, but that that is a much bigger 'nut. It is not just Jamie's client's property, but opens up a can of worms and restated that it was the last ranked area in terms of need. Carl noted that he has yet to receive any justification of need on his proposal. Jamie said he has an appointment with the building inspector and will discuss the 7 lot parcel and wants to be on the next agenda to talk about that. Hopefully with the information from Mike, and whether we need to change the district line, we have enough time to get on the warrant for the next Town Meeting. Then, we can talk about the property across the street. Jamie added he fully expects to do what they did with the drive-in with the property across the street as far as testing. It is just not the time of year to do it. Carl noted that it is a 20-acre lot, and he'll have to show there is not one area that can support a septic. Jamie believes that tests will show that and restated that they'll do the deed restriction. Mike Nault pointed out that where we assessed them for the 7 lots, and if he cannot get that many lots in, is there a 'hardship' to be considered and give the Commission more of a right to change the SSA? Carl summed it up to tell Jamie that he believes 6 lots can fit in the SSA and that one possible outcome is that we allow 6, while the client's paid for 7, and in that case we would make him 'whole'. He asked that Jamie review all possibilities with the building inspector, including moving the line just enough to squeak a pipe by and not touch Northfield. Jamie agreed and called it option 3. Dave re-stated that we have to follow the master plan. DPW Director Operations Update - Carl introduced Jack to update the Commission on 4 items on our plate. Lancaster Ave. Jack discussed the progress on the manhole on Lancaster & Whiting and that upon weekly inspections, the most recent shows that it is not dry. There is infiltration in two different places. The Contractor did good job slowing it down but that any flow is unacceptable. Jack sent message to the contractor that we have set dates for initiation of remediation to be March 16, weather permitting and completed (dry) by 3/31. Jack has not yet received a response from the contractor. On the connection permits where the Commission has left the decision to him, they will move forward when winter ends on the emergency connection, anc nat it won't be detrimental to the manhole issue. On the SRF funding and Wright Pierce, we will be looking for support at Town Meeting. Jack added it was the Commission's decision to go with Wright Pierce as authors of the CWMP that their scope will be minimal, but that we may want a professional to speak for us and expects Kevin Olson of Wright Pierce to be there to do that. On SWSS and Generator Maintenance, Jack explained the issue. They had an incident, brought to our attention by SWSS, who he believes has done a great job. They told us about an issue with a generator at Twin City pump station. Jack sent DPW staff and the current issue was resolved, but it brought to his attention a need for generator maintenance, which was not included in our contract with SWSS. Because of the electrical component, it is not as simple as an oil change and lubrication. In working with in-house staff and Carl's recommendation, they have requested a scope of work from SWSS for the maintenance and are discussing it with SWSS, making sure there is no duplication between the outsourcing contract and the generator scope of work. Debbie of SWSS will adjust it and Jack will have them come in when we have a solid proposal. On the Ill reduction project, Jack had contacted Weston & Sampson, who had done the proposal over 2 years ago, to provide a scope of work. He did talk with Pat Cotton today and discussed that their concern is with the sump pumps. Originally it was thought to be the clay pipes not swapped out with PVC, but the data didn't support that. Pat said they need to go house to house because of the way the meters spike in a rain storm and that it indicates sump pumps may be the source. They will have to let people know they are coming for an inspection, and that there will be 2 people to reduce liability, and that they will inspect for sump pumps. Jack suggested we bring Pat in to discuss the program since it has been so long since they last reviewed it. Carl stated he appreciated Jack's input on this and requested we schedule to have them come in and that we need to get this addressed ===PAGE 4=== decide what we want to do, whether we'd go out for bid proposal. Carl stated that we needed to re-group a little and get Jack and Commission together to get the job done, that we've blurred the lines a little between operations and the Commission, and policy setting. The questions of how many stations, how to handle, bid process, etc is more the baileywick of the Commission, more than which part is ordered and all the other details, which is why, at this time, we need to transition what Jay's been doing over to Jack. Jack stated that they can use all the help they can get, and that he appreciated the effort, but confirmed that the lines were getting blurred, that they have people that they trust, that they would follow the procedure. If it is Jay's opinion that they are not getting the best deal, he respects Jay's opinion, but we do have people under contract. He added that it is obvious today that there are policies of the Sewer Commission that are steadfast, and he admires the job they do, and that that is the most important job, but that he handles the day-to-day operation under the Town Manager, and this is day-to-day. He appreciates any input, but at this point, it is holding up the process. Jack added that we are clear on the procurement and where that lies, and will pay close attention to that. We can discuss, but at this point it is day-to-day operation. He added that the Sewer Commission had already voted to support not just for the $6000 but voted for twice that. Jack added that they had agreed to do this one station, and see how it works out. We had hoped to move into the 21st century and do them all, but we needed to do one and see it out. Carl spoke up that he was compelled to explain that the Commission had voted to approve enough to do 2 stations and in process, determined to only do the one first. Dave spoke up on the RFP and that we'd send out to multiple companies before we selected SWSS. He also would like some detail from Unitil and the loss of a 'leg' and that Unitil is responsible for this. He really wants this done - if their leg blew and hurt our equipment, then Unitil is responsible. Jack stated he'd send a message off to John Denapoli. Dave added that we need to do up a report of exactly what happened to give to John, and agreed that we'd gone to great lengths to get the new company on board but if someone is responsible, we should hold them responsible. Carl moved on to the next subject of Sewer Commission Projects for 2014/15, which has the SCADA on the list. Given the outsourcing and success with SWSS, it was a good model. Dave & Mike got it going, then operations took it on and it is the model he'd like to use for other projects. Every project should have a commissioner who puts his arms around it, and stays closely linked. Some may be heavy on the operations side but the leader would help with communications with the Commission and keeping things moving. This way, if Jack's not around, the leader can keep the Commission up to date. Carl would like to consider having Jay to be the Commission champion on the SCADA systems to include policy, operation, and keeping the regulations completely. Flow rate metering is most important due to our agreement with Fitchburg. We will need to know asap if something is not looking right and the person should have that responsibility and work with Barb and Flow Assessment. On the Capacity fee policy, the good news is that we have anIMA with Fitchburg, but the result means we have to recover our costs for securing capacity and there is no policy yet. The l/l reduction project was just discussed and someone would be the champion for the project. The Betterment on Sunset Ave. has a lot of work there, and a lot of communication. There were lots of lessons learned on the private extension for Lancaster Ave. and it needs to become a policy. Scada is next on the list and discussed. With Business systems and process, we need to look at ways to improve system, to streamline and do things other than stuff envelopes, look at billing processes. We have a valuable member of the team that needs help. Carl concluded that these are eight items - are there any others? - and asked members to volunteer for any that would fit their area of expertise. Mike wanted to do Flow Meters. Dave took Sunset Ave. Butch noted he didn't want to take any on, that his plate is full. Dave noted that Grease Traps is almost over but Carl pointed that that although almost everyone has paid, there are still no reports coming in. We need to look at our regulation - is it reasonable? Someone needs to look at what needs to be done, and what do we need to do to obtain the results we need. Mike and Dave said they would take that one together. Carl would like to take on the capacity fee policy. Dave thought Carl would be good for the for the business systems option. Carl stated that leaves 2 more -- the l/l project and the privately funded extensions. We can discuss at the next meeting. Carl noted that the Town Caucus is March 17, 2014 and asked Jay, since his term is up in May, if he will re-up. Jay stated that he is not planning on re-upping. Carl said it was disappointing to hear that. His experience has been good for the Commission. Carl turned to the TV audience to make public that a position would be open, that they have fun on the commission. He stated ===PAGE 5=== future invoices will not, until there is an agreement reached. The February invoice, based on the old amount of $8.95, will be credited in full due to a credit of $11,000 due, plus a small credit to be applied to our next bill. After that we should be good going forward. Grease Trap compliance - Barb noted there is only one restaurant left with the annual permit fee outstanding. Administrative Matters- Highfield Village -Barb noted that she'd sent a memo to Planning Board on results of peer review and that it was included in their meeting packages. Barb asked if everyone had reviewed the 2/11/14 meeting minutes. Butch made a motion to approve, Mike seconded. Dave asked for a discussion. Dave asked for the information if there is any ruling at he nuncan on board, he had stated the pries The is reposity is wife. the Town of Lunenburg. He said he encourages people to come out and serve but if there are times when you have to do your job. He asked the commission to weigh in and if he's not doing his job and putting too much on the board, then he would leave. Carl spoke up and said he was glad Dave addressed this issue, and that when Butch inquired at the last meeting, he didn't interpret as personal and if he had, he would have ruled it out of order. He continued to tell Dave that he does a lot of work and it is appreciated. Dave asked whether it is a personal vendetta or if it is regarding the job that he is doing. He feels he is doing his job, and took it very personally. The Commission has done a great job and he has to juggle to support his life and wife. Committees do a great job - they work hard, and it is rewarding. But if anyone feels he isn't doing his job, he'd step down. Mike wanted to go on record, saying that Mr. MacDonald has gone above and beyond and it would be a great loss to the Board if we lost him. Carl added that he 100% supported that statement and acknowledged the contributions Dave makes, including being the first volunteer for some of the Commission projects, but said other members must speak for themselves He added that he would be devastated if Dave chose to leave. Dave added he will miss Jay since he is not running again, that he's a good boy, that they've worked side by side on the DPW building and the Commission and that he will be missed. Jay added that he supports Dave as well, adding, "you've done a good job here". Back to the minutes, Carl asked for a motion? Butch made the motion, Mike seconded and vote was unanimous to accept the minutes. Barb had 2 invoices for approval - the first for Leominster sewer usage came in at the expected amount. The amount approved was $56,544.61. The second invoice was for Flow Assessment for $2375.01 the three months of November, December & January. Everyone received the SWSS pump station report for w/e 2/8. Barb had the one for w/e 2/15 but Commission stated they'd prefer to get it in the next meeting package. Barb re-stated that the next regular meeting would be 3/11 at the DPW 7pm and added that the FY15 budget presentation to FinCom is scheduled for 3/27. Carl asked if there was anything else? Dave added that Pat Slattery is retiring from town government. He added that he's done a good job and deserves a pat on back. Carl asked if there were any other comments from the Sewer Commission, and if not, he would entertain a motion to adjourn. Butch made the motion that the meeting be adjourned, Jay seconded. Vote taken was unanimous. Meeting was adjourned at 9:05pm. Respectfully submitted, ======================================================================================== DOCUMENT : 2014-03-11-agenda-5482.txt BOARD : sewer-commission DATE : 2014-03-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-03-11-agenda-5482.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03112014-5482 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ======================================================================================== DOCUMENT : 2014-03-20-agenda-5483.txt BOARD : sewer-commission DATE : 2014-03-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-03-20-agenda-5483.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03202014-5483 ======================================================================================== ===PAGE 1=== NOTICE Town of Lunenburg Town of Lunenburg Town of Lunenburg Town of Lunenburg SEWER COMMISSION March 20, 2014 Meeting 5:00pm DPW Building Conference Room, 520 Chase Rd. AGENDA Meeting 5:00 pm DPW Conference Room 5:00 Open WORKSHOP: Privately funded Sewer Extensions discuss ion 6:00 Open Regular Meeting Commission / Public Comment 2014 Warrant Article finalization Sunset Ave Betterment Sewer Service Area Map Updates Commission/Public Comment Adjournment ======================================================================================== DOCUMENT : 2014-03-25-agenda-5484.txt BOARD : sewer-commission DATE : 2014-03-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-03-25-agenda-5484.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03252014-5484 ======================================================================================== ===PAGE 1=== SEWER COMMISSION March 25, 2014 7:00 pm Town Hall ~ 2 nd floor meeting room AGENDA (revised) In accordance with the requirements of the Open Mee ting Law, please be advised that this meeting is be ing recorded and broadcast over Lunenburg Public Access . 7:00 PM Public Comment Announcements 1. Commission vacancy 2. Grease Trap reporting requirements Appointments Current Business 1. DPW Director Operations SWSS Generator Maintenance I/I reduction project 2. Sewer Commission Projects – Champion update SCADA System – Jay S. Lake Whalom/Pratt extension– Dave M. Flow Rate/Metering– Mike N. Grease trap compliance – Mike N. & Dave M. Capacity Fee Policy – Carl L. Privately Funded Extension Policy update - TBD Business Systems and Process Improvement – Carl L. 3. Town Caucus 4. Budget FY15 5. Minutes 6. SWSS pump station reports w/e 3/7, 3/15 7. Business Manager reports Demand billing Invoices 8. Adjournment UPCOMING MEETING SCHEDULE March 27, 2014 – Town Hall – 7pm FinCom presentation FY15 budget presentation April 8, 2014 – DPW, 520 Chase Rd. April 29, 2014 – Town Hall, 17 Main St. ======================================================================================== DOCUMENT : 2014-03-25-minutes-5484.txt BOARD : sewer-commission DATE : 2014-03-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-03-25-minutes-5484.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03252014-5484 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Bit a nance. As presen were dack Rodriguenz, Dr Director, Bard Letebvre, Business Manager, Pat Cotton, W&S. Absent, Mike Nault. 7:00 PM Public Comment - none Announcements 1. Commission vacancy - Carl announced that we have a one opening on the Sewer Commission. Jay has decided not to run again. Anyone already hooked up to Sewer interested in running would be even better. Speak to a Commissioner for more information. 2. Grease trap reports due -For the restaurants in town, the Commission is still having trouble getting reports from those with grease traps, they'd rather not resort to fines, but that they may have to since we are not getting reports timely. 3. Pamphlets- found in Town Hall with "Solutions to storm water pollution"- Under swimming pool/spa section, instructs readers to drain into the sewer system. Please do not do that - Sewer has to pay to have processed Carl noted that he was going to change around the order of the agenda a little. He introduced Jack for the DPW Director Operations Update- 1) new proposal for I/l reduction Jack noted that W&S has given us a proposal to help find Inflow/Infiltration (I/I). Next phase is to go door to door doing house inspections for possible inflows such as sump pumps. Jack invited Pat Cotton from Weston & Sampson (W&S) to come forward to discuss the new proposal for targeting Graham St. area to locate sources on private property such as sump pumps, open cleanout, driveway drains. W&S revised scope after 3/11 meeting to add 2 extra days. After 2 rounds, we would schedule additional appointments. They changed the contract to reserve two extra days to meet the 80% participation goal at no additional cost. The contract stayed at $30,000. Pat noted the project involves about 200 homes. It will be a 2-member team with homeowners notified 2 weeks before, allowing time to schedule an appointment through W&S. They will start early and go late (8am - 7pm), allowing about 15 minutes per home and will work one Saturday to accommodate homeowners' schedules. They'll have ID's, the Was van, shirts and vests identifying themselves. Carl re-stated regulations for TV audience, that we have the right to come and inspect and there are penalties if you do not allow access to home, although they hope not to take that route. Carl encouraged residents to schedule appointments. Pat noted the letter that goes out is pretty clear. We'l include a copy of policy. Butch noted that future rate increases rely on this work, and Carl noted that that is true, that we are converting to paying for water going out of town (instead of going into houses), and rain events and sump pumps could impact rate by 20%. Carl asked for a motion to go ahead with the work, Butch made the motion, Jay seconded. Carl asked for discussion. Dave asked about the targeted day. Pat stated that they planned to start early May and have completed by end of May. Dave asked about what happens when the find a sump pump? Jack stated that they are instructed on how to divert the water. Jack stated there are no easy solutions given the size of the lots in this area, but the I/l could bankrupt the Commission in a year, and encouraged cooperation in getting this resolved Butch stated we are not out to hurt the residents, but to help. Jack agreed, and offered to come out to talk with residents. Carl asked for a vote. Vote taken was unanimous. 2) Generator maintenance - Jack noted that the contractor for the pump stations has given us a proposal to do generator maintenance. He had asked for a revised proposal from a meeting a couple weeks ago that would include major maintenance but has not received a new proposal. We are looking for a prorated contract through the end of the fiscal year and then a new comprehensive contract for next fiscal year. He'll follow up and keep the Commission updated. Who pays for what needs to be well-defined in the scope of services. Butch asked about whether maintenance has ever been done on the generators. Jack stated that it had, but not as thorough a job as needed which, Jack noted, led him to ===PAGE 2=== recommended for the modem. Jay had discussed warranties with the town IT person, Steve. Carl asked if we have all the quotes we need. Jay stated we had quotes from First Electric, and for the tech support and internet connection. First Electric will provide the components, and the labor and programming will come through Hall Pump. Carl wants it bundled so it can be passed on to the DPW. Discussion followed on whether contract will be more or less than the original quote from Hall Pump, whether it included the same components, and the involvement of Small Water Systems Services (SWSS). Jay stated that he expects Hall Pump to give us a quote for labor, parts and programing so it is in one total package. Jay will ask that the warranty is in writing, and will include parts and labor. Carl asked Dave for an update on Lake Whalom/Pratt extension, specifically on Pratt St. Dave noted that he and Mike had spent the weekend visiting the residents. He reviewed some of what they'd heard from the residents and thanked them for their time. He also wanted to dispel the myth that if the sewer goes by and you pay a betterment, that you are not forced at the same time to connect to the sewer. If you have a system in failure, and sewer goes by, then you tie in. A new septic can cost anywhere from 20 - 45K, and there is a known water table issue in that neighborhood. He would like to work with the Board of Health to look into types of programs to help the residents, similar to the circuit breaker program, maybe have a joint session. He summed it up saying that they had gotten enough 'yes-es' to move forward. Carl complimented Dave & Mike on the excellent work on getting the 13 votes that the Commission was short in order to meet 2/3rds, that they took this charter and gave their personal time and that that is what the Commission is looking for - people on the Sewer Commission with drive and doing good work. Carl added that we note that request to get together with the Board of Health with the several items that overlap and that we would like to schedule a workshop with them. Flow Rate/Metering- no updates. Grease trap- compliance Carl noted that we have collected all the permit fees now and asked Dave for any updates? Dave stated the need to educate on the reporting aspect. Onsite visits may again be useful in helping the restaurants understand the reporting requirements. Dave noted it is the first year of full compliance. Capacity Fee Policy- Carl is working on this and trying to see how links with current policies. We have now have entered a new age where we must buy capacity. We had to do this with the Fitchburg IMA to buy capacity and improve the line on John Fitch Highway. We have to pay up front for capacity and need to find equity. He added that the total cost is $19,000/year for that capacity and equates to $1.87/gal of capacity and that this is a one-time cost for new users. looking at Sewer Service Area and a new extension, they didn't have capacity to support the extension so was forced to purchase the capacity. We are required to set aside 90% of capacity for any house that is bettered. He added that we have to have 45,000 gallons to be available to stay ahead of capacity curve. We cannot go over capacity. Carl noted that our actual usage was 30,000 gpa and the IMA allowed 70,000 which was barely enough for those that had been bettered. We were on the edge of not being able to have any new connections. So, new language must be added to our policies to allow this capacity fee. We already had experience on this, since it was done on Highfield Village. He will keep moving on that and hopes to have something in place by the end of the year. Privately Funded Extension Policy - Carl noted that there was no champion yet. We had a workshop on 3/20 and Carl is still collecting the results. The next step is to get inputs from non- Commissioners - Lancaster Ave. residents, the DPW, etc., and compile notes to discuss at the next Business Systems and Process Improvement - Carl noted is it his task with Barb. One of the first is the minutes that we need to work on that. Other than that, there is no update. Town Caucus - Carl noted that there is still an opening. At this point, it is too late to take papers so anyone interested should step forward and talk to the Selectmen's office. Budget FY15 - Carl pointed out that this Thursday the Commission will present their budget to the FinCom. Anyone is welcome to come. They are happy to report that once again it is a balanced ===PAGE 3=== Business Manager Reports Demand billing - we sent out 189 demand notices on 3/12 and effective with this demand run, we will be sending out individual notices for quarterly billings and demands directly to the tenants of the trailer parks due to many requests. Invoices - Fitchburg $7934.55 came in as expected, with the credit due from our agreement with Joe Jordan. Placeholders as submitted to town manager 3/24, article 2 was forwarded on to counsel per Kerry request. All articles have to be reviewed by counsel. Dave thanked Barb for putting it all together and confirmed that the hours of the Sewer commission office are 7am to 3pm. Carl added that with Town meeting, and Pratt St. participation in the sewer extension article, we will need to get Wright Pierce to come and help support the effort at town meeting. Barb added that the next meetings of the Commission are the FinCom presentation on Thursday, 3/27 at 7pm, and the next regular meeting on 4/8 at the DPW. Carl added that the budget presentation will be broadcasted on Thursday, if anyone wants to tune in. Carl asked if there was a motion to adjourn. Butch made the motion that the meeting be adjourned, Jay seconded. Vote taken was unanimous. Meeting was adjourned at 8:10pm. Respectfully submitted, Yent Mantel Sewer Business Manager ======================================================================================== DOCUMENT : 2014-04-08-agenda-5485.txt BOARD : sewer-commission DATE : 2014-04-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-04-08-agenda-5485.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04082014-5485 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2014-04-29-agenda-5486.txt BOARD : sewer-commission DATE : 2014-04-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-04-29-agenda-5486.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04292014-5486 ======================================================================================== ===PAGE 1=== SEWER COMMISSION April 29, 2014 7:00 pm DPW, 520 Chase Rd. Conference Rm. AGENDA 7:00pm Public Comment Appointments 7:00 pm Pat Cotton, Weston & Sampson – Whalom Area I/I project Current Business Sewer Commission Projects update • SCADA System (Jay) • Lakeview/Pratt extension (Dave) • I/I reduction project -TBD • SWSS Generator Maintenance (Butch) • Flow Rate/Metering (Mike) • Grease trap compliance – (Mike & Dave • Capacity Fee Policy (Carl) • Privately Funded Extension Policy update – TBD • Business Systems and Process Improvement (Carl) Lunenburg Village Town meeting 5/3 Town Election 5/17 SWSS pump station reports Permits to connect Minutes –8/13/13, 3/25/14 Business Manager reports • Fuel Use • Schools grease trap cleaning • Invoices Commission Comments Adjournment UPCOMING MEETING SCHEDULE May 3, 2014 – Town Meeting, Lunenburg High School, M ain St. May 13, 2014 – DPW, 520 Chase Rd. ======================================================================================== DOCUMENT : 2014-04-29-minutes-5486.txt BOARD : sewer-commission DATE : 2014-04-29 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-04-29-minutes-5486.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04292014-5486 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== The Commission reviewed the revised notice and letter and approved as written. Go ahead was given for the start of the door to door campaign. An initial report was requested after the first day of the effort to give the Commission a sense of how it was being received. Current Business Sewer Commission Projects update • SCADA System (Jay) - The proposal effort and contract release has been turned over to Jack Rodiquenz for implementation. • Lakeview/Pratt extension (Dave) - Kevin Olson of Wright Pierce sent draft of Town Meeting presentation for review. No changes were required. • I/I reduction project (TBD) Project was released as noted above. • SWSS Generator Maintenance (Butch) - No update was available. Butch to follow up with Jack. Flow Rate/Metering (Mike)- Mike reported that he is regularly monitoring the flow rates and will continue to do so. He is expecting alerts from Flow Assessment if there is an unusual spike since an "event" was seen at the Summer Street meeting recently. Grease trap compliance - (Mike & Dave)- Permit letters to be sent out by June 1 - due 7/1. Briefly discussed the need to help users get compliant to avoid higher permit fees. Capacity Fee Policy (Carl) No progress or discussion Privately Funded Extension Policy update - TBD No discussion • Business Systems and Process Improvement (Carl) Ongoing efforts focused on improving efficiency of minute taking and documentation. Lunenburg Village - Hearing continued, no report Town meeting 5/3 - 9am • Article review - 4/29, no issues or questions on articles. Confirmed Wright-Pierce will support presentation Town Election 5/17 - No progress on finding a candidate for the opening created by Jay's decision to not run again. John Reynold's was interested but does not feel he has sufficient time due to changing personal schedules and commitments. SWSS pump station reports w/e 4/4, 4/11 No items of concern noted. ===PAGE 2=== Minutes —none reviewed or approved Business Manager reports • Fuel Use -10 generators -Mike had figure of $3000 - too high - not $3000 - have only $750 for this year. -Amanda to process adjustment - some went to Eagle house, Sweeper- only $165 to date • Schools grease trap cleaning completed 4/22-report was received from John Londa 4/25 • Invoice -Fitchburg -approved Adjournment: approximately 9:30 PM especttuity submitte Carl Luck, Chairman ======================================================================================== DOCUMENT : 2014-05-03-agenda-5487.txt BOARD : sewer-commission DATE : 2014-05-03 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-05-03-agenda-5487.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05032014-5487 ======================================================================================== ===PAGE 1=== SEWER COMMISSION May 3, 2014 9:00 am – Lunenburg High School 520 Chase Rd. AGENDA Current Business Annual Town Meeting Sewer Commission articles ======================================================================================== DOCUMENT : 2014-05-13-agenda-5488.txt BOARD : sewer-commission DATE : 2014-05-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-05-13-agenda-5488.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05132014-5488 ======================================================================================== ===PAGE 1=== SEWER COMMISSION May 13, 2014 7:00 pm DPW Conference room 520 Chase Rd. AGENDA 7:00 pm Public Comment Announcements Current Business 42 Highland St. Extension Town meeting of 5/3/14 – FY15 Budget approved Map approved SRF Funding approved Highland Village Sewer Commission Projects update SCADA System (Jay) Lakeview/Pratt extension (Dave) • Project approved • Engineering design • SRF Borrowers Meeting 5/20 I/I reduction project (TBD) • homeowner letter • I/I inspections commence 5/12 • Posting of notice SWSS Generator Maintenance (Butch) Flow Rate/Metering (Mike) Grease trap compliance – (Mike & Dave) Capacity Fee Policy (Carl) Privately Funded Extension Policy update – (TBD) Business Systems and Process Improvement (Carl) Jay Simeone Permit to connect -115 Fairview Rd. Minutes Commissioners Comments Adjournment UPCOMING MEETING SCHEDULE May 27, 2014 – Town Hall, 17 Main St. ======================================================================================== DOCUMENT : 2014-05-13-minutes-5488.txt BOARD : sewer-commission DATE : 2014-05-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-05-13-minutes-5488.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05132014-5488 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== one where as it would deviate from the construction techniques as defined in the CWMP and would need all the same covenants be signed before approval to proceed. It was not clear if Jack had seen and commented on the plans. No actions or votes taken. Town Meeting: Reviewed three warrant articles that were approved at TM with little to no discussion. Only question from the floor was from a resident who was not affected by the Pratt/Lakeview extension project but wanted to know what the cost per resident would be. The average for all participants was provided at~$27,000 for each lot. FY15 Budget approved Map approved SRF Funding approved Highfield Village: Informed the Commission that the hearing scheduled by the Planning Board has been postponed. No new information or issues relative to sewer. SCADA: Jack has been given the authority to use the original quote plus details provided by Jay to initiate contract with SWSS and service provider for data transmission Pratt/Lakeview Extension: Commission agreed that even if not required, we would solicit proposals from at least three engineering firms for this project. Two will be Weston Sampson and Wright Pierce. Jay suggested the firm that did an extension in Concord, Woodward and Curran out of Andover. Jack's input and suggestion of potential firms will also be sought I/l Reduction: Reviewed home visit report after the first day and a half of inspections. A summary was provided: Approximately 110 out of 170 homes have not scheduled appointments Our inspection team has been well received and no homeowners have refused entry 26 of the 36 inspections were pre-scheduled 10 of the 36 inspections were people who answered the door-to-door knocking 23 homes have been visited with no one home and yellow notices were left To date, one sump pump has been discovered. A second update will be provided on 5/19. Generator Maintenance: Jack has been given the go ahead to schedule the "major" maintenance/check-up on the 10 pump stations with SWSS on a time and material basis. In parallel, he will get an updated proposal for FY15 operation contract which includes generator maintenance. Butch was absent but may have additional information on the status to this task. ===PAGE 2=== Permits to Connect: 115 Fairview Rd. issued last month Minutes: None approved Jay Simione Farewell: the Commission unanimously thanked Jay for his contributions to the Sewer Commission and let him know that we would be very happy to have him back some day. Adjournment: the meeting was adjourned at approximately 8:30. Respectfully submitted, Carl Luck, Chairman wil ======================================================================================== DOCUMENT : 2014-05-27-agenda-5459.txt BOARD : sewer-commission DATE : 2014-05-27 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-05-27-agenda-5459.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05272014-5459 ======================================================================================== ===PAGE 1=== SEWER COMMISSION May 27, 2014 7:00 pm Town Hall ~ 2 nd floor meeting room AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over Lunenburg Public Access. 7:00 PM Public Comment Announcements 1. Jay Simeone -thank you 2. New member –Troy Daniels 3. Pool filling 4. Grease trap reports due/annual permit fees Appointments Current Business Town Election 5/17/14 Election of Officers Sewer Commission Projects update I/I reduction project SCADA System Lakeview/Pratt extension SWSS Generator Maintenance Flow Rate/Metering (Mike) Grease trap compliance Capacity Fee Policy Privately Funded Extension Policy update Business Systems and Process Improvement 4 th Quarter Commitment $150,667.64 SWSS pump station reports Minutes –8/13/13, 3/25/14, 5/13/14 Business Manager reports • Highfield Village • Invoices Commissioners Comments Adjournment UPCOMING MEETING SCHEDULE June 10, 2014 – DPW, 520 Chase Rd. ======================================================================================== DOCUMENT : 2014-05-27-minutes-5459.txt BOARD : sewer-commission DATE : 2014-05-27 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-05-27-minutes-5459.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05272014-5459 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== • The newest Commission member, Troy Daniels, was introduced, and the Commissioners agreed that they are very happy that Troy is joining us, there is lots of work to do and it is good to have a full board; Troy is connected to the sewer, the only member on the Commission that is. • Pool filling, gardening, lawn sprinkling, and seeding new lawns will be starting up. It is important to submit an adjustment request to the Commission office if you do not want to pay for the water that will not go into the sewer. The forms are available on our website. • Grease trap reports due still for food service establishments, and the annual permit fees are due 7/1. As a reminder to Food Service Establishments, fees are $50 if we have all pumping, inspection reports, or $100 or $250 depending on your compliance • Inflow/Infiltration work is going on in the Whalom area. 2 slides were shown to the TV audience with the streets involved, and the details of the inspections. It will be discussed further down the agenda. Current Business Town Election was 5/17/14 and with our new Commissioner, Troy Daniels, we are complete. As such, Election of Officers is required with the departure of Jay Simeone and the arrival of Troy. After some discussions, Dave nominated Carl Luck as Chair, Troy seconded, vote taken was unanimous. Mike nominated Dave MacDonald as Vice-Chair, Troy seconded, vote taken was 4 in favor, 1 opposed. Dave nominated Mike Nault as Clerk, Troy seconded, vote taken was unanimous. New officers: Carl Luck, Chairman, Dave MacDonald, Vice-Chairman, and Mike Nault, Clerk. Sewer Commission Projects update • I/l reduction project in Whalom area() - Per Weston & Sampson email received today: Approximately 53 out of 170 homes have not scheduled appointments, no homeowners have refused entry, 65 of the 108 inspections were pre- scheduled, 43 of the 108 inspections were people who answered the door-to-door knocking, 55 homes have been visited with no one home and yellow notices were left, 15 homes have been visited with no one home and red second final notice left. 2 sump pumps have been located. Good start. We should have a report next week. Project should be done by June 1. SCADA System) - Jack is proceeding with procurement. • Lakeview/Pratt extension (Dave) - For the 2 sewer extensions approved at Town meeting, the next step is to find engineering. We must submit a final application to the state due in October. Need to get engineering going to be on board to have project completed by May 2016. Car & Jack met with Kevin Olson of Wright Pierce last week. Kevin had provided a draft scope, and Jack provided good input with his past experience. We should have the final draft from Wright Pierce by the end of the week. Carl would like to schedule a meeting next week to review. Commission agreed to meet Wednesday, 6/4 at 5pm at the DPW. We'd like to have an engineer on board by 7/1, engineering design for the application by 10/1, and total design complete by the end-of-year. Discussed whether a full RFP is required, or just a request for 2 or 3 quotes. Carl had spoken with Kerry, and a full RFP is not necessary on horizontal work, but that we should follow Mass. procurement as a guide. We have 2 vendors so far, Wright Pierce and Weston & Sampson. Commissioners agreed it would be good to get an 'outsider as well. Commission discussed whether it should be advertised, and consensus was that it could only help. • SWSS Generator Maintenance (Butch) -We received the proposal for time and materials to get the generators up and running, Carl gave the go-ahead via email, cc'g Butch. Per Jack, the work has commenced. With the new fiscal year approaching, we need a new proposal, incorporated into the SWSS contract. • Capacity Fee Policy (Carl) - Carl has crafted a Capacity Fee Policy which was sent to the Commission, so that new users help fund capacity costs. Its first goal is to recover the cost of reserve capacity, the2nd being to establish a fund for future capacity. This only applies to projects not yet bettered or permitted for sewer connection. Fee will be due at the time the betterment is assessed, not at time of connection. Highfield Village is an easy model as they just purchased ===PAGE 2=== letter. The fees and levels of compliance were discussed. It was proposed to bill $50 for now, depending if they send reports in in response to letter. A letter will be sent, with an invoice and a copy of the policy and the report forms. Form will be checked to make sure that it is clear that they should be returned to the Commission office. It was noted that the planse during the previous year, meaning regulation states the basis of annual fees is whether the permittee was in compliance during the previous year, meaning most permittees are in Tier 3, fully non-compliant, and the fee would be $250. • Business Systems and Process Improvement (Carl) - Carl stated that he is working on these, starting with minutes from meeting, the new format used with the most recent minutes. • Flow Rate/Metering (Mike) - Mike noted that he's been monitoring the flow meters and that he plans to go to the next calibration visit. Discussed SWSS's intent to monitor the meters and whether they have been doing so. The cost of the police detail during the inspections is a concern, and the frequency may be re-visited. Carl added that given many factors, including the 1st year of the SWSS contract coming to an end, we need to have SWSS come to the next meeting, June 10. They should provide their proposal for FY15 to include the stations, generators, and flow meters for review the Friday before the meeting if the can, even SCADA if possible. We need to have them provide a report on the generators at that time as well. 4th Quarter Commitment of $150,722.94 was signed. 691 bills were sent out 5/22/14. SWSS pump station reports for weeks ending 4/18, 4/25, 5/2, 5/9 had no major problems indicated. Minutes -Carl asked if everyone had reviewed the minutes and were prepared to accept. August 13, 2013 - Butch made the motion, Mike seconded, Carl, Mike and Butch voted to approve. March 25, 2014 -Butch made the motion to approve, Dave seconded, Carl, Dave and Butch voted to approve. May 13, 2014 -Dave made the motion, Mike seconded, Carl, Mike and Butch voted to approve. April 29, 2014-Butch made the motion, Mike seconded, Carl, Mike and Butch voted to approve. Business Manager reports - Highfield Village - Continuation Hearing was moved to 6/23 per Marjorie in the Planning office. She also advised today that the plan was uploaded to the town website today. Lunenburg Village -per Lisa for ZBA, there is a meeting on this project 5/28 7pm Town Hall. Carl plans to attend the televised meeting. Invoices -Fitchburg, Leominster, Wright Pierce, Koppelman & Paige(2), and Weston & Sampson were all approved for payment. Wright Pierce's invoice completes Task Order #4 for preparation for Town Meeting. Adjournment - Butch made the motion to adjourn, Troy seconded. Vote taken was unanimous. Meeting was adjourned at 8:19pm. Respectfully submitted, aro Letebvre, Business Manager Documents in meeting: New handouts- Wastewater Capacity Charge Policy draft 5/27/14, Draft minutes 4/29/13 Meeting package: I/1 project status email 5/19/14, Sewer Extension Scope of Services email 5/16/14, SRF timeline of 5/20/14, Generator proposal and email 5/2/14; Draft minutes: 8/13/13, 3/25/14, and 5/13/14; SWSS Pump station reports 4/19, 4/26, 5/3 & 5/10/14. ======================================================================================== DOCUMENT : 2014-06-04-agenda-5460.txt BOARD : sewer-commission DATE : 2014-06-04 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-06-04-agenda-5460.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06042014-5460 ======================================================================================== ===PAGE 1=== SEWER COMMISSION June 4, 2014 5:00 pm DPW Conference room 520 Chase Rd. SPECIAL MEETING AGENDA Current Business Lakeview/Pratt SRF extension discussion Sewer Commission Projects update • SCADA System (TBD) • I/I reduction project (TBD) • SWSS Generator Maintenance (Butch) • Flow Rate/Metering (Mike) • Grease trap compliance (Mike & Dave) • Capacity Fee Policy (Carl) • Privately Funded Extension Policy update (TBD) • Business Systems and Process Improvement (Carl) Whalom Luxury Apartments (aka Lunenburg Village) UPCOMING MEETING SCHEDULE Regular meeting - June 10, 2014 – 7pm DPW, 520 Chas e Rd ======================================================================================== DOCUMENT : 2014-06-04-minutes-5460.txt BOARD : sewer-commission DATE : 2014-06-04 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-06-04-minutes-5460.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06042014-5460 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Pratt/Lakeview Sewer Extension: The updated draft RFP for engineering/consultant services was reviewed. It was agreed to add the layout figures for both areas to the RFP. The list of inputs from Troy were reviewed and most agreed to be incorporated, see handout/email. All inputs were recorded by Kevin and are to be included in an update to be sent on 6/5 to Barb for final review by Jack and Kerry. A motion was made by Troy and seconded by Mike to accept the document as modified and proceed with final review by Lunenburg Chief Procurement Officer and then send to bidders by Friday 6/6 with a due date of 6/20. Vote taken was unanimous. It was further agreed that the bid would not be advertised and directed to Weston and Sampson as well as Wright Pierce as the two selected, sole bidders. Although the consensus was that it would be desirable to go also to a third new bidder, it was agreed that time was of the essence to get the engineering kicked off by July 1st so the SRF loan application timing could be completed on time. Therefore it was decided to stay with the two firms well known to the Sewer Commission. It was further acknowledged that Mass General Law did not require bids for the horizontal engineering phase of the extension but still desirable to get at least two quotes. There were no more agenda items discussed and the meeting was adjourned at 6:15 PM Adjournment - Mike made the motion to adjourn, Troy seconded. Vote taken was unanimous. Meeting was adjourned at 6:15pm. Respectfully submitted, Carl Luck, Chair Documents in meeting: Draft RFP, Troy Daniels email 6/4/14 ======================================================================================== DOCUMENT : 2014-06-10-agenda-5461.txt BOARD : sewer-commission DATE : 2014-06-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-06-10-agenda-5461.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06102014-5461 ======================================================================================== ===PAGE 1=== SEWER COMMISSION June 10, 2014 7:00 pm DPW Conference room 520 Chase Rd. AGENDA 7:00 PM Public Comment Appointments 7:00 pm Small Water Systems Services • Contract for FY15 • Reports • SCADA 8:00 pm Weston & Sampson – I/I Project update Current Business Whalom Luxury Apartments (previously Lunenburg Village) Sewer Commission Projects update SCADA System (TBD) Lakeview/Pratt extension (Dave) I/I reduction project (TBD) SWSS Generator Maintenance (Butch) Flow Rate/Metering (Mike) ) Grease trap compliance – (Mike & Dave) Capacity Fee Policy (Carl) Privately Funded Extension Policy (TBD) Business Systems and Process Improvement (Carl) Flow Assessment Contract Recent Permits to connect Minutes –4/29/14, 5/27/14, 6/4/14 SWSS pump station reports Business Manager reports • YTD Budget FY14 • Highfield Village • Invoices Commissioners Comments Adjournment UPCOMING MEETING SCHEDULE June 24, 2014 – Town Hall, 17 Main St ======================================================================================== DOCUMENT : 2014-06-10-minutes-5461.txt BOARD : sewer-commission DATE : 2014-06-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-06-10-minutes-5461.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06102014-5461 ======================================================================================== ===PAGE 1=== Minutes for Sewer Commission Meeting of June 10, 2014 – DPW, 5 20 Chase Rd. Attendees: Dave MacDonald, Butch Bilotta, Troy Danie ls, Mike Nault. Also present: Jack Rodriquenz, DPW Director, Barb Lefebvre, Business Manager. Absent: Carl Luck Guests: Debbie & Bruce Trumbull, Al Packard of Small Water Systems; Pat Cotton, Weston & Sampson Meeting was opened by the Dave MacDonald, Vice Chai rman, at 7pm There was no public comment. Dave reviewed his atte ndance at the Planning Board meeting, regarding the ANR at 174 Northfield , and making it clear that the property remains out side the Sewer Service Area and unable to connect to sewer. Barb had sent a memo on 6/9 to the Planni ng Board regarding same. Barb explained that Whalom Luxury Apartments (previously Lunenburg Village) was on the agenda to note that Carl attended the ZBA meeting 5/28 and informed them that since the project was essentiall y new, that new fees will apply and there would be no forgiving of privilege fees since Pleasantview would no longer b e sewered. Dave reviewed for the Commission that th is is the Gary Lorden project, and that they are now proposin g five 24-unit buildings. Debbie & Bruce Trumbull and Al Packard of Small Water Systems Services arrived for their 7:00 appointment. The contract for FY15 was discussed. Price increase of 2.5% had been noted and approved at a previous meet ing, going from a $75,000 per year amount to $76,875. Deb ha nded out a sheet with callout information. February and March were high and the Commissioners didn’t remember tha t from the weekly reports, and discussion followed on how to limit callouts costs. After much discussion, it wa s decided to basically use the old contract with up dates and combine it with the new Part II dealing with generators, us ing the format from the first year contract. Dave asked for a motion to accept the $76,875 per year? Butch stated that t he Commission should wait to accept contract as a w hole. Discussion moved to Generators, Part II of new cont ract. Each generator, with the recent work, should be up to snuff per Jack. Each station will receive a minor and a m ajor service throughout the year per Part II. De b stated that they’d just finished the initial diagnostics and se rvice on each of the ten stations last week. The wo rk is done by F&M per Bruce. Jack stated he needs a cost for the repa irs that still need to be done before year-end. Al noted there are issues with the Twin City generator. Dave wants to get it done on T&M this year, then start the new co ntract with the new year as maintenance. Dave noted that generato r service would be twice a year, major and minor f or each of 10 stations for $7500/yr. Jack wants to be sure i t is clear that we pay SWSS, no 3 rd party checks. Discussion of markup, and that it should not appear on contract. We get SWSS invoice. The rest is up to them. Jack noted we still need a detailed invoice. Troy brought up point of ‘ consequential damages’. This will be removed from c ontract. There was discussion on the issues that occur with t esting. Commission understands that sometimes damag es can occur. Dave asked for any comments. The value of th e generators was noted as ranging from $10,000 to $ 20,000. Maintenance extends the life of the generators. Jac k stated he’d like to have his facilities guy take a look at Part II of the contract. Bruce stated that it is standard boil er plate from the generator contractor, F&M. Barb wi ll do up a new draft of the old contract, indicating the cost incr ease of 2.5% and adding Part II. SCADA proposal- Jack met with Al and they have commenced getting the project going. Work and costs will not occur until after July 1. The next appointment was with Weston & Sampson on the I/I Project update –Pat Cotton handed out a copy of the most recent report (I/I Building Inspection Sum mary 6/10/14). They’ve inspected 144 of 165 buildin gs (87%) which is very good. They found 4 sump pumps directly connected, and have 4 suspect connections where th e piping is now blocked off. His recommendation is to send a letter to the confirmed 4 to remove the connection , and a similar letter to the other 4 regarding the piping being cu t and capped. These would require a follow-up inspec tion. Pat stated there are 21 buildings left and there is eno ugh time in the contract to go out once more –eithe r 1 guy full day with a DPW employee, or 2 Weston & Sampson employee s for a half day. Of the 21, some look as if they are foreclosures (vacant), some, that show phone number s, Pat has just not yet coordinated an appointment time with them. Dave asked Troy to help find owners contact in fo and work with Barb to reach out to these remaini ng owners. Dave noted the completion rate was pretty high. Pat agreed, usually they shoot for a 80% completion ra te. Jack asked about hitting them with penalties now. Dave w ants the program done. Pat restated they have 1 mor e day. Jack added if it takes 2 days, give us the cost. Let’s n ot cut the program short if we need the time. ===PAGE 2=== Dave reviewed the Sewer Commission Projects list. Lakeview/Pratt extension (Dave)-RFP was sent out 6/9 to Wright Pierce and Weston & Sampson with a deadline for response of 6/20. SCADA System – tabled as Jack is working with SWSS on. I/I reduction project –reviewed with Pat. SWSS Generator Maintenance (Butch) – reviewed with SWSS. Flow Rate/Metering (Mike) – Mike had no issues. Barb noted that Joe Jordan’s last day at Fitchburg is 6/19. Grease trap compliance (Mike & Dave)-Barb noted that the letters went out 6/2. We have received a couple fees, and multiple calls. Dave as ked Barb to check with Clerks office or Board of He alth if reports were sent there by accident. Troy brought up the po int that with a non-compliance fee of $250 and the cost for a professional cleaning/pumping, that it is cheaper t o be in non-compliance. Dave asked that this be on the next agenda to discuss. Barb noted that the Capacity Fee Policy (Carl) went to counsel 5/29 for review. There are no updates for Privately Funded Extension Policy or Business Systems and Process Improvement (Carl) projects. Barb noted we’d received the new Flow Assessment Contract , and that it reflects an increase of 8%, but that since the beginning of the working relationship in 2011, there has been no price increase. Dave would like to pass this on to Carl to call and discuss with Flow Assessment. The proposed price came in over $10,000 and may requir e 3 quotes. This brings up the concern that Flow Assess ment is so engrained – and whether the Town owns the meters or if Flow Assessment does. Barb will verify. Permits to connect issued since last meeting to 76 Main St., 26,28,30, 32 Riley Rd. Minutes – Dave asked for a motion to approve the minutes of 5/27/14. Troy made the motion, Mike seconded. Vote taken was unanimous. Dave asked for a motion to acc ept the 6/4/14 as revised. Troy made the motion, Mike seconded, vote taken was unanimous. Barb had confir med with the Clerk’s office that the 2 out of the 3 members present in the meeting could vote to accept the min utes. Barb noted the 4/29/14 minutes were on the agenda only to record their approval on 5/27/14 since they were not on that meeting agenda. SWSS pump station reports for week ending 5/16, 5/23, 5/30 were reviewed. Business Manager report- YTD Budget FY14 – Commission reviewed. Income greater than expense s as of 6/10; Highfield Village – Hearing continued to 6/23; Invoice –Weston & Sampson $15,814.31 approved; 174 Northfield Rd already reviewed. Commissioners Comments – Dave thanked Jack for coming to the meeting and for his input on the Small Water contract. Dave asked for a Motion to adjourn. Butch made the motion, Troy seconded bb, troy 2 nd - adjourned 8:58 pm Respectfully submitted, Barb Lefebvre Documents in meeting : New handouts - SWSS - Draft FY15 SWSS contract, Callout review 6/10/14, SWSS Generator report, prior FY14 contract; Weston & Sampson - I/I Building Inspection Summary 6/10/14, P.Cotto n email 6/9/14; Revised 6/4/14 minutes, YTD FY14 Budget sheet Meeting package : P. Cotton email 6/4/14, C. Luck email re: Lun V illage 5/29/14, Draft RFP of 6/5/14, Flow Meter email and report 4/26-5/25/14, sample Grease Trap le tter sent 6/2/14, minutes of 5/27/14, 6/4/14 ===PAGE 3=== Minutes for Sewer Commission Meeting of June 10, 2014 – DPW, 5 20 Chase Rd. Attendees: Dave MacDonald, Butch Bilotta, Troy Danie ls, Mike Nault. Also present: Jack Rodriquenz, DPW Director, Barb Lefebvre, Business Manager. Absent: Carl Luck Guests: Debbie & Bruce Trumbull, Al Packard of Small Water Systems; Pat Cotton, Weston & Sampson Meeting was opened by the Dave MacDonald, Vice Chai rman, at 7pm There was no public comment. Dave reviewed his atte ndance at the Planning Board meeting, regarding the ANR at 174 Northfield , and making it clear that the property remains out side the Sewer Service Area and unable to connect to sewer. Barb had sent a memo on 6/9 to the Planni ng Board regarding same. Barb explained that Whalom Luxury Apartments (previously Lunenburg Village) was on the agenda to note that Carl attended the ZBA meeting 5/28 and informed them that since the project was essentiall y new, that new fees will apply and there would be no forgiving of privilege fees since Pleasantview would no longer b e sewered. Dave reviewed for the Commission that th is is the Gary Lorden project, and that they are now proposin g five 24-unit buildings. Debbie & Bruce Trumbull and Al Packard of Small Water Systems Services arrived for their 7:00 appointment. The contract for FY15 was discussed. Price increase of 2.5% had been noted and approved at a previous meet ing, going from a $75,000 per year amount to $76,875. Deb ha nded out a sheet with callout information. February and March were high and the Commissioners didn’t remember tha t from the weekly reports, and discussion followed on how to limit callouts costs. After much discussion, it wa s decided to basically use the old contract with up dates and combine it with the new Part II dealing with generators, us ing the format from the first year contract. Dave asked for a motion to accept the $76,875 per year? Butch stated that t he Commission should wait to accept contract as a w hole. Discussion moved to Generators, Part II of new cont ract. Each generator, with the recent work, should be up to snuff per Jack. Each station will receive a minor and a m ajor service throughout the year per Part II. De b stated that they’d just finished the initial diagnostics and se rvice on each of the ten stations last week. The wo rk is done by F&M per Bruce. Jack stated he needs a cost for the repa irs that still need to be done before year-end. Al noted there are issues with the Twin City generator. Dave wants to get it done on T&M this year, then start the new co ntract with the new year as maintenance. Dave noted that generato r service would be twice a year, major and minor f or each of 10 stations for $7500/yr. Jack wants to be sure i t is clear that we pay SWSS, no 3 rd party checks. Discussion of markup, and that it should not appear on contract. We get SWSS invoice. The rest is up to them. Jack noted we still need a detailed invoice. Troy brought up point of ‘ consequential damages’. This will be removed from c ontract. There was discussion on the issues that occur with t esting. Commission understands that sometimes damag es can occur. Dave asked for any comments. The value of th e generators was noted as ranging from $10,000 to $ 20,000. Maintenance extends the life of the generators. Jac k stated he’d like to have his facilities guy take a look at Part II of the contract. Bruce stated that it is standard boil er plate from the generator contractor, F&M. Barb wi ll do up a new draft of the old contract, indicating the cost incr ease of 2.5% and adding Part II. SCADA proposal- Jack met with Al and they have commenced getting the project going. Work and costs will not occur until after July 1. The next appointment was with Weston & Sampson on the I/I Project update –Pat Cotton handed out a copy of the most recent report (I/I Building Inspection Sum mary 6/10/14). They’ve inspected 144 of 165 buildin gs (87%) which is very good. They found 4 sump pumps directly connected, and have 4 suspect connections where th e piping is now blocked off. His recommendation is to send a letter to the confirmed 4 to remove the connection , and a similar letter to the other 4 regarding the piping being cu t and capped. These would require a follow-up inspec tion. Pat stated there are 21 buildings left and there is eno ugh time in the contract to go out once more –eithe r 1 guy full day with a DPW employee, or 2 Weston & Sampson employee s for a half day. Of the 21, some look as if they are foreclosures (vacant), some, that show phone number s, Pat has just not yet coordinated an appointment time with them. Dave asked Troy to help find owners contact in fo and work with Barb to reach out to these remaini ng owners. Dave noted the completion rate was pretty high. Pat agreed, usually they shoot for a 80% completion ra te. Jack asked about hitting them with penalties now. Dave w ants the program done. Pat restated they have 1 mor e day. Jack added if it takes 2 days, give us the cost. Let’s n ot cut the program short if we need the time. ===PAGE 4=== Dave reviewed the Sewer Commission Projects list. Lakeview/Pratt extension (Dave)-RFP was sent out 6/9 to Wright Pierce and Weston & Sampson with a deadline for response of 6/20. SCADA System – tabled as Jack is working with SWSS on. I/I reduction project –reviewed with Pat. SWSS Generator Maintenance (Butch) – reviewed with SWSS. Flow Rate/Metering (Mike) – Mike had no issues. Barb noted that Joe Jordan’s last day at Fitchburg is 6/19. Grease trap compliance (Mike & Dave)-Barb noted that the letters went out 6/2. We have received a couple fees, and multiple calls. Dave as ked Barb to check with Clerks office or Board of He alth if reports were sent there by accident. Troy brought up the po int that with a non-compliance fee of $250 and the cost for a professional cleaning/pumping, that it is cheaper t o be in non-compliance. Dave asked that this be on the next agenda to discuss. Barb noted that the Capacity Fee Policy (Carl) went to counsel 5/29 for review. There are no updates for Privately Funded Extension Policy or Business Systems and Process Improvement (Carl) projects. Barb noted we’d received the new Flow Assessment Contract , and that it reflects an increase of 8%, but that since the beginning of the working relationship in 2011, there has been no price increase. Dave would like to pass this on to Carl to call and discuss with Flow Assessment. The proposed price came in over $10,000 and may requir e 3 quotes. This brings up the concern that Flow Assess ment is so engrained – and whether the Town owns the meters or if Flow Assessment does. Barb will verify. Permits to connect issued since last meeting to 76 Main St., 26,28,30, 32 Riley Rd. Minutes – Dave asked for a motion to approve the minutes of 5/27/14. Troy made the motion, Mike seconded. Vote taken was unanimous. Dave asked for a motion to acc ept the 6/4/14 as revised. Troy made the motion, Mike seconded, vote taken was unanimous. Barb had confir med with the Clerk’s office that the 2 out of the 3 members present in the meeting could vote to accept the min utes. Barb noted the 4/29/14 minutes were on the agenda only to record their approval on 5/27/14 since they were not on that meeting agenda. SWSS pump station reports for week ending 5/16, 5/23, 5/30 were reviewed. Business Manager report- YTD Budget FY14 – Commission reviewed. Income greater than expense s as of 6/10; Highfield Village – Hearing continued to 6/23; Invoice –Weston & Sampson $15,814.31 approved; 174 Northfield Rd already reviewed. Commissioners Comments – Dave thanked Jack for coming to the meeting and for his input on the Small Water contract. Dave asked for a Motion to adjourn. Butch made the motion, Troy seconded bb, troy 2 nd - adjourned 8:58 pm Respectfully submitted, Barb Lefebvre Documents in meeting : New handouts - SWSS - Draft FY15 SWSS contract, Callout review 6/10/14, SWSS Generator report, prior FY14 contract; Weston & Sampson - I/I Building Inspection Summary 6/10/14, P.Cotto n email 6/9/14; Revised 6/4/14 minutes, YTD FY14 Budget sheet Meeting package : P. Cotton email 6/4/14, C. Luck email re: Lun V illage 5/29/14, Draft RFP of 6/5/14, Flow Meter email and report 4/26-5/25/14, sample Grease Trap le tter sent 6/2/14, minutes of 5/27/14, 6/4/14 ======================================================================================== DOCUMENT : 2014-06-24-agenda-5462.txt BOARD : sewer-commission DATE : 2014-06-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-06-24-agenda-5462.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06242014-5462 ======================================================================================== ===PAGE 1=== SEWER COMMISSION June 24, 2014 6:00 pm Town Hall ~ 2 nd floor meeting room AGENDA – Workshop & Meeting 6:00 PM WORKSHOP SRF Project RFP Response discussion and Interviews 7:00 PM MEETING In accordance with the requirements of the Open Mee ting Law, please be advised that this meeting is be ing recorded and broadcast over Lunenburg Public Access. Announcements 1. Pool filling or New Lawns 2. Grease trap reports due/annual permit fees due 7/1 Public Comment Current Business SRF Project Proposals Small Water Systems contract FY15 Flow Assessment contract for FY15 I/I project status Sewer Commission Projects update I/I reduction project (TBD) SCADA System (TBD) Lakeview/Pratt extension (Dave) Flow Rate/Metering (Mike) Grease trap compliance (Mike & Dave) Capacity Fee Policy (Carl) Privately Funded Extension Policy update (TBD) Business Systems and Process Improvement (Carl) SWSS pump station reports Minutes – 6/10/14 Business Manager reports • Whalom Luxury Apartment project ( previously Lunenburg Village) • FY14 Encumbrances • Highfield Village • Invoices • FY15 Goals and Evaluations • Vacation Commissioners Comments Adjournment UPCOMING MEETING SCHEDULE July 8, 2014 – DPW, 520 Chase Rd. ======================================================================================== DOCUMENT : 2014-06-27-agenda-5463.txt BOARD : sewer-commission DATE : 2014-06-27 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-06-27-agenda-5463.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06272014-5463 ======================================================================================== ===PAGE 1=== SEWER COMMISSION June 27, 2014 1:30 pm DPW Conference room 520 Chase Rd. AGENDA 1:30 PM Meeting Current Business Lakeview/Pratt extension proposal discussion with Wright Pierc e ======================================================================================== DOCUMENT : 2014-06-27-minutes-5463.txt BOARD : sewer-commission DATE : 2014-06-27 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-06-27-minutes-5463.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06272014-5463 ======================================================================================== ===PAGE 1=== Minutes for Sewer Commission Meeting of June 27, 2014 - DPW, 5 20 Chase Rd. Attendees: Carl Luck, Dave MacDonald, Mike Nault, Troy Daniels. Also Present: Jack Rodriquenz, DPW Director Absent: Butch Bilotta Guests: Kevin Olson and Matt Corbin of Wright Pier ce Meeting was opened by Carl Luck, Chairman, at 1:54 p.m. There was no public comment. Meeting was for the re view of proposal from Wright Pierce for sewer extension(s) for Lakeview/Pratt. Mr. Luck wanted clarification regarding the terms. Mr. Rodriquenz informed Wright Pierce (hereinafter WP) that the Sewer Commission (hereina fter SC) had discussed the proposals received from WP and Weston & Sampson and that the discussion resulted in questions regarding the terms. Mr. Luck wanted to also identify risk areas of the project. Kevin of WP (hereinafter Kevin) stated that the risk areas would be around Lakevie w - Sunset/Harris, the location of the STS, topographical. There would need to be research before the proposal would be carried out, until then they would not know. They could look at Google maps, but they are not 100%, he stated that is was “not that big a risk” to WP, but that he did not know, not 100%. The “end game” would be in the easements and recording requirement s. The budget he hoped would be more than needed. There would need to be deed research, property searches. More or less there was “plenty in the budget and we are not going to u se it all.” Mr. MacDonald Asked about the significance of the amount. “The $2.2 M was just in case, a cushion.” “$2 M would be on the high end” Kevin “We’re on the same page.” Mr. Rodriquenz Asked about the contingency and felt there was some gray area. Mr. Luck “I don’t see as a contingency” there is nothing in the contract for legal, so it is not contingency. Mr. Rodriquenz Asked WP what was typical for a $2.2M job. Kevin Typically 10-15%. Mr. Rodriquenz Stated that overall it is wise to have a minimum of 10%. Mr. Luck $1.8m included contingency based a lot on the SRF t o make sure that there would be enough. Construction contingen cy is in there. Kevin Yes, we have it. Mr. MacDonald The contingency changed on the basis of starting at $1.8M, then $2.0M and going to $2.2M. Kevin It should be enough. Mr. MacDonald Asked if Kevin thought the budget was adequate and how WP would get paid. Kevin Referred to the section of the proposal that was the source of question, stating that it would be up to the town/SC. Using $200K as an example, there could be a lump sum meaning that SC would agr ee to pay $200K for the scope of services, payment could be phased, it would have to managed c arefully by WP. Mr. Luck and Mr. Rodriquenz asked if that would be the equivalent to a contrac t “not to exceed.” Kevin stated that it was effectively the same. Mr. Luck If fixed lump sum means that we/Lunenburg would no t pay less. Kevin of WP “Yes.” It would be time and materials (T&M) not to exceed guesstimate. WP would bill monthly. They might overrun, it would be very lean, but there would be a chance that they could under run. Mr. Luck “Not to exceed” would mean that WP would be taking the risk. Kevin Not to exceed is something that happens outside th e scope, it is not envisioned. If there was something outside the scope WP would come back and renegotiate and make amendments. He realized that contradicts. Mr. MacDonald Usually a lump sump works differently. “not to exceed” is not the exceed but less can be paid. Ask ed if the lump sum would be paid up front. Mr. Rodriquenz said that a lump sum would not be paid up front and that he preferred ‘not to exceed.’ Kevin said that lump sum they would still bill monthly an d that he would keep track of the percentage complete. SC/DPW would agree with the i nvoice or call. Mr. Rodriquenz clarified that if the monthly billing did not exceed the cont ract amount that that would be okay with WP. ===PAGE 2=== Kevin “Yep” only the number is a guesstimate. Mr. Rodriquenz Any contracted consultant usually pushes back on a not to exceed, typically, surprised here, particularly with the second bid. He confirmed with Kevin. Kevin agreed. He stated, “It may be less.” Mr. Luck Asked if there was a way to get to less, to reduce the scope of wo rk. Mr. Rodriquenz There could be differences between 600 or 700 feet of line, 3 or 4 different places, it would be less for the contractor, the submittals (invoices and explanatio ns) should be simple. Kevin agreed. Mr. Rodriquenz It will be established after the first back and for th Kevin “Bingo.” Mr. Rodriquenz we were burned with the pump stations. The owner pa ying for multiple reviews. There should be no question about what to review or looking for problem. Multiples would become the responsibility of the contractor. Kevin agreed. Mr. Rodriquenz We’re looking to protect the owner Kevin when the client is happy WP is happy. Mr. MacDonald WP has a 21 1/2 work round up. Kevin There may be some other risk, WP is comfortable wit h the fee format, it is dependent on the contractor hired, how many feet pe r day, production of the contractor, how many fee in a day. What time of year, this is an estimate. Recommend field inspection 860 hours estimate. Depends on contractor, unexpected. Howe ver, WP comfortable with their proposal. Kevin stated they’ve done some preliminary independ ent review. All of the numbers ended in the middle. Mr. Rodriquenz The risk would be on WP. Kevin gave example of Hudson (Tony), contractor ran under. We cannot manage the contrac tor’s means/methods. Mr. MacDonald Calculated that WP was comfortable with the roughly $77 hr./$3200 week. Kevin Agreed. Mr. Luck Asked if there was an ability to put in contract. Mr. Rodriquenz Means/Methods acceptable, deal with results, stated it was illegal to manage means/methods, goals and speed could be. Discussion about penalty clause and bonus clause, l iquidated damages, all agreed it would not be contained within the contract. All commissioners a greed it best to leave in the not to exceed. Kevin discussed how to manage contractors and police det ail. Recommended not forcing two crews on contractor. Clarified that there were not two RFPs. Mr. MacDonald affirmed. Kevin based on feedback may recommend to contractor a sta rt area. Mr. MacDonald They are two different types one T/E and one gravity fed. Kevin which gets back to means and methods. Discussion about a bonus for completing job early. All agreed no. Mr. Nault “Time saved is the bonus.” All agreed to ‘not to exceed’ contract. Mr. Rodriquenz stated that he was “impressed” with outcome. Kevin stated that if there were any legitimate changes i n the scope of work or design changes it was incumbent upon them to notify SC/DPW for agreement amendment. Mr. Rodriquenz Confirmed that WP was comfortable with numbers for Sunset potential with not to exceed. Kevin WP is comfortable with the number, we have spoken to several contractors and put together an aggressive proposal, it has been lo oked at several times. Mr. Luck asked if there was anything in the project that WP thought was ove rkill or that drove costs unnecessarily. Kevin No. Stated to the contrary. Mr. MacDonald asked about ledge on Pratt. Mr. Rodriquenz confirmed that Whalom Rd did not have ledge when wa ter was run, sewer would be at same elevation or higher, water assumes pressure. Grave l was found, which is unusual. Kevin RFP not just boring (soil sample), also doing hollow st em augers, spaced 300 feet. Chance of ledge at Whalom/Pratt is small. At Whalom there is a nine f oot deep manhole Mr. MacDonald if wide profile, pipe might to be encased Kevin We still need survey, ledge profile from borings. Kevin We will put together a not to exceed for field inspect ion phase based on 860 hours at rate, deal with otherwise by amendments. Mr. MacDonald Asked how the police detail would be billed. Kevin Survey should not need a police detail, possibly bo rings. Estimate $50K for police detail for project. Matt of WP SRF funding does not allow for police detail i n construction contract, police detail will be billed to town. Mr. MacDonald Asked who kept track of police detail hours. Mr. ===PAGE 3=== Rodriquenz Police detail will have to be managed, requires con tractors to give two weeks advance, does not allow four hour minimums through managing notice, have to work with contractor. Matt of WP recommended reinforcing notice requirement of two weeks in pre-construction phase. Kevin guessed that police detail would run $2K for desig n phase. He would coordinate for/with driller, anticipates 3 days drilling, field inspect ion. WP will also track hours. Mr. Rodriquenz resident has to sign off. Mr. MacDonald made a motion to accept the proposal with final re view of the not to exceed contract and addendum for field inspection, in the amount of $198,300.00 to Wright Pierce. Mr. Luck was authorized to inform Wright Pierce, in writing , that the contract is accepted without further motion. Mr. Daniels seconded. Vote taken was unanimous. Carl asked for a motion to adjourn. Troy made the m otion, Dave seconded. Meeting was adjourned at 3:30pm. Respectfully submitted, Troy Daniels, Member ======================================================================================== DOCUMENT : 2014-07-08-agenda-5464.txt BOARD : sewer-commission DATE : 2014-07-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-07-08-agenda-5464.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07082014-5464 ======================================================================================== ===PAGE 1=== SEWER COMMISSION July 8, 2014 7:00 pm DPW Conference room 520 Chase Rd. AGENDA REVISED 7:00 PM Meeting Appointments 7:00pm Gary Lorden, Lunenburg Village Apartments Public Comment Current Business SRF Project contract discussion I/I Project status Flow Assessment Contract Grease Trap Regulations Compliance Planning Board Economic Development Element Sewer Commission Projects update Lakeview/Pratt extension (Dave) I/I reduction project (Troy) Grease trap compliance (Mike & Dave) Flow Rate/Metering (Mike) Capacity Fee Policy (Carl) Privately Funded Extension Policy update (Troy) Business Systems and Process Improvement (Carl) FY14 year-end • Encumbrances • Commitment Goals and Assessment- Business Manager Minutes -6/10, 6/27 SWSS pump station reports – 6/21, 6/28 Business Manager report • Betterment methodology • Q4 Demands Commissioners Comments Adjournment UPCOMING MEETING SCHEDULE July 29 – Town Hall, 17 Main St. ======================================================================================== DOCUMENT : 2014-07-29-agenda-5465.txt BOARD : sewer-commission DATE : 2014-07-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-07-29-agenda-5465.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07292014-5465 ======================================================================================== ===PAGE 1=== SEWER COMMISSION July 29, 2014 7:00 pm Town Hall ~ 2 nd floor meeting room AGENDA –Meeting 7:00 pm Meeting Agenda Appointments 7:00pm Gary Lorden, Whalom Luxury Apartments Public Comment Current Business SRF Project - • Draft agreement with Wright Pierce • West St requests • Surveying commenced 7/14/14 I/I Project status – • inspections 7/19 • 4 known illegal sump pumps • 37 Graham • Formal Report by 8/1 Flow Assessment Contract Grease Traps – • New High School Grease Trap • Annual Fee Status • Twin city request Regulations update • Capacity fee policy • Sewer Re-connection policy • Sewer Assessment Bylaw numbering Planning Board Economic Development Element Sewer Commission Projects update Lakeview/Pratt extension (Dave) I/I reduction project (Troy) Grease trap compliance – (Mike & Dave) Flow Rate/Metering (Mike) Capacity Fee Policy (Carl) Privately Funded Extension Policy update – (Troy) Business Systems and Process Improvement (Carl) SWSS • pump station reports w/e 7/4, 7/11 • flow meter inspections Business Manager reports • EOY Warrant $338.70 • SCADA system • Highfield • Invoices Commissioners Comments Adjournment UPCOMING MEETING SCHEDULE - August 12, 2014 – DPW, 520 Chase Rd . ======================================================================================== DOCUMENT : 2014-08-05-agenda-5466.txt BOARD : sewer-commission DATE : 2014-08-05 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-08-05-agenda-5466.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08052014-5466 ======================================================================================== ===PAGE 1=== SEWER COMMISSION August 5, 2014 6:00 pm - Lunenburg High School, 1079 Mass Ave. AGENDA 6:00 PM Joint Executive Session with the Lunenburg Board of Selectme n M.G.L. Chapter 30A, §21A[9] To discuss strategy with respect to collective bargaining or li tigation if an open meeting may have a detrimental effect on the government’s ba rgaining or litigating position of the public body, and the Chair so declares. Discussion of Lunenburg v. Hollis Hills, LLC and HAC. ======================================================================================== DOCUMENT : 2014-08-12-agenda-5467.txt BOARD : sewer-commission DATE : 2014-08-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-08-12-agenda-5467.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08122014-5467 ======================================================================================== ===PAGE 1=== SEWER COMMISSION August 12, 2014 7:00 pm DPW Conference room 520 Chase Rd. AGENDA REVISED 7pm Public Comment Appointments 7:00pm Pat Cotton, W eston & Sampson • I/I Project • FY15 General Services 7:30pm Gary Lorden, Whalom Luxury Apartments 8:00pm Gerry Gerbrands-228 West St extension Current Business SRF Project • Wright Pierce Contract • West St. additions Change of Use – 1259 Mass Ave Sewer Commission Projects update • Lakeview/Pratt extension (Dave) • I/I reduction project (Troy) • Grease trap compliance – (Mike & Dave) • Flow Rate/Metering (Mike) • Privately Funded Extension Policy update – (Troy) • Business Systems and Process Improvement (Carl Q1 Commitment $157,643.89 Permit to Connect – 53 Prospect St. Minutes – 8/5/14 SWSS pump station reports Business Manager reports Commissioners Comments Executive Session – M.G.L. Chapter 30A, §21 (3) To discuss strategy with respect to collective bargaining or litigation if an open meeting may have a detrimenta l effect on the government’s bargaining or litigati ng position of the public body . Discussion of Lunenburg v. Hollis Hills, LLC and HAC . ADJOURNMENT UPCOMING MEETING SCHEDULE August 26, 2014 – Town Hall, 17 Main St. ======================================================================================== DOCUMENT : 2014-08-26-agenda-5468.txt BOARD : sewer-commission DATE : 2014-08-26 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-08-26-agenda-5468.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08262014-5468 ======================================================================================== ===PAGE 1=== SEWER COMMISSION August 26, 2014 7:00 pm DPW, 520 Chase Rd. AGENDA 7:00 pm PUBLIC COMMENT CURRENT BUSINESS SRF Project - • status • 768 West St request • Surveying I/I Project status – • Fine Assessment: I/I Removal follow-up • Issues resolved • 37 Graham St. status Grease Trap Non-compliance ZBA Hearings • September 10, 2014 – 790 Mass Ave. • September 24, 2014 – Whalom Luxury Apts. Sewer Commission Projects update Lakeview/Pratt extension I/I reduction project Grease trap compliance Flow Rate/Metering Privately Funded Extension Policy update Business Systems and Process Improvement SWSS • pump station reports • questions Minutes - 8/5/14, 8/12/14 BUSINESS MANAGER REPORTS - Pump station generators; Invoices COMMISSIONERS COMMENTS ADJOURNMENT UPCOMING MEETING SCHEDULE - September 9, 2014 - DPW, 520 Chase Rd . September 30, 2014 – Town Hall, 17 Main St.