# sewer-commission — 15 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 : 2014-08-26-minutes-5468.txt BOARD : sewer-commission DATE : 2014-08-26 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-08-26-minutes-5468.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08262014-5468 ======================================================================================== ===PAGE 1=== Minutes for Sewer Commission Meeting of August 26, 2014 Attendees: Carl Luck, Dave MacDonald, Mike Nault, Butch B ilotta, Troy Daniels Meeting was opened by Carl Luck, at 7:02pm. It was held at the DPW as the Selectmen needed the Town Hall meeting room. SRF Project – Carl noted that we’d received a short update from Kevin, that they are on schedule, and working on the applicat ion for SRF, that they have included the 768 West St. pro perty, now part of the plan. When the resident of 76 8 West returns from vacation, he’ll provide the response form. Commission discuss ed that by adding the one parcel, it equates to 3 bett erments (4 apts.). Dave asked about the manhole on West for fut ure expansion. Carl noted that it depends on the design . Commission discussed that since we had not heard from the other r esident on West, that he would have to pursue connect ion as a private extension, like anyone else on West. It creates more of an issue anyway, as other impacted residents would need to be contacted. Dave stated that having the manhole on Wes t St. is most important if we want future expansion. I/I Project status – Carl stated that he and Barb have had a lot of discuss ion on the fining for these properties. We have 2 areas – those we have not had access to and illegal connections. We have not yet sent out the fines which will be effect ive 7/19/14. Troy provided his handout dated 8/25/14, entitled ‘Sewer Fines’, for Commission review and discussion. It included fining for lack of access as assuming an illegal sump pump exists. Butch asked about metering each account, but Carl thought that wou ld be too expensive. Discussion followed about the right of the Comm ission to cut off sewer service. Troy pointed out that , such as with 37 Graham, we could justify the charge of $50/day for th e cost. Troy also pointed out that we should have info rmation about their right to a hearing on any notice, and the process. He would like us to ask Town Counsel whether we can make an assu mption when a resident will not allow building access that an illegal connectio n exists, and charge $500/mo., similar to laws supporting the assessors when a resident refuses access. His prefere nce is to get away from the $50/day. Troy referenced t hat it is a constitutional right to not have someone search your home without a search warrant, and they are not always gr anted. Residents would just need to prove they don’t have an illegal conne ction. Carl stated that notification is key. Troy wants to notify lien holders now, as they’d prefer to pay the bills then collect it fr om the residents since they do not want a blemish on the title. Carl noted he likes the idea of a concise process to follow. Dave asked about doing up a form similar to a ticket, showing the lega l information, fines, etc. Troy asked how it would be served, whether it be police, a constable, etc. Carl wants to just get this project done and mailed, and work on the process going forward. Butch as ked about checking with counsel but Carl pointed out tha t we’d had both Weston & Sampson, and Town counsel review our policy. Troy pointed out that suspected illegal connections pay more t han actual illegal connections. Carl noted that that is only if they delay – they can solve it quickly and pay only $200 . Carl proposed to proceed in the manner we have, but work in parallel to in stitute the process Troy put forward. Dave suggested Troy work with counsel. Commission commenced going through the list of out standing issues to determine course of action. 55 Graham with owners in California assured us that they do not have a sump pump. Troy suggested that we send a letter, not certified, t hat we appreciate them being in contact, understand the issue, but include that once an inspection occurs, if an illegal connection exists, that they will be fined from 7/19 to the date of correct ion, that they should call when they are back to set up an appointment. With all the letters where we are fining, Troy wants the lien h older copied. Barb stated she had just done up invoices, not letters. Commis sion discussed and agreed that they’d prefer a letter, but that it includes fines. It should state you have failed to reply, that w e’ve sent 2 letters, left 3 notices at the property, a nd include the fine of $50/day, noting that the lien holder is copied, and includ e a copy of the last letter. Carl continued on the list. 37 Graham was the next site. He talked with Karen Weller, who walked away f rom the house 3 years ago. She confirmed that they had had it camera’d and confirmed of the break, that Roto Rooter did it, sh e’d be happy to let us in, and that they don’t know whe re break is . Carl talked to Jack and his belief is that the best solution fo r everyone is for us to fix the pipe, (instead of termina te the connection). Karen will give us permission to camera from the inside. Discu ssion followed about whether the pipe was clay or PVC, t he distance of the pipe from house to street, and who has the authority to authorize the work (whether it is the Wellers or the bank). Troy noted there is danger for us to fix it with the liabilit y. We should find the lien holder and include them on the notice. Dave proposed that we just cut off the connection at the street. Commission discussed this option and decided in fa vor of that option. That way there is no liability to the Town and the new own ers will have to repair the line. This is also a Board of He alth issue. We would charge a reconnection charge for new owners, wh ich helps us recoup the cost of cutting the pipe. Bar b to serve notice to Weller as the legal owner, that you are being disconnecte d, copy lien holder, with explanation and reference to co nversations. The bank may come forward and fix the pipe... Carl will talk to Jack about the change in plans. We will provide 10 days ’ notice, and need to advise BOH that they are being disconnected. They have 10 days to respond. Carl will close the loop w ith Jack, checking if there is any issue the Commission is not aware of by te rminating this line, since it was his preference to repair the line. Commission continued down the list. Discussion followed on whe ther to fine those whose issues are resolved or not, a nd determined that they would not fine those who have reso lved issues, or have appointments for inspections set u p. Mike stated we should go after the people we have not heard from. Jac k will have to keep an eye on those accounts who have redirected their sumps to make sure they don’t connect to the sewer aga in. We’ll give the owners of 55 Graham until the 30 th to arrange for an ===PAGE 2=== inspection, then we will fine . Commission agreed to not send the letters certified, even to the banks, as the assumption is, if they are not sent back, that they are received. We will se nd fines to the illegal connections that have no appointmen t. Grease Trap Non-compliance – Commission reviewed the list of non-compliant permittees and d iscussed sending letters out with the fines, referencing the prior letter sent. Troy was interested in our leverage on victualler’s licenses. Barb will send him the emails from last year. Fines for $50 for non- compliance, t hen $25/day backdated to the start of the fiscal year (7/1) were confirmed. Commission reviewed some of the establishments that had not complied with report submission, like Sean Patrick ’s or Conrad’s, and why it is so difficult to get copies. Troy su ggested adding it to the regulations that the cleaning fir ms must submit copies to the Sewer Dept., as other towns do. ZBA Hearings – Barb had 2 hearing notices from the ZBA – 1) September 10, 2014 – 790 Mass Ave . Commission confirmed that they are on the sewer line with 2 betterments, but not yet connected. The Commissioners reviewed the plan re ceived. Troy doubts the septic could support the gas station. Hear ing is on 9/10 and Carl encouraged anyone that could to plan to attend. 2) September 24, 2014 – Whalom Luxury Apts. Dave confirmed that the Commission has not agreed to give them any reductions. Carl reviewed that they had offered a red uction in return for installing a grease interceptor which they would maintain. Carl stated that Dick Heaton believed the developers pr icing to be flawed, and that it is economically feasible. Car l confirmed with Barb that they have not contacted the office with any more information, nor has counsel contacted Barb for a ny information regarding Hollis Hills. Troy didn’t think an outside grease tr ap was feasible. Carl has not heard anything further, so we won’t pursue that option. Dave noted that whatever is done should be uniformly done for all projects, relating to the Planning Board discussion on storm water. Dave made the motion that our recommendation to the ZBA is to char ge Whalom Luxury Apartments the sewer fees that were in the regulations as of the original application date of September 3, 2008, Troy seconded. Vote taken was unanimous. Dave added that they will try and make a case on the te levised hearing and that the Commission should be prepared. Sewer Commission Projects update – there were no updates in addition to anything previously discussed. SWSS – Commission had the pump station reports for week ending 8 /9 and 8/16 and discussed the content, including discrepancies on Francis St with run times between pumps 1 and 2. It was determined we’d ask them in to our next me eting 9/9 to discuss the reports, SCADA, run times, tour of stations . Barb noted that we’d received an estimate for the ma jor generator maintenance for $9250, but the Commission expects that to be covered under the contract, now that both major and minor repairs are included as of 7/1/14. Jack had made it clear at th e last meeting they attended that they needed to get t he work done. Carl will verify with Jack and generator maintenance can be disc ussed on 9/9 as well. Minutes from the 8/5/14 Executive Session had been sent to the Commission for review. Carl asked if there were any discussion. Everyone agreed to the minutes. Dave made the motion to accept the minutes, Troy seconded. Vote ta ken was unanimous. Even though the Minutes of 8/12 were on the agenda, Barb had not had a chance to fin ish them. BUSINESS MANAGER REPORTS – Discussion on the pump station generators was already covered. Barb had the invoices from Leominster for $43,364.73 and Fitchburg $7524.47 for review. They had come in for the amounts that were expected and were approved. Carl asked again when he could get the comparison of water in to water out. Barb will try and d o it. It is a manual process and should be done after a billing. It is hard be cause Leominster Water and Lunenburg water are on dif ferent schedules. Barb will be out on vacation from 8/29 returning 9/8, and the next meeting is 9/9. It was discussed to possibly s kip the meeting, but we want SWSS to come in, so we’ll keep the date. There were no Commissioners Comments. Carl asked for a mot ion to adjourn. Troy made the motion to adjourn, Mike seconded. Vote taken was unani mous. Meeting was adjourned at 9:10pm. Respectfully submitted, Barbara Lefebvre ======================================================================================== DOCUMENT : 2014-09-09-agenda-5469.txt BOARD : sewer-commission DATE : 2014-09-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-09-09-agenda-5469.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09092014-5469 ======================================================================================== ===PAGE 1=== SEWER COMMISSION September 9, 2014 7:00 pm DPW Conference room 520 Chase Rd. AGENDA 7:00 PM Public Comment Appointments 7:00 pm SWSS – pump station discussion 7:30 pm Dan Proctor, Private Extension request – 42 Highland St. Current Business SRF Project status I/I Project status – • Fine Assessment • 37 Graham St. status Sewer Rate Relief Fund FY15 Upcoming ZBA Hearings • September 10, 2014 – 790 Mass Ave . • September 24, 2014 – Whalom Luxury Apts ) 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) SWSS pump station reports Business Manager report UPCOMING MEETING SCHEDULE September 30, 2014 – Town Hall Commissioners Comments Adjournment ======================================================================================== DOCUMENT : 2014-09-16-agenda-5470.txt BOARD : sewer-commission DATE : 2014-09-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-09-16-agenda-5470.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09162014-5470 ======================================================================================== ===PAGE 1=== SEWER COMMISSION September 16, 2014 7:00 pm DPW Conference room 520 Chase Rd. AGENDA 7:00 PM Regular Meeting Public Comment Appointments 7:00 pm SWSS – Pump station discussion 7:30 pm Dan Proctor, Private Extension request – 42 Highland St. 8:00pm 909 Mass Ave. -Change of use Current Business Pratt St/Lakeview Ave SRF project • Layout review • legal counsel I/I Project status – Fine Assessment follow-up Sewer Rate Relief Fund FY15 September ZBA Hearings • September 10, 2014 – 790 Mass Ave . • September 24, 2014 – Whalom Luxury Apts 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) FY16 Capital Plan Minutes 8/26 SWSS pump station reports Business Manager report • Q1 Demands sent- 161 delinquent account s (9/10) • PB joint meeting notice on Economic Dev Element • YTD FY15 budget UPCOMING MEETING SCHEDULE September 30, 2014 – Town Hall – workshop 6pm with W right Pierce Commissioners Comments Adjournment ======================================================================================== DOCUMENT : 2014-09-16-minutes-5470.txt BOARD : sewer-commission DATE : 2014-09-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-09-16-minutes-5470.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09162014-5470 ======================================================================================== ===PAGE 1=== TOWN OF LUNENBURG Sewer Commission MINUTES September 16, 2014 DPW Building 520 Chase Rd. Conference room Carl Luck, Dave MacDonald, Troy Daniels, Mike Nault, Butch Bilotta CALL TO ORDER : 7:00pm PUBLIC COMMENT: None APPOINTMENTS: 7:00 pm SWSS– Debbie & Bruce Trumbull, Al Packard (SWSS) -Generator work was discussed, and the estimate received for $9250 that didn’t match the per station quotes prov ided by Debbie at the meeting. Also discussed was t he issue of not receiving the invoice before the end of the fiscal year, and how this major work must be incorporated or prorate d with the current contract that includes the major service on generators. Bru ce noted the issues getting pricing and contractors in to do the work. The contract includes a major and a minor service on ge nerators. The work on this quote will be the major for this contract year. Al noted that there is more involved than just mainten ance to get Twin City up to speed, work occurring t his Friday, 9/19, and the quote doesn’t include Twin City costs. Commission wants to get a better quote with detail to match to tal. Carl made the motion to proceed based on a quote with better numbers. T roy seconded. Vote taken was unanimous. Pump stati on reports – Reports were discussed and that SWSS has meetings t wice daily, and they review the figures, but react to trends, due to the nature of the sewer business. Also discussed was t ank levels, and the readings dependent on time of d ay, or how soon after pump start. A tour will help alleviate Commissioner ’s questions. SCADA system - Scada is installed but there is no remote access. Discussion of carrier, whether it would be Comcast or Verizon and Al will contact Verizon. A l noted they are still waiting on the probe for West St. 7:30 pm Private Extension request- 42 Highland St e xtension Dan Proctor explained the project to connect 42 Hig hland to the manhole on Oak Ave. Neither 17 or 20 Highland want to participate at this time. It will be an E-o ne system. Carl noted that if those homes participated, that they would pay 50% o f the privilege fee. Carl asked if 42 Highland was aware that they must pay 50% now, but if future sewer requires a new line go es in later, he may have to pay the full betterment . The idea of putting a line in to handle future connections was discussed. Dan plans to start the work October 1 st . We will need the covenant, bonds, warranty. Discussed the type of bond, and the Town ’s responsibility, and whether the bond is between the contractor and homeowner or the Town. We will need the schedule o f performance, and all work should be complete befo re snow. Policy should require stubs for 17 and 20 Highland for fut ure connections. It was noted that the Town’s stak e is only from the manhole to the property line and the amount that the Town s hould require for their portion of the bond was dis cussed, and Jack’s involvement to determine that amount. The Commissio n will require a copy of the contract and will leav e it to the DPW director to determine the town portion. Troy’s position is that it should be for the cost of the contract. Dave made the motion to request Dan Proctor obtain a bond for the amount of work on town-owned property and approved by Jack Rodriquen z. Mike seconded. Vote taken was 4 for, 1 against. Motion p assed. 8:00pm 909 Mass Ave. -Change of use DJ Layhe & Ernest Beland for Harley House Décor. Change of Use application was received 9/15. There is a grease trap in the kitch en, but DOR has claimed all equipment, and kitchen is not used. There is no external interceptor that the Commission is aware o f. Mr. Beland said he could disconnect and remove s ink. Suggestion was made that he should have a plumber do it, and have documentation that it was done. Dave made the motion to accept the change of use, providing the Commission gets notice from the plumber that it has been disconnected. Mike seconded. Vote taken was unanimous. CURRENT BUSINESS Pratt St/Lakeview Ave SRF project -Layout review Carl reviewed the meeting with Kevin Olson, Jack, B arb and himself on 9/11. The entire project will be low pressure, whic h gives the project a better shot at one betterment . Pumps will add $5k to homeowners’ cost. We would like to have a workshop with Wright Pierce before the next meeting on 9/30, starting at 6pm. Project is on schedule for submittal of the applica tion 10/15. Communication to residents discussed. B etterment on cost of project may be less without cost of pump. Carl stat ed cost to connect should be close to $20k. Easements in Lakeview area were discussed. Also dis cussed with Wright Pierce was the possibility of dr opping a 2 nd line in the trench for future expansion. Wright Pierce has to go before Conservation Commission on 11/1. Carl may attend. Soil boring would be occurring from 9/15 through 9/17. Legal co unsel was involved to supply temporary access agree ments to allow soil borings on private right-of-ways. Agreements were s igned by Carl on the 5 properties to allow soil bor ings on right of ways 9/16 because of the time constraint, but counsel advised we have a formal vote on record that the Chairman is granted signatory ===PAGE 2=== authorization for Temporary Access Agreement in fut ure. Troy made the motion to allow Chairman to sign Temp orary Access Agreements. Dave seconded. Vote taken was un animous. I/I Project status – Fine Assessment follow-up – Letters were sent out 8/28/14 with fines. 55 Graha m with California owner has been inspected, and is all set. 18 The Clearing was inspected 9/2 and line re-directed, but fine s till applies. 37 Graham was inspected, owner agreed to the content of the lette r sent 8/28 that they have until 9/28 to repair the line and if not done, the Town will cap off the sewer at the property line. Sewer Rate Relief Fund FY15- FYI only, Fund is applicable only if projects are done without SRF funding and comes to the Town as a grant, not a low-interest loan. September ZBA Hearings - September 24, 2014 – Whalo m Luxury Apts. Carl had submitted a memo on behalf of the Commission and had had a conversation with Dick Hea ton. They may have a work session after the next me eting to discuss sewer fees. Dick stated that the ZBA believes that the application date we should be using is the date the application was complete. Impact on Hollis Hills case was discusse d briefly, noting that counsel submitted an appeal to the decision. Commission discussed whether Lorden had ever signed something agreeing to the fees. Barb to check. We need to compile a chronology of events. Members discussed Dick Heaton ’s definition of a workshop. Carl wants to go into it with a definite stance on the fees due, but that ultimately it is up to th e ZBA. September 10, 2014 – 790 Mass Ave . Hearing was to decide whether applicant needed a special permit or not, so now it will go to Planning Board for design review. Sewer Commission Projects update-I/I reduction proj ect - Troy had questions on the Weston & Sampson I/I rep ort from 2011. Carl suggested he check with Jack. Troy note d that we still have the other half of the I/I proj ect to do and need an updated proposal from Pat. Dave noted we should have a dis cussion to pinpoint problems in Whalom on issues su ch as the white liquid and come up with a strategy. Privately Funded Extension Policy update – After reviewing bylaw and regulations, Troy believes we are well set, just need processes defin ed, such as covenants and warranty. Only other issu e is whether to allow private extension with individuals or with the town . Another concern is defining the start and stop da tes from the DPW, and that it should be part of the application process to includ e the schedule. Dave added that we need to have a b ond to specify when and where and define what is a breach. Lancaster Ave. opened the door so the public knows that private extensions are possible. Carl stopped the meeting because of the hour and as ked Barb for any pressing issues that could not wai t until the next meeting. Barb quickly reviewed the remaining items . FY16 Capital Plan will be discussed at the next meeting. Submittal is not due until 10/17. Regarding the Minutes of 8/26, Troy stated that he’d reviewed. Carl asked if every one else had. It was agreed that we were prepared to vote on acceptance. Troy made the motion to accept the minutes of 8/26 /14, Dave seconded. Vote taken was unanimous. We’d already reviewed the SWSS pump station reports . As for the Planning Board joint meeting notice on Economic Development Element, the meeting is not until 10/20. We can discuss at the next meet ing. Barb had the YTD FY15 budget and will send to the Commissioners via email for re view. Barb had invoices which the Commission can review at the meeting on September 30. Carl asked for a motion to adjourn. Troy made the motion, Mike seco nded. Meeting was adjourned at 9:57pm UPCOMING MEETING SCHEDULE - September 30, 2014 – Town Hall – Workshop 6pm SRF p roject with Wright Pierce, Regular meeting 7pm COMMISSIONERS COMMENTS – ADJOURNMENT: 8:35 pm. Visitors: Debbie & BruceTrumbull, Al Packard (SWSS); Dan Proc tor, DJ Layhe & Ernest E Beland Jr(Harley House Déc or) Respectfully submitted, Barbara Lefebvre, Business Manager for the Sewer Commission ======================================================================================== DOCUMENT : 2014-09-30-agenda-5471.txt BOARD : sewer-commission DATE : 2014-09-30 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-09-30-agenda-5471.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09302014-5471 ======================================================================================== ===PAGE 1=== SEWER COMMISSION September 30, 2014 6:00 pm Workshop 7:00 pm Regular Meeting Town Hall – 17 Main St., 2 nd Floor Meeting Room AGENDA 6:00 pm WORKSHOP – SRF Project – Wright Pierce 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 MEETING ANNOUNCEMENTS PUBLIC COMMENT APPOINTMENTS 7:00 pm Kevin Olson, Wright Pierce – SRF Project • Project status • Request for inclusion 214 Cross Rd. • Requirements for SRF submittal 7:30 pm Dan Proctor, 42 Highland St extension appli cation CURRENT BUSINESS I/I Project status – • Updates on outstanding properties • Fine Assessment: 18 The Clearing • 37 Graham St. status Whalom Luxury Apts – • ZBA hearing 9/24 discussion 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) Capital Plan 2016 SWSS • Wet wells • Pump station generators • Reports Minutes Applications for Permit to Connect – 824 Mass Ave, 449 Sunnyhill Ave BUSINESS MANAGER REPORTS • YTD FY15 budget • Invitation for LHS groundbreaking 10/18 • PB joint meeting notice on Economic Dev Element 10/20/14 • Invoices • Correspondence COMMISSIONERS COMMENTS ADJOURNMENT UPCOMING MEETING SCHEDULE - October 14, 2014 - DPW, 520 Chase Rd . October 28, 2014 – Town Hall, 17 Main St. ======================================================================================== DOCUMENT : 2014-09-30-minutes-5471.txt BOARD : sewer-commission DATE : 2014-09-30 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-09-30-minutes-5471.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09302014-5471 ======================================================================================== ===PAGE 1=== TOWN OF LUNENBURG Sewer Commission MINUTES September 30, 2014 Town Hall 17 Main St. 2 nd Floor meeting room Carl Luck, Dave MacDonald, Troy Daniels, Butch Bilotta CALL TO ORDER : 7:00pm ANNOUNCEMENTS: Reminder to those sites with grease traps that hav e not sent in their Annual Permit Fee and reporting to please do so. PUBLIC COMMENT: Stephen Keating, 236 Cross Rd. – requesting consideration of the Commission to be in cluded in the SRF project in Lakeview area. Parcel was not included in the CWMP ‘area of need’ and requires town meeting vote to extend Sewer Service Area. APPOINTMENTS: 7:00 pm Kevin Olson, Wright Pierce – SRF Project - Reviewed outcome of workshop preceding meeting, p roject status review, and SRF application to be submitted 10/15/14. Surv ey done, determined low pressure system needed on P ratt St, soil borings have been done. Project on schedule, expecting app roval by state in December, bidding in January, Con tractor to commence April/May, 7 months of construction, trenches settl e over winter, final paving Spring 2016. Noted fro m soil boring, rock on Rennie and shallow on Pratt-may increase cost. Easements w ill be required on Sunset & Harris Ave, preferred o ver eminent domain. Working with Board of Health to locate septics. Rev iewed invoices, approved. Kevin will review why 23 6 Cross was not included in Area 9 of CWMP. Debbie Sundstrom (214 Cross Rd) had sent letter to Commission, came forward to req uest inclusion in project. 7:30 pm Dan Proctor, 42 Highland St extension – Reviewed counsel’s input regarding bond for project . Chair requested change to vote taken at 9/16 meeting, to accept a b ond for the full amount naming the Town as ‘obligee ’. Troy made the motion to accept a bond for the full amount naming the Tow n as ‘obligee’, Dave seconded. Vote taken was unani mous. Discussed with Jack Rodriquenz allowing Dan to put up contract value in cash, with a schedule of compl etion, releasing money from tri-party account, to the point it becomes sub stantial completion (sewer in use), then leaving 5% on account for 12 month warranty period. Dan will provide schedule of valu es, and have Jack review. Barb will check this met hod with counsel. Dan will get letter from FR Mahoney on pipe sizing. Covenant received and signed by Commission. CURRENT BUSINESS I/I Project status – 21 John St., 18 Kirby -assessing fines. 18 The Clearing -letter sent 9/17with $500 fine, no appeal. 37 Graham St.- Jack will start plans to cap off sewer 9/29. Manholes -all complete but one that Jack will have done. Whalom Luxury Apartments – Carl reviewed outcome of ZBA hearing on 9/24, most of which dealt with sewer fees. Carl advised ZBA that the fees will remain, that nothing the applicant has proposed benefits our customers so there is no reason to waive fees. Dan Hill will research fees on behalf o f the ZBA. Pro forma has not been reviewed in full and the next ZBA hearing is 10/22. Carl noted comments made by developer about connecting directly to Leominster and he spoke wit h his contact in Leominster today and was assured that they have no intention to consider a direct connection. Sewer Commission Projects update - Privately Funded Extension Policy – Troy noted that our policy is good and that we just need to set up a more-defined process. Capital Plan 2016 is due 10/17 . Ideas proposed included I/I, generators, manholes, SCADA. Need to hear from SWSS to tell us what is needed. SWSS – we are awaiting status update on generator work, SCADA and wet well cleaning. Carl will talk to IT on the SCADA. Bob Ebersole explained why IT may not want to be involv ed in process. Permits to Connect received for 824 Mass Ave., 449 Sunnyhill Ave Business Manager reports: YTD FY15 budget –reviewed and discussed. New FinCom liaison, Terri Burchfield, was sitting in on meeting. Commission had received the Invitation for groundbreaking 10/18 for Lunenburg High School ===PAGE 2=== Planning Board notice of joint meeting on Economic Dev Element scheduled for October 20th, 6:30 PM at Ritter Invoices –Dave brought up that any work on SRF project shoul d be broken out to track costs. Barb will see that is done. Small Water’s invoice for SCADA $7700.90 higher tha n original proposal. Barb will follow up. Other in voices approved. Cards sent on behalf of Sewer Commission – get well to former Sewer Commissioner Mark Flagg, a nd congratulations on retirement to Jeanne McKnight, previous counsel at Koppelman & Paige. UPCOMING MEETING SCHEDULE - October 14, 2014 - DPW, 520 Chase Rd . COMMISSIONERS COMMENTS – Troy will be away for 10/28. Dave asked that Barb check again with new Land Use Director, Adam, in the Planning Board whether he wants to receive notices of Intent to Connect . Dave asked if we’d received notice that the grease trap at 909 Mass Ave . had been removed. Barb confirmed we’d received no tice of disconnect and that Planning Board was advised. They would have to go back to th e Planning Board to serve food, and they’d have to come back to us for Change of use. ADJOURNMENT: Carl asked for a motion to adjourn. Butch made the motion, Troy seconded. Vote taken w as unanimous. Meeting was adjourned at 8:35 pm. Visitors: Stephen Keating, Debbie Sundstrom, Jack Rodriquenz, Kevin Olson(WP), Matt Corbin(WP), Bob Ebersole(BOS liaison), Terri Burchfield (FinCom liaison) Respectfully submitted, Barbara Lefebvre, Business Manager for the Sewer Commission ======================================================================================== DOCUMENT : 2014-10-14-agenda-5472.txt BOARD : sewer-commission DATE : 2014-10-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-10-14-agenda-5472.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10142014-5472 ======================================================================================== ===PAGE 1=== SEWER COMMISSION October 14, 2014 7:00 pm DPW Conference room 520 Chase Rd. AGENDA 7:00 PM Public Comment Appointments 7:00pm 42 Highland St. private extension Current Business Pratt St/Lakeview Ave SRF project • 10/15 Submittal • Easements • 214 Cross Rd . • 236 Cross Rd . I/I Project status Whalom Luxury Apts. Sewer Commission Projects update • Lakeview/Pratt extension (Dave) • I/I reduction project (Troy) • Grease trap compliance – (Mike & Dave • Flow Rate/Metering (Mike) –Flow readings • Privately Funded Extension Policy update – (Troy) • Business Systems and Process Improvement (Carl) SWSS – • Generators • SCADA • Tour • Reports New FinCom liaison – Terri Burchfield FY16 Capital Plan Minutes – September meetings Business Manager reports • Q2 billing • Privilege fees UPCOMING MEETING SCHEDULE October 28, 2014 – Town Hall Commissioners Comments Adjournment ======================================================================================== DOCUMENT : 2014-10-14-minutes-5472.txt BOARD : sewer-commission DATE : 2014-10-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-10-14-minutes-5472.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10142014-5472 ======================================================================================== ===PAGE 1=== Minutes for Sewer Commission Meeting of October 14, 2014 – DPW conference room 520 Chase Rd. Attendees: Chair-Carl Luck; Members: Dave MacDonal d, Troy Daniels, Mike Nault, Butch Bilotta. Business Manager: Barb Lefebvre Guests: Dan Proctor, Stephen Keating (236 Cross R d) Meeting was opened by Carl at 7:02pm 7:00pm 42 Highland St. private extension –Carl introduced Dan Proctor, contractor for the 4 2 Highland Ave. private sewer extension. Dan reviewed the status an d should start next week. Barb noted that counsel h ad reviewed the schedule and requested that the Commission vote on what can be released at each milestone. Commiss ion was provided the suggested schedule to review and discu ssed the initial deposit with Dan. Although it was originally recommended by counsel to collect the $24,000 value assigned to ‘Street Work’ as what the Town might be liable for, the Commission discussed that the item ‘Erosion Con trol’ for $2,000 should be added as it would impact the public way. Mike suggested, given the duration expected t o complete the job, that we keep it simple and rele ase approximately 1/3 at each milestone. Week 1 and 2 releases would be $8,000 each, and when complete th e balance of $7,600, leaving a balance for the year’s warrant y of $2,400. Discussion followed on whether this is the policy going forward. Barb mentioned Jack’s preference for a Roa d Opening permit, such as Fitchburg ($10,000) and Le ominster ($5,000) do, in place of the bond or deposit. Jack had suggested a $5,000 bond, with the amount to in crease based on the value of the job. Carl asked what was the entire length of the extension. Dan stated it was about 600’. Carl voiced his concern whether $2400 would be sufficien t should the road settle and whether we’d have acce ss to the DPW road opening permit of $1,500 that Dan has with the DPW. Dan agreed we would. Carl asked for a motion to approve the milestones per the document from counsel. Mike made the motion to collect $26,000 from Dan and release the holdback for Step 2 of $8,000, and Step 3 of $8, 000, Step 4 being $7,600, leaving $2,400 on account for the year’s warranty with Jack’s approval. Dave s econded. Commission discussed coming up with a policy, working with Jack on the road opening. Vote taken was unanimous. Dave asked about stamped engineer’s plans. Barb provided the plans Dan had b rought, along with Henry Albro’s email verifying th e 1 ½ inch line which the Commission reviewed. Carl noted that the Commission needed to vote to accept the project. Tro y asked Dan if the homeowner was aware that he may have to pay to lay the pipe again. Dan said he was. Barb p rovided Dan a deposit slip to set up the tri-party account, and a copy of the Conveyance that the homeowner wi ll need to sign, in order to dedicate the sewer line to the To wn. Troy made the motion to approve the sewer extension, according to the plans received, Butch seconded. No further discussion. Vote taken was unanimous. Dave asked Dan to let them know when the E-one is instal led. He would like to see the installation. Dan not ed this is a buried pump. Pratt St/Lakeview Ave SRF project - Mr. Keating from 236 Cross Rd. was present. He ha d sent each commissioner a letter after the 9/30 meeting. Carl explained the CWMP about the determination of areas of need, and explained the map from Wright Pierce (Tier 1 Ana lysis-Figure 4-1, Phase I CWMP) and specifically Are a 9. He also explained the only prior situation on Elect ric Ave, where a portion of the parcel was not in t he SSA (Sewer Service Area), and the applicant had to show that t he land could not support conventional systems and then had to go to Town Meeting to have the SSA expanded to inclu de the entire parcel. Carl added that at this poin t unless it is not possible to put in septic, the Commission would not support changing the SSA. Mr. Keating explain ed the history of the property, with marshes forming off and on th roughout property, and that it didn’t perc years ag o. It was determined that if he did tests and finds he cannot put in an onsite system, then it would meet the re quirement that it cannot support conventional system. Carl added that the preference is to treat water locally since it is better for the town and the environment. Mr. Keating needs to gain Commission approval but would still need to go to Town Meeting. First he must prove it is not possible to put in septic by having tests done, get a letter fr om the Board of Health backing it up, and then the Sewer Commission would support your request at Town Meeting to chang e the SSA. Carl added we had another parcel that was rig ht on the border of the SSA, but he had a large amo unt of land, and couldn’t show that the parcel couldn’t support a conventional system. Carl asked that Mr. Keating advise when the perc tests are done so he can come witness, and that we’d need a document from the Board of Health that based on the data, the property cannot support a private system. Mr. Keating said he’d get in touch with Dan Proctor to start the process, and thanked the Commission for their c onsideration. ===PAGE 2=== Pratt St/Lakeview Ave SRF project – The SRF application will be submitted to the state to morrow, October 15. Board of Selectmen are signing the resolution tonig ht, Clerk will certify Kerry’s authority to sign, a nd it will be submitted. Only other item outstanding is the Notic e of Intent (NOI) to be signed by Conservation Commission(ConsCom). We are hoping to get it done o n the first meeting in November 214 cross rd – Commission discussed adding this lot into the project, noting their concern with lots on other side of Cross Rd., such as parcel 59, and costs related to the length of pipe required fo r the additional 560’. Since Highland Ave.’s contra ct was $36,000, we can assume that is approximately the additional cost to include 214 Cross. It was noted that we may have the addition of 2 more betterments (lots 21 & 22). The costs are up with the discovery of ledge, but proj ect cost down due to being an all low-pressure system. Carl asked to put it to a vote whether to pick up 214 Cross i n the SRF project. Dave made the motion to accept 214 Cross Road as part of the SRF proje ct. Troy seconded. Vote taken was unanimous. Nothing new on Easements. Wright Pierce will address once the SRF application is filed. I/I Project status – 21 John St – Commission discussed whether to continue to fine and Jack’s opinion to not fine. We are fining the property, not the individual, and it gives the lien holder notice. Even though we ca nnot lien fines, it does appear on Municipal Lien certificate as unpaid monies owed to the Town. Commission discussed whet her they could forgive the fees when a house is abandoned wi th no water or electricity and it was determined th at we’d need a policy on forgiving fines to keep consistent. After more discussion, it was proposed that we could hav e a policy to continue to fine, but if not rectified after 6 mont hs, Commission would have line capped and property owner would be responsible for any and all costs. Policy must have flexibility for different situations. Troy will ch eck our policies and Mass. General Law, see if it is written anywhere th at we have the right to disconnect and if there are limitations, and will have a policy for the Commission for the next meeting. Then we’ll send a letter to the homeowner a nd lien holder. We will also need to advise the Board of Health, as Troy believes they will need to condemn the house i f there is no active way to discharge sewage. 37 Graham St. work is to commence. Per Jack, work will be done b y the DPW. Whalom Luxury Apts – Carl noted there is no progress since last meeting, except that Dan Hil l is researching the fines. Ilana from Koppelman & Paige is doing same t hing. The next ZBA meeting is 10/22. Sewer Commission Projects update-I/I reduction project - Commission discussed getting the next phase going, inviting Weston & Sampson to refresh their proposa l for the next step and evaluating the last one. S torm drains need to be part of the discussion for illegal conne ctions, along with the white water at the Graham St . flow meter. Commission still needs to see comparison of actual flows to billing readings. Jack to complete work on depressed manhole when 37 Graham work done. Commission discu ssed timing of getting Weston & Sampson in, realizi ng conflicts with November dates. Sewer Commission wil l have only one meeting in November, 11/18. Barb w ill send Weston & Sampson a letter, asking to take what was successful from the spring I/I project, and apply i t to the next focus area with the intent to have them present to the Commission at a meeting in December or January, for work to commence in the spring and be completed before the end of the fiscal year. Business Systems and Process Improvement –Carl is going to review billing process with Barb this week. SWSS – Barb noted there is no update on the generator esti mate. Jack is waiting on Debbie for response. Carl noted that as long as we don’t pay her bills, she will ev entually have to have this discussion. Barb noted that our new FinCom liaison is Terri Burchfield. Dave asked that Terri be added to the distribution list for our meeting packages. FY16 Capital Plan – Carl noted that the Commission needs to do a Capi tal Plan, however not on the town’s timeline since the money comes through the Enterprise, not t he Town. Carl will talk to Terri. Minutes – Carl confirmed we had the members present and asked that if everyone had reviewed the minutes, he would request a motion to approve the minutes of 9/16/14. Troy made the motion, Dav e seconded. Vote taken was unanimous. Mike noted that he was not present at the 9/30 meet ing. The minutes will be revised to reflect his ===PAGE 3=== absence. Carl asked for a motion to approve the minutes for the 9/30 meeting as revised. Troy made the motion to approve the minutes of 9/30 with the amendment removing Mik e Nault as attending. Dave seconded. Vote taken was unanimous. Commission discussed the level of detail in the min utes, and the current level was acceptable. Business Manager report – Barb noted that she needs to start the Q2 billing and do nothing else to get them out by 11/1. She had privilege fee documents for Commissioner’s signatures, including Sewer Orders for the purpose of placing privilege fee on FY15 tax bills: 1) 2 privilege fees for Lancaster Ave , 2) 6 privilege fees for Whites Woods- , 3) $75 recording fee for 70 Lesure Ave. ; one Sewer Assessment Statement to record and lien the units at Whites Woods . Commissioners signed the documents, and Carl too k the Assessment Statement for notarization at the Clerk’s office. Barb had the q uarterly invoice for $2490 for Flow Assessment which was initialed by the Chair. Next meeting is October 28 th at Town Hall, and for November the meeting will be November 18 th at the DPW. As there were no Commissioners Comments, Carl asked for a motion to adjourn. Troy made the motion, Mike seconded. Vote taken was unanimous. Meeting was adjourned at 9:10 pm Respectfully submitted, Barbara Lefebvre ======================================================================================== DOCUMENT : 2014-10-20-agenda-5473.txt BOARD : sewer-commission DATE : 2014-10-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-10-20-agenda-5473.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10202014-5473 ======================================================================================== ===PAGE 1=== SEWER COMMISSION October 20, 2014 6:30pm Town Hall, 2 nd Floor meeting room 17 Main St. AGENDA 6:30 p.m. - Joint Meeting with the Planning Board to review and discuss the Economic Development Element of the Master Pl an ======================================================================================== DOCUMENT : 2014-10-28-agenda-5474.txt BOARD : sewer-commission DATE : 2014-10-28 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-10-28-agenda-5474.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10282014-5474 ======================================================================================== ===PAGE 1=== SEWER COMMISSION October 28, 2014 7:00 pm DPW, Conference Rm 520 Chase Rd. AGENDA -revised 7:00 pm PUBLIC COMMENT APPOINTMENTS 7:00pm Highland St. private extension – Jean Larkin • 17 Highland St. • Project status CURRENT BUSINESS SRF Project – • Notice of Intent to Conservation • SRF Application to State • Easements Whalom Luxury Apts. ZBA hearing Victualler’s License renewals SWSS update Minutes - 10/14/14 BUSINESS MANAGER REPORTS I/I Project status Invoices COMMISSIONERS COMMENTS ADJOURNMENT UPCOMING MEETING SCHEDULE - November 18, 2014 – DPW, 520 Chase Rd. (rescheduled from November 11- Veteran’s Day) ======================================================================================== DOCUMENT : 2014-10-28-minutes-5474.txt BOARD : sewer-commission DATE : 2014-10-28 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-10-28-minutes-5474.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10282014-5474 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== APPOINTMENTS -Dave noted that since the first appointment was not yet here, we would move on to CURRENT BUSINESS. SRF Project - NOI (Notice of Intent) went to the ConsCom on 10/22, and we are scheduled for the hearing on 11/19. The SRF Application was submitted 10/15 on schedule. A copy of the specifications and plan is here at the DPW for anyone's review and update. Jack is making notations and all changes must be to Wright Pierce by November 14. Matt is working with Barb & Jack on questions and insurance requirements. We are awaiting surveyors plan for easement work. Whalom Luxury Apts ZBA hearing 10/22 - Dave noted that the Commission's stance had stayed the same, that we expect Lorden to pay the full betterment (around $1.5million). ZBA seemed to want to cut a deal. They plan to come and speak with the Commission before the next hearing on 12/10. Discussion followed on what makes the project economically feasible. 40B's can give a 25% reduction only. The rest of the town has to pay full betterments, and the people on Pratt Street are looking at a fee of $24,000. Dave noted that Dan Hill (counsel for ZBA) stated that the Commission's job is to follow Mass General Law. Lorden was willing to pay the fees when building houses, now he says he can't afford the fees. Butch stated he is still not in favor of any discounts. Dave noted we'll need to meet with members of the ZBA, possibly on 11/18, or sometime prior to 12/10. Dave added that Troy had done a good job representing the Commission. Dave introduced Dave Rodgers, Jean Larkin, Martha Cheesman for the private Sewer Extension on Highland St. The private extension requested by Matt Robichaud at 42 Highland that Dan Proctor was contracted for goes by their houses at 17 and 20 Highland. Jean (17 Highland) needed clarification as to what she'd have to pay to participate. She'd heard of the betterment of $5775 and asked if there was anything else? Dan had given her the cost to participate, but it was confusing. Dave M. reviewed the potential costs. If she helps to pay for the private extension, bringing sewer from 42 Highland to Oak, then the privilege fee is $5775 because the construction costs are split among the residents. Jean, who lives across Highland, would need to pay to run the pipe under the street. Dave M. stated that the project is almost complete, and that Dan's expectation was to be finished on the 30%. If she were to do the work after the project was completed, the privilege fee jumps to $11,000, which is the most recent betterment amount. Dave M. recommended that Jean speak to Dan Proctor. Jean stated that she didn't want to tie in, and a discussion began on terminology. It was claritied that Jean wants to be included in the project but doesn't want to connect yet. A discussion on sewer costs followed and that with the project in another area of town, the betterment is estimated to be $24,000. Any one participating in a private extension after that betterment is assessed will pay the $24,000 privilege fee, per the Sewer Assessment bylaw. Dave M. encouraged Jean, stating that the privilege fee, if she chose to tie in now, will never be cheaper than the $5775 right now. Martha Cheesman (20 Highland) wanted to confirm that the privilege fee is $5775, but after the town takes over the line, it will be $11,551. Jean still needed clarification on the costs, and showed the Commission what Dan had provided her. It was clarified that she would have to pay the cost to tie in (connect from the sewer line on Highland, under the street, to her property and leave a stub) and the privilege fee of $5775 if done right now. But the $5775 is paid with taxes, and can be spread out over ten years, so there is no payment right now to the Town if she decides to tie in. If she waits until after this private extension project is done, the privilege fee will be $11,000 and eventually $24,000. These figures are the estimated amounts. Dave M. pointed out that Matt owns the line until the town accepts it and they will need to obtain his okay to participate in the project. Dave M. added that by tying in to sewer, her property value is increased. But, he noted, if Jean wants to go ahead and tie in now, she would need to pay Proctor or any other contractor, to bring a pipe from the line on Highland to her property. Then, at a future date, when she wants to connect her home to sewer, she would pay the $3000 connection fee and a contractor to come and bring a pipe from the property line to her home. Jean asked about future expansion (if the line goes further up Highland). Dave acknowledged that a new betterment could be assessed. Barb noted that, per the extension regulation, that betterment would be reduced by any privilege fees previously paid. Dave Rodgers asked if it was possible if Jean wanted to pay the privilege fee of $5775 but not ===PAGE 2=== per our Sewer Assessment bylaw and Special Legislation and the question should be asked of counsel. Jean wanted copies of the minutes so there is no question what was discussed. Dave said he would be available for her questions 24/7, but the time is short, and it needs to be done quickly. Dave R., Martha & Jean left, thanking the Commission for their time. Dave M. went to have quick discussion with Dave R. in the hall, returning shortly. Project Status - Barb had a couple other items on the project for the Commissioner's consideration, including Dawn Proctor's 10/28 expectation of job completion of 10/30. Also the Letter Agreement for the release of the funds, mirroring the terms previously agreed to, was received 10/22 with Dan Proctor's signature and needed to be signed by the Commission, which it was. Thirdly, the Commission needed to vote to give authorization to Jack Rodriquenz and a Commission representative for the acceptance of the Highland St. sewer line as we did for the Lancaster Ave. extension. Mike made the motion to give Jack Rodriquenz and the Chairman, or the Chair's designee, authorization to accept the private extension on Highland St. Butch seconded. Vote taken was unanimous. Victualler's License renewals - we have sent the Selectmen a list of food establishments with delinquent payments, that are for either sewer usage or grease trap permit fees. SWSS Generators- Barb noted that Debbie from SWSS had called, that most of the work is done, and the conflict in amounts was that the backup was in units. We' ve advised that we want the incremental cost, and are holding the 10/1 pmt til resolved. Butch wants to get an update on all generators, especially Twin City and what was wrong with it. Butch was also curious as to what Weston & Sampson's original report had said on Twin City. Minutes for 10/14/14 were reviewed. Butch made the motion to accept the minutes of October 14, Mike seconded, vote taken was unanimous. BUSINESS MANAGER REPORTS -1131 Mass Ave - Barb advised that the property owner had submitted a request 10/27 for a waiver on the watering of a new lawn, due to an automobile accident tearing up her lawn. Commission discussed whether we could refuse and ask her to get her insurance company to pay. Barb noted it is part of our policy, that for one-time basis, when excess water does not go down the pipes. Commission agreed to adjust her bill to average of last 4, per policy. I/l Project status - no updates yet on 21 John St. awaiting fine policy from Troy, and 37 Graham that Jack is planning to commence work. Two hearings are scheduled before the next Sewer Commission meeting on 11/18. Highfield Village, the project behind Walmart - Planning Board Public Hearing 11/1014 and 790 Mass Ave ZBA hearing is 11/12. Two invoices- Fitchburg $9573.93 and Wright Pierce $29,659.59 for work between August 30 and September 26, were approved. Commissioners discussed what to do about sending something for Carl during his recuperation. Phyllis had mentioned their gratitude to the EMT's. Barb will check with Linda Carrier. Dave noted the next meeting is not until November 18', hopefully giving Carl a good opportunity for recovery. COMMISSIONERS COMMENTS- Butch wanted to state that going forward, to avoid problems such as Highland St., we need to have all details nailed down. The residents should have gotten a letter. Dave agreed but said it was a private funded job. Commission discussed whether we still need to send a letter for next extension request, requesting something back to acknowledge whether they want in or out so that it's on record and we won't deal with this situation when a job is almost over. Dave noted that Troy is working on the process and is close to making a package for an extension. A list of abutters should be part of the policy, along with a defined schedule. The contractor on this private extension was better and with sewer being installed, home values are going up so we are doing a good thing for the residents. Jay as representative for FinCom asked about a Capital Plan from the Sewer Commission. Dave noted it's all on the Enterprise Fund, that we'd tried but Capital planning will be built into our budget process. So, to clarify, there will be nothing from the Sewer Commission to FinCom on the Capital Plan. Dave said that we are self-sufficient, and shouldn't burden the town. ===PAGE 3=== ======================================================================================== DOCUMENT : 2014-11-18-agenda-5475.txt BOARD : sewer-commission DATE : 2014-11-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-11-18-agenda-5475.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11182014-5475 ======================================================================================== ===PAGE 1=== SEWER COMMISSION November 18, 2014 7:00 pm DPW Conference room 520 Chase Rd. AGENDA 7:00 PM Public Comment Appointments 7:00pm -Discussion with ZBA on Whalom Luxury Apts. Current Business Drumm Property Privilege Fee Abatement request Pratt St/Lakeview Ave SRF project - • Plans & Specifications • ConsCom hearing on Notice of Intent – 12/3/14 I/I Project status Highfield Village • Planning board update • Maple Parkway Sewer Commission Projects update Small Water Systems 42 Highland St. private extension – • acceptance • Privilege fee assessment ZBA hearing 11/12/14– 790 Mass Ave - Change of Use New FinCom liaison – Jay Simeone Q2 Billing Commitment FY15 Recap Minutes – 10/28/14 Business Manager report Commissioners Comments Adjournment UPCOMING MEETINGS/WORKSHOPS November 19, 2014 – Storm Water workshop, Town Hall December 3, 2014 – NOI review, ConsCom – Ritter bui lding December 9, 2014 – Regular Sewer Commission meeting , DPW December 30, 2014 – Regular Sewer Commission meetin g, Town Hall ======================================================================================== DOCUMENT : 2014-11-18-minutes-5475.txt BOARD : sewer-commission DATE : 2014-11-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-11-18-minutes-5475.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11182014-5475 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== approve to incur the cost. The point was made that right across from this development is Pratt St, whose residents are facing the full cost of the privilege fees, and may take great issue if Whalom Luxury Apts. do not have to pay. Carl asked for Dan Hill's opinion of the situation. He stated that the privilege fee is established, that the only exposure is in the connection fees, and referenced the Hollis Hills and Emerald Place history. Dick reviewed the rate on ROC(return of cost) and TIBO rates, and that they will only go up. Dick stated that if we were arguing today, our issue would be that the developer is stating his market rents too low. Dick and Dan are both recommending that the ZBA comes to an agreement, and avoid going to HAC. Carl said that the Commission has advised what the fees are and had to hold the line to support their customers, but the ZBA will have to find a solution to avoid going to court. The question is what would be a reasonable number. Dan reminded that they should have a clear rational for any decrease in fees in the final decision. Dan asked the Commission to consider them paying ¾ of the privilege fee, or $900,000, and the figure of $124,000 based on the previous rate of $1760 in connection fees. It would make the argument stronger since it meets the economic marker. All present agreed that it sounded reasonable. Dick Heaton thanked the Commission, and Dick, Dan and Don Bowen left the meeting. Current Business -- Drumm Property Privilege Fee Abatement request - Troy brought up that there is a time limit to abatement requests. Barb will check with counsel as to timing. Pratt St/Lakeview Ave SRF project - the Plans & Specifications were reviewed by Jack a cari, annotated, and returned to Wright Pierce on 11/14. Wright Pierce will be in for a meeting on 11/21 with the 'final' set of plans/specs to go over with Jack, Cari, National Grid, and the Lunenburg Water Dept. at 1:30pm Friday. Anyone is welcome to attend. NOI for ConsCom - The hearing on 11/19 was cancelled for the Storm Water workshop and the environmental consultant, Chuck Caron can't make the 12/3 meeting. We had asked for a special meeting with ConCom, but in discussions with Matt Marro, ConCom agent, there may possibility that the project is exempt. Barb will check with Jan or Matt to follow-up. Storm Water workshop -The Commission is interested in attending the workshop 11/19 for the potential storm water issues with this project. Any costs for storm water management would not be added to the sewer betterment, and should be handled separately through the DPW. I/l Project status - // Spring project-Weston & Sampson will attend the December meeting to discuss their proposal. The question of December meetings was raised. The next meeting is the 2d Tuesday meeting on 12/9, at the DPW. Butch added that he will unavailable 12/12 and for some time after for personal reasons. Barb will send out the proposal sent earlier this month by Weston & Sampson for the Commission to review. Troy asked about the work on 37 Graham, and the Elizabeth St. manhole and the Commission discussed the below grade manholes. Barb will check the status of the projects with Jack. Highfield Village - Commission discussed the Planning Board's lengthy peer review provided by Adam. The question of easements was raised, but we will await the engineering response for more information. Barb advised that Maple Parkway residents were calling about their cost. Discussion followed on whether and how a betterment would be charged. This should be dealt with as a private extension by the developer, otherwise it is a public works project. This will be similar to Lancaster Ave, with people who connect immediately paying 50% of the betterment. We need to follow the extension policy. It will be up to the developer to involve those residents and those who contribute to the project will get it at $5775, if not it will be at the full last betterment. Barb will let the Planning Board know so they can advise residents. Troy added that at the meeting on 10/28, it was discussed that we need to set up the process going forward for advising and informing the residents. Troy will work with Barb on the correspondence. It was noted that the cost will be 50% of the most recent betterment, which started the discussion to reduce the potential betterment on the current SRF project. The last betterment was $11,551 and the new project is possibly $24,000. Carl noted that a reduction could be accomplished by establishing a reserve once project costs are known, which was done with the prior project, to allow future users to share in the cost. Sewer Commission Projects update - Carl reviewed the projects to ensure there were no further updates, more than what had been already discussed SWSS - Generators-Barb advised that she met with Deb and Jack earlier. Deb will provide details/updated figures as to the ongoing work to bring generators up to standard; possibly breaking out major from getting them up and running; Dana St and Electric are still not complete. They will come to the next December meeting on 12/9. SCADA -Leominster Rd- Carl will work with Steve on getting internet access. Debbie said she would provide an invoice detailing the $960 in additional labor. Barb brought up Jack's concern that we pay SWSS their monthly maintenance invoice, even if they are reduced by 1/12" of $7500 for generator maintenance. Barb advised we had held 10/1 and 11/1 invoices awaiting resolution. Jack had stated that we need to pay SWSS, that they are doing the work that we have contracted with them to do. Commission discussed that it could be seen as breach of contract and agreed we could pay the ===PAGE 2=== Business Manager reports- Barb noted that we'd received notice of a new Electricity Aggregate contract, which impacts several of our pump stations and the rate increase. Invoice for Koppelman & Paige was approved. Commission reviewed upcoming meetings. Next regular meeting of the Commission is 12/9. At that meeting, the Commission will determine whether or not to hold the meeting on 12/30. As for other UPCOMING MEETINGS/WORKSHOPS, there is the Storm Water workshop on November 19, 2014, at the Library, and, as it stands right now, on December 3, 2014 will be the NOI review with ConsCom at the Ritter building. With that, Carl asked for a motion to adjourn. Dave made the motion, Troy seconded. Vote taken was unanimous. Meeting was adjourned at 9:08 pm. Respectfully submitted, ======================================================================================== DOCUMENT : 2014-12-09-agenda-5476.txt BOARD : sewer-commission DATE : 2014-12-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-12-09-agenda-5476.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12092014-5476 ======================================================================================== ===PAGE 1=== SEWER COMMISSION December 9, 2014 7:00 pm DPW Conference room 520 Chase Rd. AGENDA 7:00 PM Public Comment Appointments 7:00pm Deb Trumbull , Small Water Systems - • Generators • Wet Wells • SCADA System • Station tour • Reports 8:00pm Pat Cotton, Weston & Sampson- I/I project Current Business Pratt St/Lakeview Ave SRF project - • Status • Wright Pierce Easement Scope of Work Privilege Fee Abatement Request – Drumm 42 Highland St. Sewer Extension • Acceptance • Privilege fee Assessment 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 Permits to Connect – 47 John St. Revised Q2 Commitment - $184,191.33 YTD Budget Minutes – 10/28/14, 11/18/14 Business Manager report • Q2 demands • Invoices UPCOMING MEETING SCHEDULE December 30, 2014– Town Hall Commissioners Comments Adjournment ======================================================================================== DOCUMENT : 2014-12-09-minutes-5476.txt BOARD : sewer-commission DATE : 2014-12-09 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2014-12-09-minutes-5476.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12092014-5476 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== B gay nda bla oa pcnl bao lsc dl ldll, diro bitiig n trle serviu, allu that the work done to bring the generators up to standard should not be considered as part of the major maintenance. Generators will need a major pm in December to stay on the annual schedule. The work already performed has no overlap with the work that needs to be done in December. SWSS has invoiced all of the 'bringing up to standard" invoices except Electric Ave. At issue was the original estimate of $9500, and then multiple invoices received totaling over $12,000, and still not yet complete. The parties present discussed estimates and firm quotes, and the process going forward. SWSS will ensure they provide a quote, the Commission approves, and that they must get approval if the amount will exceed the quote. No more estimates. There was also discussion on the outstanding invoices that were awaiting understanding and backup before submitting for payment. Jack spoke up to say that he and Barb had met with Debbie, and if they have done this work, we should be paying them for it. The error was in making an estimate before knowing the work to be done. After the profiling was done, a scope of work should have been provided, but we need to pay for the work that has been done. Jack made it clear that we have no issues with the level of service we've received from SWSS. It is just the process that needs to be corrected. Troy made the motion to pay the invoice for $9278.70 for the purposes of discussion, Dave seconded. Short discussion ensued regarding costs to come. They discovered the thermostat issue at Dana St. when the weather turned. Also, the expected costs for Electric Ave will be around $675, maybe a little more. Carl asked for a vote. Vote taken was unanimous to pay the invoice $9278.70. Jack asked Al to make the phone call to him when there is an issue such as Dana St. for approval, as Jack is responsible for the day to day operation of the system. Commission discussed adding more detail to the weekly reports with expected costs of repair, if known at the time the report is generated. Carl asked if there were any more issues moving forward? Susan asked if the prior monthly invoices that had been short-paid for the generator portion would be paid, and was assured that they would now be put through for the balance. Carl opened the discussion up regarding the SCADA at Leominster Rd. We received an invoice for $1000 over the estimate. Bruce explained that the original estimate was from Hall, didn't include SWSS labor, and that additional hours were required. Carl took issue that the labor hours were 'backed in to', not based on actuals. This was a pilot site and we needed to know exactly what labor costs could be expected going forward. Carl asked that they provide the breakdown of labor from First Electric and to start working on the next proposal for discussion. Dave asked Al which station would be the best for the next SCADA. Al responded that Mass 1 would be the best one, then Dana - the larger stations - and Jack agreed. Bruce stated he would come back with a hard number, no more 'estimates'. All present agreed that that was best. Jack stated again that they are our agent, and all bills should be trom SwSs. Barb noted that Dylan trom First Electric was working with Steve (11) tor cellular access, since using the hard-wired option would double the monthly cost. Al was asked about the timing for a tour for Mike and Troy. Al said it is best when it is not icy and cold. Jack asked him to come back to us with a couple of options for dates, and we'l try and nail something down. Weekly reports were reviewed. Procedures when there is 'low fuel' was discussed. Troy had some issues surrounding Thanksgiving Day. Al stated again that the tour will help with many of these questions. Numbers can go up or down, depending on the station or time of day. Bruce noted that they watch the levels and react when numbers go outside of an acceptable range. There was a level 0 at Mass 2 that SWSS will check (from week ending 11/29 report). Carl asked about the monthly meter inspections. Al said we are due for one. Barb will talk with Flow Assessment and Al to schedule a detail for a coordinated inspection. SWSS left at 8:47. Carl invited our 8pm appointment in, Pat Cotton from Weston & Sampson, and apologized for keeping him waiting. Carl asked Pat to review the proposal that was submitted, with details as to area and data. Also, he had sent Pat flow data from 11/23-24, when the pumps had twice the flow as usual. Pat said he did review the data, and compared it to the data from a similar storm in 2011 for Mass Ave. and Summer St., and in the big scheme of things and per DEP guidelines, the increase was not a problem. The problem is more with Graham St.. Troy asked Jack about 37 Graham St, but it hasn't yet been capped. Troy asked if that could be a factor. Pat thought it could. Graham is after ===PAGE 2=== 2011 and 2014 storms and findings. Carl recounted for Pat the issue of white water going through the Summer Street meter, and considered the potential sources. Bob Ebersole (BOS liaison) suggested the old Cross building that is now a warehouse now, but used to make styrene pellets. Carl asked Pat to figure out the timing, and email the updated proposal. Pratt St/Lakeview Ave SRF project - Per Carl, there is an easement proposal for approval from Wright Pierce for $4400 for 24 labor hours. Dave made the motion that we accept the proposal for $4400. Troy seconded. Commission discussed that Wright Pierce's work is the work done prior to the Town's attorneys taking it over. Vote taken was unanimous. Drumm Privilege Fee Abatement Request- Town counsel had sent his legal opinion which the Commission had reviewed. Troy stated based on the attorney's opinion and what we already know, we are powerless to grant any abatement. Counsel had reviewed the issue, and the abatement far exceeded the expiration for an abatement request. Troy made the motion to respond, denying the abatement in accordance with town counsel, Dave seconded. Vote taken was unanimous. Troy recommended sending a letter, quoting counsel, and not forwarding the exact document from counsel. 42 Highland St. Sewer Extension - Barb noted that the line was accepted 12/2/14 and that we just need a vote to assess the privilege fee of $5,775.74. Troy made the motion to assess the privilege fee to 42 Highland St., Dave seconded. Vote taken was unanimous. Sewer Commission Projects update - in the interest of time, Carl asked if there were any updates. Troy mentioned the Grease Trap compliance issue, but Carl wanted that put on the next agenda to give it sufficient time for discussion. As far as fees outstanding, we can only withhold licenses for monies over 30 days past due as of the prior January 1st. Barb noted that Kerry included our outstanding fees and bills this year, and had a great response, but understands we cannot do it next year. Only 2 restaurants have still not paid this year's fee. We have been getting some reports, but not many. Barb added that per John Londa the school grease trap cleaning is scheduled for 12/22, if anyone wanted to attend. On the Privately Funded Extension Policy update, Troy had sent out an email for the Commissioners' review and asked for feedback. Carl asked that it be put on the agenda, and Barb will re-send Troy's email. Revised Q2 Commitment - The revised amount is $184,191.33. There was an item on worksheet that should not have been included, and it changed the total from $184,288.53, reduction of $97.20. Commission re-signed Minutes - we did not have the parties present in order to approve the minutes, so they will be put on the next agenda. YTD Budget - Barb handed out an updated sheet for Commission review. There were several questions on certain accounts, including the l/l remediation account, which is the sewer bank fee. Jack asked about the l/l work of Weston & Sampson and was advised that it is under Purchase of Service-Engineering. Barb noted that per Karen Brochu for FY16 the DOR will require that the betterment fund be included in income and debt service included as expense in the budget. Barb noted she will be beginning work on the FY16 budget shortly. Dave asked about the use of project balances, which needs to be used up before it disappears. The Commission discussed using it on the old primary school to make it more valuable. Barb noted that the funds are used on any work that is tied to the original sewer project. Jack advised that these funds have been used for stub installations when betterments have already been charged and no stub exists, and, in the case of missing as-builts, having the line camera'd to determine stub location. There is agreement among the Commission that these monies should be used before they go away. Jack also explained the work on the Barney property on Mass Ave. that is getting flooded by the water along the sewer line. We had done work previously on Northfield Rd. but it has not proved sufficient. The next plan is to go on Mass Ave, and tap into the manhole and get lower, but Jack first wants to check any legal ramifications of letting water go on the ===PAGE 3=== discussion. We need to get an idea of who else is out there or develop a better working relationship with SWSS. Dave proposed removing the generator maintenance from the contract and dealing directly with F&M. Jack agreed that we need to look into other options, but that it must be a turnkey operation as the DPW does not have the people to do the work. Dave said that we should always have a plan A, and a plan B, and a backup plan. We cant advertise at this time. Commission agreed that we should look into our options. Carl asked for a motion to adjourn. Troy made the motion to adjourn, Dave seconded. Vote taken was unanimous. Meeting adjourned at 9:38pm. Respeetfully submitted,