# sewer-commission — 42 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 : 2018-01-09-agenda-5589.txt BOARD : sewer-commission DATE : 2018-01-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-01-09-agenda-5589.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01092018-5589 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2018-01-30-agenda-5590.txt BOARD : sewer-commission DATE : 2018-01-30 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-01-30-agenda-5590.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01302018-5590 ======================================================================================== ===PAGE 1=== SEWER COMMISSION January 30, 2018 6:30pm REGULAR MEETING Town Hall, 2nd Floor Meeting Room, 17 Main St. AGENDA -revised In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over Lunenburg Public Access. APPOINTMENTS 6:30pm Mary Manning, Lt 27 Mass Ave. Request for credit 6:45pm Audra Sprague, Tilton Ave. Extension request 7:00pm OPEB Funding, Counsel Costs – Heather Lemieux, Karen Brochu ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS FY19 BUDGET DPW Systems update- Small Water reports, repairs; Inflow/Infiltration–DEP report, Tasks 1 and 2 Economic Development meetings 380 Electric Ave. Car Wash – Restitution agreement and Privilege Fee Counsel for Highfield Village Billing Outsourcing proposals Irrigation Meter changeover Fitchburg- CSS 4d Project Costs – John Fitch Highway, Rate study Minutes/Invoices/Action File Issues- Minutes – 9/12, 10/31, 11/14, 12/5; Invoices Whalom Kitchen (previously 324 Ugly Omelet) Annual report request Business Manager Report Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES February 13, 2018 – Regular Meeting, DPW, 520 Chase Rd. February 27, 2018 – Regular Meeting, Town Hall, 17 Main St. March 8, 2018 – FinCom meeting for Budget Presentation, Town Hall, 17 Main St. ======================================================================================== DOCUMENT : 2018-01-30-minutes-5590.txt BOARD : sewer-commission DATE : 2018-01-30 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-01-30-minutes-5590.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01302018-5590 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== APPOINTMENTS- Mary Manning, Lt 27 Mass Ave, - request forcredit. Mary contacted Barb concerning her sewer usage thathad gone high and is requesting a credit. The water departmenthas confirmed thattherewas a leak. She is concerned aboutthe methodology ofhow the sewer bill is determined and asked about having a meter to determine the sewer usage. Barb said that the potential credit amount was determined by looking at the last 4 quarters and calculated as $436.65. Her January usage had gone down significantly after the leak was fixed. Mary said that she was away in December and her pipes broke due to the cold, but had pipes fixed. Troy asked if the water department would be giving a credit and Barb said that the water department does not give credits for leaks. John questioned about how much was the use of power washing? Mary said that she does not go outside for power washing but just was questioning how the usage is determined. In regards to billing, Carl replied that the bill assumes that whatever water goes into the house then goes down the sewer, taking into account use recorded on irrigation meters or for pool filling. Town gets billed for whatever goes out of the town and it is only well documented exceptions that can be looked at. Troy added that everyone has some usage that does not go down the drain, like carwashing, watering plants, etc. Carreplied thatit all gets averaged in the rate and urged homeowners to get a copy ofthe Irrigation Meter policy from Barb. The Commissioners reviewed Mary's usage and bills for 2016 and 2017. Motion: Joan P. Second: Troy D. To approve the potential credit that Barb has calculated following the Adjustment policy of $ 436.65. Vote: Unanimous Audra and Graham Sprague, Tilton Ave. Extension request-Joe explained thatthe Sprague's would liketo go the Town Meeting to request a sewer extension but needed to come before the Commission first. Audra S. researched and found that Tilton Ave. was in the Comprehensive Master Wastewater Plan (CWMP) Phase 1 study in 2001 but was taken off in Phase 4. She talked to Jack Rodriquenz who explained that he had gone door to door 18 years ago to see who was interested in sewer and found most residents did not want to connectto sewer. She added that it would be too expensive for 1 family to take on an extension. Barb replied that Jack was checking doorto door about sewer because he was considering paving Tilton and that that may possibly be the study referenced in the WMP in the decision to exclude Tilton. Carlsaid thatthe CWMP is based on need, did not know how Tilton Ave. was missed and supports revisiting the need on Tilton. Joan agrees and asked aboutwhere the original engineering reportis and Barb replied thatitis in the Seweroffice. Audra said that their septic is not in failure now but not sure how long it will work. Troy noted that there is a long process forextensions so it may not be the practical route ifneed is immediate. Carladdedthereisa process and first they would need to goto Town Meeting to add an article for a warrant to add it to the Sewer Service AreaSSA). The Sprague's can start working on other things while waiting to come to Town Meeting. Carl commented that there are 2 routes -they can go the betterment route, with whole street sharing the cost or do a private extension, where they pay for the roadwork and a privilege fee. They would need to get 2/3 of neighbors to participate to do the betterment but a private extension would not affect neighbors. Barb noted that March 22nd is the deadline for the Town Meeting warrant. Carl said the Sewer Commission should do research and go back to engineering for information. Troy asked and Carl clarified that an owner needs to prove that they cannotput in a septic on their lotin orderto be addedto the SSA. GrahamS. stated that the lot has a stream and a drop down in the back. They currently do not have a leach field and are using a dry well. Motion: CarlL. Second: Troy D. To take action to look at the Tilton Ave. area to see if qualifies as a needs area. Vote: Unanimous Joan suggested that the Sprague's could go to the Conservation Commission, to get buffer zone information and gather data on inability to perc the lot. Joe qualified that the motion involved looking at the WMP. Commission advised the Sprague's to do some parallel work while Sewer Commission researches the plans. PUBLIC COMMENT - Carl read a statement concerning the call for the 11/3/17 special meeting, in which his name was brought up regarding claims that a supplierwas going to quit working with the town and that he had brought the integrity of an engineer ata supplier into question. He got confirmation from the Town Manager that those claims were not true and that the false claims were not made by the DPW manager. Although the claims caused him stress and anxiety, he is satisfied that the claims were proven untrue and the Town Managerwill be working on Town personnel policy for concerns about a board member. He hopes that the Commission can put this behind them, focus on job they were elected forand workto solve the question ofthe inconsistent data provided by the 2 engineering firms. He thanks the Town Manager and Board of Selectmen Chair for their support. Troy would like to put the issue on an agenda to discuss. Carl will give Barb a copy of his statement (attached as part of the minutes). ===PAGE 2=== hon ung cocarutlaru allswertng questons. hoywas surpriseu pythe pillanulelfldttilt oewer Commission was not given a say in how this new process was set up. Carl felt itwas good to look at this in regards to the Budget. Heather clarified that if a commissioner goes to Heather with a sewer question for legal, it will be charged to sewer. Joan questioned if the Sewer Commission couldn't use a different counsel? Heather feels that the new town counsel has represented the town well and would be better to not seek outside counsel. Troy said that he does agree with Heather. Carl also agreed that the town counsel is good and they just need to figure out the payments. Karen feels that the Sewer Commission should budget for paying counsel directly from the Enterprise Fund. Troy asked ifthere is a flatrate or if all departments are billed the same rate? Heather said thatthere is a flat retainer rate forthe town and each month the Sewer Commission would be billed based on a percentage of counsel hours relatedto sewer. The actual hourly cost could fluctuate each month. Carl felt that the Sewer Commission needs to iron out costs before figuring how muchto budget forlegal. Joan added that they need to decide as a Commission howto use those hours. Heather reiterated that office hours are paid by the town but research is charged to sewer. Karen suggested looking at last 6 months to see what the figures were and look at the town's budget, vs sewer enterprise budget, figure the cost of legal, and apply % to sewer for legal cost. The concern was raised about using a percentage of the total if the Commission was the only user for a month. Joan stated that commissioners need to be careful about what is asked for outside of the office hours. Carl added that it is important to pay our fair share and protect interest of users. OPEB Funding-(Other Post-Employment Benefits)- Karen reported that the Sewer Commission's total liability is $129,481 accrued for Sewer Enterprise for Barb's retirement, with $ 6,559 annual service cost and Net OPEB expenses of $10,072. The numbers are updated every 2 years. If sewer funds some of the $129K, the yearly amount will change. Troy asked how the $129K figure was determined and Karen was not sure but said it was related to the number of years Barb has worked. Karen added that the town is being encouraged to put some money towards funding the OPEB. Sewer should have their own trust fund sub-account if they decide to fund some of that OPEB, since any interest would stay in the fund. Also bond companies like to see towns trying to help fund these accounts. Carl reported that he went to a workshop on OPEB and many towns are looking at other ways to set up different benefits plans going forward. Joan questioned if some of Barb's retirement funding would be from her work priorto working in sewer commission and if sewer would be also responsible for some of Jack Rodriquenz's fund? Karen said she would need to look into that. Carl felt that sewer should put funds away at the same percentage as the town and John agreed. Karen suggested funding the $6,559 annual amountto helpwhen Barbretires and said the OPEB trust fund has better interestthan the Enterprise fund, butitis up to the Sewer Commission how they want to fund it. More discussion followed on the costs of retirement health and Medicare pians CURRENT BUSINESS FY19 Budget - Cari asked about how office space is calculated. Karen replied that office space, including utilities, is based on calculation for other committees, such as PAC and DG Ink, at $6,000/yr. Carl wants to make sure thatthey are charged based on costand not based on what another committees are charged. Joan thinks it is fine to go with the $6K since it would take a lot of time to research and the budget is due now. Carl felt that users deserve to know how they are being charged. Joan replied that she feels they should focus on the larger picture and not get weighed down on such a little item. Joan made a motion to accept the $6,000 for office space and seconded by Troy but no vote was taken. Carl felt that they should not vote on each line item. There was a consensus to leave the $6,000 for this year and Joe will put iton the agenda for looking into researching cost for office space. Carl asked about the insured value of the pump stations and was concerned that the insured value of pump station is the replacement cost. Carl questioned the figures for value of all town property, which seems low, compared to the value of the pump stations. Joan suggested adding a line item to have Weston & Sampson follow-up on their 2012 valuation document to update information as to the replacement value and longevity of each generatorand pumpstation. Carlagreed an update should be done to see if the insurance is adequate and John added that they can decide later who will do the update. Carl asked for clarification on the numbers for stabilization fund revenues. Barb replied that the Stabilization Fund revenue figures were based on how it was done last year. The Reserve Capacity revenue numbers are based on the current fund balance and unused monies transferred last year to be used for Fitchburg costs this year. A separate line (9a from the budget handout) for Reserve Capacity is based on what they expect to collect with new connections. Heather said that she would like to present the budget to FinCom by the 15th and agreed with Barb's suggestion to present an estimated budget. Barb and Heather will decide the key items, the Sewer Commission will discuss them at the 2/13 meeting and then give Heather their best numbers for her meeting. Joan asked Barb if there would be money to have engineering do a capital plan funding study. Barb noted that there was $10,000 underengineering consulting. Joan questioned whetherthat$10,000 wili be enough to do engineering on new service area (Tilton Ave.), capital plan funding study, 1/l ===PAGE 3=== blellwile destillatey dutt thowowt getorte. vuilhauueu halticyicculucoue whale motogyaiy wantto use first. Barb added in the line item so that the Sewer Commission would discuss and plan for meter updates. She would like to invite meter companies to come in and present info. Joan feels they need to have money to study this. John reported that he has a 3-year-od meter that does not work. Barb said it would be $38K for software and $22K for cellular plus the meter cost. She added it to FY18 get the discussion started. Joan felt that if they have a more user-friendly program, the number of meters could double. Carlthinks that they should see how they can pass on the cost, since right now itis costing $1,200/year for SWSSto monitorthe meters. Ifthey went to a new system, they should look at fees to offset the costs. Troy added that meters are fora specific use. The commission agreed to allot $5000 for now. Joan asked about the line item for 2% for maintenance of pump stations. Discussion followed on DPW support for sewer and that they do a lot thatis notbilled to sewer. Joan noted thatthe 2% for technician supportis low, butnotnecessarily change itthis year. Carl pointed outthat DPWlaborshows up in 2 places. Barb explained thatone line is forlaborovertime for hoveling, raking, etc. ofthepump stations and the 2nd is for indirect costfor technician on call. Joan asked about outsourcing billing and asked ifthey have sufficientdata? Barb replied that the $10K is a starting point. Carl thought they should decide their path since they have the money in this year's budget to go forward. Discussion followed on using this year's money to the upfront development and then allot $5K for recurring cost for FY19. Barb would like to have FY 18 spending on the nextagenda. Legal-will be left at$5000 with a discussion on use of legal services. Purchase of services - Commission reviewed the lines, Barb explaining that they are broken into subcategories for budget purposes only - but difficult to track for YTD numbers since they are all the same account in the system. There was discussion on regular jetting of the system. Carl felt that they needed to get more visibility as to the jetting so they have a history for next year. Jetting falls under infrastructure. I/l-Carl suggested spending more on inflow/Infiltration(I/l) this year and less next year. Joan added that they should make sure it is thoughtful process, all should have input, but not do things because money needs to be spent. Carl suggested geting $2OK done this year as a start but the Sewer Commission will discuss this again. Fitchburg Usage - Carl said that the rate will be increasing in Fitchburg 30% and Leominster 3%, but he feels that they can still balance the budget without a user rate increase. Barb is anticipating that they will be spending about $186K for Fitchburg usage in FY18, more than was budgeted but that revenue is better than estimated as well and should cover it. OPEB-Carisuggested just funding roughly 10% of the service cost for two years like the Town did, so all agreed to S656. Commission discussed amounts for transferto Capital Reserve Fund and Joan added that they should come up with an amount to fund each year for replacement of pumps. 380 Electric Ave. Car Wash -Restitution agreementand Privilege fee-Joanreminded all thatat the lastmeeting they voted to move forward. Barb received the restitution agreement as a draft and asked if anyone had edits. No one had edits. Barb added that Adam wants all parties present to sign it, so they can send the draftto Dan and fitis ok with him, have him come in to the next meeting so it can be signed with all present. Joan said she will be away then but if necessary Joan she can sign before she leaves on vacation. All were ok with that but felt they would have a quorum so she would not need to do that. Motion: Joan P. Second: Troy D. To send the restitution agreement draft to Dan Proctor for the 380 Electric Ave. property Vote: Unanimous Motion: Carl L. Second: Troy To assess privilege fee of $103,963,23 for the 380 Electric Ave. property. Unanimous Vote: Minutes - Motion: John R. P. To accept minutes of 9/12/17 as amended. Unanimous Motion: Troy D. R. To accept minutes of 10/31/17 as amended. Unanimous Motion: John R. To accept minutes of 11/14/17 as amended. Unanimous Second: Joan Vote: Second: John Vote: Second: Troy D. Vote: ===PAGE 4=== Allagreed. Fitchburg - CSS 4d Project Costs -John Fitch Highway, Rate study - Carl said that the costcame in 50% more than they expected, but they are ready to meet with the Sewer Commission and he is confident that they can bring that cost down. The next step is to sit down with them and ask how they arrive at figures. He will set up a couple of times and see if who is available to go. Whalom Kitchen (previously 324 Ugly Omelet)- Barb said that they want to open on 2/7. It is the same ownership but a management change. Discussion followed on the non-compliance fee assessed to the previous owner and the annual permitand the concern thatpeoplemightchange corporation names to avoid fines starting a precedent. The Sewer Commission agreed to ask counsel for guidance. Annual report request - Barb will have it for next meeting. Troy is up for re-election this year for 3-year term and Caucus is March 12th. Troy will need someone to nominate him at Caucus. Members Agenda Inputs for Future Meetings- Joan would like to have a discussion on the Commission's use oflegal, a discussion on Communications and have a workshop for these discussions. Motion: Carl L. To Adjourn: 10:22 pm. Second: TroyD. Vote: Unanimous Respectively submitted Jueh party ewer Commission Board Clerk RECEIVED & FILED Documents: 1) Public Comment - Carl Luck 2) FY19 Draft budget -revision 1/30/18 MAR 21 2018 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2018-02-13-agenda-5591.txt BOARD : sewer-commission DATE : 2018-02-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-02-13-agenda-5591.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02132018-5591 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 13, 2018 6:30pm REGULAR MEETING DPW Building, 520 Chase Rd. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded. APPOINTMENTS 6:30pm Bob Proctor, Upland Ave Extension ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS FY19 BUDGET FY18 Spending Tilton Ave update DPW Systems update- Small Water, Task 1, Flow to Billing usage Communications workshop Billing Outsourcing status FY17 Annual report Grease Trap Regulation Compliance – Whalom Kitchen, 1st Tuesday reports Minutes/Invoices/Action File Issues Business Manager Report-Highfield, 380 Electric, Q3 Bills, Open Meeting law training workshop Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES February 27, 2018 – 6:30pm Regular Meeting, Town Hall, 17 Main St. March 8, 2018 – FinCom Budget Presentation, Town Hall, 17 Main St March 12, 2018 – 7pm Turkey Hill Elementary School, 129 Northfield Rd. March 13, 2018 – 6:30pm Regular Meeting, DPW, 520 Chase Rd. ======================================================================================== DOCUMENT : 2018-02-13-minutes-5591.txt BOARD : sewer-commission DATE : 2018-02-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-02-13-minutes-5591.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02132018-5591 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== PUBLIC COMMENT - none CURRENT BUSINESS Tilton Ave update - Carl went through the WMP-Phase 1 Tier 1 & 2 analysis shows Tilton Ave. as a needs area. Phase 3 also identified Tilton as a needs area, but in Phase 4 there was a recommendation to drop Tilton Ave. The sewer commission had a workshop and an outcome was that "it may be possible to remove this area from the map and keep the capacity in reserve" because of gravel and ability to support septic. The area was removed because of a prior survey (no documentation found) and Lunenburg had a capacity issue at that time. After reviewing data for the area, Carl recommended putting the area back into the needs area. With the okay of the Sewer Commission chairman, Cari sent his analysis to Kevin Olson and Matt Corbin at Wright Pierce. They said they could do another analysis for $5,000 to $7,000 but it was not necessary. John supports presenting it to the town and asked about dimensions of the lot. Motion: Carl L. Second: John R. To Submit a Warrant Article to add area on Tilton Ave, back into Sewer Service Area, Vote: Unanimous The commission advised the Spragues that a private extension is straight forward, but if they go the betterment route, the Commission would need to do a survey of the residents and put in a warrant article for the Town Meeting in May. Audra asked for the survey to be done, since only 2 people on the street have fairly new septic systems and the rest go back to 1960's. Barb will put together a letter and send to the Commission for review. Commission discussed figures for the letter and the process of getting a warrant in place. FY19 BUDGET - Barb reported that the preliminary figures were given to Heather. Carl would like the budget to break even and be able to put something away into capital reserve. John pointed out that Fitchburg and Leominster costs are going up and asked about the process if they needed to raise rates. Commission discussed how to offset increases in Fitchburg & Leominster rates and options for the issues with the irrigation meters, including implementing a $ 50/year meter fee offset meter reading costs and other administrative costs unique to irrigation meter users (~80 out of -800 customers) which was discussed and agreed. The Sewer Commission made further adjustments to line items to balance the budget which included the Capital Reserve transfer of $22,000. The Commission agreed to further discuss irrigation meters fees and problems at a future meeting. Second: John R. To approve the break-even budget including a capital fund amount of $ 22,000 to be set aside. Vote: Unanimous Fitchburg rate meeting - Car will be going to tomorrow's meeting. FY18 Spending - Barb referred to a spreadsheet of current balances. Discussion followed on working on the Irrigation meter issue with money available for FY18 and also the Small Water (SWSS) list of spare parts. Barb received more information from John (SWSS) that she will send out. Cari suggested looking at buying compatible parts, so they don't have to have a lot of parts for different pumps. Joe suggested having SWSS come to next meeting to discuss the parts list. Barb will have SWSS and confirmed that they have the irrigation rep come to the March 13 meeting. DPW Systems update - Small Water, Task 1 - Carl has a list of questions and Barb has forwarded them to Jack. Flow to Billing usage- (the 1/l) - Carl suggesting they need to talk to Flow Assessment. Barb will invite Flow Assessment to the March 13 meeting. Communications workshop - The Commission discussed setting up the special meeting with all commissioners, Barb, Jack, Heather. Heather had requested that counsel be invited. The Sewer Commission discussed whether counsel would need to be there and decided against it, also considering that it would be billable time. Joe would like to have the meeting focus on work, not rehash old issues, coming up with a process and moving forward. Joe prefers that this meeting be referred to as a "process plan workshop. Thursday, March 20h was suggested and Barb will send the invitation out to check everyone's availability. Billing Outsourcing status - Ine Sewer commission is waiting for day and time from Northern Data for a conference call including the Accountant and Collector. Barb feels that Billing will still involve the same amount of time-- verifying readings, new connections, and change of ownership. The new process only saves time with data entry but will take more coordination with the Collector and monitoring 2 utility billing systems. The Sewer Commission will still pursue looking at the cost and time, FY17 Annual report - Barb asked if everyone had reviewed it and that she will be sending it in to Elaine Peterson (BOS) for the February 15' deadline. Grease Trap Regulation Compliance -Whalom Kitchen- Barb met with counsel and was told that the Sewer Commission should not forgive the non-compliance fee assessed to the previous owner but can pursue it through the property owner, LTN Realty Trust. Per the Sewer Use Regulations, the properly owner and business owner are equally responsible. The annual permit is still valid, but they need to reapply for July 1st. It was determined that the Commission would send LTN a letter that fees are still outstanding and they are still responsible for the $1400. Motion: Carl L. Second: John R. To notify the owner that they are now responsible for the fine they levied on the Ugly Omelet. Vote: Unanimous 1st Tuesday reports - Barb has 2 non-compliant accounts and will begin the process. Minutes - Barb read an email from Joan received today regarding edits and opinions in the minutes and approving the minutes as originally submitted. Commission discussed and agreed to not have opinions in the minutes. Carl stated that "opinions" that are stated in the meeting are OK to have in the minutes. Minutes of 1/30/18 will be moved to the next meeting so ail can read them. Motion: John R. To accept minutes of 12/5/17 as edited. Motion: John R. Second: Joe A. Vote: Unanimous Second: Carl L. ===PAGE 2=== Motion: John R. Second: Carl L. To Adjourn: 8:59pm Vote: Unanimous Next Commission activities- 2/27/18-meeting- Town Hall, 3/8 - FinCom Budget Presentation -Town Hall, 3/12 - Caucus at Turkey Hill School, 3/13- meeting-DPW ame h Pare, Tave: RECEIVED & FILED Jane Ranley (Sewer Commission Board Clerk On file: Joan Pease email of 2/13/18 Review Document with attachments prepared by Carl Luck: Tilton Ave: Follow-up on Resident Request for Tilton Ave to be added to Sewer Service Area ARR 1 / 2010 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2018-02-27-agenda-5592.txt BOARD : sewer-commission DATE : 2018-02-27 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-02-27-agenda-5592.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02272018-5592 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 27, 2018 6:30pm REGULAR MEETING Town Hall, 2nd Floor Meeting Room, 17 Main St. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over Lunenburg Public Access. APPOINTMENTS 6:30pm Dan Proctor, 380 Electric Ave Restitution Agreement 6:45pm Small Water Systems Services(SWSS) Quarterly update – reports, spares ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS DPW Systems update- I/I Discussion-Task 1, FY18 Spending-Maintenance Plan discussion, Pump station analysis Tilton Ave extension discussion – Letter/survey, Engineering FY19 BUDGET discussion Fitchburg - CSS 4d Project Costs – John Fitch Highway, Rate increase Annual Town Meeting warrant articles- FY19 Budget, Stabilization Funds, OPEB, Tilton Ave. Town Caucus – March 12 at 7pm Communication Process Plan workshop Minutes/Invoices/Action File Issues Q3 Commitment $174,704.83 Business Manager Report: Grease Trap Non-Compliant accounts, Highfield Village Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES March 7, 2018 – 4pm John Fitch Highway cost review, Fitchburg Library w/Wastewater Director March 8, 2018 – FinCom Budget Presentation, Town Hall, 17 Main St March 12, 2018 – 7pm Town Caucus, Turkey Hill Elementary School, 129 Northfield Rd. March 13, 2018 – 6:30pm Regular Meeting, DPW, 520 Chase Rd. March 20, 2018 – 6:30pm Communication Process Plan Workshop, DPW, 520 Chase Rd. March 27, 2018 – 6:30pm Regular Meeting, Town Hall, 17 Main St. ======================================================================================== DOCUMENT : 2018-02-27-minutes-5592.txt BOARD : sewer-commission DATE : 2018-02-27 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-02-27-minutes-5592.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02272018-5592 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== would receive a check one resulton dilan be nestors gone was digge present. 6:45pm Small Water Systems Services (SWSS) Quarterly update - Al Packard reported that everything is operational and maintenance is being done on schedule, including some repairs. Commission reviewed the parts lists for the pumps provided by SWSS. Al said that they have 14 Flygt pumps in use and the manufacturer has a 6 month lead time. Commission discussed the various pumps in use, their age and the options for backup if a pump goes down. Jack asked the Commission to decide how much they can budget for the parts and he can meet with SWSS to put together a prioritized list for Commission to decide which parts to purchase. ANNOUNCEMENTS- Q3 bills were sent out on the 16th. Town Caucus is on March 12' at Turkey Hill Elementary School. PUBLIC COMMENT -Troy said that he is running for re-election as Sewer Commissioner. Bob Ebersole, passed out copies of the complaint of a violation of the Open Meeting Law for the Business Manager distributing information containing member's opinions and for not filing minutes timely after a meeting. There was no discussion. CURRENT BUSINESS DPW Systems update - I/l Discussion- Task 1- Jack spoke to Weston & Sampson and they are ready to move it into the procurement pipeline. Commission discussed the list of questions that Carl put together regarding Task 1 and how to move forward. Motion: Joan P. Second: Troy D. To accept the Task 1 report as written and begin work on that. Discussion: Carl brought up concerns about problems in the RFQ. Vote: Joan, Troy & Joe-aye, Carl- nay FY 18 Spending -- Commission discussed priorities for using the balance of the F18 budgeted money, taking into account the purchase of spare parts recommended by SWSS, I/l work and routine maintenance costs for the pump stations. Jack will contact Weston & Sampson to get their opinion on what the next step would be on I/l after Task 1 is completed. Motion: Joan P. Second: Troy D. To use $35,034 for the SWSS parts and move the $10,000 out of I/l, leaving $12,000, to get the Emergency Fund up to $19,000. Vote: Joe, Joan & Troy- Aye, Carl - Nay Maintenance Plan discussion-Commission discussed what would be required in a maintenance plan, in addition to the current SWSS contracted maintenance, such as a jetting schedule, and other system maintenance that could be added to the schedule. Jack will have a discussion with SWSS. Pump station analysis-Commission discussed doing a study on the life expectancy of the pump stations in their capital plan in order to plan for the future. Tilton Ave extension discussion -Commission discussed the letter survey to be sent out to the Tilton Ave. residents concerning a sewer extension. Residents will need to respond by March 13th. All agreed to the edits and Barb will send out the letters. If 2/3 or more Tilton Ave. residents are interested, engineering will be needed in order to present the extension at Town Meeting. FY19 BUDGET discussion- Barb got a revised debt schedule from the Town Accountant, Karen Brochu. The Commission discussed the insurance costs and looking at how the amounts are determined. Barb will be going over the final FY19 budget figures with Karen. Presentation to FinCom on 3/8 will be done by Joe and Carl. Fitchburg - CSS 4d Project Costs -John Fitch Highway - John and Carl will be going on 3/7 to the cost review meeting, Annual Town Meeting warrant articles - Fy19 Budget, Stabilization Funds, OPEB, Tilton Ave. Barb sent out the first draft and will be meeting with Karen Brochu. Town Caucus - March 12 at 7pm- Troy is up for re-election. Communication Process Plan workshop- 2 options - There would be either a workshop on March 27h at the town hall in place of the regular meeting or to meet at 5:30 to 7 on March 20'h and 27'. Barb will check with Jack, Heather Lemieux and Bob Ebersole for their availability to attend Minutes- Joan brought up concerns about the number of edits being made to the minutes that the Minutes Clerk has prepared and she also thinks that emotional descriptive words should not be in the minutes. Troy agreed with Joan's comments. He was taken back by the number of edits and that changes in words results in having to review the minutes or meeting tape causing delays in accepting the minutes. Motion: Joan P. Second: Troy D. To accept the minutes for 1/30/18 as originally submitted by the Minutes Clerk. Discussion: Carl said that he thinks that Jane takes good minutes but wants them to be accurate and also that there is too much ===PAGE 2=== o have one for the next meeting. Highfield Village - Barb reported they are revising the draft agreement and should have something for the next meeting. Members Agenda Inputs for Future Meetings-none Public Comment - none Motion: Joan P. To Adjourn: 8:55 pm. Second: Troy D. Vote: Unanimous Next Commission Activities: 318/18- FinCom Budget Presentation - Town Hall, 3112 Caucus at Turkey Hill School, 3/13- meeting - DPW, 3/27 - meeting-Town Hail Respectively submitted tonet. Jane Ranley Sewer Commission Board Clerk RECEIVED & FILED APR 1 / 2018 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2018-03-13-agenda-5593.txt BOARD : sewer-commission DATE : 2018-03-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-03-13-agenda-5593.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03132018-5593 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2018-03-27-agenda-5594.txt BOARD : sewer-commission DATE : 2018-03-27 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-03-27-agenda-5594.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03272018-5594 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2018-03-27-agenda-5613.txt BOARD : sewer-commission DATE : 2018-03-27 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-03-27-agenda-5613.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03272018-5613 ======================================================================================== ===PAGE 1=== Sewer Commission Meeting- Executive Session1. ======================================================================================== DOCUMENT : 2018-03-27-minutes-5594.txt BOARD : sewer-commission DATE : 2018-03-27 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-03-27-minutes-5594.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03272018-5594 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== process involved in responding to an Open Meeting Law (OML) complaint. He passed out copies of a proposed response to the OML complaint received from Robert Ebersole, dated 2/26/18, related to the Commission's actions with respect to meeting minutes and further addressing certain e-mail communications. Adam summarized how e-mail communications can be in violation of the OML and what remedial action needed to be taken. He advised that revisions to minutes should be brought to a meeting for discussion and that minutes need to be approved within the next 3 public meetings or 30 days -whichever is longer. Commission discussed the draft of the response and Adam answered any questions. Adam's firm will be scheduling a OML training session for town employees and members of boards/committees. The Commission took remedial action by discussing the emails referenced in the draft response and have filed all minutes noted in the complaint. Carl asked if he personally had violated Open Meeting Law by sending the subject emails to Barb Adam advised that this was not a violation. Motion: Carl L. Second: John R. To approve the proposed response to the OML complaint of 2/27/18 as drafted. Vote: Aye-Joe A,, John R., Joan P., and Carl L. Abstain: Troy D. Joe pointed out that the response extension was received 3/19/18 and Adam replied that he will file the response on 3/28/18. Open Meeting Law Complaint of 3/13/18 - Adam passed out copies and reviewed the draft of his response to the OML complaint received from Troy Daniels, dated 3/13/18 related to alleged e-mail violation on 2/1/18 and he had concluded that no OML violation had occurred as alleged. Commission discussed the response draft and a modification was added. Motion: Carl L. Second: John R. To approve the draft response as modified. Vote: Aye-Joe A., Joan P., Carl L., and John R. Abstained: Troy D. PUBLIC COMMENT - Dan Proctor inquired about progress in finalizing his restitution agreement. Barb replied that she had received the final agreement from counsel and has his check. FY19 BUDGET - Joe and Carl gave the presentation to FinCom. Joe thanked Carl for all his help with the presentation. Carl reported that it was found that there was a deficit of $ 39,000 in revenue from retained earnings and the capital reserve transfer. He added that the Fitchburg council is meeting and may be suggesting an 8% increase instead of the 30% that was first thought. Barb reported that with a correction to the formula by the Town Accountant in indirect costs and the lower Fitchburg rate, the deficit was cleared. Commission discussed the corrections to the budget and increased the amount of the Capital Reserve transfer to the desired 3% of revenues. The Commission agreed to have a discussion on setting up tinancial policies and Joe will ada it to a tuture agenda. Motion: Cari L. Second: John R. To increase the transfer to the Capital Reserve account from $22,000 to $29,000. Vote: Aye-Joe A., Joan P., Carl L., and John R. Abstained: Troy D. Motion: Joan P. Second: John R. To approve the budget as amended. Vote: Aye-Joe A., Joan P., Carl L., and John R. Abstained: Troy D. Tilton Ave update - Joe reported Tilton Ave, survey did not get 2/3rd of the street to go along with the sewer extension and the Sprague's will need to decide how to go forward. Town Meeting Warrant articles - FY19 Budget - Timing of Stabilization Fund transfers - It was noted that the Town Accountant (Karen) would like the Stabilization transfers to be done at the Fall Town Meeting. Carl would like the $10,000 in current funds to go back to the Reserve Capacity stabilization fund. OPEB-Barb reported that OPE will be taken care of with the town article and the sewer portion will be treated as a sub-fund. Tilton Ave (articles 4 85) - article 4 adding Tilton Ave to the Sewer Service Area to Town Meeting) will remain but article 5 was the appropriation request to add the extension project. Commission discussed removing article 5. Motion: Carl L. Second: Troy D. To remove article 5 if it is not too late or to pass it over if it goes to Town Meeting. Vote: Unanimous Minutes of 2/13/18 - Joan commented that she thought going through the minutes at the meeting was more efficient and would like to ===PAGE 2=== after having time to review the draft of the Charter and will call a special meeting for April 3rd at 7pm to discuss changes and clarifications to the charter. Bob Ebersole came forward to clarify statements in the charter revision. He added that there will be a public hearing regarding the Charter on 4/5/18. Commission can email comments to the charter review committee for consideration at the public hearing. Order of Assessment- 3 Rogers Way -Commissioners signed the Order of Assessment for the collection of privilege fees. Members Agenda Inputs for Future Meetings - Suggestions for discussion put forward included: Financial policies, grease traps statuses, school interceptor and pumping, annual grease trap permit letters, billing outsourcing, maintenance plan, scope of work, irrigation meters, and minutes. Public Comment - Bob Ebersole encourage residents to come to the April 5'h public charter review hearing. Joe read the Executive Session reason aloud. The Chair requested a Motion to Enter into Executive Session at Town Hall for the Highfield Village agreement under MGL Chapter 30A, Section 21A(3) to discuss litigation strategy regarding Highfield Village and the Sewer Allotment and Payment Agreement between the Sewer Commission and the Robert A. Leverone Lunenburg Nominee Trust(LNT), based on the chairman's declaration that a discussion in an open meeting may have a detrimental effect on the litigating position of the Sewer Commission, with the Commission not to return to open session at the conclusion of the executive session. Troy so moved, John seconded. Roll call vote to go into Executive Session: Joe, aye, Carl, aye, Joan, aye, Troy, aye and John, aye, Open meeting adjourned at 8:40pm. Reportivey usele .. tale Sewer Commission Board Clerk 7 KECEIVED & FILED APR 17 2018 LUNENBURG TOWN CLERK OFFICE Documents: 1.) Draft Response Letter for 2/26/18 OML complaint - Adam Costa 2.) Draft Response Letter for 3/13/18 OML Complaint - Adam Costa ======================================================================================== DOCUMENT : 2018-03-27-minutes-5613.txt BOARD : sewer-commission DATE : 2018-03-27 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-03-27-minutes-5613.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03272018-5613 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== the statement of $ 57,716 amount. That amount may change based upon the numbers from Fitchburg for the final project cost. Carl suggested that instead of the $57,716 figure it should mirror the cost sharing language in the original agreement, noting the amount can be no greater than $ 75,000. 2) the Capacity figure of 30,782. The document should reflect that 30,782 includes Inflow/Infiltration (I/I). 3) payment instructions. These need to be provided. Barb will contact KP Law with these concerns. Motion: Joan P. To exit executive session and adjourn Vote: Joe, aye, Joan, aye, Carl, aye, John, aye, Troy, aye. Meeting adjourned at 8:57pm Respectively submitted Tane Sane Ranley Carl 7 Sewer Commission Board Clerk Second: John R. ======================================================================================== DOCUMENT : 2018-04-03-agenda-5597.txt BOARD : sewer-commission DATE : 2018-04-03 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-04-03-agenda-5597.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04032018-5597 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2018-04-03-minutes-5597.txt BOARD : sewer-commission DATE : 2018-04-03 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-04-03-minutes-5597.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04032018-5597 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Motion: Joan P. Second: John R To have Joe A. take the changes made tonight and present to the charter committee as agreed on by the Commission. Vote: Unanimous Motion: Troy D. To Adjourn: 7:48 pm. Respectively submitted, done L. Taile sewer commission Board Cler Second: Carl L. RECEIVED & FILED APR 1: 2018 LUNENBURG TOWN CLERK OFFICE Document: Town Charter draft with requested updates ======================================================================================== DOCUMENT : 2018-04-10-agenda-5595.txt BOARD : sewer-commission DATE : 2018-04-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-04-10-agenda-5595.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04102018-5595 ======================================================================================== ===PAGE 1=== SEWER COMMISSION April 10, 2018 6:30pm REGULAR MEETING DPW Building, 520 Chase Rd. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded. ANNOUNCEMENTS APPOINTMENTS 6:30pm David Brambila, Crossroads Plaza contesting non-compliance fee PUBLIC COMMENT CURRENT BUSINESS Minutes of 3/27/18, 4/3/18 for review and approval DPW Systems update - FY18 Spending, Inflow/Infiltration work Spring 2018, SWSS February report Irrigation Meter policy change –  Subcommittee discussion  Annual charge implementation ($50) for FY19  Public hearings on policy change to be scheduled  Invitation to Irrigation Meter representatives for new technology presentations?  New technology going forward Town Charter revisions- update from 4/3 Commission meeting and 4/5 Public Hearing Open Meeting Law Complaint responses to Attorney General 3/28/18 - complaints of 2/26 and 3/13/18 Grease Trap Regulation Compliance  Schools-upcoming cleanings, waiver request for external interceptor  Whalom Kitchen letter advising of outstanding fees due  Hilltop Market non-compliance and new ownership/operation  1 st Tuesday report and Food Service Establishment statuses Privilege Fee Assessment for 380 Electric Ave increased usage - document for Commission signature and recording FY19 BUDGET –final submittal for Annual Town Meeting Business Manager Report:  Invoices for review  Highfield Village revised draft agreement status  Update on Fitchburg Rate increase  Billing outsourcing update  Permits to Connect –193 Whalom Rd.  Open Meeting Regional Training – 4/24 5:30-7:30 – Leominster Library Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES April 24, 2018 – 6:30pm Regular Meeting, Town Hall, 17 Main St May 5, 2018 –9:00am Annual Town Meeting, LMHS, 1025 Main St. May 8, 2018 6:30pm Regular Meeting, DPW, 17 Chase Rd. ======================================================================================== DOCUMENT : 2018-04-10-minutes-5595.txt BOARD : sewer-commission DATE : 2018-04-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-04-10-minutes-5595.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04102018-5595 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 3/27/18 - Carl asked for an addition to the minutes that he had asked town counsel if he had violated OML by sending the subject emails to Barb and counsel advised that this was not a violation. Motion: Joan P To accept the minutes of 3/27/18 as amended. Second: John R. Vote: Unanimous Minutes of 4/3/18 - Motion: John R. To accept the minutes of 4/3/18 with attachment of document of wording submitted to the Charter Committee. Second: Joan P. Vote: Unanimous DPW Systems Update - FY18 Spending -Barb reported Jack has been working with Heather on the scope and it will be advertised in the Central Register and COMMBUYS. Regarding spare parts, Al (Small Water Systems Services) is working with Flygt Pump to order parts. Forecasted spending for Fitchburg usage is higher than budgeted but since our revenue is also higher than forecasted, the Town Accountant advised that it was okay to just submit those invoices for payment. Carl wants this clarified with Karen. Inflow/Infiltration work Spring 2018-- Barb stated that the Scope for bid is with Heather and the SWSS February report was reviewed without issue by the Commission. Irrigation Meter policy change - Commission discussed next steps for the implementation of the new Annual Irrigation meter charge ($50) for FY19. Barb noted that there needs to be 2 televised public hearings to change policy. There had also been a suggestion to have a subcommittee formed for Irrigation meter policy and meter upgrades. The Commission will invite 2 Irrigation Meter company representatives for Neptune and Badger Meters to the May 29th meeting. Town Charter revisions-update from 4/3 Commission meeting, 4/5 Public Hearing -Joe reported that there was a good turnout for the hearing but the charter review committee decided to wait until the Fall Town Meeting to present it. Open Meeting Law Complaint responses to Attorney General 3/28/18 - Joe said that Bob Ebersole will not do an appeal on the 2/27/18 complaint, but he has not heard anything concerning Troy's complaint of 3/13/18. Grease Trap Regulation Compliance - Schools - Barb received an email from John Londa that they are having the internal grease traps cleaned on 4/17 and the Interceptor at the new school will be done in July. Barb asked that it be done in April. John L. will ask for a waiver because he feels that it would not be needed since readings are very low. The Commission discussed the past reports for the new school. Joan suggested sending a letter that 2 back to back reports need to be done before they can apply for a waiver. Motion: Joan P. Second: John R. To have Barb send an email to the school that the Commission needs back to back reports. Vote: Unanimous Whalom Kitchen letter - Barb spoke to the owner of the property, Richard Bursch, and he said to send him the letter but to co the Kim Chen who holds the lease which Barb has done and is awaiting response. Hilltop Market non-compliance -Barb reported that it is under new ownership and she has not received a log from them. She sent them a letter and the new owner called, saying he has closed the butcher shop in the store. Barb told him he needs to send a letter regarding this but has not received one, so she sent a 2nd letter with an invoice for $50 for non-compliance. 1st Tuesday report - As an update to the report received by the Commission, Kabobelicious' report has been received but Dragonfly is still outstanding. Also, she will send out the letters for annual permit renewals after the Q4 billing goes out. Privilege Fee Assessment for 380 Electric Ave increased usage has been assessed and the Commission signed the document to be recorded. FY19 BUDGET - The final budget has been sent to Heather to be presented at Town Meeting. Commission discussed the other town meeting issue to expand the sewer service area (SSA) for Tilton Ave. Commission discussed how to obtain a Board of Selectmen recommendation to add the Tilton area to the SSA. ===PAGE 2=== Member Agenda Inputs for Future Meetings - financial policy, planning for I/l projects, engineering. Public Comment - none Motion: Joan P. To Adjourn: 7:41 pm. kespectively submitted Second: John R. Vote: Unanimous Jane Ranley _Sewer Commission Board Clerk ======================================================================================== DOCUMENT : 2018-04-24-agenda-5596.txt BOARD : sewer-commission DATE : 2018-04-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-04-24-agenda-5596.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04242018-5596 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2018-05-08-agenda-5604.txt BOARD : sewer-commission DATE : 2018-05-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-05-08-agenda-5604.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05082018-5604 ======================================================================================== ===PAGE 1=== SEWER COMMISSION May 8, 2018 6:30pm REGULAR MEETING DPW Building, 520 Chase Rd. AGENDA –revised (5/4/18 10:27am) In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded. ANNOUNCEMENTS APPOINTMENTS 6:30pm David Brambila, Crossroads Plaza -contesting non-compliance fee 7:00pm John Londa, Lunenburg Schools – request for waiver-all schools 7:30pm Pat Cotton, Weston & Sampson - DEP response to report of December 2017 PUBLIC COMMENT CURRENT BUSINESS Town Meeting - recap on 3 Budget articles and Tilton Ave inclusion in Sewer Service Area (SSA) Minutes of 4/10/18 – review and approval DPW Systems update- discuss FY18 proposed work through fiscal year-end, SWSS March report Policy changes for May/June public hearings:  Irrigation Meter policy change – review policy draft change - adding annual fee and Manual meters to policy; public hearing schedule; forming Meter replacement subcommittee discussion; inviting Irrigation Meter reps to speak to Commission  Grease Trap Regulation change – revise notification timeframe for policy violations Grease Trap Regulation Compliance – Hilltop Farm (1 Main St) request for waiver from Grease Trap Regulations; Kim Chen, Whalom Kitchen, appealing outstanding fine due for non-compliance; First Tuesday report OML Complaint of 3/13/18 - appeal and Attorney General response Business Manager Report- Invoices; Update on Fitchburg Rate increase; Grease Trap/Interceptor Annual permit renewals; Billing outsourcing update Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES May 19, 2018 –Town Election, LMHS, 1079 Mass Ave. May 29, 2018 – 6:30pm Regular Meeting, Town Hall, 17 Main St ======================================================================================== DOCUMENT : 2018-05-08-minutes-5604.txt BOARD : sewer-commission DATE : 2018-05-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-05-08-minutes-5604.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05082018-5604 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== vomitission arseussea ine letters that had been sent to Crossroads regarding the fees. Peter replied that the building was permitted when Mr. Brambila purchased it and was compliant for 10 years until an inspection found the grease trap to be deficient. Barb confirmed that 6 certified letters, requesting a plan for meeting requirements, were sent starting in February 2016. Since there was no response from Mr. Brambila, fees were assessed from April 2016 until December 2016 when a plan was received. The total amount of fees assessed was $5,825. Commission discussed the history of the fees, letters and actions taken. Peter agreed that Mr. Brambila should not have ignored the correspondence, but he has corrected the problem by installing a larger grease trap at a great expense. Peter added that the cost of the repair far exceeded the fee amount and does not think they should have to pay any further amount. The commission discussed options for settling the fee and all parties agreed to a one-time payment of $1,000, payable immediately. Motion: John R. To reduce the fee for A & D Crossroads from $5,825 to $ 1,000 to be paid immediately and that fulfills their commitment to the penalty. Second: Troy D. Vote: Unanimous Peter provided the check to the Town for $1000 and left the meeting. John Londa, Lunenburg Schools - request for waiver-all schools - Joan read Carl's input from his email of 5/8/18 "Comments and Inputs" regarding the Schools. John L. is asking for the Middle/High School to have a waiver for inspecting and cleaning out the internal grease traps every 6 months and the external interceptor to be cleaned annually. The grease traps have been routinely serviced and they have provided the data. July 2017 was the first time cleaned and it had 1" grease, well below the 25% rule. The Interceptor was pumped 7/11/17 and will be pumped again in July. The Commission reviewed the regulations pertaining to grease trap cleanings. Joan suggested John L. have it pumped in July and have the waiver request added to the Sewer Commission agenda for the 2nd July meeting. Regarding the primary schools, John L. is asking for a waiver to clean the grease traps every 6 months and there is no external interceptor. The grease traps will be cleaned in July and John L will come back to the 2nd July meeting to request waiver for the primary school also. 7:30pm Pat Cotton, Weston & Sampson - DEP response to report of December 2017 - Joan read Carl's input from his email of 5/8/18 "Comments and Inputs" regarding the I/l Report and DEP response. Pat reported that the DEP has asked for more information, which they can supply. He said that DEP wants to have a more detailed look at the 2011 Flow Metering Report and Risk Assessment of Sanitary Sewer Overflow. He added that Lunenburg has not had any Sanitary Sewer Over-flow incident, so he will get clarification from the DEP. They also requested dates to be added to the projects listed in the DEP report and the Commission will get back to Pat with the priorities. Joan suggested waiting for Carl's input and it will be added to the next meeting's agenda. Pat said that there is still money in the budget for the responses and would not exceed the budget, including the rewriting of the 1/l regulation. Motion: John R. Second: Troy D. To approve Weston Sampson to go up to the $5000 budgeted amount if needed which will include a compliant DEP report and the rewriting of the l/l regulation. Vote: Unanimous CURRENT BUSINESS Town Meeting recap-3 Budget articles and Tilton Ave inclusion in Sewer Service Area (SSA) - Joan noted that all articles had passed. Minutes of 4/10/18 - no changes were made. Motion: John R. Second: Troy D. To approve the minutes for 4/10/18. Vote: Unanimous DPW Systems Update - discuss FY18 proposed work through fiscal year-end, - Jack R. passed out a list of parts cost estimates from SWSS, which has a lead time of 9-12 weeks. The list contains pumps and supplies to cover all the stations, except Meadow woods which is a newer pump (2008). Jack will go ahead to work with SWSS on obtaining the parts. Joan read Carl's input from his email of 5/8/18 "Comments and Inputs" regarding I/I work. Jack noted that the specifications went out for Task 1 and figures are required by May 15th when he will need to finalize with the Town Manager concerning procurement. The work could be done late spring or in the fall. Joan continued to read Carl's inputs regarding future work on I/l activities including pump station data and Mass Ave manholes. The Commission and Jack agreed that these scopes of work should not come from the Commission. ===PAGE 2=== the Irrigation Meter representatives present at the next meeting before working on a draft update to the policy. Grease Trap Regulation change - Joan wants to change the Grease Trap regulations in the Appendix to say that Barb will send out warnings once a month instead of every 2 weeks. Commission agreed to put this on a future agenda. Grease Trap Regulation Compliance - Hilltop Farm (1 Main St) request for waiver from Grease Trap Regulations- Barb noted that the Board of Health advised that the market does not need a grease trap due to their current operation. Joan read Carl's input from his email of 5/8/18 "Comments and Inputs" regarding Hilltop Market. Commission discussed whether they need to remove the grease trap. All agreed that they are exempt from the Regulation and that the trap would not need to be removed Motion: Troy D. Second: John R. That the request for the grease trap waiver be granted for Hilltop Market, operating as they are, and it is not necessary to remove the grease trap. Kim chen, whalom Kitchen appealing outstanding fine due for non-compliance -Barb received a letter from Kim Chen saying that they should not be responsible since it was not her non-compliance. Troy brought up issue of businesses changing names and saying they are not responsible for outstanding fees. Commission discussed the history of this fine and gave Barb permission to go to town counsel for assistance with response to both Richard Bursch as owner and Kim Chen as current tenant. Joan read Carl's input from his email of 5/8/18 "Comments and Inputs" regarding Whalom Kitchen. Motion: John R. Second: Troy D. That Barb, after speaking to counsel, will send a letter to the owner and manager, with counsel's recommendations. Vote: Unanimous First Tuesday report - all compliant. Business Manager Report - Invoices-Fitchburg Water/Sewer invoice and KP Law for Highfield drat. Update on Fitchburg Rate increase - approved for 8% increase effective June 1, reflected in first invoice of new fiscal year. Grease Trap/Interceptor Annual permit renewals- Barb is working on billing and will next work on the annual permit renewals. Joan noted that the Commission wants to review the non-compliance list at the next meeting. Billing outsourcing update- Barb would like to wait until August as previously discussed Members Agenda Inputs for Future Meetings - Reviewed agenda items requested throughout the meeting, adding Capital Plan and Policy. Joan read Carl's input from his email of 5/8/18 "Comments and Inputs" regarding future agenda items. Public Comment - Joan said that she will miss Troy and appreciated his perspective. Barb and John thanked Troy for his contributions. Joan read a thank you to Troy from Carl and she added that she appreciates all Barb does and that it is ok for her to say no to requests to share information. Troy said that he has been concerned about the lack of policy and keeping rates artificially low for the sake of the capital plan. He also is concerned that the candidate nominated has not attended a sewer commission meeting and hopes that the nominee will realize the impact of work done on the Commission. He has enjoyed working with all. Motion: Troy D. To Adjourn: 8:59 pm. Second: John R. Vote: Unanimous Respectively submitted, ane Ranley caenly Sewer Commission Board Clerk On file: Email from Carl Luck 5/8/18 -" Comments and Inputs" Email from Carl Luck 5/8/18 -" Re. Irrigation Meter Policy" Parts list from SWSS dated 5/7/18 Hilltop Farms letter dated 4/16/18 Whalom Kitchen Letter from Kim Chen dated 5/5/18 ======================================================================================== DOCUMENT : 2018-05-29-agenda-5605.txt BOARD : sewer-commission DATE : 2018-05-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-05-29-agenda-5605.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05292018-5605 ======================================================================================== ===PAGE 1=== SEWER COMMISSION May 29, 2018 6:00pm REGULAR MEETING-early start Town Hall, 2nd Floor Meeting Room, 17 Main St. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over Lunenburg Public Access. ANNOUNCEMENTS - Town Election Results CURRENT BUSINESS Election of Officers APPOINTMENTS 6:00pm Adam Costa, MTC –Open Meeting Law 5/11/18 complaint and proposed response 6:30pm Scott Fitzgerald, Stiles Co- discussion of Irrigation Meter new technologies -Badger meters 7:30pm Tom Garrity, Ti Sales - discussion of Irrigation Meter new technologies- Neptune meters 8:30pm Dan Proctor, 380-400 Electric Ave lot subdivision PUBLIC COMMENT CURRENT BUSINESS (continued) DPW Systems update- Inflow/Infiltration work Spring 2018, SWSS parts list, April report, year-end spending DEP –response discussion – prioritization of projects, proposed policy change for large projects Communications plan workshop discussion- schedule, attendees Grease Trap Regulation Compliance – Annual permit compliance list review, Whalom Kitchen non- compliance appeal status Minutes of 5/8/18 Q4-FY18 Commitment for Sewer Billing $207,182.23 Business Manager Report- Invoices, Map update from Town Meeting Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES June 12, 2018 – 6:30pm Regular Meeting, DPW, 520 Chase Rd. June 26, 2018 – 6:30pm Regular Meeting, Town Hall, 17 Main St ======================================================================================== DOCUMENT : 2018-05-29-minutes-5605.txt BOARD : sewer-commission DATE : 2018-05-29 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-05-29-minutes-5605.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05292018-5605 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== appeared to say that he intended to use Barb as a conduit, which was not his intention and Adam will make an adjustment to the paragraph. Joan mentioned that the Commission had agreed to all attend the OML training, but some have not done so yet. Adam was concerned that there have been 3 OML violations in last couple months and he suggested working on having a communications policy in place. He offered to give an OML training during a future Sewer Commission meeting. The Commission discussed the draft of the response to the complaint and all agreed to add that Adam give OML training to the group. Motion: John R. Second: Ryan S. To approve the draft response letter as written. Vote: Aye-- John, Ryan, Carl Abstain-Joan Carl gave a statement regarding personal attacks in the OML complaints, but he would like to put that behind him and be able to get back to doing the business of the Commission. Scott Fitzgerald, Stiles Co-discussion of Irrigation Meter new technologies- Badger meters- Carl introduced Scott and stated that Commission is looking into new alternatives for the irrigation meters. Scott handed out a packet of meter information and displayed samples of meters his company sells. He explained that the newest technology is ultrasonic, warrantied for 20 years and the transmitter can do transfers to the cloud which eliminates the handheld readers and laptop expenditures. The transmitters report data over a 24-hour period. Users would be able to get data on their usage, as well as alerts for large usage episodes. Scott explained the pricing for both cellular and mobile drive-by packages. He also gave several options for purchasing and selling meters. (Joe arrived and assumed chairing the meeting.) Tom Garrity, Ti Sales - discussion of Irrigation Meter new technologies, Neptune meters - Tom handed out literature and gave a presentation on the Neptune R900 migratable system. He noted that the company is in Sudbury and can do next day delivery for meters and parts. The Lunenburg Water district currently uses Neptune meters. Tom explained the details and warrantees of the meters. He would recommend the Pro-coder register since it can be differentiated from the water department meter. Irrigation meters in use now would not need to be replaced or it would be possible to retrofit the bodies to a new register head. The System is designed for drivers to go out to read meters and readings can be loaded into Munis. The Commission discussed the price quote provided by Tom. PUBLIC COMMENT - Barb and Joe thanked Troy Daniels for his service to the Commission. ELECTION of OFFICERS Motion: John R. Second: Carl L. To nominate Joe A. as Chair. Vote: Unanimous Motion: John R. Second: Ryan S. To nominate Joan P. as Vice-Chair Motion: Joe A. Second: Carl L. To nominate Carl L. as Vice-Chair Discussion: Joan said that it would be helpful if positions are rotated. Joe would like Carl to remain as Vice-Chair to support him in chairing meetings. Vote: 3 votes for Carl L., 2 votes for Joan P. Motion: Joan P. Second: Joe A. To nominate John R. as Clerk Vote: Unanimous Dan Proctor, 380-400 Electric Ave lot subdivision- Dan was required to combine the lots in order to tie the new car wash into the sewer. He would now like to create 3 lots but without an easement, he would need to add manholes. Instead he would like to get an easement for the sewer line to service the office building, which he will be moving. The Commission discussed the sewer easement bylaw. Carl suggests that the Commission do some research and talk to town counsel. Dan will put together a couple options and come back again. CURRENT BUSINESS DPW Systems update - Inflow/Infiltration (I/I) work Spring 2018 - Jack noted that he'd solicited 3 bids for the I/l remediation work and received the low bid of $13,700 from 2 companies - Inland Water Supply and Water Main Cleaning Inc. He would like to award the work but with the caveat of whether to repair during low water or high-water table. He will speak to the consultant about this. Carl had a question about whether the documentation will be videos or photos. Commission discussed the scope of work and agreed that they will need clarification on the inspections. ===PAGE 2=== Motion: Joan P. Second: John R. To insert in the present list, task 2A- to evaluate the effectiveness of I/l remediation work already done in areas 3 & 6, as amended by Joe. Vote: Unanimous Barb will email Pat (Weston/Sampson) information so he will have answers to bring to the 6/12/18 meeting. Commission will work on a schedule and costs at the 6/12 meeting. Communications plan workshop discussion - schedule, attendees - will be on 6/26/18 @6:30. Heather (Town Manager) will attend and Adam will be asked to do an OML training.- Annual Grease Trap Regulation Compliance permit compliance list review -Commission reviewed the list of those who were not compliant during the year. Barb will send out the renewal letters this week. Whalom Kitchen non-compliance appeal status - Barb talked to Counsel and he still feels that it falls back to the owner, but understands it is a sub-let situation. He also advised that the permit should be pulled if not resolved by July 1st. Minutes of 5/8/18 - Motion: Joan P. Second: Ryan S. To accept the minutes of 5/8/18 Vote: Unanimous Q4-FY18 Commitment for Sewer Billing $207,182.23 - Commission signed. Business Manager Report- Invoices - none. Barb reported that the Sewer Service Map is being updated from Town meeting to reflect adding Tilton Ave. Carl asked about getting a quote from Munis now rather than waiting until August. Barb will check to see if someone on the Commission would be able to obtain the Munis quote. Members Agenda Inputs for Future Meetings - DEP, Irrigation Meters Selection, Meter Policy, Grease Law notification policy Public Comment - none Motion: John R. To Adjourn: 9:35 pm. Second: Ryan S. Vote: Unanimous Respectively submitted, Jane Ranley he lanly Sewer Commission Board Clerk Handouts: Response to the OML complaint prepared by Adam Costa Weston Sampson draft of DEP response Stiles Co. - Irrigation meter information Ti Sales - Irrigation meter information ======================================================================================== DOCUMENT : 2018-06-12-agenda-5602.txt BOARD : sewer-commission DATE : 2018-06-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-06-12-agenda-5602.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06122018-5602 ======================================================================================== ===PAGE 1=== SEWER COMMISSION June 12, 2018 6:30pm REGULAR MEETING DPW Building, 520 Chase Rd. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded. ANNOUNCEMENTS APPOINTMENTS 6:30pm Pat Cotton, Weston & Sampson –DEP Response 7:30pm Bob Proctor, Lancaster Ave -extension request 8:00pm Kim Chen, Whalom Kitchen – non-compliance fee appeal PUBLIC COMMENT CURRENT BUSINESS Policy update discussions –  Irrigation Meter-annual charge, adding manual meters, installation requirements  Grease Trap Regulation change –notification and renewal timing  Sewer Regs – Inflow/Infiltration requirements for large projects  Public Hearings for Regulation changes OML Complaint- 5/11/18 response Quarterly flow comparison Minutes of 5/29/18 Contract Renewals – SWSS, Flow Assessment Members Agenda Inputs for Future Meetings Public Comment Adjournment . UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES June 26, 2018 – 6:30pm Communication Process Plan workshop- Town Hall, 17 Main St July 10, 2018 – 6:30pm Regular Meeting, DPW, 520 Chase Rd. ======================================================================================== DOCUMENT : 2018-06-12-minutes-5602.txt BOARD : sewer-commission DATE : 2018-06-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-06-12-minutes-5602.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06122018-5602 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Carl brought up a concern about having Elizabeth St. checked with a camera to check for a leak and Pat suggested having it checked the next time the town had a contractor, with the capability to camera the laterals, in town to jet the lines. Pat will make the edits to the DEP Response draft and submit it. Motion: Ryan S Second: John R. To accept the response to the DEP as discussed. Vote: Unanimous Commission discussed the wording proposed by Weston & Sampson for the 4:1 I/l removal and/or capacity fee policy and made changes. The town counsel will be asked to review it. Bob Proctor, Lancaster Ave, extension request - Bob has a homeowner at 146 Lancaster Ave. that wants to tie in to sewer. Homeowner will approach neighbors to see if they want to participate in the private extension. Commission discussed the privilege fee for a private extension and will get a clarification from town counsel. Bob is looking to get the okay to proceed, getting an engineered plan and the Commission agreed he can go forward Kim Chen, Whalom Kitchen, non-compliance fee appeal - Kim received the letter dated 9/12/17 with list of fees, when she became involved with the property after January 1st. The Commission discussed the history of the fees and communications to the former business owners and Richard Bursch who owns the property. Barb provided the letter sent today to Richard and Kim with Counsel's input regarding payment of the non-compliance fee. Kim said that she will pay the annual permit fee to use the sewer but asked for a reduction of the $1,400 non-compliance fee assessed. Also, she is in the process of selling the business and would like to settle the fees so she can pass the business on. Commission discussed reducing the non-compliance fee since the violation occurred and fee assessed long before she took ownership. Several different payment amounts were proposed until all present could agree to the $900 amount. Commission wants letter sent to Richard Bursch (landlord) regarding the settlement, stating that in the future he will be held responsible for any fees assessed for any building he owns. Motion: Joan P. Second: Ryan S. To settle the non-compliance fee for $900, with immediate payment. Vote: Unanimous CURRENT BUSINESS Policy update discussions-Irrigation Meter - annual charge, manual meters, installation requirements - It was suggested that the Commission combine all the documents relating to meters into one policy and that wording is added that no credits should be given for any meters determined to be taulty, with maintenance being the homeowner's responsibility. Commission discussed the timing of irrigation meter billing and having the yearly fee deducted from the meter credit rather than being billed separately. Joan offered to call the references provided by the new irrigation meter proposals to get feedback on customer experiences and Commission agreed. Commission discussed the Irrigation and Manual meters at the trailer parks and it was proposed that the Commission have an agenda Item to discuss water meters at tuture meeting. Grease Trap Regulation change - notification and renewal timing - Commission reviewed suggested updates to the Rules and Regulations for Grease traps and made changes to wording, with inputs from town counsel. The Commission had no issue with Barb's request to change the permit fees due date to 8/1 due to time constraints with the current //1 deadline. A draft will be reviewed at the //10 meeting. Sewer Regs - Inflow/Infiltration requirements for large projects. Commission discussed the 4:1 I/l removal and/or capacity fee relating to its incorporation into the Sewer Regs. Barb will talk with counsel. Public Hearings for Regulation changes - Commission will need to approve draft policies at the first meeting in July to present it during the July & August televised meetings to have them go into effect in August. Commission also will discuss revisions to the Connection Charge policy at the July 10th meeting. OML Complaint - 5/11/18 response - Commission had received a copy of the response prepared by Counsel. Quarterly flow comparison - Commission reviewed the data and noted that it still indicates a large amount of water. There is a concern with the inconsistency of the meter readings. Commission agreed that the meters and/or the data from the Water Department could be a problem. Flow Assessment will be asked to come to a meeting to discuss data. Minutes of 5/29/18 Motion: Joan P. To accept minutes for 5/29/18. Second: John R. Vote: Unanimous Contract Renewals-SWSS Year 3 - Debbie of SWSS had no changes. Commission will suggest meeting with SWSS twice/year, ===PAGE 2=== Motion: John R. To Adjourn: 8:43 pm. Respectively submitted, love 2. Carly ne Ranley Sewer Commission Board Clerk Hand-outs SSES table 6/12/18 Letter from Counsel re. Whalom Kitchen Second: Joan P. Vote: Unanimous ======================================================================================== DOCUMENT : 2018-06-26-agenda-5603.txt BOARD : sewer-commission DATE : 2018-06-26 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-06-26-agenda-5603.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06262018-5603 ======================================================================================== ===PAGE 1=== SEWER COMMISSION June 26, 2018 6:30pm REGULAR MEETING/WORKSHOP Town Hall, 2nd Floor Meeting Room, 17 Main St. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over Lunenburg Public Access. ANNOUNCEMENTS PUBLIC COMMENT APPOINTMENT 6:30pm Adam Costa, MTC –Open Meeting Law presentation CURRENT BUSINESS WORKSHOP – Communications plan discussion Minutes of 6/12/18 for approval FY19 FLOW ASSESSMENT CONTRACT Q2 FY18 CORRECTED Commitment for Sewer Billing $174,579.03 FY18 Legal expense consideration Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES July 10, 2018 – 6:30pm Regular Meeting, DPW, 520 Chase Rd. July 31, 2018 – 6:30pm Regular Meeting, Town Hall, 17 Main St ======================================================================================== DOCUMENT : 2018-06-26-minutes-5603.txt BOARD : sewer-commission DATE : 2018-06-26 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-06-26-minutes-5603.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06262018-5603 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== discussed the Privilege Fee for a private extension. Motion: Carl L. To accept the minutes of 6/12/18 as amended. Second: John R. Vote: Unanimous FY18 Legal expense consideration - Commission discussed the legal expense funds left for FY18 and tabled the discussion until the next meeting when all FY18 encumbrances will be discussed. APPOINTMENTS- Adam Costa, Town Counsel - Open Meeting Law Training - Adam gave a comprehensive slide presentation overview of the Open Meeting Law and answered questions from the Commissioners during the presentation. CURRENT BUSINESS Workshop - Communications plan discussed - Heather L. passed out a draft of a communications policy. 1. Commission discussed having a liaison to work with Jack and agreed that it would be the chair. Joan requested that the liaison acknowledge receipt of any requests from Commissioners. 2. Commission agreed that if anyone wants their opinion shared at meeting, it will be given to Barb as a written communication to be handed out and read at the meeting. 3. Commission discussed a policy for communications with Contractors and Consultants. The policy will be that any communications will be discussed by the Commission first and decided as a group who will make the contact and what will be communicated. Commission also discussed work site visits. 4. Commissions discussed and agreed that any requests for agenda items should be sent to the chair. 5. Commission agreed that the chair or a selected representative, acting on behalf of the Commission, will need the agreement of the full board by vote to include the full parameters for the contact. 6. All agreed to comply fully with the Open Meeting Law. 7. When Commission wants a legal opinion, Barb will be the one to get an official legal opinion from counsel. One or 2 members can meet counsel during open office hours with questions. 8. Commission discussed Barb's time. Agenda items will be sent to the chair. Questions about day to day tasks can be brought to a meeting instead of contacting Barb between meetings. 9. Commission discussed use of social media. 10. Carl reviewed the email communication policy for selectmen, Section 2.04 of their Policies and Procedures. Heather read the full email policy and the Commission agreed to add it to the communication policy. 11. Commission discussed communications related to the supervision of the Business Manager, i.e. goal setting reviews, comp time and work schedule. The Business Manager job description states that both the Sewer Commission and DPW Director supervise the Business Manager. Town Charter supersedes any job description and states that the Town Manager supervises the Business Manager's personnel issues and day to day operations which was confirmed by Town's labor counsel and the Commission has no particular say in those issues. Any issues concerning the Business Manager could be discussed at a meeting and then the chair would go to the Town Manager or DPW Director. Heather will send out the communications policy draft. Commission will review, edit as necessary and vote on it at a future meeting. FY19 FLOW ASSESSMENT CONTRACT Joe signed the contract. Barb confirmed that they are planning to come to an August meeting. Commission signed the revised Q3 FY18 Commitment for the Sewer Billing to correct an error in the amount. New amount is $174,579.03 (previously $174,704.83). Member Agenda Inputs for Future Meetings- On July 10t, Joan will give her revisions to grease trap regs and a report on references for Badger Irrigation Meters. Commission also asked Joan to pursue references for the Neptune Meters. Other agenda items: ===PAGE 2=== Jane Ranley Sewer Commission Board Clerk Handouts Communications Policy Draft from Heather L. Selectmen's rules regarding email communications (Section 2.04) Letter sent by Heather L. regarding legal expenses ======================================================================================== DOCUMENT : 2018-07-10-agenda-5608.txt BOARD : sewer-commission DATE : 2018-07-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-07-10-agenda-5608.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07102018-5608 ======================================================================================== ===PAGE 1=== SEWER COMMISSION July 10, 2018 6:30pm REGULAR MEETING DPW Building, 520 Chase Rd. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded. ANNOUNCEMENTS APPOINTMENTS PUBLIC COMMENT CURRENT BUSINESS Policy update discussions -  Irrigation Meter policy change discussion- policy, vendor references, proposed fee  Manual meters discussion- current status, new policy discussion  Grease Trap Regulation change–fee assessment timing, new proposed town-wide fee, August 1 renewal date  Connection Charge Policy change discussion– 4:1 Inflow/Infiltration clause addition, sections better defined, new town-wide proposed fee, new construction Title V requirements, new waiver section  New Communications policy update-proposed draft  Hearings timing Mead Talerman Costa FY18 Legal expense discussion FY18 Encumbrances Grease Traps -Regulation Compliance – Annual permits status, First Tuesday report Minutes of 6/26/18 Privilege fee assessment 63 Prospect Street EOY FY18 Commitment for Sewer Billing Members Agenda Inputs for Future Meetings Public Comment Adjournment . UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES July 31, 2018 – 6:30pm Regular Meeting, Town Hall, 17 Main St. August 14, 2018 – 6:30pm Regular Meeting, DPW, 520 Chase Rd ======================================================================================== DOCUMENT : 2018-07-10-minutes-5608.txt BOARD : sewer-commission DATE : 2018-07-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-07-10-minutes-5608.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07102018-5608 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== occurred at the last meeting. Joe responded that the discussion was about policy and not concerning old issues. The Commission further discussed Carl's concerns in regards to a communications policy. APPOINTMENTS- none CURRENT BUSINESS Policy Update Discussions- Irrigation Meter policy change- Carl handed out a draft for the Irrigation System Policy. The Commission reviewed it and made edits in the wording. Manual Meters- Commission discussed the manual meters at the Carnivale trailer park. Carl added that there have been problems with reading the water meters and should be the concern of the park owner, instead of the town. Commission will consult with town counsel on how to proceed and talk to the park owner. Grease Trap Regulation change-Joan handed out a draft rewrite of the Grease Trap Regulation and Commission discussed edits. Barb added that there is a proposal to increase permit by 5% to cover cost of E-permitting application. Commission discussed and was not in favor of the increase. Commission will wait to see if it will be adopted by the town. Connection Charge Policy change- Commission discussed edits, including the edits from Town Counsel, regarding a 4:1 Inflow/Infiltration clause addition. New Communications policy update- Commission discussed the proposed draft for the Communications policy and whether they needed a written policy. All agreed to route questions through Joe, as chair, and to be mindful of Barb's time. Commission discussed being able to function as a team and discussed if there was a need for a Board of Selectmen Liaison. Motion: Carl L. Second: Joe A. To notify the Board of Selectmen that the Sewer Commission does not require a liaison, as amended. Vote: Joe, Carl, & Ryan - Aye, Joan - Abstain Hearings for policy changes -Commission will hold public hearings during the end of September and the end of October televised meetings. The first meeting in August, Joan will share the references on Badger & Neptune irrigation meters. Mead Talerman Costa FY18 Legal expense- Commission discussed the legal expenses for the town counsel for FY18 and amount budgeted. Commission agreed to pay $1,000 that is left from the FY18 legal budget for the extra town counsel costs and to verify what the Commission will be responsible for going forward. FY18 Encumbrances- Commission reviewed proposed encumbrances for tasks that still need to be done under FY18 budget and discussed open purchase orders for work, including the jetting to be done. Carl suggested looking into having Clean Basins camera Elizabeth Street when they are jetting. Commission signed off on the the FY18 Encumbrances. Grease Trap - Regulation Compliance-Annual Permits-Barb has 4 accounts outstanding. 1st Tuesday report - missing Bad Larry's and Kabobelicious. Minutes of 6/26/18 - Commission discussed the minutes and made edits. Motion: Joan P. To accept the minutes of 6/26/18 as amended. Second: Carl L. Vote: Unanimous Privilege fee assessment for 63 Prospect St. - Commission discussed the privilege fee. Motion: Ryan S. To assess the privilege fee of $ 11,551.47 for 63 Prospect Street. Second: Joe A. Vote: Unanimous Commission also signed the Commitment for the Privilege fee assessed to 5 Rogers Way, Building #3 for monies received in FY18 per the project's ZBA agreement. Commission signed the EOY FY18 Commitment for Sewer Billing for $373.75. Member Agenda Inputs for Future Meetings - review of recommendations for new irrigation meters, privilege fees for extensions, scope of services for I/l Independent engineering review, Whalom Kitchen fees. ===PAGE 2=== Jane Ranley Sewer Commission Board Clerk Handouts: Irrigation System Policy draft from Carl L. Grease Trap Regulation draft from Joan P. ======================================================================================== DOCUMENT : 2018-07-31-agenda-5609.txt BOARD : sewer-commission DATE : 2018-07-31 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-07-31-agenda-5609.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07312018-5609 ======================================================================================== ===PAGE 1=== SEWER COMMISSION July 31, 2018 6:30pm Regular Meeting Town Hall, 2nd Floor Meeting Room, 17 Main St. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over Lunenburg Public Access. ANNOUNCEMENTS APPOINTMENTS 6:30pm John Londa, Lunenburg Schools-Grease Trap Regulations waiver request PUBLIC COMMENT CURRENT BUSINESS Evaluation of past Inflow/Infiltration (I/I) work Policy update discussions - Manual meter Policy, Waiver clause FY19 Legal fees-Billing basis Grease Traps -Regulation Compliance – Outstanding issue-Sean Patricks, Annual Permits status, 1st Tuesday reports-Kabobelicious Minutes of 7/10/18 approval MWRA Notice for Town of Ashland Flow Assessment meeting attendance representative Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES August 14, 2018 – 6:30pm Regular Meeting, DPW, 520 Chase Rd August 28, 2018 – 6:30pm Regular Meeting, Town Hall, 17 Main St ======================================================================================== DOCUMENT : 2018-07-31-minutes-5609.txt BOARD : sewer-commission DATE : 2018-07-31 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-07-31-minutes-5609.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07312018-5609 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== through the internal grease trap and questioned whether grease is rinsing down the drain or if it is going into the external interceptor. Also, regarding the interceptor, Carl said that the inspector questioned whether the pipe was pitched properly and suggested inspecting it further. John L. replied that there has not been any problems and it is working correctly. Joe suggested adding the discussion as a future agenda item. Motion: Carl L. Second: Ryan S. To give waivers as John Londa requested to clean the internal grease traps at the High School twice per year, external grease trap once per year, and the internal grease traps at Turkey Hill Elementary and Lunenburg Primary twice per year, as amended without contingencies. Vote: Unanimous CURRENT BUSINESS Evaluation of past Inflow/Infiltration (/I) work- Commission discussed Carl's handout of scope of work for evaluation of I/l work done. Commission agreed to have Carl contact 2 or 3 engineering firms to meet with the Commission at a future time to discuss doing an evaluation. Policy update discussions-Manual meter Policy. Carl talked to Town Counsel about the sub-metering issue. Counsel is looking into it and will get back to the Commission with advice. He also advised that and that the Commission should develop a formal sub-metering policy. Waiver clause - commission is awaiting Town counsel input. FY19 Legal fees - Billing basis - Commission is waiting for an answer from Town Manager concerning the flat rate. Grease Traps-Regulation Compliance - Outstanding issue - Sean Patricks - Barb sent a letter of non-compliance with a $50 fee assessed and not had a response from Sean Patricks. Motion: Ryan S. To go back to 7/1/18 to assess $25/day fee for non-compliance. Second: John R. Vote: Unanimous Barb reported that the Annual Permits are all set and 1st Tuesday reports have all come in. Minutes of 7/10/18- Motion: Carl L. Second: Ryan S. To accept the minutes of 7/10/18. Vote: Unanimous MWRA Notice for Town of Ashland- Commission reviewed notice and no action was necessary. Flow Assessment meeting attendance representative - Commission will invite Paul Casey (Flow Assessment) to come to the August 28th meeting. Barb reported that she received information from Fitchburg about the John Fitch Highway Expenses and discussion will be put on the agenda tor next meeting. Members Agenda Inputs for Future Meetings - School grease traps, Maintenance plan and documentation policies, Business Manager supervision responsibility. Public Comment - Ryan met with Jack at DPW to learn about the system. Joe was contacted by the Town Manager regarding the Commission's decision to not have a Communication Policy and he asked her to come to a meeting but has not heard back from her. 3 Mather backing her. Joe will contact Jack about Mass. Ave. manhole status. Barb will be looking at the Munis quote in mid-August. Motion: John R. To Adjourn: 7:20 pm. Second: Carl L. Vote: Unanimous Respectively submitted only que Jane Ranley Sewer Commission Board Clerk Handouts Carl L. suggested scope for I/l evaluation Carl L. list of discussion points for Flow Assessment ======================================================================================== DOCUMENT : 2018-08-14-agenda-5610.txt BOARD : sewer-commission DATE : 2018-08-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-08-14-agenda-5610.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08142018-5610 ======================================================================================== ===PAGE 1=== SEWER COMMISSION August 14, 2018 6:30pm REGULAR MEETING DPW Building, 520 Chase Rd. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded. ANNOUNCEMENTS Jimmy Breault retirement APPOINTMENTS 6:30pm Sean Flannagan, SEAN PATRICK’S – Waiver request PUBLIC COMMENT CURRENT BUSINESS Evaluation of past Inflow/Infiltration (I/I) work Irrigation/Manual Meters –vendor references, counsel input FY19 Legal fees billing basis Fitchburg J F Hwy Project-final costs, payment schedule Grease Traps -Regulation Compliance – 1st Tuesday report ZBA Hearing on 380/390/400 Electric Ave 8/22/18- attendance, change of use, easement concerns Minutes of 7/31/18 Privilege fee – 63 Prospect St Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES August 28, 2018– 6:30pm Regular Meeting, Town Hall, 17 Main St September 11, 2018-6:30pm Regular Meeting, DPW, 520 Chase Rd ======================================================================================== DOCUMENT : 2018-08-14-minutes-5610.txt BOARD : sewer-commission DATE : 2018-08-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-08-14-minutes-5610.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08142018-5610 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== i can a reason to ta do can can ta ta ta va sa pe to be inspected every o monus and pumped once a year, unless the Commission requires more frequent pumping. The Commission told Sean to have the trap pumped in 3 months (11/13/18) and to come back to a Commission meeting with the documentation for the August and November inspections. Sean also added that he has sold the business to Mr. Matta and he would like to resolve the issue of outstanding fines. The Commission discussed the fines and Sean's request to cease future fining. Motion: Joan P. To cease any fining of Sean Patricks after 8/14/18. Second: Ryan S. Vote: Unanimous PUBLIC COMMENT - none CURRENT BUSINESS Evaluation of past Inflow/Infiltration (I/I) work - will be discussed at a future meeting with Carl. ZBA Hearing on 380/390/400 Electric Ave 8/22/18- Dan Proctor is going before the ZBA on 8/22/18 with his proposal to create 2 lots. station with a drive-up donut shop. There will be a shared driveway. twil not involve the easement but Danmay have future plans to do something with the area behind car wash. Irrigation/Manual Meters - vendor references, counsel input - Stiles Company references -- Joan found that the wireless meters take less bandwidth than a text message. She talked to the Shirley water department who tested the meters first in areas of town with poor signals and had no problems, because the meters transfer information during the night. She also contacted the Northboro water department and they had no problems, even though some of the meters needed to be put on a different signal. Leicester needed to replace hand-held readers and decided to go with the new technologies. She also contacted Cherry Valley water. Northboro Interraces with Munis and the others use different billing companies. Stiles will give a training course, provide a data bridge and give technical support. Joan added that everyone she talked to raved about Scott at Stiles. Ti Sales references - Joan called Tom's references but found some of the numbers not reachable. She talked to Leominster, who has a partial installation. They do not receive any extra data as they still rely on workers going out to check things. Stoneham has used the meters since 2012 and they love them. They keep written data and they pay 4 workers to do the readings. Webster has been using the meters for 15 years and they said the meter company offers good support. They bought the extra package for data and the billing interface is very good. Joan would be in favor of the wireless system. John would like to find out where the poor signal areas are in town and Joan replied that Scott (Stiles) should be able to help. Joan said that both systems would require training, which is offered. John thanked Joan for her report. FY 19 Legal fees billing basis - will be moved to the next meeting. Fitchburg J.F. Highway Project - final costs, payment schedule - John encouraged all to read it and if anyone has questions, bring them to the next meeting and forward them on to Fitchburg. Grease Traps- Regulation Compliance - 1st Tuesday report - John will talk to Barb about fine letters for Bad Larry's and Kobobelicious. Minutes of 7/31/18 - will be discussed at next meeting. Privilege fee - 63 Prospect Street - John reported that Barb checked with town counsel and the fee is $11,551.47. Commission signed the Sewer Order #19 and the privilege fee for 63 Prospect St. Member Agenda Inputs for Future Meetings - vote on irrigation meters, evaluation of past I/l work, Legal billing, 7/31 Minutes, JF Highway Project, ZBA meeting on Electric Ave, report on 2 grease trap violators. Public Comment - Joan would like to consider that others may be telling the Commission they may need a Communication Policy. It was a consensus to not have a policy but not a vote. She suggested that the Commission could work on group dynamics. John will suggest to Joe to discuss it again. Motion: Joan P. To Adjourn: 7:33pm. Second: Ryan S. Vote: Unanimous Respectively submitted one 4. Konle Jane Ranley Sewer Commission Board Clerk ======================================================================================== DOCUMENT : 2018-08-28-agenda-5611.txt BOARD : sewer-commission DATE : 2018-08-28 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-08-28-agenda-5611.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08282018-5611 ======================================================================================== ===PAGE 1=== SEWER COMMISSION August 28, 2018 6:30pm Regular Meeting Town Hall, 2nd Floor Meeting Room, 17 Main St. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over Lunenburg Public Access. ANNOUNCEMENTS Jimmy Breault’s retirement APPOINTMENTS 6:30pm Paul Patrick Casey, Flow Assessment – flow meter process, questions PUBLIC COMMENT CURRENT BUSINESS ZBA Hearing of 8/22/18 -380-400 Electric Ave – recap, plans Lunenburg Schools grease trap design discussion Evaluation of past Inflow/Infiltration (I/I) work-procurement Irrigation Meter / Manual Meters –selection, counsel input, policy, implementation Fitchburg –John Fitch Highway Cost Sharing review -final costs, payment schedule FY19 Legal fees billing basis Billing Outsourcing costs Minutes- 7/31/18, 8/14/18 Privilege fee – Commitment to BOA for 7 Rogers Way Q1 FY19 $210,058.46 -Commitment for Sewer Billing Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES September 11, 2018 – 6:30pm Regular Meeting, DPW, 520 Chase Rd September 25, 2018 – 6:30pm Regular Meeting, Town Hall, 17 Main St ======================================================================================== DOCUMENT : 2018-08-28-minutes-5611.txt BOARD : sewer-commission DATE : 2018-08-28 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-08-28-minutes-5611.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08282018-5611 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== engineering firm to do I/l investigative work. The crew comes out about 4-5 times a year to do basic maintenance, confirmation of level and velocity and flow rate. They will correct issues, documenting on arrival and after correction. All data and analysis are available. Paul talked about issues with the Graham Street meter, level sensor and pressure velocity sensor. Lunenburg owns the meters but it is possible to rent them from Flow Assessment. Commission discussed costs for buying meters vs renting meters and Carl suggested that the Commission discuss whether town should look at renting meters. Commission discussed meters at Summer Street and 2A site and Paul offered to put together a list of all equipment for the Commission. Commission can access Flow Assessment website to view all data from the sites. Barb already goes in each month to get the readings for Fitchburg. Commission looked over and discussed data printouts and site pictures provided by Paul. Based on their tests, Paul said that the meters are running as intended. He pointed out that the Graham Street meter has big spikes that may correlate with rain events. Carl added that it appears the town is sending twice as much flow out as the water going into houses, despite the l/l work done. The area had been smoke tested in the past and house to house checks were done. Carl added that they are most concerned about the Whalom Area. Paul gave several suggestions for checking for issues. PUBLIC COMMENT - Joe said he was disappointed that Commission has not had any response from the Selectmen regarding the liaison. Carl added that they had acknowledged it. Joe also spoke of his disappointment with the Schools' stance and Town's position regarding the fees for the athletic fields charged to the town teams, including the Bengals program. CURRENT BUSINESS Lunenburg Schools grease trap design discussion - John Londa took a picture of the pipe in the external tank and believed that it was level. The tanks come pre-cast with the pipe attached. Carl had questioned if it was level because the pumper had pointed it out. John R. suggested that at the next pumping, he should have the pumper demonstrate whether it is level or not. John L. asked what standard the Commission is looking for. Carl added that the concern it is that if grease is floating on top, it may go through the top of the T. However, the school does not generate a lot of grease and this may not be an issue. ZBA Hearing of 8/22/18 - 380-400 Electric Ave -Carl reported that the ZBA approved the division, based on approval from all boards/committees involved. There are no easements required. Evaluation of past Inflow/Infiltration (/I) work - Carl talked to Heather and it is okay to go ahead since it is for engineering. Carl had contacted 4 companies.-- Stantec, Woodward & Curran, Suez, and Tighe & Bond. All but Suez were interested. Carl can send them information and data to look at and any companies interested could come in to discuss the project with the Commission. Irrigation Meter/Manual Meters - Commission will wait to vote on the meter selection when Joan is present. Carl suggested talking with Lunenburg Water District to see what they plan on doing in the tuture and also Commission should look at what the total cost will be to the users. John k. has an irrigation meter and would like to know what the cost will be. He added that his plumber had to get him a meter without lead to meet new regulations. In regards to the Manual meter policy, Carl talked to the Town Counsel, who is drafting a letter to send to the trailer park owner concerning the meter reading responsibility. Fitchburg - John Fitch Highway Cost Sharing review - Carl reported that Fitchburg got back to number that the Commission was expecting. Commission will wait to discuss further at the next meeting when everyone has had a chance to review. FY19 Legal fees billing basis - Commission received 2 invoices -- 6 1/2 hours for $924, and .3 hours for $114. Commission discussed the basis for the billing and the flat fee of $199/hour. Joe will talk with Heather about the legal billing. Billing Outsourcing costs - Barb reported that the Munis quote is out. Carl suggested that Barb go to Steve Malandrinos(IT) to confirm what we need from Munis. Minutes of 7/31/18 Motion: John R. To accept the Minutes of 7/31/18. Second: Carl L. Vote: Unanimous Minutes of 8/14/18 Discussion: Carl had a question about the statement regarding the night transfer of data versus real time. Commission discussed but made no changes. Motion: Ryan S. To accept the Minutes of 8/14/18. Second: John R. Vote: Unanimous ===PAGE 2=== Commission will discuss this at the first meeting in September as it is due to the Committee by the end of September. Motion: Carl L. Second: Ryan S. To Adjourn: 8:48 pm. Vote: Unanimous Save get Penly Sewer Commission Board Clerk ======================================================================================== DOCUMENT : 2018-09-11-agenda-5598.txt BOARD : sewer-commission DATE : 2018-09-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-09-11-agenda-5598.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09112018-5598 ======================================================================================== ===PAGE 1=== SEWER COMMISSION September 11, 2018 6:30pm REGULAR MEETING DPW Building, 520 Chase Rd. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded. ANNOUNCEMENTS APPOINTMENTS PUBLIC COMMENT CURRENT BUSINESS DPW Systems update- Inflow/Infiltration work-Task 1, John St repair, Jetting, Parts replacement status, Pump station flow analysis, Manhole list of repairs, Elizabeth Ave issue Evaluation of past Inflow/Infiltration (I/I) work –Data review and proposed request for bid Fy20 budget –preliminary discussion Irrigation Meters–update on suppliers, selection, policy, implementation Manual meter Policy –counsel input Fitchburg –John Fitch Highway - Cost Sharing review Open Space & Recreation– Commission update FY19 Legal fees – billing basis, BOS meeting 9/18 Billing Outsourcing – awaiting Munis quote Special Town Meeting November 13, 2018 Sewer Commission meeting schedule discussion Minutes – 8/28/18 MWRA Inter-basin Transfer-Ashland Remote Participation Policy Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES September 25, 2018 – 6:30pm Regular Meeting, Town Hall, 17 Main St October 9, 2018 – 6:30pm Regular Meeting, DPW, 520 Chase Rd ======================================================================================== DOCUMENT : 2018-09-11-minutes-5598.txt BOARD : sewer-commission DATE : 2018-09-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-09-11-minutes-5598.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09112018-5598 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== give all 3 the data and if they are still interested, have them come in to meet with the Commission. After discussion, the Commission agreed to have all 3 companies come in one meeting and tentatively picked the 1st meeting in October. Barb will contact them. FY20 Budget - preliminary discussion - Commission discussed the budget process and agreed to discuss the budget in 1st meeting in November. Irrigation Meters - update on suppliers, selection, policy, implementation - Barb reported that Scott is now with FW Webb and the new rep for Stiles is lan Kasowitz. Stiles has the only cellular system. Small Water (SWSS) is doing the readings currently. Carl added that there will be an annual fee for Irrigation meters that will help pay for getting the meter readings. Joan replied that the drive by meters will be thing of the past and all the references thought that the cellular data was phenomenal. Joan will talk to the Lunenburg Water Department to see what their future plans are. The Commission discussed how any changes could impact costs to the users. Barb will ask the Badger & Neptune companies about the costs to the homeowners. Manual meter policy - counsel input - Counsel recommends changing the meter regulations first. The Commission discussed the regulation change and having a public hearing for the meter changes. Commission agreed with Counsel's suggested wording for the regulation and discussed inviting the affected residents to the hearings. Barb will talk to Mike Carnivale, trailer park owner, since he had asked to be kept updated on the policy change discussion. Fitchburg-John Fitch Highway - Cost Sharing review - Commission discussed the review and all agreed that it was ok. The corrected cost for Lunenburg is $342,770. Barb will ask Fitchburg what the proposed payment schedule will be. Open Space & Recreation - Commission update - Commission discussed and agreed on the draft for the update relating to the Sewer in the Open Space Plan, adding wording that any resident can petition to expand the sewer area. John left the meeting Motion: Joan P. Second: Ryan S. To accept the draft, adding that the Commission will entertain resident petitions to expand the sewer area, with town meeting approval. Vote: Unanimous Joe arrived and assumed the running of the meeting DPW Systems update - Joe met with Jack and reported that the John St. repair will be done in the fall and the Jetting has been done. The replacement parts have been ordered and they are coming in. The Pump station flow analysis can be looked at with the data from Flow Assessment. Jack does not have a manhole list of repairs but can put one together. Commission discussed the list and Joe will request a list from Jack. Regarding the Elizabeth Ave issue, Joe reported that Clean Basins was unable to the camera the lines when they came to clean. Carl suggested asking counsel about requesting the homeowner to have someone camera the line. Joe asked Carl to check with town counsel. Joe noted Jack's suggestion that he may not have a lot of time so the Commission may need to expand the scope of work with SWSS when planning the budget. FY19 Legal fees - billing basis - BOS meeting 9/18- Commission discussed their legal budget and how the billing for town counsel's services is determined. The Commission agreed to send Joe to the Board of Selectmen meeting to discuss the legal fees and propose paying the full budget allotment of $5000 for FY 19. Motion: Carl L. Second: Ryan S. To have Joe go to the Board of Selectmen, stating that the Commission will give them the full $5,000 budgeted line item monies for the Sewer Commission FY19 legal needs. Vote: Unanimous Billing Outsourcing -awaiting Munis quote - Barb confirmed with IT that the quote as submitted was correct. We are waiting on Munis for the quote. Special Town Meeting November 13, 2018 - Commission will need to add a warrant for the stabilization funds transfer for FY18 now that year-end balances are final. Sewer Commission meeting schedule discussion - Commission discussed options for meeting nights but no changes were made. Minutes - 8/28/18 - Discussion - In regards to the School's external grease trap, Joe said Jack will go the next time the trap is pumped with a level. Carl wanted the word "confirmed" changed to "believed." Motion: Ryan S. Second: Carl L. To accept the minutes of 8/28/18 as amended. Vote: Joe A., Carl L., Ryan S.- Aye, Joan P.- abstained. MWRA Inter-basin Transfer-Ashland- Barb said that it is a notification for water and sewer department and no action was required. Remote Participation Policy -Commission had received a revised policy from Heather. Carl reported that the policy change dealt with eliminating the restriction on percentage of meetings that a member can participate by remote participation. Member Agenda Inputs for Future Meetings - maintenance plan RFQ, public hearings, budget discussion ===PAGE 2=== free are Sewer Commission Board Clerk ======================================================================================== DOCUMENT : 2018-09-18-agenda-5601.txt BOARD : sewer-commission DATE : 2018-09-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-09-18-agenda-5601.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09182018-5601 ======================================================================================== ===PAGE 1=== SEWER COMMISSION September 18, 2018 7:30pm Joint Session with Selectmen – Town Hall 17 Main St., 2nd Floor Meeting Room AGENDA 7:30pm Joint Session – Board of Selectmen & Sewer Commission Billing basis discussion of legal fees for Mead, Talerman & Costa ======================================================================================== DOCUMENT : 2018-09-18-minutes-5601.txt BOARD : sewer-commission DATE : 2018-09-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-09-18-minutes-5601.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09182018-5601 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Commission voted at the last meeting to do just that and review it later. He added that it is hard to budget without knowing what the costs will be with the current flat rate structure. Jamie Toale, BOS chair, said that the town had chosen this model because it offered the flat rate but there is not a lot of history to go on. He encouraged the Commission to take advantage of the open hours with town counsel to reduce the need for extra time with counsel. Carl L. agreed and would want to consider the next steps in order to properly budget for FY20. He would encourage setting up meetings. Jamie agreed that the town manager and the Commission business manager could work out what makes most sense. Bob Ebersole (BOS) added that if the Commission had any legal issues such as a lawsuit, they would need to address that within their Joe said that it looks like everyone is on the same page and thanked the Board of Selectmen. Motion: Carl L. To Adjourn: 7:45 pm. Respectively submitted, Tone L. Parce Sever Commission Board Clerk Second: Ryan S. Vote: Unanimous ======================================================================================== DOCUMENT : 2018-09-25-agenda-5612.txt BOARD : sewer-commission DATE : 2018-09-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-09-25-agenda-5612.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09252018-5612 ======================================================================================== ===PAGE 1=== SEWER COMMISSION September 25, 2018 6:30pm Regular Meeting Town Hall, 2nd Floor Meeting Room, 17 Main St. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over Lunenburg Public Access. ANNOUNCEMENTS APPOINTMENTS 6:30pm Mike Carnivale, Whalom Village Inc. (Summer St/Whalom Rd) – potential manual meter policy change PUBLIC COMMENT CURRENT BUSINESS Irrigation Meters– selection, implementation discussions Policy Changes – Irrigation, Manual Meters, Connection Charge, Grease Trap Rules & Regulations, Sewer Use Regs new Waiver clause Special Town Meeting November 13 – warrant articles Evaluation of past Inflow/Infiltration (I/I) work - update Maintenance Plan discussion FY19 Legal fees – billing basis update Billing Outsourcing – update and discussion Minutes- 9/11/18 Upcoming Meetings and proposed topics – 10/9, 10/30, 11, 13, 11/27, 12/11 Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES October 9, 2018 – 6:30pm Regular Meeting, DPW, 520 Chase Rd October 30, 2018 – 6:30pm Public Hearing and Regular Meeting, Town Hall, 17 Main St ======================================================================================== DOCUMENT : 2018-09-25-minutes-5612.txt BOARD : sewer-commission DATE : 2018-09-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-09-25-minutes-5612.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09252018-5612 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== what the town would like to do. Carl replied that the Commission is looking at a number of regulation changes. The Commission has been paying someone to go out to read each trailer meter at an added cost plus there have been a number of problems with the meters. Carl added that there will be 2 open hearings about the regulation changes in October and November. One of the changes proposed is an annual $50 fee for any meter that the Commission would need to have read. Mike asked questions regarding the meters and the connection fee. Mike's father and original owner of the Park, Jim Carnivale, explained how the meters were originally installed when the park was hooked up to sewer. Barb confirmed that the trailer park is the only location that has the manual meters that need to be read to produce the quarterly sewer bills. Carl suggested that Mike could read the meters and then determine each person's share. The Commission discussed the meter upgrade options and costs for the trailer park. Mike asked about the connection fees and noted that they also have to pay a re-connection fee when a trailer is replaced. Joan added that the Commission needs to consider the costs to all the users. The Commission and the Carnivale's discussed asking Leominster to install & read each trailer's water meter and send the readings to the Sewer Commission. Carl said the lowest cost to their tenants would be to use the current Leominster water readings for sewer usage. There was a discussion about the betterment fees charged when the trailer park was hooked up for sewer. The Carnivale's will check with Leominster Water. PUBLIC COMMENT - none CURRENT BUSINESS Irrigation Meters - selection, implementation discussions - Joan called the Lunenburg Water department and found that they are using Neptune meters, with no problems. In regards to the references she contacted, the cellular users were happy with their systems, had no issue with dead zones and some can interface with Munis for billing. Joan added that the Water Department did not have any plans to upgrade to a cellular system. Barb reported that the town plumbing inspector, Gary Williams, said that the majority of meters he has inspected and installed are Badger meters. The Commission discussed ways to determine what irrigation meters are in use currently and costs to users for the upgrades. Policy Changes - Irrigation- Commission discussed edits to the Irrigation Policy, and the plumbing permits for installation. Manual Meters -The Commission discussed counsel's input and that it will need to be part of the nearing. Connection Charge policy has been discussed. Grease Trap Rules & Regulations- Commission reviewed the chandes already agreed upon to present at the hearing. Sewer Use Regs new Waiver clause - Barb said that it was Town Counsel's input that there should be wording regarding situations that did not fit the regulation where the Commission could make a ruling for whatever served the best interest of the Town. Carl had some concerns and wants to discuss this further when all Commission members are present. Special Town Meeting November 13 - warrant articles- Barb said that the Warrant closes 10/9 and the article would be for stabilization funds transfers. Motion: Joan P. Second: Ryan S. To submit the Stabilization Funds Transfer warrants, with the correct numbers to be added prior to the 10/9 closing date. Vote: Unanimous Evaluation of past Inflow/Infiltration (I/I) work- update - Barb has sent the links to the l/l information on the Google Drive to the 3 engineering companies and the invitation to come to the next meeting but has had no response, so she will send out reminders. Barb talked to Jack and Small Water about obtaining pump station run-times if the engineers need them since it will take time to obtain. The time period for this data was discussed. Maintenance Plan discussion - Commission discussed having Barb send out a 2-line RFQ to SWSS, Weston Sampson, Wright Pierce, Woodward & Curran, Stantec, Suez, & Tighe Bond. FY19 Legal fees- billing basis update- Commission discussed the 9/18 joint meeting with the Selectmen and Town Manager. Carl said that the Commission needs to have the rate for budgeting purposes. The Town Manager's email said that the sewer legal history would determine the budget. The Commission discussed determining the average rate from FY18 and having Barb and Heather discuss the rate for budgeting. Billing Outsourcing - update and discussion - Barb reported that Northern Data had provided the file layout to Munis but that we're still waiting on a number from Munis. Minutes of 9/11/18 - Carl had a question about one statement. Commission will review and vote on the 9/11 and 9/18 minutes at the next meeting Upcoming Meetings and proposed topics - 10/9 --Engineering firms, 10/30-- Public Hearing, 11/13--Budget, 11/27—2nd Public ===PAGE 2=== Sane Ranley Sewer Commission Board Clerk ======================================================================================== DOCUMENT : 2018-10-09-agenda-5588.txt BOARD : sewer-commission DATE : 2018-10-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-10-09-agenda-5588.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10092018-5588 ======================================================================================== ===PAGE 1=== SEWER COMMISSION October 9, 2018 6:30pm REGULAR MEETING & EXECUTIVE SESSION DPW Building, 520 Chase Rd. AGENDA-revised In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded. ANNOUNCEMENTS APPOINTMENTS Evaluation of past Inflow/Infiltration (I/I) work discussions:  6:30pm Scott Medeiros, Woodard &Curran  6:40pm Justin Gould, Stantec  6:50pm Ian Mead, Tighe & Bond PUBLIC COMMENT CURRENT BUSINESS Policy Discussions for PUBLIC HEARINGS scheduled for 10/30 and 11/27 -schedule, posting, Policies-Irrigation Meters, Sub-Meters, Grease Trap Rules & Regulations, Connection Charge Policy, Sewer Use Regulations Waiver clause, Permit fee policy MMA January 18-19, 2019 approval Billing Outsourcing update Open Meeting Law complaint of 3/13 resolution Minutes – 9/11/18, 9/18/18, 9/25/18 Members Agenda Inputs for Future Meetings Public Comment Adjournment and Motion to Enter into Executive Session – Highfield Village Executive Session –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 Robert A. Leverone Lunenburg Nominee Trust (LNT) because discussion in an open meeting may have a detrimental effect on the litigating position of the Sewer Commission and the chair so declares. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES October 30, 2018 – 6:30pm Regular Meeting, Town Hall, 17 Main St November 13, 2018 – 6:30pm Regular Meeting, DPW, 520 Chase Rd ======================================================================================== DOCUMENT : 2018-10-09-agenda-5614.txt BOARD : sewer-commission DATE : 2018-10-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-10-09-agenda-5614.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10092018-5614 ======================================================================================== ===PAGE 1=== Sewer Commission Meeting- Executive Session1. ======================================================================================== DOCUMENT : 2018-10-09-minutes-5588.txt BOARD : sewer-commission DATE : 2018-10-09 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2018-10-09-minutes-5588.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10092018-5588 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== they nave been working with some of the oldest sewer systems. lan Mead, Tighe & Bond - focuses in the Northeast, primarily with water resources and dams. One third of their business is with water and they work with small condo associations up to large cities (Joe A. arrived) Carl handed out the most recent I/l Engineering Data Review & Evaluation Request for Bid and said that this meeting would be a discussion. He explained that the Commission wanted to have a third-party review of past I/l work done. Lunenburg has focused past work on a section of town that had contributed 80% of the l/l. Carl detailed the work that had been done and data that was available. He added that they are concerned that half of the water going out of town is unidentified. The Commission discussed concerns about data, possible issues with the meters, and answered questions related to water/sewer volumes and billing. The company representatives agreed that the numbers are within acceptable limits and suggested that the Commission might need to look at adjusting the rates, if the cost of finding the cause is too high. Carl went over past work done, data and studies that are available for review. Ryan asked what else could be done and Scott suggested that homeowners could have laterals inspected when they sell a house. Justin suggested making sure that the data and methodology is accurate. Commissioners brought up concerns about costs of work, increases to rate payers, the Dana Street pump station and houses with clay pipes. The group discussed the draw down tests done by Weston Sampson, flow assessments and water department data. Carl asked the company reps to come up with a scope of work or a proposal for how to proceed. Discussion followed on the importance of diversity in selecting a vendor. The Commission thanked the representatives for coming. PUBLIC COMMENT - Joan asked about holding the November 13t Commission meeting with the Special Town Meeting scheduled for that same night. Commission will discuss this later in the meeting. CURRENT BUSINESS E-permitting system policy- Adam Burney presented information on the new e-permit system that the town has implemented for applying and collecting permit fees online. The fees can be collected digitally or in person and annual renewals would be sent by email each year. A 5% technology fee would be added to all permits to offset costs. Adam is requesting that the 5% fee be added by the Sewer Commission to their permits. Joan asked where the fee revenues would go and Barb said into the general fund. Commissioners discussed if the new system would benefit sewer users and be less work for Barb. Adam explained how the system could save some time with the annual permit process. The Commission further discussed concerns about the fees added on top of the permit costs and that the system would not save a lot of time or work. Motion: John R. That the Sewer Commission does not participate in the new electronic permitting system. Second: Joan P. Vote: Unanimous Policy Discussions for Public Hearings scheduled for 10/30 and 11/27 - Commission confirmed the hearing schedule for October 30 at 6:30pm. Policies-Irrigation Meters, Sub-Meters, Grease Trap Rules & Regulations, Connection Charge Policy, Sewer Use Regulations Waiver clause, Permit fee policy - Commission reviewed all edits and discussed the Sewer Use Regulations Waiver and its impact on future Commissions. Joan made a motion to include the waiver but it was not seconded. Barb asked if the Commission would mind referring to the new policy as Single Meter policy and not 'sub-meters' or 'manual meters' and the Commission decided to refer to it as written by Town Counsel as Single Meter policy. The Commissioners will present the changes at the hearing. MMA January 18-19, 2019 approval - The Commission discussed the budgeting for the MMA conference and requested that Carl ask the Conservation Commission if they can cover the cost this year. Motion: Ryan S. Second: Carl L. To approve one nights lodging and $ 180 registration fee for Carl to attend. Vote: Aye-- Ryan S., Joe A., John R. and Carl L. Oppose-- Joan P. Billing Outsourcing update - Barb reported Munis replied that there will be no charge if the required format is used. The cost from NDS upfront is $2,989 and $489 per year ongoing for maintenance. The only downside is that Munis needs the meter IDs, so Barb will have to swap out approximately 900 meter ID's in Munis in the next bill run. January will be the first attempt at importing the meter ===PAGE 2=== Minutes of 9/18/18 Motion: Carl L. To accept the minutes of 9/18/18. Second: Ryan S. Vote: Aye-Joe A., Carl L. and Ryan S. Abstain- Joan P. and John R. Minutes of 9/25/18 Motion: Carl L. To accept the minutes of 9/25/18. Second: Ryan S. Vote: Unanimous Member Agenda Inputs for Future Meetings: Public Hearing on 10/30. Barb added there was another engineering firm interested in the l/l Data review recommended by Small Water (Onsite Engineering) but they were unable to attend the meeting. The Commission suggested that Barb could send a copy of meeting recording to them. Public Comment - Barb advised that she'll be working on billing in the next couple weeks. John may not be able to attend all meetings for the next couple months and noted that in his opinion public comment should not be for personal comments. Joe thanked Carl for setting up the meeting with the 3 engineering firms. Joe read the Executive Session reason aloud Executive Session MGL Chapter 30A, Section 21A(3); to discuss strategy with respect to litigation if an open meeting may have a detrimental effect on the litigating position of the Sewer Commission and the chair so declares. Allocation Agreement with Robert A. Leverone Lunenburg Nominee Trust (LNT)) Discussion: Carl asked if it was necessary to go into executive session to discuss this or if it was just to review the document sent out. Barb had asked counsel if it merited executive session and he said it did since there was still a potential for future litigation. Motion: Joan P Second: John R. To enter into Executive Session and not return to the regular meeting upon conclusion Vote: Carl L.-Aye, Ryan S.-Aye, Joe A.- Aye, John R.- Aye, Joan P.- Aye Open meeting adjourned at 8:52pm. ***************************************Executive Session minutes are Separate*************************************************************** Jane Ranley Sewer Commission Board Clerk