# sewer-commission — 30 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 : 2020-01-06-agenda-5678.txt BOARD : sewer-commission DATE : 2020-01-06 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-01-06-agenda-5678.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01062020-5678 ======================================================================================== ===PAGE 1=== Sewer Commission Meeting1. ======================================================================================== DOCUMENT : 2020-01-06-minutes-5678.txt BOARD : sewer-commission DATE : 2020-01-06 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-01-06-minutes-5678.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01062020-5678 ======================================================================================== ===PAGE 1=== LUNENBURG BOARD OF HEALTH MEETING MINUTES January 6, 2020 The Board of Health met at 7:00 pm at the Ritter Memorial Building Present: Perry Jewell, George Emond, Paul Fortin David Passios, and Warren Mayhew MINUTES APPROVED: December 16, 2019 TITLE 5 INSPECTION REPORTS ACKNOWLEDGED: SEPTIC PERMITS SIGNED: 322 FLAT HILL ROAD John Boardman, Engineer, met with the board on behalf of the owner. This matter was continued from December 16, 2019 at the request of Mr. Boardman. As a summary: The owner is requesting a well variance from 50 feet to 14 feet. The owner has a large parcel of land and is proposing dividing it into three lots. One will contain the existing house and the two remaining lots will be to the rear of the property off of a common dr iveway. The lot which has the original house on it is served by a private well. Once subdivided, this well does not meet the offset requirement from the newly created common drive. George Emond stated that he does not believe that this is a variance tha t the board can grant. The owner has created this situation by subdividing the property and believes that a new well will have to be drilled. Dave Passios stated that he agrees, the owner has created this hardship. The board does grant variances in cases where there is no other alternative, but in this case it is possible to drill a new well and feels that a new well should be drilled. After discussion, and on motion by Passios and second by Emond the variance was not approved. Votes as follows: Mayhew: Approved Passios: Denied Emond: Denied Fortin: Denied Jewell: Denied Meeting adjourned at 8:15 pm ======================================================================================== DOCUMENT : 2020-01-14-agenda-5663.txt BOARD : sewer-commission DATE : 2020-01-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-01-14-agenda-5663.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01142020-5663 ======================================================================================== ===PAGE 1=== SEWER COMMISSION January 14, 2020 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 Michael Ray Jeffreys – 1176 Mass Ave – Sewer connection discussion 7:00pm Lauren Hertl, Woodard & Curran – Inflow/Infiltration (I/I) 3rd Party Review kickoff PUBLIC COMMENT CURRENT BUSINESS FY21 Budget preparation discussion FY20 Budget/Spare parts status Lunenburg Middle & High School - Request for Exception to Irrigation Policy Privilege Fee assessments –10 Whiting Street Privilege Fee Lien document – 944 Mass Avenue Annual Report FY19 Minutes - 12/10/19 Business Manager report – Leominster IMA discussion, Maintenance Plan, Elizabeth St, Irrigation Fee billing, 1st Tuesday report, Invoices, SWSS meeting/report, Website Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES January 28, 2020 – 6:30pm Regular Meeting, Town Hall, 17 Main St February 11, 2020 – 6:30pm Regular Meeting, DPW, 520 Chase Rd ======================================================================================== DOCUMENT : 2020-01-14-minutes-5663.txt BOARD : sewer-commission DATE : 2020-01-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-01-14-minutes-5663.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01142020-5663 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Michael Ray Jeffreys-1176 Mass Ave- sewer connection discussion - Michael passed out a map of his property which he inherited from his father. The property is landlocked with a driveway by easement and cannot be connected to sewer. However, he has been charged a sewer betterment which will be paid off in 2028 and is asking what can be done. Carl asked if he would like to connect to sewer if he could and he replied he would but the people that own the right of way do not want to connect. In order to access sewer, he would need to run pipe on his own which would be too expensive. It would be more cost effective to keep the septic and upgrade. Barb has talked to town counsel and they are investigating it. The Commission discussed possible options but will need to wait for an opinion from legal. Michael added that he is not looking for past reimbursement but would just like betterment charges to stop. Barb added that in 2008 the Sewer Service Area (SSA) was drawn to include the property. Carl stated that the Commission has already been advised from previous inquiries that the state law does not allow the Commission to abate a betterment. Michael inquired if the Commission could pay the balance and take the property out of the SSA. The Commission further discussed development options for that area. Joan asked Barb to check with legal as to whether they can pay off the betterment and told Michael the Commission will have him come back to a future meeting. Michael asked if the property stays in the SSA, if he would be subject to future betterment and Carl replied no. Lauren Hertel, David Moering, Kelly Messer, Pete Jandrisevits and Scott Mederios-- Woodward & Curran - Inflow/Infiltration (I/I) 3rd Party Review kickoff - After introductions, Carl explained that the Commission has found a disconnect between what is going into the houses and what is going out through the sewer, which equates to about 30- 50% Inflow/Infiltration (I/I). The Commission found an area that contributed 70% -80% of the l/l during a 2011 study done by Weston & Sampson and spent $100,000 to correct the problem but they are not sure how much they lessened the 1/l. In addition, Weston & Sampson calibrated the pump stations and did pump down tests. Carl added that they would like to have a way to look at the 10 pump station areas to determine the best use of resources to lessen the I/l. The meters are maintained by Flow Assessment and soon the Commission will be billed by the meter for actual flow to Leominster. Dave suggested looking at the accuracy of the billing data. Joan added that the data is provided by the water district and have no control or method to have it verified. Scott replied that they will be doing a comprehensive data evaluation. The Commission discussed the area where work was done to replace some of the old clay pipes and areas that were camera-ed. Scott said their job is to recommend what to do and where to go next. Pete added that they will also look at the meter data from the pump stations. Carl added that the flow meter data is very detailed, but the pump stations data is manually recorded, with a lot of inconsistencies. Joan suggested talking to SWSS to make sure data is accurately recorded. Scott replied that they can work with SWSS and could give them a tablet application to record data accurately. Barb can provide the contact information. Carl added that they will want to have SWSS continue to give automated data in the future. Lauren outlined the project schedule: an interim meeting in March, a draft report, a draft review meeting, a final report and then training for Barb. Scott suggested having the final presentation of the report televised and they will give the Commission recommendations. The group discussed the meters and past work done on manholes to reduce i/l. Lauren said they will develop a model to see what is coming in and out of the 10 pump stations. Kelly passed out a list of data requests needed for the project and the group reviewed the list. Barb will check if we have the 2011 meter data in electronic format. Woodward & Curran will send Barb a list of items that they still need to complete the data analysis. Joan suggested Barb send an email to Flow Assessment, Wright Pierce, Weston & Sampson and SWSS, granting Woodward & Curran permission to contact them for information. Lauren will provide a bi- weekly update and will give a monthly written progress report. hey will review the tablet data collection with SWSS. Barb suggested having the Commission provide the tablets if Woodard & Curran is providing the software for the tablet. Joan asked for a motion to purchase a tablet, but Carl suggested talking to SWSS first. The group discussed information ===PAGE 2=== replied that the figure includes the $30K debt service and the increase for Leominster's use of flows vs water billing data. The Commission discussed rate increases and how to notify customers. Mike added that when increased the rate 6 B of los as die bring dada years ago, they gave a presentation to notify customers. Joan noted that they don't know what Woodward & Curran will find, and what the Leominster increase will be, so they should make sure the increase covers everything. Carl pointed out that they need to increase I/l budget from $10K to $60K and would need to make a decision of what to do before the budget is completed for Town Meeting. Dave suggested tabling the budget discussion. Barb added that revenues should be similar to past year, but the additional billing for Leominster will be $120,000 for the year. FinCom presentation will be March 5th or 19th. FY20 Budget/Spare parts status- Barb reported that the Leominster Road seal will cost $2,200 and the seal for Dana St. will be about that or less. Joan encouraged the Commission to continue to purchase spare parts for the pump stations. Ryan asked about the solar for the pump stations and Barb will check for an update. The Commission agreed to purchase the seals. Barb said that they are still waiting for the new Meadowwoods pump to come in. The Commission discussed whether to order a new Meadowwoods pump. Barb added that she verified that no money is left over from the Meadowwoods grant. Motion: Carl L. To buy the seals for Leominster Road and Dana Street to not exceed $2,200. Second: Ryan S. Vote: Unanimous Regarding ordering a new Meadowwoods pump, the Commission decided to talk to SWSS when they come to the 2/11 meeting. Review SWSS invoices - Barb reported that the new vendor, Weld Generator, submitted quotes to Jack (DPW) and that Jack talked to Albe (SWSS) and that all the generator invoices were approved by Jack. Infrastructure costs for FY20 are over budget. Mike asked why they were not brought to the Commission first and Dave had questions with the invoices. Commission reviewed the invoices and discussed the overcharges. Joan noted that Town Counsel said they need to pay the bills and dispute them after when they attend the meeting. Barb added that Jack was planning to talk with Town Counsel about the SWSS contract and Commission asked Barb to attend also. Motion: Dave M. Second: Ryan S. To have Barb assist Jack in working with Adam (Town Counsel) in the definition of the SWSS contract. Vote: Unanimous The Commission discussed having a liaison to talk with Jack (DPW) and Dave volunteered to be the liaison. Lunenburg Middle & High School- Request for Exception to Irrigation Policy- Barb summarized that the cost of upgrading their meters was too much for their budget and that they offered to continue to read them manually. Ryan added that they have a new Badger pump. The Commission discussed the request and decided that they could not approve the exception. Motion: Dave M. Second: Ryan S. To deny the request from the Lunenburg Middle & High School for the exception to the Irrigation Policy. Vote: Unanimous Privilege Fee assessments - 10 Whiting Street - Barb reported that the owners had previously declined having access to sewer and paying the betterment. Now that they are ready to sell the property, they wanted to connect to sewer and have made the necessary connections to the sewer and therefore must be assessed a privilege fee. The Commission agreed to vote. Motion: Carl L. To assess 10 Whiting Street for a betterment of $11,551.47. Second: Ryan S. Vote: Unanimous ===PAGE 3=== Minutes- 12/10/19— Motion: Dave M. To approve the minutes from 12/10/19. Second: Carl L. Vote: Unanimous Business Manager Report - Leominster IMA discussion- Barb reported that the meter billing will start in July and the Debt Service will be billed at beginning of the fiscal year. Maintenance Plan- Carl had a conference call with Kevin & Matt concerning his list. Barb will check to see when they will meet with Jack. Barb reported that the Commission does not need to do the I/l annual state report noted in the Plan because the state is still reviewing the report submitted in December 2017 and spring of 2018. Elizabeth St.—Barb reported that Jack went out a couple times but found no one home. They had discussed Barb sending a certified letter to 33 Elizabeth St. to get access to the cellar to run a camera. Dave suggested checking with Adam (Town Counsel) about a law that homeowners are responsible for their pipe running to the main and must fix it. Carl added they can notify them, give them a chance to fix it and could shut off sewer if necessary. Barb worked with Munis to add the Irrigation Fee to the Q2 bills, but it did not work. She will work with them to get it on the Q3 billing. 1st Tuesday report-everyone is all set. There have been 2 restaurants that have closed - Simon Pure & Dragonfly Café. Invoices- Fitchburg $13,003.92 and Wright Pierce $4,721.32. The balance on the Wright Pierce purchase order is approximately $2,000. SWSS meeting/ report-They confirmed their attendance at the Feb 11 meeting. The November pump station report is on the shared drive. Barb has updated the Website with current news. Town Meeting warrant opens 1/14. Member Agenda Inputs for Future Meetings - Sewer Policy change for pro-rating of fees. Public Comment - Dave said he is sorry to hear that Ryan & Joan are leaving. The Commission thanked Joan and Ryan for their service. Ryan asked about the extension on Cross Road. Carl said he is concerned that no engineered plan has been submitted. Joan recommended that they send their engineered plan and that they speak to Jack (DPW) to find out the appropriate connection. Carl said he would like to go to BOS budget review on 1/28 and asked to move the next meeting. The Commission tentatively reschedule to 1/21 and Carl will be the temporary chair. Motion: Dave M. To adjourn: 9:08pm Second: Ryan S. Vote: Unanimous Respectively submitted, Quet Jane L. Ranley Handouts-- Property map 1170 Mass Ave. Woodward & Curran list of data requirements for the I/1 3'd party review FY21 Budget Review worksheet ======================================================================================== DOCUMENT : 2020-01-21-agenda-5650.txt BOARD : sewer-commission DATE : 2020-01-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-01-21-agenda-5650.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01212020-5650 ======================================================================================== ===PAGE 1=== SEWER COMMISSION January 21, 2020(reschedule from 1/28) 6:30pm Regular Meeting DPW, 520 Chase Rd. Lunenburg AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded. ANNOUNCEMENTS PUBLIC COMMENT APPOINTMENTS CURRENT BUSINESS Resignation of 2 Commissioners – Joan Pease and Ryan Stober Election of Officers 1170 Mass Avenue- discussion with counsel FY21 Budget discussion and approval SWSS Invoices  Discussion with DPW Director and Business Mgr.  Counsel Annual Town Meeting Warrant Article discussion  Budget and Stabilization articles  SSA expansion request - 5 Chestnut Minutes Business Manager Report – Invoices, SWSS December report Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES February 11, 2020 – 6:30pm Regular Meeting, DPW, 520 Chase Rd February 25, 2020 – 6:30pm Regular Meeting, Town Hall, 17 Main St. ======================================================================================== DOCUMENT : 2020-02-04-agenda-5654.txt BOARD : sewer-commission DATE : 2020-02-04 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-02-04-agenda-5654.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02042020-5654 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 4, 2020 7:05pm Joint Session with Selectmen – Town Hall 17 Main St., 2nd Floor Meeting Room 7:30pm Regular Meeting (reschedule from 1/21) DPW, 520 Chase Rd. Lunenburg 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. 7:05pm Joint Session – Board of Selectmen & Sewer Commission- John Reynolds re-appointment to the Sewer Commission Adjournment to reconvene Regular Meeting to reconvene at DPW Building, 520 Chase Road – 7:30pm In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded. ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS Resignation of 2 Commissioners – Joan Pease and Ryan Stober-Vacancies posted Election of Officers –Chair, Vice-Chair, Clerk FY21 Budget discussion and approval –draft review, insurance, solar, rate increase, FinCom presentation Small Water Systems Services(SWSS)- Invoices, Spare Parts discussion Annual Town Meeting Warrant Articles discussion- Budget, Stabilization, 5 Chestnut St. re: SSA expansion FY19 Annual Town Report-review, approval I/I 3rd Party review project status Minutes Business Manager report – Invoices, Ledger Meetings, SWSS monthly report, 33 Elizabeth St I/I letter Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES February 11, 2020 – 6:30pm Regular Meeting, DPW, 520 Chase Rd February 25, 2020 – 6:30pm Regular Meeting, Town Hall, 17 Main St. ======================================================================================== DOCUMENT : 2020-02-04-minutes-5654.txt BOARD : sewer-commission DATE : 2020-02-04 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-02-04-minutes-5654.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02042020-5654 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== LUVINILUU Resignation of 2 Commissioners - Carl noted that Joan Pease and Ryan Stober had resigned and added that they are missed already. The Commission reviewed the list of terms open for commissioners and Barb stated that there will be 4 openings on the town election ballot. Election of Officers- The Commission discussed and agreed to elect new officers at the next meeting. FY21 Budget discussion and approval- The Commission reviewed Barb's updated draft budget. Barb noted that last quarter 29% of the customer base is billed the minimum charge of $97.20. Dave said that they all know they need to raise rates, but asked if they would need to do it now or after town meeting? Commission discussed options for the timing of the rate increase. John added that as a rate payer, he would be concerned if he only heard about an increase at the town meeting. Mike suggested getting all the facts first before going to the town meeting. Dave said that he talked with Jack (DW) about options for investigating spikes in flow, especially to Leominster. He also added that they need to let the users know the Commission is working on finding the sources of I/l to try to keep the rates down. The Commission discussed the Leominster rates and the IMA, which states that Lunenburg pays per the cubic foot for what flows to Leominster. The Commission reviewed the figures for Leominster usage and the increase in projected costs due to the IMA. Barb added that the Fitchburg rate will increase 8% each year. Carl stated that the Leominster IMA was negotiated in 2004 and is due to be re-negotiated in 2024. The Commission discussed the large increase in costs for the FY21 Small Water Services contract. Barb added that SWSS has a new billing and tracking system, plus they lost a long-term employee. Carl pointed out that there are more call outs and system is not as reliable as in the past. The Commission discussed clarifying the contract, writing a new RFP and looking for bids. They will discuss the Small Water Services (SWSS) contract with Town Counsel. The Commission discussed the increase in costs for generator maintenance. They also discussed having a separate line for capital expenditures and figures for infrastructure costs for the pump station repairs. They further discussed the revenue lines in the budget, including the Reserve Capacity Fund transfers, which will be used towards payments to Fitchburg for increased capacity. Barb said that Town Counsel will come to the meeting on 2/11 to discuss the SWSS contract and SWSS will come to the 2/25 meeting. All agreed that major parts should be a capital expense. Barb added that there has been discussion with Flow Assessment regarding the telemetry of the meters and there may be a cost in upgrading the flow meters. The Commission discussed other "Purchase of service" amounts, including legal costs, engineering and the flow metering contract. They also discussed working directly with Weld for generator maintenance. Barb added that they should start seeing results from the solar credits in April. She noted that in the FY20 budget, postage was reduced in anticipation of outsourced bill printing, but she is waiting on that until the meter import project is completed. The Commission discussed the figures for increases for Leominster usage. Carl questioned if the liability insurance for pump stations is adequate as they are valued at $2.8 million. The Commission requested that Barb ask Heather if the pump stations are adequately covered. Commission also discussed the shortfalls, potential rate increase and increasing the minimum charge. FinCom presentation will be March 19. Dave will give the presentation to FinCom and Board of Selectmen. Small Water Systems Services (SWSS) - Invoices were already discussed, Spare Parts discussion - Barb reported that Albe (SWSS) requested 2 seals for Dana St. Last meeting, the Commission voted to buy 1 seal for Dana St and 1 for Leominster Rd. After discussion, the Commission agreed to only order 1 seal for each station. Annual Town Meeting Warrant Articles discussion -Commission discussed 5 Chestnut St. and 711 Mass Ave. properties and agreed no action was needed at present. FY19 Annual Town Report - will discuss at 2/11 meeting. ===PAGE 2=== Commission also will let users know what has been done to keep costs down. Commission discussed the meetings with Town Counsel on 2/11 and SWSS on 2/25. The December SWSS monthly report is on the google drive. 33 Elizabeth St. I/l letter-was sent last week but she has not received a reply yet. Barb will have an answer from town counsel at the 2/11 meeting regarding Michael-Ray Jeffrey's betterment request. Member Agenda Inputs for Future Meetings - none Public Comment- Brett thanked the Commission for letting him attend. Dave suggested looking at having a Commercial rate and Residential rate. Motion: Dave M. To adjourn at 9:59pm Second: Mike N. Vote: Unanimous Respectively submitted, Carle 7 ======================================================================================== DOCUMENT : 2020-02-18-agenda-5659.txt BOARD : sewer-commission DATE : 2020-02-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-02-18-agenda-5659.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02182020-5659 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 18, 2020 7:15pm Joint Session with Selectmen – Town Hall 17 Main St., 2nd Floor Meeting Room AGENDA JOINT SESSION 7:15 pm Joint Session – Board of Selectmen & Sewer Commission- Brett Ramsden appointment to the Sewer Commission Adjournment ======================================================================================== DOCUMENT : 2020-02-18-minutes-5659.txt BOARD : sewer-commission DATE : 2020-02-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-02-18-minutes-5659.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02182020-5659 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Brett came forward and said that he is a local stone mason and has been in Lunenburg for 15 years and that he was asked to consider joining the Sewer Commission. After attending a few meetings, he found it intriguing and something he would like to learn more about. He will work with others to make the best decisions to keep the system running smoothly. Mr. Alonzo asked Brett if he intends to run in May. Brett said he thought he was just being appointed but he will run in May. Joint Vote: Motion: Mr. Jeffreys Second: Mr. McQuaid To appoint Brett Ramsden to the Sewer Commission until the next annual election. Roll Call Vote for Board of Selectmen: Mir. Jeffreys, Ms. Adams, Mr. McQuaid, Ms. Luck and Mr. Alonzo-aye Roll Call Vote for Sewer Commission: Carl Luck, Dave MacDonald and John Reynolds - aye Mr. Alonzo and Ms. Luck thanked Brett for volunteering. The Joint Meeting ended at 7:57pm ======================================================================================== DOCUMENT : 2020-02-25-agenda-5665.txt BOARD : sewer-commission DATE : 2020-02-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-02-25-agenda-5665.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02252020-5665 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 25, 2020 6:30pm Regular Meeting DPW Building, 520 Chase Rd. (change of venue for last Tuesday meeting) AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded. CURRENT BUSINESS Election of Officers –Chair, Vice-Chair, Clerk ANNOUNCEMENTS Brett Ramsden – new appointee PUBLIC COMMENT APPOINTMENTS 6:30pm Deb Trumbull, SWSS - invoice discussion, spare parts, SSO, pump station CURRENT BUSINESS (continued) I/I 3rd party review project status Maintenance Plan status- drafts to Town Manager, Sewer Commissioners and SWSS for review Definition of Roles Town Manager regarding Sewer Commission and Charter- continuation from April 2019 FY21 Budget- review and approval, rate increase 1170 Mass Ave Betterment – notice of intent to move to rescind vote to “put 1170 Betterment Payments on hold” at 3/10/20 meeting Articles for Town Meeting Warrant Articles discussion- FY21 Budget, Stabilization articles Irrigation Meter changes required by 7/1/20 – progress discussion Privilege Fee Lien –10 Whiting St – lien document for recording Minutes 2/4, 2/4 joint session, 2/11 Business Manager report – Commission openings-May election, Invoices, Irrigation fee, Grease trap program Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES March 10, 2020 – 6:30pm Regular Meeting, DPW, 520 Chase Rd. March 16, 2020 – 7pm Town Caucus, Turkey Hill Elementary School, 129 Northfield Rd. March 19, 2020 8pm FY21 Budget Presentation, Town Hall, 17 Main St. March 31, 2020 6:30pm FY21 Regular Meeting, Town Hall, 17 Main St. ======================================================================================== DOCUMENT : 2020-02-25-minutes-5665.txt BOARD : sewer-commission DATE : 2020-02-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-02-25-minutes-5665.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02252020-5665 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== to postpone election от omicers to tne next meetng. vule. unallllivus ANNOUNCEMENTS - Brett Ramsden- new appointee- Carl welcomed Brett as a newly appointed Commissioner. PUBLIC COMMENT - none APPOINTMENTS- Deb Trumbull, SWSS - Dave began by stating that the Sewer Commission set up the contract according to their budget but have received extra billing that exceeds the budgeted amount. He added that SWSS has had the contract for 7 years and they want to continue to do business, but the Commission needs to satisfy their customers and the budget. The group discussed who pays for extra personnel for the OSHA part of the contract. Deb replied that when they built the contract, they assumed things go well but they cannot predict all the things that go wrong. Dave noted that the contract states SWSS is supposed to go to the stations daily. Deb replied that they go on Monday, Wednesday & Friday. Carl added that when the stations were running smoothly, they did add "as required", but the stations are less reliable now. Dave asked if SWSS has been reporting to DPW weekly. Albe replied he has not and apologized. Jack added that weekly updates are necessary and if he hears nothing, he assumes everything is ok. The group discussed the issue of having only 1 operating pump at Meadowwoods and the need for spare pumps, to prevent backups. They agreed that SWSS needs to sit down face to face with Jack to update issues and Albe agreed to do that weekly. The Commission discussed what is included in SWSS's responsibilities under the Scope of Services. Dave suggested that Deb review her billing to determine what amount the Commission would need to add to the budget to stop the excess billing. He also said that SWSS should be notifying the Commission prior to billing extra charges. Carl suggested going through some invoices to decide where they agree or not on what is covered in the contract. The group discussed bills for snow shoveling and agreed that Jack should be notified if stations need shoveling. John added that he is concerned that there hasn't been enough communication between SWSS and the DPW. The Commission discussed when the extra billing started and agreed that problems started about 8 months ago. Deb said that losing Al Packard has been an issue since he knew the system well. Also Al was certified in generator repair and now she sub-contracts the generator maintenance out. Jack said the model should be calls from SWSS to say what they have done and any issues, so he knows what is going on. Carl asked to clarity how much time it takes to check on 10 stations. Albe replied they spend 3 hours Monday & Friday and 1½ - 2 hours on Wednesday, depending on preventative maintenance needed. He added that probes are cleaned each visit. Carl said the Commission believes that callouts are 24/7 but they are getting billed for anything after 4:30pm. Deb replied she knew there were things being done that weren't being billed, so they worked on finding a system to track work done. She is now using Smartsheets, which captures all tasks and they go through the list weekly to determine what is billable. The group discussed being billed for a callout at 10:30am which involved cleaning a probe and discussed what is considered a major repair. Deb said it was agreed in a meeting that she could bill after hours, but Car replied that SWSS needs to come to the Commission to change the contract. Carl read from the contract that if callouts become numerous, SWSS may request a meeting with the Commission to discuss the increase in volume of work, possible reasons and resolutions. The group discussed meetings they had to talk about the 24/7 coverage and agreed that major repairs would be paid. They also discussed what entails a billable major repair after hours vs resetting an alarm which is included in the contract. They further discussed at what point the callouts would warrant added compensation and why they are getting more callouts now. The group discussed the callouts for mopheads, and rags being caught in the pumps. Carl asked why they were billed on 1/23/20 for checking all 10 stations and cleaning road salt off locks. Deb agreed it should not have been billable. Carl inquired about the generator contract, for major and minor maintenance on each generator, which is an extra $9,500 a year and why they were billed ===PAGE 2=== the spare parts list. Jack suggested revisiting the spare parts list after the Meadowwoods pump is received. Albe noted that he is having trouble getting parts for Dana Street station and Jack added that in the future it is possible they won't be able to get parts for some pumps. The group discussed determining what is billable and non-billable. Carl added that the new year is coming up, with an opportunity to modify the contract and they need data. BUSINESS - I/l 3rd party review project status. Carl said Woodward & Curran(W&C) is working on the project and communicating with him. Jack added that he has also been in contact with Kellie from W&C. The Commission discussed what data is still needed by W&C, including the videos from Weston Sampson and information on the 2A manholes. Jack replied he has his workers visually inspecting the manholes on 2A. Carl added that they also needed information on any other work performed on the system. Jack noted the work on Elizabeth Street and on cracked pipes. Maintenance Plan status- Carl reported that Heather (Town Manager) asked to reschedule to March 31st. Definition of Roles Town Manager regarding Sewer Commission and Charter- also to be discussed with Heather on March 31st. FY21 Budget-review and approval, rate increase - The Commission discussed needing to clarify the grey areas in the SWSS contract and working on a new RFP for bid. The Commission agreed to keep the SWSS figure around $150,000 and discussed figures for outsourcing in the budget. They also discussed the figures for billable parts and service. Dave offered to go with Mike to talk to the Leominster mayor about spreading out the new charges. Motion: John R. Second: Carl L. To authorize Mike and Dave to talk to mayor of Leominster. Vote: Unanimous The Commission discussed the Generator Maintenance contract. Carl said that he called F&M and got a price for less than $6,000 for minor and major generator maintenance. The Commission agreed to go direct for Generator Maintenance for FY21 and budget at $12,000. The Commission discussed the figures for Leominster Usage, based on meter readings and the 4% rate increase. They also discussed a figure for the rate increase based on an estimated deficit of $310,000, which would be about $353/rate payer per year. Barb said there are 885 rate payers and about 25% paid the minimum charge of $97.20/quarter in the last billing. The Commission will look at the minimum rate change vs increase to the rest of the rate payers and discuss the rate increase on 3/10. Carl asked Barb to find the actual number of minimum rate payers. 1170 Mass Ave Betterment-notice of intent to move to rescind vote to "put 1170 Mass Ave. Betterment payments on hold" at 3/10/20 meeting - Carl would like to revisit the discussion and will propose to rescind it based on other information he has. Articles for Town Meeting Warrant discussion- FY21 Budget, Stabilization articles-- Barb said they will need to approve articles at the 3/10 meeting. The Commission discussed the retained earnings transfer and stabilization figures. Irrigation Meter changes required by 7/1/20 was on the agenda just as a reminder. Privilege Fee Lien-10 Whiting St-Commission already voted to assess, but the homeowner did not pay the fee upfront. Commissioners signed the document to have it recorded and will be added to the homeowners' tax bill. Minutes for 2/4/20 Motion: Dave M. To approve the minutes for 2/4/20. Second John R. Vote: Unanimous ===PAGE 3=== To approve the minutes for 2/11/20. Vote: Unanimous Business Manager Report - Commission openings-May election - Barb noted that there are 4 openings on the ballot. Carl said he has not sent out a resignation letter because it is too late to get his opening on the ballot. He would like to stay until the 2 projects are completed. Dave, Brett and John confirmed they will run on the ballot. Dave added that Mike does not want to run on the ballot but will stay on the commission if he is appointed. Invoices- Fitchburg monthly -$15,643.38, Leominster quarterly - $91,825.05 and Wright Pierce- $782.26. Barb noted that there is $897.33 left on the Wright Pierce contract. Irrigation fee-will be on Q3 billing. Grease Trap program - the information has been moved over to the new shared drive. Member Agenda Inputs for Future Meetings- wrapping up budget and rate increase, 1170 Mass Ave. The Commission discussed the transfer of Sean Patricks restaurant to Il Forno. Public Comment- none Motion: John R. To adjourn at 9:20pm Second: Dave M. Vote: Unanimous Respectively submitted, Tave h. Jane L. Ranley Minutes Clerk ======================================================================================== DOCUMENT : 2020-03-10-agenda-5666.txt BOARD : sewer-commission DATE : 2020-03-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-03-10-agenda-5666.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03102020-5666 ======================================================================================== ===PAGE 1=== SEWER COMMISSION March 10, 2020 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 Town Caucus –Monday March 16 7pm PUBLIC COMMENT CURRENT BUSINESS Election of Officers 1170 Mass Ave Betterment – Discussion of possible impacts of 2/11/20 vote and possible motion to rescind FY20 Budget status – SWSS invoice follow up, YTD Budget, Expenses discussion FY21 Budget - review, discussions-rate increase and Capital Plan-Pump Station evaluation, FinCom Presentation Articles for Town Meeting approval- FY21 Budget, Stabilization articles Leominster IMA billing changeover to flow meters- timing discussions Inflow/Infiltration (I/I) 3rd Party Review status Q3 Commitment Minutes 2/18, 2/25 – review and approval Business Manager report – Privilege fee 10 Whiting, 33 Elizabeth St status, Grease Trap interceptor program, Invoices, Meter import project, Irrigation Meter fee, 57/63 Cross Rd. Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES March 16, 2020 – 7pm Town Caucus, Turkey Hill Elementary School, 129 Northfield Rd. March 19, 2020 8pm FY21 Budget Presentation, Town Hall, 17 Main St. March 31, 2020 -6:30pm Regular Sewer Meeting, Town Hall, 17 Main St. ======================================================================================== DOCUMENT : 2020-03-10-minutes-5666.txt BOARD : sewer-commission DATE : 2020-03-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-03-10-minutes-5666.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03102020-5666 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Commission discussed updating the statement of work and options for going out to bid. In the meantime, Dave suggested asking Jack (DPW) to contact Al Packard to see if his company could come in and also contacting Hall Pump. Commission discussed looking at current and old contracts, defining the service terms clearly and involving counsel in the RFP. Motion: Dave M. Second: John R. To have Jack R. (DPW) to put a call out to find a supplier. Discussion: Carl suggested reaching out to several suppliers and documenting those contacted. Motion amended: To have Jack reach out to as many suppliers as he can and document findings. Vote: Unanimous CURRENT BUSINESS - Election of Officers- Motion: Mike N. To elect Dave M. as Chairman. Unanimous Motion: Dave M. To elect John R. as Vice-chairman. Discussion: John said he will commit to at least May. Motion: Mike N. To elect Brett R. as Clerk. Second: Brett R. Vote: Second: Mike N. Vote: Unanimous Second: John R. Vote: Unanimous Carl turned the meeting over to Dave as the new chair. Dave returned to the discussion on the caucus openings. The Commission discussed the openings and agreed to assign Brett to the 3 yr term, John to the 2 yr term, and Dave to the 1 yr term. Dave, Carl and John will attend the caucus. Carl will do John Reynolds' nomination. 1170 Mass Ave Betterment- Discussion of possible impacts of 2/11/20 vote and possible motion to rescind- Carl handed out information on 9 parcels that have similar situations as 1170 Mass Ave and noted concern that Michael Ray's request was based on cost to connect. Since Michael Ray could not attend, Carl asked if the Commission would like to wait to defer discussion to the next meeting. The Commission continued the discussion on how the vote could affect future betterments and costs to ratepayers. Carl added that within ½ mile of the 1170 Mass. Ave. property, there are 8 property owners that have a similar situation, but are not connected. The Commission discussed the parcels and possible impacts on payment of betterments. Mike suggested consulting Town Counsel. Motion: Mike N. Second: John R. To present issue to Town Counsel to see if it is a unique situation, due to lack of frontage and the easement. Discussion: The Commission discussed the pros and cons of discussing the issue at a televised meeting and the easement/frontage issue for the property. They also discussed concerns about property owners that can't afford to pay betterments and considering each case as it comes along. Motion: Mike N. Second: John R. To amend the motion, to advise Town Counsel that Michael-Ray's issue was the easement restriction. ===PAGE 2=== FY20 budget and said she had spoken to Karen (Town Treasurer) about pulling from the Capital Reserve Stabilization Fund. As discussed, invoices over $5,000 would be considered a capital expense. Barb reported that the FY20 budget is at 67% of year, revenues are at 80% and expenses are at 75%. At present, revenues exceed expenses by $56k. Barb added that Karen said whatever is not spent goes into retained earnings and is not final until the end of the fiscal year. Karen recommended adding the $35k from the Capital Reserve Stabilization Fund into the FY21 budget to help with the deficit. The Commission discussed moving the capital money from the Stabilization Fund. Barb added that if the money is not used it will go back to retained earnings.. FY21 Budget-Barb passed out updated copies of the FY21 budget. Barb noted that there is $20K for general infrastructure and Jack's suggestion for a pump station evaluation. The last one was done in 2011and cost was $9k. Carl suggested looking at recommendations from the Wright Pierce maintenance plan. Mike suggested looking at recommendations from the 2011 evaluations. Dave said that the priority is to get the budget done for the presentation and to talk to the Leominster mayor. Commission agreed to add $35,838 into capital. Dave confirmed that Barb will come to FinCom presentation on 3/19. Flow Meters: Barb anticipates Flow Assessment will require the Commission to purchase or lease new meters, for an estimate of $4k. The Commission discussed figures under infrastructure. Barb said I/l remediation was bumped up to $60k at past meetings and in FY20, they spent $10k plus $40k that was encumbered from FY19. The Commission discussed the figures for outsourcing ($166k), legal and engineering. They also discussed the revenue figures and the current shortage of $311,891. Carl noted that in FY20, they over- budgeted Fitchburg and under-budgeted Leominster. Leominster budget of $542K would include 4% increase and meter-based bills. The Commission discussed the comparison figures for flow to billing for Fitchburg and Leominster, including percentages for I/l, along with the estimated figure for Leominster usage for FY21. The Commission also discussed the calculations for the budget increase. Barb noted that the rate increase needs to be in place by April to realize a full year of the rate increase. Commission agreed that when a new contractor is checking the pumps every day, repairs will go down. The Commission discussed calculations for a rate increase and agreed they need more actual figures before deciding on the increase. Barb will send out the revised budget and the Commission agreed to an extra meeting on 3/17 to talk about the budget presentation to FinCom and the O&M contract. Mike said they are still waiting to hear back from the Leominster mayor regarding a meeting. Articles for Town Meeting approval—FY21 Budget, Stabilization articles - The Commission discussed the articles - #1- Budget Article, with figures defined in the motion at Town Meeting. #2- Commission the transfer $29,000 into Stabilization Fund. #3- OPEB transfer of $656. Motion: Carl L. To approve the 3 articles as presented and modified. Second: Mike N. Vote: Unanimous Leominster IMA billing changeover to flow meters— discussed already. Inflow/Infiltration (/I) 3rd Party Review status- Carl reported that Woodward & Curran picked a dry week and looked at Dana St. station. They said the measurements at the Dana St. station and the Graham St. meter matched. Carl said that W&C still need the manhole inspections data from Jack. The Commission discussed and agreed to read the W&C reports at the televised meeting to let users know what they are doing to find I/l. Barb said Jack is talking to Kellie (W&C) and Carl reiterated that they need the data on the manholes. Carl added that he talked to Pat Cotton at Weston & Sampson and he cannot find the CCTV video. If the video cannot be found, they will need to use the written report. ===PAGE 3=== To approve minutes for 2/25. secona. Jonn K. Vote: Unanimous Business Manager Report -Privilege fee 10 Whiting-- Barb said the document was signed at the last meeting. Barb had revised the Schedule A remove the recording fee of $105 subsequently received, still liening the $11,551.47 and no action by Commission was necessary. 33 Elizabeth St. status-Barb talked to Counsel during open hours, who advised to send a 1st class letter. She also received the certified letter back the same day as undelivered. Grease Trap interceptor program - Il Forno and Lunenburg Gas & Market have submitted their grease trap permit applications. Invoices for Legal services from Mead Talerman & Costa for $2,279.76. They are getting close to the $5k budgeted for FY20. Meter import project- Barb does not have enough time for meter data importing and may need to hire a subcontractor to enter the data. Irrigation Meter fee still did not go on Q3 billing and Barb may need to do a special billing. 57 & 63 Cross Rd.-Barb reported the properties are on the planning board agenda and they are working on taking them out of chapter. She noted that their properties are not fully contained in the Sewer Service AreaSSA) and that they may be connecting to septic, but it is something to be aware of. Carl said he believes that they were not charged betterments. Barb said that she would take a closer look at whether they should be in the SSA at all Maintenance plan and Roles & Responsibilities -Heather can't attend the 3/31 meeting. Carl suggested having Heather's written input on the Maintenance Plan and sending her comments to members. Dave suggested giving everyone a copy of the working agenda. Member Agenda Inputs for Future Meetings- 3/31- Maintenance Plan discussion, 3/17 rate increase discussion. Motion: John R. To adjourn: 9:39pm Second: Mike N. Vote: Unanimous Respectively submittec tave JaneL. Ranley Minutes Clerk Handouts: List of term openings for the caucus Email from Deb Trumball (SWSS) with termination notice Carl's data on other betterment properties near 1170 Mass. Ave. Barb's updated FY20 budget Flow to Meter comparison chart for 7/2016 to 10/2019 Draft of sewer articles for Annual Town Meeting on 5/2/20 Invoice from Mead, Talerman & Costa for $2279.76 ======================================================================================== DOCUMENT : 2020-03-17-agenda-5661.txt BOARD : sewer-commission DATE : 2020-03-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-03-17-agenda-5661.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03172020-5661 ======================================================================================== ===PAGE 1=== SEWER COMMISSION March 17, 2020 6:30pm Special 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 PUBLIC COMMENT CURRENT BUSINESS Leominster IMA billing changeover to flow meters -update FY21 Budget discussion and approval- YTD FY20 budget, rate increase discussion, FinCom presentation 3/19 RFP work for new O&M Contractor- SWSS notice of termination, new RFP development Q3 Commitment Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES March 19, 2020 8:00pm FY21 Budget Presentation, Town Hall, 17 Main St. March 31, 2020 -6:30pm Regular Sewer Meeting, Town Hall, 17 Main St. April 14, 2020 6:30pm Regular Meeting, DPW, 520 Chase Rd. ======================================================================================== DOCUMENT : 2020-04-14-agenda-5667.txt BOARD : sewer-commission DATE : 2020-04-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-04-14-agenda-5667.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04142020-5667 ======================================================================================== ===PAGE 1=== SEWER COMMISSION April 14, 2020 3:00pm Regular Meeting –early start 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. The Town of Lunenburg, in response to the COVID-19 (Corona Virus), is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will be recorded and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please used the link below to join the public meeting webinar: https://zoom.us/j/935906684 or from a telephone, dial the toll free number (888) 475- 4499 and enter Meeting ID: 935 906 684. If you have not registered with Zoom, you will be asked for your name and an email address. NOTE: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS SWSS (past contractor for Operations and Maintenance of the Sewer System) termination of O&M contract – discussion of next steps whether to pursue breach of contract, end of SWSS services Discussion of Carl Luck email of February 26 regarding SWSS contract and invoicing New O&M Contractor for Interim –Chad T. Empey LLC Draft RFP for FY21 O&M contract– discussion FY21 Budget discussion Special Legislation - An Act to Address Challenges Faced by Municipalities and State Authorities Resulting From COVID-19, signed into law by Governor Baker on April 3, 2020 – Section 11 discussion and recommendation to Selectmen, waiving of late charges and interest for invoices with due date after 3/10/20 Q3 Quarterly billing Commitment – Commission approval YTD FY20 Budget – expenses thru end of year, diminished revenues Articles for Town Meeting (new date 6/13/20) - 4 articles Town Election (new date 6/20/20) – 4 openings on the ballot 1170 Mass Ave Betterment Discussion and Memorandum ===PAGE 2=== Leominster IMA billing changeover to flow meters -update Inflow/Infiltration(I/I) 3rd Party Review – discussion of resumption or delay until 5/4 Minutes approval –3/10/20 Business Manager report- Invoices for review, Maintenance Plan- Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES April 28, 2020 Regular Meeting (time to be determined), Remote Participation until further notice May 12, 2020 Regular Meeting (time to be determined), Remote Participation until further notice ======================================================================================== DOCUMENT : 2020-04-14-minutes-5667.txt BOARD : sewer-commission DATE : 2020-04-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-04-14-minutes-5667.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04142020-5667 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== withdraw from the program. She added that 11 out of 40 users have replaced their meters. PUBLIC COMMENT- Dave, as chair, thanked Barb, Jack and Heather for keeping the business running during Covid-19 and all they have done for the town. John said he has a concern about spare parts and Dave suggested adding it to a future agenda. CURRENT BUSINESS - SWSS (past contractor for Operations and Maintenance of the Sewer System) Dave reported that SWSS ended their service last week. Jack added that they have another vendor on board, and it was a seamless transition. Carl suggested watching that costs for the rest of the contract do not exceed the budgeted amount and he would be interested in recovering any excess costs. Mike agreed it would good to recover extra costs. John said he would like to recover money, but legal expenses could add up. Barb noted that counsel stated that the Sewer Commission can recommend going into litigation but that it is up to the Board of Selectmen. Dave suggested any further discussion be done in executive session. Discussion of Carl Luck email of February 26 regarding SWSS contract and invoicing - Carl said he wanted to make the email a public document so there would be no violation. No further discussion was needed. New 0&M Contractor-Chad T. Empey LLC - Jack introduced the new contractor and said that Al Packard is the contact person. The contract has been completed and Al already made some repairs. He also went to all the stations and made a plan for the future. He had a recommendation for the West St. station issue of rags and wipes collecting in the impeller. Jack is happy to have Al back and has had daily contact with him. Carl had some concerns about the contract and questioned why it was not discussed with the Commission. Barb said they estimated $25,000 that is the remainder of the SWSS contract to cover services through the end of the fiscal year. Dave added that everything had to be done quickly to get the new vendor on board. Mike, Brett, and John thanked Barb and Jack and are happy to see Al back. Heather also thanked Barb & Jack for their work in getting the new vendor setup quickly. Carl asked for clarification on the major repairs amount on the contract. Draft RFP for Fy21 O&M contract - Dave said a draft was included in packet. He asked each member to read it and send comments to Barb to incorporate into the RFP. Carl has gone through it and suggested having a meeting to discuss it. Commission agreed to extra meeting on 4/23. Jack verified that it is a time and materials contract. Commission discussed a contract rate vs the hourly rate. Mike said he would like to see the stations checked 5 days/week and go back to using a checklist. Heather said she would need the finalized scope asap. Dave asked everyone to send comments to Barb by April 21s' and the Commission will discuss the contract via a video conference call on the 23rd. FY21 Budget discussion- Due to the present economy, Dave proposed a 10% increase to the budget across the board and to take money from Retained Earnings if needed. Heather added that the Commission may need to adjust revenue expectations. Barb noted that the biggest expense will be the pump station coverage and the Leominster usage which is unknown. She also talked with Roger (Leominster) about the timing, but they do not have a date yet. The increase will definitely be in FY21 and she is trying to keep him from adding the last quarter of FY20. Carl added that a lot of work went into the budget and the $150k for O&M contract seems ok. The other unknown is the Leominster figure, although he has a good estimate. He would not agree to increasing the budget by 10% and would not want to take money for the deficit from retained earnings, which is there to cover major expenditures for the system. Barb clarified that the budget has $150k for O&M, $12k for generators and $50k for infrastructure. The balance in retained earnings is $1.9 million. Mike said he agrees with the 10% increase and that they will not know ===PAGE 2=== special Legislaton bar mole te Acto Address unallenges race by Municipalites and State Autortles Resulting From COVID-19, signed into law by Governor Baker on April 3, 2020" to be accepted by the Selectmen and explained that Section 11 impacted the Sewer demand bills, which waives late charges and interest for invoices with due date after 3/10/20 until June 30. All the Commissioners supported it. Q3 Quarterly billing Commitment -Barb asked for a vote to authorize her to send the commitment to the Town Accountant and Treasurer. Since the members are remote, the Commission will sign the commitment at a future meeting. Motion: Carl L. Second: Brett R. To accept the Q3 Quarterly billing Commitment for $198,125.96. Roll Call Vote: Carl-aye, Mike-aye, Brett-aye and Dave-aye. YTD FY20 Budget - Barb reported they are doing fine at this point. Revenues are at $745k and Expenses are $/14k. She also added that the Q4 billing will be done soon, which will add $200k in revenue and she does not anticipate $200k in expenses. If Leominster does not start the meter-based billing and with Al Packard manning the stations, they should be ok until end of year. Barb added that $25k was allotted for pump station maintenance. Jack said he needs to talk to the new supplier, do an inventory of parts, and add in money for a couple emergency calls. Articles for Town Meeting (new date 6/13/20) - 4 articles - Barb reported that they needed to add the 4 article before the article deadline March 16 to allow the Commission to transfer money if needed at the end of the year. All 4 articles went into the warrant. Town Election (new date 6/20/20) - The Commission has 4 openings on the ballot- Dave (1 year), John (2 year), Brett (3 year) and Mike is willing to be reappointed. Carl has not confirmed a date to resign and will stay on at least until the town election. Heather noted that the town caucus is scheduled for May 13. Mike added that he has no intention to leave until the rate increase is finalized. 1170 Mass Ave Betterment Discussion and Memorandum- Barb just received the Memorandum (Covenant) from counsel and will add it to the Thursday meeting. Motion: Brett R. Second: Mike N. To keep the decision for the betterment rollback for 1170 Mass Ave. Discussion: Carl did not think a motion was necessary. Roll Call Vote: Brett- aye, Mike-aye, Dave-aye, and Carl-nay Carl then advised the Commission that he had another motion that he would like to put forward. Motion: Carl L. Second: Brett R. Based on Counsel's guidance, move to approve connection of 1170 Mass Ave to sewer, via its easement access to Mass Ave. now or at a future date, by request of the owner. Discussion: Carl detailed the history of the discussion and said he wants to remove the encumbrance so that the property could cleanly connect via the easement if they want to in the future and not leave it in limbo. Dave said he would need to review Counsel's input. Barb said that counsel had said the property would stay in the Sewer Service Area but would be unable to connect. The Commission discussed the vote previously taken. Barb added that she thinks counsel is not on board with allowing him to connect and had said that there is no grandfathering with the Sewer bylaw, only ZBA. Dave suggested getting clarity from Counsel before voting. Carl will send the motion to Barb to ask for an opinion from counsel. Chair tabled the motion. ===PAGE 3=== try and locate it. Minutes for 3/10/20- will put on next agenda. Business Manager Report - Invoices - Fitchburg - $15,472.73, Woodward & Curran - $6,423.68 (January) and $5,620.72 (February), Wright Pierce-$166.00 and Mead Talerman-$262.25 were discussed and approved. Maintenance Plan- Barb said that Wright Pierce is waiting for feedback from Heather. The discussion will be put on next agenda. Dave asked Barb to send out copies of the first SWSS contract to the Commissioners. Member Agenda Inputs for Future Meetings- April 23rd meet at 4pm (special meeting to discuss the RFP), 1170 Mass Ave covenant and 3/10 minutes. Other items: Maintenance Plan, FY21 Budget Public Comment- Dave said this has been a rough ride for Lunenburg, the country and the world. It is important to be safe, take care of our families and he appreciated everyone meeting today. Motion: Mike N. To adjourn: 5:16pm Second: Carl L. Vote: Unanimous Respectively submited, meL. Ranley lanter Handouts/Documents reviewed Carl Luck email of 2/26/20 re. SWSS invoices Adam Costa email of 4/7/20 re. 1170 Mass Ave. Empey Interim Contract for O & M ======================================================================================== DOCUMENT : 2020-04-21-agenda-5677.txt BOARD : sewer-commission DATE : 2020-04-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-04-21-agenda-5677.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04212020-5677 ======================================================================================== ===PAGE 1=== SEWER COMMISSION April 28, 2020 4:00pm Regular Meeting – held Remotely via Zoom AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded. The Town of Lunenburg, in response to the COVID-19 (Corona Virus), is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will be recorded and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please used thelink below to join the public meeting webinar: https://zoom.us/j/96295841721 or from a telephone, dial the toll free number (888) 475- 4499 and enter Webinar ID: 962 9584 1721# If you have not registered with Zoom, you will be asked for your name and an email address. NOTE: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS RFP finalization –Pump Station Operation & Maintenance, Generator Maintenance SWSS Contract Termination – next steps FY21 Budget finalization and approval- discussion, approval, FinCom presentation 1170 Mass Ave Betterment document status FY20 Invoices for participation in Irrigation Meter Policy –billing issues, send via USPS Irrigation Meter changeover implementation date - discussion Inflow/Infiltration (I/I) 3rd Party Review – status, I/I Comparison Minutes for approval –4/14 Business Manager report – Invoices, Leominster billing, Grease Trap logs, Q4 billing Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES April 30, 2020 FinCom Budget Presentation, Remote, time to be determined May 12, 2020 Regular Meeting, Remote Participation until further notice, time to be determined ======================================================================================== DOCUMENT : 2020-04-21-minutes-5677.txt BOARD : sewer-commission DATE : 2020-04-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-04-21-minutes-5677.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04212020-5677 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Irrigation Meter participants will need to upgrade to a remote reading capable meter by 7/1/20. The policy also will be discussed later in the meeting. Dave also announced that the state closures will be extended to 5/18 and more details can be found on the town website. PUBLIC COMMENT- Dave said that he hopes everyone who has been shut in can get outside to enjoy the beautiful weekend coming up. CURRENT BUSINESS - RFP finalization - Pump Station Operation & Maintenance - The Commission discussed the finalized copy of the O&M RFP, and specifically discussed whether to have it based on 10 hrs/week. Jack said it is important to have the comprehensive checklist from Wright Pierce, which can be added to the RFP. Dave asked if the list would help eliminate the "gray areas." Barb noted that a contractor would know if it took more than 10 hours. John noted that if the list was not in the RFP, it may elicit more questions from the bidders, which may be a good thing. Carl said he is comfortable with the phrase "estimated 10 hours" and it is ok to give a rough scope. He added that he would want it to be Monday, Wednesday and Friday at a minimum, to set the expectation that the Contractor maintains the stations enough to guarantee a reliable system. Carl inquired about the contractor checking generators. Jack replied that Wright Pierce's list has a generator checklist. Carl asked if they can easily check if the generators will come on if there is a power failure. Jack replied that the tech can shut off the street power to check that the generator comes on and said this could be added to the list. He added that the tech can keep an eye on the generators, noting repairs but will not do the repairs. Carl also suggested adding a few rows for markups in the rate chart. Dave asked if the techs are checking the generator fluids & run times, could they check to make sure it is running? Jack suggested adding "simulate power failure" to the RFP as part of the checklist at each station. The Commission discussed the rate chart and markups for parts. Jack added that the town should have vendor accounts setup to avoid markup costs. The Commission also discussed having a markup percentage for under $1k and over $1k and agreed that large ticket items would be bought by the town. Barb noted that the RFP states that purchases over $1k would need to be approved by Jack. Barb will send the draft to Heather and Town counsel for their review and specifically ask for input regarding markups. Dave told Barb and Jack they did a great job and the RFP is a great document. RFP for Generator Maintenance - Motion: John R. Second-Mike N. To postpone the discussion of the Generator RFP to next meeting. Roll Call Vote- Mike-aye, John-aye, Carl-aye, and Dave-aye. SWSS Contract Termination- - Dave suggested talking to Heather and Counsel and discuss this in executive session. Barb said that she had forwarded Carl's question to Counsel regarding formal notification to SWSS concerning their termination and possible breach of contract. Carl noted that the Contract states that they need to notify them within 10 days regarding breach. Dave asked Barb to send an email to Heather and Adam (Counsel) requesting what the next action is. Carl noted that the contract states that SWSS needs to provide documentation. Barb replied that she asked Kim Packard at SWSS for all the weekly reports and she received all except for 1 week. FY21 Budget finalization and approval - Barb screen-shared the draft FY21 budget. Jack asked if the Commission agrees with the outsourcing figure of $154k, consisting of $138k pump station contract, $11k generator maintenance, $4k for billing support and $1k pump station grounds, plus Infrastructure for $50k. The Commission discussed the budget summary with a 10% increase and without an increase, with transfers from Retained Earnings. ===PAGE 2=== recommends a budget that reflects the costs as best they know today. The Commission discussed the increase figure and discussions with Leominster. Mike said he is against a big increase considering the state of the economy and would like to wait a year to know the actual numbers. Carl suggested not doing a rate increase and defer the budget to the fall Town Meeting. John agreed with a 10% rate increase now and let users know that it may go up more. Barb added that if the Commission voted on rate increase now, it will not be billed until the Q2 bills, so the increase would only be for 3 quarters of FY21. If the increase waits until November, the extra revenue would be pushed out further. Carl suggested if they wait until November to do an increase, they could do a 15% increase. Mike said he agreed with the 10% increase for now and when they have better figures later, they can decide if they need a bigger increase. Dave added that they will lose money this year, but they need to tell the customers on 4/30(FinCom presentation of the budget what is going on and he agrees with the 10% increase for now. Barb said she is in favor of doing a rate increase in increments. John said he'd rather start with a 10% increase for now, so they are not taking as much from retained earnings. Motion: John R Second: Mike N. To accept the budget with a 10% increase. Roll Call Vote: Mike-aye, Carl-nay, John- aye and Dave-aye Carl asked Dave how he plans to present the difficult situation regarding Leominster during the budget presentation. Dave replied that he will make a statement at the beginning, telling them exactly what is going on with the O&M RFP and the Leominster increases. He added that no one has talked to Leominster since 3/15 due to the quarantine, so they do not have any new information. 1170 Mass Ave Betterment document status- Barb received the documents back from counsel and forwarded them to the Commission. Counsel had made the requested small changes to the document and also had a couple questions. Barb asked the Commission to confirm that Michael Ray should get an abatement for the betterment for Q4 onward since he came before them in February. The Commissioners all agreed, and Barb will confirm this with Michael Ray also. She added that Counsel wants confirmation that the property will stay in the Sewer Service Area (SSA), even though he cannot connect at this time. Barb read Brian Winners' (Counsel) comment from the document regarding the property staying in the SSA. Dave said he recollected that the property would stay in the SSA and if Michael Ray wanted to connect, he would need to work on the easement issue and come back to the Sewer Commission. Carl and Mike agreed. Barb also read from the document which stated that if the property were to connect in the future, the connection fee would be reduced by what was already paid as a betterment. Barb said she did not recall that conversation and the Commission agreed. Barb stated that she will request that counsel remove that section. Carl noted that he recalls that Michael Ray would need to pay off the betterment before connecting. Dave agreed and Barb said she will confirm with counsel. After the corrections are done, she will send it to Michael Ray, then it will come back to the Commission for a vote and signature. FY20 Invoices for participation in Irrigation Meter Policy- Barb noted she was unable to add the Irrigation Meter annual fee to the online Q2 and Q3 invoices and suggested that she could send out a separate invoice for the $50 FY20 fee to make sure the revenue is received for FY20. The Commission agreed Irrigation Meter changeover implementation date - Barb reviewed that she had sent out letters to the participants last year, advising them that they needed to update the meters by 7/1/20. She had a call from a resident asking if the Commission would be holding to that date because of the current situation. The Commission discussed this and agreed to postpone the date for 2 or 3 months, given the quarantine. Barb also pointed out that because of the original 7/1/20 deadline, they do not have it budgeted for anyone to read the meters for the next quarter and will need ===PAGE 3=== Inflow/Infiltration (I/l) 3rd party review - Barb reported that the billing files Woodward & Curran (W&C) requested have been posted to their drive and she'd also done an I/l comparison from the last billing. Carl said that WaC know we are not using the final billing format and that it will likely change when the Sewer billing is switched to Northern Data. He added that it seems they have everything they need and that they should be able to push for a schedule for completion. Minutes-3/10 Carl asked for a correction to read that he would be doing a nomination for John at the Town Caucus and a correction to 1170 Mass Ave discussion, that there are 8 properties that are not connected. Motion: John R. Second: Mike N. To accept the minutes for 3/10/20 with changes noted. Roll Call vote: Mike-aye, Carl-aye, John-aye, Dave-aye. Minutes 4/14 Carl asked to correct that he will stay on until at least the town election. Motion: Carl L. Second: John R. To accept the minutes for 4/14 with change noted. Roll Call vote: Mike- aye, Carl-aye, John-aye, Dave-aye. FY21 Budget - Dave noted that Barb will speak with Heather to go over the budget, to see if Heather has any changes. If she does, Dave asked Barb to send them out to the Commission Business Manager Report -Barb reported that the Governor extended the closures to 5/18. The Commission agreed that the next meeting will be 5/12 @4pm. and will be via Zoom. Invoices- Woodward & Curran - $4,014.80 ($24k left on the contract) and Fitchburg usage - $10,865.00 were approved. 1st Tuesday report-all logs are in except for 1 restaurant that is closed and cannot access their logs. Grease Trap - I Forno restaurant is all set with transfer paperwork and Dave added they are opening for take-out only. Town Caucus - is scheduled for 5/13. Carl said it would probably get cancelled due to the closures set to 5/18. Public Comment - Dave said he is proud to work with everyone and that the Commission has done a great job putting together the RFP and the budget, in spite of this tough situation. He also commended Barb and Jack for their work on the RFP and budget. Additionally, he expressed sympathy to John on the loss of home from fire and said he could count on help if he needs it. Member Agenda Inputs for Future Meetings - Generator Maintenance RFP Motion: John R. To adjourn at 6:17pm Second: Carl L. Vote: Mike-aye, Carl-aye, John-aye, and Dave-aye. Respectively submitted, Ane" Kanly Jane L. Ranley Minutes Clerk Handouts- Clean Scope of Stations RFP for 4/28/20 meeting draft 4/24 Draft FY21 Budget to SC for 4/28/20 discussion Memorandum of Agreement v2 with counsel comments -1170 Mass Ave ======================================================================================== DOCUMENT : 2020-05-12-agenda-5668.txt BOARD : sewer-commission DATE : 2020-05-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-05-12-agenda-5668.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05122020-5668 ======================================================================================== ===PAGE 1=== SEWER COMMISSION May 12, 2020 4:00pm Regular Meeting – held Remotely via Zoom AGENDA The Town of Lunenburg, in response to the COVID-19 (Corona Virus), is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c.30A,§ 20, all public meetings are being conducted remotely. This meeting will be recorded and will be able to be found on the Lunenburg Access YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please used thelink below to join the public meeting webinar: https://us02web.zoom.us/j/88641507377 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 886 4150 7377# If you have not registered with Zoom, you will be asked for your name and an email address. NOTE: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. ANNOUNCEMENTS PUBLIC COMMENT APPOINTMENTS 4pm Jamie Rheault, Whitman & Bingham - 57 & 63 Cross Road Sewer Service Area (SSA) status CURRENT BUSINESS RFP for Generator Maintenance discussion RFP status - Station Operations & Maintenance –status with Town Manager & Counsel, Procurement process SWSS termination of contract - update FY21 Budget- FinCom, 10% Rate increase, Capital Reserve Transfer 1170 Mass Ave Betterment document finalization Irrigation Meter mailing – Invoices and notice of new implementation date of 9/1/20 Inflow/Infiltration (I/I) 3rd Party Review – status, Q3 I/I comparison sheet Discussion about Re-Elections due to Covid-19 Minutes of 4/23 and 4/28/20 Meeting of 5/26/20 – remote or Chase Road, timing, location Business Manager report – Q4 bills, Invoices, Leominster, Grease Traps, Meter import project Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES May 26, 2020 Regular Meeting, Remote Participation? - time to be determined June 2, 2020 Special State Representative Election 7am – 8pm, Passios Building, 1025 Mass Ave. ======================================================================================== DOCUMENT : 2020-05-12-minutes-5668.txt BOARD : sewer-commission DATE : 2020-05-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-05-12-minutes-5668.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05122020-5668 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== reminded all that per the commission's vote of 4/28/20 regarding the Irrigation Meter Policy, the Implementation date for the Irrigation Meters to be upgraded to be remotely read has been moved out to 9/1/20 (originally was 7/1/20). Barb added that she has sent out invoices with the $50 fee to participate in the Irrigation Meter credit program and they are due by 6/4/20 in order to receive irrigation credits. Dave announced that the Town Caucus was cancelled, and Town Election will be June 20th. PUBLIC COMMENT-Jack said he was contacted by a resident on 1564 Mass Ave. concerning a hardship and asked to have the discussion added to the next meeting. APPOINTMENTS - Jamie Rheault, Whitman & Bingham - 57 & 63 Cross Road Sewer Service Area (SSA) status - Jamie, the engineer on the project, explained that his client wants to put in houses at 57 & 63 Cross Road and connect to sewer. They do not have the plans as of yet, but they will be within 150 feet from the road. Barb noted that the properties had not been charged a betterment when the sewer went in and will need to pay a privilege fee of $13,997.47. Carl noted that they can connect as long as the house does not cross over the SSA boundary. Dave suggested voting to allow it, but that the applicant would need to come back with plans in order to get final approval. Motion: Carl L. Second: Mike N. That 57 & 63 Cross Road are in the Sewer Service Area (SSA) and shall be allowed to tie in upon approval of a proper application. Roll Call Vote: Mike-aye, Carl-aye, Brett-aye and Dave-aye. CURRENT BUSINESS - RFP status-Station Operations & Maintenance- The Commission discussed the comments noted on the O&M RFP draft by the Town Counsel and Town Manager. They also discussed how to incorporate the changes into the draft and whether to have another conversation with Town Counsel to ask for help in clarifying language. The Commission agreed to have Barb and Jack talk to Town Counsel. Jack added that it is more important to get it right and if it takes a couple extra weeks, Al Packard (Empey) is able to stay on. RFP for Generator Maintenance Discussion- The Commission discussed the Generator RFP and whether it is necessary to do a full RFP since they just need a vendor to do 2 scheduled maintenance per year plus provide emergency service and the proposed cost will not be great enough to require a formal bid process. Commission agreed to solicit 3 quotes and to try and keep it around the budgeted amount of $11k with repairs. They also agreed to put it under the DPW with an agreed upon scope and agreed upon level of maintenance and frequency of once per year. SWSS termination of Contract update -The Commission had received a draft of the notice of default for SWSS from Town Counsel, who had noted that litigation must be authorized by the Board of Selectmen. Dave said he would want to discuss it in an Executive Session, but Barb noted that Town Counsel did not believe that it qualified for Executive Session at this time. Commission agreed that they had no issue with the draft notice. Barb will talk to Counsel again during counsel hours and advise that it can be sent. The Commission discussed recovering losses for costs incurred by SWSS's breach and will consult Counsel regarding next steps. FY21 Budget - Barb noted that the budget was presented to FinCom. The 10% rate increase will be effective 7/1/20, reflected in the October billing. The current rate is $115 per 1000 cubic foot(cf) and will go to $126.50/1000cf, and the minimum charge will increase from $97.20 to $107. Barb added that the warrant article for the Capital Reserve Transfer that was originally voted on by the Commission was changed after speaking with the Town Manager, due to the Commission's most recent approval of the budget. With the Commission's approval of the FY21 budget as presented to the FinCom, the Capital Reserve amount, originally $29,000, now shows as $30,000 on the current budget, and that is the amount that will appear on the warrant. Carl thanked Dave and Barb for their good job in handling the budget presentation. ===PAGE 2=== data and will not have to go back to swss. Bard said she would make own counsel aware that swo owes data. Cart added that W&C is proceeding, and the next milestone is to have an interim meeting in June. Carl also asked W&C to look at the manhole data in the major areas of concern. Barb will confirm w/W&C to attend the 6/9 meeting Discussion about Re-elections due to Covid-19 - Dave noted that the Town Caucus was cancelled, and suggested Commission candidates could do a sticker campaign. The Town Election will be 6/20. Barb added that, the town clerk had concerns about using stickers and suggested a postcard campaign, to request write-ins on the ballot. Dave will work on it. Minutes of 4/23/20 & 4/28/20 Motion: Carl L. To accept the minutes for 4/23/20 & 4/28/20 Second: Mike N. Roll Call Vote: Mike-aye, Carl-aye, Brett-aye and Dave-aye. Brett asked to have meetings at 5pm and all agreed. Barb said the next meeting will be 5/26 at 5pm via Zoom and was asked to use the 2nd Zoom number, so they do not conflict with the BOS meeting. Business Manager Report - Barb reported that she is working on the Q4 bills, to be mailed asap. Invoices- W&C- $883.26 and Mead Talerman & Costa - $1225.02 (for 1170 Mass Ave, SWSS and the RFP) were approved. Carl cautioned that they need to be careful with legal costs as they will add up to $10k soon. Barb reported that there are no updates from Leominster and some Grease Trap monthly logs are missing, due to restaurant closures. She added that the Meter import project is being held up due to issues with entering ids into Munis and would like to get a sub-contractor to help enter the meter ids in FY21. The Commission discussed issue and Dave suggested presenting the issue to Heather. Member Agenda Inputs for Future Meetings - 5/26 Meeting- 1564 Mass Ave. hardship and 1170 Mass Ave Betterment, 6/9 Meeting- Woodward & Curran interim meeting. Public Comment - Carl said it was a productive meeting. Dave asked everyone to be safe. Motion: Mike N To adjourn at 5:28pm Second: Brett R. Vote: Unanimous Handouts: SSA Map for 57 & 63 Cross Road REP Draft for FY21 Pump Station O&M with comments from Counsel and Town Manager ======================================================================================== DOCUMENT : 2020-05-26-agenda-5651.txt BOARD : sewer-commission DATE : 2020-05-26 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-05-26-agenda-5651.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05262020-5651 ======================================================================================== ===PAGE 1=== SEWER COMMISSION May 26, 2020 5:00pm Regular Meeting – held Remotely via Zoom AGENDA The Town of Lunenburg, in response to the COVID-19 (Corona Virus), is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c.30A,§ 20, all public meetings are being conducted remotely. This meeting will be recorded and will be able to be found on the Lunenburg Access YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please used the link below to join the public meeting webinar: https://us02web.zoom.us/j/85098313926 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 850 9831 3926 # If you have not registered with Zoom, you will be asked for your name and an email address. NOTE: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. ANNOUNCEMENTS PUBLIC COMMENT APPOINTMENTS 5:00pm Arthur & Kelly Feehan, 1564 Mass Ave- Extension request CURRENT BUSINESS 1170 Mass Ave Betterment Document & Abatement SWSS contract termination Q4 billing Minutes – 5/12 Business Manager report – Irrigation Meter fees, RFP/quotes for stations/generators, Invoices for review, I/I 3rd Party review Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES June 2, 2020 4pm-8pm Special State Representative Election June 9, 2020 5pm Regular Meeting, Remote Participation June 13, 2020 9am Annual Town Meeting, LMHS, 1025 Mass Ave June 20, 2020 7am Town Election, Passios Building ======================================================================================== DOCUMENT : 2020-05-26-minutes-5651.txt BOARD : sewer-commission DATE : 2020-05-26 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-05-26-minutes-5651.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05262020-5651 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== and YouTube. He thanked Jo McLaughlin and PACC TV for an excellent program. John R. said he may have a conflict with discussing 1564 Mass Ave and will abstain. Q4 billing- Barb noted that the Q3 billing was due 3/ 30 and Q4 billing which was just sent out is due 6/22. She added that the special legislation passed that no late charges and interest would be levied on unpaid invoices with due dates after 3/10 until 6/30. Bills need to be paid by 6/29 or interest and late fees will be levied going back to the due date. Barb also reminded all that Irrigation meters must be upgraded to be read remotely by 9/1 in order to continue receiving the credit. The Irrigation Fee of $50 needs to be paid by 6/4 in order to get a credit on the next billing Dave announced that the town caucus was cancelled, and the town election will be held on 6/20. He requested that the Sewer Commission candidates be voted on as write-ins as follows: 1-year term- Dave M., 2-year term- John R., 3-year terms - Brett R. and Mike Deveikis. Dave thanked Carl for his service and said that Mike Nault will be reappointed when Carl leaves the Commission. Dave also thanked Mike D. for stepping up to serve on the Commission and Carl asked Mike D. to introduce himself. Mike D. stated that he has lived in Lunenburg 2 years, been an electrician for 20 years and has 10 years of experience running a Maintenance department. He lives in the Sewer Service Area but is not connected. APPOINTMENTS- Arthur & Kelly Feehan, 1564 Mass Ave.-Extension request - Kelly asked if everyone had received her email explaining the history on the house's septic and all acknowledged that they had. She went on to say that they have lived in Lunenburg since 1994 and replaced their septic system in 2002 when it was only 13 years old. Now they've been informed that they need to replace the septic (after 18 years) but would like to see if they can connect to sewer. The Commission discussed the history of the Meadowwoods connection and if residents, such as the Feehans are able to connect to that line. Carl questioned if they could connect to a high-pressure line and also noted that the property is not in the SSA, so they would need to go to Town Meeting to get added to the SSA. In addition, the Feehan's would need to prove that the property cannot perc, and it is not possible to put in a septic system. Carl suggested that it might be possible to connect to a low-pressure line that ends at Arbor St. if they had no other obstacles. Rob Bowen said he had not done independent checking, but believed that the Meadowwoods grant came with a restriction, which may not still be an issue if there is a sunset clause. He said they may pursue an extension at the Fall Town Meeting. Carl said the homeowner can request a private extension and suggested asking their neighbors if they want to tie in. Barb suggested that they talk with Jack R. (DW) about connecting to the lines. Rob asked Barb to email the private extension checklist and Barb agreed to send Rob several documents and noted that the Commission was not involved in the arrangements with the Park and that the Selectmen's office may have more information regarding the grant. Dave added they may need to hire an engineer. Carl noted that if they can put a septic system in, they will not qualify for the SSA and there may be other systems that could work. CURRENT BUSINESS - 1170 Mass Ave Betterment Document & Abatement - Barb has not received the document from Michael Ray, but Town Counsel said they could vote to approve. Also the Commission could vote to have the Chair sign and have it notarized. The Commission discussed the vote and agreed to wait for the final document before voting. SWSS contract termination- Barb reported that Town Counsel sent out the notice of default and she received a list of invoices due from SWSS, which she forwarded to Counsel. ===PAGE 2=== 'proposal' from the meter import discussion. Motion: Brett R. To approve the 5/12/20 minutes with said changes from Carl L. Roll Call Vote: John R.-aye, Brett R.-aye, Carl L.-aye, Mike N.-aye & Dave M.-aye Second: Carl L. Business Manager Report - Irrigation Meter fees- Barb noted that she has received 21 payments, which is 39% of participants. RFP/quotes for stations/generators- Barb said that now billing is complete, she will work with Jack (DPW) and Counsel on the stations RFP. Regarding Generator Maintenance, Jack will be getting quotes after the new station maintenance vendor is selected, so they will have input on the submittals. Invoices for review- Fitchburg usage- $13,791.21 (for 3/26-4/25/20) and Leominster usage-$58,267.90 (dated 5/15/20 for January-April 2020) I/l 3rd party review- Barb received confirmation that Woodward & Curran will join the 6/9 meeting and Heather had confirmed that the meeting should be held remotely. The Commission agreed to a remote meeting at 5pm. Carl returned to the subject of the RFP's, suggesting that they make certain companies aware of the RFP. Dave added that it will go out to multiple distribution outlets and he will talk to the Town Manager about this. Member Agenda Inputs for Future Meetings- for 6/9 - I/l 3rd party review meeting with Woodward & Curran, Review changes and finish the RFP. Future - Dave and Mike N. meeting with Leominster mayor Public Comment- Dave thanked the Commissioners for working hard for their customers and he is looking forward to making the business stronger through expansion, dedication and customer service. He hoped all are safe, taking care of selves and neighbors. Motion: Mike N. To adjourn: 6:00pm Second: John R. Roll Call Vote: John R.-aye, Brett R.-aye, Carl L.-aye, Mike N.-aye & Dave M.-aye Parley Handout: K. Feehan email of 5/11/20 regarding Septic history at 1564 Mass Ave. ======================================================================================== DOCUMENT : 2020-06-09-agenda-5652.txt BOARD : sewer-commission DATE : 2020-06-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-06-09-agenda-5652.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06092020-5652 ======================================================================================== ===PAGE 1=== SEWER COMMISSION June 9, 2020 5:00pm Regular Meeting –Remote via Zoom AGENDA The Town of Lunenburg, in response to the COVID-19 (Corona Virus), is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c.30A,§ 20, all public meetings are being conducted remotely. This meeting will be recorded and will be able to be found on the Lunenburg Access YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please used thelink below to join the public meeting webinar: https://us02web.zoom.us/j/88575512022 or from a telephone, dial the toll free number (888) 475- 4499 and enter Webinar ID: 885 7551 2022# If you have not registered with Zoom, you will be asked for your name and an email address. NOTE: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. ANNOUNCEMENTS PUBLIC COMMENT APPOINTMENTS 5:00pm Lauren Hertl, Woodard & Curran – Inflow/Infiltration(I/I) 3rd Party Review Interim Presentation CURRENT BUSINESS RFP status - Station Operations & Maintenance –revisions, advertising 1170 Mass Ave Betterment document & abatement –acceptance, abatement approval Town Meeting –Sewer articles YTD FY20 Budget – status, warrant article Leominster IMA billing changeover to flow meters Q4 Commitment Minutes of 5/26/20 – review, approval Business Manager report – Invoices, Grease Traps, Website, Irrigation Meter fees Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES June 13, 2020 Annual Town Meeting, 9am, Lunenburg Middle/High School Auditorium June 20, 2020 Town Election 7am – 5pm, T. C. Passios Elementary School June 30, 2020 Regular Sewer Commission Meeting, 5pm, Remote Participation until further notice ======================================================================================== DOCUMENT : 2020-06-09-minutes-5652.txt BOARD : sewer-commission DATE : 2020-06-09 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-06-09-minutes-5652.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06092020-5652 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== online or drop off at the box at the DPW. Irrigation Meter policy implementation date has been moved to 9/1/20, to allow users time to add radio reading capability to their meters. The Irrigation Meter program fees were due 6/4 and she has received about 50% of them. Participants have to pay the program fee in order to get a credit on their August invoice. Dave announced that Town Meeting will be 6/13 at the High School starting at 9am. Town Election will be 6/20. The Commission will be having a write-in campaign and will be discussed later in the meeting. PUBLIC COMMENT- Carl asked to clarity that payments need to be made by 6/29 or there will be interest and penalties applied going back to due dates. Barb replied that interest will be calculated back to 3/23 for Q3 and to 6/23 for Q4. Brett noted that per an email from Heather (Town Manager) voters need to write in name and address on the ballot. Dave clarified that voters just need to write the name and fill in the circle. Dave also thanked everyone who turned out to support the Salvation Army on the donut days. He also thanked all the first responders, nurses, doctors and businesses that have helped people during the crisis. APPOINTMENTS - Lauren Hertel, Kellie Messer, Scott Medeiros, Peter Jandrisevits and David Moering, Woodward & Curran (W&C) - Inflow/Infiltration (//I) 3rd Party Review Interim Presentation -Kellie Messer shared a power point presentation of the project and reviewed the project schedule. She described a table for the Meadowwoods pump station, which was based on several weeks of data from Small Water (SWSS) and explained the calculations for the estimated gallons pumped per week. W&C looked at the data from 2017 to 2020, but found they were missing over 160 weeks without any data from SWSS, so they looked at data on a quarterly basis instead. They put together a schematic of all pump stations to show where they are located -upstream or downstream of certain pump stations and found discrepancy issues with the Mass Ave 1 and Leominster pump stations. Kellie added that the discrepancy Issues could be caused by ragging, impeller defects, leaky check valves, bursts of flow, wet well sizing, and maybe an error in the draw down report. Next, she shared the chart for the Pump Station Data Analysis of Mass Ave 3. which showed a significant gap between wastewater flows and water usage over a three-year period. They found that the gaps were consistent across all pump stations and all 3 years (2017-2020), indicating that it was not an isolated problem. For the Preliminary I/l trend analysis, they pulled NOAA rainfall data from 2017 and compared it to the weekly pump station totals. Kellie shared graphs for the pump station flow vs rainfall and pointed out the spikes coinciding with rain events. She noted that Mass Ave 1 and Dana St. had volumes so much higher than the rest of the stations. Next, they looked at Twin City, Mass Ave #1 and #2, charting the pump station flows vs rainfall, to indicate volume of I/l above the base flow. Dave Moering added that the charts were developed to look at trends and not to measure the I/l. Kellie noted that the Weston & Sampson 2011 metering report recommended looking at Mass Ave #1 for further evaluation. She added that the excel tool, developed for the Commission, cannot be fully vetted without reliable data and will be modified after changing the billing format. Lauren said that they will take the trends, compare them to past reports from other consultants and put that into a report. They will also put together recommendations for data corrections. Carl asked for clarification on the Pump Station Data Review slide and noted the data for pump 1 & 2 at same station (Meadowwoods) had significantly different rates. The Commission discussed possible causes and Peter Jandrisevits suggested there may have been only 1 pump running and suggested the pumps need to be inspected. He also added that the gallons/minute may be inaccurate. Carl summarized that they need to recalibrate pump stations and get the most reliable data they can. Lauren estimated that the Final report was scheduled for June and they are about 2 months behind. The group discussed rain events, floods and high-water ===PAGE 2=== another municipality and Scott M. said they will do that. Scott noted that getting better data would help but suggested looking at investment in flow metering. Dave suggested getting a checklist from W&C that could be shared with the new O & M vendor. CURRENT BUSINESS - RFP status - Station Operations & Maintenance - Barb had just received the RFP from Town Counsel and will send it to Commissioners. Dave asked Jack and Barb to review it. Barb noted that Adam (Counsel) did not change the substance but changed the format to clarify what is billable and what is covered under a flat fee. Dave said the discussion will be on next agenda, for actions and Commissioners should send any changes to Barb. The Commission discussed ensuring the RFP goes out to the largest number of companies and will submit suggestions of companies to contact. The RFP will also go on the Central Register and they want to get it out as soon as 1170 Mass Ave Betterment document & abatement - Barb reported that the document is final, and that a vote is needed to have either the full Commission sign and have it notarized individually or vote to authorize the chair to sign. Motion: Carl L. Second: Brett R. To approve the document and authorize the Chairman to sign and have notarized the 1170 Mass Ave Betterment document on behalf of the Commission. Vote: Carl-aye, John-aye, Mike N-aye, Brett-aye and Dave-aye. Motion: Dave M. Second: John R. To approve the abatement on the 1170 Mass Ave property for $4,122.79. Vote: John-aye, Mike N-aye, Brett-aye and Dave-aye and Carl abstained Town Meeting - Sewer articles - Barb reported that the Commission has about $100,000 buffer in the remaining FY20 budget and suggested passing over the 4th sewer article regarding FY20 and the Commission agreed. YTD FY20 Budget - Barb noted that the $100,000 buffer is using committed revenue, while the Accountant's office goes by collections, so per Munis billing system) the buffer between revenue & expense is less. As it gets closer to the end of June, they will be closing the gap between collections and committed revenues but there is enough to cover expenses for the fiscal year. Barb clarified Carl's question about the difference between FY20 approved budget and FY20 actual. She added that she may have 1 more connection fee expense for Leominster. Investment income is higher than expected in FY20, but it is based on the stock market. Carl asked about the amount transferred for legal fees to the town. Barb confirmed that the $5k was transferred to the town and will verify how much has been spent so tar. She responded to the question of how much was billed for pump station maintenance in April with the new vendor, stating that it was around $6000. Leominster IMA billing changeover to flow meters - Dave and Mike N. will be meeting with Leominster after the Commission receives the final report from Woodward & Curran. Carl said they have the information already and it could be dangerous to wait for the report. Barb said the next bill will be in FY21 and the bill should arrive in August. Q4 Commitment - Barb requested that the Commission approve the Q4 Commitment for $206,382.29. Motion: John R. Second: Mike N. To approve the Q4 Commitment for $206,382.29. Vote: Carl-aye, John-aye, Mike-aye, Brett-aye, Dave-aye ===PAGE 3=== to consider it a withdrawal. Commission will add the discussion to the agenda for next meeting. Town Election-Dave referenced the email regarding write-ins sent out to the Commission today and suggested passing out the list of Commission candidates to friends and family. He has posted it on Facebook and talked to the town clerk. Dave asked Carl if he still plans on resigning on election day and Carl replied that he wants to stay on until at least the Woodward & Curran project is complete. Dave announced that this will now be Mike Nault's last meeting then and thanked him for his service. Public Comment-John emphasized the importance of having someone review the reports from pump stations since they point out maintenance issues. Mike N. said he is always ready to come back if needed. Mike D. agreed about the importance of the maintenance reports. Dave added that the Commission is on the right road and he thanked Barb & Jack for their work. The next meeting will be June 30t and will be election of officers. Barb mentioned that she will be on vacation and Dave asked Jack to help with the next meeting and asked Barb to have the agenda in order before she leaves. Jack added that it is important to review Counsel's updated RFP so they can bring the new vendors on board. He added, regarding the Woodard & Curran report, that they were not going to find I/l from this report process, that we already know that when it rains, Lunenburg receives heavier flows. Dave thanked everyone for their work. Motion: John R. To adjourn: 6:51pm Second: Brett R. Vote: John-aye, Mike-aye, Brett-aye, Dave-aye Respectively submitted, Jane t landry Minutes Clerk Visuals/Handouts: Woodard & Curran - Power Point presentation on Third Party I/I Review 1170 Mass Ave Memorandum of Agreement document FY20 YTD Budget ======================================================================================== DOCUMENT : 2020-06-23-agenda-5669.txt BOARD : sewer-commission DATE : 2020-06-23 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-06-23-agenda-5669.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06232020-5669 ======================================================================================== ===PAGE 1=== SEWER COMMISSION June 23, 2020 (rescheduled from 6/30/20) 5:00pm Remote Meeting via Zoom 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. The Town of Lunenburg, in response to the COVID-19 (Corona Virus), is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c.30A,§ 20, all public meetings are being conducted remotely. This meeting will be recorded and will be able to be found on the Lunenburg Access YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please used thelink below to join the public meeting webinar: https://us02web.zoom.us/j/88624908948 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 886 2490 8948# If you have not registered with Zoom, you will be asked for your name and an email address. NOTE: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS Election of Officers –Chairman, Vice-Chairman, Clerk RFP - Station Operations & Maintenance- review, edits, and advertising discussions and approval 361 Mass Ave -Bright Farms proposed project –status, payment of Sewer Allocation Irrigation Meter Policy update discussion - fee payment YTD FY20 Budget-status EOY FY20 Sewer Commitment Leominster IMA billing changeover to flow meters –update Grease Trap discussion of annual effective date of 8/1-application, fees due 7/1 Minutes of 6/9 meeting-review and approval Business Manager report – Town meeting articles, 1170 Mass Ave document status, Invoices, Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES July 14, 2020 5pm Regular Meeting, Remote Participation until further notice July 28, 2020 5pm Regular Meeting, Remote Participation until further notice ======================================================================================== DOCUMENT : 2020-06-23-minutes-5669.txt BOARD : sewer-commission DATE : 2020-06-23 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-06-23-minutes-5669.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06232020-5669 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== will be applied. Irrigation meters must be upgraded to remote reading capability by 9/1 to continue in the program. Participants that do not intend to upgrade need to contact Barb. The meter program fees were due 6/4 and must be received in order to receive a credit on the August billing. Barb added that she has only received responses from about half of the participants and the Commission will discuss the meter policy regarding fee payment later in the PUBLIC COMMENT-Carl clarified that all town offices are open by appointment only and he congratulated his fellow members on their election. John noted that he was sworn in earlier in the day. Dave said he was proud of the town turnout for the Town Election. CURRENT BUSINESS - Election of Officers - John nominated Dave as Chair and Mike seconded. Vote: Mike-aye, Carl-aye, Brett-aye and John-aye Carl nominated John as Vice-Chair and Brett seconded. Vote: Mike-aye, Carl-aye, Brett-aye, John-aye, Dave-aye John nominated Brett as Clerk and Carl seconded. Vote: Mike-aye, Carl-aye, Brett-aye, John-aye, Dave-aye (Brett left the meeting.) RFP. Station Operations & Maintenance - Jack stated that the Commission did their due diligence with the RFP and Town Counsel had only made language changes to the document. Carl added that he went through the new document in detail and noted it is much better and concise but he has some notes to share with everyone for the discussion prior to voting. The Commission discussed this and agreed to have Carl sent Barb his changes which she can distribute to the Commission, then she and Jack are to review and forward to Counsel for his input. Carl wants to talk directly with counsel if they have any questions regarding Carl's notes. 361 Mass Ave - Bright Farms proposed project - status, payment of Sewer Allocation - Barb was contacted by the Lunenburg Nominee Trust(LNT), stating that they are closing on the sale of the property in July and they were requesting the payoff figure. Barb added that Town Counsel will calculate the figure with interest, which might create a credit from Fitchburg for early payment. Barb gave a short history of the Highfield property which was a proposed development of 66 homes which LNT withdrew from consideration. The Commission had allocated a certain amount of capacity for sewer from Fitchburg and an agreement was put in place to maintain the allotment for eventual sale of property. The agreement was signed a year ago and now the property is being sold. Carl noted that the next budget season, the Commission will have to decide how to use that money. He added that the Commission will be paying Fitchburg for the next 20 years and they are not able to pay it off early. Irrigation Meter Policy update discussion - Barb reported she only received payments from 31 out of 57 participants but had a lot of responses after the DPW dropped off requests to call in meter readings. Since many have still not paid their meter fees, Barb proposed sending out a letter giving 30 days to pay the fee, or they will be withdrawn from the program. She read her proposed change to the Irrigation Meter Policy and Credit Program and the Commission discussed the change in policy. Barb will send out the reminder letter advising those who owe the fee that they have 30 days to pay. Barb will send the Commission the proposed changes to the policy for their review at the next meeting. YTD FY20 Budget- Barb sent the Commissioners the updated FY20 budget and said they still have about $100k of revenue above expenses. Carl asked to clarity that they can't spend more than what the town authorizes at town meeting. Commission discussed legal services invoices and Carl wants actual costs shown when the budget is ===PAGE 2=== where properties were sold. She needs verbal approval from the Commission so she can forward the commitments to the town accountant, to be followed up by signed copies when that is possible. Motion: Carl L. Second: John R. To approve the end-of-year commitment of $761.32. Vote: Mike-aye, Carl-aye, John-aye, Dave-aye Leominster IMA billing changeover to flow meters-update - Dave would like to set up a meeting with Jack and Roger (Leominster) to discuss the billing changeover. Commission discussed and supported having Dave and Jack meet with Roger. Barb added that Roger works 1 day/week, and that his replacement has been hired. Grease Trap discussion of annual effective date of 8/1 application, fees due 7/1 - Barb noted that the annual renewal for Grease Trap permits is coming up and asked the Commission's opinion concerning the fees in light of the Covid crisis. Dave suggested waiving the fees for a couple of months. The Commission discussed and agreed to help the businesses by waiving annual fee in full for FY21. Motion: John R. Second: Carl L. To waive the annual permit fees for Grease Traps for FY21. Vote: Mike-aye, Carl-aye, John-aye, Dave-aye Barb will send letters out to establishments with grease traps. Minutes of 6/9 meeting- Motion: John R. Second: Mike D. To accept the minutes for 6/9/20. Vote: Mike-aye, John-aye, Dave-aye and Carl abstained. Business Manager Report - Barb reported that the 3 budget articles passed at the 6/13 Town Meeting and the article for the FY20 Retained Earnings Transfer was passed over. She added that the 1170 Mass Ave document has been notarized and recorded. Michael Ray Jeffreys asked Barb to convey his thanks to the Commission for seeing it through to a positive resolution. Invoices - Woodward & Curran - $11,161.14 (pump station analysis, I/l evidence evaluation and prep for Interim Meeting). There is $12k left on the contract. Fitchburg invoice (4/26-5/25) for $11,308.74. The Commission agreed to pay the invoices. Barb added that she will be out the following week on vacation. Member Agenda Inputs for Future Meetings - Dave suggested scrapping the budget and make it simpler. The Commission discussed and agreed to look at it in a workshop. Dave also said he would like to expand sewer especially in the commercial areas on Chase Road. Carl reminded all that originally the plan was to sewer the town, but residents did not agree as development would change town rural character. He agreed that it is okay to help individuals and provide a good service. Dave agreed that he does not want to sewer the whole town but would like to discuss expansion in Commercial areas. John said he has mixed emotions about expanding but would like to discuss possible expansions. Dave added that he would like to make the Commission and Business Manager's job easier and more efficient regarding the budget. Carl inquired about the meter import for billing project and Barb replied that she needs to talk to the Town Manager. Public Comment - Mike thanked everyone for their support in being elected to the Commission and looks forward to working on making the business more efficient. Carl noted that Harvard, where he previously lived, decided to only keep sewer in the center of town, to preserve its rural character. John inquired about the attendance at the Town Meeting and Carl replied around 60 residents attended. Dave thanked the Town Clerk for setting up the Town ===PAGE 3=== (Minutes Clerk Handouts: FY20 Budget update ======================================================================================== DOCUMENT : 2020-07-14-agenda-5662.txt BOARD : sewer-commission DATE : 2020-07-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-07-14-agenda-5662.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07142020-5662 ======================================================================================== ===PAGE 1=== SEWER COMMISSION July 14, 2020 5:00pm Remote Meeting via Zoom 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. The Town of Lunenburg, in response to the COVID-19 (Corona Virus), is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c.30A,§ 20, all public meetings are being conducted remotely. This meeting will be recorded and will be able to be found on the Lunenburg Access YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please used thelink below to join the public meeting webinar: https://us02web.zoom.us/j/81935381976 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID #: 819 3538 1976 If you have not registered with Zoom, you will be asked for your name and an email address. NOTE: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS RFP draft status - Station Operations & Maintenance-review and approval Irrigation meter fee – policy revision, annual fee status Leominster IMA billing changeover to flow meters –update Request for connection for multiple sites 358-384 Mass Ave –John Esposito Bright Farms and Sewer Allotment and Payment Agreement –status Grease Trap annual renewal – mailing, annual fees waived YTD FY20 Budget -status FY20 Encumbrances – review and approval Minutes 6/23 – review and approval Business Manager report – I/I 3rd Party Review, Maintenance Plan, Invoices, Grease Trap/Interceptor program, Meter import program, Communication Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES July 28, 2020 5pm Regular Meeting, Remote Participation until further notice August 11, 2020 5pm Regular Meeting, Remote Participation until further notice ======================================================================================== DOCUMENT : 2020-07-28-agenda-5670.txt BOARD : sewer-commission DATE : 2020-07-28 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-07-28-agenda-5670.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07282020-5670 ======================================================================================== ===PAGE 1=== SEWER COMMISSION July 28, 2020 5:00pm Remote Meeting via Zoom AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting will be recorded and can be found on Lunenburg Access channel on YouTube within 48 hours of the meeting. The Town of Lunenburg, in response to the COVID-19 (Corona Virus), is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are open by appointment only. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c.30A,§ 20, all public meetings are being conducted remotely. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/81302139170 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID #: 813 0213 9170. If you have not registered with Zoom, you will be asked for your name and an email address. NOTE: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. ANNOUNCEMENTS PUBLIC COMMENT CURRENT BUSINESS RFP – Pump Station Operations & Maintenance –status, dates Irrigation (Deduct) Meter Policy revision –discussion and approval Bright Farms –project discussion, fees Grease Trap annual renewal YTD FY20 Budget Minutes – 7/14 – review and approval Business Discussion Business Manager report – I/I 3rd party, Meter import project, Maintenance plan, Invoices, Grease Trap program, Communication Members Agenda Inputs for Future Meetings Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES August 11, 2020 5pm Regular Meeting, Remote Participation until further notice August 25, 2020 5pm Regular Meeting, Remote Participation until further notice ======================================================================================== DOCUMENT : 2020-07-28-minutes-5670.txt BOARD : sewer-commission DATE : 2020-07-28 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-07-28-minutes-5670.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07282020-5670 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== mictel progrant laco were due drtaru lnut taure dy te de tagala cdn bn dar ana da ban dai PUBLIC COMMENT-Dave announced that Jack Rodriquenz, DPW Manager, will be retiring and he thanked Jack for all he has done for the town and the Sewer Commission. He added that Jack is a man of his word and he will be missed CURRENT BUSINESS - RFP- Pumping station Operations & Maintenance-Barb had received the final RFP and has emailed it to the Commissioners. The RFP was finalized with help of the Town Manager, Adam (Counsel) and Jack. Barb will be sending it to the Central Register and Ledger. Julie (Assistant Town Manager) will send it to the state purchasing program, CommBuys. The Commissioners were all in agreement with the RFP. Barb stated the schedule: 8/12 - pre-proposal conference, 8/21- Proposals due, and 9/1- contract awarded. Dave added the next step will be the interviews with responders. Irrigation (Deduct) Meter Policy revision- Barb noted that they are changing the name to Deduct Meter Policy in order to avoid confusion, as not all meters are for irrigation. She added that there was also a change to the section on the fees, how they are assessed and what will happen if not paid. Also that the Building Department handles the Plumbing permits. Barb said that the Commission needs to vote to approve the policy changes and they will hold 2 public hearings before it is officially accepted. Motion: John R. Second: Mike D. To accept the Deduct Meter policy and credit program as updated on 7/28/20. Vote: John-aye, Brett-aye, Mike-aye and Dave-aye Barb added that she will put it on the agenda and post the change in the Lunenburg Ledger in advance of the hearings to alert customers. Bright Farms Project discussion- Barb reported that it is still in the planning stage and reviewed the project. It will be a lettuce growing greenhouse business and will be located on the former Highfield Village property. Dave added that they are still going through the approval process with other departments and they may request a special meeting with the Sewer Commission, as they are on a tight schedule. Grease Trap annual renewal- Barb mailed out the annual renewal letters. The Commission had agreed to waive the fees, but the renewal application still needs to be sent in. YTD FY20 Budget- Barb reported that the FY20 Budget is still not final because they have been asked to not process invoices for encumbered purchase orders. Dave asked if the town budget has been affected by the Covid crisis and Barb replied that mostly the invoices have been paid as normal. Dave added that the Commission will be working on simplifying the budget for the future. Minutes for 7/14/20 - Motion: Mike D. Second: Brett R. To approve the minutes for 7/14/20. Vote: Brett, Mike, Dave- aye. John - abstain. Business Discussion- Counsel hours - Barb explained that the town appointed Mead, Talerman and Costa as Town Counsel and Adam Costa provides counsel open hours. A Doodle poll is sent electronically each month for any staff or elected commission member to sign up for a 20-minute session with Adam. Anything outside of the counsel hours is billable. Dave added that Barb should be the point person and the Commission discussed how to use the counsel hours. Barb added that they cannot go to counsel as a group but could have Adam come to a meeting for a group discussion. Barb said she has gone to counsel hours in the past to get an opinion on processes and reports ===PAGE 2=== looking at the I/l data. She added that the meter ids need to be entered first. Dave said that Jane can work with Barb to get this done and the cost will need to be approved by Heather, but he did not think it was part of the contracts scope of work. Barb clarified that it was something they asked Woodward & Curran (WaC) to do to correlate the billing usage vs the water usage. Dave suggested sending Carl's recommendation to the Town Manager. The Commission discussed the issue and asked Barb to send the scope and project out to the Commissioners. Barb noted that they have paid W&c 90% of the contract amount and Dave added that the contract would not be paid until it is complete. Barb estimated 40-50 hours to get meter ids into the system, at a cost of $700-900. The Commission discussed and agreed to support Barb, but they should assess if it needs to be done now. Barb added that currently, she enters all the water data each billing cycle and the meter import would automatically import the data from the water district, which will save time. Maintenance plan Barb reported that Heather and Jack have been reviewing the plan. Jack has wanted the focus to be on the RFP since we were working with a deadline. Barb added that they will to add the discussion to an upcoming agenda. Invoices - Fitchburg - $10,717 (end of May -end of June), Mead, Talerman & Costa - $689 (Highfield Village & Bright Farms-change of ownership through 7/20) Grease Trap Program-Barb is just missing 1 log for the 1st Tuesday report and has sent a reminder. She is receiving most logs. Communication - Barb reported that she has sent agendas and minutes out to the department heads, as requested. Dave added that this is a good way to start communicating. Member Agenda Inputs for Future Meetings- Dave encouraged all members to give their suggestions for future discussions. Public Comment - none Next meetings: August 11t and 25th, via remote participation. Motion: John R. To adjourn: 6:08pm Second: Brett R. Vote: Vote: Brett, Mike, Dave- aye. John-aye. Respectively submitted, Ent Randy/ 'Rand only, Handouts: Final RFP Carl's email of 7/28/20 re: V/1 3rd Party Review ======================================================================================== DOCUMENT : 2020-08-11-agenda-5671.txt BOARD : sewer-commission DATE : 2020-08-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-08-11-agenda-5671.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08112020-5671 ======================================================================================== ===PAGE 1===