# sewer-commission — 44 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 : 2017-01-10-agenda-5579.txt BOARD : sewer-commission DATE : 2017-01-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-01-10-agenda-5579.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01102017-5579 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-01-10-minutes-5579.txt BOARD : sewer-commission DATE : 2017-01-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-01-10-minutes-5579.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01102017-5579 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== designated by BUA as 2-tamily. The bylaw says it the 2 unit of 2-tamily is less than 3 rooms, it is only assessed as ½ unit. 120 Pratt Street is listed as single-family and charges $845 for apt. Mr. Luria will go to an Assessors(BOA) meeting to take up the issue. Joan confirmed that 63 Pratt Street is listed as 2-tamily; the BOA makes the determination of classification. Our engineers, Weston & Sampson, determined the units based on the BOA information. John suggested that we have a floor plan is dated and signed by homeowner and do this going forward as procedure. In meantime, they should get the room count on record with BOA. Paula did up floor plan for Paul to sign. Joan made the motion to accept the floor plan drawing submitted by Paula Luria of 63 Pratt Street showing only two rooms present for the 2'° unit. Joe seconded. Vote taken was unanimous. Joan then made the motion to amend the previous assessment of 2 units to 1.5 units since the 2°d unit contains only 2 rooms. Joe seconded. Vote taken was unanimous. John noted that we will be processing the abatement tor % unit. Paul raised another concern about using Title V requirements to go by bedroom count and that many laws don't make sense. John stated that we will be looking at policies in 2017and maybe this would be one we should look at. As a bylaw it would have to be changed by Town Meeting vote. 7:00pm Appointment - Dan Proctor - 380 Electric discussion - Mr. Proctor handed out map -3 properties - 380 electric (old Dufour), 390 and 400 Electric; was the easement map from 2002; the BOS approached Dan & brother - run sewer line thru 390 and get free betterment; presently in process - putting in car wash; 2story red building comes out side and goes into easement. Under separate ownership - to put carwash in wants to combine all 3 lots. Has been going to all boards; showed plan to JR - and how to sewer. Until - sewer - elevated - can't access so Dan talked to JR about. John noted that by combining the properties there is no easement but that by connecting, it would create another privilege fee. Dan is aware. John asked about a car wash and if Dan knows the size of the pipe behind 390 Electric. Dan stated that Ducharme & Willis Engineering will be designing, that the pipe is 6" and that it should be able to handle the usage. Commissioners agreed that they would have no issue with Dan connecting 380 Electric Ave. to sewer. Barb clarified that that approval would be contingent on the merging of the 3 properties so that there would be no crossing of property lines to connect. Dan is aware. He also wanted to bring up 400 Electric - it was purchased in 2006, already connected to sewer; runs through back to Dana; tied in by another contractor. During the discussion with Barb & Jack determined that they have never been billed for sewer. Their office manager processes the bills and thought water/sewer was a combined bill. Barb already has contacted the Water Dept. for readings; Jack was present for connection and remembered the contractor. Barb has already reached out to the contractor for an as-built. Crossroads - David McMenemy from Wind River was present. He had spoken with Jack Rodriquenz who had given his approval to move forward with the project. John stated that the last time Dave was here we were told we'd have a detailed plan. Dave stated that he was mistaken. John noted he had concerns with the apparent discrepancy between CMR 248 stating floor drains must go through interceptors/traps and the plumbing inspector stating floor drains are not necessary. Dave McMenemy pointed out that the code in place when Crossroads went in could have been different. When was CMR 248 updated because when Dave Brambila bought the property, it met code. Commission discussed that someone signed off on a certificate of occupancy. There was discussion about prior approvals and if there was a copy of the Certificate of Occupancy, was it done prior to sewer installation on Mass Ave. and would approvals like this be grandfathered? These may be questions for counsel. The group reviewed Wind River's schematics received at the start of this whole action. ved Wind diversa Only real issue are sinks that are not connected to a trap or leading to the external interceptor. Joan stated that she wouldn't have an issue approving this tonight. Richard agreed. John asked if that was a motion. Joan made a motion that we accept the plan with the new external interceptor and we accept the previous inspection which resulted in a Certificate of Occupancy that was valid at the time and that we allow them to proceed. Richard seconded. John asked if there was further discussion. Joe asked about a sign at each sink stating 'no grease'. Dave said he had 'best practices' signs that he will provide to Crossroads which instructs on proper disposal. John also wanted it stated that, by accepting this plan and allowing the installation of the correctly-sized tank, this would not preclude the Commission from future research and action should a grease problem be detected. Vote taken was unanimous. ===PAGE 2=== Weston & Sampson-hoping to have at the next meeting; not yet contirmed. Grease Traps-Asian Imperial - Kim responded to the letter sent 12/21 and scheduled next pump-out by 3/6 and sent copies of logs to us as requested. Ugly Omelet - Barb read the letter of 11/1/16 to review requirements. Commission agreed that we need to assess $50 fine. Joan made the motion to assess the $50 fine to the Ugly Omelet and send a letter stating that a $50 fine is due and that we need 2 reports. Both a report on the repair and a copy of the report for the 12/6 pump-out will be due within 2 weeks from the date of the letter. If these aren't met then a tee of $25/day retroactive back to the start of the 2-week period will be assessed. Letter will reter to the rule that applies to the violation. Joe seconded. Vote unanimous. Discussion followed about timing and it was agreed that stating 10 business days is clearer. Joan made the motion to amend the prior motion to replace the language of '2 weeks' should be replaced with consistent. Kabobelicious - Barb noted that we've received $550 towards $3,300 fine for December & January. Sewer usage paid 1/10/17. Seema may request appointment with Commission in February to request adjustment payment. She will send an email. Progressive Discipline Action Policy - Joan would like to get all dates and letters consistent going forward. Regs state that Barb will send out bills every 2 weeks. We may want to review that. John asked about having a workshop but it was determined that all Commissioners should review the Grease Trap regs, penalties section (3-4 pages) and make notes in the margins, and that we'd discuss at the next untelevised meeting. Richard asked that Barb send him a full copy of the regs. Highfield Village Withdrawal - The Commissioners reviewed the draft letter from counsel that he proposes sending the JEG. There were no issues. Joan made the motion that we have counsel send the letter. Joe seconded. Vote taken was unanimous. SRF Betterments Abatement Requests - Commissioners discussed the 100% Veterans disability status and reviewed counsel's opinion on abatements. Unfortunately, all that they can offer is to defer the betterment under Clause 41A. Abatements cannot be offered on the basis of a veteran's status based on state law. Abatements are granted when applicant can show disproportionate value of the betterment to the property and has nothing to do with property tax exemptions. 2 Rennie Street (Bellafiore) - Joe made the motion that the abatement request for 2 Rennie Street be denied. Joan seconded. Joan wanted it on record that the Commission wishes that they could honor the veterans in this way, but cannot per the law. Vote taken was unanimous. We will provide information on the deferral in the denial notice. 9 Pratt Street (Michaud) - Joe made the motion that the abatement request for 9 Pratt Street be denied. Joan seconded. Vote taken was unanimous. 63 Pratt Street (Paul Luria) - This abatement was reviewed and voted on at the beginning of the meeting FY18 Budget - We received packet from the Accountant 1/9 and the budget process will begin; Barb handed out FY17 information which was also sent by email today; Barb and Carl to start on FY18. Minutes/Invoices/Action File Issues -Minutes Clerk -awaiting new Town Manager for next step. Minutes - 12/13 not ready. Invoices - Fitchburg $11,096.39; KP Law $850 approved Joan wanted to go back to the Progressive Discipline policy. We hadn't reviewed the 15 Tuesday reports. Nho is on it? Barb explained that both Conrad's, Donnelly's are on, having not submitted logs since July. They are 6 months behind. Also, Mickey Shea's report is missing but he is only late for this month. Barb emailed them a reminder and they will get the log submitted tomorrow. As for Conrad's & Donnelly's it was determined that we would send them certified letters with the $50 fee assessed and assess of $25/day back to 7/1/16 if their logs aren't received within 10 business days. Joan made the motion to send Conrad's and Donnelly's Tavern the letters with the $50 fee and to assess the $25/day penalty back to 7/1 if they are not received within 10 business days. Joe seconded. Vote taken was unanimous. ===PAGE 3=== - Respectfully ======================================================================================== DOCUMENT : 2017-01-31-agenda-5580.txt BOARD : sewer-commission DATE : 2017-01-31 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-01-31-agenda-5580.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01312017-5580 ======================================================================================== ===PAGE 1=== SEWER COMMISSION January 31, 2017 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 PUBLIC COMMENT APPOINTMENTS 6:30 Pat Cotton, Weston & Sampson, Inflow/Infiltrat ion proposal CURRENT BUSINESS DPW Operations issues – FOG Visit Checklist, Pump station reports, monthly operating report Community Compact Program – Water Resource Management Best Practice Town Meeting warrant articles - I/I Stabilization Fund Minutes/Invoices/Action File Issues Minutes Clerk Current Status/Update Business Manager Report/Updates • Grease Trap Compliance Status • Permits to Connect • Irrigation Meters • FY 18 Budget Preparation Status/Plan • FY16 Annual Report • Highfield Village Members Agenda Inputs for Future Meetings Adjournment UPCOMING SEWER COMMISSION ACTIVITIES February 6, 2017 - Reception for Heather Lemieux 6-7:30pm, Eagle House February 14, 2017 - Regular meeting 6:30pm, DPW February 28, 2017- Regular meeting 6:30pm, Town Hal l ======================================================================================== DOCUMENT : 2017-01-31-minutes-5580.txt BOARD : sewer-commission DATE : 2017-01-31 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-01-31-minutes-5580.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01312017-5580 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Rodriquenz (DPW Director) will be visiting food establishments looking for postings and logs to ensure compliance with grease trap regulations. APPOINTMENTS 6:30pm Pat Cotton, Weston & Sampson, Inflow/Infiltration Proposal - Mr. Cotton introduced himself; he has been working with town since 2011. He gave a brief history of the guideline. Flow metering; identified areas that contribute excessive i/in-done 2011; report completed fall 2011. Two areas identified for inflow; rain water, roof leaders, etc.; identified locations with smoke testing/building inspections. The first area-Graham Street, Whalom to electric-smoke and all buildings inspected. Sub-area-6 Leominster Road area; Mass Ave to Sunnyhill to Lunenburg Elementary, center of town, Leominster to West Street. Building inspections/smoke testing. Some manhole covers - some issues (open cleanout caps). Throughout inspections - anything identified has been removed. Smoke testing fall 2011; other summer 2014 inspections 2014 & 2015. Following 2015, manhole inspections were done by another engineering firm 2016. 2011-clay pipes identified; just not as high as smoke/inspections. Several defects identified- manhole-cleaning and television inspection Graham Street area. Several suggestions: Inflow dish in nanhole covers; it manhole depressed or nas holes - intlow dish installed eliminates source of intlow. Weston Sampson has provided proposal to install as many as 40; 60-70 were recommended; 32 fit the category for dishes. Jack brought the proposal to the Commission and it was approved. While the work is being done, W&S will do evaluations; they will furnish and install the dishes. Pat explained smoke testing; if properly connected it will smoke. If there is no blockage and no smoke, it could be a running trap issue. Half of the town has been smoke tested in the dry season. Camera'ing will find cracked pipes, look at every joint and look up at every service connection; needs to be done in the spring when the water table is high. The highest area of infiltration was on the Graham Street/Whalom Road area where the clay pipes are. Joan asked if there was any recommendation for standard maintenance camera work based on the age of the clay pipes; immediately if it was never done. For the last 5 quarters we have been tracking billing vs. flow meter; Fitchburg data is fairly consistent; Graham Street data is not consistent, it has swings from 10% to 56%, the data needs to be reviewed. There is not a current proposal; there is one from 2015 for cleaning, television inspection, data analysis, reporting, and recommendations for the Graham Street area for $48,000. Pat will provide the proposal to Jack. He talked about other ideas. Infiltration issues were also identified. They can be removed; it is not cheap but is effective at 50% removal of infiltration. We need to fix what we know is broken but there are tradeoffs on where to spend money. If we can identify real sources where we can remove I/l we could consider that higher on the priority list. To re-line 20 manholes the cost would be $32K. Building inspections can be done in the remainder of town; it would be cheaper because we have three meters. Joan felt it's a priority to look at the old clay pipes that haven't been looked at in decades. Carl asked Pat to provide a quote so we can prioritize with pricing. $50-$60K could be a workable number for the next fiscal year. Pat will pull together a combination: control plan for DEP in December, will take a closer look at data on manholes, and with the TV inspection of the pipes see what the exact footage of the pipes are clay. Pat will provide something within 2 weeks. The town is looking at Community Compact Grant Program; the BOS will be determining the focus; one of the best practices is under Water Resource Management (address infiltration and inflow to reduce unintended storm and waste water in the system and the cost of treating it). Being part of the community you have access to technical resources from the state and access to grants. Pat also noted that there's a MIlA grant the town could get for cleaning the lines; it may be too late as the deadline for the work is May 1. He will check on any other grant opportunities. Mr. Cotton was thanked for coming in and reviewing the information. Regarding the Community Compact Program, it was set up under the Governor's Office; ¾ of the 351 towns are participating. Ms. Lemieux has been involved in Barre and brought it up to BOS; applications due by mid-February. The Water Resource Management Best Practice fits us very well. Carl said it is already on the table for BOS consideration. Heather sent an email to the BOS stating the positive experience she had with this ===PAGE 2=== article to avoid going back to town meeting each year. There may be an article for violation fees giving us the ability to put liens on property; they are working with Town Counsel on the language. Minutes Clerk Current Status/Update - We have a good candidate in line; we want to get her on board and don't have a strong opinion whether it should be as an employee or contractor. Carl was not sure you can contract with an individual. Heather clarified that a 3-prong test counsel referenced for municipalities which included that if the type of work is normally performed by municipal employee, it doesn't pass the test to be done by contractor. Heather said Town Counsel strongly stated that it should be employee. Carl asked if billing could be outsourced; Heather will get an opinion from Town Counsel. She explained the other 2 prongs. Moving forward Carl said outsourcing is a good way to control costs and to get the good value for the town. Minutes/Invoices; Action File Issues - No minutes for review. Invoices-Fitchburg $11672.19; KP Law $663.00 approved Business Manager Report/Updates - Grease Trap Compliance Status: Ugly Omelet has not yet submitted repair plan per letter sent 1/17; must submit plan or $25/day fee would be retroactive to 1/17. Barb tried to call Seth directly but was unable to reach him. Commission agreed that we need to send letter with invoice for $25/day. Conrads and Donnellys-both accounts have submitted their $50 fee and past due logs. Commission wants Conrads to request a waiver since he is a seasonal business so that he does not have to continue submitting logs when the business is closed. We will send him a letter requesting the waiver request. Crossroads-Rodenhiser is awaiting customer deposit to commence installation. Permits to Connect: 339 Electric (Leominster Monument) with no change of use. Barb noted that after billing is sent out, hopefully the end of this week, that she will begin work on the FY 18 Budget, Irrigation Meters and FY16 Annual Report. Also, per counsel, the letter on the Highfield Village withdrawal was sent out by counsel on 1/30/17. We are awaiting a copy of the letter. Discussed next meeting scheduled for February 14. Joan cannot attend. Commission proposed meeting Thursday 2/16. Joe will check and let the Commission know if he can attend that date. Barb will send an email when date and time is confirmed. Joan brought up that at the next meeting they need to talk about changing regulations - Section 4 of Appendix C penalties and section 7 of Sewer Use Regs articles 5& 6. Carl added that he wants to provide input to Jack by way of a checklist for use on his visits to the restaurants. Jack had stated that he does not want to go into the buildings to inspect plumbing. From his November presentation he stated he would confirm schematics, provide training, and review regs. Also needed for the checklist is to look for the postings of the cleanings. Commission briefly reviewed Carl's list from September. Carl offered to clean up list and provide an updated one for the next meeting. Members Agenda Inputs for Future Meetings - Carl has added this topic on our agendas since there is no current vehicle to get inputs from the Commissioners for the next meeting agenda. Joan restated that she wants the review of the penalty rules on the next agenda. There are 7 pages that each Commissioners needs to review. She also added that the 1s' Tuesday report needs to be reviewed at the Commission's second Tuesday of the month meeting. Kabobelicous was discussed and whether she is making her payments. So far, we have received December and January payments. She did mention to Barb that she wanted to come before the Commission but Barb has not heard any more. Maybe there will be an update when she comes in to pay the February installment. Manhole repair was discussed and whether Jack has moved forward on it either in-house or with outside source. Barb will check with Jack. Commission discussed whether anyone was keeping record of manhole repairs performed. The list of manholes that Wright Pierce provided could be used to set up a database and keep it updated with ===PAGE 3=== lelanie Rich, Minutes Cler ======================================================================================== DOCUMENT : 2017-02-14-agenda-5581.txt BOARD : sewer-commission DATE : 2017-02-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-02-14-agenda-5581.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02142017-5581 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 14, 2017 4:00pm Regular Meeting – Early Start DPW Building, 520 Chase Rd. AGENDA 4:00pm Regular Meeting – early start ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS FY 18 Budget discussion Regulations Discussion - Articles V & VI of Sewer Use Regs & Appendix C (Gre ase Trap Regs) DPW Operations issues - FOG Checklist, SWSS reports, DPW monthly report Q3 Commitment $178,318.19 FY16 Annual Report Minutes/Invoices/Action File Issues Minutes Clerk Status Update Business Manager Report/Updates - Grease Trap Compl iance, Highfield Village, I/I Members Agenda Inputs for Future Meetings Adjournment UPCOMING SEWER COMMISSION ACTIVITIES February 28, 2017 Regular meeting 6:30pm, Town Hall ======================================================================================== DOCUMENT : 2017-02-14-minutes-5581.txt BOARD : sewer-commission DATE : 2017-02-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-02-14-minutes-5581.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02142017-5581 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== YUnnEN DUSINESS FY18 Budget- Going through the working document tonight; We are on with Fincom 3/9. Commission reviewed Version 3 but may need workshop. Reviewed budget line by line. Purchase of Service-Joan's point is that pump stations have a life-expectancy; put a little aside to plan for outage. Jack spoke of an assessment of the pump stations; he will look to put something together. Jack spoke about W&S contract. Jack proposed using project monies on the I/l work. We have about $39K; Carl talked with Karen & Heather and they are good with using project funds for I/l. Commission discussed Northern data for doing sewer billing. The cost to buy software package and do it is $30,000 first year; $3,500/yr. after-or work with the Water District. If we went through Lunenburg Water, it would be $20,000 plus yearly cost; discussed of proposed partnership with Lunenburg Water. John requested that Barb provide the billing worktlow to the other members for review before the budget workshop. Commission discussed I/l work. Jack noted that if it is over $50,000, has to go out to bid. Carl would like the project spread out. We can look at capital plan, and look at a 3 yr. plan for I/l; Carl reiterated that we need to calibrate the pump stations to understand runtimes. Carl noted that the Commission is awaiting the annual report from SWSS which is important in this budget timeframe as to whether SWSS sees any improvements, upcoming costs. Jack will follow up with SWSS. Carl asked about the manhole work. Jack is awaiting response. Barb will have the YTD FY17 at the workshop to determine how much monies are left in this fiscal year to spend. Regulations Update -Several potential changes to the Grease trap regs were discussed. Joan wanted to change to monthly invoicing of fees. Commissioners need to review regs for other changes. Before Joan left the meeting, it was confirmed that the Budget Workshop would be 6:30-8:30 on 2/21. Joan left at 5:30. DPW Operations issues- FOG Program: Carl had handout of new checklist to discuss. Jack has met, spoken with or left message for most of these accounts. All restaurants are submitting reports, some late. Jack also mentioned the animosity and that he is starting to build a rapport. Carl concerned that reports are not completed correctly and added his desire to have schematics. Jack does not want to get into compliance with plumbing code and confirming schematic agrees w/code. He will concern himself with what's there, measuring correctly, documenting correctly. He agrees with the key objectives of the handout: Educate, establishment operators/management -1)Grease Trap Measurements, 2) How to read/fill out forms, reports, permits, 3)How to clean grease traps, 4)Understand all relevant regulations. Other than that goes more to the future. Carl stated that if someone doesn't comply with regs, this is the time to communicate that issue and to inform of non-compliance if he sees a violation, then report back to the Commission. Discussed the Crossroads schematic. John stated that with Crossroads, if it was at one point approved and given occupancy, we cannot go back. Carl had had a conversation with plumbing inspector and there are options. John stated that there are too many unknowns. Carl wants to see what's in place to confirm that the equipment onsite agrees with the schematic on file. He noted that we need to see the Asian plan or schematic. Commission discussed checking if logs and signs are posted. Question on whether Bangkok Hill has 1 trap or 2. Commission discussed what we need to do to support the regs. We need to update the log, measure in inches. John offered to come up with a form going forward. Pump Stations - Jack talked about the generator issue at Mass 2. SWSS had F&M Generator looked at it - wires all eaten by mice - and suggested a backup generator and pump trucks on site, but cost would be substantial. Jack contacted Caterpillar for diagnosis and proposal. Different proposals were received and will most likely be around $3000 for Cat to repair the damaged component. Commission agreed to go with Jack's recommendation but wants to prevent mice any more mice damage. Jack will speak with SWSS. Jack brought up the numerous call outs on Leominster Rd. He has spoken with John DiNapoli of Unitil who sent the list of dates to engineering. Only one issue surfaced, that being branch power to the station is being interrupted by another source other than street power. Jack hasn't resolved yet but it behooves SWSS to look into it further. He gave John from SWSS the info to hopefully trigger investigation. As a side note, Jack noted the littlest stations on Francis and West Street have the most grease - that residences are the worst offenders of grease. Reports - Carl asked about the flow meter work that's part of SWSS contract. Barb stated that they were present for the November inspection with Flow Assessment as was Jack. The original pump station report ===PAGE 2=== Sit s nate bare has any restauranis. war will ask neatner. baro reminded inal next week is the workshop, February 21 at 6:30pm. Joe will try and attend. Joe made a motion to adjourn, John seconded. Meeting adjourned at 6:29pm Respectfully ======================================================================================== DOCUMENT : 2017-02-21-agenda-5582.txt BOARD : sewer-commission DATE : 2017-02-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-02-21-agenda-5582.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02212017-5582 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 21, 2017 6:30pm Workshop DPW Building, 520 Chase Rd. AGENDA 6:30pm Workshop FY 18 Budget discussion UPCOMING SEWER COMMISSION ACTIVITIES February 28, 2017 Regular meeting 6:30pm, Town Hall March 9, 2017 FinCom meeting, Town Hall ======================================================================================== DOCUMENT : 2017-02-28-agenda-5583.txt BOARD : sewer-commission DATE : 2017-02-28 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-02-28-agenda-5583.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02282017-5583 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-02-28-minutes-5583.txt BOARD : sewer-commission DATE : 2017-02-28 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-02-28-minutes-5583.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02282017-5583 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== job and relocating. Talent bank forms need to be submitted by 3/13 for consideration. Please contact any member of the SC or Barb Lefebvre at the DPW with any questions. The caucus is coming up. APPOINTMENTS - None tonight. PUBLIC COMMENT - None tonight. CURRENT BUSINESS - FY 18 Budget - Budget changes were reviewed by line item. Dave Rodgers 82 Highland asked about he line item for minute taker; he was told it was not a new position; there was a previous person doing it. Discussion of reserve capacity and capital costs. Total expenses $840,174; revenue $843,833; net positive of $3,658.78. Debt service which includes the original sewer project and the Pratt/Lakeview was discussed. Debt service for FY18 is $843,548 and betterment income projected at $653,112. We have $1.3 million in retained earnings to help cover which we'll need for future years. Carl will do a projection out 30 years as he did for last year's FinCom presentation. Joe made the motion to approve the budget for Sewer for FY18, John seconded. Vote taken was unanimous. Commission discussed whether all members need to go to the FinCom presentation on 3/9. DPW Operations Issues - Weston & Sampson-proposal received 2/1; 3 elements of the proposal include Camera'ing of Whalom area, manhole prep & consulting and submitting to DEP; total $39K. Carl asked that we discuss I/l at the next meeting when we'll have 4 members present. Pump Station Calibration-We received an estimate from Weston & Sampson of $5,000 to calibrate all 10 stations over 2 days. Discussion followed and Commission would like cost per station. Barb will get costs from Pat. and how soon this can be done. John also wanted clarification on the pipes to be camera'd Commission discussed that it is the old clay pipes that are of concern. As far as Weston & Sampson's proposal regarding manhole rehab, Carl wants the 10 manholes recommended to be identified. Barb will check with Jack and Pat. Pump station reports-Only input is that the corrections are still not being reflected. Units are not making sense and the quality of the data needs to improve. Annual report from SWSS has been received just today and Barb will send out to the Commission for review. Town Meeting Warrant Article Discussion - Draft articles were sent to Town Counsel 2/23. Standard budget articles. Transfer of funds of FY17 from Reserve Capacity & I/l stabilization accounts for use in FY18: I/l Stabilization $14,520 and Res Cap accounts $10,285. Acceptance of Chapter 40 Section 58 Municipal Charges lien -per Town Counsel, Commission can lien fees (grease trap permits, non- compliance) but not fines/violations (illegal connections); and Creation of a Capital Reserve Stabilization Fund-3% of expected revenue. Town Caucus March 20, 2017 - There are 3 openings; two 3-year positions and one 1-year position. Minutes/Invoices/Action File Issues - Minutes-John made a motion to approve the 8/30/16 meeting minutes with changes noted; Joe seconded; all voted in favor; motion approved. Joe made a motion to approve the 8/23/16 meeting minutes; John second; all voted in favor; motion approved. Invoices- Fitchburg $13,536.23; Leominster $67,416.64. Business Manager Report: Grease Trap Compliance Issues: First Tuesday Report Non-Compliance- Bad Larry's-sent letter 2/15, received logs and $50 fee. Donnelly's-sent letter 2/15, received logs & $50 fee. Stella's-Barb reviewed the history with Stella's attempt at submittal on 2/7 and again on 2/8 per Allen Souza. He had had trouble faxing the logs. Given the concerted effort to submit the logs, the Commission all agreed that the $50 fee should be waived. Joe made the motion that we would waive the $50 fee for non-compliance. John seconded. Vote taken was unanimous. Kabobelicious-Commission discussed the status at Kabobelicious. Only the $550 for February 1 payment has been received of the requests noted in the letter of 2/15/17. No January logs nor the $50 fee were received. Commission agreed that we need to send her a letter ASAP assessing the $25/day from start of non-compliance as ===PAGE 2=== MAICO IN SEE a Fin Meeting 7:00PM at Town Hall. Carl wanted to go back to I/l for a discussion. He wanted the Commission to consider having Wright Pierce do the manhole study that they'd proposed previously for $1,100. They will pick the best average year to study. John made the motion to approve the $1,100 to do the I/l analysis to do the manhole study, Joe seconded. Vote taken was unanimous. Carl will get in touch with authorization to Kevin Olson to Joe made the motion to adjourn, John seconded. Vote taken was unanimous. The meeting adjourned at 8:16 pm. Respectfully submitted, Barb Lerebvre, Business Manager ======================================================================================== DOCUMENT : 2017-03-14-agenda-5584.txt BOARD : sewer-commission DATE : 2017-03-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-03-14-agenda-5584.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03142017-5584 ======================================================================================== ===PAGE 1=== SEWER COMMISSION March 14, 2017 6:30pm MEETING DPW Building, 520 Chase Rd. AGENDA 6:30pm Regular Meeting APPOINTMENTS ANNOUNCEMENTS Town Caucus- March 20 PUBLIC COMMENT CURRENT BUSINESS FY 18 Budget -Feedback/follow-up from FinCom Presentation DPW Operations issues –Pump station reports/activity, Funding Source for Mass Ave. Generator Repair I/I Reduction Plan : proposals- Weston & Sampson, Wright Pierce Irrigation Meter Policy/Upgrade Billing Outsource Investigation -next steps Town Meeting Warrant Articles Business Manager Report – • Grease Traps Compliance Action Update • Highfield Village Letter • Minutes/Invoices/Action File Issues • Minutes Clerk Adjournment UPCOMING SEWER COMMISSION ACTIVITIES March 20, 2017 7pm -Town Caucus, Turkey Hill Middle School March 28, 2017 6:30pm -Regular meeting 6:30pm, DPW ======================================================================================== DOCUMENT : 2017-03-16-agenda-5557.txt BOARD : sewer-commission DATE : 2017-03-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-03-16-agenda-5557.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03162017-5557 ======================================================================================== ===PAGE 1=== SEWER COMMISSION March 16, 2017 6:00pm MEETING DPW Building, 520 Chase Rd. AGENDA 6:00pm –Special Meeting (reschedule of 3/14/17 meet ing) APPOINTMENTS ANNOUNCEMENTS Town Caucus- March 20 PUBLIC COMMENT CURRENT BUSINESS Town Meeting Warrant Articles Minutes/Invoices/Action File Adjournment UPCOMING SEWER COMMISSION ACTIVITIES March 20, 2017 7pm -Town Caucus, Turkey Hill Middle School March 28, 2017 6:30pm -Regular meeting 6:30pm, DPW ======================================================================================== DOCUMENT : 2017-03-28-agenda-5558.txt BOARD : sewer-commission DATE : 2017-03-28 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-03-28-agenda-5558.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03282017-5558 ======================================================================================== ===PAGE 1=== SEWER COMMISSION March 28, 2017 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 ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS Budget discussion- FY17 and FY18 DPW Operations – manhole repair contract update; Pump station report , issues update System Maintenance Planning – I/I proposals- Weston & Sampson, Wright Pierce Town Meeting warrant articles Irrigation Meter Policy/Upgrade Billing Outsource Investigation Town Caucus Minutes Help Business Manager Report- Minutes/Invoices/Action File Issues, Permits to Connect, Counsel, Outsourcing, Grease Trap Compliance issues Adjournment UPCOMING SEWER COMMISSION ACTIVITIES April 11, 2017 Regular meeting 6:30pm, DPW April 25, 2017 Regular meeting, Town Hall ======================================================================================== DOCUMENT : 2017-04-04-agenda-5559.txt BOARD : sewer-commission DATE : 2017-04-04 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-04-04-agenda-5559.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04042017-5559 ======================================================================================== ===PAGE 1=== SEWER COMMISSION April 4, 2017 (reschedule of 3/28/17 meeting) 6:30pm meeting DPW-520 Chase Rd. AGENDA 6:30pm Regular Meeting APPOINTMENTS ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS Town Meeting warrant articles Budget discussion- FY17 and FY18 DPW Operations – manhole repair contract update; Pump station report s, issues update System Maintenance Planning – I/I proposals- Weston & Sampson, Wright Pierce Irrigation Meter Policy/Upgrade Billing Outsource Investigation Town Caucus Minutes Help Business Manager Report- Minutes/Invoices/Action File Issues, Permits to Connect, Counsel, Grease Trap Compliance issues Adjournment UPCOMING SEWER COMMISSION ACTIVITIES April 11, 2017 Regular meeting 6:30pm, DPW April 25, 2017 Regular meeting, Town Hall ======================================================================================== DOCUMENT : 2017-04-04-minutes-5559.txt BOARD : sewer-commission DATE : 2017-04-04 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-04-04-minutes-5559.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04042017-5559 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== indirect costs. Also, Carl and Barb attended a meeting with Karen and Heather to discuss our proposed articles, originally numbering 7. At this meeting, Heather recommended that we include our stabilization account transfers into the main general budget warrant article as the $745,251 includes $14,520 for I/l stabilization and $10,285 for Reserve Capacity stabilization. John Reynolds made a motion to accept the General Budget Article as written; Joe Anderson seconded; all voted in favor; motion approved. Barb read the Reserve Capacity Article: To see if the Town will vote to transfer from available funds, a sum of money into the Reserve Capacity Stabilization Fund; or take any other action relative thereto. We will leave this as "a sum of money" because we may collect more upon a connection request before Town Meeting. At a minimum it will be $2,879.80. We have removed the I/l Stabilization transfer request as we hope to have used these funds before year-end. Carl noted that if, before Town Meeting, we learn that payment to Fitchburg is imminent, we would not make this transfer. John Reynolds made a motion to accept the Reserve Capacity Article as written; Joe Anderson seconded; all voted in favor; motion approved. Barb read the Capital Reserve Stabilization Fund Article: To see if the Town will vote, pursuant to General Laws Chapter 40, §5B, to create a Capital Reserve Stabilization Fund and further to transfer from Sewer Enterprise retained earnings a sum of money into the Capital Reserve Stabilization Fund; or take any other action relative thereto. This has been revised after meeting with Heather and we will leave it as 'a sum of money', but for now it is for 3% of revenue. Only other consideration is the $15,000 capital line item of the current year budget that is not expected to be used for capital expense, but may be needed for other expense. If, as we get closer to Town Meeting and it does not look like it would be needed, Commission would discuss and agree adding the $15,000 to the current $26,500 amount. John Reynolds made a motion to approve the Capital Reserve Stabilization Fund Article as written; Joe Anderson seconded; all voted in favor; motion approved. Barb read the Municipal Charges Lien Article: To see if the Town will vote, pursuant to MGL C. 40 § 58, to impose a "municipal charges lien" on real property for unpaid, Sewer Connection fees, Sewer Reserve Capacity fees, Sewer Re-connection fees and Sewer Grease Trap permit fees owed the Town, in the manner provided for by MGL C. 40, §58, which lien may include any related charges, penalties, or fees, including interest relating to the unpaid fees, and all costs to record said lien(s) in the appropriate Registry of Deeds; or take any other action relative thereto. John suggested that we have a copy of this section of Chapter 40 as a handout at Town Meeting. John Reynolds made a motion to accept the Municipal Charges Lien Article as written; Joe Anderson seconded; all voted in favor; motion approved. Budget Discussion: FY17 Budget : Barb provided a 5 page handout for the YTD Budget discussion. As far as /l costs, the project tund balance is currently at $44,805, with proposed usage of $7100 already committed, and Jack's proposal for an additional amount of $36,000, leaving balance of $1700 in project funds. Barb reviewed potential year-end deficits in the Sewer Budget with Leominster and Fitchburg usage of $34,396 and connection fees of $9250. Carl pointed out that with increase connections comes increased revenue. Commission discussed the enterprise fund process and that even with increased revenues, we should not spend more than expenses budgeted, but if need be, we can go to Town Meeting to request transfer to cover prior fiscal year expenditures. Discussion followed on remaining Purchase of Service balance of $35,542, which is the balance after contract commitments. Barb provided the YTD budget for Commission review. Commission reviewed capital line item monies available and that we have $63k available if need be, although we are not anticipating the $57k from Highfield either, so we need to be careful. No action at this point but time to be watchful in closing out the year. Barb summed up that potential deficit of $49k in FY17 can be covered by balances in Purchase of Service of $35k and Capital of $15k. FY18 Budget: The projected cost for Leominster could be $270k, and only $250k was budgeted. Fitchburg usage is of more concern. We have budgeted $127k, and based on percentage of increase could be $156k. At this point, Carl does not want to adjust budget, but since it is tighter than we'd like it to be, we need to keep an eye on it and possibly do something at Special Town Meeting. Discussion went back to the l/l and whether the generator costs should come out of Operations Infrastructure or project fund. Carl would prefer all I/l come out of project funds. We have $44,805.35 in project funds for use on C: \Users\blefebvre\Documents\SEWER\MEETINGS\MINUTES\FY17 MINUTES TO-DO'S\040417 meeting folder -resched of 032817 mtg\04-04-2017 Sewer Commission Minutes mr-ci-bl clean.docx ===PAGE 2=== that. Per the report in 2011 there was no infiltration problem; what happened between now and then? Issues Update-Carl would like an update on Jack's FOG related visits of restaurant establishments. System Maintenance Planning: John asked if manhole inspection report is saying that through their new analysis, if we make the recommended repairs we will be saving 871,000 gallons (50% of what they believe is going into the manholes). They projected how much water is going into the manhole. When making repairs, the state guideline is that you only count on saving half of it would be approximately 7% of the excess water flowing out; that is not significant. The manholes are not the problem. We need to look at the manhole repairs from a different point of view; not from the saving I/l point of view. The structural issues should be the priority, not the ones that have higher I/l. I/l is not a justification for fixing manholes. Irrigation Meter Policy/Upgrade: John spoke with Mark Bursch, Chairman of the Lunenburg Water District. He said the Water Dept. suggested that if we go with a system to read the meters, that we go with the newest technology available. They are also heading in that direction. The technology would allow Barb to read the meters from her office. Possibly sharing the cost of the software or some aspect can be discussed; but they do not want to be responsible for the irrigation meters. John will ask Scott Fitzgerald (Stiles Company, Inc.) to attend a future meeting to discuss the new technology; the Water Dept. will also be invited. Carl provided the rolling averages on the Flow to Bill Usage Comparisons Report; $173K is what it would have cost if we had to pay for the water going out; 6.7% represents the manhole contribution based on the report. Billing Outsource Investigation: Commission discussed the possibility of holding a workshop to understand the billing process. We need to create a list of what steps are done at billing and what is not, and the reasoning; Barb will prepare a list of the steps. John noted that the cost of outsourcing may be more than the time saved. The goal is to try to free up more time for Barb. More discussion is needed. Town Caucus: At Caucus, Joan was nominated. We will have a write-in campaign for Joe. Carl will have labels done up for the ballots. Seven or nine write-ins are needed. There are 2 openings for 3 years, 1 for 1 year, so we still need a candidate for one year. Minutes Help: Melanie Rich was welcomed as the new Minutes Clerk. Personnel Committee finally approved the position at their March 16 meeting. Business Manager Report: Minutes-None for review. Invoices for Kopelman & Paige and City of Fitchburg were approved. Permits to Connect-51 Joslin Street; Lt 35 at Meadow Woods reconnect. Lunenburg Water has proposed a Site Plan Approval before the Planning Board for a new office at 496 Mass Avenue; Public Hearing is 4/24. Grease Trap Compliance Issues-all March submittals in. John questioned the 3/6/17 Interceptor Service Report for Asian Imperial and that it is a two-chamber system. The 2"° chamber is not in violation. Ugly Omelet emailed and said he is working with Wind River Environmental and needs more time: Joan motioned to extend the deadline for Ugly Omelet until 4/17 from 4/5; John 2nd, all in favor. March logs were received from Kabobelicious, but they still owe the $50 initial non-compliance fee, $525 for non- compliance and the March & April payments of $550. The recourse we have is going to court or not issuing a victualer license. John said Lunenburg's regulations require monthly reporting on grease traps; he has not found another town or city that has that requirement. Monthly logs are required and they must be available upon inspection. He would not change the interceptor reporting, only the grease trap reporting. More discussion is needed. Barb received a request for waiver from Conrad's today. There was brief discussion as to whether the Commission could keep their own counsel. Barb will check with the TM. Carl suggested experience with sewer regulation could be included in the Selectmen's process with the remaining four candidates; they will be ===PAGE 3=== Respectiully submitted, WRichbal elanie Rich, Minutes ======================================================================================== DOCUMENT : 2017-04-11-agenda-5560.txt BOARD : sewer-commission DATE : 2017-04-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-04-11-agenda-5560.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04112017-5560 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-04-11-minutes-5560.txt BOARD : sewer-commission DATE : 2017-04-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-04-11-minutes-5560.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04112017-5560 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== has values, it says to him it is a proposal. Kevin Olson (Wright-Pierce) said it is not the intention to get between the DPW and the Sewer Commission; values were provided, but the intent was to provide information for consideration; if chosen, a more formal proposal would be submitted. They have done a fair amount of waste water engineering for the town. Inflow appears to be a problem in a few areas, namely Graham Street & Leominster Road. Lunenburg is in a good position because they have done work on the DEP I// Control Plan and continue to do work. Mr. Olson explained in detail the possible next steps/options for consideration to address the collection system which included Flow Assessment to meet with the Commission to provide more information for the three permanent flow meters; town wide rehabilitation work; meter basins that flow to Leominster for SSES work; meter accuracy for Graham Street meter basin; silt/sedimentation for Graham Street meter basin; determine the sources of infiltration town wide; create a prioritization plan for sewer pipe cleaning and CCTV inspection; and implement a sump pump amnesty program to remove sump pumps which are a significant source of inflow. A suggestion of doing a "camera on a stick" inspection of the north side of the Whalom area was also discussed. Mr. Olson & Mr. Corbin were thanked for coming in. Weston & Sampson - Pat Cotton gave a presentation based on the specifications requested. They previously performed a flow metering study throughout the town. He discussed the 6 subareas on the map. Town wide manhole inspections were done; they now want to most cost effectively locate and remove I/l from the system. The ten manohole rehabilitation plan is to visit the locations, look at the manholes, double check the drainage area that is tributary to the structure, make sure they are depressed, make sure there are no holes and they are sources of inflow, take measurements or take dishes out and replace; a relatively easy fix. All work will be verified. to start looking at the pipes. Graham Street was selected to clean and televise because of the historical reasons, not flow data. ( Flow isolation is another method; smoke testing is also an option. Carl said we have more infiltration than in 2011; there was a significant number of connections since then, possibly 200, most of which were from the new construction at Emerald Place. If the disconnect is more than the infiltration was, something is wrong. Mr. Cotton said whatever is chosen for the next round of investigations, sources will be found and eliminated. The figures on the I/1 number on the manhole report were discussed. It was questionable if the number is actually 6.7%. Mr. Cotton said it is based on flow estimates that are visualized. Flow numbers: Fitchburg flows from March 2011(10-week period) were 267,000 gallons; Leominster flows were 9,293,000 gallons. Joan was not sure, with so many variables, that the 2011 data would still be workable. Mr. Cotton explained what could be eliminated (narrowed) and believes that the 2011 data is still workable. Carl said there was no infiltration problem in the Whalom area in 2011; but the proposal is to look to find infiltration in the area where there was not a big infiltration problem. Joan asked Mr. Cotton what he thinks is going on; he said manholes with inflow dishes, roofs, driveway drainage, sump pumps. Two remedies for consideration: smoke testing the rest of the town, and CCTVs. We need to decide what to do first. Mr. Cotton recommended CCTVs first. Jack would like to do as much manhole operations as possible. The manhole repairs that were approved will be done first; there are 4 ways to follow up and find out where the water is coming from: (1) minimal camera program for some limited streets to get data, (2) meter on a stick inspections in limited areas, (3) smoke test the rest of the town that has not been smoke tested, and (4) building inspections for sump pumps. Re calibrating pump stations, what is the accuracy, how many standard deviations off will they be? Mr. Cotton said they do 10 drawdown tests and the accuracy is very good. It was used in the 2011 work to validate some of the data. The Commission agreed with the recommendations and identified 6 specific tasks to pursue. Mr. Cotton offered to prepare the scope of work and the cost. Jack R. said he would prepare the scope. The Chairman requested it be sent to the Commission for review when complete. Joan said a team effort is needed to prioritize. Weather sensitive items were identified as: clay pipe TV inspection, flow investigation behind Dana Street. During the discussions, Jack confirmed that there are only a few streets in the Whalom area that are known to be connected to clay pipes. He will identify which streets in the scope of services. Pat was thanked for coming in. ===PAGE 2=== Àpril 25" - Meeting at Town Hall (Barb will not be there) May 6th - Town Meeting May 9th - no meeting as there will be no quorum since Joan & Joe will not be available May 20"* - Town Election Respectfully submitted, Melanie Rich, Minutes Clerki Metambo ======================================================================================== DOCUMENT : 2017-04-25-agenda-5561.txt BOARD : sewer-commission DATE : 2017-04-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-04-25-agenda-5561.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04252017-5561 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-04-25-minutes-5561.txt BOARD : sewer-commission DATE : 2017-04-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-04-25-minutes-5561.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04252017-5561 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== year terms). There is a one-year term open with no candidates. The Lion's Club is having a meat bingo on April 28' at the Eastwood Club (Townsend Street, Fitchburg); the entry fee is $20. PUBLIC COMMENT - None tonight. CURRENT BUSINESS / Removal Planning (Scope of work FY17/18, timing, bid process) - Carl said they are working hard to try and firm up the inflow/infiltration reduction plan. The hope was to finalize it tonight, but Jack Rodriquenz and the Town Manager were unable to attend. The Town Manager has met with Jack to better understand the scope of the project. The Commission asked that the Town Manager give us guidance on the procurement process. She said the value of what we are trying to do will be approximately $50K and would have to go through the bid process; because of that it will not be done this spring. Breaking up the project to complete two tasks (the TV cameras for a part of Whalom [1,000 feet], and the meter on the stick) was discussed; we need to find out if that is allowed by the procurement regulations. Getting these two tests done when the water level is high is critical. Carl said the Commission could consider taking a vote to authorize these two tasks in the event the Town Manager says it is allowed. Joan commented that if we do this separately, we do it in a way that makes everyone feel included as a team and does not cause further disconnect; John agreed. The Town Manager would have to agree and we would have to rely on Jack's input as to whether it makes sense. There was some discussion regarding emails and some confusion as to the timing and/or content. It was recommended that if anyone has concerns, they first review them again. Carl clarified that if the Chair or any member feels it necessary to send an email, they should be free to do that; they do not have to check with the other members unless they are representing the group. A motion was made by Joan Pease, seconded by John Reynolds I move that the Commission authorize operations, pending confirmation of the Chief Procurement Officer that this does not violate procurement rules, to proceed with the vendor, or vendors, of their choice with a total funding of $8,000, with two I/1 reduction activities which include; "meter on a stick" investigation of the Whalom area to the North side of Whalom Road, and TV cameraing of up to 1,000 linear feet, to be defined by the DPW Director, of the Whalom Area to the South side of Whalom Road. DPW Operations Issues - Food Establishment Visits-No updates on Jack's visits. Pump Station Report- We are not receiving them. Jack has instructed SWSS not to send them anymore until they are cleaned up. Joe asked if Jack is asking them to get to the root of the cause and clean it up before coming to us? Carl does not know. The units of measure for Leominster Road runtimes are problematic. Carl will email Jack (with the consensus of the Commissioners) any questions/answers the Commission is looking for. He will be asked what "cleaned up" means, what is the ETA as to when we will start receiving them again, and clarification on the rationale. Manhole Rehab Project-The manhole work was scheduled to start on April 17" by Weston & Sampson. John said he saw the Weston & Sampson vehicle and believes they are in the process. System Maintenance Plan (existing and future planning actions, manhole dishes) - Carl would like as a future agenda item "documentation". How do we document maintenance in the field? Joan said we should ask does any record exist where we will be able to tell when maintenance has occurred on the different manholes, rather than directing someone to produce that. Carl agreed that we should ask if there is a maintenance record/document and discuss a plan with Jack for manhole maintenance. Carl will include this in his request for information from Jack. conrad s Drive-in sea rood (waiver request) - It is a seasonal restaurant; he is asking tor a waiver when he is closed. Joe Anderson made a motion that we approve a waiver pending the logs from the last date of cleaning after closing and that he notifies us when he opens; John Reynolds seconded; all voted in favor; motion approved. ===PAGE 2=== ======================================================================================== DOCUMENT : 2017-05-30-agenda-5562.txt BOARD : sewer-commission DATE : 2017-05-30 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-05-30-agenda-5562.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05302017-5562 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-05-30-agenda-5586.txt BOARD : sewer-commission DATE : 2017-05-30 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-05-30-agenda-5586.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05302017-5586 ======================================================================================== ===PAGE 1=== Sewer Commission Meeting- Executive Session1. ======================================================================================== DOCUMENT : 2017-05-30-minutes-5562.txt BOARD : sewer-commission DATE : 2017-05-30 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-05-30-minutes-5562.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05302017-5562 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== APPOINTMENTS: - The 6:30 pm appointment for Dan Proctor, 380 Electric Ave Car Wash, has requested to reschedule. PUBLIC COMMENT: Greg Bitter, Planning Board Chair, introduced himself and wanted to encourage communications and/or dialogue with the Commission. CURRENT BUSINESS: Election of Officers - Troy Daniels made a motion to wait until there is a full Commission; John Reynolds seconded; all voted in favor; motion approved. Operations & System Supervision-SWSS (Small Water System Services) Contract Renewal - Small Water is supposed to come in quarterly; we need to invite them in to the next meeting. Discussion of roles regarding contracts followed. Troy questioned if the granting of funds is commission business, he was unsure of the commission's role with the SWSS. Carl explained the functions; the day to day is the DPW's responsibility, releasing contracts is the commission's responsibility. I/l (Inflow/Infiltration) reduction projects: Status on the Manhole Dish Installation - Jack said they hope to start early next week. Because of the paving of Route 2A, the number of dishes will be reduced; Jack proposed that Weston Sampson retrieve the dishes (~10) at the same time they are going to retrieve the dishes that have fallen into the system. This work would be done under the authorized dish installation funding. Camera and Flow Isolation Contract - Jack said at the time of discussion there was no talk about the $8K ceiling and even though there were good intentions of the commission, we had enough money to do the two processes. For the commission to put a cap on that project has hindered progress. In order to go with the $12K quote that Jack received, , the original vote of the commission would have to be rescinded and re-voted. Carl said it would be inconsistent to our fiduciary responsibilities to turn over the l/l operations to the town. Jack was prepared to go with a broader scope of work; the urgency is because they are calendar critical. Carl expressed reluctance to approve the increase without getting a quote from the other supplier. There were discussions on ethics. John would like to move forward with the low bids Jack received. Troy was uncomfortable tailoring an RFP that was given already and felt it would be problematic. He wants to understand what our fiduciary responsibility is. There was discussion on the infrastructure line item which is only one line item in the Purchase of Services budget. Barb said it always is budgeted to allow for emergencies but Purchase of Service is all one account and includes Infrastructure, I/l remediation, Legal, Outsourcing and Engineering; We need to determine what is left in the infrastructure line item for year-end. Jack is asking that we can go with the program for $12K which has been approved by the Chief Procurement Officer. Joe made a motion to move forward with the procurement of $12K for the flow isolation and videoing of the PVC pipe that Jack is proposing and to rescind the prior vote of the $8K cap; John seconded. Discussion: Carl thinks the bidding process was flawed by not asking all relevant engineers to quote on it and thinks the $7,500 for the TV portion is much more than it should be. Voted: 3-1-0; motion passed. Scope of Services Preparation - The list includes smoke testing, calibrating the pump stations, engineering for manhole rehabilitation, performing house to house inspection, and initiating manhole rehabilitation. The I/l report to DEP is needed by December. Commission discussed going out to bid and getting quotes for the manhole rehab with Jack's input. Troy wants to rely on the DPW Director and the Business Director to get the things done. Jack would like to put out a scope of work for all the work and include special conditions such as chronology, etc. There is money to cover the items in the project fund. Interpretations and responsibilities of the charter were discussed. Jack will need the help of a consultant to determine the scope as it is wide-ranging. The I/l report will be the first priority. Pump Station Reports - Jack said the reports have been a failure; there is a disconnect between back office support at the SWSS and the technicians in the tield. He received a clearer form; he will email it to the commission for review. Troy asked about an analysis that could be used for the strategic plan. System Maintenance Documentation - There was a question on documenting all maintenance to the system. Jack said the maintenance on the system is 99% pump station. Barb can pull any invoice for any particular pump station to see what has/has not been done. With the information available from the Accounts Payable system, it is not a good use of time to transfer it into an excel sheet for now. ===PAGE 2=== work; Jack believed it would be. Joe made a motion to authorize $16K for the Mass Ave assembly rework; John seconded; all voted in favor; motion approved. Grease Trap Compliance Work - Barb will send annual permit fee letters out tomorrow. Certain accounts will receive more individualized letters: A&D Crossroads owes us the as-built on the new interceptor and money for non-compliance; Darios and Ixtapa are impacted because they are restaurants attached to the A&D Crossroads' grease interceptor; Conrads' waiver requirements are still outstanding including logs from the last cleaning. Barb needs to send them the letter regarding the waiver approval from April, Kabobelicious still owes non-compliance penalties. They should not be issued a permit to discharge in the new year until the money is received. Joe left the meeting. Privilege Fee Assessment- Barb provided dated are into eared so uses on ting isong mily are Business Manager Report - The FY17 Q4 Commitment was signed ($176,815.87). SRF Project Closeout - Barb described the Town Accountant's request to transfer $614.00 from the Enterprise Fund to the SRF Project fund to close out the project. Otherwise, they would have to issue a bond for $614 which Karen did not recommend. Troy made a motion to transfer $614.00 from the Enterprise Fund to pay the SRF project; John seconded; all voted in favor; motion approved. Minutes - deferred. Invoices were approved for payment. Permits to Connect - 29 Summer Street; one trailer at Meadow Woods reconnecting and two tenant situations (pet store/dental office); 324 will be a vet office. Carl had attended the MCPPO seminar on 5/23 which he found very helpful. UPCOMING SEWER COMMISSION ACTIVITIES- June 13th - Regular Meeting (DPW, 520 Chase Road) June 27th - Regular Meeting (Town Hall, 17 Main Street) ADJOURNMENT - Troy motioned to adjourn; John 2nd; all in favor. The meeting adjourned at 9:20 p.m. Respectfully submitted, a Picklel ======================================================================================== DOCUMENT : 2017-05-30-minutes-5586.txt BOARD : sewer-commission DATE : 2017-05-30 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-05-30-minutes-5586.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05302017-5586 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== G.L. C. SUAS < <|(a/(3) regaraing enforcement or the Allocation Agreement between the sewer commission and JEG Holdings because discussion in an open meeting may have a detrimental effect on the litigating position of the Sewer Commission and to return to Regular Session at the conclusion of the Executive Session. John seconded the motion. Vote to go into Executive Session by roll call vote, John, aye, Troy, aye, Carl aye. Commission entered into Executive Session at 6:05pm Jeff first reviewed his recollection of events. Highfield submitted the withdrawal in July, we sent our letter in December 2016. Carl went further back to review the Fitchburg IMA history and going back to Fitchburg for more capacity, discussing the 29,040gpd capacity which Highfield reserved for the future. Highfield's contention is that the calculation was wrong, the actual cost was 0 and pursuant to Paragraph 4 of the Allocation Agreement, we were to copy them on the IMA. As for not providing then a copy, there was no proof that we did or didn't. Attendees discussed the estimate and the incremental $57k added to the agreement. The allotment would run with the property. John made the point that the property value is increased because of this allotment. Access to sewer enhances the value of the property by more than $57,000. Troy questioned if the agreement is recorded Barb confirmed that the December letter and Allocation agreement were recorded in December. Discussion followed on future development and the allotment of capacity. Per counsel, the Commission would have to record the withdrawal so no one could come back and think the allotment is in existence. Jeff asked about moving forward and it was determined that it is worth pursuing. Having capacity and ability to connect to sewer has value. Jeff proposed writing a letter to their counsel about the property value and they would be unable to sell it as ability to connect to sewer. Attendees discussed that the capacity figure for Fitchburg was increased for Highfield Village, so the Town will definitely incur a cost when the figure for John Fitch Highway is known. Bob noted that there are no late charges or penalties noted on the Allocation agreement, so they may very well hold on until they go to sell. Discussion on suing them for the cost, stating "if you don't pay, allocation would go away" followed. None of the property abuts a sewer line. Jeff can give the counsel a call, see what they're thinking and advising them that there's no guarantee of connection without the Allocation agreement and payment for capacity. Carl suggested as a reasonable compromise that they could pay the allocation over 20 years. Jeff confirmed that all agreed on the plan to make the call to counsel and that the report back should be done in Executive Session, adding that it is reasonable to say that the threat of litigation will continue until an agreement is reached. Carl asked for a motion to adjourn executive session and go to the regular open meeting. John made the motion, Troy seconded. Vote to adjourn by roll call: John, aye, Troy, aye, Carl aye. Sewer Commission exited executive session at 6:54pm. Respectfully submitted, Barb Letebvre, Business Manager for the Sewer Commission ======================================================================================== DOCUMENT : 2017-06-13-agenda-5563.txt BOARD : sewer-commission DATE : 2017-06-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-06-13-agenda-5563.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06132017-5563 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-06-13-minutes-5563.txt BOARD : sewer-commission DATE : 2017-06-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-06-13-minutes-5563.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06132017-5563 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== RECEIVED & FILED AUG 17 2017 Minutes: June 13, 2017 MEETING DPW Building, 520 Chase Rd. LUNENBURG TOWN Attendees: Carl Luck, Chair, John Reynolds, Vice-Chair, Joe Anderson, Clerk, Sean/Péasd, FilGE Daniels, Members, Barbara Lefebvre, Business Manager Guest - Dave Rodgers, Greg Roy, Ducharme & Dillis, Dan & Jean Proctor Called to order at 6:31pm. APPOINTMENTS 6:30pm - Dan Proctor, 380 Electric Ave. Car Wash Proposal - Greg Roy from Ducharme and Dillis presented plans for a carwash to the Sewer Commission. They proceeded to discuss the plans, water usage and how it will connect to the sewer. They are still waiting on Leominster regarding their application. The Commission had questions on the process and some technical details which were then addressed. There was also a question on whether there had been a peer review. Greg R. will be giving a revised set of plans to Jeff Walsh with Graves Engineering and will ask him to review for the Commission. The Commission discussed with Dan the combination of lots and the easement for the pump station. The Privilege Fee was discussed. Dan stated that it was too high and would put an end to the project. The Sewer Commission discussed Jack's email of 6/13/17. The Commission will ask Counsel for input on reducing the fee as a consideration. Dave Rodgers(Highland St) came forward and shared his concern about the high cost, how it was calculated and how this will be handled going forward. Timing of the construction was reviewed and Greg R. Will send the Sewer Commission a revised set of plans. CURRENT BUSINESS Election of Officers - The Commission discussed getting clarification on the charter before electing officers. Joan P. presented an organizational flowchart to the Commission. This was not on tonight's agenda and will be discussed by the Commission at a future meeting. Commission discussed having a workshop to discuss roles and responsibilities within and of the Sewer Commission itself. Once this is understood the relationship with DPW will be addressed. The Commission will have the workshop on 6/20. There was discussion on first meeting as a team before possibly inviting the Town Manager, a Selectmen and Rob Bowen to a future meeting. They then discussed a time limit for having the delayed elections. Motion: Joan P. Second: Troy D. To delay election of officers for 2 months until the Sewer Commission can discuss, at various levels, roles and responsibility. Discussion: None Vote: Unanimous Operations & System Management - I/l reduction updates- The Commission discussed a 6/13* email form Jack Rodriquenz detailing the leaks that were found. Dish Installation and Mass Ave repaving - It was noted that both projects are ongoing and going well. Pump Station - reports - The Commission discussed the usefulness of these reports. It was suggested that a brief analysis would be more helpful and this was discussed by the Commission. They went on to discuss what data should be available in the reports. This will be discussed further with Small Water System Services(SWSS). The Sewer Commission will also send in list of issues to add to SWSS contract discussion. Fitchburg meter relocation - The Commission talked about initiating this project. Motion: Joe A. Second: John R. To have Jack Rodriquenz go out for quotes for the Fitchburg meter relocation Discussion: None Vote: Unanimous System Maintenance Planning - The Commission discussed the need for a system maintenance documentation policy. It was decided that this will be tabled until after the discussion of roles and responsibilities. I/l reduction - The Sewer Commission talked about getting a commitment for what's needed and the need for a plan. It was noted that much of this may be resolved in the discussion of roles and responsibilities. FY 18 Sewer Commission Goals - This will be deferred until roles and responsibilities are in place. Grease Trap Compliance issues- The Commission discussed the Annual Permit letters and invoices that were sent out on 5/31 and when certified letters would be sent. 1s' Tuesday Report - The Commission discussed listing names of non-compliant restaurants on the agenda and that this might be an open meeting law issue. The Commission discussed that the report and non-compliance letters should be automatic and there should be no discussion. The Commission also talked about having 1st Tuesday ===PAGE 2=== Report on Google Drive. They went on to discuss at what point non-compliant restaurants should be listed on the agenda to be discussed. Counsel will be consulted on having the restaurant name on the agenda if they are to be discussed. During this conversation, a concern was brought up about monthly reports putting undue responsibility on restaurants and are not required by other towns. This will be put on a future agenda to discuss further. Billing Outsource Investigation Plan - This will be deferred until roles and responsibilities are established. Irrigation Meter Policy/Upgrade - John R. was given name of sale rep. and would like him to discuss with the Sewer Department. This was discussed along with whether a representative from the Commission should be present or just a report requested. John R. will talk with Jack Rodriquenz about this meeting Business Manager Report: Privilege Fee Assessment- The privilege fee letter has been sent to 15 Oak Ave. The Commission discussed whether an address is sufficient or if a name should be listed on the agenda as well. Invoices - There are no invoices. Vacancy - Melanie Rich sent an email 5/31 that she will be unable to continue. The previous minutes person, Emily Lehto, will be available for summer hours. Per the Town Manager, the position will be posted in the Ledger for 10 days. Minutes - The following minutes were presented for approval: 12/13/16, 1/10/17, 1/31/17, 2/14/17, 4/4/17, 4/11/17, 4/25/17 and 5/30/17. It was commented that modifications to the minutes should be tracked and that the minutes should be more concise. This was discussed by the Commission. Minutes from 12/13/16 and 5/30/17 will be deferred until all members have had a chance to review them. Motion: John Reynolds Second: Joe A. To approve minutes of 1/10/2017 Discussion: None Vote: Unanimous Motion: John Reynolds To approve minutes of 1/31/2017 Discussion: None Second: Joe A. Vote: Unanimous Motion: John Reynolds To approve minutes of 2/14/2017 Discussion: None Second: Joe A. Vote: Unanimous Motion: John Reynolds To approve minutes of 4/4/2017 Discussion: None Second: Joe A. Vote: Unanimous Motion: John Reynolds To approve minutes of 4/11/2017 Discussion: None Second: Joe A. Vote: Unanimous Motion: John Reynolds To approve minutes of 4/252017 Discussion: None Second: Joe A. Vote: Unanimous Upcoming Sewer Commission Activities - June 27, 2017 Regular meeting, Town Hall; July 11, 2017 Regular meeting, DPW Motion to adjourn: Joe A. To adjourn at 8:45pm Discussion: None Second: John R. Vote: Unanimous Respectfully Submitted, Emily Lehte ======================================================================================== DOCUMENT : 2017-06-20-agenda-5564.txt BOARD : sewer-commission DATE : 2017-06-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-06-20-agenda-5564.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06202017-5564 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-06-20-minutes-5564.txt BOARD : sewer-commission DATE : 2017-06-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-06-20-minutes-5564.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06202017-5564 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of Sewer Commission Meeting and Workshop - June 20, 2017 - DPW, 520 Chase Road Attendees: Carl Luck (Chair), John Reynolds (vice-Chair), Joan Pease, Joe Anderson, Troy Danieis, Barb Lefebvre (Business Manager) Guests: Dave Rodgers (Highland St.) Called to order at 6:43pm Charter Review Workshop: Roles & Responsibilities of the Commission and Chair I he Commission began by outlining the goal of the workshop and what should be included in the discussion. The Commission then talked about the reasons for having the meeting and agreed that the starting point should be interpretation of the charter which they proceeded to go through and discuss. Joan handed out an organizational chart for Commission to review. John Reynolds arrived at 6:57pm. Dave Rogers commented that it makes no good common sense on how the Town is set up. He questioned why the Sewer Commission isn't an autonomous group. He also questioned where the problem lies. The Commission acknowledged and addressed his concerns. The Sewer Commission then began to discuss concerns about not being able to complete all their responsibilities because it is causing conflict and also that bounds and responsibilities may be being overstepped. They went on to discuss ways to resolve tension and avoid conflict in the future. The Commission decided to have a meeting with Jack Rodriquenz and Heather Lemieux and the Commission. Discussion of who would determine the definition of 'Day-to-day' ensued. Troy Daniels left at 8:02pm. It was suggested that a member of the Board of Selectmen be invited along with Rob Bowen who also was a Selectman and worked on the Charter should also be invited. It was determined that Jamie Toale would be invited as a representative of the Selectmen as he'd be the more objective than Bob or Phyllis. The group could meet to work on resolving the conflict while still fulfilling responsibilities. Potential dates were discussed and the dates of 8/1 and 8/8 will be provided to the invitees. Joe was asked to facilitate the meeting. 380 Electric Ave: update on legal question and process regarding fee assessment There will be an update from counsel for the 7/11 meeting. Discussion went on to having a point person to interact with Barb L and Counsel to coordinate this specific activity. Troy D. will be asked if he would be interested in doing this. The Commission went on to discuss the issue of this pump station, the possibility of future issues and the Commission's policy of neutrality on development. Motion: John R. To adjourn at 8:33pm Discussion: None Second: Joe A Vote: Unanimous Respectfully Submitted, mit Letto emily Lehta RECEIVED & FILED AUG 17 2017 LAVENBURGTOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2017-06-27-agenda-5565.txt BOARD : sewer-commission DATE : 2017-06-27 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-06-27-agenda-5565.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06272017-5565 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-06-27-minutes-5565.txt BOARD : sewer-commission DATE : 2017-06-27 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-06-27-minutes-5565.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06272017-5565 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== RECEIVED & FILED OCT 12 2017 LUNENBURG TOWN CLERK OFFICE Minutes of Sewer Commission Meeting - June 27, 2017 - Town Hall, 2nd Floor Meeting Rm, 17 Main St. Attendees: Carl Luck (Chair), Joe Anderson, Joan Pease, Troy Daniels, Barb Lefebvre (Business Manager); Absent: John Reynolds Guests: Small Water Systems: Deb Trumbull, Al Packard, John Mohammed; Bob Proctor Called to order at 6:30 pm. Announcements - The election of Commission Officials will be delayed until the first meeting in August. Food service establishments are required to submit their annual permit and fees in by 6/30 in order to get permit to discharge to sewer by 7/1. Public Comment -Troy D. spoke about the discussion at the last meeting and of his support of the DPW Director and of improving relationships. Current Business Operations & System Management - Jack Rodriquenz sent an email to the Commission but will not be attending this evening. I/l reduction projects status- The Commission would like an update from Jack on the report last week of significant infiltration and leaks and if a plan to remedy has been received and what the timeframe will be. Small Water Systems, Contract Renewal - Al Packard, John Mohammed and Deb Trumbull form SWSS were present. Joan read the section of Jack's email of 6/27 pertaining to SWSS, that he is very happy with SWSS, and he encouraged the Commission to renew the contract. The Commission discussed the work SWSS has done over the past four years and how they would like more help to prepare for the future and formulating the big picture. Concern was raised over the lack of inventory of spare parts. Al P. will meet with Jack R. and a plan on what needs to be in stock will be developed. The group went on to review and discuss the contract where some concerns were raised and clarification requested. Debbie mentioned that she found it hard to have multiple bosses. The contract will be discussed further at future meetings. The overriding issue to be fixed is the current agreement references many agreements and an order of precedence is needed per counsel. Debbie agreed to the addition of the order of precedence as proposed into the contract. She also agreed that dish installation would be covered under the manhole seals paragraph and that pipe and manhole issues are covered under the contract. Deb is willing to continue service past 7/1. Barb L. will work on the document and send to Deb Upland Ave Extension - Robert Proctor passed out a sketch on behalf of his client. The client would like permission to pursue a sewer extension. The Commission agreed that it appears straightforward and consistent with the CWMP. There was a question on which betterment would be used to assess the 50% privilege fee. Barb L. will check with Counsel. The Commission briefly discussed outreach to neighbors but determined it was best left to the applicant to pursue if decided. 380 Electric Ave Proposal - There is no update. Troy D. accepted the assignment to work as liaison on this project. Barb L. will get clarification on Leominster's estimated cost and will gather information on ail the pump stations for future consideration. Grease Trap Compliance Issues - Annual Permit status is on Google Drive. The Commission discussed the letter to be sent to those who do not submit by deadline. Barb will send out certified letters to those without submittal as of 6/30. Privilege Fee Assessment - The Commission discussed the privilege fee for 120 West Street. Motion: Joan P. To assess a privilege fee of $11,551.47 for 120 West Street Discussion: None Second: Joe A. Vote: Unanimous Communications - The Commission discussed the advantages and disadvantages of a Facebook page. Bob Ebersole came forward and stated that Social Media Policies are currently being worked on by the Selectmen and to hold off on the decision. Minute Clerk Posting - The Commission discussed approving the application for Emily Lehto and the hiring process. ===PAGE 2=== Motion: Joan P. Second: Troy D. To approve the application/hiring of Emily effective 6/29 after requisite 10 days posted, to be appointed by Heather and ratified by the BOS at their next meeting on 7/11. Discussion: The Commission discussed pay rate. Motion: Troy D. Second: Joe A. To amend the motion to include pay rate of $16.26/hour Discussion: None Vote - Unanimous The Commission discussed the possibility of Emily working more than 10-15 hours per month for the summer and decided that since it was posted as such it cannot be increased. Business Manager Report - The Q4 EOY commitment is $904.10 and was signed by the Commission. The Flow Assessment contract for FY18 was signed by Carl L. The Commission discussed the benefits of meeting with Flow Assessment, possibly in August. Quarterly Communications meeting with Town Manager/BOS Liaison/DPW Director - The meeting will be postponed until the meeting with the Town Manager, Selectmen representative and DPW Director has occurred Minutes/Invoices/Action File Issues -Invoices - Two invoices were reviewed: Fitchburg $13,341.04 and Koppelman $1003. Minutes - The Minutes from 12/30/16 (corrected to 12/13/16), 5/30/17 and 2/28/17 were reviewed by the Commission. Motion: Joe A. To approve the minutes of 12/30/16 Discussion: None Second: Troy D. Vote: Unanimous Joe noted that he was not present on 5/30/17 for the vote on 15 Oak Ave, but left prior to that. Minutes will be amended to reflect that. Motion: Joe A. Second: Troy D. To approve the minutes of the 5/30/2017 as amended Discussion: None Vote - Unanimous (Joan P. abstained) Motion: Joe A. To approve the minutes of 2/28/2017 Discussion: None Second: Troy D. Vote: Unanimous Barb noted a correction to the date of the December minutes. The date should be December 13, 2016. Motion: Joe A Second: Troy D. To approve the minutes of 12/13/2016 Discussion: None Vote: Unanimous Permits to connect - There are two permits:17 Cross Road and 324 Electric Ave. Motion to adjourn: Joe A. To adjourn at 8:50pm Discussion: None Second: Troy D. Vote: Unanimous Respectfully submitted, ======================================================================================== DOCUMENT : 2017-07-11-agenda-5566.txt BOARD : sewer-commission DATE : 2017-07-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-07-11-agenda-5566.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07112017-5566 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-07-11-minutes-5566.txt BOARD : sewer-commission DATE : 2017-07-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-07-11-minutes-5566.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07112017-5566 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of Sewer Commission Meeting - July 11, 2017 - DPW Building - 520 Chase Road Attendees: Joe Anderson, Clerk, Joan Pease, Troy Daniels, Members, Barbara Lefebvre, Business Manager Absent: Carl Luck, Chair, John Reynolds, Vice-Chair Joe, in Carl and John's absence, opened meeting at: 6:30pm stating that In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded. Attendance by roll call. CURRENT BUSINESS -380 Electric Ave proposal -Barb noted that Roger Brooks, head of the Leominster Wastewater division of the DPW has advised Jack that they are all set with approvals. He also agreed as to our cost of $5k as connection payment, instead of the $26k figure originally provided. Jack had sent the Commission an email earlier in the day once again restating his view on the 380 Electric issue in favor of doing what we could for the Proctors. Barb reviewed her conversation with Jeff Blake of Kopelman & Paige, that he was not ready to provide a written opinion but provided some options and suggested further research of old files from the original easements for pump stations. Troy's concern of going with Kopelman and Paige was discussed, that, per the Town Manager's email sent to the full Commission, Heather had indicated that the Sewer Commission lacked authority to hire outside counsel plus the fact that the new counsel is on retainer so it would be at no cost to the Commission to employ them in this legal matter. Barb will reach out to new counsel and co Troy for his input if it is needed. Commission discussed making any agreement with Dan Proctor conditional upon the combination of all 3 lots under the one with the pump station. The only other item with Kopelman and Paige is the Highfield Village issue which will be put on the next agenda for discussion. Commission needs to decide on how to proceed as to which counsel the Commission should work with on this issue. Troy made the motion to further investigate the options relative to 380 Electric Avenue with new town counsel. Joan seconded. Vote taken was unanimous. Operations & System Management - Barb restated that Jack had sent out an email earlier today to all the Commissioners with an update on the work in Whalom and though he'd hoped to have a report from Weston & Sampson for tonight's meeting, he will have the report by the end of the week. Pump stations reports -All present agreed that they did not need to see the most recent pump station report that Barb had for week-ending 6/30/17 but that they'd prefer, going forward, to have a monthly summary of highlights. Barb still has to work on the SWSS renewal contract and that it is not ready for review tonight but stated that it should be ready by the next meeting on 7/25. Barb is unable to attend that meeting. Commission discussed changing the contract to incorporate more planning and less details. Barb noted that we are in the middle of a 3 year renewable contract that cannot be changed that substantially, but as long as there is a good 'give and take', Debbie would most likely agree to the changes. August Meeting with Selectmen - Commission discussed date choices. Having the meeting 8/8 prevents the Commission from having 2 meetings for early August so that date would work best. Commission agreed to 5pm start. Barb will advise the invitees of the date and time, including the new town counsel. Based on prior discussion regarding town counsel and independent counsel, Barb will let Rob Bowen know that he needn't attend. FY17 Encumbrances - amounts were reviewed - $3230 for general budget and $14,910.65 in project monies. Commission approved and signed off form which Barb will bring to Town Hall tomorrow. Dan Proctor 380 Electric Ave.) came in (7:02pm) to review issues with 380 Electric. Commission advised Dan that Leominster is all set, but further research needs to be done on the privilege fee question before counsel can provide decision. Dan said he probably had some documents from the agreement in 1999 and would bring it in to the office tomorrow. Commission advised Dan that Commission wants to go with the new counsel so they'll need to be brought up to speed. Barb will go through boxes from Laura Williams to find any correspondence on issue. Troy noted one concern of counsel that all the parcels be combined under the one with the pump station. Dan said that the ANR plan is being done right now. Business Manager Report- Privilege Fee Assessment - 15 Oak Ave- Commission signed the document to be recorded at the Registry for this privilege fee. SWSS Contract renewal for FY 18 was already discussed and will be reviewed at the next meeting. Grease Trap Compliance - Annual Permit letters -6 letters were sent out certified on 7/10. Only one account has subsequently contacted the office and will be on the agenda for 7/25, contesting the requirements of the permit application. 1st Tuesday Report - 2 accounts were sent certified notices with $50 fee on 7/11. Permit to connect-257 Electric was only permit to connect received since the last meeting. There are no invoices or minutes for approval. Clerk Vacancy - Commission determined that this should be posted again for start date of September. All present discussed other outlets - Sentinel, Linkedin, Indeed.com, Monster - even sending out to other towns to see if someone already doing minutes might be interested in more hours. Cost may be too great for Sentinel and online job sites. Barb will talk te Bygaterwe manpostion any ofthe online M AUG 0 3 2017 BY:1 M: ===PAGE 2=== services but to go ahead and put in the Ledger and online for now for the fall. Emily can only help through August. No other applications were received Members Agenda Inputs for Future Meetings -Barb will put Highfield Village on the next agenda to determine counsel. Commission reviewed next meetings: July 25- Regular meeting, August 8-early start of 5pm for Special meeting, then the Regular meeting at 6:30. Commission agreed that there should be no specific agenda for the early portion of the 8/8 meeting, just a general discussion. Commission also discussed not having 'Operations' on the agenda but instead having "DPW report" for any updates from Jack that he feels the Commission needs to know for planning purposes. Adjournment - Troy motioned to adjourn; Joan 2nd; all in favor. The meeting adjourned at 7:22p.m. Respectfully submitted Whereb / Barb Lefebvre, Business Manager for the Lunenburg Sewer Commission ======================================================================================== DOCUMENT : 2017-08-01-agenda-5567.txt BOARD : sewer-commission DATE : 2017-08-01 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-08-01-agenda-5567.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08012017-5567 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-08-01-agenda-5587.txt BOARD : sewer-commission DATE : 2017-08-01 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-08-01-agenda-5587.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08012017-5587 ======================================================================================== ===PAGE 1=== Sewer Commission Meeting- Executive Session1. ======================================================================================== DOCUMENT : 2017-08-01-minutes-5567.txt BOARD : sewer-commission DATE : 2017-08-01 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-08-01-minutes-5567.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08012017-5567 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== RECEIVED & FILED OCT 12 2017 Minutes: August 1, 2017 Regular Meeting DPW Building, 520 Chase Road LUNENBURG TOWN Attendees: Carl Luck (Chair), John Reynolds (Vice-Chair), Joe Anderson, Troy Daniel LERK OFFICE Absent: Joan Pease, Barb Lefebvre (Business Manager) Chairman resumed regular meeting at 6:45 at the close of the executive session. ANNOUNCEMENTS - None PUBLIC COMMENT - None APPOINTMENTS Sean Flanagan, Sean Patrick's Restaurant -Grease Trap Annual Permit - Seam Flanagan had some questions for the Sewer Commission concerning regulations and how to apply for a deviation from the 6 month pumping requirement. The Commission addressed all his questions. Sean F. will gather all the required data and submit a formal request for a deviation with supporting documentation. They went on to discuss the annual permit for Sean Patrick's that is still due. Motion: John R. Second: Troy D. To extend the deadline for the application for Sean Patrick's to August 4' Discussion - It was noted that this extension is due to the meeting on 7/25, which Sean Flanagan was to attend, being postponed to 8/1. Vote: Unanimous Electric Ave. Car Wash, Dan Proctor - The letter of 7/27/17 that Dan Proctor had sent to the Commission regarding connection fees was read aloud and discussed. The Commission went on to acknowledge that there is no published Title V volume for a car wash and that the water analysis volume was used to calculate all fees. Possible ways to lower this were then reviewed including using the annual water use number that was provided. Motion: John R. Second: Troy D. To base the connection fee on the provided water use number of 2,459 gallons/day Discussion: None Vote: Unanimous The Commission went on to discuss that Counsel has not yet responded regarding the privilege fee. Carl L will work with Barb L. on a letter to Kopelman and Paige requesting a document summarizing their results/conclusion. Dan P. was asked to and will submit a formal request for adjustment of the privilege fee with supporting justification and documentation. Some information was provided on privilege fee regulation and background was reviewed. This will be put on the 8/8 agenda to discuss further. CURRENT BUSINESS DPW Report- issues and follow up actions - None I/l reduction - Weston & Sampson report/next steps, pump station calibration, I/l State Report - The Commission discussed the Weston & Sampson Report. Weston and Sampson will be invited to the 8/8 meeting to review the 1/1 report and next steps. Motion: John R. Second: Troy D. To authorize Weston & Sampson to proceed with the calibration of the pump stations per their prior quote Discussion: None Vote: Unanimous Motion: John R. Second: Troy D. To award Weston & Sampson with a contract for the State l/l report per their prior quote. Discussion: None Vote: Unanimous Both votes are subject to confirmation by the Town Manager that these are exempt procurements. SWSS - Contract renewal - The Sewer Commission discussed the draft agreement that was prepared by Barb L. Discussion followed on concern voiced about how the contract was written and the order of precedence. Motion: Joe A Second: John R. ===PAGE 2=== To submit the draft agreement prepared by Barb L. to Small Water System Services for review with the caveat that it is a drait and subject to change Discussion: None Vote: Unanimous Legal Counsel Transition - It was discussed that all work, except as noted in executive session, will be stopped at Kopelman and Paige. They briefly discussed the two issues in transition with counsel are 380 Electric Ave and Highfield, Chairman Debrief of 7/17 Office Hours meeting - This will be discussed when the entire Sewer Commission is present. Grease Trap Regulation Compliance - A&D Crossroads-request for waiver - The Commission discussed Crossroads request for a waiver and reviewed their background. They discussed not deviating from the established enforcement process. A vote will not be taken until a formal request is submitted. Establishments in non-compliance - Ugly Omelet and Kabobelicious are currently non-compliant. It was noted that a formal hearing needs to be requested with documentation and justification. Otherwise, the next steps in the process will proceed. The Commission went on to discuss Kabobeliclous' request to waive a $50 fee Names not on agenda during open meeting - It was noted that Counsel has advised that a place can be named if not listed on the agenda as long as there are no actions taken or extensive discussion. Meeting with Town Manager and BOS Chair re: General Discussion -date change/objective The Commission discussed rescheduling this meeting and what the purpose of this meeting was. The majority of the Commission decided not to reschedule this meeting but to try to work out any issues at the working level. Troy Daniels Email - Troy D. found that an email he had sent 6/23 violated open meeting law. He noted that he shared the email with the attorney general who stated to rectify the situation to include it on the agenda. Troy D. went on to state that he shared an opinion with a quorum of the Sewer Commission and the email is available to the public. Minutes - Minutes from 7/11/17 and the 5/30/17 executive session were reviewed Motion: John R. Second: Troy D. To approve the minutes for 7/11/2017 Discussion: None Vote: Unanimous Motion: Joe A. To approve the minutes for the 5/30/17 executive session Discussion: None Second: John R. Vote: Unanimous Invoices - An invoice from Fitchburg was discussed by the Commission. Meeting Schedule for August - The next regular meeting of the Sewer Commission will be 8/8/2017 at the DPW Building and on 8/29 at Town Hall. Motion: Joe A. To adjourn at 9:02pm Discussion: None Second: John R. Vote: Unanimous Respectfully Submitted, Emily Minitos , Minutes Assistant .... ======================================================================================== DOCUMENT : 2017-08-01-minutes-5587.txt BOARD : sewer-commission DATE : 2017-08-01 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-08-01-minutes-5587.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08012017-5587 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Village To discuss strategy with respect to litigation pursuant to G.L. c. 30A s 21(a)(3) regarding enforcement of the Allocation Agreement between the Sewer Commission and JEG Holdings because discussion in an open meeting may have a detrimental effect on the litigating position of the Sewer Commission and the chair so declares. Roll Call Vote: John R. - Yes, Joe A. - Yes, Carl L. - Yes The Sewer Commission discussed Highfield Village and the positive input that was received from a discussion between their counsel, Kopelman & Paige and JEH Holding counsel/client in June. Motion: John R. Second: Joe A. To amend the Highfield Village agreement to provide for equal payments over 20 years with the condition that if the property sells, the outstanding amount would payable in full at that time. Discussion: None Vote: Unanimous The Commission went on to discuss what counsel will do the amendment to the agreement. Carl L. provided input from a discussion he had had with Town Counsel. The Commission discussed their options. Troy D. arrived at 6:37pm. The Commission reviewed what had previously transpired and discussion continued Motion: John Reynolds Second: Troy D. To present to the Board of Selectmen that the Sewer Commission would like to stay with Kopelman and Paige for the drafting of an amendment to Highfield Village to spread the payments equally over 20 years payable in full at the time of sale. Vote: Unanimous Second: Troy D. Motion: John R. To end executive session at 6:45 and return to open meeting Discussion: None Roll Call Vote: John R. - Yes, Troy D. - Yes, Joe A. - Yes, Carl L. - Yes Respectfully submitted, will dento Emily Lehto, Minutes Assistant ======================================================================================== DOCUMENT : 2017-08-15-agenda-5568.txt BOARD : sewer-commission DATE : 2017-08-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-08-15-agenda-5568.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08152017-5568 ======================================================================================== ===PAGE 1=== SEWER COMMISSION August 15, 2017 6:30pm REGULAR MEETING DPW Building, 520 Chase Rd. AGENDA In accordance with the requirements of the Open Mee ting Law, please be advised that this meeting is being recorded. APPOINTMENTS 6:30 Pat Cotton, Weston & Sampson - I/I reduction-r eport/next steps, Dish installation report, New Contracts- Pump station calibration, I/I State Repo rt ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS DPW Report – Issues and follow up actions SWSS Contract renewal – SWSS response, need for add itional counsel review Pump Station Monthly Reports Highfield Village: Legal Counsel Update/Next Steps 380 Electric Ave. Car Wash, Dan Proctor – Application, K&P input/close-out, Privilege fee Grease Trap Regulation Compliance – A&D Crossroads waiver, Establishments in non- compliance, Bad Larry’s request, Policy regarding u se of establishment names Chairman Debrief of Town Counsel Office Hours meeti ng on 7/25 Commission Communications: Open meeting law re: com munications, procedure for altering meeting dates Minutes/Invoices/Action File Issues Business Manager Report- Q1 bills, Privilege fee do cument, Minutes Clerk, Town Attorney office hours in August Election of Officers Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SEWER COMMISSION Meetings August 29, 2017 Regular meeting, Town Hall, 17 Main St September 12, 2017 Regular meeting, DPW, 520 Chase Rd. ======================================================================================== DOCUMENT : 2017-08-15-minutes-5568.txt BOARD : sewer-commission DATE : 2017-08-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-08-15-minutes-5568.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08152017-5568 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== associated with the MassAve. improvementwas 39,000gpd ofpeakinflowthatwasremoved. Patwilisendalistto JackR. Inregardstothel/l report, flow isolation and TV inspections were done in the spring. Two lines on Elizabeth Street have leaks and will need remediation. The drop connection at 44 John St. will need pipeline repair, as well as manhole repair needed at Kirby Ave./Electric Ave. They won't be doing all repairs at once recommend working on smoke testing for the rest of the town. Manholes are from the previous report. Pat reviewed the l/l control plan proposal for the State in accordance with DEP guidelines. The proposal was given to Jack in agreement for developing the plan for submittal in accordance with the DEP regs. The proposal includes summary of /I reports forlast 15 years, town's l/l activities for past 5-10 years, summary of any SO eventin last 10 years and a summary of future plan. It was noticed that the town regs do not have the 4:1 /1 removal policy for connections for design flows that exceed 15,000gpd. Ifa large apartment complex comes to town in future, with greaterthan 15,000gpd, they will be required to remove 4: 1 in amount off/l. Ifflow is 15,000gpd, they need to remove 60,000gpd. This will need to be in the report and added to the regs, and he included support to add this, increasing the original cost from $4,000 to $ 5,000. Pat should have the draft report by early November. The pump station drawdown test for 10 stationswillcost$500/station, foratotal $5,000 and willbedoneinearly November. Future 1/1 investigations may include: Smoke testing insubarea3, subarea6 (north), northwestflowto Fitchburg and southwestto Fitchburg. 1,2, 4&. Otherwork may also be manhole & pipeline rehab, building inspections, and inflowinvestigations. Nextstep may beto overlay the 100yr FEMA map and inspect homes in the wetlands area. Also should do a flow metering project townwide and compare to the initial metering done in 2011. Jack added that a plan for scope of work for Manhole Remediation Task 1 will be puttogether in Novemberand brought to the town managerto make sure we meet procurement. Carl requested that the Sewer Commission review the scope of work before going out to bid. Pat stated that the I/l State reportis due in December, but the work can be done over time. All communities are required to submit this initial report but not sure how often it will be required. He feels Lunenburg is in good shape since many issues are already being addressed. The Commission discussed the estimated costs for the scope of work listed in the report. Carl suggested having SWSS look at the repair at Kirby Ave. John & Joan felt that plan should be kept the way it is. ANNOUNCEMENTS & PUBLIC COMMENT - none CURRENT BUSINESS 380 Electric Ave. Car Wash, Dan Proctor-Application, Privilege fee - Commission reviewed Dan's letter. Joan asked if counsel had responded but Barb said he was not able to yet. Carl suggested using the town counsel instead. Dan has submitted application and will submit a request for consideration of compensation. Feels he should not have to pay a betterment since the land granted for easement years ago is unbuildable. Joan responded that she understands his position but issue is thattown has a new town counsel and that has slowed down the process. Dan asked for clarification on the privilege fee. Barb said that they are waiting for the old counsel to provide a summary of their work done so that SC can go to new counsel for assistance. Carl has bookedtime on the 22nd with the new town counsel and all plan on attending. Joe feltthat this could seta precedent that could hurt development. Dan will redraft his letter and will give Barb an estimate of the value involved. Barb received $21,000 and the building permit application from Dan. Motion: Joe A. To accept the Dan Proctor's application to connect at 380 Electric Ave. Vote: Unanimous Barb will advise Dan of the approval. K&P input/closeout-Barbiswaiting forasummary from KPLaw. She talked with JeffB. on 8/11, sent Dan'sletter of8/8 and 1999 memoof understanding. Jeff said he would try to get something out before the meeting. Barb sent him a reminder on 8/15. SWSS Contract renewal-SWSS response, need for additional counsel review-Commission reviewed the latest update on the contract. Carl proposed to vote to approve contract Motion: Joe A. Second: John R. To approvethe 2017 contract with SWSS, pending receipt of the agreement with SWSS. Vote: Unanimous Pump Station Monthly Reports - no report was received yet. Barb has gotten the weekly reports but she will ask for the monthly report. Highfield would impact restaurants in the building or pursue alien. Counsel will be consulted. Establishments in non-compliance - Ugly Omelet-. Barb had sentacertified letterto Sethregarding $25/dayfine. The BOHtold herthatKristyisnowthemanagerand Barb will resendtheletterto her. Bad Larry's request-asking to waive the tee since they just opened. Joan suggested waiving the tee since it is beginning of month. Motion: John R Second: JoeA. To waive the $50 fee for Bad Larry for August. Vote: Unanimous ===PAGE 2=== that the SC used to have a 3rd Thursday kept open to use for a rescheduled meeting or workshop. Election of Officers - Joan suggested rotating the offices, as the Selectmen do. John suggested adding an agenda item to determine how often to rotate positions. Motion: John R. To nominate Joe A. as chair. Motion: John R. To nominate Carl L. as vice-chair. Motion: John R. To nominate Joan P. as clerk. Second: Carl L. Vote: Unanimous Second: Joe A. Vote: Unanimous Second: Joe A. Vote: Unanimous As new chair, Joe took over running the meeting Minutes- Reviewed 6/13/17 minutes - Cari suggested that dates of emails be noted in the minutes, as well as handouts noted. Barb added the date of Jack's email of6/13/17. Motion: John R. To accept the minutes of 6/13/17, with the addition of the date of Jack's email. Unanimous Minutes - 6/20 were discussed with one small grammatical adjustment. Motion: CarlL. To accept the minutes of 6/20/17, as amended. Minutes 6/27/17 - Commission discussed the minutes and made several additional notations regarding the SWSS discussion in minutes. Motion: John To accept the minutes of 6/27/17 as amended. Second: CarlL. Vote: Second: John R. Vote: Unanimous Second: Joan P. Voted: Unanimous Invoices- Weston & Sampson-$11, 853.01 for /l project (camera, flowisolation). Regarding $6000 manhole job-invoicefor $2890.02 (final invoice of 3) Business Manager Report - Q1 bills-will be out by next week, Privilege fee document- 120 West St. -Barb reported she receivedthe counsel approved privilege fee documentfrom Adam(MTC) on8/15. Building hasbeensold and isreadyto assess. Itneedstobe recorded. Minutes Clerk-still have Emily working but will be starting to work at the school so she cannot continue to do the minutes. Barb will need to postthe position. Town Attorney office hours in (4-7pm). Requestfrom John Londa-hereceived an inquiry aboutusing the Babuil sined to posthe Passios school kitchen for making wedding cakes. Gary Williams would need to inspect the kitchen and if 3 bay sink exists, it would need a grease trap. Commissiondiscussed whetherthisuse would be exemptsince it was atownowned building. Members AgendaInputs for Future Meetings -John questioned about whether Dragonfly Café had made an applicationto connect. Barb will send a letter with a copy of the regulations. Public Comment - none Motion: Joan P. To Adjourn: 9:03 pm. Second: Carl L. Vote: Unanimous RECEIVED & FILED Next meetings-8/29/17 - Town Hall, 9/12/17-DPW, 520 Chase Rd. Respeêtively submitted, love L. Jane Ranley Sewer Commission Board Clerk FED 2T: 2018 LUNENBURG TOWN CLERK OFFICE Handout: Email dated 8/12/18 from T.Daniels ======================================================================================== DOCUMENT : 2017-08-22-agenda-5569.txt BOARD : sewer-commission DATE : 2017-08-22 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-08-22-agenda-5569.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08222017-5569 ======================================================================================== ===PAGE 1=== SEWER COMMISSION August 22, 2017 5:30 Executive Session and Meeting with Counsel Town Hall, 17 Main St. AGENDA SPECIAL MEETING APPOINTMENT 5:30pm - Adam Costa, Mead, Talerman & Costa – 380 E lectric Ave Car Wash privilege fee discussion EXECUTIVE SESSION (if necessary ) 5:30 Call to Order and Roll Call Motion to Enter into Executive Session – 380 Electric Avenue Car Wash Project To discuss strategy with respect to litigation pursu ant to G.L. c. 30A s 21(a)(3) regarding privilege f ees for the Car Wash at 380 Electric Avenue because discuss ion in an open meeting may have a detrimental effect on the litigating position of the Sewer Comm ission and the chair so declares. ======================================================================================== DOCUMENT : 2017-08-29-agenda-5570.txt BOARD : sewer-commission DATE : 2017-08-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-08-29-agenda-5570.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08292017-5570 ======================================================================================== ===PAGE 1=== SEWER COMMISSION August 29, 2017 7:00pm Regular Meeting -REVISED 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 . ANNOUNCEMENTS New Sewer Commission Officers Minutes Clerk vacancy PUBLIC COMMENT CURRENT BUSINESS DPW - System issues and follow up Pump Stations - Contract renewal 380 Electric Ave. Car Wash privilege fee update Grease Trap Regulation Compliance – Ugly Omelet Q1 Commitment Minutes/Invoices Business Manager Report- Minutes Clerk Members Agenda Inputs for Future Meetings Adjournment UPCOMING SEWER COMMISSION ACTIVITIES September 12, 2017 Regular meeting, DPW, 520 Chase Rd. September 26, 2017 Regular meeting, Town Hall, 17 M ain St ======================================================================================== DOCUMENT : 2017-09-12-agenda-5571.txt BOARD : sewer-commission DATE : 2017-09-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-09-12-agenda-5571.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09122017-5571 ======================================================================================== ===PAGE 1=== SEWER COMMISSION September 12, 2017 revised 6:30pm REGULAR MEETING DPW Building, 520 Chase Rd. AGENDA In accordance with the requirements of the Open Mee ting Law, please be advised that this meeting is being recorded. APPOINTMENTS 6:30pm Bob Proctor, Upland Ave extension 7:00pm Alyssa Falite, 24 Mass Ave – Change of Use application-Hair Salon 7:30pm Kristee Lussier, 324 Ugly Omelet ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS 380 Electric Ave. Car Wash privilege fee update Systems status - I/I Scope of work, Inflow dish work summary, DEP I/I report, Pump station calibration Pump Stations contractor discussion- monthly reports, meeting w/SWSS Maintenance Plan Grease Trap Regulation Compliance – Ugly Omelet, Dragonfly Garden Café, 1 st Tuesday report Billing Outsourcing Minutes/Invoices/Action File Issues- Minutes-8/1, 8/22, 8/29; Invoices Business Manager Report- Flow Assessment meeting, Minutes Clerk, Town Attorney office hours, October meeting schedule Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SEWER COMMISSION ACTIVITIES September 26, 2017 – Regular meeting, Town Hall, 17 Main St October 10, 2017 – Regular meeting, DPW, 520 Chase Rd. ======================================================================================== DOCUMENT : 2017-09-12-minutes-5571.txt BOARD : sewer-commission DATE : 2017-09-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-09-12-minutes-5571.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09122017-5571 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== need to go 6 feet down in the ground in the middle of the road. If he installs an E-one system on the resident's property along the side of road, off the pavement, it would be a better option since it would not involve digging up the road or blasting and this option would be about halfthe price. JackR. entered meeting and Carl asked Jack ifthere were any issues. Carl raised concern about the diameter of the pipe. Bob said he could use 1 ½" pipe, instead of 1 ¼" and but he will consult with engineers at Whitman & Bingham concerning what would be the bestoption. Discussion of payment of the betterment and privilege fee. Bob explained how he would connect at the manhole. John suggested that Bob move forward and Sewer Commission all agreed 7:00 pm Alyssa Falite, 24 Mass Ave - Change of Use application-Hair Salon -Jamie Harris spoke, representing Alyssa, and is asking for change of use for the building at corner of Mass Ave. and Pleasant Street. Barb reported thatthe building has been vacant for a while and was office spaceearlier. They are asking for achange ofuse to putin a Hairand Nail Salon, using 30-45 gallons per dayfor hairsolutions and thenail work will be waterless. Barb had been in contact with Fitchburg and they did not have any issues. Commission discussed details of the business usage. Kevin Sidileau entered meeting. Heis the property managerforKim Chen who ownsthe building. He asked what he would need to do ifhe developed more space. Barb said he would need to come to the Commission for any change of use that increases flow to Fitchburg. Barb said she willemail Lisa to tell them the commission gave an okay. Motion by John R. To accept the change of use for 24 Mass Ave. Second: Joan P. Discussion: None Approved unanimously Vote - Unanimous 7:30pm Kristee Lussier, 324 Ugly Omelet-Kristee Lussier just took over the Ugly Omelet from Seth. Kevin Sidileau is also property manager for that location as Kim Chen holds the lease and sublets to Ugly. Kevin also has become partner in the business at Ugly. Barb reported that they had been trying to get a certified letter to Seth but he has removed himself from the business and she received the certified request back. Kevin said that the business name was changed to The 324 Ugly Omelet to distinguish it from the old business. Kristee never received the original letter but came in on the 9/7/17 to fill out the permit application and paid the $650 fee. The original invoice had added fees of $50 for not getting permit back in time, plus$ 25/day from 7/1/17 to 9/6/17, so the fee is now $1,750 with non-compliance fees due. Kristee found out after receiving a text copy from Richard Bursch, from Lakeview, on Aug 30the concerning the fees owed. Commission discussed who is responsible for the debt. Kristee reported that she has repaired the grease trap since she has taken over butshedoes nothave paperwork yetsince sheis still going through things. Kristeetookoverin June and the restaurant changed hands on 7/1/17. Kristee has spoken to the Board of Health and they have passed the Board of Health inspection. Commission discussed setting up a payment arrangement to spread itover until 7/1/18. Kristee asked ifthe Commission needed information about repairs done to exterior grease trap but Commission replied they have seen work done. Barb said theywere on a schedule for cleanings every 4 months, with acleaning due. Kristee replied she needsto find anew service and Commissiongaveher the names of several services that other customers use. Kristee said herfatherhas been cleaning the internal grease trap and she is keeping a log. Motion: Joan P. To spread the payment of $ 1,750 balance from 9/30/17 to 6/30/18, with 20% forgiven at the end if all payments are made on time. Discussion: None RECEIVED & FILED Second: John R. Vote: Unanimous Joe Anderson(Chair who arrived late, took over control of meeting. FEB 2E 2018 ANNOUNCEMENTS - none LUNENBURG TOWN PUBLIC COMMENT-none CLERN OFFICE CURRENT BUSINESS 380 Electric Ave. Car Wash privilege fee update - Commission discussed emails from counsel regarding options for the privilege fee and promises made to Proctors. Joan was not in favor of waiving the entire privilege fee, but is appalled that the town would make promises that were not kept when it had more funds. Commission discussed what losses the applicant may have been incurred because the town did not follow through on promises. Carl asked if this hadbeen discussed and voted on in the past. Jack said itwas discussed ===PAGE 2=== That the Commission tell counsel that we will not modify the privilege fee but wish to pursue investigating the promises made to make it right and come up with a separate agreement from the privilege fee to reimburse the applicant. In addition, we request that the applicant and DPW to separately come up with lists, without consulting one another, from their memories of what was promised and not done, so the Commission can review the list to be used to determine the value and pursue with counsel how to go about reimbursing the applicant. Discussion - none Vote: Unanimous Systems status - Inflow dish work summary- Jack asked that if anyone has any questions for Pat, let Barb know and Jack will pass them to Pat. Carlasked about the replaced manhole locations on Mass Ave. Jack said this was not important but reminded all that $ 70,000 plus was saved with the State's work on 2A. I/IScope of work Jack asked to funnel questions for Pat through Barb to him. He handedoutthereportand clarified that Tasklinvolves manhole rehabilitation and Task Il entails Sewer rehabilitation and replacement. Jack reviewed details of work to be done and costs for both tasks. Commission discussed the procurement process. DEP I/l report- is promised in early November. Pump station - calibration - will begin on 9/14. Pump stations contractor discussion - monthly reports, meetings w/SWSS-Barb said thatthey are waiting for agreementon whatis expected for the monthly reports. Jack would like monthly reports to document what is being done. All agreed that Commission will send questions to Jack through Barb and Jack will contact SWSS. Maintenance Plan-Commission discussed what would be involved and have itpossibly outsourced. All agreed to table the maintenance plan untileveryonecan review the Charter. Grease Trap Regulation Compliance-Ugly Omeletwas already addressed, Dragonfly Garden Café- owner called 9/6 and will submit the application and fee in next couple days. 1st Tuesday report-everyone is all set. Billing Outsourcing-Barb is still doing billing which is very time consuming. Carl said the Water District is willing to sit in a meeting with Northern Data to discuss biling options. Topic will stay on future agendas. Minutes: Motion: Carl L. To approve sewer commission minutes of 8/1/17 Discussion: none Second: John R. Vote: Unanimous Motion: CarlL. Second: John R. To approve sewer commission minutes of 8/22/17 Discussion: John brought up point that even though Commission is not a precedent setting board, that we have to be careful in wording. Vote: Unanimous Motion: Joan P. To approve sewer commission minutes of 8/29/17 Discussion: none Second: John R. Vote: Unanimous Invoices-Koppeiman & Paige-$ 493 for privilege fees, 380 Electric and Highfield village consults in July. Business Manager Report - Carl asked about Crossroads update. Barb said that the violations were resolved and now the fees have stopped at $5,800. Barb got a request from Fitchburg to come to their meeting to discuss CWMP along with Westminster. Barb also said Paul Casey, principal of Flow Assessments, wants to come to next meeting to explain process and answer questions. Minutes clerk was posted and we have one applicant, Jane Ranley, who is our current Tax Work offperson and Barb would like to pursue her as clerk, but needs to wait until 9/15/17. Motion: Carl L. To let Barb move forward on hiring based on herjudgement on 9/15/17 Second: Joan P. Vote: Unanimous Town Attorney Office Hours on 9/25 and all encouraged to go. Barb suggested discussing Crossroads with counsel and all agreed. ===PAGE 3=== Next meetings-Sept. 26 -Town Hail, Oct. 10 -DPW Respectfully submitted bane Ranley, Board Clerk ======================================================================================== DOCUMENT : 2017-09-26-agenda-5572.txt BOARD : sewer-commission DATE : 2017-09-26 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-09-26-agenda-5572.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09262017-5572 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-10-03-agenda-5573.txt BOARD : sewer-commission DATE : 2017-10-03 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-10-03-agenda-5573.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10032017-5573 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-10-03-agenda-5585.txt BOARD : sewer-commission DATE : 2017-10-03 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-10-03-agenda-5585.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10032017-5585 ======================================================================================== ===PAGE 1=== Sewer Commission Meeting- Executive Session1. ======================================================================================== DOCUMENT : 2017-10-03-minutes-5573.txt BOARD : sewer-commission DATE : 2017-10-03 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-10-03-minutes-5573.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10032017-5573 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== 380 Electric Ave, - Commission reviewed casement punch list from wan proctor - List entailed minised cleanup tor sewer easement previously done, involving 12-15 mature hardwood trees that were cut, removed but not replaced and 4,000-5,000 sq. feet of area that was not reclaimed with loam and seed. Jack passed out a list that he had put together, which included 4,000 sq. feet, with 3" loam (75-100 yds.), 10-15 large trees@$500, 10 - 15 small trees@$200, $50 each for the landscaping support, bulldozing, with an estimate of $11,220 - $16,520 and average of $ 13,870. He did not put in a value for the fencing, since fencing and arborvitae were already installed by the owner. Troy reported that he did some research and came up with about the same value. He felt that Jack's figures were very reasonable. John also spoke to his sons that have a landscape business and came up with about the same amount. Carl asked if they could look at the plan to see where the 15 trees and land involved are and questioned taking $7,500 from sewer customers for this issue. No plan or information was provided. Troy added that since the people involved in making this deal are no longer alive, that the Commission should go with the lists of the DPW director and applicants. Commission reviewed the plans, discussed the validity of items on the list and the location of the trees and land seeded. Commission reviewed the list and will discuss any questions on it at the next meeting DPW/Systems update- Jack read an update from Pat Cotton, developing a quote for the sewer and manhole pipeline rehab, including those with most infiltration as identified in the June manhole inspection, and including the manholes on Kirby Ave needing rehab. He plans on having his figures by the end of next week - 10/13. Jack met with Heather, the town manager and she said the insurance packet needs to be added and the bids needed to be put in the Central Register and COMMBUYS which will take 2 weeks. John Street was taken out to be managed by the DPW and needs 3 bids for excavating, which the DPW Director felt would be much less than $10,000. He is finalizing the summary from the drawdowns and field measurements for pump station calibration and should have that also by 10/13. Carl questioned why the work was being done even though the Commission had not taken a vote to spend the proposed $ 7,000 of pipe work, to be done by Weston and Sampson. Commission discussed the reports on 10 manholes needing work, with 1 being on Kirby Ave. Cari questioned about the pipe work, camera work and inflow isolation in the Whalom area. Joe clarified that the $ 7,000 entailed $3,500 for rehab of 10 worst manholes and $3,500 for pipework. Carl asked for clarification of what the pipework entailed and if it would address the unknown 1440gpd found on Elizabeth St. Jack said the breakdown will be in the scope of work. Jack will ask Pat about the work on Elizabeth St and Burke St. Motion: Carl L. Second: Joe A. To authorize the $3,500 for the manhole Task 1 of the Weston & Sampson proposal. Discussion: none Vote: Unanimous 2A meter Relocation- Jack reported that SWSS and Weston & Sampson opinions are that it does not need to be put on the deck and felt it was better to leave it in the existing manhole. Commission decided to table discussion to the next meeting. Pump stations - Barb reported that the list was sent to Jill but she has not received the monthly report. It will be put on agenda for 10/10 meeting. BOS Workshop with Boards and Commission October 10 discussion- same night as next meeting. Carl said that the workshop was to work on getting more volunteers and to improve communications. Joe said he would respond, pointing out the problem that not everyone got notification and also that Commission has an important meeting that night, so will be unable to attend. Cross Roads Process Review for Potential Revocation of Permit to Discharge - Commission discussed the problem of closing 2 restaurants, if the permit is revoked because the landiord has not paid. The option of putting a lien on the building was also discussed and decided to ask town counsel for advice on the process. Issue will be added to next meeting agenda. Fitchburg WMP meeting discussion - Barb reported she and Carl went today and Fitchburg has all the information they need. Next year there will be a rate increase, which is equal to the Lunenburg rate. Privilege fee Assessments - 51 Joslin St. - Barb reported that the owner was told that if he subdivided his property, there would be an assessment. He did subdivide and a house has been built. Motion: Troy D. Second: Carl L. To assess privilege fee on 51 Joslin St. according to the Sewer Assessment bylaw. Discussion: none Vote: Unanimous ===PAGE 2=== $3,500 per year for the billing. A daytime meeting will be setup with April, Barb and anyone else interested. A meeting with Northern Data will also be set up. Minutes taker - Barb reported that Jane Ranley's appointment is before Selectmen for approval and she should be able to start this week. Future agenda member inputs: Commission will discuss moving the 10/31 meeting to 10/24 at the next meeting. Motion to Adjourn: Troy D Discussion: none Meeting adjourned at 7:56 pm. Next meetings- 10/10/17 - -6:30pm, DPW, 520 Chase Rd., 10/31 Town Hall, 11/14, DPW Respectively submitted, Tane h. Jane Ranley paney Sewer Commission Board Clerk Second: John R. Vote: Unanimous RECEIVED & FILED FED 2 C 2018 LUNENBURG TOWN CLERK OFFICE