# sewer-commission — 19 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 : 2016-07-25-minutes-5520.txt BOARD : sewer-commission DATE : 2016-07-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-07-25-minutes-5520.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07252016-5520 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Jamie Rheault form Whitman and Bingham handed out a document (Unitil/FG&E-Future Distribution Operations Center) that addressed concerns that were raised about flow calculations. The Commission reviewed and discussed the document. It was noted that a concern about an oil/water separator has been resolved. Motion: Joe A. To accept and do audit after full year of operation Second: Joan P. Vote: Unanimous Current Business Pump Stations - Contract for FY17 Operations & Maintenance - Small Water System Services submitted a revised contract which the Commission reviewed. Motion: Joe A. Second: John R. To approve O&M Contract for FY17 Vote: Unanimous Weekly reports - The reports were reviewed. It was noted that the redundancy has been reduced and only exceptions appear. Grease Trap Program - Small Water Systems Contract - The Commission discussed that the O&M Contract references the Grease Trap Program. Motion: John R. Second: Joe A. To open up further discussion on the O&M Contract for FY17 Vote: Unanimous Motion: Joan P To reconsider vote on the O&M Contract for FY17 Motion: Joan P To cancel previous vote on the O&M Contract for FY17 Second: Joe A. Vote: Unanimous Second: John R. Vote: Unanimous Motion: Joan P. To reconsider approving contract omitting item 5 on page 5 for the grease trap program Second: John R. Vote: Unanimous The Commission discussed the grease trap/interceptor proposal by Small Water System Services. An invoice from June 30th that there are concerns about was discussed along with the need to clarify some wording. The proposal will be tabled until concerns are discussed with Jack Rodriquenz. Discussion followed on getting quotes from pumping companies to do external monitoring in order to gather data. Annual Permit Mailing - There was discussion on Kabobelicous who has not submitted their annual permit fee or logs. They will be charged $25 per day retroactive to July 1st and the Board of Health will be notified per a motion made at the July 12th meeting. A&D Crossroads - The Commission is still waiting on engineering plan. Discussion followed on the need to clarify regulations in regards to baffles and measurements. This will be put on action list. Minutes - The Commission reviewed minutes form 7/5/16, 7/12/16, 9/29/15 and 10/6/15. To approve joint session minutes of 7/5/2015 Second - Joe A. Vote - Unanimous (Joan P. abstained) Motion - John R. To approve sewer commission minutes of 7/12/16 Second - Joe A. Vote - Unanimous (Joan P. abstained) Motion - John R. To approve sewer commission minutes of 9/29/15 Second - Joe A. Vote - Unanimous (Joan P. abstained) Motion - John R. To approve sewer commission minutes of 10/6/15 Second - Joe A. Vote - Unanimous (Joan P. abstained) ===PAGE 2=== Motion: John R. To elect Joe A. as clerk second: Joan P. Vote: Unanimous Public Comment - Dave Rogers (82 Highland Ave) had questions and comments on the contract with Small Water and on the approval of minutes. His concerns and questions were addressed by the Commission. Upcoming Sewer Activities August 9, 2016 Regular Sewer Commission meeting, DPW Motion: John Reynolds To adjourn at 8:39pm Second: Joan P. Vote - Unanimous Respectfully submitted, Til Lekto Emily Lehto, Minutes Assistan ======================================================================================== DOCUMENT : 2016-08-09-agenda-5521.txt BOARD : sewer-commission DATE : 2016-08-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-08-09-agenda-5521.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08092016-5521 ======================================================================================== ===PAGE 1=== SEWER COMMISSION August 9, 2016 7:00pm MEETING DPW Conference Room, 520 Chase Rd. Lunenburg AGENDA 7pm Regular Meeting ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS Meeting Logistics - Discussion on Changing Meeting Times, Televised Seating Arrangements Grease Trap Program – External inspections RFQ, SWS S Invoice Follow up, SWSS Time & Materials, Kabobelicious I/I Reduction - Prioritized list of Operations Remediation Proposed Work Inflow/Outflow - Data Review and Action Plan Pump Stations- Weekly reports Outreach to Lunenburg Water District SRF Project – Betterment calculation work, Final co st reporting Action Items/Minutes /Invoices Business Manager Report Adjournment UPCOMING SEWER COMMISSION ACTIVITIES August 30, 2016 Regular meeting, Town Hall ======================================================================================== DOCUMENT : 2016-08-09-minutes-5521.txt BOARD : sewer-commission DATE : 2016-08-09 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-08-09-minutes-5521.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08092016-5521 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== John R. attended the pump out at Bootlegger's and gave the Commission a summary. The Commission then discussed a crack in the tank. Barb L. will expedite a report form Wind River and send a letter to Bootlegger's regarding repair. Current Business Meeting Logistics - The Commission discussed meeting earlier and sitting at the table as oppose to the stage for the televised meetings. Grease Trap Program - External inspections RFQ - The Commission discussed getting quotes. Ratta, Sheldon, Wind River and Small Water Systems Services will be contacted. SWSS Invoice Follow up - The Commission discussed the invoice and the issues that were still of concern. A Time and Materials Spreadsheet was handed out along with the invoice that was discussed. SWSS Time &Materials - There is no update yet. Kabobelicious - The Commission discussed their non-compliance and lack of response to certified letters sent. Wording of a letter sent was also discussed Motion: Joan P. Send a letter to the Board of Health and Kabobalicous that they no longer have right to discharge into the sewer system Discussion: The Commission discussed what the letter would state. Second: John R. Vote: Unanimous I/l Reduction - Prioritized list of Operations Remediation Proposed Work - The Commission discussed the cost of repairing manhole covers and if there is a gain in doing so. The importance of reducing l/l was also discussed. Inflow/Outflow - Data Review and Action Plan - The Commission discussed the flow meters and issues there have been. An updated Q4 flow to billing comparison spreadsheet was reviewed and discussed. Wright Pierce and Weston and Sampson will be asked to discuss with Commission and for quotes. Flow Assessment will be contacted for more insight. Pump Stations- The reports were reviewed and no issues were noted. The Commission discussed new members doing a tour of the pump stations. Outreach to Lunenburg Water District - Opening communication with the Water District was discussed by the Commission. Carl asked John if he would agree to be the liaison to the Water Department. John agreed to do so. SRF Project - Betterment calculation work - A spreadsheet of calculated betterments was reviewed and discussed. The Commission discussed scheduling a workshop with Weston and Sampson for further discussion. Final cost reporting - This has not yet been completed. Minutes - Minutes for 8/25/15, 9/15/15, 7/19/16 and 7/26/16 were reviewed by the commission. Motion - John R. To approve sewer commission minutes of 8/25/2015 Second - Carl L. Vote - Unanimous (Joan P. abstained) Motion - John R. To approve sewer commission minutes of 9/15/15 Second - Carl L. Vote - Unanimous (Joan P. abstained) Motion - Joan P. To approve joint meeting minutes of 7/19/16 Second: John R. Vote: Unanimous Motion: Joan P. To approve sewer commission minutes of 7/26/16 Second: John R. Vote: Unanimous Business Manager Report - Invoices - There was one from Fitchburg that was approved by the Commission. Permits to connect - There was one permit to connect. Q1 billing - This has not been completed yet. SWSS O&M contract- The revised contract, which was approved at last meeting, was signed. Upcoming Sewer Commission Activities ===PAGE 2=== Respectfully submitted, cil Lelto Emily Lehto, Minutes Assistan ======================================================================================== DOCUMENT : 2016-08-16-agenda-5522.txt BOARD : sewer-commission DATE : 2016-08-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-08-16-agenda-5522.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08162016-5522 ======================================================================================== ===PAGE 1=== SEWER COMMISSION August 16, 2016 7:00pm– Town Hall 17 Main St., 2 nd Floor Meeting Room AGENDA Meeting with Board of Selectmen, Sewer Commission a nd other Boards & Committees members to discuss the volunteer process and how it can be improved ======================================================================================== DOCUMENT : 2016-08-23-agenda-5523.txt BOARD : sewer-commission DATE : 2016-08-23 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-08-23-agenda-5523.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08232016-5523 ======================================================================================== ===PAGE 1=== SEWER COMMISSION August 23, 2016 6:30pm Special Meeting DPW Conference Room, 520 Chase Rd. Lunenburg AGENDA 6:30pm Special Meeting APPOINTMENTS 6:30pm Steve Pedersen, Weston & Sampson- Betterment calculation review PUBLIC COMMENT CURRENT BUSINESS Grease Trap issues • A&D Crossroads • Kabobelicious • Bootleggers Adjournment UPCOMING SEWER COMMISSION ACTIVITIES August 30, 2016 Regular meeting, Town Hall ======================================================================================== DOCUMENT : 2016-08-23-minutes-5523.txt BOARD : sewer-commission DATE : 2016-08-23 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-08-23-minutes-5523.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08232016-5523 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== discuss what has been done so tar with betterments. He nandea out an outline or aiscussion items and Barb L. handed out a summary sheet of project costs. The discussion began with his review of the confirmed properties. Next, the conversation went to costs that still need to be rectified and the costs still left to project. What is included in total costs was reviewed and discussed. There was a question on Town administrative costs which Barb L. will contact Wright Pierce about. The Commission discussed whether the Town charges administrative costs to the Commission every year. Also, discussed was the need to determine the interest rate to be charged and what can be charged per the new betterment law. Next, a spreadsheet of potential assessments was reviewed and any lots with notes were discussed. Privilege fees for future expansion were also discussed by the Commission. The consensus was 3 privilege fees but the vote will wait until John R., who had to leave at 7:30pm, is present. The conversation then went to whether to assess one betterment or two (Pratt and Pleasantview assessed separately). The Commission discussed and the consensus was to charge one. Motion: Joan P. To charge both betterment projects as one betterment Second: Joe A. Vote: Unanimous There was a question on who signs the order assessing betterments, the Board of Selectmen or the Sewer Commission. Barb L. will check with Counsel. The next issue discussed was whether to record first or issue betterment assessments first and the benefits/drawbacks of both. The Commission discussed the process of assessing, liening and then releasing a lien. It was determined that a better understanding of the process and timing of a lien release is needed. Barb L. will look into the process. There was also discussion of the municipal modernization law and whether it has changed the 30 days to pay in full Steve P. will get clarification on payments received after the 30 days. He will also update his spreadsheet of potential assessments to reflect the edits that were discussed. CURRENT BUSINESS Grease Trap issues A&D Crossroads - There has still been no response. The Commission discussed that a schematic shows a plumbing violation where the floor drains are not connected to the sewer. Kabobelicious - A new letter is going to be sent with changed wording to the owner and both local and regional Boards of Health. The violation is being turned over to the Board of Health and the $25/day fine will continue to accrue. Carl L. will also call the Board of Health. Bootleggers - There is currently a crack in the tack. A letter has been sent out and Jack R. has been on site. The owner plans on replacing the tank. Motion - Joe A. To adjourn at 8:21pm Second: Joan P. Vote: Unanimous UPCOMING SEWER COMMISSION ACTIVITIES August 30, 2016 Regular meeting, Town Hall Respectfully submitted, chil Lento Emily Lefto, Minutes Assistant ======================================================================================== DOCUMENT : 2016-08-30-agenda-5524.txt BOARD : sewer-commission DATE : 2016-08-30 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-08-30-agenda-5524.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08302016-5524 ======================================================================================== ===PAGE 1=== SEWER COMMISSION August 30, 2016 6:30pm 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. 6:30pm Regular Meeting ANNOUNCEMENTS New start time for Sewer Commission meetings Vacancy CURRENT BUSINESS SRF Sewer Extension Project –Project finalization, Betterment Assessment Grease Trap Program- Small Water Systems - Grease T rap/Interceptor Proposal, A&D Crossroads, Bootleggers, Kabobelicious I/I Reduction- Manholes, Graham Street Pump Stations – Weekly reports Minutes/Action File Issues-Q1 Commitment/Warrant, M inutes, Invoices Business Manager Report Adjournment UPCOMING SEWER COMMISSION ACTIVITIES September 13, 2016 Regular Sewer Commission meeting , DPW ======================================================================================== DOCUMENT : 2016-08-30-minutes-5524.txt BOARD : sewer-commission DATE : 2016-08-30 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-08-30-minutes-5524.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08302016-5524 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== assessed in September, and will be reflected in December tax bills. CURRENT BUSINESS - SRF Sewer Extension Project -Betterment Assessment - The Commission discussed the final numbers still needed for betterment assessment and meeting the September deadline. The meeting with Weston and Sampson on 8/23 and the revised spreadsheet confirming 94.5 units was reviewed. The Commission discussed 3 lots with potential for development. It was the consensus of the group to add 3 potential privilege fee units for a total of 97.5 units. Motion: Joe A. To finalize the number of betterment units at 97.5 Second John R. Vote: Unanimous The Commission went on to briefly discuss releasing a lien once the betterment is paid. Barb will check with counsel as to the timing of recording the liens for the betterments with the Registry. Grease Trap Program -Small Water Systems - Jack Rodriquenz's memo of 8/30 was handed out. The Commission read the section pertaining to the Small Water System Services invoice. Discussion followed on the concerns the Commission had about the invoice and the need for clear communication. There is still concern with paying on a T&M basis. Developing a policy where T&M invoices will be jointly approved by the Sewer Commission and Jack R. was discussed and will be a subject for future discussion. Grease Trap/Interceptor Proposal - There was discussion on the need to get the grease trap program going. The Commission also discussed getting a quote from Small Water to do only the interceptors in need of inspection to keep on schedule. Barb L. will discuss this with Jack R. A&D Crossroads- An email has been sent to David Brambila requesting engineered plans and missing pump-out reports. Neither has been received. Discussion followed on the floor drains at Ixtapa, which Jack R. had noted in his 8/30 memo will need further investigation. Bootleggers remediation - The Commission reviewed Jack's input from the 8/30 memo. It was noted that he had received the plan from Bootlegger as requested and it looks like the issue is under control. Kabobelicious- Certified letters were sent on 8/29 to the owner and both the local and regional Board of Health. The owner submitted a payment for both annual and non-compliance fees but stated that she will request a hearing on the $25/day fees. The Commission discussed her continued non-compliance. I/l Reduction- Remediation of Manholes - Jack's input from the 8/30 memo was reviewed. The Commission discussed the budget amounts available for the work. Graham St. meter issues were discussed as well. It was recommended that Jack set up a meeting with Wright Pierce to discuss both Graham St and manholes to come up with top priorities. The Commission wants to be advised when the meeting is to occur and review the proposed work before commitment made. Also discussed was Jack's recommendation for the installation of a temporary meter above the Graham St meter. The Commission would like a comprehensive plan before any action is taken. John R. would like access to the flow meter data to review and check against precipitation records. Pump Stations - Weekly reports were reviewed. The Commission would like more input on actions taken and would like more input from Jack's weekly meetings with SWSS. The Commission discussed having the run data for Dana St. looked into and having it noted which days the actual data is taken in the future. Minutes/Action File Issues - Q1 Commitment was not ready for signature. Minutes - There was one edit on the 8/9/16 minutes. Under Outreach to LWD, it will be added that John Reynolds was asked to be liaison and he agreed. Motion: John R. To approve the minutes of 8/9/16 as amended Second: Joe A. Vote: Unanimous Motion: John R. Second: Joe A. ===PAGE 2=== continue to nelp. It was discussed posting again. Invoices - Four Invoices were reviewed and approved. Business Manager Report- A new site development plan for 274 Prospect St. was submitted and the Planning Board hearing is on 9/12. It was noted that the Lunenburg Water Dept. rate will increase from $60/quarter to $63. Upcoming Sewer Commission Activities September 13, 2016 Regular Sewer Commission Meeting, DPW at 6:30pm Motion: Joe A. To adjourn at 8:04pm Second: John R. Vote: Unanimous Respectfully submitted, wil Sato Emily Lehto, Vinutes Assistant ======================================================================================== DOCUMENT : 2016-10-03-agenda-5526.txt BOARD : sewer-commission DATE : 2016-10-03 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-10-03-agenda-5526.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10032016-5526 ======================================================================================== ===PAGE 1=== SEWER COMMISSION October 3, 2016 6:30pm MEETING DPW Building, 520 Chase Rd. AGENDA 6:30pm Regular Meeting APPOINTMENTS 6:30pm Seema Williams, Kabobelicious ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS SRF Betterments- Project Closeout, Betterment Asses sment DPW Operations - Grease Traps-External Interceptor inspections, Bootleggers, Crossroads, Pump Station reports, Board of Health Minutes Clerk opening Sewer Rate Relief Fund FY17 Minutes/Action File Issues-Q1 Commitment, Invoices Adjournment UPCOMING SEWER COMMISSION ACTIVITIES October 11, 2016 Regular meeting, DPW October 25, 2016 Regular meeting, Town Hall ======================================================================================== DOCUMENT : 2016-10-03-minutes-5526.txt BOARD : sewer-commission DATE : 2016-10-03 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-10-03-minutes-5526.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10032016-5526 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of Sewer Commission Meeting on October 3th, 2016, DPW, 520 Chase Rd. Attendees: Carl Luck, John Reynolds, Joe Anderson Guests: Richard St. Cyr (potential member), Bob Ebersole (Liaison/selectman) Kabobelicious - Seema did not attend the meeting SRF Betterments - MOTION: Read by Carl Luck: MOTION FOR FINAL BETTERMENT ASSESSMENT ORDER - That acting as Sewer Commissioners pursuant to General Laws Chapter 80 and General Laws Chapter 83, Sections 14 through 25, we order final betterments to be assessed by the uniform unit method upon those properties receiving a special benefit from the sewer project described in an Order Assessing Final Sewer Betterments in the total amount of $1,364,753.33, representing 97.5 units at $13,997.47 per unit, with the amount of $1,322,760.92 to be assessed as betterments on those properties listed on the Schedule attached to said Order, and the amount of $41,992.41 to be reserved, and collected as privilege fees in the future; that we adopt said Order and that we certify said betterment assessment in the amount of $1,322,760.92 to the Assessors for commitment to the Collector, which amounts, if not paid in full within the time permitted by law, will bear interest at the statutory rate of 5% John Reynolds made the motion, Joe Anderson seconded, Passed Unanimous. Commissioners signed the Order of Assessment. Carl will take it to the Clerk's office for notarizing. Bob will announce the change to the rate at the Selectmen meeting on Tuesday 10/4/16 DPW Operations - Grease Traps-External Interceptor inspections, Need to confirm with Jack that he can have somebody inspect the next build to ensure the interceptors are the correct size, and the grease traps are to code. Crossroads- discussed Crossroads non-compliance. MOTION: John Reynolds (Joe Anderson Seconded) John invites the owner of Crossroads Plaza come in for a hearing at the 10/25/16 town hall meeting. Carl Luck amended the motion to make the date 11/8/16 for the hearing. Passed unanimously Board of Health - Next meeting we need to discuss who will be the liaison to the board of health. Minutes Clerk opening - Barb is meeting with a candidate tomorrow. Sewer Rate Relief Fund FY17- Carl will do some more work and research for the Sewer Rate Relief fund FY17 Minutes/Action File Issues-Q1 Commitment was signed, Invoices approved. Next meeting scheduled for 10/11/16 - Meeting on 10/11 will be contingent upon Seema's availability. We would also discuss Goals Tor 2017. MOTION: John Reynolds, Joe Anderson seconded, motion to adjourn. Passed unanimously. Respectfully submitted, Joe Anderson Jalaters 11/66/16 ======================================================================================== DOCUMENT : 2016-10-11-agenda-5527.txt BOARD : sewer-commission DATE : 2016-10-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-10-11-agenda-5527.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10112016-5527 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2016-10-11-minutes-5527.txt BOARD : sewer-commission DATE : 2016-10-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-10-11-minutes-5527.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10112016-5527 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of Sewer Commission Meeting on October 11th ', 2016, DPW, 520 Chase Rd. Attendees: Commissioners- John Reynolds, Joan Pease, Joe Anderson, Carl Luck; Guests: Richard St. Cyr Meeting called to order at 6:30 6:30 Appointment: Kabobelicious representative did not show, there were no communication received prior to the meeting regarding attendance or outstanding violation. Public Records: Joan gave an update of her discussions with the Interim Town Manager, Dave Marciello, regarding the meeting tape recording. Per Dave, until the minutes are written, the tape is considered a public record and copies may be given upon request. IF the minutes are only used to support the written document, it may be destroyed/erased at that time. Otherwise they continue to be a public record and should be treated accordingly. Roles and Responsibilities: Joan reported that she was led to believe that there was a town document that outlined the roles and responsibilities but it was not able to be found. Joan will continue search. Sewer Commission Charter: there was a sentence by sentence review of the charter for the Sewer Commission and Sewer Operations (DPW). Day to day operations and maintainence of sewer system is under the control of the Town Manager normally delegated to the DPW Director. The Sewer Commission primarily is responsible to oversee the Sewer Enterprise Fund, setting rates and long range planning. Some discussion followed regarding the overlap between being responsible of the budget, preparation and controlling, and providing sewer service including planning. Due to concerns regarding a perceived tension between the Commission and Operations, the consensus of the members was that additional cooperative effort by both parties is needed to clarify the lines of responsibilities. One suggestion was to establish regular, perhaps quarterly, meetings with Operations and the Town Manager to review status and future activities. At that time any issues causing conflict could be addressed. The members were asked to think about what a short list of processes/activities could be to work through the roles and responsibilities (RASIC). FY 17/18 Goals: members to review list of Goals started by the Chair to be discussed at an upcoming meeting. Motion to Adjourn by Joe Anderson to reconvene at Town Hall for a Joint Session with Board of Selectmen for the appointment of Richard St. Cyr, seconded by Joan Pease at 7:23 PM. Unanimously approved. Reopened the meeting at 7:45pm at Town Hall in Joint Session with the Board of Selectmen Chairman Toale invited the Sewer Commissioners to come forward to mutually appoint Richard St. Cyrto the commission. Chairman Luck opened their meeting and recognized members Joan Pease, Joe Anderson and John Reynolds. This appointment would be until the next town election. Mr. St. Cyr stated he has worked in the wastewater field for thirty years. He believed he could be an asset to the Board and would be willing to run for election next year. He is also a sewer customer. Bob Ebersole made the motion, Tom Alonzo seconded: To appoint Richard St. Cyr to the Sewer Commission until the next annual election Vote: Mr. Toale-aye, Mr. Ebersole-aye, Mr. Alonzo-aye, Ms. Bertram - aye, Ms. Luck aye, Mr. Luck-aye, Ms. Pease- aye, Mr. Anderson- aye, Mir. Reynolds- aye Mr. Alonzo thanked Mr. St. Cyr for coming forward. Mr. Luck stated he is also thankful that Mr. St. Cyr came forward. Sewer Commission meeting was adjourned at 8:00pm. Kespec ully mitted, Carl Luck, Chair ======================================================================================== DOCUMENT : 2016-10-25-agenda-5528.txt BOARD : sewer-commission DATE : 2016-10-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-10-25-agenda-5528.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10252016-5528 ======================================================================================== ===PAGE 1=== SEWER COMMISSION October 25, 2016 6:30pm MEETING DPW-520 Chase Rd (change of regular location) AGENDA 6:30pm Regular Meeting ANNOUNCEMENTS Appointment of Richard St. Cyr 10/11/16 APPOINTMENTS 6:30pm Seema Williams, Kabobelicious –Hearing reque st PUBLIC COMMENT CURRENT BUSINESS DPW Operations report- • Grease Trap Program – External Interceptor inspecti ons, Outsourcing, Crossroads Plaza, Board of Health, Non-compliant Food Establishments • Pump Stations • I/I Remediation-Manholes, Graham Street meter • Roles & Responsibilities USDA request SRF Project Betterments Special Town Meeting 11/28/16 Minutes/Action File Issues Business Manager Report Adjournment UPCOMING SEWER COMMISSION ACTIVITIES November 8, 2016 Regular meeting, Town Hall ======================================================================================== DOCUMENT : 2016-11-08-agenda-5529.txt BOARD : sewer-commission DATE : 2016-11-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-11-08-agenda-5529.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11082016-5529 ======================================================================================== ===PAGE 1=== SEWER COMMISSION November 8, 2016 6:30pm MEETING DPW Building, 520 Chase Rd. AGENDA 6:30pm Regular Meeting APPOINTMENTS 6:30pm A&D Crossroads Hearing 7:00pm Dan Proctor – 380 Electric ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS Grease Traps- Ugly Omelet, Kabobelicious, Review of Accounts SRF Betterments- Betterment Lien, Abatement request -2 Rennie St. Pump station reports Inquiry on 361 Mass Ave property Roles and Responsibilities discussion FY 17/18 Goals discussion Minutes/Invoices/Action File Issues Business Manager report Adjournment UPCOMING SEWER COMMISSION ACTIVITIES November 10, 2016 – Public Records Information Sess ions, City Hall, Leominster 3:30-5 or 6-7:30pm November 17, 2016 –Televised meeting, Town Hall, 2 nd Floor Meeting Room November 29, 2016 Regular meeting, Town Hall ======================================================================================== DOCUMENT : 2016-11-08-minutes-5529.txt BOARD : sewer-commission DATE : 2016-11-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-11-08-minutes-5529.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11082016-5529 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Chart Minutes of Sewer Commission Meeting on November 8, 2016, DPW, 520 Chase Rd. Attendance: Carl Luck, Chair, John Reynolds, Vice-Chair, Joe Anderson, Clerk, Joan Pease and Rich St. Cyr, Members. Absent: Barb Lefebvre, Business Manager APPOINTMENTS A&D Crossroads Hearing appointment- A&D did not attend the meeting or send any designee. Dan Proctor, 380 Electric - Dan advised in advance that he would be unable to attend this meeting. CURRENT BUSINESS Grease Traps- Ugly Omelet received our letter; they have 30 days to respond to the letter (11/30/16). Future letter may have tighter deadlines, such as "respond with your action plan within 2 weeks". Commission discussed creating a new work instruction to have the new Grease Trap Inspection Report Forms to show how to measure the amount of grease in the traps. The restaurants will be responsible for getting the amount of grease in inches, and sending it to us, and we will do the calculations. Commission also discussed the need to perform training for restaurants to show people how to measure grease, and how to clean their traps. Joan would like to know whose job is it to review the monthly reports and ensure they are there. The question of Barb's job description was raised and whether it can be updated by the Commission. Action items - 1) Barb to send out letters to each restaurant listed as "no schematic" to inform them that we NEED a copy of their schematics. 2) Jack to confirm how many grease traps at Bangkok Hill. 3) Jack to visit restaurants listed with no floor drains and visit restaurants that the schematic shows mop sinks goes directly to the sewer to verify information or dispute the information. 4) Carl is going to seek legal advice to determine what action, if any, we can take on restaurants with outstanding fines and Commission discussed SRF Betterments recently recorded at Registry and the Abatement request received for 2 Rennie St. No formal decision made while more information gathered. Pump station reports - Carl will talk to Jack about pump station reports. Inquiry on 361 Mass Ave property- Carl will contact town counsel to determine how to get our owed money from Highfield Village developers. Roles and Responsibilities - Commission discussed project process, who does what, bidding, quotes etc. Commission discussed FY 17/18 Goals: Identify and address root cause of Inflow/Outflow Issue. Barb to redistribute the communications from Wright Pierce regarding the I&l report due to the state next year. • Train and educate food establishment owner/operators on FOG regulations and procedures • Investigate outsourcing of Billing • Identify and implement five (5) key policies and procedures - Clarify and Document Roles and Responsibilities for five (5) key processes/activities (i.e. who does what, how often, when is it reported). • Job descriptions - Role and responsibilities for members and managers • Tasks, timeframes for task, and reporting frames for that task Minutes/Invoices/Action File Issues - Minutes of 10/3/16 Joan Pease made motion to approve 10/3/16 minutes, John Reynolds seconded, passed unanimously; Minutes of 10/11/16 - John made motion to approve 10/11/16 minutes, Joan Pease seconded-passed unanimously. Invoices- Commission had one question on KP Law invoice. Barb to confirm the .3 hours on the invoice. Carl asked if there was anything further. Joan asked about the possibility of getting sewer at the Woodlands and Carl asked that Joan tell them the first step would get into the sewer serviceable area. Carl asked for a motion to adjourn. Joe Anderson made the motion to adjourn, John Reynolds seconded. Vote taken was unanimous. Meeting was adjourned at 8:30pm Respectfully submitted, Joe Anders Joe Anderson, Clerk RECEIVED & FILED DEC 0 5 2016 LUNENBURG TOWN CLENN OFFICE ======================================================================================== DOCUMENT : 2016-11-17-agenda-5530.txt BOARD : sewer-commission DATE : 2016-11-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-11-17-agenda-5530.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11172016-5530 ======================================================================================== ===PAGE 1=== SEWER COMMISSION November 17, 2016 6:30pm 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. 6:30pm Announcements and Public Comment Kabobelicious Hearing Decision Notification DPW Operations report • Grease Trap Program • I/I Remediation • Operations & Management (O&M) • Actions and Next Steps FOG Program Ongoing Issues Requiring Operations Fol low Up Next Step/Process for Roles and Responsibilities Wo rkshop Communications Plan • Operations Reports/Meetings • Quarterly Management Reviews Sewer Commission FY 17/18 Goals Review Adjournment UPCOMING SEWER COMMISSION ACTIVITIES November 29, 2016 Regular meeting, Town Hall December 13, 2016 Regular meeting, Town Hall ======================================================================================== DOCUMENT : 2016-11-29-agenda-5531.txt BOARD : sewer-commission DATE : 2016-11-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-11-29-agenda-5531.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11292016-5531 ======================================================================================== ===PAGE 1=== SEWER COMMISSION November 29, 2016 6:30pm 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. 6:30pm Regular Meeting APPOINTMENTS 6:30pm Chris Leligdon for Pet Supplies at Walmart ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS Grease Trap Compliance issues- Ugly Omelet, Crossroads Plaza Progressive Discipline Action Policy Q2 Commitment Minutes Help Minutes/Action File Issues Business Manager Report - Permits to Connect, FY16 Delinquencies, Meeting 12/27 Adjournment UPCOMING SEWER COMMISSION ACTIVITIES December 13, 2016 Regular meeting, DPW December 27, 2016 Regular meeting, Town Hall ======================================================================================== DOCUMENT : 2016-12-13-agenda-5532.txt BOARD : sewer-commission DATE : 2016-12-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-12-13-agenda-5532.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12132016-5532 ======================================================================================== ===PAGE 1=== SEWER COMMISSION December 13, 2016 6:30pm MEETING DPW Building, 520 Chase Rd. AGENDA 6:30pm Regular Meeting APPOINTMENTS 6:30pm Ron Grautski, 3 Janet Lane-Bill adjustment ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS DPW Operations Follow Up to 12/2 Meeting, Pump stat ions, I/I projects, Food Establishment Visits Pet Supplies Request to Connect-- Fitchburg, Letter Agreement, Re-permitting policy Grease Trap/FOG Ugly Omelet Violation Update Asian Imperial Pumping Crossroads Violation: Remediation Plan Review, Susp ension of Permit to Discharge including Iptaxa, Dario’s Restaurants Kabobelicious – Fee Payment Status, License Renewal Hearing Victuallers License renewals Progressive Discipline Action Policy Highfield Village project withdrawal SRF Betterments Abatement requests – 2 Rennie St., 9 Pratt St. Minutes Clerk Minutes/Invoices/ZBA/Action File Issues Business Manager Report Adjournment UPCOMING SEWER COMMISSION ACTIVITIES January 10, 2017 Regular Meeting, DPW, 520 Chase Rd ======================================================================================== DOCUMENT : 2016-12-13-minutes-5532.txt BOARD : sewer-commission DATE : 2016-12-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2016-12-13-minutes-5532.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12132016-5532 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== be run three times a week in summer. Discussed cost to install irrigation meter based on John's experience. Commission reviewed Bill adjustment policy and determined that they could credit based on that and the promise by Mr. Grautski to install a meter. Barb advised that there requirements on the web regarding irrigation meters. Mr. Grautski suggested that we take the non-summer months to determine usage when figuring a credit, but the current policy is taking an average over last 4 quarters. John made a motion to issue a credit based on the bill adjustment policy using the last 12 months usage, Joan seconded. Amended to be contingent upon receiving signoff by plumbing inspector that irrigation meter was installed. Vote taken was unanimous. Barb will send Ron information on the requirements for irrigation meters to his email. ANNOUNCEMENTS - None tonight PUBLIC COMMENT - None tonight CURRENT BUSINESS Crossroads Violation: Dave McMenemy (Wind River) was present; preliminary plans were received; final Carl said to plan on including floor drains if they are not included. Grady is the engineer; Rodenhiser is handling installation. Turnaround time for revised plans would be no more than 2 weeks. Our next meeting is the January 10' ". Barb read from the letter sent to Brambila on 11/22, "In order to avoid the above action, you are requested to either provide detail plans and a timeline to correct the subject violation and/or attend our meeting at 6:30 on the 13"h at DPW to present your plan." Joan proposed that he has met the obligations in the letter if we receive the detailed plans tomorrow. Discussion followed that meet on January 10, then we would re-initiate the daily fine. John made the motion that we suspend the daily fine pending receipt and approval of the detailed plans on 12/14. Richard seconded. Carl added that if we don't have complete, acceptable plans by the 10"h that we restart fines retroactive to the 14*. taken on the amended motion was unanimous. Commission next discussed that the detailed plans should reflect internal traps for the floor drains as well, and that all sinks are connected to the sewer via an interceptor. Dave McMenemy left the meeting. It was determined that we should send a letter out immediately, confirming tonight's vote and should include the total of fines and when they are due. The letter also needs address the issues with floor drains and sink connections. After discussion, it was decided that the letter should be accompanied by an invoice showing the amount due and a due date. Joan pointed out that the current Grease Trap regulation states that fines should be assessed every 2 weeks. All agreed this was excessive and Carl noted that it will be put on the next Regulation review list. Commissioners reviewed the schematics to confirm connections of sinks to the interceptor. Carl confirmed that the 3bay sink is connected to the interceptor but the floor drains and mop sink do not. Carl will help getting a letter out to Crossroads and will add that monthly pumping and reporting must continue. DPW Operations:. Jack has proposals for two manhole I/I (Inflow/Infiltration) projects. The first is manhole dishes; least expensive fix; can do up to 40 at a cost not to exceed $6K. The second I/l is camera'ing on the lines - Leominster at Graham up to Dana - both sides of Whalom Road; it was proposed 2-3 years ago; the cost is $48K and should be done in spring. Since we don't have the money this year, doing a subset would be a good idea. There was discussion of having W&S come back in to go over the I/l plan. Joan said the dynamics between Jack and Carl are affecting the efficiency of the Commission and not in ===PAGE 2=== Pet Supplies Proposal: Jack noted that there had been lots of discussions and an agreement has been reached. Because there is no grease, floor drains are not an issue. As long as there are traps under the sink, we should be okay. He reviewed the plans, and plumbing inspector okayed the inside. John noted Fitchburg's concerns and the letter received from them. Jeff Murawski of Fitchburg is copied on this Letter of Agreement. We will attach the Fitchburg letter and include it by reference in the Letter Agreement. With the Commission vote, as long as Pet Supplies signs off on the Letter of Agreement, we will advise the Building Dept. Carl asked for a motion to approve the Letter of Agreement and advise the Building Department that the Sewer Commission approves of the project, contingent upon Pet Supplies signing the Letter of Agreement, incorporating Fitchburg's concerns. Richard so moved, John seconded. Vote taken was unanimous. Discussion turned to the Asian Imperial Restaurant's last pumping record and its excessive percentage of grease reported. They have violated the Grease Trap Regulations, p. 5 of Appendix C of the Sewer Use Regs, stating that Food Service Establishments must pump a minimum of every 6 months or if percentage of grease is greater than 25%. Their reported grease was greater than 40%. They will need to pump out with greater frequency. Last pump-out was 6/24/16 and this one was 12/6. Commission will send a letter, requiring Asian pump out in 3 months, or by March 6, 2017, and they must submit the report within 30 days so the levels can be evaluated at that time. Letter should remind them that the DPW needs 48 hours' notice. Kabobelicious: No payments received. The BOS(Board of Selectmen) issued her a liquor license and renewed her victualler's license pending the outcome of the BOS hearing on 12/27. Barb will send the BOS a copy of the letter and copy of the email. We may not be able to withhold her permit since it is not a violation to not pay fines. Commissioners were all in agreement that because she did not pay on time, the 20% discount for on-time payments goes away. Progressive Discipline Action Policy: Joan provided a handout that incorporated information from the last meeting, adding page or citations from the documents. After reading the documentation further, there was a discussion about issuing warnings that is not included in the Regulations. It only states that there will be an immediate $50 fee for any violation. The warning/form letters were discussed. Warning letters need to be sent to Conrad's & Donnelly's. At the Ugly Omelet, a pumpout occurred 12/6 satisfying the last request. Jack and Mr. Bursch met with the pumper at cleanout to inspect. Per Rich Bursch, Seth undertaking the repair of broken pipe. Highfield Village: Commission approved of the notice provided by counsel. John made the motion to send the bill to Highfield Village to call in their monies due; seconded by John; vote taken was unanimous. SRF Betterments Abatement Request: Tabled to the next meeting. Minutes Clerk: Joan made the motion that we hire the minutes clerk as contractor; John seconded. Discussion followed regarding interim Town Manager and Payroll's preference to hire an employee, and he town votina adainst us hirina someone a few years ago. The town and Finance Committee are adamant about not adding head count to the town. Barb read a couple excerpts of emails from Adam, the main jist being to just process this hire as an employee, and that there is no risk for the Town to do so. Carl is against adding to headcount and Commission discussed the contractor versus employee. John noted his preference for contractor but that since Kerry (previous Town Manager) was in favor of hiring as employee, then we should move forward with that option, to get someone in quickly and get them going. Joan noted that 2 of 3 town managers were in favor (Kerry and Adam). Discussion followed on what happens on letting someone go but Joan pointed out that that was not the Commission's issue. asked for a vote on the motion on the table to contract the person to record minutes. Vote was 1 for ===PAGE 3=== weeig was dujaileu at 9:48 p.m. Respectfully submitted, MRick bal Melanie Rich, Minutes Clerk