# sewer-commission — 41 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 : 2016-01-05-agenda-5533.txt BOARD : sewer-commission DATE : 2016-01-05 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-01-05-agenda-5533.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01052016-5533 ======================================================================================== ===PAGE 1=== SEWER COMMISSION January 5, 2016 6:00 pm – Town Hall, 2 nd Floor Meeting Room AGENDA Call to Order: Roll call vote to go into Executive Session; not to convene in Regular Open Session 6:00 PM Joint Executive Session with the Lunenburg Board of Selectm en, ZBA, Building Inspector M.G.L. Chapter 30A, §21(a) To discuss strategy with respect to collective barga ining or litigation if an open meeting may have a detrimental effect on the govern ment’s bargaining or litigating position of the pub lic body, and the Chair so declares. Discussion of Lun enburg v. Hollis Hills, LLC Adjournment: Roll Call Vote to exit Executive Session ======================================================================================== DOCUMENT : 2016-01-12-agenda-5534.txt BOARD : sewer-commission DATE : 2016-01-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-01-12-agenda-5534.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01122016-5534 ======================================================================================== ===PAGE 1=== SEWER COMMISSION January 12, 2016 6:00pm Workshop 7:00pm MEETING DPW Conference Room, 520 Chase Rd. Lunenburg AGENDA- revised 6pm -FOG Workshop with Small Water Systems ANNOUNCEMENTS Emily Lehto – minutes recorder 7pm- Regular Meeting APPOINTMENTS 7pm Jamie Rheault, Whitman & Bingham -835 Leominste r Rd request – Leominster Sewer direct connect request CURRENT BUSINESS Budget FY17- review YTD FY16, FY17 projections 42 Highland Ave – acceptance and return on deposit Hollis Hills – status update Pratt/Lakeview SRF Project status– Budget to actual, Bond closure, Betterments Pleasantview Project status – final steps Town Codification update Permit to Connect – 40 Elm St Sewer Commission Projects review • Project list update • Grease Traps (Sue)- establish plan for defining de-commissioning policy • Private Extension (Troy) • SCADA system ( ) • Funding Sources for Public Projects/Individuals ( S ue) • Flow Rate/Metering (Mike) • Business Systems and Process Improvement (Carl) Pump stations – Francis St generator, Reports w/e 12/5, 12/12, 12/19, 12/26/15, 1/2/16 Business Manager Report • Wright Pierce – House bill H3654 tracking, Contracts –CWMP, Manhole inspection-repair • 357 Electric Ave -update –Peer review • Highfield Village- update - Privilege fees • Annual Report - due 2/25 • Town Meeting Warrant – open until 3/24/16 • Invoices • Website UPCOMING SEWER COMMISSION ACTIVITIES January 26, 2016 Regular Sewer Commission meeting, Town Hall Commissioners Comments Adjournment ======================================================================================== DOCUMENT : 2016-01-12-minutes-5534.txt BOARD : sewer-commission DATE : 2016-01-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-01-12-minutes-5534.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01122016-5534 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 1/12/16 Sewer Commission workshop and meeting - DW conference room 520 Chase Rd. Attendees: Chair, Carl Luck, Members- Sue Bunish, Mike Nault, John Reynolds, Troy Daniels; Business Manager, Barb Lefebvre. Minutes clerk, Emily Lehto Called to order at 6:02 by Carl Luck Workshop - Grease Trap Inspections -Carl L. and Small Water Systems Services, L.L.C. (SWSS) inspected the external grease traps of Bootlegger's, Hannaford's, The Ugly Omelet and Sean Patrick's. The inside was not inspected as the interceptor outside is most important. The discussion went on to the educational process with the people who do inspections. It was noted that that cannot happen until rules have been established. Troy D. asked if anything does not make sense and what is reasonable. Carl stated that some reliable data needs to be established after a period of doing inspections at specific businesses. Based on that information, a cleaning schedule can be implemented every two (or more) months. If the owner feels this is too often, they may have their grease traps inspected more often to modify schedule. Discussion then turned to Sean Patrick's. John mentioned that the pumper's were not doing their job as there is sediment at the bottom of the tank. Troy noted that it is a low usage season and there is a difference between that and a bad pump job. John R. stated that it was in good shape 3 months ago. What and who licenses pumper's was briefly discussed. Troy stated that if the pumper's don't do a good job than they shouldn't be on recommended list. Carl said that they should be encouraged to try a new company. Barb mentioned that the Sewer Commission does not have a recommended list of pumper's. License Haulers are licensed through the Board of Health and they have a list of those with licenses. It is Municipal Policy not to recommend one over the other. Troy agrees but stated that there should be some communication with the Board of Health if a License Hauler consistently does not meet standards. John R. feels that Sean Patrick's should want the job done right. Massachusetts has a set of standards they must follow. Mike feels this is opening a can of worms. Some people do a better job than others. It is the customer's due diligence. We can make them aware and it was suggested that owners visually inspect their tanks. Sue says Small Waters should inspect and educate business owners. Carl stated that Small Waters not at workshop because the inspections were finished at 3:30 pm and it was a long time to wait. They do not have to be present to discuss. Sue suggests letting them know what the expectations are and asking how they would like to proceed. Mike noted that there should be supervision by someone. They are more likely to do a better job. John noted that Sean Patrick's is a good example of one with sludge on the bottom. There was discussion about possible damage to the system and concluded that without input from SWSS this would be unknown. Mike suggested having SWSS present for one inspection a year. Carl said it was possible to start this with the next pumping. John and Carl discussed Hannaford's and their concerns that it was recently pumped. Al showed him a dark line while they were there and it was suggested that it had pumped that morning John suggested that next time there be no announcement about an inspection and that Hannaford be followed up on with a surprise inspection. Carl brought discussion back to regulations and the fact that people are not being compliant. They need to be informed of this. Discussion went on to how often external tanks should be inspected. Mike suggested telling restaurants that they need to have 4 pumps a year to be in good standing. Also, to prove this have them show a contract. Troy stated that this does not take peaks into consideration. Sue mentioned that Leominster Water allows dumping floor cleaners down floor drains. This gets into the system. Carl suggested inspections every 6 months. Sue mentions that people need to be made aware that they can apply for a less stringent schedule. Troy feels that regulations cannot be made for each individual place. Inspections must be enforced. Carl and Troy discussed tank percentages and Carl stated that this could be used to level the playing field. After a valid inspection, he feels it is absolutely necessary that the hauler report the amount of grease and record the percentage on the new form. This should be enforced with the regulation. John mentioned that it needs to be determined that everyone knows how to do the inspections and that a better understanding of what's seen and not what told is needed. Carl agreed that businesses need to be educated further on this but the regulations are not in place yet. John stated regulations should be left as is for now and that SWSS should be used to help inspect. Carl stated that current regulations will be enforced and to add the current log requirement for percentages of external interceptors and to internal. The commission was in agreement. Troy stated that anyone who reports less than 25% should be encouraged to apply for the waiver. Sue added that clarification is needed for people who request ===PAGE 2=== hearings about fines that they are not necessarily going to be waived. Troy interjected that they are fees and not fines and that the letter sent already states that. Ended at 7:08pm Regular Meeting APPOINTMENTS 7pm Jamie Rheault, Whitman & Bingham -835 Leominster Rd- Leominster Sewer direct connect request - Jamie introduced himself and Kevin Hill from W&B. Kevin Hill is the developer on the project located across from Cherry Hill. The soil is very poor and would not perc. Ross Associates performed the tests. Jamie handed out a map of the site where 5-6 single family homes are to be built. He stated that they can't do septic on the property due to poor soil. The property is not near the Lunenburg sewer but it is close enough to Leominster's to connect. He is unsure of the process to do this. Leominster had recommended that they come here first. Carl says it is a matter of the commission saying yes but that Leominster has said no in the past to this request. Leominster's okay is needed and it cannot affect any agreements that Lunenburg has with Leominster. There is also a water issue with the property and they must prove that nowhere on the property can there be a septic system. Jaime stated that water for the homes will come from wells. Carl stated that they must remain neutral about development. Leominster is concerned about liens to collect taxes from the homes. Jamie stated that he will come back with the testing results and a letter from Leominster. Troy asked if there would be a fee for reduced capacity or any implications. They should share in the cost of capacity if that is the case. Carl asked that the letter from Leominster address the issue of capacity and that there would be no implications to agreements held with Leominster. Carl asked if any neighboring properties had septic and Jamie brought up one that had a septic fail. Carl would like alternative technologies to be investigated and Jaime was confident that that would not work either for the property. Troy confirmed that there is no building onsite. Carl restated to Jamie that we need a map with all the test spots shown. Jamie asked about the Unitil project and when he should come before the Commission. Carl said the sooner the better and it was confirmed that Jamie will be on the next agenda which is 1/26. Budget - YTD FY16-Carl first wanted to look at the year-to-date for FY16 and asked for comments. Commission discussed the l/l amount of $15,000. It was noted that we are doing well, numbers look good. As for FY17, Barb does not have a proposed budget yet, but will have it for the next meeting. We are on a different schedule that other Town Departments as an Enterprise Fund. The other department's budgets are due 1/15. Discussion followed on considerations for determining the budget and determined that these areas will need review to determine estimates for FY 17- Connections, Purchase of service, Betterment, Outsourcing, Betterments on the new projects. Other lines can generally just be shifted over from FY16. In the discussion regarding new connections, the project at 274 Prospect was brought up and Carl asked Barb to check the status on the project and how many units are slated for construction. Barb advised that January will be taken up with both the budget and Q3 billing. 42 Highland Ave acceptance and return of deposit - Barb noted that she was awaiting Jack's approval but was hoping that, as we had done before, the Commission could take the vote tonight and if it is Jack's recommendation that we release the $2400 that she will communicate with Carl and get his approval to return the funds. Troy wants to be sure we get something in writing from Jack. Barb confirmed with Troy that an email from Jack would suffice. Troy made the motion to approve the return of deposit which is a bond on 42 Highland Ave. to Dan Proctor subject to Jack's written recommendation to Barb. Mike seconded. Vote taken was unanimous. Hollis Hills - Carl reviewed that they have met with the Board of Selectmen and ZBA in joint session and the key points are that the court case is scheduled for 2/2 and that we should hear the result within 30-90 days. They did speak with the Brogna's and there is to be no discussion regarding settlement until they learn the court case ruling. Troy restated that it is our understanding that the present case before court is based solely on sewer and Carl agreed. Pratt/Lakeview Project status - Carl asked whether we'd received anything further on the Budget status from Wright Pierce and Barb produced an email received at 4:30 today which Carl reviewed for the Commission. Barb will send the email out to the Commission. Matt (from WP) had also given some betterment estimates for the SRF project. On Bond closure - Barb stated that the bond will be closed in February 2016. Carl wanted to start the discussion on Betterment calculations because our bills may hit before the betterment revenue starts coming in. We pretty much know the cost but divided among how many and are there future privilege fees to take into consideration? Weston & Sampson did that job for the first sewer project and made the recommendation (single families, two-families, sub-dividable lots) and it should be pretty straight forward, but it may be beneficial for getting a ===PAGE 3=== professional opinion. Sue pointed out the property on West St. and his possible subdivision. Carl noted that the first step is to ask Weston & Sampson for a quote, providing the area to be analyzed. There was a brief discussion on charging multiple betterments and in what scenario. Pleasantview-Barb noted that CJP was onsite 1/11 for mandrel testing and that we are awaiting the substantial completion request from CJP - however Bill Irwin is on vacation. Barb would like to have it ready to move forward once that is received and approved as we have one permit waiting for line acceptance in order to install sewer. Carl stated that he would entertain a motion to authorize Jack Rodriquenz and Carl to approve substantial completion once Wright Pierce has reviewed and approved. Mike made the motion, Troy seconded. No discussion. Sue recused herself from the vote. Vote taken - 4 in favor, 1 abstention. Town Codification update (no) - Carl reviewed the codification process that the Town is going through. Kerry had forwarded on legal's recommendation for the Sewer Commission. We do not have to respond since the result was the recommendation that to not include the full Regulation, but include reference to the document only. They did come back with some comments on our bylaws which we can take a look at. Barb will send out the package to the Commission with her notes and backup that we can review at the next meeting. Private Extension - Barb noted that she had sent off the latest version of the private extension regulation to counsel with the surety bond question and that he was reviewing the entire document since he had not seen it previously. Carl authorized Troy to work with Jeff Blake directly, but Troy noted that he would defer to whatever town counsel's recommendations were. Barb will send Jeff's email to Troy. Full Commission will review the final version at the 1/26 meeting. Wright Pierce - Barb noted the House Bill H3654 information that Carl had forwarded on to Wright Pierce. Per Carl, he just learned that it has passed the House and Senate and is on the Governor's desk for approval- allowing betterments to be spread over 30 years, instead of 20 and no requirement to add 2% to the cost. This may go into effect before our Pratt/Lakeview betterments need to be assessed and we want to find out if we can qualify. Barb will check with Wright Pierce. 357 Electric Ave update -Peer Review will be on the 1/26 agenda per Jamie's request earlier. Carl stated that he has been through three planning sessions with the Planning Board & ConsCom and we may want to consider bringing in our own peer reviewer. On our next to-do list should be floor drains which were not addressed. Barb noted that they do not currently exist in our Regulations and a peer reviewing engineer is tasked to ensure a project abides by the regulations in place. Carl added that we should always try to have the Peer reviewing engineer come in to discuss the project directly with the Commission. Barb asked if we wanted to push out Jamie's appointment and have Graves come in instead on 1/26. Carl said to leave it as is. Highfield Village -Barb noted that per the Planning Board, the hearing was continued to 2/8 so there are no updates on the project. Carl stated that he had no update on legal's input regarding charging the developers a privilege fee. His action was to draft a statement to legal to contain the work which he hasn't done. Troy noted that he had an email regarding the Sewer Allocation Agreement from 11/13. Barb also has it and can forward it to Carl so he can get it to counsel. Website - Barb's only suggestion at this time is to add information about the betterment since she has already received one email of interested residents wondering when they would see the betterment hit their taxes. Discussion followed that we could state that the amount is not yet known, but that the betterment will not appear on the tax bills until December 2016. Barb will send a draft to Carl to review first. Sue also noted that we could get the septic repair info online when we have more info. Carl asked for any Commissioner comments, public comment? Bob Ebersole, Selectman, who had just joined the meeting noted that the Selectmen are looking at the pavement management plan and want to confer with the Sewer Commission and Water District whether there were projects that they know of that may involve paving and to advise the BOS to take those into consideration when coming up with the plan. Troy made the motion to adjourn, Mike seconded. Vote taken was unanimous. Meeting was adjourned at 8:49pm. Respectfully submitted, wil ferto Emily Lehto , Minutes Assistant ======================================================================================== DOCUMENT : 2016-01-26-agenda-5535.txt BOARD : sewer-commission DATE : 2016-01-26 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-01-26-agenda-5535.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01262016-5535 ======================================================================================== ===PAGE 1=== SEWER COMMISSION January 26, 2016 6:00pm Workshop 7:00pm MEETING Town Hall – 17 Main St., 2 nd Floor Meeting Room AGENDA 6pm -FOG Workshop with Small Water Systems 7pm Regular Meeting- In accordance with the requirements of the Open Mee ting Law, please be advised that this meeting will be recorded and broadcast over Lunenburg Publi c Access. ANNOUNCEMENTS Troy Daniels resignation Minutes help Pleasantview Ave. status Betterments for newly sewered areas expected in Dec . 2016 PUBLIC COMMENT APPOINTMENTS 7:00pm INFORMATION MEETING: Jamie Rheault, Whitman & Bingham -835 Leominster Rd- Leominster Sewer direct connect request 7:15pm Jamie Rheault, Whitman & Bingham - Unitil – 357 Electric Ave. CURRENT BUSINESS Budget FY17 review 274 Prospect St Peer Review Town codification recommendations Highfield Village – update on request of counsel Sewer Commission Projects review • Project list update • Grease Traps (Sue) – Inspections and decommissioning • Private Extension ( )- policy update • SCADA system ( ) • Funding Sources for Public Projects/Individuals ( S ue) – Septic Repair program • Flow Rate/Metering (Mike) • Business Systems and Process Improvement (Carl) Pump stations – • Francis St generator • Weekly reports Business Manager Report • CWMP Placeholder for Annual Town Meeting Warrant • Annual Report • Invoices • Website UPCOMING SEWER COMMISSION ACTIVITIES February 9, 2016 Regular Sewer Commission meeting, DPW Commissioners Comments Adjournment ======================================================================================== DOCUMENT : 2016-01-26-minutes-5535.txt BOARD : sewer-commission DATE : 2016-01-26 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-01-26-minutes-5535.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01262016-5535 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 1/26/16 Sewer Commission workshop/meeting - Town Hall, 2nd floor meeting room. Attendees: Chair, Cari Luck, Members- Mike Nault, John Reynolds; Business Manager, Barb Lefebvre. Minutes clerk, Emily Lehto. Absent - Sue Bunish Guests = Deb Trumbull, Heather Montalvo - SWSS, Bob Ebersole, BOS liaison FOG workshop with Small Water Systems Services -Carl opened the meeting at 6:03pm. Barb handed out Original Scope of Work and Contract and all present reviewed. Debbie and Heather from Small Water Systems Services (SWSS) arrived at 6:10pm. Carl stated the plan to recap external interceptor inspections of January 12th and go over scope of work. Bootlegger's was discussed first. It was mentioned that the outside grease trap needs to be raised by 11 inches to 23 inches. Carl interjected that Al later had said he was incorrect about that. The dishwasher is not hooked up to the inside interceptor which is against regulation and the owner also reported that they use enzymes which they are first supposed to get permission from the Sewer Commission. The log was also not onsite which is very important because it needs to be updated and maintained. Carl stated that we need to check what the state plumbing code states about dishwashers being connected to see if the Lunenburg regulation needs to be changed. John mentioned that high temp dishwashers produce more grease. Hannaford's was discussed next. They have a 1,500 gallon tank with a 4 inch grease layer and 4 internal that are cleaned weekly by Stewart's Septic. There were no issues. The discussion moved to Sean Patrick's. There is a new addition with a sewer connection and all grease is going into one trap. There was lots of sludge and sand present. It was suggested that next time someone be present when it is cleaned to make sure it is done properly. The dishwasher was also connected to the sinks. One internal trap that they opened wasn't being properly cleaned. The owners didn't understand that the first part needed to be cleaned defeating their good habits. Carl brought up the need to train people who clean their own internal traps. Bootlegger's and Hannaford's have professionals do theirs but no one else does. Heather agreed that training is needed for that. The Ugly Omelet was then discussed. This site needs a lot of help. They are dumping stuff into the sink and neither the sink nor dishwasher is connected to an internal. It is going directly out and no one is sure where. There is also oil on the roof because the filters are not being cleaned. The owners were not available at the time. John asked if there was a log present and Heather said there was not. Carl stated that they needed to get the plans because some reports show that they have 2 tanks which is strange for an establishment that size. It was agreed that this place needed to be visited again with the owners present. Barb stated that tanks were last cleaned on 11/15. Asian Imperial was discussed last. Heather stated that there was not much to report. They were very ready with all the answers. It was mentioned that Al was aggravated because he missed the last pumping that he wanted to be present for. Debbie stated that a lot of times the pumper's come very early in the morning before anyone is there. Carl asked when the inspection for Dario's and Ixtapa, which share one interceptor, will be scheduled. Debbie stated Monday or Tuesday of next week. Carl asked that they let him know so Mike, John and himself can attend. Bob then asked if they have identification to show that they have authority to do inspections. Debbie stated that they do and that they also have a letter of authorization. Carl asked if there were any items in the regulations that anyone would like to discuss. Barb mentioned that the monthly inspection of the external tanks was still a question. Carl states that he has gone full circle with this idea and has concluded that it is a dangerous activity. Debbie mentioned that they have had an employee out since July who dropped a manhole cover on his foot. She also brought up that some people would be unable to this on their own. Mike stated that this is unenforceable and unnecessary if it is being pumped regularly. He also agreed that it is dangerous. John agreed and then asked SWSS if they saw anything out there that had anything of concern. Debbie stated that the first time they saw Hannaford's there was several teet of sludge and there was a question on when the last time it had been cleaned. John mentioned that the state minimum for pumping is every 6 months. Debbie agreed but mentioned that when money gets tight people might try to get by with only doing it once. Carl asked if SWSS could help them verify someone's pumping record. Debbie stated to send these to them and they can verify. Carl stated that the inspections are not enforceable. Numbers need to be provided by owners and surprise inspections used to verify these numbers. This needs to be enforced or an alternative needs to be accepted. Bob mentioned there are various regulations from different towns. Some places may not need to be inspected as often based on their pumping records. Carl agreed that there needed to be a better understanding of what they are requiring. It needs to be reasonable and enforceable. Car mentioned the need to train and educate on the 25% rule. People under the 25% rule do not have to pump their tanks every 6 months but have to inspect often. Mike stated that there needed to be accountability and consistency in showing up. Carl mentioned that there is a second round of inspections planned and one thing learned from the first round is that it only takes a half hour to inspect each place. They are not going to be scheduled appointments and they will be completed next time SWSS is in town so there is no travel time. He concluded that Inspections with SWSS should be completed every 3 months and until more is learned, restaurants will be required to pump every 6 months. Debbie stated that their fee would be $70/hr. Carl stated that this had to remain cost neutral so the residents are not funding the restaurants. He mentioned the possibility of requiring restaurants to have 2 different permits; one for interceptors and one for internal. Carl stated that given reasonable cost they want to enforce a monthly inspection and asked if SWSS would be willing to do this for each Food Service Establishment (FSE). Debbie had a proposal for a grease trap program which was reviewed and she will send copy electronically. Discussion then moved to the Type of Services that SWSS is going to provide for Lunenburg. Drawings and maps of each FSE and documentation of inspections needs to be sent to SWSS. Heather proposed all incoming materials regarding this be sent to them to keep track of. She also stressed the need to educate. Bob stated that anything being sent to SWS needs to be public record and shared. Heather stated that they will be sending quarterly reports as well. Heather mentioned that each FSE has a Binder provided by SWSS that has all necessary forms, regulations and logs to keep handy and organized. Debbie mentioned that a follow up letter needs to be sent to each FSE after inspection. They can send a copy to us to mail out. Carl wrapped up the workshop by stating the proposal draft will be reviewed and regulations needed to be discussed. He asked that a report be sent of what was discussed tonight. Debbie stated that she will send an email about scheduling the next round of inspections for Monday or Tuesday. ===PAGE 2=== Regular Meeting Called to Order 7:08pm. Carl announced, "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." Announcements: Troy Daniels has resigned from the Sewer Commission effective immediately. Carl read his resignation that he received via email. Carl stated that Troy challenged their thinking and led to better decisions made. He thanked him for his contributions to the Commission and his input will be missed. Emily Lehto was then welcomed. This is her second meeting and she will be taking minutes and helping the Sewer Commission get caught up on delinquent minutes and staying current. There was good news with Pleasantview Ave status. It has reached substantial completion and almost everything is complete, including testing. The only thing left is overlay in the spring. Connections can start to be made. After completion, the final cost will be assessed and residents can expect to see the betterments in their December 2016 bills. Appointments: Jamie Rheault from Whitman & Bingham is seeking a Leominster Sewer direct connect to 835 Leominster Road. He stepped forward at 7:10. Carl apologized for running late. Jamie introduced himself and stated that he is representing Kevin Hill who is planning on building several single family homes on Leominster Road. At the last meeting the Commission had requested that Jamie put together testing data and he had told the commission that hed reach out to Jim Gareffi of the Board of Health (BOH) which he did. He explained to Jim that a letter was needed stating that the land was not suitable for septic. He requested to have the letter completed in 2 weeks so it will be available for the next meeting. Jamie will also meet with Roger Brooks later in the week and will review iMA and discuss capacity. He will let the Commission know the results of that meeting at the next meeting as well. Jamie will give all data he currently has to the Commission for review before he is back in 2 weeks. Carl asked if they would be able to tell from the documents or Jim Gareffi's letter that no innovative alternative would be possible. Jamie stated that he will contact Jim and have him include that. Carl stated that it needed to be confirmed that if the BOH would not allow conventional, that it would not allow alternative either. Mike asked if he was under this assumption because of the perc tests. Jaime said yes. Carl asked if it was possible to walk site and Jamie stated that the applicant has agreed but he would need to contact the current owner which he will do before next meeting. John R. mentioned the possibility of future expansion at the site. Carl ended the appointment by stating that it will be the decision of the Commission to allow or not. The next Appointment was also with Jamie Rheault of Whitman & Bingham regarding the Unitil proposal at 357 Electric Ave. to talk about the process of Unitil moving their facility to the old drive-in location. Carl stated that the DPW will review drawings. The peer review has been completed and he is not sure if the Sewer Commission needs to review. It needs to be decided whether they want a separate peer review though. The Commission stated that they wanted to know more about the floor drain where vehicles are to be washed. Jamie noted the efficiency of Graves Engineering who had completed the peer review and his desire to have them continue. Carl noted that he'd reviewed the Graves peer review report and noted that Mr. Walsh had deferred some comments until he has met with the Commission. Jamie did speak with him and plans to come before the Commission. Carl stated that that is the next step, to have the peer reviewer come in with his plans and reports and asked Barb to coordinate getting both Mr. Walsh and Jack Rodriquenz at that meeting as well. Jamie stated for confirmation that the next step is to have the peer reviewing engineer come before the board and then the Sewer Commission can approve the application. Jamie noted that the Commission must vote to approve any project over 330 gallons per day per our own Regulations. It was confirmed that he'd come in for that approval at the next meeting, as long as we can get the peer reviewing engineer to come in to review project before him. Mike noted his concern with the pre-existing depth of the sewer, in some areas of less than 1'. Jamie noted that the project can be built without moving sewer and has been told that the subject area is encased in concrete. Jeff Walsh wants to insulate the private lines but otherwise should be all set. Carl asked for clarification exactly where the floor drain and oil/gas separator are on the plans. Jamie came forward to show the Commission the location and specifics. Per Jamie, it is a typical MDC trap that everyone uses. CURRENT BUSINESS Budget FY17 - Carl requested that Barb go through each line on the proposed budget which she did. Barb needs to follow up with Adam Burney of the Planning Board about the timeline on 274 Prospect and whether these connections can be figured in to FY17 connection permit revenues. As for Grease Trap fee revenues, Carl reviewed the fee structure - $50 compliant, $100 partial, $250 non- compliance and that the Commission will be focusing on these over next couple months, stepping up monitoring compliance. He therefore encouraged everyone in the TV audience to be compliant and that if you are non-compliant, you will go up to the next step of fees. Staying fully compliant is not an easy task but very important and the Commission will become more diligent in ensuring compliance. Carl also noted that he did get an update on the John Fitch Highway project from Fitchburg and that our part is only a small part of what is going on. Fitchburg can't assess our fees until the big project is done so we don't yet know what our portion is. He is in contact with the new director in Fitchburg who told Carl that it is unlikely that we will be assessed the costs for the John Fitch improvement in FY17 but that it is getting closer and we have to keep it in the budget to protect the Commission. Barb will talk with Jack Rodriquenz about jetting the lines and whether we should be doing it and keeping it in the budget. Barb noted that electricity costs spike in the winter months as there are heaters in the pump stations to keep the water and oils at operating temperatures. The Commission would like to look into a more efficient way to heat the stations to reduce costs for winter months. On the professional meetings/ training/ subscription line, Carl noted we have money for training available. Opportunities for training were reviewed, including Mark Abramson's Enterprise Fund training which Barb attended several years ago. Carl noted that the figures on the Highfield revenue versus expense looks inverted. Barb remembered questioning this previously and will look into it to make sure. Flow Assessment has agreed to renew their contract for under $10,000, so we will not have to go out for bid. Barb had spreadsheets for backup on both the indirect costs and debt service payments that she will forward to the Commissioners. Barb will work to figure out potential assessment and 1sl payments to be received via tax bill on the SRF betterments in December 2016 for the Betterment revenue line. 274 Prospect St Peer Review - Carl noted that we'd received the peer review. He was not sure when the hearing was continued to with the Planning Board but does want to schedule to have the peer review come in and discuss what he sees on the plans. Barb will invite him to come in for the 219 meeting. ===PAGE 3=== Town codification recommendations - It was discussed that we need a working session on regulations review. Highfield Village - Carl noted that there was no new news from counsel. We were going to counsel on whether Highfield was eligible to being charged privilege fees. Carl added that if we are to charge privilege fees, we need to get it going as soon as possible to alert the owners since they are unlikely prepared to pay those fees. Sewer Commission Projects review - Carl noted that there are openings on the Sewer Commission and encouraged people to give it a try. Elections are coming soon and appointments would be made by the Board of Selectmen and the Sewer Commission to carry through until next election. Grease Traps - Sue is out sick and will update at next meeting. Private Extension policy- Carl asked if we were ready to vote on the changes to the Private Extension regulation. Barb noted that she'd sent the final, counsel-revised edition in the package. Not enough members had yet reviewed it, so it was postponed to the next meeting for a vote. SCADA system - Finally received updated quote from SWSS. It was noted that it went up slightly. Carl would like to see this cost lowered and to get another quote. It was discussed if they were saving us money in the end. Carl asked that Barb send the quotes received for SCADA to the Commissioners for review. Debbie had stated in an email sent 1/7 that SWSS would give a new quote for less. Barb noted that Jack R. wants to discuss this with Jimmy B. before any decisions are made. Funding Sources for Public Projects/Individuals - Sue is driving this but Car restated that one of the activities is working with the BOH that manages a pool of money of roughly $100k. This money is available for loans to people with failing septic systems. The rules for this are still in the process of being figured out. Originally, it was solely used for replacing septic but now a loan is available to those who have a failing septic and want to connect to the sewer if available. Carl believed it was a 10 year, low interest rate loan. He stated that the BOH could be contacted with any question's regarding this and that there will be a public hearing soon. Flow Rate/Metering -Mike stated that all is good, but that he wants to be included on the next flow meter inspection. Carl added that, with the billing cycle, we are close to being able to do the water to flow meter comparison. Pump stations -Francis St generator - Barb noted that we'd received a quote for the work which Jack had accepted and authorized the work to be done. No issues with the pump station reports. Business Manager Report - CWMP-Barb stated work will start in February per a conference call with Wright Pierce and that the Annual Report is due 2/25. Barb is looking for volunteers to help with this. She is also looking for volunteers to help stuff envelopes to send out Q3 billing next week as no Tax Workoff volunteer has been assigned to the DPW yet. There were 4 invoices for approval. The first was the Weston & Sampson connection fee work of $1147.50 for which Carl and Steve had exchanged emails. Carl noted that the next step is for Weston & Sampson to meet with Jack to discuss and that it must be done quickly as the case goes before the judge on 2/2. Barb will contact Steve to let him know the urgency. Two invoices were from Wright Pierce for work completed on Pleasantview through December 25', and one invoice was from Fitchburg for the amount that was expected of $8597.99. Barb had updated the website with the information on Troy's resignation and the date that residents of Pratt, Lakeview & Pleasantview could expect to see betterments on their tax bills as December 2016. She stated that she was waiting for the septic repair program to get finalized before posting information on that. Carl asked if Barb's updates went on the website directly but Barb pointed out that they are first approved by either Steve Malandrinos (IT) or Kerry before being posted to the site. Minutes of 1/12/16 were sent out 1/2, but were not put on the agenda. It will be on the 2/9 agenda for acceptance. Everyone complimented Emily on work well done. Carl asked for the word version as he had several small edits which he would like to make before they are sent again. Barb noted that the Next meeting was February 9, 2016 at the DPW. Carl asked for public comments. Bob E. came forward to clarify that on the funding program-time period, the loan is 10 years if the project is under $5k and 20 years if over $5k. Mike had one more comment on grease trap reporting and introduced the possibility of online reporting where restaurants could just post their reports online. This may help to generate email reminders. Carl asked Barb to mention this to Carl asked for the motion to adjourn. Mike made the motion, John seconded. Vote taken was unanimous. Meeting adjourned at 9:13pm. Respectfully submitted, mils Jehti Emily Leht , Minutes Clerk ======================================================================================== DOCUMENT : 2016-02-09-agenda-5536.txt BOARD : sewer-commission DATE : 2016-02-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-02-09-agenda-5536.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02092016-5536 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 9, 2016 7:00pm MEETING DPW Conference Room, 520 Chase Rd. Lunenburg AGENDA 7pm- Regular Meeting ANNOUNCEMENTS APPOINTMENTS 7:00pm Jeffrey Walsh, Graves Engineering-Peer Revie ws • Unitil relocation project- 357 Electric Ave. with J amie Rheault, Whitman & Bingham • 274 Prospect St. Project 7:30pm - Jamie Rheault, Whitman & Bingham -835 Leom inster Rd- Leominster Sewer direct connect request CURRENT BUSINESS CWMP update discussion Pump Stations O&M Contract Budget FY17 Grease Interceptor inspections status – • SWSS program • 308 Mass Ave (Crossroads) inspection Hollis Hills project status Private Extension Policy update Permits to Connect – 17 and 31 Pleasantview Ave Sewer Commission Projects review • Project list update • Grease Traps (Sue)- planning for regulation review and hearings • SCADA systems • Funding Sources for Public Projects/Individuals ( S ue) – Grant/loan program through Rural Development • Flow Rate/Metering (Mike) • Business Systems and Process Improvement (Carl) Minutes for approval – 1/12/16, 1/25/16 Pump stations – Reports w/e 1/16, 1/23 Business Manager Report • Sewer Commission vacancy • Highfield Village • Annual Report • Invoices • Website UPCOMING SEWER COMMISSION ACTIVITIES February 23, 2016 Regular Sewer Commission meeting, Town Hall Commissioners Comments Adjournment ======================================================================================== DOCUMENT : 2016-02-09-minutes-5536.txt BOARD : sewer-commission DATE : 2016-02-09 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-02-09-minutes-5536.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02092016-5536 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== capacily. size of pipe. It was discussed that the Town should get an oil/grease separator policy that is standardized for the entire Town so that engineers can just pull the requirements from Town documents. Jamie wanted to confirm the process: he would fill out the Large Project application, providing the Commission the estimated flows, make the minor plan changes. He confirmed that he will send the changes to Jeff at Graves and cc the Commission next week. Once that is done and Graves Engineering approves, the Commission will send him a like it will support the project and should have that letter within 2 weeks. Also, he has not been able to get an answer yet from Roger Brooks on the subject and hopes that he has done so by the next meeting. He asked that we have it on the next agenda. Jamie and Marc Belliveau left the meeting. The project at 274 Prospect Street was discussed next. There was a question from the January 8th letter. Question #24 stated "No further comment" at the end. Was everything fixed? Jeff explained that the letter structure is structured so the most recent information is at the reader's fingertips. There were a number of issues but none major. He wanted to get them on the table and the best way to do that was through a draft letter dated September 8th. It was never an official letter. All issues were resolved. The discussion then went on to the design of the sewer which was done by W&B. Discussion focused on the manhole and the plug cap. Plan will be revised and a copy sent to the Commission. There are no other major concerns. The number of units has been reduced from 22 to 18. Inspections will be done as work is completed. Jeff mentioned that W&B is a small engineering firm that works a lot with water/wastewater. The sewer commission asked for a reference on SCADA systems, telemetry and remote monitoring. 835 Leominster Road - Carl wanted to have a dialogue about 835 Leominster Road. Jack provided some history with that area as it relates to Leominster sewer. It was noted that in 2011 the lot was subdivided into a 3 acres lot and 11 acres lot. A new septic system for a 3 bedroom house was installed at the same time on the 3 acre parcel. The commission concluded that not being able to install septic on the 11 acre lot was not a hardship. The situation was created when the property was subdivided. Developing a procedure and policy about these types of situations was also discussed to help guide future commissions. An excerpt from an email from counsel was read. It stated that since the property is outside the SSA there is no obligation of the Commission to allow a connection to the Lunenburg sewer system. Whether the Commission has the authority to deny connection to Leominster is less clear and not necessary to answer since any connection to Leominster would have to be done pursuant to an IMA. Current Business - CWMP - Carl noted that we need to update the information provided by the Planning Board and get it to Wright Pierce. Pump Stations O&M Contract -It was noted that the SWSS contract is coming up to bid on 7/1/2016. The process needs to begin and it was discussed who would be bidding. Currently, Small Water Systems Services, L.L.C. has the contract. Wright Pierce bidding was discussed. Also discussed was what would be in the contract and having it include generator maintenance. A meeting will be held beforehand to discuss and decide on the details. Budget FY17 -There are still some issues with the projection of the 20 year budget. The betterment portion of the operating budget still needs to be figured out. Interest rates for loans were discussed and whether that number should be 2% or 5%. A new updated spreadsheet is currently being worked on. Grease Interceptor Inspection Status - SWSS Program - The Small Water proposal that was received January 26th was discussed. It contained an overview of present regulations and detailed how the restaurants would submit paperwork to SWSS for them to track and how they would contact restaurants for non-compliance. It was brought up that an online reporting option should be added. This will be discussed in the next meeting. 308 Mass Ave (Crossroads) Inspection - The issues from the Crossroads inspection were discussed. The inlet pipe does not have inverted T. This needs to be fixed, inspected and confirmed with a photograph for the record. There was a 3 bay sink that may not be ecled toan interceptor anda second 3 bay sinka lra withora grese rae Die cursion fol andon tareanld bere ired ernd what the regulations should state. It was suggested that meetings/workshops be held to discuss this and that a hearing on the new ===PAGE 2=== Project List paales Sue proposed adding a Frequently Asked Questions section to the website. Often even though the information is there, people do not know where to look. Sue will work on this project, It was noted that care must be taken to make sure correct information is posted and there should be a disclaimer suggesting people refer to their attorney or tax professional. Grease Traps (Sue) -Non-compliance for Hadwen Market, Donnelly's and Walmart were discussed. It was noted that Donnelly's was definitely the least compliant and it was decided that the non-compliance process would start. A letter notifying them of their non- compliance and a $50 fee will be sent. If nothing is received in 30 days there will be a $25 per day penalty. SCADA Systems -It was discussed if it was worth the expense to have SCADA Systems at other stations. It was suggested that it needed to be determined how many visits SCADA had saved and therefore saved the Town money. SWSS could help determine this. The three larger stations were discussed: Leominster Road (already done), Mass 1, and Dana. Funding Sources for Public Projects/Individuals (Sue) - Funding Sources for Public Projects/Individuals (Sue) -The grant/loan program through Rural Development was discussed. We need to determine the rural designation area. Sue and John will work on this Wite ear an Program aner hang noone wring at would dude apricans who are interested a se hooking up to town sewer. Flow Rate/Metering (Mike) - Mike was there for the beginning of the flow meters inspection by Flow Assessment. Wright Pierce was also present to look at replacing the cabinet on Mass Ave. Mike noted that everything is in place as far as wiring and just needs to be set in place. Wright Pierce will get back to us with a quote. Minutes Approval- John wanted to make a clarification on a comment he made during the January 12th meeting. He meant that owners should want their tanks cleaned correctly because they are spending money on it. Minutes of January 12 and January 26, 2016 were approved. January 12, 2016 - Motion: J. Reynolds, 2nd: S. Bunish. Vote: all in favor January 26, 2016 - Motion: M. Nault, 2nd: J. Reynolds. Vote: all in favor Business Manager Report The Sewer Commission vacancy has been posted in the Ledger and on the Bulletin Board. An interested party has already approached Mike who suggested he fill out the talent bank form. Highfield Village - Counsel was asked if they would have to pay privilege fees and it was determined that they do not. The line did not cost the Town any money, so a privilege fee cannot be charged. Discussion followed regarding developments that were not in place at the time the line was installed that are eligible for being assessed a privilege fee. The Commissioners also discussed the design for Highfield Village and whether the plans had changed to include pumping stations. The Commission will need to review the new plans if this is the case. The Annual Report is due February 25'. There will be a draft for the Commission to review at the meeting on February 23rd. One invoice was approved for payment. Next meeting on February 23. Motion: J. Reynolds To adjourn meeting at 9:43 pm 2nd: M. Nault Vote: All in favor Respectfully submitted, Emil Lelto Emily Lehto, Minutes Assistant ======================================================================================== DOCUMENT : 2016-02-23-agenda-5537.txt BOARD : sewer-commission DATE : 2016-02-23 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-02-23-agenda-5537.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02232016-5537 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 23, 2016 7:00pm MEETING Town Hall – 17 Main St., 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 being recorded and broadcast over Lunenburg Public Access. 7:00PM PUBLIC COMMENT ANNOUNCEMENTS Town Caucus APPOINTMENTS 835 Leominster Rd- Leominster Sewer direct connect request –Jamie Rheault, Whitman & Bingham CURRENT BUSINESS Highfield Village Development update 274 Prospect St. peer review FY17 Budget Town Meeting Warrant Articles - Budget articles, Bylaw-Regulation changes, CWMP Grease Trap/Interceptor Program status - Crossroads Plaza, SWSS 2/9/16 report, SWSS proposal, Regulation changes/hearing Pump Stations - RFP on O&M Contract plan/status, We ekly reports review Wright Pierce – CWMP update, Manhole Inspections Annual Report Minutes/Action File Issues Sewer Commission Projects: List update, Grease Trap s, SCADA, Funding Sources, Flow Meters, Business Systems Improvement Business Manager Report UPCOMING SEWER COMMISSION ACTIVITIES March 8, 2016 Regular Sewer Commission meeting, DPW ======================================================================================== DOCUMENT : 2016-02-23-minutes-5537.txt BOARD : sewer-commission DATE : 2016-02-23 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-02-23-minutes-5537.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02232016-5537 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Appointments Jamie Rheault from Whitman and Bringham did not attend to discuss the Leominster Sewer direct connect request for 835 Leominster Road. Carl had contacted him after the last meeting and had an informal discussion about the request. He informed him that the request was not being supported but that the commission was open to discussion. Current Business Highfield Village - Carl attended a Panning Board meeting and gave the Commission an update. This development is based upon a cluster development model. This allows more dense housing but 50% has to be open space and of that only 10% can be wetland. Currently, 50% of the open space is wetland. The Planning Board will determine what happens next. The current sewer drawings are the same except for the addition of one pipe and a pump. The pipe was added beyond the Sewer Service Area to where there is to be a future development. Previously, the Sewer Commission had told them that they had no say to what pipes they put in the ground but made it clear that the area would not be added to the Sewer Service Area. There has now been a pump added. Carl requested that the Planning Board ask them to remove the pump during public comment. The Planning Board 274 Prospect Street, Peer Review - New plan sheets were sent out after last meeting that incorporated the requests that Jack Rodriquenz had made. FY17 Budget - The budget will be going before the Finance Committee on March 17t. An updated budget was sent out to the commission for review. Carl described the graph he had created marking betterment debt service and betterment income. From an income point of view, for the new betterments, a flat line projection based on 2% interest was used. He wanted to ensure it is conservative on income. The betterment for new projects still needs to be tied down. Weston & Sampson will be assisting with this. There is a timeline for people to be notified in mid-August by letter on the betterment and for them to see it on their tax bill in December. Carl reviewed the budget. The operating budget has an excess of $78,000 and there is a betterment deficit of $155,000. The Sewer Commission will end the fiscal year in the red with $77,179.72. Motion: J. Reynolds 2nd: M. Nault To approve the FY17 Budget Vote was unanimous. Town Meeting Warrant Articles - The Town Meeting will be the first week in May. Warrants for the town meeting must be to the selectman by March 24th. What the Sewer Commission will be submitting to the selectman was discussed. They will be asking for a transfer from the enterprise fund to cover the $77,000 in red from the budget and for transferring capacity fees collected to the capacity fund. A revised comprehensive sewer plan will also be presented for approval by the Town. There is no change to the Sewer Service Area but there are updates to flows being sent to Leominster as opposed to Fitchburg, which has higher rates. Also, the cost models have been updated taking into account what has been learned from the latest extension. Bylaw-Regulation Changes - Bylaws can only be changed at Town Meetings but regulations can be changed by the board. There is no documented process for changing regulations. Carl suggested setting up some workshops to discuss this issue and formalize the process. The commission agreed. It was suggested to start by viewing other commission's policy on changing regulations. Grease Trap Interceptor Program Status - A letter was sent on February 19th to the owner of Crossroads Plaza requesting that research be done into the construction of the external grease trap. What was on plan was not what was built. He was also advised that the Sewer Commission would like to be present when he does have it inspected. The owner will first need it pumped and the features confirmed through pictures. The second step would be to have any necessary repairs completed. ===PAGE 2=== started. There are two things needed: the requirement of what we want quoted and the RFP process. The contract needs to be fine-tuned and have meter readings, generator maintenance and possibly grease trap added in. Weekly Report Review Pump Station Reports - Mike N. went through them and there are no concerns. Wright Pierce - An update on CMP was given. Currently, they are working on updating what is going to be developed over the next 20 years in Town. Manhole Inspections - There is going to be a meeting at the DPW on February 24th with Jack R. to discuss the details of the upcoming manhole inspections. Carl L. and John R. will be attending. Annual Report - The annual report that Barb L had put together was discussed and approved. Minutes - The minutes from February 9, 2016 will be amended to clarify the funding sources for public projects/individuals. The Board of Health has the Lunenburg Septic System Repair Program which is separate from the Rural Development grant/loan. Motion: J. Reynolds 2nd: S. Bunish To accept the 2/9/2016 minutes as amended Vote was unanimous Action File Issues - Q3 Commitment was signed off on as well as invoices from Fitchburg and Leominster. An invoice from SWSS was also discussed. There were questions about billing for travel time, writing a proposal, putting a binder together and rates. Carl stated that they have to stick to the Statement of Work. Weston and Sampson submitted a bill for a connection fee analysis. They are close to reaching the $5,000 limit and will be advised that they are not authorized to do any more work. Sewer Update Commission Projects out of compliance be sent a letter to inform them that their permit will be suspended and the Board of Health notified if the fee is not paid. He also suggested that in the future establishments be given only a 30 day time span to pay the fee. SCADA - Wright Pierce was given the manual and has everything needed. They will be contacted to see when they would be able to give us a quote. John R. will be contacting another company and speaking with them to see if they would be interested in the project. This would give a total of three companies including SWSS. Carl would like SWSS to do a value analysis and detail how they've saved the Town money. Funding Sources - John R. found another document on the Rural Grant that gave more information about qualifying and what it entails. There is also a 2 page letter that gives information on who to contact in the agricultural department and how to go about the application. It was suggested that a link for both be put on the website for those interested. Also, it was suggested that this information be publicized on Public Access, in the Senior Center and The Ledger. Business Manager Report It was discussed putting Septic Repair on the website once the details were finalized. FAQ's will be discussed at the next meeting. The next regular meeting will be on March 8, 2016 Commissioners Comments Carl made a comment that he would like a more formalized relationship between the Sewer Commission, Conservation Commission and Planning Board. He suggested creating a forum for shared information to improve communication between the three. John R. agreed that this was a good idea. This could benefit the town and encourage development. ===PAGE 3=== ======================================================================================== DOCUMENT : 2016-02-29-agenda-5538.txt BOARD : sewer-commission DATE : 2016-02-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-02-29-agenda-5538.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02292016-5538 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 29, 2016 4:00pm Workshop DPW Conference Room, 520 Chase Rd. Lunenburg AGENDA 4pm - Workshop Regulations/Bylaw review • Grease Trap Policy/Regulation Changes • Regulation Change Process addition to Bylaw ======================================================================================== DOCUMENT : 2016-02-29-minutes-5538.txt BOARD : sewer-commission DATE : 2016-02-29 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-02-29-minutes-5538.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02292016-5538 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== a. It was the unanimous opinion that it an external trap is installed, it is not required to have internal traps on equipment i. Plumbing detail/diagrams are required to confirm all relevant equipment, drains are connected to the external trap. ii. Confirmation via on site testing should be done; dye, camera, etc. 2. External trap pumping a. At a minimum it was felt that on-site inspection at the time of pumping by a SC agent should be done at least once per year. b. The option of the SC taking over responsibility for pumping was seen as very interesting alternative i. Permit fee for establishments with external trap would be increased to cover cost for 2-3 pumping's per year. 3. Clarification of inspection requirements, internal and external traps a. If an external trap is used for all equipment, then it was the opinion of the participants that Sewer Commission monitoring of inspection and or cleaning of internal traps was not required b. For internal traps, inspection should require a measurement of grease to be logged weekly and if 25% level is reached before the required monthly cleaning it needs to be done at that time 4. Permit Fees It was proposed the annual fees be received no later than June 30 and if not received a letter be sent to the establishment that they do not have permission to dispose of kitchen waist into the sewer system. A copy would be sent to the BOH which should trigger action on their part regarding food preparation. Fee structure would be evaluated to cover all costs. c. The different fee levels would be reviewed, simplified, clarified and made clearer regarding which level applies 5. "Decommissioning" needs to be defined. The CMR may provide clear guidelines regarding when traps are not required that can be used. Regulation Change Process Discussed rough idea of a process to use for changes to Regulations. The goal is to improve visibility by the public and provide ample opportunity for public comment and input. Draft Plan: 1. Establish draft of proposed changes during regular, properly posted open meetings. 2. Once there is consensus on the proposed changes, advertise a formal hearing in a local newspaper at least 14 working days before the hearing. 3. Post the hearing at least 14 days in advance. 4. Hold two hearings at two consecutive open, regularly scheduled meetings, at least one of which must be televised and the other televised or taped for rebroadcast. 5. Hearings may be continued or closed after the two required hearings at the discretion of the Commission 6. Once the hearing is closed, the final changes will be drafted and voted on. ===PAGE 2=== VUIL 5. Need to review CMR and current regulation to identify any inconsistencies, wording, definitions, etc. or items that should be added to Regs. Sue B. (?) Follow up meeting to be called for Monday March 7t at 4:00 at the DPW. ›arl Luck, Chairmal ======================================================================================== DOCUMENT : 2016-03-07-agenda-5539.txt BOARD : sewer-commission DATE : 2016-03-07 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-03-07-agenda-5539.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03072016-5539 ======================================================================================== ===PAGE 1=== SEWER COMMISSION March 7, 2016 4:00pm Workshop DPW Conference Room, 520 Chase Rd. Lunenburg AGENDA 4pm - Workshop Regulations/Bylaw review • Grease Trap Policy/Regulation Changes • Regulation Change Process addition to Bylaw ======================================================================================== DOCUMENT : 2016-03-07-minutes-5539.txt BOARD : sewer-commission DATE : 2016-03-07 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-03-07-minutes-5539.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03072016-5539 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== include key documents to be provided, scnematic, equipment list, , capacites etc Add that Board of Health will be notified if no Permit is in place as of July 1st Target sending applications and new regulations to establishments by May 1st First "audit" by contractor Verify Permit documentation, schematic, equipment etc External trap changes Elimination of internal trap requirements based on equipment Sewer Commission/Contractor take on inspection, note additional pumping may be required Pumping still owner responsibility and may be required before 6 month minimum Have separate fee structure Need estimate of cost for inspections in permit fee Internal traps still need to meet requirements but not submit monthly reports Add state posting requirement Internal traps only Add percent measurement to inspection/record Add State posting requirement Respectfully, Carl Luck, Chairman ======================================================================================== DOCUMENT : 2016-03-08-agenda-5540.txt BOARD : sewer-commission DATE : 2016-03-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-03-08-agenda-5540.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03082016-5540 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2016-03-08-minutes-5540.txt BOARD : sewer-commission DATE : 2016-03-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-03-08-minutes-5540.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03082016-5540 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== bylaw states that proposed changes will be presented area ormal earn at will be soned or tell se meetings. The meeting will be advertised at least 14 days in advance. Once the hearing is closed, the final changes will be drafted and voted on. The approved changes will be posted on the Sewer Commission's website. Motion: John R. Second: Sue B. To approve the sewer bylaw article as presented on 3/8/2016 Vote was unanimous Grease Trap/Interceptor Program status The workshop from March 7* was discussed. There will be one more workshop scheduled for March 15'h. . The Commission reviewed the revised regulations. The changes were discussed, pertaining to the due date for annual permit fees, the fee structure, documentation, posting of CMR 248 requirements, timing for report submittal, water temperatures, how and when measurements are taken, and that restaurants with external units will not be required to Sal unis wilt bot be required to submit monthly reports. The new fees for establishments with an external grease interceptor should cover the Commission's expense of doing inspections 6 times a year. The hearing to present the changes for both the grease trap/Interceptor Program and the sewer bylaw article is to be scheduled for the televised meetings on March 29 and April 26" . Letters will be sent to the restaurants to let them know about the hearing. The hearing will be posted in the Ledger next week and will note both the grease trap regulation and bylaw change discussion. Compliance status/fee assessment Donnelly's and Crossroads were both sent letters notifying them of non-compliance. Donnelly's has not paid their annual fee and is missing one log. Letter of 3/4 was not sent certified. If they don't respond, Barb will send the notice out certified. Crossroads contacted the Commission and it was explained that their tanks needed to be cleaned and inspected. The owner will inform them when their tanks are scheduled to be cleaned. There was also a discussion of weekly logs that had been submitted. There were no issues with Bootlegger's. Administration of Grease Trap Program/SCADA Small Water System Services (SWSS) should be sending a quote for the Grease Trap Program by the next meeting. The Commission would also like them to justify the SCADA System and show how it saves the Town money. Pump Stations - O & M Request for Proposal status/schedule, Weekly reports Mike N did not have a chance to review the paperwork Barb had sent him for the O& M contract for the Pump Stations. He stated that he will contact Dave MacDonald who had worked with him on the previous bid on the 0& M contract. The timing was discussed. Mike said it should be completed by April 15". There were no comments on the weekly reports. Town Meeting Warrant Articles - Budget articles, Bylaw-Regulation changes, CWMP The Commission discussed the warrant articles for the next town meeting. They include the bylaw change, the stabilization fund transfer, the budget transfer to operate the Sewer Enterprise Fund for FY17 and the CWMP update. the ay cha cv, th update. The Sewer Commission will be asking the town to accept revisions to amend the CWMP. Wright Pierce project updates- CWMP There was a conference call with Wright Pierce to discuss the CWMP and issues associated with it. The potential rerouting from Fitchburg Sewer to Leominster Sewer was discussed by the Commission. It would cost $2 million and discussion followed as to how this would be funded. Manhole Inspections Wright Pierce is set to commence inspections on March 21s!. • Barb noted that we were able to get the missing manholes for Meadowwoods into GIS thanks to Weston & Sampson & Cartographics quick assistance. Budget Presentation to Finance Committee Carl reviewed the proposed FinCom presentation for 3/17. He showed the graph of the Enterprise Fund which shows retained earnings, debt services, income from betterments and the challenge of expense over income for a limited period. He will send a copy for the Commission Members to review once it is finalized. Sewer Commission Projects: Website - No update. On Rural Development, Sue B had attended a Board of Health meeting. There has been one applicant so far for the Septic Repair Loan program. Sue noted that the Ledger may be calling Barb for more information regarding costs to connect to sewer. SCADA - Woodard and Curran has been sent the manual. There are now three companies: Small Water System Services, Wright Pierce and Woodard and Curran. The members present did not think an additional vendor's quote would be necessary. Minutes - The minutes from the February 23" regular meeting and the February 29* workshop were presented and approved by the Commission. Emily had started work on prior minutes and Barb had sent minutes of 11/29/11 to the ===PAGE 2=== To adjourn at 9:15pm Respectively Submitted, Til Lat Emily Lehto, Minutes Assistant Vote Unanimous ======================================================================================== DOCUMENT : 2016-03-15-agenda-5541.txt BOARD : sewer-commission DATE : 2016-03-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-03-15-agenda-5541.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03152016-5541 ======================================================================================== ===PAGE 1=== SEWER COMMISSION March 15, 2016 4:00pm Workshop DPW Conference Room, 520 Chase Rd. Lunenburg AGENDA 4pm - Workshop Regulations/Bylaw review • Grease Trap Policy/Regulation Changes ======================================================================================== DOCUMENT : 2016-03-24-agenda-5542.txt BOARD : sewer-commission DATE : 2016-03-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-03-24-agenda-5542.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03242016-5542 ======================================================================================== ===PAGE 1=== SEWER COMMISSION March 24, 2016 4:00pm Workshop DPW Conference Room, 520 Chase Rd. Lunenburg AGENDA 4pm - Workshop Grease Traps • Deb Trumbull, Small Water Systems - proposal discus sion • Policy/Regulation Changes /square4 Application form /square4 Postings for Establishments /square4 Logs review Town Meeting Warrant Article Placeholder changes • Budget article • Inflow/Infiltration Sewer Bank Stabilization fund • Bylaw article ======================================================================================== DOCUMENT : 2016-03-25-agenda-5543.txt BOARD : sewer-commission DATE : 2016-03-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-03-25-agenda-5543.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03252016-5543 ======================================================================================== ===PAGE 1=== SEWER COMMISSION March 25, 2016 1:00pm Workshop DPW Conference Room, 520 Chase Rd. Lunenburg AGENDA 1:00pm - Workshop Grease Traps • Policy/Regulation Changes /square4 Application form /square4 Postings for Establishments /square4 Logs review Town Meeting Warrant Article Placeholder changes • Budget article • Inflow/Infiltration Sewer Bank Stabilization fund • Bylaw article ======================================================================================== DOCUMENT : 2016-03-29-agenda-5544.txt BOARD : sewer-commission DATE : 2016-03-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-03-29-agenda-5544.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03292016-5544 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2016-03-29-minutes-5544.txt BOARD : sewer-commission DATE : 2016-03-29 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-03-29-minutes-5544.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03292016-5544 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== that there is currently no formal process for regulation changes and this will allow for more visibility. It will improve public awareness of regulation changes and encourage participation. A hearing will be held over two televised meetings to discuss proposed changes. Both televised meetings will be advertised at least five days prior in the local newspaper. Once the hearing is closed the Commission will deliberate and draft the final regulation. Once the changes are approved, a notice of change will be published in the newspaper. The new regulation will take effect at the time of publication. Second Hearing - Changes to the Grease Trap Regulations The changes to the Grease Trap Regulations were presented. Their purpose is to keep grease out of the system and prevent damage. The Commission has put a lot of energy into achieving full compliance but has been unable to achieve this. After reviewing the regulations, some were found to be unclear and inconsistent with state regulations. Carl reviewed what the Commission has done to date such as: posted agenda items, contracting with Small Water System Services, posting a hearing notice and sending letters to all current grease trap users. The changes presented pertain to the due date for annual permit fees, the fee structure, documentation, posting of CMR 248 requirements, timing for report submittal, water temperatures, how and when measurements are taken, and that restaurants with external units will not be required to submit monthly reports. The Town Caucus was held on March 14". Carl Luck and John Reynolds are both on the ballot for 3 year terms. There are two openings for the Commission: a one year term and a two year term. The warrants the Sewer Commission has for the Town Meeting were reviewed. There are three budget articles: Transfer from Enterprise Fund, Transfer to Capacity Account and Creation of Inflow/Infiltration Stabilization account. There is also the Bylaw Change and the CWMP update. Current Business Pratt/Lakeview/Pleasantview SRF Project - These three betterment areas have been reported as substantially completed. There are 9 to 11 residents already connected. One resident from the betterment has brought up concerns with the Selectmen's idea for a paving program. She felt that it would be unfair if that debt exclusion went through. Carl gave some background on this. It was previously believed that there Carl gave some would not be enough money in the Pavement Management Program to repave local roads. Many residents paid to have their roads repaired. It now appears that there will be money to repave local roads and there is concern about having to pay twice. Her concerns are currently being investigated with support from the Sewer Commission and the DPW director. 36 Summer Street - There is a proposed change to mixed use that the Planning Board is reviewing. It has not been brought to the Commission yet but Mike N. has reviewed it. The current business would like to add two apartments and assuming it is already on the line, the Sewer Commission only needs to accept the addition of residential. years. In addition to maintenance of the pump stations, maintenance of generators and the grease trap program are being added to the contract. The Weekly Reports appear fine. Dana Street had a check valve issue and Mass Ave had an issue with a dialer. Both have been resolved. Minutes - Carl wants to go back to approving the minutes rather than initialing as it will be easier. The minutes from November 29, 2011 were discussed. Carl L. was absent from the meeting and no current members were on the commission then. Carl noted that the minutes he reviewed were consistent with what happened before and after. Motion: Mike N. Second: Sue B To approve the minutes from 11-29-2011, although not present it has been reviewed Vote was unanimous ===PAGE 2=== new applicants. Loans are available to those who qualify for 20 years at 2% interest. Website - The website has been updated with the Grease Trap Regulations and the Bylaw. The next regular sewer commission meeting will be on April12th at the DPW. There will also be a presentation of Town Meeting articles to the Board of Selectmen on April 19" at Town Hall. The next public Town Hall The Town Meeting leon a at unenge in update will be on april 26 at at Lunenburg High School Motion: Mike N. To adjourn at 8:18pm Second - Sue B Vote was unanimous Respectfully Submitted milLerto Emily Lehto, Minutes Assistan ======================================================================================== DOCUMENT : 2016-04-12-agenda-5545.txt BOARD : sewer-commission DATE : 2016-04-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-04-12-agenda-5545.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04122016-5545 ======================================================================================== ===PAGE 1=== SEWER COMMISSION April 12, 2016 7:00pm MEETING DPW Conference Room, 520 Chase Rd. Lunenburg AGENDA 7:00PM PUBLIC COMMENT APPOINTMENTS 7:00pm Jamie Rheault, Whitman & Bingham for Unitil 7:30pm Richard Bursch, Lunenburg Storage CURRENT BUSINESS Grease Trap/Interceptor Program – Regulation change s, Small Water Systems proposal, Crossroads Grease Interceptor inspection, Donnelly’s, Lunenbu rg Schools, Zeda’s Pub & Grill Pratt/Lakeview/Pleasantview Paving discussion SCADA Flow Meters to Billing Pump Stations - Request for Bid FY17 Operations & M aintenance, Weekly reports Twin City – Betterment Reassessment Wright Pierce project updates– CWMP, Manhole Inspec tions Sewer Commission Projects: Website, Funding Sources, Business Systems Improvement Minutes/Action File Issues Office Report UPCOMING SEWER COMMISSION ACTIVITIES April 19, 2016 Joint Executive Session, Town Hall with Board of Selectmen and ZBA on Hollis Hills April 19, 2016 BOS meeting, Town Hall –presentation of Warrant articles April 26, 2016 Televised Sewer Commission meeting a nd 2 nd Public Hearing –Bylaw, Grease Traps, CWMP ======================================================================================== DOCUMENT : 2016-04-12-minutes-5545.txt BOARD : sewer-commission DATE : 2016-04-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-04-12-minutes-5545.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04122016-5545 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== He asked if they are pumped once a month and inspected at that time, if that would suffice and if there could be something put in the regulations stating that. Stewart's has not been taking measurements when they have pumped. They have only been sending in a letter stating that they have been clean. Marc B. sated that they are trying to adjust to the new regulations and that they have asked them to start documenting this. Carl asked if someone could be trained, with the help of Small Water System Services, to take off the covers and do the measurements. Marc B. stated that several employees would have to be trained to do this and that it would be a lot of work for them; but if they are being cleaned monthly, they should be in compliance. Carl made the point that without the measurements in between there is no proof that they are not exceeding their limits and pushing grease into the system. Carl stated that the weekly measurements are needed to show that they only need to be pumped once a month. Once there are enough data points, they can apply for a waiver to modify the process. His feedback was appreciated and his concerns will be taken into consideration by the Commission. Unitil (357 Electric Avenue) Jamie Rheault, Whitman and Bingham - The intent is to have the plans for Unitil's new building at 357 Electric Ave approved by the Sewer Commission which will complete the plan review. He stated that the plans have already been approved by the Planning Board and the Conservation Commission. He would like a letter stating that the plans have been received and approved by the Commission. Next, they will apply for a building permit and then the contractor will come in for a sewer permit. Jeff form Grave's has reviewed the plans and suggested that the oil/gas separator size be increased, which they have done. Carl has concern that there is no allocation for flow on the wash station. Jamie stated that there is no separate calculation for that. It is all contained in the Title V calculation that takes into account the square footage of the building and the number of employees. Carl stated that having a wash station is not normal for an office and it is important to know the gallons used to calculate connection fees. Jamie has already brought this concern to Unitil's attention. John R. noted that accepting this design is independent of connection fees. Another concern was the pipe high in the ground at the entrance and that the coverage remains. Jack Rodriquenz stated that it is encased in steel reinforced concrete. The review letter from Jeff at Grave's was reviewed by the Commission. Motion - Mike N. To accept Unitil's plans for 357 Electric Ave Second - John R. Vote - Unanimous Lunenburg Storage (270 Electric Avenue) Richard Bursch - Richard Bursch came to present the plans for his self-storage facility and for approval of the change of use application. The plan is to have roughly 50, 000 square feet of building space with 420 units. There will be a roughly 1,000 square foot office with one bathroom that does not have public access. There will be sprinkler systems installed There is a stub present that lines up with the entrance that he would like to connect to. The Commission reviewed the plans. His plan is to erect steel buildings on foundations for mid-august so sewer and water will need to be put in before that time. There was some confusion about the stub coming from a manhole in the street. It was discussed that this is unlikely and probably a typo. The sewage flow from that location was also discussed. A letter from Whitman and Bingham that Mr. Bursch received stated the minimum flow of 200 gallons but calculated the usage at 75 gallons per day. The property is metered separately for water which is currently coming off of West Street but will be moved to come off of Electric Ave. There will be landscaping but there are no plans for irrigation. The Commission discussed the Change of Use application and whether there was a need for it. Carl questioned whether it should be a connection permit instead since there was no use of the land before. It was previously a greenhouse area with no sewer access. This detail will be squared away at a later time. ===PAGE 2=== data to apply for waivers. Richard Bursch also provided feedback on the regulation changes. He clarified for the Commission that there is only one interceptor at The Ugly Omelet that has two chambers with two manholes, which might have led to the confusion that there were two interceptors. He thought the changes were logical and made sense. His only concern was with the penalty for non-compliance with permit fees. He believed that the penalty should only be for the quarters of non-compliance as opposed to a year. It was clarified that the Permit Fee is billed once a year and not quarterly, therefore the penalty runs the whole year. Small Water Systems Proposal - The proposal was received the afternoon of the meeting so the Commission did not have time to review. Carl did note that the cost is still about 3x the fees collected at $19,500 and that there is all new wording that will need to be reviewed. He stated that there is still enough money in the program to keep it running until the contract is resolved Crossroads Grease Interceptor Inspection- John R. was present for the inspection at Crossroads of the external interceptor along with Twin River and Small Water. The original design has a 6,000 gallon tank but the tank present is only 1, 0000. There is also no baffle and only recently were T's put in the inlet and outlet. The tank was not built to design and this has allowed grease to enter the system. Twin River calculated the fog and sludge at 34%, which is in violation of the25% rule. The last time the tank was pumped was the beginning of December and Twin River has suggested that it be pumped every month. Carl noted two issues: What do we tell them to do right away and what are the steps to get the problem fixed. Jack R. was asked for his input. He suggested that the owner be told to install the designed tank and to pump as frequently as the Sewer Commission decides and to send documentation. John R. also suggested that someone from the Commission or Small Water be present at the next pumping since there seems to be communication issues through the owner to those doing the work and to ensure accurate measurements. After discussion, the Commission decided that Crossroads needs to pump once a month and to be notified two days beforehand. A Violation Notice of the interceptor not being to design with a $50 fine will be sent and due in 30 days of notification. It was also discussed having them submit an engineer plan within the 30 days also. If they are non-compliant, a per day fee kicks in and the Commission can choose to formally tell them that they cannot dispose of waste into the system and inform the Board of Health. Motion: Sue B To send Notice of Violation to Crossroads of $50 fine Second: John R. Vote - Unanimous Donnelly's - Carl informed the Commission that they have paid last year's permit fee. Lunenburg Schools - The schools will be cleaning their grease traps on April 20th Zeda's Pub & Grill - They have sent in permit for new location and are up to date on logs. Pratt/Lakeview/Pleasantview Paving discussion - Jack R., who will be overseeing the project, stated that it is all going to be paved through different funding sources. It may, in some part, reduce the betterment. Wright Pierce will contact CJP about extending their contract since some of the paving is contingent on the debt exclusion being approved when the Town votes on May 21st. The Commission discussed the debt exclusion and its approval. If approved, the debt exclusion will bring the roads up to SCADA - Wright Pierce will provide two quotes: one for installing a system similar to what there already is and another for broader SCADA software that the town could continue to add stations to. The new software could be integrated into the one station that has an existing system or they could start from scratch. They have committed to having it done by May 22a. . Mike N., John R., and Jimmy from Small Water met prior to the meeting with Wright Pierce and the fieldtrip to discuss the benefits of SCADA. It was discussed whether or not there are advantages for the Town to have SCADA. Currently, all pump ===PAGE 3=== So far 33% have been inspected. The commission went on to discuss whether the new manholes in the betterment should be inspected and the additional cost. CWMP - The major changes to the CWMP were reviewed. Some of the changes are with rerouting waste water from Fitchburg to Leominster. Leominster's rates are about half of Fitchburg's. This would reduce operating costs, and additional capacity capital costs to Fitchburg to fund John Fitch Highway. The revised plan does stay within the Fitchburg IMA but not within the Leominster IMA. The other changes include new extension cost estimates, which the Commission discussed, and updates. Pump Stations - Request for Bid FY17 Operations & Maintenance - Jack R. noted that there cannot be an RFP and a bid at the same time. This will be rectified. Mike N., Jack R and Jimmy all worked on cleaning up and clarifying the wording. The commission reviewed and some details with wording were discussed and changes suggested. The bid price section will be changed to have the bidder's labor rates included Pump Station Reports - Mike N. reviewed and everything is fine. A routine test was completed on a couple and new generator hours were discussed. Twin City - Betterment Reassessment - Twin City paid the betterment but has now divided the property and sold the lot the betterment was on. They are requesting the betterment be reassigned. The commission discussed this and concluded that additional information is needed for clarification. Sewer Commission Projects: Website - Barb has updated the website with new information. Minutes - The minutes were not received in time for review and will be discussed at the next meeting Invoices - One invoice from Small Water was received. It was an adjusted invoice that also included the Crossroads trip. It was for a total of 16 hours Motion - John R To approve the invoice for Small Water in the amount of $1,152.00 Second - Sue B. Vote - Unanimous The next Sewer Commission meeting will be on April 26 at Town Hall. This will be the second Public Hearing on the Bylaw, Grease Traps and CWMP changes and will be televised. There will be a Joint Executive Session on April 19 at Town Hall with the Board of Selectmen and ZBA on Hollis Hills. There is also a Board of Selectman meeting on April 1g, where the Sewer Commission will have a presentation of Warrant Articles. Motion - Sue B. To adjourn at 9:46pm Second - John R. Vote - Unanimous Respectively Submitted, Quit Lehto Emily Lehto, Mihutes Assistant ======================================================================================== DOCUMENT : 2016-04-19-agenda-5546.txt BOARD : sewer-commission DATE : 2016-04-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-04-19-agenda-5546.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04192016-5546 ======================================================================================== ===PAGE 1=== SEWER COMMISSION April 19, 2016 6:00 pm – Town Hall, 2 nd Floor Meeting Room AGENDA 6:00 PM Joint Executive Session with the Lunenburg Board of Selectm en and ZBA M.G.L. Chapter 30A, §21(a) To discuss strategy with respect to collective barga ining or litigation if an open meeting may have a detrimental effect on the govern ment’s bargaining or litigating position of the pub lic body, and the Chair so declares. Discussion of Lun enburg v. Hollis Hills, LLC ======================================================================================== DOCUMENT : 2016-04-26-agenda-5547.txt BOARD : sewer-commission DATE : 2016-04-26 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-04-26-agenda-5547.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04262016-5547 ======================================================================================== ===PAGE 1=== SEWER COMMISSION April 26, 2016 7:00pm MEETING Town Hall – 17 Main St., 2 nd Floor Meeting Room AGENDA In accordance with the requirements of the Open Mee ting Law, please be advised that this meeting is being recorded and broadcast over Lunenburg Public Access. 7pm Public Hearing Grease Trap Regulation change Bylaw change- Regulation update process CWMP update Regular Meeting ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS Twin City Waiver request Pump Stations - Request for Bid FY17 Operations & M aintenance, Weekly reports Pratt/Lakeview/Pleasantview Paving Grease Trap/Interceptor Program – Regulations, Smal l Water Systems, Crossroads Interceptor Wright Pierce project updates– CWMP, Manhole Inspec tions Sewer Commission Projects: Website, Funding Sources,SCADA, Flow Meters, Business Systems Improvement Minutes/Action File Issues Office Report UPCOMING SEWER COMMISSION ACTIVITIES May 7, 2016 Town Meeting, LHS May 10, 2016 Regular Sewer Meeting, DPW, 520 Chase Rd. May 21, 2016 Town Election, LHS ======================================================================================== DOCUMENT : 2016-04-26-minutes-5547.txt BOARD : sewer-commission DATE : 2016-04-26 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-04-26-minutes-5547.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04262016-5547 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== PUBLIC COMMENT Dave Rodgers from Highland Street asked about the betterment project. He had heard a figure of $67,000 at the Board of Selectman meeting. 7pm Public Hearing Bylaw change- Regulation update process - ATM Warrant Article 36 Carl read from the prepared presentation that is available at the DPW office. Colleen Flannigan, owner of Sean Patrick's, asked if everyone was going to start with a clean slate, as far as compliance goes, for the July 1s1 permit fee due date. It was clarified that there has always been an additional fee for noncompliance but it now has been simplified into whether you are fully compliant or not instead of three tiers. Carl stated that it will be a level playing field since most are not compliant. She also asked about waivers for external grease traps. Bob Ebersole from Main Street stated that as a homeowner on sewer, he supports the regulation changes. He noted that there is a requirement to get approval from Fitchburg and Leominster for the changes since that is where the waste water goes. Dave Rodgers had several questions. The first was how many internal and external Interceptors are there and what will be their revenue. Carl responded that there are 18 establishments that have grease traps. Eight of those have interceptors and of those one is in inactive and one is being deactivated so six are operational. There are twelve that have internal grease traps only. Carl noted that the new regulations will be effective upon publication and that the permit and fees will be effective July1st. Motion - Sue B. Second - John R. To close hearing on the revised sewer bylaw and regulation changes Discussion - Carl asked if there were any recommendations from users for modification to the regulations. John R. mentioned that there was one comment from 3/29 about training employees. Carl stated that this is part of the start-up cost and that training will be provided. He encouraged people to call and request training if needed. Vote - Unanimous CWMP update - Warrant Article 35 Carl read from the prepared presentation that is available at the DPW office. Carl opened this up for discussion with Wright Pierce. Kevin Olsen from Wright Pierce explained the different betterment costs for the areas. He explained that State Roads increase the cost because Mass DOT has special requirements when it comes to paving. Also, if there is less population density in an area this will increase the betterment cost because there are less units to spread it across. Dave Rodgers came forward and wanted to know more about Area 25. Carl stated that it would be a commercial district by Pioneer Drive that is more of an investment. He also questioned why the betterment for Area 6 was now $19,000 when $35,000 was bandied about. Carl explained that the costs were lower than expected and that $19,000 was a good estimate. Dave Rodgers made a point that there are additional costs, on top of the betterment, for residents who wish to tie into the sewer. He asked that Area 9, Whalom Area, be clarified. It was explained that the area includes Sunnyhill Road, Hollis and West Street. Dave R. also asked if the small pressure units on Lancaster Avenue will have to be replaced when Rolling Acres sewer is done. He also questioned why they were installed when Rolling Acres was a large area that needed sewer. Carl explained a gravity system with a pump station would have been over a million dollars and would not have been feasible for six people to cover and there were serious septic issues. Dave Rodgers asked how replacement pumps are going to be paid for when there are no funds accruing for it. Carl responded that there is the Enterprise Fund and Retained Earnings. This is where money would come from if a pump needs to be replaced or it may be borrowed. Carl added that they are in good shape with about $1.2 million if something where to happen. His next question was what Leominster charges the Town and what the people whose sewerage goes there are charged. Carl explained that there is one blended rate which ===PAGE 2=== see what manholes have defects and they will then make recommendations on rehabbing to prevent inflow. The report to the state needs to be submitted by June 15" and the Sewer Commission will have opportunity to review the draft before then. Carl asked if there are any areas to begin working on to reduce I/l. Matt replied that no major defects have been found. Twin City Waiver request - There is a request for a waiver and an abatement of the noncompliance fine that was assessed. They have removed the sink but documentation from the plumbing inspector has not been received. They will be contacted to provide this. Carl brought up a similar situation with the former Center Pizza, where there is an interceptor in the ground but the establishment is no longer preparing food. The Commission discussed waivers and deactivating grease interceptors. Section K of the regulations was reviewed which covers waivers for interceptors/traps. It states that as long as the interceptor is in the ground it must be inspected once every six months and cleaned once a year. The former Center Pizza will be informed that they should apply for a waiver. Pump Stations - Request for Bid FY17 - There are two options. It can either be a Request for Proposal or an Invitation for Bid. Jack R. stated that over the past years the Scope of Services has been fine-tuned and tweaked. He feels that the expectations, communication, pump station and generator maintenance has been well defined. He recommended that the Commission go out for a sealed bid with agreement by procurement officer. The other option would be the Request for Proposal (RFP). It involves offering it to vendors who will then come in with two envelopes. One envelope contains the proposal and the other their fees. The next step is to grade the different bids and then bidding could be opened. This was the process went through originally. There will be a pre- bid conference to further discuss the details and answer questions with prospective bidders. Jack stated that he would like to see a pay schedule for the transitional coverage per the same rate table added elsewhere in the document. All agreed and it will be updated. Motion: John R. Second: Sue B. To use the Invitation for Bid process for next O&M contract for the sewer system Vote - Unanimous Motion: Mike N. table Second: John R. To accept the Invitation for Bid document with the addendum of transitional support with rate Vote: Unanimous Pump Station Reports - No one had issues with reports. Pratt/Lakeview/Pleasantview Paving - There are no updates. Minutes will be moved to next meeting. Twin City - Reassessment request -Barb explained that we need to assign the betterment under the parcel id with School & Buildings. Betterment was originally assessed to the parcel ID 77-14 which was owned by Twin City. It is just land that they have now sold to Greener Living. Betterment should have been assessed to 78-69 where the school and church buildings reside. She had worked with the Assessors and Collector's office on this reassessment. Collector's had also provided backup to the new amount of $33,508.83. Assessors and Collectors need the Commission to sign the Reassessment form in order to put betterments under correct id. Carl had concerns about the betterments assigned to one parcel when Twin City had originally had 3 parcels. Barb noted that assessments were made on the buildings, but adjusted for frontages and exempted for pump station being located on the property. She added that Greener Living can be assessed privilege fees for the additional use per the bylaw. Bob came forward to clarify that for Twin City, as non-residential the betterment was assessed based on capacity, not land, so there would be no issues assessing further fees for future expansion. Barb will be sending Twin City a letter regarding the FY16 betterment and the correction to the parcel id's for both Twin City and Greener Living. ===PAGE 3=== concern is whether there is a floor drain and if that will drive the need for grease/oil separator.\\ Upcoming Sewer Commission Activities There will be an Annual town Meeting on May 7* at 9am at Lunenburg High School. On May 10th there will be a Regular Sewer Commission Meeting at the DPW. On May 21St, there will be the Town Election at Passios Elementary School. Commission Comments - Mike N. noted that this is his last televised meeting and thanked residents for votes to allow him to serve Motion: Mike N. To adjourn at 9:55pm Seconded: Sue B. Vote: Unanimous Respectfully Submitted, mul Lebto Emily Lehto, Minutes Assistant ======================================================================================== DOCUMENT : 2016-05-07-agenda-5548.txt BOARD : sewer-commission DATE : 2016-05-07 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-05-07-agenda-5548.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05072016-5548 ======================================================================================== ===PAGE 1=== SEWER COMMISSION May 7, 2016 9:00 am – Lunenburg High School 1079 Mass. Ave. AGENDA Current Business Annual Town Meeting Sewer Commission articles ======================================================================================== DOCUMENT : 2016-05-10-agenda-5549.txt BOARD : sewer-commission DATE : 2016-05-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-05-10-agenda-5549.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05102016-5549 ======================================================================================== ===PAGE 1=== SEWER COMMISSION May 10, 2016 7:00pm MEETING DPW Conference Room, 520 Chase Rd. Lunenburg AGENDA 7pm Regular Meeting ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS Mike Nault Town Meeting results Pump Stations – Invitation for Bid FY17 Operations & Maintenance, Weekly reports Pratt/Lakeview/Pleasantview project Grease Trap/Interceptor Program – Small Water Syste ms proposal , Annual Permit Fees, Monthly logs SCADA proposals Minutes/Action File Issues Business Manager Report-YTD Budget, I/I DEP Plan & Analysis, Permits, Grease Trap Regs UPCOMING SEWER COMMISSION ACTIVITIES May 12, 2016 Pre-bid Conference, Invitation for Bid, DPW –1pm May 21, 2016 Town Election, Passios Elementary Scho ol- 7am – 5pm May 31, 2016 Regular Sewer Meeting, Town Hall – 7pm ======================================================================================== DOCUMENT : 2016-05-10-minutes-5549.txt BOARD : sewer-commission DATE : 2016-05-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-05-10-minutes-5549.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05102016-5549 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== CURRENT BUSINESS Town Meeting results - All passed. At the next Town Meeting, there will have to be a vote if the Commission wants to take money out of the I/l stabilization account. There was discussion of changing the type of account so a Town vote would not be needed or leave as is and have as a reserve and use operational funds. The bylaw still needs to go to the Attorney General's Office but is effective. The web page needs to be updated with the new bylaw and grease trap regulations. Pump Stations - Invitation for Bid FY17 Operations & Maintenance- To date, there are five requests for bid. They are from Small Water System Services, Weston and Sampson, Veolia, IMS and American Water Contract Service. There is a pre-bid conference at the DPW scheduled for May 12" at 1pm. Bids are due by May 20th Weekly reports 4/23, 4/30 - They were not received Pratt/Lakeview/Pleasantview Project - The pavement plan and debt exclusion passed at town meeting but still needs to go to the polls. Right now, the main roads are being done. If this passes local roads will be done too. Pratt was not originally on the list but if it passes, it would move Pratt up the list as it was part of the betterment. Laurie Kunz from Rennie Street sent an email that was received May 10* and read by the Commission. The betterment assessment was discussed, which has an August deadline. It was suggested inviting Steve P. from Weston and Sampson, who had done it previously to the next meeting to get it started. Discussion followed on talking to neighbors and encouraging people to vote in favor of the pavement plan. Grease Trap/Interceptor Program - Centre Pizza will be asked to submit a waiver request or they will Small Water Systems FOG (Fats, Oil, Grease) Proposal - The proposal is now for $19,500. The Commission reviewed the tasks on the proposal. The intent is to ask for $10,000 to be closer to self- funding. Most of the work is up front, so expected period for half the contract price is 4 months. Deb will be contacted and asked if she would be willing to do the program for four months for $10,000 starting July 1st. They will also be asked to inspect interceptors and set up a schedule going forward to time inspections with cleanouts to gain the best information. The Commission discussed the annual letters and permit costs. Barb and Sue will review all accounts to confirm that all are non-compliant. John brought up the Ledger recount of the meeting with Colleen of Sean Patricks and how his comment 'level the playing field' may have been misconstrued. The logs to be used for submittal will also be reviewed to make sure measurement method is clear. The letter will state that fee is due by June 1st . Carl noted that for the remainder of the fiscal year and with the money left on the SWSS T&M PO he'd like to have the 6 interceptors looked at and have SWSS work with Hannaford to train them on how to open, inspect & take measurements of the internal traps. The six accounts are Crossroads (who is due for their monthly pump out), Asian, Ugly, Sean Patrick's, Hannaford & Bootleggers. SCADA proposals - Two proposals were discussed. The one from Wright Pierce would cost over $25,000. It was noted that it included a lot of suggestions to think about and things to do differently. The proposal from Woodward and Curran was to do a study of the ten stations to determine what needs to be done to upgrade and put SCADA in all ten. They were asked if they would be willing to propose for two stations and they replied that it was not worth it to them or to the Town. The system currently in place is pretty good. Dana from Wright Pierce had also previously stated that it would not save money in operations. It was questioned whether Small Water is using the information that the SCADA system provides. It was suggested to have them fill out a matrix, for the three big stations, of what all the alarms are and what response is required. It is felt that the current SCADA system isn't understood and it is difficult to know if there is a benefit to it. This will help the Commission understand what exactly SCADA does and how Small Water is using the information. Deb from Small Water will be contacted about having ===PAGE 2=== o accept me mes 000 Motion - Sue B. To accept the minutes for 3/29/2016 Second - John R. Vote - Unanimous The minutes from the 3/7/2016 workshop were reviewed. They had been tabled at the 4/26/16 meeting Motion - John R. To accept the minutes for 3/7/2016 workshop Second - Sue B. Vote - Unanimous The minutes from 4/12/2016 were reviewed. Corrections will be made to the section on SCADA and the wording will be clarified. Motion - John R. To accept the minutes of 4/12/2016 as amended Second - Sue B. Vote - Unanimous Action File Issues Invoices: There was one invoice from Koppelan and Paige for $357. Hollis Hills - Dan McCarty, who represents Brogna, requested a meeting with the Town. Carl Luck, Jaime Toale, Mike Sauvageau and Ray Beal attended. The development was discussed and Dan was advised to proceed Business Manager Report - Barb noted that she had provided the YTD figures for FY17 and added that all PO's for current year spending must be in by May 27". . She has spoken with Jack about line jetting and he may have other ideas for spending through year-end as well. The I/I DEP Plan & Analysis was discussed and the required submittal to DEP by December 2017. Pat Cotton of Weston and Sampson had sent suggested actions on I/l and the DEP plan and analysis requirement back in February. This will be put on the May 31s agenda for discussion. Permits to connect - There are nine permits to connect: 40 Elm St, 96 Whalom, 166 Whalom, 83 West, 15 Oak Ave, 38 Pleasantview, 3 Oak Ave, 21 Pleasantview and 270 Electric. Grease Trap Regulations - They were posted in the Ledger on May 6, 2016. The changes are in effect as of that date. ZBA issues: There will be two Hearings on 5/11/2016. They are for 8 Mass Ave (auto detailing/remote starters) and for 234 Summer Street. 39 Mass Ave - Information on the oil/water separator was received today and will put it on the May 31st agenda. This was Mike Nault's last meeting but he never came to get his plaque honoring his service. Barb will bring him the plaque and the cake to his place of business tomorrow. He will be missed. UPCOMING SEWER COMMISSION ACTIVITIES There will be a Pre-bid Conference at the DPW on May 12, 2016. The Town Election will be on May 21, 2016. The next Regular Sewer Meeting is scheduled for May 31, 2016. Motion - John R. To adjourn at 8:50pm Second - Sue B Vote - Unanimous Respectively Submitted, Emily Lehto Emily Lehto, Minutes Assistant ======================================================================================== DOCUMENT : 2016-05-31-agenda-5550.txt BOARD : sewer-commission DATE : 2016-05-31 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-05-31-agenda-5550.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05312016-5550 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2016-06-02-agenda-5551.txt BOARD : sewer-commission DATE : 2016-06-02 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-06-02-agenda-5551.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06022016-5551 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2016-06-21-agenda-5552.txt BOARD : sewer-commission DATE : 2016-06-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-06-21-agenda-5552.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06212016-5552 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2016-06-21-minutes-5552.txt BOARD : sewer-commission DATE : 2016-06-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-06-21-minutes-5552.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06212016-5552 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Motion: Sue B. Nominated Carl L. as Chair Second: John R. Vote: Unanimous Motion: Sue B. Nominated John R. as Vice-Chair Second: Carl L. Vote: Unanimous Motion: John R. Nominated Sue B. as Clerk Second: Carl L. Vote: Unanimous Appointments Alan Wernek from Jaxx Variety had a Waiver Request. There is no longer cooking on the premise. The Commission discussed the situation. Motion: John R. To grant waiver to pump once per year Discussion: Yes, owner's responsibilities Second: Sue B. Vote: Unanimous Steve Pederson from Weston and Sampson came to discuss the Betterment Assessment Project. The Commission reviewed and discussed the proposal. Two copies of the agreement were provided to the Commission. Motion: John R. To accept the Betterment Proposal submitted by Weston and Sampson Second: Sue B Vote: Unanimous Stan Dill from Twin City Baptist came before the Commission to discuss the disconnection of a bay sink and a waiver request. A letter that Twin City Baptist wrote and that Gary Williams signed was reviewed by the Commission. The Commission requested a copy of the signed permit from the plumbing inspector. The Commission briefly discussed Unitil (357 Electric) and some concerns they had. Current Business Pump Stations - Contract for FY17 Operations & Maintenance - The technical and price proposals from Small Water System Services was discussed and some concerns were raised by the Commission. Clarification of the bid submittal will be requested and discussion followed on the bidding process. Weekly Reports were discussed next by the Commission. Concerns with issues at Mass1 and Mass 2 were examined Grease Trap Program - Small Water Systems, Grease Trap/Interceptor Proposal - The Commission discussed what a Time and Materials Contract entails and Small Waters understanding of it. The Commission went on to discuss the fact that the Interceptor Inspections and Hannaford Training that has been requested several times have yet to be completed. Annual Permit Mailing - Letters and invoices were sent on May 20t to all twenty accounts. As of June 21st, fourteen have been received. Crossroads, Brambila - The Commission discussed their non-compliance and their concern of using an engineering firm that may not be certified. They have been notified that the engineer must be certified. Manhole Inspections - The Commission reviewed and discussed the final report that was received. The Commission also discussed what the best course of action will be to address the issues found. Pavement plans - The commission voted to remove paving portion from contract. Sue B. recused herself from vote. Motion: John R. up the cost of paving. To remove the paving from the Pratt, Rennie, Lakeview and Pleasantview based on understanding that Town will take Second: Carl L. Vote: Unanimous ===PAGE 2=== Upcoming Sewer Commission Activities June 28, 2016 7pm Regular Sewer Commission meeting, Town Hall July 5, 2016 Joint BOS-Sewer Commission meeting, Town Hall - Joseph Anderson appointment Commissioners Comments - SCADA was discussed and it was determined no action will be taken. Motion: John R. To adjourn at 8:50pm Respectfully Submitted, Enuly Lehto Emily Lehto, Minutes Assistant Second: Sue B. Vote: Unanimous ======================================================================================== DOCUMENT : 2016-06-28-agenda-5553.txt BOARD : sewer-commission DATE : 2016-06-28 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-06-28-agenda-5553.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06282016-5553 ======================================================================================== ===PAGE 1=== SEWER COMMISSION June 28, 2016 7:35pm MEETING (late start) Town Hall, 2 nd Floor Meeting Room, 17 Main St. REVISED AGENDA 7:35pm Regular Meeting ANNOUNCEMENTS Vacancy on Commission CURRENT BUSINESS Pump Stations – Contract for FY17 Operations & Main tenance award, Weekly reports Grease Trap Program - Small Water Systems Grease Tr ap/Interceptor Proposal, Interceptor inspections/Hannaford training, annual permits, Tw in City Baptist waiver request, A&D Crossroads non-compliance SRF Sewer Extension Project Special Town Meeting August 8, 2016 Minutes/Action File Issues Business Manager Report Adjournment UPCOMING SEWER COMMISSION ACTIVITIES July 5, 2016 Joint BOS-Sewer Commission meeting, To wn Hall – Commission July 12, 2016 Regular Sewer Commission meeting, DP0 057 ======================================================================================== DOCUMENT : 2016-06-28-minutes-5553.txt BOARD : sewer-commission DATE : 2016-06-28 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-06-28-minutes-5553.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06282016-5553 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 6/28/2016 Sewer Commission meeting, 17 Main St Town Hall. Attendees: Chair, Carl Luck, Members- Sue Bunish, John Reynolds Business Manager, Barb Lefebvre. Guests - David Brambila and Dave McMenemy Called to Order at 7:35pm Announcements There are two vacancies on the Sewer Commission. Grease Trap Program A and D Crossroads Non-Compliance - David Brambila (proprietor) and Dave McMenemy (Wind River) were both present. Schematics have been received but no formal action plan. Issues with the external interceptor were reviewed and new problems discovered by Wind River discussed. A formal plan will be sent to the Commission which will stop the daily fees. Small Water Systems Grease Trap/Interceptor Proposal - An email received from Small Water System Services was reviewed. All previous concerns and questions were addressed. They will resubmit a proposal based on a Time and Materials Contract. Interceptor Inspections - The scheduled interceptor inspections were discussed and the Commission will clarify which ones need to be done. Annual Permits - Sixteen out of twenty have been received. Those not received were discussed. Twin City Baptist Waiver Request - Gary Wiliams will sign and drop off the permit. Pump Stations Contract for FY17 Operations & Maintenance award - A letter, from Small Water, with clarifications for concerns raised was reviewed. The Commission discussed some issues that they would still like Small Water to address. A new contract that includes the clarifications will be requested. Motion: John R. Second: Sue B. To accept the bid of 5/18/2016 with the amendment dated 6/28/2016 Vote: Unanimous Weekly reports - The weekly reports were reviewed by the Commission and there was discussion on the level of documentation. Issues with Leominster Road and Mass Ave 1 were examined. SRF Sewer Extension Project - There was discussion on the process, timing and costs to have paving compieted The Commission also discussed the betterments that Weston and Sampson will do. Special Town Meeting August 8, 2016 - The Sewer Commission has nothing on the warrant. Minutes File Issues - The minutes and what should be included was reviewed. Business Manager Report /Action- Permits to Connect - There are two permits to connect. Manhole Inspections Meeting - Wright Pierce provided possible days for a meeting and this was discussed. New SRF PEF deadline - There was a discussion on potential work. The Woodlands was discussed and their potential interest Volunteer BBQ - The BBQ will be July 26t at the Eagle House Upcoming Sewer Commission Activites July 5, 2016 Joint BOS-Sewer Commission meeting, Town Hall - 7pm Joseph Anderson appointment July 12, 2016 Regular Sewer Commission meeting, DP0057 Motion: Sue B. To adjourn at 8:44pm Second: John R. Vote: Unanimous Respectfully Submitted, Emilsehto Emily Lehto, Minutes Assistant ======================================================================================== DOCUMENT : 2016-07-05-agenda-5554.txt BOARD : sewer-commission DATE : 2016-07-05 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-07-05-agenda-5554.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07052016-5554 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2016-07-05-minutes-5554.txt BOARD : sewer-commission DATE : 2016-07-05 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-07-05-minutes-5554.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07052016-5554 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Chairman; Tom Alonzo, Clerk; Paula Bertram, Member; Phyllis Luck, Member Not present: Kerry Lafleur, Town Manager Joint Appointment of Joseph Anderson to Sewer Commission Vacancy with Sewer Commission Mr. Toale noted the Sewer Commissioner is an elected position and there was a failure to elect. He requested Sewer Commissioner Chair Carl Luck to come forward. Mr. Luck opened the joint meeting of the Sewer Commission with the Board of Selectmen. Mr. Anderson introduced himself; he moved to West Street in Lunenburg about three years ago. He wanted to help the Town out. Mr. Ebersole asked if he had a sewer connection on his property. Mr. Anderson stated no, not yet. When asked what he did as a job, he stated he was a quality assurance specialist for a defense contracting company in Ayer. Mr. Toale asked him if he knew the term ran until the next election in 2017 and if he would run for election at that time. Mr. Anderson stated yes to both. Sewer Commissioner John Reynolds stated he had a background in quality assurance as well so it would be nice to have someone else on the commission. Mr. Luck thanked him for volunteering. Motion: T. Alonzo 2"d: R. Ebersole To nominate and jointly appoint Joe Anderson to the Sewer Commission until the next annual election Selectmen: Mr. Ebersole-aye, Mr. Alonzo-aye, Mr. Toale, aye, Ms. Luck - aye, Ms. Bertram - aye; Sewer Commission: Mr. Luck-aye, Mr. Reynolds-aye, Ms. Bunish-aye Mr. Anderson thanked both Boards. Joint Session was adjourned and the Selectmen resumed their regular meeting Respectfully submitted, Sited Barb Lefebvre, Business Manager (not present) In collaboration with Elaine M. Peterson, Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2016-07-12-agenda-5555.txt BOARD : sewer-commission DATE : 2016-07-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-07-12-agenda-5555.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07122016-5555 ======================================================================================== ===PAGE 1=== SEWER COMMISSION July 12, 2016 7:00pm MEETING DPW Conference Room, 520 Chase Rd. Lunenburg AGENDA 7pm Regular Meeting ANNOUNCEMENTS New Commissioner – Joseph Anderson PUBLIC COMMENT APPOINTMENTS 7:00pm 357 Electric Ave-Jamie Rheault (W&B) for Uni til CURRENT BUSINESS Pump Stations – Contract for FY17 Operations & Main tenance award, Weekly reports Grease Trap Program - Small Water Systems Proposal, annual permits, A&D Crossroads non- compliance Flow Meters – Flow Assessment FY17 Contract, Graham St. Meter issue Engineering project updates –Manhole inspections re port, SRF Project costs finalization Encumbrances Minutes/Warrants/Invoices Business Manager Report – 53 Prospect St, Permits, Budget Adjournment UPCOMING SEWER COMMISSION ACTIVITIES July 26, 2016 Regular meeting, Town Hall ======================================================================================== DOCUMENT : 2016-07-12-minutes-5555.txt BOARD : sewer-commission DATE : 2016-07-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-07-12-minutes-5555.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07122016-5555 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Announcements New Commissioner, Joseph Anderson, was welcomed. Sue Bunish has given her resignation effective July 9, 2016. The interest of another party in a Sewer Commission vacancy was discussed. Appointments Jamie Rheault (W&B) for Unitil - Jaimie R. could not attend and will be moved to the July 26'h agenda. There was a brief discussion on some concerns. Current Business Pump Stations - Contract for FY17 Operations & Maintenance award - Small Water System Services has not yet sent a contract with requested clarifications. Jack Rodriquenz will visit with them on July 13th to discuss. The Commission discussed reasonable expectations for Small Water. Weekly reports - The most recent were reviewed during the meeting. There was discussion on a separate report for alarm call outs. Grease Trap Program - Small Water Systems Proposal - A quote based on a Time and Materials Contract from Small Water has not yet been received. Jack R. will be visiting with them on July 13t to discuss. Small Water Systems Interceptor Inspections - The Commission discussed issues with the June 30th invoice and the inspections completed on June 24th. Policy regarding approval was discussed. Concerns about this specific contract were also raised. The Commission will speak with Jack R. about concerns. Annual Permits - There was discussion on the three that are still missing. Status Sheets were given out to the Commission. They went on to discuss repercussions for non-compliance and to research policy. Motion: Joe A. Second: John R. To send a letter to Conrad's, Donnelly's and Kabobelicous, by the end of business day 7/13, for the fee of $50 non- compliance assessed which they will have until 7/25 to get permit fee and non-compliance fee with other annual permit requirements, or the $25 per day fee will be assessed effective 7/1 and the Board of Health will be notified. Vote: Unanimous A&D Crossroads non-compliance - A plan has not yet been received. The Commission discussed their non-compliance situation. Barb L. will send a certified letter to the owner (cc: Wind River) with the current amount due in fees that is still accumulating while awaiting plan from registered engineer. Flow Meters - Flow Assessment FY17 Contract - The Commission reviewed the flow meters and the contract with Flow Assessment. Motion: John R. To accept the Flow Assessment service proposal with revised date of June 30, 2016 Second: Joe A. Vote: Unanimous Graham St. Meter issue - There was discussion on finding the source of sand build-up. Funding sources for the project were discussed. The Commission will ask Jack R. to make a proposal of what can be done. Engineering project updates - Manhole inspections report - Jack R. will come up with a prioritized subset for the first year projects. SRF Project costs finalization - The Commission discussed the betterment assessment being done by Weston and Sampson. An updated spreadsheet of project costs from Wright Pierce was reviewed and discussed by the Commission. Future decisions the Commission will need to make were discussed. Encumbrances - Encumbrances going into FY17 were discussed. The Encumbrance Form was signed by the Commission. Minutes - The Minutes of 4/26/16, 5/10/16, 6/21/16, 6/28/16, 10/27/15 and 11/10/2015 were reviewed and discussed by the Commission. Motion: John R. To accept the minutes of the 4/26/16 Sewer Commission meeting Second: Joe A. Vote: Unanimous Motion: John R. To accept the minutes of the 5/10/16 Sewer Commission meeting Second: Joe A. Vote: Unanimous ===PAGE 2=== Motion: John R. To accept the minutes of the 11/10/15 Sewer Commission meeting with modification Second: Joe A. Vote: Unanimous EOY Commitment - The EOY Commitment is $481.70 and was signed by the Commission Invoices - There was one invoice from Wright Pierce. Business Manager Report - 53 Prospect St - A question on betterment was reviewed. Permits - There are no new permits to Upcoming Sewer Commission Activities July 26, 2016 Regular meeting, Town Hall Commissioner's Comments - John R. commented on Jack Rodriquenz's email on Small Water's Hannaford Training. Motion: John R. To Adjourn the 7/12/2016 Sewer Commission meeting at 9:33pm Second: Joe A. Vote: Unanimous Respectfully submitted, Cuil Lelto Emily Lehto, Minutes Assistant ======================================================================================== DOCUMENT : 2016-07-19-agenda-5556.txt BOARD : sewer-commission DATE : 2016-07-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-07-19-agenda-5556.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07192016-5556 ======================================================================================== ===PAGE 1=== SEWER COMMISSION July 19, 2016 7:00pm Joint Session with Selectmen – Town Hall 17 Main St., 2 nd Floor Meeting Room AGENDA 7pm Joint Session – Board of Selectmen & Sewer Comm ission Interview of Candidate for Appointment Joan Pease ======================================================================================== DOCUMENT : 2016-07-19-minutes-5556.txt BOARD : sewer-commission DATE : 2016-07-19 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-07-19-minutes-5556.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07192016-5556 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Chair, and Joseph Anderson, Member. Present for the Board of Selectmen: Jamie Toale, Chairman; Robert Ebersole, Vice Chairman; Phyllis Luck, Member; and Kerry Lafleur, Town Manager Resignation from Sewer Commission Mr. Toale read Sue Bunish's letter to the Sewer Commission announcing her resignation effective July 9" due to family reasons and stating she was fortunate to have had the opportunity to work with a committed, ambitous and knowledgable group. Mr. Toale thanked her for her service to the Town. Mr. Toale asked Carl Luck to come forward for the Sewer Commission. Carl Luck also wanted to thank Ms. Bunish for her service and he wished her the best. Joint Appointment to Sewer Commission with Sewer Commissioners Mr. Luck called the joint meeting of the Sewer Commission to order at 7:22pm. Mr. Toale requested that Joan Pease of 11 Wintergreen Court come forward and introduce herself with the request to be appointed to the Sewer Commission. Ms. Pease has lived in Lunenburg for six years. She is a retired chemistry teacher. Ms. Pease stated as part of her curriculum she would take her students to waste water plants to study the process. She thought she would have something to offer to this board. Mr. Luck stated he would be delighted to have Joan's skills on the commission. When asked if she would run for election next year, she stated to best of her knowledge she would. Motion: C. Luck 2': R. Ebersole To appoint Joan Pease to the Sewer Commission until the next election Dave Rodgers, 82 Highland Street, asked if Ms. Luck should recuse herself from the vote as she is married to the Chairman of the Sewer Commission. Attorney Mark Reich of KP Law (Town Counsel) stated conflict of interests address financial interest. He was not aware of any financial interest or gain for the Lucks in this appointment. Mr. Toale asked members of both Boards if they felt there was any financial interest in this appointment. There was none. Mr. Rodgers cited previous occasions where other board members have recused themselves from appointments. Mr. Ebersole noted in those cases, the Board members were related to the person who was being appointed. Tonight's candidate is not related to anyone on the board. Vote: Mr. Luck-aye, Mr. Reynolds-aye, Mr. Anderson-aye, Ms. Luck-aye, Mr. Ebersole-aye, Mr. Toale-aye Joint Session was adjourned at 7:27pm and the Selectmen resumed their regular meeting Respectfully submitted, /Barb Letebvre, Business Manager (not present) In collaboration with Elaine M. Peterson, Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2016-07-25-agenda-5520.txt BOARD : sewer-commission DATE : 2016-07-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-07-25-agenda-5520.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07252016-5520 ======================================================================================== ===PAGE 1=== SEWER COMMISSION July 26, 2016 7:00pm MEETING Town Hall, 2 nd Floor Meeting Room, 17 Main St. AGENDA In accordance with the requirements of the Open Mee ting Law, please be advised that this meeting is being recorded and broadcast over Lunenburg Public Access. 7pm Regular Meeting ANNOUNCEMENTS New Commissioners –Joe Anderson, Joan Pease Resignation of Sue Bunish Vacancy on Commission APPOINTMENTS 7:00pm 357 Electric Ave-Jamie Rheault (W&B) for Uni til- Oil/Water Separator , F low calculations CURRENT BUSINESS Pump Stations – Contract for FY17 Operations & Main tenance, Weekly reports Grease Trap Program - Small Water Systems Contract, Annual Permit Mailing, A&D Crossroads Minutes/Invoices/Action File Issues Business Manager Report - SRF Sewer Extension Proje ct, Highfield Village project & Maple Parkway, Billing Adjournment UPCOMING SEWER COMMISSION ACTIVITIES August 9, 2016 Regular Sewer Commission meeting, DPW