# sewer-commission — 10 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.

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DOCUMENT : 2017-10-03-minutes-5585.txt
BOARD    : sewer-commission
DATE     : 2017-10-03
KIND     : minutes
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-10-03-minutes-5585.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10032017-5585
========================================================================================

===OCR macOS Vision===
===PAGE 1===
Daniels, aye, Car Luck, aye. Commission entered into eise Session at vote on Reynolds, aye, Troy
Commission discussed the Allocation Agreement draft provided by Jeff Blake, KP Law. Barb stated that originally
opposing counsel agreed to this arrangement, but Jeff is unable to get counsel to now return his calls. Two items on the
docket are approval of the draft and actions to take if he continues to get no answer to his calls.
Troy confirmed that the agreement is that everything owed is paid over 20 years. Discussion followed on the start date
and it was agreed that it would be effective once fully executed.
Motion: Troy D.
That we approve the agreement in the amount of $57,716 to commence monthly payments of $240.48 upon
execution of the agreement.
Discussion: followed regarding whether we want monthly payments. Troy objected to having payments go annually. If
there was no agreement with JEG to going monthly, Carl would prefer annual payments and wants it left up to legal since
It Is more of a burden to go monthly. Troy prefers it to be 'asked and answered'. This is what we're presenting, since that
is how counsel set it up, we would stick with that frequency. It was confirmed that payments would be submitted to the
business ottice and that if the property sells, amount due would be fully payable. John agreed to leave the document as
written with monthly payments. Troy agreed.
Vote taken- John aye, Troy, aye, Carl, nay. Motion passed.
Barb noted that counsel also wanted to know what steps will be taken if their counsel continues to ignore KP Law's call.
He will let them know that we have a draft document for signature. We will rely on counsel recommendation on how to
proceed. The time limit for response is the end of October since that is how the approved document reads. Anything
beyond October is unacceptable. Barb read from Jeff's email to advise that he would like the document recorded at the
registry of deeds.
Barb read Jeff's email of 9/26: "attached is a draft of the agreement as i understand it. I contemplate that this agreement
would be filed with the registry of deeds. I have not been able to provide this to counsel for the property owner as he has
not returned my calls. Once the commission approves I will email it over to him and see if he will respond. If not we will
have to discuss options for moving forward." If they don't respond, we may also be able to lien the property for that
amount. Barb could check with counsel that this payment qualifies as one of the named fees in the recent Sewer
Commission article. Carl also pointed out that the Municipal Modernization article may also be applied. (Joe arrived
6: 19.)
Discussion followed on how long we stick with KP Law and when/if we switch over to new counsel. Carl confirmed that
our commitment with the Selectmen was to run this to ground with KP Law and if it doesn't come to a close, we would go
back to the Selectmen if we thought it best to stay with KP Law. Commission confirmed that they would give KP Law until
the end of October. If the agreement is in negotiations with some "nibbling away," they could extend the deadline and stay
with KP Law. If no response by the end of October, then they will to with town counsel.
Barb will let Jeff know to move forward and that we want it wrapped up by end of October.
Motion: John R.
Second: Troy D.
To adjourn executive session and go to the regular open meeting. Joe has joined the executive session.
Vote to adjourn by roll call: John R., Troy D., Joe A., and Carl L. -all aye.
Sewer Commission exited executive session at 6:27pm.
Respectively submitted,

========================================================================================
DOCUMENT : 2017-10-10-agenda-5574.txt
BOARD    : sewer-commission
DATE     : 2017-10-10
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-10-10-agenda-5574.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10102017-5574
========================================================================================

===PAGE 1===

========================================================================================
DOCUMENT : 2017-10-10-minutes-5574.txt
BOARD    : sewer-commission
DATE     : 2017-10-10
KIND     : minutes
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-10-10-minutes-5574.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10102017-5574
========================================================================================

===OCR macOS Vision===
===PAGE 1===
RECEIVED & FILED
Minutes of 10/10/17 Sewer Commission meeting - DPW conference room -- 520 Chase Road
Attendees: Chair, Joe Anderson, Vice-Chair, Carl Luck, Clerk, Joan Pease, Members, Troy Daniels, John Reynolds,
Business Manager, Barb Lefebvre
Guests: Bruce & Pam Millette, Deb Trumbull, John Mohamed
NOV 20 2017
LUNENBURG TOWN
CLARA OFFICE
Called to order at 6:38 pm by Cari, in Joe's absence. Roll call attendance taken with John, Joan, Troy and Carl present.
APPOINTMENTS:
6:30pm- Bruce & Pam Millette, 189 Cross Rd Sewer Extension -- The Millettes handed out GIS printouts showing their property and seweron
Cross Road. The property is large enough to potentially sell some off, but they didn't know if sewer connection would be possible. It was confirmed
that the property is not in the Sewer Service Area (SSA) and that it would take a vote at Town Meeting to expand the SSA. The
Commission discussedthe SC's developmentpolicy. The Millettes stated that theirpropertywill notperc and they hadto install atighttankfor
theirhouse severalyears ago. Carl saidthe process is thatifthey can show itcannot perc and thereis no otherinnovative answer at any location
on the current lot, then sewerwouldbe an answer. itwas suggested that the Millettes could get copy of perc test done 12 years ago and check with
Board of Health to see if still valid. twas noted that in a previous case that the SA was extended, Whalom Dive-in, the Sewer Commission witnessed the perk testing. The
Northfield case was also mentioned, here the SSA was not extended. Joan would want to see a map ofhowthe land would be divided and show it cannot be
serviced by a septic system. Commission advised that when Millettes obtain all documentation and map of possible lot division, the Sewer
Commission woul review the request but that they can also go directly to Town meeting with extension request but it would probably be better if the Sewer
Commission supported the change.
7:00pm- Paul Patrick Casey, Flow Assessment - couldn't attend due to illness but can be at next meeting.
7:06pm - Joe Anderson arrived and took over chairing the meeting.
7:30pm-SWSS Quarterly update-Deb Trumbull & John Mohamed-- Deb provided handout ofadditionalwork done during September 2017.
John R. asked about the mice problem and John M. said panel was repaired and covered. Carl asked about having spare pumps and other parts on
hand as was proposed in July. John M. will obtain pricing on spareparts. Johnreported theywillbecleaningthe meter on Graham Street.
Joanreadlistofactionitems from 6/27/17 and askedforupdates. Debreported Leominster Roadoutages corrected, block heaterwasreplaced
and Mass 1 needs 2 seals anda probe. Also, they will need to obtain spare Flygtpumps, spare seals, and transducers. Joan asked SWSS to get
her astatus on all spare parts, prices & when available. Deb (SWSS) will get that to herby end of week. Carl asked for a schedule/checklist of
preventive maintenance. SWSS will do that. Commission asked about quarterly flow assessments at each meterand noted that the wording in the
contract is vague concerning quarterly checks of flowmeterdata. Barbwill add sending the quarterly flow reports to SWSSto her quarterly
process. John. meets with Jack R. weekly andgets updates on work/maintenance. Joewill askJackforupdates onwork. Deb saidtheywant
to bethorough in maintenance-whetherspecifiedin contractornot.
Announcements: Barb introduced Jane Ranley as new Minutes Clerk, noting her appointment was ratified by Selectmen on 10/3/17.
Joe noted we declined to attend the 10/10 BOSworkshop on Boards and commissions being held tonight. Troy said thatthe workshopwas
rescheduled. November 14th workshop on Economic Development was rescheduled to November 21. Joe asked for workshop to be added to
next agenda to determine who will attend from the Commission.
CURRENT BUSINESS:
DPWSystems update-Weston& Sampson Scope - Barbhanded out Jack'sforwarded email from PatCotton. Carlwants itmadeciearto Jack
and Patthat Commission wantto see the RFQ before they gooutforquote. Only the manhole work hasbeen approved by the Commissionto
proceed. Pat still needs to provide an updated scope for Task 2 before proceeding. Barb will follow up with Jack. 380 Electric Ave. CarWash
easement discussion-Joe updated Joan about discussion from the 10/3 meeting -no votes taken. Troy and Jack did research on unit cost. Joan
suggested the Commission take a vote and settle it. Commission discussed whether we are being asked to compensate applicant for work that
wasn't done orwork that was already done at the owners expense, and whether the amount asked for is correct. Joan suggests that we come up with a figure
that is fair and be done. Troy recalled at the meeting with lawyer that Dan paid for seeding done and that as long as town counsel feels it is
documented well, he would be comfortable with going with Jack's estimate. John said he came up with same number as Jack's estimate. Joan
asked what the total figure was asked for, Amount is $13,870. Commission discussed process and reimbursing Dan forthe amount, making sure it is
well documented and whether the decision had to go before the BOS.
Second: Troy D.
Thatthe Sewer Commission agreed to tell town attorney thatthe Commission would like to reimburse Dan Proctor$13,870, basedon
documentation provided and whether any additional documentation is required, and further interviews of town employees. Do we have.
sufficient authority on ourown ordoes itneedto go to the Board of Selectman?
Discussion: None
Troy, Joan, John-yes, Joe, Carl-no.
Motion passed 3-2
Barb asked that the Commission review the motion of 9/12 that they'd received and needs to be finalized. Joan had no memory of saying that we
would close discussion on modifying the privilege fee. All present agreed that we were not going to modify the privilege fee based on the revised
usage figure. Discussion followed on whether or not we could revisit the privilege fee amount after the first year's usage is known. Troy and Carl
haddifferentopinions on what counsel said during office hours. Joe asked both Troyand Carltoreach outto counsel. Troy suggestedwehave
counsel attend a meeting. Joe clarified that this motion of 9/12 that we are discussing was before the meeting that Troy and Carl had with counsel
===PAGE 2===
on 9/25. John found it interesting that the privilege fee could be based on the usage after the first full year. Thatis additional info that he would have
liked to have before voting on the previous motion to reimburse $13,870. Joe clarified the motion to be approved. Troy was not there so he cannot
weighin. Barb read the current draft aloud: "motion 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 agreementfrom 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 howto go about
reimbursing the applicant. John second. Voteunanimous." Okayedwithall. Billing Outsourcing nextsteps-there is a meeting 10/15 at 10amat
waterdept, Barb, Troy & Carl will meet with April at Water District. Irrigation Meter Change - tabied. Grease Trap Regulation Compliance-
Crossroads next steps - Barb reported that Counsel had responded via email but the Commission wanted time to review. Tabled to next meeting.
1s Tuesday report-all compliant. Commissioner's email of 8/12/17 - Troy wanted it stated in the minutes that he objected about how the
Commission does contracts, does not agree with the SWSS contract or its order precedence and that there was another document tacked on to that
contractwhich should have changed the orderofprecedence. No further discussion. Q1 Demand notices were sent out. Ifthey had prioryear
delinquencies, there was an insert with the demand notices warning them that if it remained unpaid, it would go on their next tax bill. Commitment
to Assessors of Privilege Fees FY 18 - 15 Oak Ave, 120 West St. - Barb reported that the Assessors have to sign off on what is put in
the commitmentfortaxes. Wehave 2 sofar, we'llhave 2 more. Order 11 isfor 15 OakAve. Order12isfor120West. This will allow the
Assessors to putthe privilege fees on the tax bills. Theywere signed by board members. Meeting reschedule discussion-Joan unableto getto
rescheduled meetings due to family issues. Nextmeetingwill be on the 31s! (Halloween) as we have a quorum. All can meet except Barb & Joe.
Specialtown meeting warrant discussion- November 28", Commission has no warrantissues to introduce. Thatis also a meeting night.
PACC may notbe able to televise our meeting due to town meeting. Minutes-none. Commission signed offon invoices-Fitchburg
$12,150.40, KPLaw$119. In response to the inquiry, Barb emailed counsel on Highfield that the Commission wanted them to proceed and will
check with KP Law on the status.
Business Manager Report- Jane Ranleyis ournew minute taker, here tonight. Welcome Jane. Public hearing forthe Asian 5 Electricis on
10/23/17 regarding public parking lot and addition. Town Code book is now online under General By-laws. Joan asked if Commission meeting
recordings could be put on the cloud. Barb will talk to IT and also noted that recordings are always available on the public drive here at the DPW,
even if she is not in. Town Attorney Office hours will be Oct 16 3-7pm, Oct 302-6pm. Troy voiced concerns about members' different
interpretations from these meetings and how it is communicated back to the full Commission. Joe agreed - with no quorum, no minutes. Joan
reaffirmed that once the Commission has voted to proceed one way that people shouldn't go speak to counsel with their own agenda.
Member Agenda Inputs for Future Meetings - Joe wants to add an agenda item for first November meeting to discuss how to approach individual
meetings with town counsel. Can reminded the Commission that they would be meeting with April and also with Northern Data to discuss, possibly
10/17 or10/18. Troywants to be sure thatno pricing will be discussed, Carlagreed that itwas justtotalkaboutscopeofwork. Notes will betaken
and summary provided at the next meeting.
Public Comment - no.
Motion to adjourn: John Reynolds
Second: Troy D
Adjournedat 8:46pm
Vote -- Unanimous
Next meetings- Oct. 31 at 6:30-Town Hail; 11/14, DPW; 11/21-Economic Developmentworkshop; 11/28 Town Meeting and also Regular meeting at
Town Hall.
ane Ranley, Board Clerk
Handouts - Millettes -GIS Printouts
SWSS - September Work Update

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DOCUMENT : 2017-10-31-agenda-5575.txt
BOARD    : sewer-commission
DATE     : 2017-10-31
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-10-31-agenda-5575.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10312017-5575
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DOCUMENT : 2017-10-31-minutes-5575.txt
BOARD    : sewer-commission
DATE     : 2017-10-31
KIND     : minutes
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-10-31-minutes-5575.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10312017-5575
========================================================================================

===OCR macOS Vision===
===PAGE 1===
Passios kitchen rental request - John Londa (director of facilities for school department & manager for the Passios building).
Two town residents have approached them about using the kitchen at Passios for commercial use and he needs to determine
any costs involved. The kitchen has 2 grease traps -a 40 lb. trap for the dishwasher and 14 ib. trap for pot sink-that were
cleaned 6/22/12 when the kitchen was closed. There is one vendor who wants to use the kitchen 3 - 15 hours/ week to bake 1-
3 cakes/week- using the range, small oven, pizza oven, pot sinks, storage and counter space, but will not use the dishwasher.
They will have some oils used that will go down the sink while cleaning pots & pans. The second vendor will use just the range
and pot sink, although he is not sure of exact nature of use but thought it involved making jam. The dishwasher & grease trap
will not be used but the pot sink trap would be cleaned once a year, scheduling the first one in December 2018. If needed, it
would be cleaned more often. Carl asked what the 2nd business is and would they use kitchen same time? John L. said he is
still waiting for info from 2nd applicant, but that the vendors will use the kitchen at different times. John R. inquired about the
grease trap regulations and Carl replied that the regulations require inspections weekly, with cleaning monthly. Discussion
followed about the 25% rule, and waivers for minimal use of grease traps. John L. has data on grease trap inspections done in
the past at Passios and that currently the school does 3 cleanings/year at a cost of $ 125 each. Troy said that the Commission
wants to be pro-business but the concern is to make sure grease does not get into sewer system. Carl asked if the dishwasher
could be disabled and if regular inspections could be done to get an idea of use to build history. Troy clarified that inspections
can be done by the business and report findings to Barb via email, phone, or fax it. Joan read in Appendix under grease trap
regulations, section K that a business could ask for a waiver if use was going to be minimal as long as they have the monthly
inspection data. John L. said he can do the inspections and would use the same company for cleaning that the schools use
Joan said that the Permit to Discharge Fee is $150 annually, so each vendor could pay $ 75. Troy inquired if the Passios would
be exempt of fees and Carl replied that usually the town is exempt but this would be a commercial usage in a town building.
Joan reiterated that it is very important that vendors need to be punctual with reports on inspections & cleaning or fee goes up
to $350/year plus fees. Carl questioned why the lessors are not getting the permits and paying the fees as is common with
other leased food establishments in Town. John L. stated that his next step is to go back to the applicants to clarify things to
make sure it is the applicants-not the town-that is carrying the burden of cost.
DPW/Systems update- Weston & Sampson-Task 1 RFP review - Carl reported that Task 1 is underway but we were still
waiting for the scope of services bid package from Weston & Sampson for the repair work. Carl will ask Barb or Jack to follow
up. John R. wanted to know what they were waiting for and Carl clarified that they are waiting for the bid package so it can be
sent out for sealed bids. Joan found an email from Jack Rodriquenz that he had met with the town manager to prioritize tasks
and goals in regard to the bid package and he would be meeting Weston and Sampson on Nov. 2nd at 7:30am to discuss task 1
goals. Troy also found an email from Patrick Cotton, W & S, that he will be seeking Sewer Commission approval regarding a
response to the Task 2 Proposal from Weston and Sampson. Joan suggested that this be added to the agenda. SWSS
update - Joan received an email on preventive maintenance, but did not see information on the spare parts. Joan had
previously asked Barb if she had any response, and she did not. Barb sent the request to them but had no reply.
Motion: Joan P.
Second: Troy D.
That the Sewer Commission have Barb follow to get an update from SWSS on the spare parts up within a week.
Discussion: Carl wanted to clarify that it is ok for Commission to ask Barb to get information unless it becomes a lot
of work. Also, the protocol is still to have 1 contact, which is Jack but it is ok to have Barb ask for follow up
information.
Vote: Unanimous
I/l Reduction Planning - Weston & Sampson-Task 2 scope of services review - Carl asked Jack for follow up information
and had expressed concern why the whole line would need to be redone, in addition to fixing the 2 identified spots. Also he
===PAGE 2===
Outsourcing updates - There have been 2 meetings on investigating billing outsourcing. First meeting was with April,
Lunenburg Water District administrator, regarding their billing company, Northern Data. Carl thanked Fran and the Water
District for their time and help. Second meeting was with a representative from Northern Data, and attended by Carl, Barb, Troy
and Steve from IT. Northern Data has responded with 4 questions about collections. Barb had suggested the next step is to
meet with the town manager. Troy thought it was good that Northern Data can bill and collect payments electronically. Grease
Trap Regulation Compliance - Crossroads -They are in compliance but issue is they have a substantial overdue fee.
Counsel has been asked for guidance about whether the Commission should pull the permit or attach a lien. Counsel replied
that either or both could be done. Commission discussed the options.
Motion: Troy D.
Second: John R.
To have Barb notify Crossroads of a hearing before the Sewer Commission regarding non-compliance fees and
alternative actions that we may or may not take at that meeting. Barb will send a copy of the draft letter to each
Commissioner.
Discussion: None
Vote: Unanimous
Commission will let Barb know they would like to schedule the hearing Dec. 5th, with the letter going out 2 weeks before.
Commitment to Assessors of Privilege Fees FY18- 51 Joslin St, 357 Electric Ave - previously voted on and Barb just
needed the signatures to forward to the Assessor's office. November 21 Economic Development workshop -Carl will attend
and will ask Joe if he can. Troy thought it had been cancelled for the 21st, so Carl will check on that. Highfield Village status
- They have the Sewer Commission inputs, except for some of Troy's. They had questions that Barb is working on with
Fitchburg related to purchasing capacity. Minutes - Will be deferred to next meeting. Invoices - KP law $ 306 for 1.8 hrs. for
Highfield, Fitchburg monthly billing - $ 12,843. Rescheduled 11/28 meeting as it is the same night as Town Meeting.
Reschedule meeting to December 5.
Members Agenda Inputs for Future Meetings - Discuss communications between Commissioners & contractors/DPW;
Update from SWSS on replacement/spare parts; 380 Electric Ave. -Update from counsel; Update from DPW/Jack and/or
Weston & Sampson on Task 1 from their Nov 2nd meeting; Task 2- Carl will email a list of information to the Commissioners
that he needs so it can be discussed at the next meeting and further steps to take with Weston & Sampson; Discuss the draft
letter and what we will be doing at the 12/5/17 meeting with Crossroads and discuss options. Minutes for 10/10; Troy would
like to have policy discussions once a month or at a workshop. Topics would be economic development, privilege fees, working
with land use department, what items Barb can do. No public comment.
Motion to Adjourn: John R.
Adjourned at 7:59pm
Second: Troy
D..
Next meetings- Nov. 14 at 6:30pm - DPW; 12/5, DPW; 11/21 - Economic Development workshop; 11/28 Town Meeting
Respectively submittec
Lone
tail
Jahe Ranley
7
Sewer Commission Board Clerk

========================================================================================
DOCUMENT : 2017-11-14-agenda-5576.txt
BOARD    : sewer-commission
DATE     : 2017-11-14
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-11-14-agenda-5576.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11142017-5576
========================================================================================

===PAGE 1===

========================================================================================
DOCUMENT : 2017-11-14-minutes-5576.txt
BOARD    : sewer-commission
DATE     : 2017-11-14
KIND     : minutes
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-11-14-minutes-5576.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11142017-5576
========================================================================================

===OCR macOS Vision===
===PAGE 1===
sent by the vice-chair to DPW with questions, directives or reprimands that were not authorized or voted on by the Sewer
Commission. He is concerned about opinions that may not reflect the Commission, contacts with vendors and impatience
with vendors that could cause vendors to back away from doing business with the town. He stated that Town Counsel was
consulted and they stated that any issues involving town employees should be taken up with entire Commission and sent to
the town manager. Joan Pease agreed with many issues that Troy pointed out. She is surprised to find that one member has
done summaries after meetings and sent them to DPW without others having input. She felt that any summaries should be
reviewed and voted on by the Commission, as they do with the minutes. John Reynolds agreed that they are valid points. Carl
Luck requested to include a document with the records of the meeting. He stated he would welcome open discussion on
communications, a review of recent communications, regarding their propriety and the opportunity to set the record straight.
He added that he had contact with vendors to obtain technical information related to reports which contained conflicting data
for the purpose of evaluating the Task 2 proposal, which had been protocol for the past 11 years he had been on the
Commission, but will refrain from this in the future and agrees that neither the commission or Town employees should not
reprimand Town employees who do not work for or are appointed by them, which he has never done. All agreed that no one
will contact any consultants or do summaries without the agreement of the Commission.
CURRENT BUSINESS
Communications between individual commission members/DPW/contractors/consultants - Joe asked if all are clear
that communication be decided on as a group-no one goes off individually. Carl asked if this included the DPW Director and
the business manager. Joan added that according to counsel, they should not be contacting anyone individually, but can go
through the business manager for administrative information, but no discussion of policy. Communication Policy Discussion
- Town Manager, Heather Lemieux, stated that a policy is not necessary but could be helpful to clarify communications. All
Commissioners, Heather and Jack agreed to attend a workshop meeting to discuss a policy. Heather added that everyone
has the same goal, to work for the best of the town. Communication specifically with Weston & Sampson-Joe reiterated
that discussion should be as a group. Troy asked how real a threat is it for Weston & Sampson to quit the town. Joe and
Jack stated that they do not feel that there is a threat. Jack talked to Pat Cotton of Weston and Sampson and he feels
progress will be made. Jack stated that he had not contacted the manager at Weston and Sampson about this issue at the
request of the engineer, Pat. Commission briefly discussed concerns about communications with Weston & Sampson and
why there was a feeling that they might quit the town. Carl wanted to find out who initiated the claim that Weston and
Sampson were willing to quit Lunenburg as he believes it to be false but Joe deferred further discussion until the
communications workshop. Carl also stated that he had talked to Steve Pederson (Pat Cotton's manager at Weston and
Sampson) and there were no issues at Weston and Sampson as of Nov. 3rd, the morning that the special meeting was
requested. Barb brought up the issue of being asked to contact people that her supervisor does not want her contacting. A
comment was made that Barb can defer anything to Jack. Joan added that the charter states that the Sewer Commission
goes through the town manager and the Town Manager goes to the DPW. Potential impact to the rate users, town and
Commission of losing vendors - Joe stated that he would not like to lose good vendors. If town loses a vendor, it could
impact pricing and timing on work but this could be better or worse. John agreed that the vendors have been good, and if we
lose vendors, pricing could go up. Potential appearance of impropriety regarding positioning vendors--Troy said that
town counsel advised to be careful, since it could have impact on users, cost to users and being able to use those vendors.
Joan added that a lot of these issues will be eliminated if the Commission communicates as a group. Protocol for
Commissioners addressing staff, departments, employees, vendors - All agreed that this would be discussed at the
workshop. Troy expressed concern about what happens between now and then. Joe reiterated that no one goes to talk with
S oe reiterated that no one goes to talk with
anyone without the Commission all agreeing. Impact, issues, and consequences of individual Commissioner
communications - Joe stated that we are aware of the impacts, but it shouldn't be issue going forward. Town Attorney
office hours discussion - Commission discussed how to make use of the open hours with counsel and agreed that anyone
should be able to get clarification from counsel on protocol and procedure but should not be discussing policy issues.
===PAGE 2===
surveying the pumps at each station, regarding its expected life and then would know what is needed. Small items could be
stockpiled. He also pointed out that Weston & Sampson did a survey of all stations some years ago. Commission discussed
doing a capital plan for future budget items, based on doing a pump station survey. Weston & Sampson-DEP report, - Jack
spoke to Pat today-should be finished this week and will get it to the Sewer Commission. Tasks 1 & Il for 1/l work- Jack will
send report electronically to Commissioners to give all a chance to digest it so the Commission can put together list of
concerns in question form for Jack to go back to them with. He also received an email that answered questions that Carl was
working with Pat on. He will send to all to read. Part of work will need to go out for bids and should be able to do work in the
spring
Millette extension request Jack said that the paving moratorium should not be issue for Sewer Commission - the
Commission decides on expansion. Jack had met with them and they should understand all the issues about the paving but
that it should not be a problem. 380 Electric Ave. Car Wash status-- Counsel emailed that Commission is authorized to act
but he needs to do more research. Billing Outsourcing status - Barb is setting up next step to meet with Myleen
(Treasurer) and Karen (Finance) concerning Northern Data. Grease Trap Regulation Compliance - Crossroads
revocation of permit hearing- Barb confirmed that Adam said we are good on the liening but have to see if charges quality
for putting it on the tax rolls. He will look further into it. Barb said that they would not be having a hearing on Dec. 5 and
Crossroads will be on the next agenda. All agreed to have Barb contact attorney if she has not heard back. 1st Tuesday
report status - Barb has not heard from the one account for October logs. All agreed that if Barb has not heard by the end of
the week, she can start non-compliance process. Q2 Commitment - Sewer Commission signed off on Commitment for
$209,239.10. Minutes - 10/31/17 - Tabled to next meeting and Barb will make Troy's edit and resend out.
Minutes - 10/10/17-Motion - John R.
Second - Troy D.
To approve Sewer Commission Minutes of 10/10/17
Vote -Unanimous.
Business Manager Report-Barb received a Permit to connect on Mays Field Road and the Nov. 21 Economic workshop will
be rescheduled. Nov. 28 - Special town meeting will be at the LMHS. Barb's next focus item will be working to get the
delinquencies done for the tax bills.
Members Agenda Inputs for Future Meetings -policy review-Barb had received a request to set aside time in each
agenda items of Task I/l1 discussion, DEP discussion, SWSS parts list discussion, 380 Electric Ave. Car Wash, Crossroads
important that all attend and will also invite Heather & Jack.
Public Comment -- Joe thought discussion went well so that Commission can do the best for the town and will be good when
all are on the same page. Carl thought Joe had done a good job leading the meeting.
Motion: Troy D.
To adjourn at 7:50pm
Second: Joan P.
Vote: Unanimous
Next meetings - November 28-Special Town Meeting, LMHS, 1079 Main St.; December 5 - Regular meeting (re-schedule of
12/12)- DPW, 520 Chase Rd.
Respectively submited,
Tane
Randy
Jane Ranley, Board Clerk

========================================================================================
DOCUMENT : 2017-12-05-agenda-5577.txt
BOARD    : sewer-commission
DATE     : 2017-12-05
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-12-05-agenda-5577.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12052017-5577
========================================================================================

===PAGE 1===

========================================================================================
DOCUMENT : 2017-12-05-minutes-5577.txt
BOARD    : sewer-commission
DATE     : 2017-12-05
KIND     : minutes
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-12-05-minutes-5577.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12052017-5577
========================================================================================

===OCR macOS Vision===
===PAGE 1===
asking for adjustment on last bill since he lives alone, is on Social Security and his bill was $ 150 more than usual due to the power washing, John
questioned if he has a waterleak. Carl stated that in the regulations, an irrigation meter can be put in which would prove usage that does not enter
the sewer system. but he would need to pay for it, which Aaron stated he cannot do. Carl asked ifthere was any motion for discussion on adjusting
the bill but none were raised, so the bill stands.
Aaron became irate and stated he will only pay the $97 and refuses to pay anymore.
There were no ANNOUNCEMENTS or PUBLIC COMMENT.
CURRENT BUSINESS
380 Electric Ave. Car Wash-Barb had contacted Town Counsel with Commission input on draft agreement but he had thought things were on hold
after email Carl had sent. Commission reviewed past discussion on the offerto the Proctors and that the offer would not be tied to the privilege fee.
Joanread the currentdraftproposalfromcounsel, the "Agreementbetween the Lunenburg Sewer Commission & the Proctors-Summaryof
Provisions". Danasked aboutfuture review ofthe policy forassessing aprivilege fee forthecarwash. Carreplied thatthere wasn'ta Title 5
available foracarwash butitwas based on the estimate ofusagegiven. Dan said he had no problem with the usagefee, butthatthe privilegefee is
to paydownolddebt. John suggested looking atpolicies, including privilege fees andirrigation meters. Troy agreed thatthereis aneedto
develop policies. Barb said that counsel willprovide the requested agreement document. Troy pointed outthat the only clarification needed is as
to where the money comes from.
Motion: Joan P.
Second: TroyD.
To approve agreement between the Lunenburg Sewer Commission and the Proctors "Summary of provisions" provided by town counsel
with one modification, that the $ 13,870 is not deducted from the privilege fee but is paid out of the Enterprise account to Dan Proctor, and
he is assessed the entire privilege fee amount and will get a rebate from the Commission of $13,870.
Discussion: Carl stated that counsel should word the summary as he chooses but the direction is clear. Troy wants the minutes should show that
we do not want ittied to privilege fee. John reiterated that the reduction is not associated with the privilege fee and the updated draft should be sent
to the Commission for approval. Joan would like a release signed by the Proctors after they receive the money.
Vote: 3 ayes, Carl-abstained
DPW Systems update-
Weston & Sampson-Draft DEP report, Pat Cotton and Steve Pedersen-Pat reported that the draft of the infiltration control plan was submitted
11/21. First section dealt with instances of sanitary sewer overflow over the past 10 years, of which there have been none, and looked at data from
3 large rainfallevents. The nextstep was to look at l/l workdone overthelast7 years and included: 2011 smoketesting on Graham Street and
Leominster Rd; in 2014 searched for inflow through building inspection program; 2016 town wide inspection of manholes; and 2017 did flow isolation in
Dana St. pump station area and searched sections of Elizabeth St. and Kirby Ave area for I/l. Steve P. stated that the report shows the DEP that
Lunenburg has that been proactive and continuing to work on issues. Pat continued with the next section concerning work on the connection tee,
summary of rehabs done and scheduled pipe line rehabs in spring. Carl pointed out several issues with the report and several motions for
changes were made as a result. Future plan is to do smoke test in sub-areas in town, inspect flood areas, inspect problem wet areas, and perform
town wide flow metering. Troy asked if DEP offers any money to do this work and Pat replied that there are low interest loans and some grants.
Commission reviewed the specifics in the report with Pat. Carl had a question about the figure of the combined i/l, of 435,000gpd and Pat
expressed that he believed these estimates to be much too high by over 300,000 gpd and explained how hisfigures were obtained. Carl stated
that this disconnect was much too big and had to be understood and in the meantime requested that the remainder of the 435,000gpd be
listed underinflowsectionin aparagraph similarto the one under Infiltration to showthatwork wasdone.
Motion: CarlL.
Second: John R.
To put a section in for 2016 Town-wide Manhole Inspections under Inflow.
Discussion: None
Vote: Unanimous
Carl brought up discussion of the 6300gpd observed in the John St./Elizabeth area, and concern about the other 1440gpd found through TV line,
report noting it as from an unknown source that were not included in the report nor was any statement made on next steps. Commission
discussed the need to investigate and identify source and add to future work and agreed on adding the 1440gpd to the 2017 work on report.
===PAGE 2===
During the discussion several of the items noted under Rehabilitation Summary were in the future and should be included in the Plan
and Schedule table. This was agreed.
Plan Priorities: Carl expressed concern about the proposed priority ranking. He took exception with having the Town wide metering as
the last priority and actually felt this would be #1 using the pump stations as a good indicator. Due to lack of time (the report had to be
submitted before the next scheduled meeting), and the input that we would not be locked into the priority ranking in the report, it was
greed to not can team. at wi make modifications to the report and Barb and Jack will review it prior to submitta
Grease Trap Regulation Compliance - Crossroads -Barb read response from counsel from 12/4 and only option is to lien the property. Barb
also said that Crossroads is not on the list that allows the permit to be revoked. Owner does not have a restaurant license because he is the landlord
but the two renters are restaurants and they are compliant. Barb is still working with counsel as to what the Commission can do. Troy said he would not
want to close the restaurants but wants to know what we can do to have the landlord comply.
Privilege fee Assessment $199,340.08-Whalom Lux Apts (1 Rogers Way) - Applicant submitted request for occupancy on 11/29 and paid
the$80,200 as originally agreed. Sewer Commission needs to vote to assess the privilege fee so that these monies can be collected.
Motion: Joan P.
Second: Troy D.
Sewer Commission to vote to assess privilege fee for Building 1-Whalom Luxury Apts at 1 Rogers Way with $ 55,340.08 to be paid priorto
occupancy and $ 4,800 to be paid annually over 30 years for a total of $199,340.08.
Discussion: none
Vote: Unanimous
Economic Development Workshop 12/12- Carl and Troy will go, Joan cannot commit due to family commitments. John cannot attend. Barb will
check with Joe. Bob Ebersole, on behalf ofthe Charter Review Committee, reported that the Sewer Commission is in the charter and the
Committee would like alltown departmentsto reviewthe Charterand makechangesorcomments. One area ofconcernisthatitstates thatthe
Commission'makes plans to sewer the entire town' which was the intent at that time but is no longer the case. Bob also suggested adding
reference to the Sewer Use Plan in the Charter.. Another clarification they wish to address deals with Sewer, Cemetery & Parks and separating
policy versus operations. Selectmen's section may be helpful. They would need responses in January or February. Mass Municipal Association
(MMA) annual workshop -Carl would like to attend. Cost $180 for entry and $200 per room for a 2 day event. Troy also interested. Members
agreedto reimburse for both Carl & Troy for attendance and split costs for rooms with BOS if Spouses attend.
Motion: John R
To pay for conference fee and half of the room fee for two people.
Second: Joan P.
Vote: Unanimous
Minutes/Invoices/Action File Issues-Minutes 10/31, 11/14, Business Manager Report - tabled due to time constraints.
Motion: John R.
To Adjourn: 8:42pm.
Next meetings-1/9/18--6:30pm, DPW, 520 Chase Rd., 1/30 Town Hall
Respectively submitted
Save Planey
Jane Kanley
Sewer Commission Board Clerk
Referenced documents on file:
Agreement between the Lunenburg Sewer Commission & the Proctors- Summary of Provisions
Second: Joan P.
Vote: Unanimous
RECEIVED & FILED
FED 2C 2010
LUNENBURG TOWN
CLERK OFFICE

========================================================================================
DOCUMENT : 2017-12-12-agenda-5578.txt
BOARD    : sewer-commission
DATE     : 2017-12-12
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2017-12-12-agenda-5578.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12122017-5578
========================================================================================

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