# sewer-commission — 19 documents, concatenated for reading and search # # This is a CONVENIENCE BUNDLE, not a source. Every document below is # published separately and byte-identically; cite the individual file, # whose path is given in each header, rather than this bundle. # Index of all boards: https://lunenburgbudgetproject.org/minutes/INDEX.txt # The town's own scanned original is linked per document. ======================================================================================== DOCUMENT : 2020-08-11-minutes-5671.txt BOARD : sewer-commission DATE : 2020-08-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-08-11-minutes-5671.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08112020-5671 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== PUBLIC COMMENT-Jack said he had scheduled jetting of the lines, that had been put off from the last fiscal year. The jetting was done 2 weeks ago, and the vendor found wipes raising havoc at the Dana St. station. The stations were scheduled for cleaning in October, but they are going to do it now to prevent problems. The jetting was successful at the Town Hall, Police Station, the top of Sunnyhill Rd. and on Summer Street. The line from the Police Station to first pump station was loaded and they jetted it out. When proceeding from that station to Chestnut Street, they noticed a lot of sand coming in and suggested cameraing that line, as there may be a leak or a shear. Jack added that when looking for I/l, he suggested getting on a more extensive jetting program and cameraing to find problems in the lines. Also he noted the shoddy work with the installation of manhole covers on 2A. They found a pile of asphalt/cement in the holes which the jetting company cleaned out. Jack said that they will be repairing the covers. Dave thanked Jack, in response to his notice of retirement, for his service to the Commission and the Town. Jack thanked Dave and said it could be a couple of months before he retires. Brett and John also thanked Jack for all he has done CURRENT BUSINESS - I/l 3rd Party Contract and Draft Report Review and Meter Import Project- Barb noted that the draft report was sent to the Commission, along with Carl's input on the draft. She noted that originally the business tool was part of the scope, but that she was hesitant to send Woodward & Curran (W&C) the current billing file as it will soon be obsolete. The plan to import the meter readings will change the billing process and the meter ID updates will take some time to complete. The question is whether the Commission wants to hold up the W&C project until the meter import is complete. The Commission discussed the meter import project and Dave said that they should not rush it. Barb noted that she will want to test the import through the software's training function. Brett suggested contacting other towns that are using the Northern Data system for feedback and Barb replied that she could do that. She also noted that they picked the Northern Data System because the Water Dept uses it. The Commission agreed that they need to proceed with the meter import and get it operational, before adding it to the contract. Barb estimated that changing over the meter ID's would take up to 150 hours to do at 10 minutes/meter. The Town Manager okayed having Jane work up to 19 hrs/week, to help Barb with the project. Dave asked Barb to give the Commission and Town Manager a schedule for completing the project. Dave also suggested that Barb contact W&C to let them know what was discussed and ask them what they can offer. Barb suggested having the draft review at the 8/25 meeting and final report due 9/11. Dave asked the Commissioners to quickly review Carl's concerns that Barb sent to them at the start of the meeting. John said that Carl's notes brought up valid points and Dave suggested sending Carl's questions/notes to W&C. John noted that they previously talked to W&C regarding upgrading all the stations with SCADA systems, but the cost for upgrading the stations was very expensive. Jack pointed out that the Commission discussed SCADA for 4 years, grease trap regulations for 7 years and I/l for 15 years. There is a SCADA system at the Leominster Rd. station, but all agreed that adding SCADA to more stations would be cost prohibitive. Brett inquired about the study in 2011, when flow meters were installed. Jack noted that temporary meters were installed to identify I/l in portions of the town. There are still 3 meters in place at the Leominster town line, Fitchburg line on Summer St and Fitchburg line on Mass Ave. to monitor quantity of flow each month. Barb added that Flow Assessment comes out quarterly to calibrate and maintain the meters. Barb also said that Carl asked to put the Draft Report on a separate meeting. Commission discussed the timing of the meeting to discuss the report. Dave stated that he is unavailable next week. ===PAGE 2=== sent them to the Commissioners. Ine main contract or sy, you needs commission approval to sign off on it. Commission discussed having a Commissioner go to see how they do the quarterly flow meter inspections and Barb will email Brett and Mike when the next assessment is scheduled. Barb noted the second contract is for equipment lease. There is a lot of the equipment in the meter pits that will be obsolete by end of year that will need replacement. Flow Assessment had provided 3 options. These upgrades were included in the FY21 Budget. The agreement is for $5,400 to cover the leasing for the year. Jack noted that no item is more important than the meters. They might be able to purchase for a less but by renting the meters, Flow Assessment will stock and maintain them. Motion: John R. Second: Brett R. To accept the Flow Assessment monitoring contract and the equipment leasing contract. Vote: Brett-aye, John-aye and Dave-aye. RFP Status-Pump Station Operations & Maintenance- Barb reported they had 6 responses and the Pre-Bid conference will be 8/12 @ 1pm via zoom. Dave explained the Pre-Bid conference procedure, noting that they will take notes, record questions and send responses to all bidders. Barb, Jack and Brett will be on the call. The bids will be due on 8/21. Bright Farms- Barb communicated with them on fees and they will be on the agenda of 8/25 to discuss the project. Grease Trap program - Barb reported that the annual renewal letters went out and the renewals are due 8/15. She has received 7 back out of 19 and also one thank you for waiving the fees. She does not have the 1st Tuesday report YD FY 20 Budget -Barb sent the Commission the final year-to-date budget and all FY20 bills have been paid. Minutes of 7/28 - Motion: Brett R. Second: John R. To accept the minutes of 7/28/20. Vote: Brett-aye, John-aye and Dave-aye. Business Discussion- Dave talked to Heather (Town Manager) about the legal policy and they have put together a new policy. Barb will send it out to the Commission for discussion at a future meeting. Business Manager Report -Irrigation policy update and public hearing schedule-Barb reported that the notice went into the Ledger and the two public hearings will be the 8/25 and 9/8 meetings. The changes are the policy name, fees and repercussions for non-payment. She will have some extra small changes on 8/25. Invoices-none. Communication- Barb had updated the website with the RFP, Mike Deveikis joining Commission, election of officers, and the proposed Deduct Meter Policy. Also the posted agendas and minutes have been sent to the department heads. Starting 8/10, the town buildings are open 10am-2pm, by appointment and masks are required. Member Agenda Inputs for Future Meetings - Brett asked to add discussion of Jack's suggestions for cameraing lines and repairing manhole covers. Public Comment-John asked Jack if the wipes are getting down into the flow meters. Jack replied that they either clog the system or get chopped up, but they can ask Flow Assessment when they service the meters. Dave suggested Jack calculate the cost due to the clogs and ask Heather if they can get reimbursement from the Safe Act. Dave also asked if jetting is part of the maintenance plan. Jack replied it is, but he was not sure how often and noted that the jetting helps greatly. Jack added that they are still reviewing the maintenance plan and Dave said they will be looking at the maintenance plan in the next quarter. ===PAGE 3=== Respectively submitted, four h. Sewery Minutes Clerk Handouts: Carl Luck's 3rd party input email and Compliance concerns with contract's scope of services. Flow Assessment contracts for Flow Monitoring and Equipment Lease ======================================================================================== DOCUMENT : 2020-09-01-agenda-5658.txt BOARD : sewer-commission DATE : 2020-09-01 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-09-01-agenda-5658.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09012020-5658 ======================================================================================== ===PAGE 1=== SEWER COMMISSION September 1, 2020 5:00pm Special Meeting via Zoom AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting will be recorded and the recording 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 10am to 2pm and by appointment outside those hours. 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/85134336655 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID #: 851 3433 6655. 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. CURRENT BUSINESS RFP for Pump Station Operations & Maintenance – bid review and award Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES- September 8, 2020 5pm Regular Meeting, Remote Participation until further notice August 25, 2020 5pm Regular Meeting, Remote Participation until further notice Adjournment ======================================================================================== DOCUMENT : 2020-09-01-minutes-5658.txt BOARD : sewer-commission DATE : 2020-09-01 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-09-01-minutes-5658.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09012020-5658 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== REap daton peratons maintenance da devw dr dr dek reported that ne checked references on the bid candidates, asking about response time, communications and strong/weak points. Jack added that Empey and Watermark were very close on the base rate. However, when he compared the hourly rates, Watermark's hourly rates were significantly lower than Empey's. Jack noted that red flags go off with bids that vary that greatly. He checked the 7 references for Watermark, but was only able to speak to 4 of them. The only reference for work similar to Lunenburg's was the town of Dracut, where Watermark has worked for 2 months so far, and they did not want to make a recommendation based on that short of a time. When he talked to the references, it was clear that they do a lot of water monitoring, well monitoring and environmental services. They also work at superfund sites to remediate, test, treat and monitor water/wells, in addition to government contracts. Jack noted that they use lots of sub-contractors, and the hourly rate for repair work would vary depending on the subcontractor. If there was a planned repair, they would get 3 bids for the job. Since Watermark's business focus is Environmental services and they have only 2 months experience with sewer stations, Jack recommended going with Empey because we know their work. Dave thanked Heather, Jack and Barb for their work on the bidding process. Mike noted that he understands why there was such a big difference in prices and he would go with Empey. Carl asked if Jack did a reference check on Empey. Jack replied that he and Barb spoke to Al Packard (Empey) and he also considered Barb's positive interaction with Empey's office/billing. He added that since they are doing such a good job now, he did not check additional references. Carl noted that they cannot guarantee how long Al would be staying at Empey and they do not know much about the company. Carl said it was good point on the not knowing the rates for subcontractors. Jack noted that Empey does a lot in-house, where Watermark would need to outsource. Empey does the minor generator service routinely but Watermark would need to outsource minor and major generator work. Carl asked if they are now paying Empey about $110/hr. and Jack replied he thinks so but would need to confirm with Barb. On the bid, the hourly rate was $158/hour and Carl questioned what the true cost would be at the end of the year. He also questioned Empey planning on only 10 hours/week, where Watermark planned for 20 hours/week. This would give Watermark more wiggle room in their base rate for absorbing some surprises. Jack noted that jetting and cleaning the wet wells would be extra, regardless of who the operator is. Carl would favor Watermark due to the larger work force and since they work with government contracts, they might have more training. He added that it could be a problem relying on one man and that he does not think this is Empey's primary business focus. His recommendation would be Watermark but would save his final recommendation until others have spoken. John noted it was a bit of concern that Watermark only has 2 months reference with Dracut. Jack added that they have been working with Empey for about 5 months. He has met the others at Empey, who have also worked on stations besides Al. John pointed out that it is difficult decision since they have only 2 bidders. Jack added that it is only a 1-year contract and agreed that it is a difficult decision. Brett noted that the monthly costs are close and since Watermark is breaking into new territory, he would be a little nervous going with a company that has no track record for this work. Since their bid was low, they may come back with a higher price later. He added that small companies have people used to working together and know how to back up each other, however they do not have a large number of people for back up. He would go with Empey since they all know the Lunenburg system. Dave asked if the rates on the bid were negotiable and Jack replied he believes they are not. Dave added that Small Water was small at the beginning and did well, but they grew and lost control. The Commission discussed Small Water's yearly costs and the cost of emergency repairs. Carl added that Small Water's issues were caused by losing Al, rather than growing larger. Dave asked Jack to give a reference for Empey. Jack replied that Empey came into a difficult situation and they righted the ===PAGE 2=== Amended Motion: Carl L. oecona. brell n. To accept Empey for O&M contract for 1 year to 6/30/21 or whatever is recommended by the procurement manager. Vote: Mike-aye, Carl-no, John-aye, Brett-aye and Dave-aye. Public Comment- Dave Rogers (82 Highland St) asked if this was a regular meeting or a hearing and Dave M. replied it was a regular meeting. Dave Rogers said he watches the contract like a hawk, and you would not want to put all your eggs in one basket. He suggested comparing the expenses from Small Water for the last 2 years to the cost of Empey's proposal. Also he would say more if it was a hearing. Several members lost connection on the zoom meeting and the quorum was lost. Carl noted that he had a public comment that he would have shared at the beginning of the meeting. Since there was no longer a quorum, there was no vote to adjourn. The meeting ended at 6:12pm. Respectively submitted, Jane 2. faulay Minutes Clerk ======================================================================================== DOCUMENT : 2020-09-08-agenda-5673.txt BOARD : sewer-commission DATE : 2020-09-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-09-08-agenda-5673.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09082020-5673 ======================================================================================== ===PAGE 1=== SEWER COMMISSION September 8, 2020 5:00pm Public Hearing and 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 10am to 2pm and by appointment outside those hours. 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/86133657833 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID #: Meeting ID: 861 3365 7833. 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 5:00pm PUBLIC HEARING on Deduct Meter Policy - updates for Sewer Use Regs-Article VII-3D(2) and Appendix K- new policy name(previously Irrigation Meter Policy), fees, additional clerical corrections and clarifications (2nd of 2 hearings) CURRENT BUSINESS RFP and Contract for Pump Station Operations & Maintenance – bid award, contract status Bright Farms Project – project status Special Town Meeting warrant –articles discussion Policy Discussions  Connection policy and process  Counsel Access Q1 FY21 Commitment and Warrant YTD FY21 Budget status Minutes of 8/25 and 9/1/20 – review and approval Business Discussion Business Manager report – Radio meters status, Invoices, Meter import project, Communication Members Agenda Inputs for Future Meetings Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES September 29, 2020 5pm Regular Meeting, Remote Participation until further notice October 13, 2020 5pm Regular Meeting, Remote Participation until further notice Adjournment ======================================================================================== DOCUMENT : 2020-09-08-minutes-5673.txt BOARD : sewer-commission DATE : 2020-09-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-09-08-minutes-5673.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09082020-5673 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== have their plumber, as well as Gary Williams (plumbing inspector) sign off on the upgrade. PUBLIC COMMENT-Jennifer Johnson (5 Richards Way) said that they have been trying to get the Deduct meter installed but have not heard back from (their contractor). She added that she paid the annual fee and Barb replied that the annual fee was for FY20. Barb added that she needs to submit the application when the meter is installed along with a copy of the plumbing permit and signature from the Plumbing Inspector (Gary Williams). Carl Luck shared a conversation with John Esposito in regard to not being able to get information on the location of the connections in the street for 362 and 384 Mass Ave. John E. also said he was told that the town did not provide that information and that it's his responsibility to find the T. In addition, for a prior connection on Pratt, he was told that he had to obtain a key in order to turn on the low pressure system. Carl told John he did not know who was responsible for this information and suggested he contact the Town Manager. Carl noted that the Commission may have a policy issue and thanked the Chair for adding it to the Agenda for discussion. Carl's second comment referred to the O&M contract awarded at the last meeting and he said that although all procurement regulations were properly complied with, the process followed by the Commission was flawed. He pointed out that reference checks were done on only 1 of the bidders, there was a large difference in the bid rates and there was little debate by the Commission on the factors affecting the decision. His third comment was in regard to the proposal to restrict a Commissioner's access to legal office hours. He added that no other Commission restricts access and the legal hours are a free tool for Commissioners. The policy proposal, to be discussed later in the meeting, would require prior Commission approval before taking advantage of the legal office hours. APPOINTMENTS - Public Hearing - Deduct Meter Policy update for Sewer Use Regs-Article VII-3D(2) and Appendix K- Barb announced that this was the 2nd of 2 public hearings for the updated Deduct Meter Policy. The changes to the policy were the name change to Deduct Meter Policy, changes to how fees are handled and some clerical updates/clarifications. Barb added that the Commission made the changes at the 8/25/20 meeting and the updated policy has been posted on the website. There were no further comments from the public or Commission, so Barb suggested that the Commission vote to accept the new policy and the hearing be closed. Motion: Carl L. Second: John R. To accept proposed changes to the Sewer Use Regs Deduct Meter Policy-Article VII-3D(2) and Appendix K. Vote Unanimous: Mike-aye, Carl-aye, John-aye, Brett-aye and Dave-aye. Contract for Pump Station Operations & Maintenance - contract acceptance-Dave asked Commissioners if they had any questions/comments on the contract that both Town Manager and counsel had approved and seeing none, asked for a vote. Motion: John R. Second: Brett R. To accept the Lunenburg Sewer Commission 2020 Operations & Maintenance Pump Station Contract. Vote Unanimous: Mike-aye, Carl-aye, John-aye, Brett-aye and Dave-aye. Dave requested that after the contract is executed, Barb invite Empey to a meeting to meet the Commissioners. Barb said she will send the contract to Empey for their approval and the Commission will sign thereafter. Dave noted that the contract starts on 9/15/20 and expires next June. Jack added that he will be all set to work with them after the contract is signed. ===PAGE 2=== Leominster to discuss their plans. Policy Discussions- Connection policy and process - The Commission discussed the packet that is given to contractors, for tie-ins to sewer. Barb explained the process for contractors to apply for sewer connections. Jack noted that many as-builts are missing and they sometimes need to camera the line to find the T. Sometimes the T does not exist or a couple times someone paid a betterment and the Town is obligated to go into the road to find the lateral. They have done 800 plus connections and had only 1 complaint which Jack addressed. John asked Jack to explain the key for the low-pressure system and Jack replied it is basically a pipe wrench used by the contractor for opening the valve at the connection. John asked if the Sewer Commission should have one available and Jack replied that they have never had to use one. Carl noted that the Town Manager stated the town is not responsible for finding the location of the connection and asked Barb if the town's responsibility is stated in the regulations. Barb replied that the contractors are responsible for the preliminary work and the Town's responsibility is not clearly spelled out. Carl suggested that the regulations should indicate what is or is not the Town's responsibility for finding the location for the contractor. Carl asked Jack if the valve for the low-pressure system is the Town's responsibility? Jack replied that in the regulations the Town is only responsible for the sewer main and not the lateral off the main, even if a portion of it is in the Town right-of-way. He added that the Town and the Sewer Commission are not responsible for anything past the outside diameter of the main line in the street. Carl suggested adding a small paragraph, stating the Town's responsibility for location. Barb and Jack confirmed the contractor has tied in at least 10 times before. Barb will work with Jack on the wording for the next meeting. Counsel access - Dave explained that since this is a team, if any Commissioner wants to go to open legal hours, they should let the Commission know they are going and why. It is not meant to limit access to counsel. The Commission discussed the issue, noting that the open legal hours are important, and they should discuss an issue as a group before talking to counsel. Carl noted that the policy does restrict Commissioners from going to counsel hours without permission of the Commission. He is against restricting Commissioners and that the Town set up the office hours for any town employee or Commissioner to go. John added that if a Commissioner is speaking to counsel, it should be clear if they are going for himself or on behalf of the Sewer Commission. Commission discussed the wording for the Counsel Access Policy and Dave suggested changing permission to notification. Jack added that it is protocol for department head to notify the Town Manager prior to meeting with counsel. The Commission discussed and agreed to change the word to notification. Motion: John R. Second: Mike D. To accept the policy for access to Town Counsel, changing 'permission' to 'notification'. Vote unanimous: Mike-aye, John-aye, Brett-aye, Carl-aye and Dave-aye. Q1 FY21 Commitment and Warrant - Barb reported the Q1 Commitment was $212,461.81 for the Q1 billing, which has gone out. The document will be signed later when they meet in person. In regard to the Special Town Meeting, the warrant will be for the Stabilization Fund transfer. Commissioners should contact Barb if any other articles need to be added. Carl asked about the transfer of money for Bright Farms. Barb replied she needed to talk to Fitchburg concerning making prepayments to save interest. Carl added that during the budget discussions, they agreed to put it into the operating budget and decide how to handle the funds before the spring town meeting. Dave asked Commissioners to not reply back on emails from a Commissioner, so as not to violate Open Meeting Law. YTD FY21 Budget status - Barb will report at next meeting. ===PAGE 3=== Business Discussion - none Business Manager Report - Barb reported there are 28 participants in the Deduct radio Meter program, which is about half of the prior participants. The participant list has been sent to the Lunenburg Water Department for readings to coincide with their water readings. Invoices- Mead Talerman for $329.62 (end of July to 8/5). I/l Billing Tool-Meter Import - Barb is working on a test file in the training database. Jane will be starting the meter import on 9/9. Carl asked about discussing the format of the pump station runtime data with Woodward & Curran. Barb had not had any discussions on that. Carl offered to talk to Woodward & Curran. Member Agenda Inputs for Future Meetings - Dave asked Commissioners to send suggestions for business discussions. Public Comment - none UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: September 29 @ 5pm - Regular Meeting, Remote Participation October 13 @ 5pm - Regular Meeting, Remote Participation Motion: John R. To adjourn at 6:24pm Second: Carl L. Vote: Mike-aye, Brett-aye, Carl-aye, John-aye and Dave-aye. Respectively submitted, Your h, fandy Minutes Clerk Handouts: Counsel Access Proposed Policy ======================================================================================== DOCUMENT : 2020-09-24-agenda-5660.txt BOARD : sewer-commission DATE : 2020-09-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-09-24-agenda-5660.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09242020-5660 ======================================================================================== ===PAGE 1=== SEWER COMMISSION September 24, 2020 5:00pm Special Meeting via Zoom AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting will be recorded and the recording 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 10am to 2pm and by appointment outside those hours. 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/86303704103 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID #: 863 0370 4103. 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. CURRENT BUSINESS Special Town Meeting warrant article – review and approval Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES- September 29, 2020 5pm Regular Meeting, Remote Participation until further notice October 13, 2020 5pm Regular Meeting, Remote Participation until further notice Adjournment ======================================================================================== DOCUMENT : 2020-09-24-minutes-5660.txt BOARD : sewer-commission DATE : 2020-09-24 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-09-24-minutes-5660.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09242020-5660 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Special we meeting warrant cradles be sal to to rose or meng was to dad all alicle to the November 17h Town Meeting Warrant. The amount of $68,097.59 was received from the Highfield Village Allocation Agreement and it would be in the general fund until the fiscal year is closed out. Any money left after expenses goes into Retained Earnings and can be moved over to the Stabilization Fund by Town Meeting vote. Barb explained the reasoning for moving it into the Stabilization Fund at this Special Town Meeting is: 1) to allow it to earn interest for the Sewer Enterprise fund by being in our Stabilization fund and 2) to be able to not have to pull from Retained Earnings for the FY22 budget, but have $20,000 that we have to pay to Fitchburg for the John Fitch Highway project specifically come by transfer from the Stabilization fund. Dave asked if Barb talked to Fitchburg about whether they would want payments now. Barb replied she did and that they had said that they would take the $68K and we would not have to pay for 2 more years, but then they'd get to hold on to our $68,000. Since Fitchburg could not give us a break, Barb said it would be better to put it in the Stabilization Fund. Barb added that they only have the Highfield Village transfer for this Town Meeting because there was not a surplus in FY20 after expenses were paid for either Sewer Bank I/l or Reserve Capacity otherwise. She will update the Commission on the YTD FY21 budget at the 9/29 meeting. Dave asked for a motion to approve the article. Motion: Mike D. Second: Brett R. To approve the article transferring the Highfield Village money received in early July to the Reserve Capacity Stabilization Fund, to be used in future budget years toward the John Fitch Highway project payment of approximately $20,000. Vote: Unanimous - Mike-aye, Brett-aye, and Dave-aye. Public Comment-none UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: September 29,2020 @ 5pm - Regular Meeting, Remote Participation October 13, 2020 @ 5pm - Regular Meeting, Remote Participation Dave wished everyone a great weekend and the meeting ended at 5:14pm. Respectively submitted, You finding, Handouts: Draft Sewer Reserve Capacity Stabilization Article for Special Town Meeting on 11/17/20 ======================================================================================== DOCUMENT : 2020-09-29-agenda-5674.txt BOARD : sewer-commission DATE : 2020-09-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-09-29-agenda-5674.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09292020-5674 ======================================================================================== ===PAGE 1=== SEWER COMMISSION September 29, 2020 5:00pm Regular 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 10am to 2pm and by appointment outside those hours. 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/89079815824 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID #: 890 7981 5824. 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 I/I 3rd Party Data Final Report and Billing tool status Bright Farms Project updates – peer review, connection costs, updated plans, Fitchburg approvals Special Town Meeting 11/17/20 - warrant article YTD FY21 Budget -review Minutes 9/8, 9/24 – review and approve Business Discussion Business Manager report – O&M Contract status, Meter ID project, Connection policy, Maintenance Plan, Grease Trap program updates, Invoices, Communication Members Agenda Inputs for Future Meetings Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES October 13, 2020 5pm Regular Meeting, Remote Participation until further notice October 27, 2020 5pm Regular Meeting, Remote Participation until further notice Adjournment ======================================================================================== DOCUMENT : 2020-09-29-minutes-5674.txt BOARD : sewer-commission DATE : 2020-09-29 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-09-29-minutes-5674.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09292020-5674 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== CURRENT BUSINESS - Empey Contract - Barb spoke to Counsel regarding the effective date. The contract was written up as starting on 9/15, but she didn't receive all the documents needed from Empey until 9/24 and contract was not all signed off until 9/25. Karen B. (town accountant) recommended starting on 9/26 since the interim contract covered until 9/25, but Empey asked to change the effective date as they had a bond in place for 9/15. Barb talked to Counsel, who said that there is a better paper trail supporting a start date of 9/26, since contracts usually do not begin until they are signed. Barb asked for the Commissioners' decision as to the start date and she noted that Empey has not billed since 9/14. Commission agreed that it should begin 9/26. Motion: Mike D. Second: Brett R. To start the Pump Station Operations & Maintenance Contract with Empey on 9/26/20 Vote: Mike-aye, Brett-aye, and Dave-aye Dave asked Barb to contact Empey regarding attending the 10/27 meeting so the Commissioners can meet them. He also suggested any members interested in seeing the pump stations, should schedule time with Jack (DPW) before he retires. Bright Farms Project updates- Nick Long - Barb noted that the peer review did not deal with the sewer as the sewer plans had not been received at the time. She just received the plans, which were sent to the Commissioners and Graves Engineering. Sean (Bright Farms) provided the estimate of 4,500 gallons/day and Barb calculated the connection fee as $31,500, based on that gallonage. Nick said he was attending the meeting to answer any questions. Dave asked Barb to send the Commissioners the correspondence with Bright Farms regarding the connection fees. Dave added that he is very happy Bright Farms is coming to town and for Nick to let the Commission know if there is anything they can do to expedite the process. Brett asked when they will break ground and Nick replied they are hoping to have approval from the Planning Board in October. When they get their stormwater permit, they hope to start some clearing in mid-November but not be doing any foundation work until spring. Mike asked if they would be able to walk the grounds after they break ground and Nick replied he would talk to Sean about that. Dave asked when they will do the connection. Nick replied that they will connect to a stub off of Mass Ave. and run a main line up to the building. Nick asked if that would be considered a main line extension from the 10" stub or is it considered a lateral? Barb said she would need to confirm it with Jack (DPW). Nick added that they are working through the process with Fitchburg concerning the flows. Barb noted that they are proposing to meter the wastewater separately in order to reduce the usage and had advised them that they would need Fitchburg's approval as well as Lunenburg permits. Dave asked Barb to make sure Fitchburg knows that the Commission met and is anxious to keep project moving forward I/l 3rd Party Data Final Report and Billing tool status - Barb noted that she received the final report and sent it to the Commissioners. Carl emailed that he did not review it yet and if possible, not vote on it until the 10/13 meeting. Barb and Carl had a zoom meeting with Woodward & Curran (W & C) to discuss and make a few changes to the billing tool. She has received the link for the updated tool. The contract stated that the training would be a full day, but Lauren said the zoom call was it. Barb added that she did not think a full day's training would be required. She read from an email that Carl had sent for the meeting, including that he would "consider documenting W & C's support via a call as required or committing to a minimum hours of online support over the next year" and requesting a "written warranty that the algorithm and equations work" since they can't fully validate them due to incomplete data ===PAGE 2=== article for the town meeting. YTD FY21 Budget - Barb reported the Revenues to date are $323,587.45, which includes the Highfield payment. The expenses are $243,469.77, which includes the indirect transfers done by the town Accountant. Dave suggested continuing to monitor the budget as they go forward. Minutes-9/8/20 Motion: Brett R. To approve the minutes for 9/8/20. Second: Mike D. Vote: Brett-aye, Mike-aye, and Dave-aye. Minutes - 9/24/20 Motion: Mike D. To approve the minutes for 9/8/20. Second: Brett R. Vote: Mike-aye, Brett-aye, and Dave-aye. Business Discussion- none Business Manager Report - Connection policy- Barb sent out the tracked changes to Article 2 in the Sewer Regulations, in regard to connection process, dealing with providing the tie card, town providing assistance if needed and low-pressure systems. The contractor or manufacturer's rep would be responsible for turning on the pump's valve with the manufacturer's key. All agreed. Motion: Brett R. Second: Mike D. To approve the changes to Article 2 Connection Policy in the Sewer Regulations. Discussion: Barb noted that we'd be approving the policy contained in Article Il and use it for a handout to contractors, but it would need to have 2 public hearings before they are incorporated into the Sewer Use Regulations. She would like to see if there are any other updates needed for the regulations before scheduling the hearings. Vote: Mike-aye, Brett-aye, and Dave-aye. Invoices- Fitchburg Monthly Usage-$14,042.55, Fitchburg Annual debt payment (John Fitch project) - $20,963.20, Mead Talerman (through 9/21)- $312.59 (covering discussions on the O&M contract, Empey Bond certificate, and the 4:1 I/l for Bright Farms) Barb noted that the FY21 total for Mead Talerman is at $1,331.60. The Woodward & Curran invoice will be tabled to 10/13. Meter ID project- Barb reported that Jane has been working on the meter import and has completed about 2/3's of the meter ID's. Barb did an import test and had 343 that went through, but some that did not so she needs to work with Munis to find out why those did not go through. and do another test run. She added when it is all done it will help, but it will still take a lot of administrative time when accounts or ownership change. The next billing will be run as a parallel billing and then run it on its own for the 2nd billing. Dave asked if they can use the same billing as Water Department and Barb replied yes- they have a price from Northern Data for the bill print, but that is something they'll take on after the meter import is complete. Maintenance Plan- Barb said they are preparing to review the Maintenance Plan again. She will have input from Jack (DPW) and Heather (Town Manager), so it can be discussed at the 10/13 meeting. Dave added that he would like to discuss it at a meeting before we have Empey attend a meeting as it would be part of the discussion.. He also suggested Commissioners talk to Jack and Barb so they can learn that part of the business. 88 Mass. Ave.- Barb received a building permit request to add a pizza restaurant and a nail salon and the notice of a ZBA Hearing on 10/14 to increase from 3 to 5 units. She has advised that any Change of Use needs to be approved by the Commission. She added that a pizza shop would involve a grease trap and the nail salon would involve getting approvals from Fitchburg due to the chemicals they use. Grease ===PAGE 3=== with Jack before he leaves and support Barb with running the business after. Mike noted that his background is in maintenance and he would like to help with that. Dave asked Mike to be the lead on maintenance with Jack and his replacement and working with Empey. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: October 13, 2020 @ 5pm - Regular Meeting, Remote Participation until further notice October 27, 2020 @ 5pm - Regular Meeting, Remote Participation until further notice Motion: Mike D. To adjourn at 6:08pm Second: Brett R. Vote: Mike-aye, Brett-aye, and Dave-aye Respectively submitted, You s. Henley, Handouts: 9/29 Email from Carl Luck re. Woodward & Curran Billing Tool Special Town Meeting 11/17/20 warrant article ======================================================================================== DOCUMENT : 2020-10-13-agenda-5653.txt BOARD : sewer-commission DATE : 2020-10-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-10-13-agenda-5653.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10132020-5653 ======================================================================================== ===PAGE 1=== SEWER COMMISSION October 13, 2020 5:00pm Regular 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 10am to 2pm and by appointment outside those hours. 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/84629575426 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID #: Meeting ID: 846 2957 5426. 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 Chris & Pam Munyon, Sewer extension to 384 Mass Ave CURRENT BUSINESS Maintenance Plan – review draft Bright Farms Project – connection costs, engineering, Fitchburg I/I 3rd Party Data Review – Final report, Billing tool 88 Mass Ave –ZBA Hearing 10/14, Building Permit Retirement of DPW Director, Jack Rodriquenz Minutes –9/29 – review and approve Business Discussion Business Manager report – Meter import project, O&M Contractor, Invoices, Grease trap status, Communications Members Agenda Inputs for Future Meetings Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES October 27, 2020 5pm Regular Meeting, Remote Participation until further notice November 10, 2020 5pm Regular Meeting, Remote Participation until further notice Adjournment ======================================================================================== DOCUMENT : 2020-10-13-minutes-5653.txt BOARD : sewer-commission DATE : 2020-10-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-10-13-minutes-5653.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10132020-5653 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== MIVVUVVIVIIIIV that in 20 years, there has been no documented Maintenance Plan in place. The goal of the plan is to improve the inspection and preventative maintenance of the system, and thereby the reliability of the system, as well as the costs to the customers. The Maintenance Plan was started in 2019 with the contract to Wright Pierce, who developed the Comprehensive Waste Management Plan. It was reviewed in December 2019, updated in January and changes were made by the DPW Director & Wright Pierce in February. These changes have not been discussed in an open meeting. The Covid Pandemic hit, and the discussion was put on the back burner. Carl added that he would like input from the current DPW Director and that they will use this discussion to further review the Plan with the new DPW Director. Carl proposed postponing the discussion to the next meeting, to have input from the DPW Director and other Commissioners not present. Dave sent his condolences to the Bowen Family, for the loss of Don Bowen, former chair and long-time member of the ZBA. APPOINTMENTS - Pam Munyon and John Esposito (Contractor) - Sewer Extension to 384 Mass Ave- Pam stated that they have a system that is failing and have no room on the property to put in a new system. She added that when Walmart came in, her husband's uncle (Caswell) paid to have 2 stubs put in but have found out they have none. They are asking for relief from the failing system. Barb responded with Jack's (DPW) concern of adding 1 connection at a time, and then what about the next one, etc. She added that it could be done by going up the right of way. Carl asked if it is in the Sewer Service Area (SSA) and if it involves an extension? Barb replied it would require a stub, adding that when Walmart went in, any interested abutters could pay a nominal fee (not a betterment), but she does not have a record of payment. It would involve an extension because there is no line or manhole in front of the house, but it is in the SSA. John Esposito said that there is a stub in front of Robert Jr's house next door(#362), and he wants to connect at the state line where the lateral ends and hook into the line to go to Robert Sr.'s house. John has discussed his plans with Jack (DPW) and the only problem is running up the side of the road a bit. He added that Walmart only went so far up the street because they ran into ledge. He noted that Jack confirmed the Caswell's paid for 2 stubs and it will be a gravity fed line. He also added that all the properties are owned by Chris Munyon. The Commission discussed the drawings/as-builts and Barb noted she needs one for 362 Mass Ave. Carl said that it sounds like they are creating a branch that they will need to maintain. John E. noted there is a manhole at 362 Mass Ave, with a stub and the Bright Farms project will connect to a stub on the north side of 2A. The Commission discussed where the line would go in and how other houses would be affected. John E. added that the ledge under the street would make it very expensive for a homeowner to pursue. He continued that Jack agreed the connection could be done running a 6" line up about 50' and the only question is whether to put it on the state right of way or Caswell's property. Dave said they need to see a set of drawings before he starts, and John E. agreed to draw one based on what he discussed with Jack. Barb noted that she will need to talk to Jack since the state may need to approve and also the Munyons may have to pay a supplemental betterment if there is future extension to the line. John E. would like to do the work before winter. Carl questioned giving a go ahead without seeing a plan. Dave said it would be ok as long as Jack approves, and the state has no issues. John added that his concern is with the state right-of-way may create additional problem. John will get the drawing up to Jack as soon as possible. Dave asked if that was okay with everyone to let John proceed if Jack approves, and the Commission can get an update at the next meeting in 2 ===PAGE 2=== with a failed septic but he is looking for a scope of work before he proceeds. Roll Call Vote: John-yes, Brett-yes, Dave-yes and Carl-no. John E. said he will bring the plan to Barb. Barb reminded that she also needs the as built and System abandonment form for 362 Mass Ave. Carl added that they should have an agreement in regard to future connections through this extension. CURRENT BUSINESS - Maintenance Plan- review draft- Dave agreed they need a full commission to discuss the draft and suggested each Commissioner get a printed copy to review. The Commission discussed the document versions and agreed to table the review to the next meeting. Barb noted that the original version was much larger with a lot of history. Carl noted his concern with the omission of one section in the original document regarding the pump stations. John added he would like to review the base document, to see if something was legitimately left out. Barb said she will send the link to the original Wright Pierce document, as well as the February document. She will also have hard copies available of the latest version. Dave asked Barb to add the review to the next agenda. Bright Project -Barb reported that there were no updates from them regarding Fitchburg or attending a meeting and that Jack has been working with the engineers. She added that Graves Engineering has received the updated sewer plans and will be reviewing this week so she will have an update for the next meeting. Dave added that Bright Farms will be meeting with the Planning Board. /l 3ra Party Data Review - Carl said he reviewed the final report and that it is a good document. He added that it gives some good near-term guidance to look for Infiltration. In regard to the excel sheet, he noted that it is hard to confirm that the equations and links work until they have good data on the pump stations, which could take several quarters to obtain. Carl agreed to closing out the contract with some protection. Barb added that she received the starting reading from Al (Empey) and she will match up data from the next billing. Barb added that she is getting quarterly data currently since the new contract just started 9/26 and she will talk to Al about more frequent reports. Carl suggested doing some sanity checks on the data, to verify there no issues or gaps. Dave suggested that we set up reporting requirements with Empey, so they know what the Commission expects. Motion: Carl L. Second: John R. To accept Woodward & Curran's final I/l 3rd Party Data Review report. Discussion: Dave thanked Carl for all his work with Woodward & Curran to get the project done. Roll Call Vote: Carl-yes, John-yes, Brett-yes, and Dave-yes Barb confirmed that she'd received the final bill. Barb had sent the Commissioners a draft of the letter to Woodard and Curran where she proposed having Lauren and Dave (W&C) agree to supporting the billing tool for a period of time and if they will agree, we can pay the final bill. The Commission agreed. Retirement of DPW Director-Jack Rodriquenz will be retiring 10/30. Barb reported that Jack is working with Empey to get a generator contractor on board and hopes to obtain the contractor used previously. She has talked to Jack about jetting and using the Maintenance Plan, doing quadrants of the town on a regular basis and has escalated her concerns about the void when Jack leaves. Dave added he talked to the Town Manager about filling that void as well. Barb confirmed that Empey will be coming to the 10/27 meeting. Minutes- 9/29- Motion - Brett R. Second- John R. ===PAGE 3=== meter ids and should be completed by end of month. Barb is waiting for the latest billing tile from water department and will be running it parallel with the normal file for the Q2 billing. O&M Contractor-Empey will attend on 10/27. Invoices- no Fitchburg invoice yet and Barb will be paying Woodward & Curran's final bill when she receives their signoff. Grease Trap status- Barb has 4 accounts to contact regarding their annual permit renewal. 1st Tuesday - all logs are in except for 1 which she had contacted. If she has no response, she will start the $50 non-compliance letter process. Communications- Barb reported that she continues to send the minutes and agendas to the department heads. Dave asked Barb to forward the Planning Board agendas to all Commissioners. Member Agenda Inputs for Future Meetings- By-law discussion, Maintenance Plan review Public Comment-Brett commented that in a previous meeting they told the Feehans, who had a failed septic system, that they needed to prove they could not put in a new septic in order to join the sewer system. He noted that it is not written that way in the By-laws. He asked if they could follow up with them and Barb noted that she had talked to Kelly a couple weeks ago and they are moving forward to put in a septic system. Brett suggested that the Commission review the bylaws at a future meeting to make sure we are on the same page, for others who have a similar problem. Carl agreed that it is not part of the regulations, that it is part of process, and it does mention when that it is the Commission's mission to help people when conventional or innovative systems are not available. Environmentally, septic systems are better than sewer since sewer sends water out of town. Also, this situation called for expansion of the Sewer Service area. He agreed that the Commission should look at this to make sure we're on the same page. Barb read from page 14 of the Sewer Use Regulations, under Sewer Commission Development Policy, regarding alternate solutions. Brett noted that the section he was reterring to was in the Sewer Districting bylaw, under purposes for connection. He said he would email Barb the section he referred to, and the Commission requested that Barb forward it to all Commissioners. Barb reminded the Commission that they are not in the SSA and it is a force main issue. The Commission discussed the details of the Feehan's situation, being on the section of the force main owned by the State, and whether they could even tie in. Brett would like the bylaw reviewed for future requests. PUBLIC COMMENT - Dave reported the Lobsters for Lunenburg fund raiser has sold out on lobsters but there are raffle tickets still available, with all proceeds going to 1st responders. He thanked the Lake Shirley for access to their Paypal account and provided the contact information. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: October 27, 2020 @ 5pm - Regular Meeting, Remote Participation November 10, 2020 @ 5pm - Regular Meeting, Remote Participation Motion: John R. To adjourn: 6:48pm Second: Carl L. Roll Call Vote: Carl-yes, John-yes, Brett-yes, and Dave-yes Respectively Submitted, R. Conle Jane L. Ranley Minutes Clerk ======================================================================================== DOCUMENT : 2020-10-27-agenda-5675.txt BOARD : sewer-commission DATE : 2020-10-27 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-10-27-agenda-5675.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10272020-5675 ======================================================================================== ===PAGE 1=== SEWER COMMISSION October 27, 2020 5:00pm Regular 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 10am to 2pm and by appointment outside those hours. 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/85076769588 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID #: Meeting ID: 850 7676 9588. 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 Chip Empey & Al Packard, Chad Empey LLC- introductions and review CURRENT BUSINESS Jack Rodriquenz, DPW Director, Retirement 10/30/20 Maintenance Plan – draft review and approval Bright Farms Project –peer review Minutes –10/13 review and approval Business Discussion Business Manager report – 384 Mass Ave extension update, Generators, Invoices, I/I 3rd Party Billing tool status, 88 Mass Ave Change of Use, Grease Trap program-annual renewals, grease trap logs, Communication Members Agenda Inputs for Future Meetings Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES October 27, 2020 5pm Regular Meeting, Remote Participation until further notice November 10, 2020 5pm Regular Meeting, Remote Participation until further notice Adjournment ======================================================================================== DOCUMENT : 2020-10-27-minutes-5675.txt BOARD : sewer-commission DATE : 2020-10-27 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-10-27-minutes-5675.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10272020-5675 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== drinking water and hydraulics licenses and has been working on the pump stations for 8 plus years through the previous contractor. Dave asked them how the sewer system is going and what their biggest challenge will be this year. Al replied the stations were in a bit of rough shape at first, but after spending time going through them with regular maintenance, they are working well now. He is also working with Barb on the generator maintenance program. He stressed that if they take care of the little problems as they go along it will prevent callouts. Mike suggested meeting again to discuss the maintenance program, as well as parts needed for repairs. Al noted that he put together a parts list previously and the Commission has done a great job keeping the parts stocked. He will check to see what needs to be replaced. John added that communication fell short with the former contractor and he would like to focus on maintaining communication, especially when Jack (DPW)leaves. Al replied he will be communicating with Barb until the new DPW director comes in. Carl asked if Al had seen the Maintenance Plan and he would like Al's input before finalizing the Plan. Carl noted that Wright Pierce did a pump station study and asked Al if there are items that could become obsolete. Al replied he had not seen the report yet, but he is concerned about equipment at Dana St. and especially Mass Ave 1. Carl added that they are trying to find I/l and it is important to get good run-time data from the pump stations. Al replied that he is working on issues with the equations in the programing but will have data from 9/1 to 11/1 at the end of the month. Al added that Mass 2 and Mass 3 are constantly running, indicating I/l. CURRENT BUSINESS - Jack Rodriquenz, DPW Director, Retirement 10/30/20 Barb announced that this is their last meeting with Jack Rodriquenz and the DPW will miss him alot. She added that. he has been a wonderful supervisor and she will miss him greatly. Jack noted the Town Manager has found a replacement, who should be on the job within a few weeks. The Commissioners thanked Jack for all he has done in the past 30 years, agreed he will be sorely missed and wished him the best. PUBLIC COMMENT - Carl summarized the goal and the history of the Maintenance Plan. He noted that there has not been a documented plan in place. The goal is to improve inspection and preventive maintenance of the system. The plan started in 2019 with a contract to Wright Pierce (WP), who provided the 1st comprehensive draft in November 2019. Jack met with WP to discuss and suggest changes in February 2020, but it was never discussed in open meeting, until this meeting. He added that this will be the last time to have Jack's input and would like to continue discussion with the new DPW director. Carl suggested that they do not finalize the plan until they get input from the new DPW director. Maintenance Plan - draft review and approval - Jack advised that the Commission could go back to discuss the original draft, or take the draft as is, discussing it a piece at a time, as well as reviewing it with the new DPW Director. He added that it is a living document that should be revised regularly, and they could plan to come up with a new revision by June 30th. Barb noted that the document was worked on with Wright Pierce and they now have a working document to present to the new director, to get their input. Dave added that it is a very good document and suggested ratifying it at the meeting, so they can discuss it in future meetings or workshops. Mike agreed it is a starting point, and they can work with Empey and the new Director to modify it. John also agreed it is a good starting point but that they should make sure they do follow up and a formal review. Dave suggested discussing part of it at each meeting. John also suggested one correction to remove reference to capital improvement in section 2.6.1 that doesn't exist. Jack reminded the Commission there is no rush and they should take their time to get it right. Carl agreed it deserves the time to go through section by section and it is better to give this plan to the new director, to ===PAGE 2=== rams engineer to submit be consola conta poo Commission. Bright Farms met with the planning board on 10/26. Minutes of 10/13/20 - Motion: Brett R. Second: Mike D. To accept the minutes of 10/13/20. Roll call vote: Mike-aye, Carl-aye, Brett-aye, Dave-aye, John-abstained Business Manager Report - 384 Mass Ave Extension update- Barb reported that Jack met with John Esposito and confirmed he will need to get approval from the State. They will probably require an engineered drawing, so it is on hold currently. Carl suggested that they get a copy of the plan before approving the connection. Carl added that their last vote is no longer valid because Jack will not be there to review the new drawing. Dave stated that if the State approves of the plan, the Commission wouldn't need to approve it. The Commission discussed and Barb will get a more detailed drawing when it goes to the state for approval. Generators- Barb reported that Al (Empey) is working on setting up the generator maintenance. Invoices- Fitchburg Monthly Usage-$ 14,554.08 and Mead Talerman- $252.91 (for 9/21-10/20) I/I 3rd party Billing Tool status. Barb sent out the billing tool agreement to Woodard & Curran and had not yet heard back. 88 Mass Ave Change of Use- Barb reported the ZBA approved the request to increase from 3 to 5 units. She added that if they go forward with the pizza restaurant and nail salon, they will need to come to the Sewer Commission for a change of use approval. Commission discussed that they would also require an external grease trap for a pizza restaurant. Grease Trap program annual renewals - Barb said she had 4 establishments that were outstanding but 1 has been received. She is still working on the remaining 3 and sent out certified letters, with the non-compliance fee. 1st Tuesday report - only 1 outstanding and rest are current. Meter Import- Barb reported that Jane has finished the meter import project and thanked her. Barb will be working on the quarterly billing soon and will run the usual billing parallel with meter import of the 800+ meters to test it out. Hopefully, the next billing will be solely with the meter imports file. Member Agenda Inputs for Future Meetings- Maintenance Plan Public Comment-John commented that he does not want the Maintenance Plan review to fall through the cracks. Dave reminded Commissioners that Barb has made copies of the Maintenance Plan. Carl noted that he put a lot of effort into putting comments into the Maintenance Plan. He will send his marked up copy to Barb to be entered into the record and distributed to the Commission. Dave thanked Carl for his work on the Maintenance Plan. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: November 10, 2020 @ 5pm - Regular Meeting, Remote Participation November 17, 2020 @ 7pm - Special Town Meeting - at Lunenburg High School November 24, 2020 @ 5pm - Regular Meeting, Remote Participation Motion: John R. To adjourn: 6:29pm Second: Carl L. Roll call vote: Brett-aye, John-aye, Carl-aye, Dave-aye. ======================================================================================== DOCUMENT : 2020-11-10-agenda-5655.txt BOARD : sewer-commission DATE : 2020-11-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-11-10-agenda-5655.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11102020-5655 ======================================================================================== ===PAGE 1=== SEWER COMMISSION November 10, 2020 5:00pm Regular 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 10am to 2pm and by appointment outside those hours. 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/7663167607 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID #: Meeting ID: 766 316 7607. 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 Sean O’Neil, Bright Farms Project discussion – Sewer access, pipe location, State permitting, Fitchburg approval, billing method approval CURRENT BUSINESS Rob Oliva, DPW Director effective 11/9/20 Minutes –10/13 – review and approve Meeting schedule discussion- November and December schedule Business Discussion Business Manager report – Maintenance plan, Generator Maintenance, Invoices, Town online map, 3rd party Billing Tool, FY21 Budget, Grease Trap program compliance, Communication Members Agenda Inputs for Future Meetings Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES November 17, 2020 7pm Special Town Meeting, Lunenburg Middle-High School November 24, 2020 5pm Regular Meeting, Remote Participation until further notice December 8, 2020 5pm Regular Meeting, Remote Participation until further notice Adjournment ======================================================================================== DOCUMENT : 2020-11-10-agenda-5657.txt BOARD : sewer-commission DATE : 2020-11-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-11-10-agenda-5657.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11102020-5657 ======================================================================================== ===PAGE 1=== SEWER COMMISSION November 10, 2020 5:00pm Regular Meeting via Zoom REVISED 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 10am to 2pm and by appointment outside those hours. 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/7663167607 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID #: Meeting ID: 766 316 7607. 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 Sean O’Neil, Bright Farms Project discussion – Sewer access, pipe location, State permitting, Fitchburg approval, billing method approval CURRENT BUSINESS Rob Oliva, DPW Director effective 11/9/20 Discussion on Letter to Woodard & Curran re: Billing Tool and Final Invoice Minutes –10/27 – review and approve Meeting schedule discussion- November and December schedule Business Discussion Business Manager report – Maintenance plan, Generator Maintenance, Invoices, Town online map, 3rd party Billing Tool, FY21 Budget, Grease Trap program compliance, Communication Members Agenda Inputs for Future Meetings Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES November 17, 2020 7pm Special Town Meeting, Lunenburg Middle-High School November 24, 2020 5pm Regular Meeting, Remote Participation until further notice December 8, 2020 5pm Regular Meeting, Remote Participation until further notice Adjournment ======================================================================================== DOCUMENT : 2020-11-16-agenda-5656.txt BOARD : sewer-commission DATE : 2020-11-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-11-16-agenda-5656.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11162020-5656 ======================================================================================== ===PAGE 1=== SEWER COMMISSION November 16, 2020-rescheduled from 11/10/20 5:00pm Regular 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 10am to 2pm and by appointment outside those hours. 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/89400805648 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID #: Meeting ID: 894 0080 5648. 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 Sean O’Neil, Bright Farms and Jeff Walsh, Graves Engineering- Bright Farms Project discussion – Sewer access, pipe location, State permitting, Fitchburg approval, discharge metering CURRENT BUSINESS Rob Oliva, DPW Director effective 11/9/20 Discussion on Letter to Woodard & Curran re: Billing Tool and Final Invoice Maintenance Plan – Final report overview Sewer Privilege fee Assessment – 57 & 63 Cross Rd Minutes –10/27 – review and approve Meeting schedule discussion- November and December schedule Business Discussion Business Manager report – Special Town Meeting, Generator Maintenance, Town online map, 3rd party Billing Tool, FY21 Budget, Grease Trap program compliance, Communication Members Agenda Inputs for Future Meetings Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES November 17, 2020 7pm Special Town Meeting, Lunenburg Middle-High School November 24, 2020 5pm Regular Meeting, Remote Participation until further notice December 8, 2020 5pm Regular Meeting, Remote Participation until further notice Adjournment ======================================================================================== DOCUMENT : 2020-11-16-minutes-5656.txt BOARD : sewer-commission DATE : 2020-11-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-11-16-minutes-5656.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11162020-5656 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== meeting. PUBLIC COMMENT- Carl welcomed Rob Oliva to Lunenburg. He also noted that he will be emailing his comments regarding the Maintenance Plan, along with his questions for the new DPW Director, to the Commissioners and wanted that noted in the minutes. Dave thanked all who participated in the toy collection/parade for the Salvation Army and all who made it a great event. APPOINTMENTS - Sean O'Neil, Bright Farms and Jeff Walsh, Graves Engineering- Bright Farms Project discussion- Barb stated that Sean and Jeff were present to answer questions on project. Sean said first, they have questions about the physical connection issues and want to make sure the Sewer Commission is happy with the site plan. Secondly, they need to know how they connect to system and manage the right-of-way. He also asked Steve Powell (the landowner) and Brian Marchetti (the civil engineer) to attend the meeting, to explain the other project that is separate but related to the Bright Farms project. Also attending are Chi Mann and Nick Long - civil engineers for Bright Farms. Jeff Walsh added that he is reviewing the plans for the planning board and reported that they have some minor comments to still be addressed. He noted that they need to connect and bring forward the existing stub, and some comments on the invert elevations on the site. Dave asked Rob Oliva if there were any concerns about the laterals. Rob replied that the connection is straight forward, but he would like to hear more about the possible connections to other parcels of the property. Sean replied that they need to get approval from the Commission in order to get Planning Board approval. Carl asked if they could confirm that the line does not have any easements or right-a-ways. Sean replied that there are currently no easements on the site, but there may be some easements with Steve & Brian's project. Rob noted that he verified the presence of the lateral and added that the Department of Transportation(DOT) application comes from the town for any work in the right a way. Dave noted that the town would pull the line up to the property line. Carl asked for confirmation that the line will be 100% on the property and Jeff clarified that the line is coming from Mass Ave to the Bright Farms building. Carl asked who pays for the lateral. John said that if the line does not go to the property line, the town should pay for it and move forward on the permitting from the state. Rob said he needs a submittal from Bright Farms to submit the application to the DOT. He added that Bright Farms' contractor could do the work to bring it to property line. Barb noted that they do not need to go to the state until they have an application for a permit to connect. Dave asked for a motion to approve bringing the line to the property. Motion: Mike D. Second: John R. To bring the pipe connection for Bright Farms to the property line and to use the Bright Farms contractor to make that connection. Roll Call Vote - Mike-aye, Brett-aye, Carl-aye, John-aye and Dave-aye. Rob noted that Bright Farms will supplement their water with rainwater and suggested metering their sewer affluent. Sean replied that the issue with metering water is 90% of the water goes into the plants and the rainwater may confuse the issue. They will be recycling the water used for cleaning the equipment every day. The water used weekly to backwash the filtration systems will be released to the sewer system. Jeff said he supports metering the affluent leaving the facility, using 1 meter that can be accessed easily. Sean added that they will choose a meter and obtain approval from the Commission. Mike and Brett agreed with a single meter. Carl agreed with 1 meter but noted that outflow meters are not always accurate. They may want to do a peer review on the meter and discuss a ===PAGE 2=== come in with a subdivision road to the Bright Farms property. The roadway would have frontage for commercial users but there is no set plan. They just want to make sure the sewer line could be connected to the commercial subdivision in the future. Rob said they would need to make sure the sewer is a main and not a sewer service, making sure it works as part of the subdivision. Brian added that they want to think ahead to maximize the property, but do not want to get in the way of Bright Farms. Brian said he will bring a Rob a plan to review. Dave said Bright Farms is a priority, but it would be good to have only 1 cut. Jeff said it is a 10" lateral, and 8" after the manhole and would serve a large area of residential. Steve noted he is working with Mass Ave. Motors, regarding tying in and moving their entrance to the subdivision road. Rob said he likes the idea but would need to see plans. CURRENT BUSINESS - Rob Oliva, DPW Director effective 11/9/20 - Rob introduced himself to the Commissioners and gave a short summary of his experience as a civil engineer, working with Planning Boards, sewer departments and roadwork. Dave encouraged the Commissioners to go to the DPW to meet Rob. Carl asked Rob about his experience in Gardner. Rob replied he was assistant director, managing the water and sewer departments. He was responsible for the day to day maintenance and operation of the collection system. John said he is looking forward to his comments on the maintenance plan. Rob replied that he will be looking at the plan and talking to the pump station contractors. Brett commented that it is good to hear his experience with sewer systems and he is looking forward to working with him. Discussion on Letter to Woodard & Curran re: Billing Tool and Final Invoice - Dave said he assumed they voted to pay the invoice. Barb noted that she talked to Scott (Woodard & Curran), who said they will be available for support when needed. Dave asked for a vote to pay the invoice. Motion: John R. Second: Mike D. To pay the final Woodard & Curran invoice for 1 & I 3rd party review. Discussion: Carl asked if the support would cover the algorithm. Dave replied Scott assured it will. Roll Call Vote - Mike-aye, Carl-aye, John-aye, Brett-aye and Dave-aye. Barb said she will pay that bill. Maintenance Plan - Final report overview. Dave suggested putting it on a future agenda so Rob can review it. All agreed and will add it to the agenda of the meeting after the next one. Sewer Privilege Fee Assessment - 57 & 63 Cross Road - Barb reported that both properties have connected to the main and they can now assess the privilege fees of $13,997.47 each. Motion: John R. Second: Brett R. To assess the privilege fees for 57 & 63 Cross Road. Discussion: Carl asked for the amount of the privilege fee and suggested adding it to the motion. John withdrew the first motion and revised it. Motion: John R. Second: Brett R. To assess the privilege fee for 57 & 63 Cross Road @ $13,997.47 each. Roll Call Vote - Mike-aye, Carl-aye, John-aye, Brett-aye and Dave-aye. Minutes- 10/27/20 Motion: John R. To approve the 10/27/20 Minutes. Second: Brett R. Roll Call Vote - Mike-aye, Carl-aye, John-aye, Brett-aye and Dave-aye. ===PAGE 3=== To cancel the 11/24 meeting. Roll Call Vote - Mike-aye, Carl-aye, John-aye, Brett-aye and Dave-aye. December 29th meeting -Dave proposed cancelling the December 29th meeting as the Commission usually doesn't meet the week between Christmas and New Years. Motion: Brett R. Second: John R. To cancel the 12/29 meeting. Roll Call Vote - Mike-aye, Carl-aye, John-aye, Brett-aye and Dave-aye. Business Manager Report - Generator Maintenance- Barb reported that Al Packard is working with Weld, who previously worked on the generators and she received a maintenance price of $4,825/year. Meanwhile, Al is taking very good care of the generators. Dave asked how the Empey budget is going and Barb replied very well - there have been no extra charges. The Commission discussed the previous costs from generator contractors. Rob added he will look into the generator contract and options, prior to the next meeting. Invoices-none. Town Online map- Barb noted that the town Gis maps have been updated and the manhole IDs have been added to the map. FY21 Budget- Barb sent out the current year-to-date budget. She reported that as of the first week of November, revenues were $334,167 and expenses were $304,000, which includes the annual transfer for indirect expenses. The Commission discussed the outsourcing figures. Dave asked Rob about his budget experience and suggested that Barb and Rob review the budget. Grease Trap program compliance- Barb noted that all annual permits and 1st Tuesday reports have been received. Communication - Barb has had no communication from other departments. Member Agenda Inputs for Future Meetings- Dave suggested Commissioners send any questions to Rob and discuss answers at future meetings. Carl suggested setting objectives and prioritize projects. Rob said he is always open to suggestions. Public Comment- Dave wished all a happy Thanksgiving. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: November 17, 2020 @ 7pm Special Town Meeting, Lunenburg Middle-High School November 24, 2020 - cancelled December 8, 2020 @ 5pm - Regular Meeting, Remote Participation December 29, 2020 - cancelled Motion: Brett R. To adjourn at 6:42pm Second: Mike D. Roll Call Vote - Mike-aye, Carl-aye, John-aye, Brett-aye and Dave-aye Respectively submitted, Gone h. • Kanley Minutes Clerk ======================================================================================== DOCUMENT : 2020-12-08-agenda-5676.txt BOARD : sewer-commission DATE : 2020-12-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-12-08-agenda-5676.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12082020-5676 ======================================================================================== ===PAGE 1=== SEWER COMMISSION December 8, 2020 4:30pm Regular 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 10am to 2pm and by appointment outside those hours. 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/84179531317 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID #: Meeting ID: 841 7953 1317. 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 Illegal Connection 384 Mass Ave – discussion, action plan Maintenance Plan –overview discussion and plan for section by section review Q2 Sewer Billing Commitment Minutes 11/16 Business Manager report – Leominster debt service, privilege fees Cross Rd., Generator Maintenance, Jetting plan, Invoices, Billing to Outflow comparison Q2, YTD FY21 Budget, Grease Trap 1st Tuesday reports Members Agenda Inputs for Future Meetings Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES January 12, 2021 5pm Regular Meeting, Remote Participation until further notice January 26, 2021 5pm Regular Meeting, Remote Participation until further notice Adjournment ======================================================================================== DOCUMENT : 2020-12-08-minutes-5676.txt BOARD : sewer-commission DATE : 2020-12-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2020-12-08-minutes-5676.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12082020-5676 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== can check the town website for requirements and contact a licensed plumber to obtain proper approvals. CURRENT BUSINESS - Illegal Connection 384 Mass Ave- Barb reported that she received an as-built from John Esposito on 11/30 showing a connection to sewer and it confirmed that 384 Mass. Ave. had been connected. She had sent emails to Pam Munyon, owner of property, to confirm that the property connected and did not hear back. She pointed out that Jack Rodriquenz never signed off on the Permit to Connect application. Barb contacted Mr. Esposito about attending the meeting and told him that he should have had an inspection done. He said he tried to call. Neither Barb nor Sam (DPW Administrative Assistant) received a call from him. Rob Oliva said that he understood that Jack gave Mr. Esposito a verbal ok on the concept to connect and told him he needed to go to Mass DOT, which did not happen. Rob reached out to Mass DOT and told them the connection was done, without going into the pavement on the road. Mass Highway wanted the address in order to check it out and asked Rob to start the application process, for their records, which Rob will do online. Mike suggested that if the process was not followed, there should be some kind of fines assessed. Carl noted that Rob had answered most of his concerns, including that it is usually the Town's job to go to the State (per subsequent Bright Farms discussions) and the only option was to assess the fine for an illegal connection, as stated in the regulations and let Rob proceed with working with the State. Brett agreed with Carl and Mike regarding the fine and thanked Rob for contacting the state. Dave would like to hear from the State and recommended having Mr. Esposito and the property owners attend the January meeting to explain why they connected illegally. The Commission discussed the minimum fine of $5,000 and options, such as digging it up, to determine what was done. Rob noted that the town does not allow easements and this connection has been tied into the other building and can be an issue when the property is sold. Dave suggested we talk to Town Counsel, and to keep track of legal costs to add to the fine and get input from the State. He also asked Barb to contact Jack in regards to what had been done. Carl added they need to know where the line is and, at the owner's expense, have a proper survey completed. If the line crossed the property line, it would need to be redone. The Commission discussed options for checking exactly where the pipe is. Barb said she will contact Town Counsel. Maintenance Plan - overview discussion-Rob suggested that each Commissioner go through the plan individually, noting any questions/comments. He can put all questions/comments in one document, which can be discussed, section by section in meetings. The Commission discussed Rob's suggestion and agreed it was the best use of time. Dave encouraged all commissioners to send their comments to Rob. Carl added that he will send his previous comments to Rob. Q2 Sewer Billing Commitment - Motion: John R. To approve the Q2 billing for $291,405.95, dated 11/23/20. Roll Call Vote: Mike-aye, Carl-aye, John-aye, Brett-aye, Dave-aye Second: Brett R. Minutes 11/16- Motion: Brett R. To approve the minutes of 11/16/20. Second: John R. Roll Call Vote: Mike-aye, Carl-aye, John-aye, Brett-aye, Dave- aye ===PAGE 2=== suggested making sure the next budget has money to pay for the components of the maintenance plan. Invoices- Commission approved the Fitchburg Usage invoice for $13,689.36 and Leominster Usage invoice for $74,265.66, which was based on flows for 6/26 - 9/25/20. Barb added that this Leominster invoice was the truest invoice as it reflects a dry period with little I/1. Billing to Outflow comparison Q2 - Barb noted that when Al gives her the December numbers, she will have data for pump runs and flows to use with the Woodard & Curran billing tool. Carl noted after looking at the comparison that since each summer period is similar whether it reflects irrigation usage that is not part of the irrigation meters. Year to date budget- Barb had sent the current budget to Commissioners to review. Carl thanked Barb for moving the charges for Empey to outsourcing where it should be. Grease Trap- 1st Tuesday reports - Barb reported that all permits are current and there is just 1 outstanding report, which she should have tomorrow. Member Agenda Inputs for Future Meetings - Dave suggested starting work on the Maintenance Plan in January and he asked Barb to check the status on Small Water (SWSS) for 2020. Barb replied that SWSS never pursued anything, but she will check with Heather (Town Manager). Public Comment - Regarding 384 Mass Ave., Carl suggested that we get a written statement from Jack Rodriquenz and Dave suggested that it may be better for counsel to work with Jack as he would know the right questions to ask about the vaccines. He also thanked all the Commissioners for their work in 2020. Barb added that she will send out any updates she receives in regard to 384 Mass Ave. Barb also suggested sending a plant to the Water Department, who are now in their new building. Dave suggested buying them a pizza lunch instead and all agreed UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: January 12, 2021 @ 5pm - Regular Meeting, Remote Participation January 26, 2021 @ 5pm - Regular Meeting, Remote Participation Motion: Carl L. To adjourn: 5:34pm Second: Brett R. Roll Call Vote: Mike-aye, Carl-aye, John-aye, Brett-aye, Dave- aye Respectively submitted Minutes Clerk Attached: Carl Luck 12/21/20 email of Notification of Legal Office Hour meeting ===PAGE 3=== Per the Sewer Commission's new Legal Counsel Access Policy, 1 am notifying the members of the Sewer Commission of my meeting with Town Counsel during his Office Hours on 12/14/20. I had scheduled this meeting initially to discuss Conservation Commission related items only, but had time at the end to get clarification, for my own sake, related to the timely issue of sewer connections policy and fines. Although not required by our policy, I would have informed the Commission of this meeting, in advance, at our 12/8 meeting if I had planned to discuss sewer items at that time. It was only upon reflection after our meeting, and having been told by our Chairman that I was not welcome to join our Business Manager during her portion of the meeting with counsel on this subject, that I considered adding this to my list, if time permitted. I found the discussion with Adam, though short, enlightening and useful. I strongly encourage all Commissioners to take advantage of these Office Hours whenever you have questions or want to understand the legal implications of our Charter, Regulations, and/or Policies. Adam Costa has proven himself to be open, well informed and thoughtful in his guidance. The cost is already included in our lump sum budgeted payment to the Town for legal support, so there is no additional legal expense to our customers associated with these meetings. I wish each of you a safe and Happy Holiday, Carl Sent from Mail for Windows 10