# sewer-commission — 22 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 : 2022-01-11-agenda-5711.txt BOARD : sewer-commission DATE : 2022-01-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-01-11-agenda-5711.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01112022-5711 ======================================================================================== ===PAGE 1=== SEWER COMMISSION January 11, 2022 6:00pm 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 the LunenburgAccess YouTube channel (https://www.youtube.com/user/LunenburgAccess/videos) within 24 hours of the meeting. This public meeting is 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 this link to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: #792 737 0353. If you have not registered with Zoom you will be asked for your name and an e-mail 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. 6:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE PUBLIC COMMENT ANNOUNCEMENTS APPOINTMENTS 6pm Rich Blanchflower, 5 Chestnut St - inclusion in Sewer Service Area (SSA) discussion CURRENT BUSINESS American Rescue Plan Act (ARPA) funds (Coronavirus Local Fiscal Recovery Fund Policy-input for sewer projects, Leominster & Fitchburg collaboration Fitchburg Sewer Use Ordinance – status Upland/Eastern Ave/White Street extensions – Wright Pierce contract, counsel review Search for Assistant Business Manager- communication, MMA, interviews FY21 Annual Report request Minutes – 12/21 Meeting -review and approve Business Manager report – Grease trap reports, FY23, Q3 bills, Invoices Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES January 25, 2022 6pm Regular Meeting, Town Hall, 2nd Floor Meeting Room, 17 Main Street February 8, 2022 6pm Regular Meeting, Remote Participation via Zoom Adjournment ======================================================================================== DOCUMENT : 2022-01-11-minutes-5711.txt BOARD : sewer-commission DATE : 2022-01-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-01-11-minutes-5711.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01112022-5711 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 01/11/22 Sewer Commission meeting- via Zoom (Video Conference) Attendees: Vice-Chair- John Reynolds, Clerk- Brett Ramsden, Members: Mike Deveikis and Mike Nault, DPW Director- Rob Oliva, Business Manager-Barb Lefebvre, Minutes Clerk-Jane Ranley Absent: Chair- Dave MacDonald Guests: Richard Blanchflower (5 Chestnut St.) and Greg Roy (Dillis & Roy) John opened the meeting at 6:01 pm. and did a roll call of attendees. The Commission began the meeting by saying the Pledge of Allegiance. PUBLIC COMMENT- none APPOINTMENTS - Rich Blanchflower, 5 Chestnut St. and Greg Roy (Dillis & Roy)- Greg stated Rich had gone before the Commission a couple years ago with a request to add the property to the Sewer Service Area (SSA) for a large residential development. Rich later withdrew the request but has now modified his plans for the property. Greg shared the GIS map for the property which shows the small section of frontage on Chestnut St. that is currently the only portion of his property in the SSA. Originally, Rich proposed a 40-unit development on the site, but now wants to use the majority of the back of the property for a horse rescue facility, for which he is seeking grant money. The equestrian facility would be staffed and need water & sewer. Since the soil has a very shallow depth to ledge, there is no place to put in a septic system and it would need to have a sewer connection. The applicant would also like to add a much smaller residential development in the front of the property, and it would be advantageous to connect to sewer. Barb noted that the property in the front of where the equestrian facility would be is 733 Mass. Ave. Brett said he is open to the residential development and an equestrian facility. Greg estimated there would be about 20 residential, in line with current zoning and wetlands regulations. John inquired about test holes and Rick replied he went out with Whitman & Bingham for test holes. They hit hard pan ledge 2'-2.5' everywhere and in front it is only 8"- they would have to blast. John suggested providing the Board of Health with the results of the test holes. Mike D. asked about the size of the Equestrian Barn and Rick replied it could be 2,000 to 5,000 sq. ft. Barb confirmed the property on Mass Ave. has been bettered and Greg confirmed there is a manhole there. Mike D. suggested discussing sewer expansion on Chestnut St. as a future agenda item. Mike N. stated he is open to the idea but would want more details on the size of the farm & residential development. Brett asked about hitting ledge when getting a line in and Greg replied they will hit ledge right away. They may want to look at a low-pressure system and extend the system with a force main. Rob said the need has been demonstrated for sewer and he would be in favor of adding it to the SSA. John noted the next step is for the town to vote to add the property to the SSA. Greg said it would be helpful to know if the Commission is in favor of the plan. Barb clarified the first step is the SSA expansion approval at Town Meeting and the Commission can recommend or not recommend approval. Once approved, they would still need to present the plan to the other committees in Town. John noted they can recommend going ahead with adding it to the SSA, but that it does not automatically approve the connection - they are 2 separate processes. The Commission agreed that they are open to the idea but not ready to take a vote on a motion. Greg said it was good feedback and their next step is to get it on the Town Meeting warrant. They will also work on developing some concept plans. CURRENT BUSINESS - American Rescue Plan Act (ARPA) funds (Coronavirus Local Fiscal Recovery Fund Policy) - Rob noted Barb reached out to Fitchburg and Leominster for a meeting. Fitchburg will be hiring a new person, as the Interim commissioner is also leaving, but a meeting with Leominster has been set up. Rob reported he went through the document for the use of funds, which shows money is available for water/sewer projects. He is not certain if they can do the pump station projects but may be eligible under a SRF (Clean Waters State Revolving Funds) project. At present, they would need more clarification on what they can do. John asked Barb to add the discussion to future agendas and asked if there is a deadline for applying. Barb replied the Town Manager has asked for a list of suggested projects to be submitted to the Select Board. Rob added that the document notes costs are obligated by 12/31/24 and to be expended by 12/31/26. ===PAGE 2=== Fitchburg Sewer Use Ordinance- Barb reported she just received input from Adam (Town Counsel) on Fitchburg's requested changes and she will put it on the next agenda. Upland/Eastern Ave/White Street extensions- Barb noted she also just received the approved contract from Town Counsel and will be sending it to Wright Pierce. If they are ok with the contract, we can move ahead. If Wright Pierce makes any changes, it will need to go back to Town Counsel. Wright Pierce is preparing to start the borings in 2 weeks -around the 24th or 25'h. John confirmed if Wright Pierce agrees with counsel changes, they are good to go and he asked Barb to keep Dave updated. Search for Assistant Business Manager- Rob said they interviewed a few candidates last week and have another interview coming up with a candidate with Munis experience. The position has been readvertised on the state municipal website. FY21 Annual Report request- Barb reported she received the notice from the Select Board office for the Annual Report for FY21 (ending 6/30/21) The Commission discussed, and Jane agreed to put a draft together for Barb. Minutes - 11/9/21 meeting Motion: Brett R. To approve the minutes for 11/9/21. Mike N. abstained as he was not present for the 11/9 meeting. Second: Mike D. Roll Call Vote: Brett-aye, Mike D.-aye and John-aye. Minutes - 12/21/21 meeting Motion: Brett R. To approve the minutes for 12/21/21. Mike D. abstained as he was not present for the 12/21 meeting. Second: Mike N. Roll Call Vote: Brett-aye, Mike N.-aye and John-aye. Business Manager Report - Grease Trap reports- Barb noted the 1st Tuesday reports were due 1/4/22. She has received a few and will be reminding the others. FY23 Budget will be on the 1/25 agenda. Barb will be starting the Q3 billing about the same time. There were no Invoices to review. Public Comment - none The Commission discussed the in-person meeting on 1/25. Barb noted masks are required in all Town buildings. The Commission agreed that if masks were required, that it was preferred to continue meeting on Zoom. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: January 25, 2022 @ 6pm - Regular Meeting, Town Hall, 2nd floor Meeting Room, 17 Main St. or Zoom February 8, 2022 @ 6pm - Regular Meeting, Remote Participation Motion: Brett R. To adjourn at 6:48pm. Second: Mike D. Roll Call Vote: Mike N.-aye, Mike D., Brett-aye and John-aye. Respectfully submitted, Care A canley Jane L. Ranle Minutes Clerk ======================================================================================== DOCUMENT : 2022-01-25-agenda-5712.txt BOARD : sewer-commission DATE : 2022-01-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-01-25-agenda-5712.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01252022-5712 ======================================================================================== ===PAGE 1=== SEWER COMMISSION January 25, 2022 6:00pm 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 the LunenburgAccess YouTube channel (https://www.youtube.com/user/LunenburgAccess/videos) within 24 hours of the meeting. This public meeting is 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 this link to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: #792 737 0353. If you have not registered with Zoom you will be asked for your name and an e-mail 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. 6:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE PUBLIC COMMENT ANNOUNCEMENTS CURRENT BUSINESS FY23 Draft Sewer Budget – discussion of FY22 YTD and FY23 Draft Budgets ARPA funding – discussion, meeting with Leominster Upland/Eastern Ave/White Street Engineering Design –Wright Pierce contract approval, schedule Fitchburg Sewer Use Ordinance (Chapter 147) – updates from counsel, next steps Annual Town Meeting Warrant – opening, expected articles and submittal deadline, discussion Draft Annual Report – review and approval Search for Assistant Business Manager –status Town Caucus March 2022 for Town Election - openings Minutes of 1/11/22 Meeting - review and approval Business Manager report – Grease Trap 1st Tuesday reports, FY21, Invoices, Munis name change Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES February 8, 2022 6pm Regular Meeting, Remote Participation via Zoom February 22, 2022 6pm Regular Meeting, Remote Participation via Zoom Adjournment ======================================================================================== DOCUMENT : 2022-01-25-minutes-5712.txt BOARD : sewer-commission DATE : 2022-01-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-01-25-minutes-5712.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01252022-5712 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 1/25/2022 Sewer Commission meeting- via Zoom (Video Conference) Attendees: Chair- Dave MacDonald, Vice-Chair- John Reynolds, Clerk- Brett Ramsden, Member: Mike Nault, DPW Director- Rob Oliva, Business Manager-Barb Lefebvre, Minutes Clerk- Jane Ranley Absent: Mike Deveikis Dave opened the meeting at 6:00 pm. and did a roll call of attendees. The Commission began the meeting by saying the Pledge of Allegiance. PUBLIC COMMENT- Brett thanked Jane for the nice job on the annual report. ANNOUNCEMENTS - Barb noted that work on the Q3 billing starts soon. CURRENT BUSINESS - FY23 Draft Sewer Budget- Barb reviewed the highlights since the Commission had received the draft shortly before the start of the meeting. She notes that FY23 Revenues are projected as $1,094,617, which is an increase of $26K over FY22. Purchase of Service numbers haven't been adjusted from FY22 for the Commission to review and discuss at the next meeting. Payroll reflects updates but will need a new salary grid from the Personnel Committee for vote at Town Meeting to be final. Since Barb is at the top of her grade, they will be going to town meeting to ask for a cost-of-living (COLA) increase and the Accountant had recommended putting an estimated COLA in the 'reserve line until Town Meeting. The Assistant position is in the budget for $25,310 and she is hopeful the position will be filled before 7/1 so the amount is for a full year. The Utilities are about the same as last year. As for Other Expenses, Barb put in $50K for the Capital plan for now but will be a topic of discussion. Leominster usage was estimated at $500K for FY22 and right now it is projected to be about $484K. Barb reported the FY22 budget is looking good right now. Dave asked if they will be putting any money back into Retained Earnings for FY22 and Barb replied it is hard to tell at this point. We are 'in the red' (expenses over revenues) right now but we're about to do the Q3 billing so revenues only reflect 50% for year, while some yearly expenses have already been posted. In regard to the Maintenance spending for FY22, Rob said he still has money to spend in the spring for projects such as jetting and routine camera-ing. Dave asked Rob to look at what he would need in FY23. John said the pump stations are a priority - especially the Dana St. station. Brett said the maintenance program is incredibly important, and Mike N. agreed that the upkeep of the pump stations is at the heart of it all, plus preventive maintenance which leads to less callouts. In regard to the Empey (CTE) contract, Barb noted they are going into year 3 and there will be an increase, which was not noted on the FY23 draft yet. Rob reported the maintenance was done on the generators. Barb noted they had a 1-year contract for the generator maintenance and AI (CTE) is working on that. John said since CTE is heading into year 3, we should plan to start work on the new contract well ahead of time. Dave suggested looking at extending the contract. Rob stated that we would need to discuss this with the Town Manager. ARPA funding- Rob reported that the ARPA funding for a sewer project would need to be a SRF-type project to get high priority. He added that Heather (Town Manager) has scheduled a Zoom meeting on 1/25 with a consultant regarding the ARPA funding that he will be attending and suggested having a Commissioner sit in on the meeting. Upland/Eastern Ave/White Street Engineering Design - Barb received the Wright Pierce contract, approved by Town Counsel. She added that the Commission needs to vote approve the contract tonight, and requested that at least 3 Commissioners come into the office to sign off on the document in person so she can send it to Wright Pierce. Motion: John R. Second: Brett R. To approve the Wright Pierce contract for $13,200 for work on engineering design of the Upland/Eastern Ave/ White Street/ Maple Parkway extension. Roll Call Vote: John-aye, Brett-aye, Mike N.-aye and Dave-aye. Fitchburg Sewer Use Ordinance (Chapter 147) - Barb reported that we'd received notes back from Town Counsel and that there were 2 sections of our regulations that Town Counsel is looking for the Commission's input. Barb read Counsel's comments on Section 6-3 (Criminal Penalties), Fitchburg(Jeff Murawski) comment #31. The Commission also needs to accept Counsel's changes to 4-3 (Discharge Documents), Fitchburg's comments 18&19, where he suggests reducing it to one paragraph, giving the authority to the receiving City for Discharge Documents on SIU's(Significant Industrial Users). If the Sewer Commission approves the changes, it will go back to Fitchburg for their approval. Barb added that Counsel had noted that he is a lawyer and not a technical expert and and that if we wanted advice on the technical aspects we should seek a technical consultant. Barb noted that Jeff and now Mark (Interim Deputy) are the technical people that will make sure we stay by the book and was not sure we want to delay it further. The Commission agreed to vote to accept the changes. Motion: Mike N. Second: Brett R. ===PAGE 2=== To accept Sections 4-3 (Discharge Documents) and 6-3 (Criminal Penalties), as Counsel has recommended by the Fitchburg Chapter 147 regulations. Roll Call Vote: John-aye, Mike N.-aye, Brett-aye and Dave- aye. Barb said she will send it to Fitchburg, and once they accept it, the regulation changes will need to be accepted at the next Town Meeting. At the same time, Barb recommended working on other policies that the Commission wants updated. The Commission agreed to discuss easements, reconnection fees, grease traps annual fees, final read invoice proration and whatever else Rob, Barb or the Commission come up with. Dave asked the Commission to come up with ideas and send to Barb who will put together a list for the next agenda. Annual Town Meeting Warrant - Barb noted the warrant is open and articles need to be submitted by 3/21. The Town Meeting is 5/7. The Commission will have the regular budget articles, Policy/Regulation changes, By-law changes (easements) and the citizen's petition to expand the Sewer Service Area at 5 Chestnut St. The Draft Annual Report that was done by Jane was sent to the Commission last minute for their review. Barb will be put on 2/8 meeting agenda. Search for Assistant Business Manager- Barb reported the opening was posted with the Mass Municipal website. They had a good candidate come forward. Also the position will now be under the Clerical Union, not the SAP. This change should not hold up the process. Barb and Rob have been in on the interviews. Town Caucus March 2022 for Town Election 5/21/22 openings - John Reynolds (June 2020 -May 2022)and Mike Nault(May 2021-May 2022) are up. Brett and Mike are up 2023, and Dave is up 2024. Dave also said he would like someone else to be Chair after the election. The Town Caucus is in March and we'll have a 3- and 1-year term open. Minutes of 1/11/22- Brett noted the 5 Chestnut Street proposal was done 1 year ago but withdrawn before fall town meeting. Barb noted Greg Roy stated in the meeting that it was 2 years ago and that's why the minutes reflect that. The Commission left the statement as is. Commission confirmed attendees, Dave was absent. Motion: John R. Second: Brett R. To accept the minutes for 1/11/22. Roll Call Vote: John-aye, Mike N.-aye and Brett-aye. Dave-abstained. Business Manager Report - Grease Trap 1st Tuesday reports - Barb reported there is only one establishment that still owes December logs and she will pursue them. Invoices - Fitchburg Usage - $15,094.25 and Mead, Talerman - $1,082.26 (with the work on Fitchburg Regulation changes and Wright Pierce contract -total 6.1 hours.) The Commission agreed to pay the invoices. Barb also noted Munis will be changing its name to Enterprise Resource Planning -(ERP) starting in February. Action Items- none Public Comment - none UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: February 8, 2022 @ 6pm - Regular Meeting, Remote Participation February 22, 2022 @ 6pm - Regular Meeting, Remote Participation Motion: John R. Second: Brett R. Roll Call Vote: John-aye, Mike N.-aye, Brett-aye and Dave- aye. Respectuly submited, Jane L. Ranley Minutes Clerk Handouts: Fitchburg Review Notes w Counsel recommendations #18-19-31 for 012522 ======================================================================================== DOCUMENT : 2022-02-08-agenda-5713.txt BOARD : sewer-commission DATE : 2022-02-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-02-08-agenda-5713.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02082022-5713 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 8, 2022 6:00pm 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 the LunenburgAccess YouTube channel (https://www.youtube.com/user/LunenburgAccess/videos) within 24 hours of the meeting. This public meeting is 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 this link 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: #766 316 7607 . If you have not registered with Zoom you will be asked for your name and an e-mail 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. 6:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE PUBLIC COMMENT ANNOUNCEMENTS CURRENT BUSINESS FY23 Draft Sewer Budget –review and discussion American Rescue Plan Act (ARPA) fund- (Coronavirus Local Fiscal Recovery Fund)-presentations, discussion Policy/Bylaw updates – review and discuss list of potential changes for Town Meeting article, schedule hearings Annual Town Meeting Warrant articles discussion –budget, policy changes, bylaw changes Grease Trap Compliance issue (A&D Crossroads) – discussion, action to be taken Assistant Business Manager search -status FY21 Annual Report – review and approval Minutes – 1/25/22 meeting- review and approval Business Manager report – Sewer Extension Engineering Design contract status, Fitchburg Chapter 147 updates status, 1st Tuesday reports, Invoices Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES February 22, 2022 6pm Regular Meeting, Remote Participation via Zoom March 8, 2022 6pm Regular Meeting, Remote Participation via Zoom Adjournment ======================================================================================== DOCUMENT : 2022-02-08-minutes-5713.txt BOARD : sewer-commission DATE : 2022-02-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-02-08-minutes-5713.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02082022-5713 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 02-08-22 Sewer Commission meeting- via Zoom (Video Conference) Attendees: Chair- Dave MacDonald, Vice-Chair- John Reynolds, Clerk- Members: Mike Deveikis and Mike Nault, DPW Director- Rob Oliva, Business Manager-Barb Lefebvre, Minutes Clerk- Jane Ranley Absent: Brett Ramsden (Clerk) Dave opened the meeting at 6:01pm. and Barb did a roll call of attendees. The Commission began the meeting by saying the Pledge of Allegiance. PUBLIC COMMENT and ANNOUNCEMENTS - none CURRENT BUSINESS - FY23 Draft Sewer Budget- Dave suggested tabling the discussion and have a special meeting on 2/15 to discuss the budget. The Commission discussed the special meeting and agreed to meet 2/15. Motion: John R. Second: Mike D. To have a budget meeting on 2/15 to discuss the budget. Roll Call Vote: Mike D-aye, Mike N.-aye, Dave-aye and John-aye. American Rescue Plan Act (ARPA) fund- (Coronavirus Local Fiscal Recovery Fund -Rob attended the consultant's presentation on ARPA funds. Originally, he thought the money would be just for wastewater projects, but actually the town will be getting a certain percentage of money for general use. The funds would be easier to use and also a pump stations project could be funded as an SRF project. Dave suggested prioritizing projects and look at the 1/1 (Inflow/Infiltration) in the Whalom area. Rob noted he and Barb met with Jake Fleming in Leominster regarding their ARPA fund projects, which will include sewer flow studies and metering. They discussed working together on I/l in the Whalom area, with flows going to Leominster. Rob agreed the Commission could prioritize projects, including the Whalom area. John asked Rob if he had any thoughts on whether a good part of the I/l problem is coming from Whalom. Rob replied there are old services in that area and some additional flow study could help. He added the Lunenburg system is young compared to others, but there may be spots with leaky joints that haven't been identified. The amount of I/l does not raise eyebrows with the DEP and a good percentage of what they see is most likely from the Whalom area. John asked Commissioners to notify Rob and Barb with any potential projects. Barb noted Paul Casey (Flow Assessment) confirmed that the equipment in the meter pits has all been updated. Rob added Flow Assessment has committed to another lease year, at the same price. Rob will talk to Kevin Olson (Wright Pierce) for guidance on possible projects. Dave asked about the deadlines and Rob replied 2024 to come up with projects and 2026 to spend the money. Policy/By-law updates- Dave stated this is an opportunity to update policies for the town meeting. Barb noted she will be talking to Town Counsel on 2/24. The Warrant Articles are due by 3/21 and they would need to name any policies they are updating. They will also need 2 public hearings on the policy changes before town meeting. Barb screen shared an excel sheet of Policies/By-laws for the Commission to review for the Spring Town Meeting. 1. DEP requirement- Barb will confirm if it is still required on projects over 1,000 feet. 2. Drain Layers- Barb will ask Counsel if necessary to still require a notary stamp. 3. Prorating of bills- Barb noted the minimum is $107. Commission discussed and Barb will check with the Water District regarding their prorating policy. 4. Wells- Barb stated there are 9 users on wells and currently there is a set quarterly charge of approximately $200 for each. The Commission discussed options for charging based on number of bedrooms, number of residents or square footage of the house. The Commission will discuss the policy again at a future meeting. 5. Connection Policy-Rob stated they currently charge $1,000 to re-connect to an existing service or laying a new service to a property that was previously sewered. Since it involves administrative work and an inspection by him, he suggested charging $50 to $100 as a fairer amount. The Commission discussed and agreed to change the fee from $1,000 to $100. Motion: John R. Second: Mike D. To change the re-connection fee from $1,000 to $100. Roll Call Vote: Mike N.-aye, John-aye, Mike D.-aye and Dave-aye. ===PAGE 2=== 6. Change to Bonds process - Rob noted they currently only require performance bonds with road openings. Barb added she has had drain layers ask about requiring bonds and other towns do require them. She noted in Fitchburg, drain layers give the City $5,000 on account. Dave said the bond is to cover damage to the infrastructure. The Commission discussed and Rob said he will get more information for future discussion. 7. Change to Specifications - Rob stated they do not have details spelled out for specifications for a new service. He would like to offer more detailed information for engineers, noting 6" pipes and slope of 2%. Barb also asked to discuss the use of the terms service vs extension. Commission will discuss this later. 8. Waiver - Rob said Town Counsel suggested adding a paragraph to the by-law about granting waivers. Barb said the Commission had discussed the waiver in 2018 and decided not to do it then. She suggested the Commission look at it again and discuss it. 9. Easements - Rob suggested an easement would be a minor compromise to connect a property to sewer, if a property could not do a septic system and there was no other way to connect. In the past the Commission did not allow easements because they did not want to encourage development through an easement. He suggested wording it carefully or do them on a case-by-case basis. He asked to consider an easement to sewer in cases of Title 5 failure and the only option was a tight tank. The Commission discussed and agreed it should be on a case-by-case hardship basis. They will also get an opinion from Town Counsel. 10. Deduct Meter policy - Barb said the policy needs to state that the meters should read in cubic feet. 11. Grease Trap policy - Discussion on number of establishments that are in compliance. Barb reported that most are compliant. Dave noted when the policy first started there was a lot of establishments not inspecting their grease traps and they were paying a company to do inspections. Now establishments are paying a fee even when they are compliant. The Commission discussed non-compliance fees, charging for inspections and large fines for dumping. grease down the drains. Barb said the FY23 budget reflects non-compliance fees. She added the grease trap regulations do not note a charge for inspections and the Annual Permit fee was increased to cover inspections. If the Commission would like to charge for inspections, it would need to be added to the regulations. The Commission agreed to charge non-compliant establishments for inspections. Dave asked Barb to run it by Town Counsel. Barb asked who would inspect and Dave suggested a grease trap company or a plumber. Rob said he could do the inspections: 12. Direct Connect Language - Barb wanted to add language to the regulations similar to the Fitchburg IMA regarding users that connect directly to Fitchburg that they need to contact the Town of Lunenburg. 13. Monitoring and Inspection- Barb asked to remove the fee schedule in section 4.0 because it was never implemented. The Commission agreed and Barb will discuss it with Town Counsel Motion: John R. Second: Mike D. To remove section 4.0, paragraph 3 from the Sewer By-laws. Roll Call Vote: Mike N.-aye, John-aye, Mike D.-aye and Dave- aye. 14. Hearings (Section 9.0) - Barb read the current wording and proposed going back to posting the hearing twice with only 1 hearing. The Commission discussed the change and agreed it will streamline the process. 15. SSA Expansion clarification- Barb noted after discussion last year about SSA expansion, she had asked Counsel for a clause that will say "the Commission's recommendation for expansion of the SSA is not to be confused with an approval of a project not yet specified." She has not yet received the actual wording from •Counsel. 16. Sewer Commission -powers to amend the Regulations- Barb pointed out the By-laws do not state the Commission has the power to amend Regulations. Counsel has provided the verbiage and she would like it added in. Annual Town Meeting Warrant- the Commission will discuss their articles on 2/22. Barb noted there will be the normal 3 budget articles (Appropriations for FY23, Transfer to Capital Reserve and OPEB transfer), 1 article for ===PAGE 3=== Sewer Use Regulations and 1 article for Sewer By-law changes. The OPEB transfer was incorporated into the town's general budget article so there maybe just 4 articles. The Warrant Articles are due 3/21 and The FinCom presentation is 3/24. Grease Trap Compliance issue (A&D Crossroads) - Barb reported the interceptor behind the A&D plaza was pumped out last July, but she never received the report, even though she requested several times. She also brought it up with the Select Board office during the Victuallers licensing process but it was not enough to pull the license because they have paid their bills. The issue is that A&D has not provided the required report. Barb would like to start the non-compliance process by sending out a letter stating they have 30 days, or it will be $50. If they don't respond, it will be $25/day. The Commission discussed the issue and Barb asked for a vote to proceed with the non- compliance process. Motion: John R. Second: Mike D. To begin the non-compliance process for A&D Crossroads. Roll Call Vote: John-aye, Mike N.-aye, Mike D.-aye and Dave-aye. Assistant Business Manager search - Barb reported they had 3 interviews and they were good candidates. Julie (Asst. Town Manager) is checking their references. FY21 Annual Report- Dave asked Jane for clarification on the wording in the 2nd paragraph and Barb pointed out a typo in the 6'h paragraph that will be fixed for the final submission. Motion: John R. To accept the FY21 Annual report. Second: Mike N. Roll Call Vote: Mike N.-aye, John-aye and Dave- aye. Minutes for 1/25/22 meeting- Motion: John R. To accept the minutes for 1/25. Second: Mike N. Roll Call Vote: John-aye, Mike N.-aye and Dave-aye. Business Manager Report - Sewer Extension Engineering Design contract status - Barb reported the contract was sent to Wright Pierce and they will be meeting with Barb and Rob on 2/11. Wright Pierce will be starting the ledge borings on 2/14. Fitchburg Chapter 147 updates- Barb sent the updates to Fitchburg but has heard no updates. 1st Tuesday reports - Barb is just missing a report from 1 establishment. Invoices- none Action Items- none Public Comment - Dave announced the Senior Center will be having a pancake breakfast on 2/9 at 8am. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: February 15, 2022 @ TBD - Special Budget Meeting, Remote Participation February 22, 2022 @ 6pm - Regular Meeting, Remote Participation March 8, 2022 @ 6pm - Regular Meeting, Remote Participation Motion: John R To adjourn: 7:50pm. Second: Mike N. Roll Call Vote: John-aye, Mike N.-aye and Dave- aye. Tave h Handouts: Policy-Bylaw and section reference spreadsheet ======================================================================================== DOCUMENT : 2022-02-15-agenda-5721.txt BOARD : sewer-commission DATE : 2022-02-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-02-15-agenda-5721.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02152022-5721 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 15, 2022 5:30pm 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 can be found on the LunenburgAccess YouTube channel (https://www.youtube.com/user/LunenburgAccess/videos) within 24 hours of the meeting. This public meeting is 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 this link to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: # 792 737 0353. If you have not registered with Zoom you will be asked for your name and an e-mail 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. 5:30PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE Public Comment CURRENT BUSINESS FY23 Budget discussion Public Comment Adjournment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES February 22, 2022 6pm Regular Meeting, Remote Participation via Zoom March 8, 2022 6pm Regular Meeting, Remote Participation via Zoom ======================================================================================== DOCUMENT : 2022-02-15-minutes-5721.txt BOARD : sewer-commission DATE : 2022-02-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-02-15-minutes-5721.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02152022-5721 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 02/15/22 Sewer Commission Special Budget Meeting- via Zoom (Video Conference) Attendees: Chair- Dave MacDonald, Vice-Chair- John Reynolds, Clerk- Brett Ramsden, Members: Mike Deveikis and Mike Nault, DPW Director- Rob Oliva, Business Manager-Barb Lefebvre, Minutes Clerk- Jane Ranley Dave opened the meeting at 5:39 pm. and did a roll call of attendees. The Commission began the meeting by saying the Pledge of Allegiance. PUBLIC COMMENT- none CURRENT BUSINESS - FY23 Budget discussion- Revenues - Barb went over the figures for FY23. User charges are $1,022,550.00 which is based on current customers plus expected new customers and includes the annual irrigation meter fee. Barb included a 3% increase for the Commission's consideration since there will a deficit. The Commission discussed the increase and whether it needs to be more than 3%: Barb noted the expenses include several items that they still need to discuss. Barb also pointed out $20k will be transterred from the Capital Reserve, for infrastructure. Currently, there is $123K in the Capital Reserve Stabilization Fund. Barb reviewed the other revenue items. New developments were discussed. Expenses- Salaries includes part time employee of 24hrs/week @ $22/hr. and the Cost of Living (COLA) increase to be voted on at Town Meeting. Barb noted employee benefits along with liability insurances, office space costs and DPW director's 15% are paid under Indirect Costs as one lump sum. Purchase of Service- Infrastructure includes repairs at pump stations, jetting, manhole repairs, stub installations, police details, flow meter equipment lease and meter program licensing for $64,700. I/I remediation - is at $10,000. Outsourcing - $96,414 - Barb noted the majority of this expense is for the Year 3 pump station contract with CTE. It also includes generator maintenance contract, groundskeeping, stub location and potential billing support for future bill mailings. Barb noted CTE had an increase of $3K for the year 3 contract. She clarified that the FY21 budget was originally $50,000 for infrastructure, but it was bumped up to cover the $ 68,500 spent. Barb noted that if expenses are more in one category in Purchase of Service, that they can transfer money if available from the other categories. Engineering services - Barb and Rob noted this category was increased in FY23 to $30K, to cover the Upland/Eastern Ave. design, pump station evaluation and ARPA fund projects. Barb stated the actuals for FY22 are $10K for Flow Assessment and $13,200 for Wright Pierce. Utilities - Barb stated all are modest increases and she confirmed we are getting solar credits in FY22. Other Departmental Expenses - Advertising- Dave suggested mailing postcards to new owners on sewer line who are not hooked up. Rob said most new owners learn about Title V issues and sewer at the sale. Barb noted advertising is usually for posting hearings. Capital Expenditures - Budgeted at $50K. Rob said that he has not spent all of the FY22 budgeted amount. Dave suggested budgeting $25K instead of $50K and the Commission discussed other figures. Brett suggested that if Rob needed more money, they could find the extra. Rob added anything not spent goes back to Retained Earnings. Barb noted the Budget should be finalized by 3/8 meeting as the FinCom presentation is 3/24. She will have an updated year-to-date FY22 budget for the next meeting. Leominster debt service is based on flows. Barb received a figure of $38K from Leominster for FY 22 and bumped it up to $41K for FY23. Fitchburg debt service is $20,962 which is the same amount transferred in from the Highfields payment on account until it is used up. Leominster usage ($520K) was bumped up for an increase in customers and is weather dependent. Fitchburg usage ($220K) was also increased due to more customers and the rate increase. The Connection fees mirror the predicted 5 Leominster and 1 Fitchburg connections. Indirect costs of $106, 165 is the estimate from Karen (Town Accountant) which includes health insurance and other benefits. Budgeted totals - Expenses-$1,319,347.82, Revenues -$1, 133,962.00 and Deficit-$185,385.82. Dave asked Barb for an update on the current deficit for FY22. Barb replied it is now $216K because alot of the yearly expenses have been entered but only 50% of the quarterly billing has been received so far. Sewer Betterment account - FY23 Sewer Betterment Debt Service -we will owe $687,992 and the Anticipated Betterment Revenues are $503,081, which leaves a budgeted deficit of $184,911 for Debt Service over Betterment Revenue. Barb noted the Debt Service is firm, but Betterment Revenues fluctuate as properties are sold or new properties come on. She pointed out that the next 2 ===PAGE 2=== years will be deficits but in FY25 the debt service drops way down, and they will be looking at a surplus of about $90K-100K in Betterment Revenues over Debt Service. For FY23, the total combined deficit will be $370,297, which will hit Retained Earnings. This doesn't include the 3% transfer to Capital Reserve of $34,018 for major expenses. The balance on the Capital Reserve Fund is about $123K now. Barb added that it is up to the Commission if they want to do the 3% of revenues transfer that was instituted several years ago. The OPEB (the town's state retirement funding) transfer is $656.00- same as past years. The net/net FY 23 Retained Earnings deficit would be $404,972. Dave asked about the owners that are delinquent on their betterments and Barb replied that if they do not pay, it will goes as a tax lien. As properties sell, betterments have to be paid off in order to purchase the property. Brett asked for clarification on why FY21 ended in the black even though there was a larger Betterment vs Debt deficit. Barb replied the Betterment figures are estimates and in FY21, they actually received total betterments of $731,129 instead of the budgeted estimate of $ 610,748. Dave asked to confirm the Retained Earnings balance for the end of FY21 is $1,828,706 and that they would taking out approximately $400K. Barb confirmed. The Commission discussed and were okay with the FY23 Budget. John and Mike D. agreed that the next two years will be difficult. Barb said FY23 and FY24 will be harsh, but relief will come in FY25. The Commission discussed a rate increase of 5% or 10%. John and Dave agreed they will need to go higher than 3%. Rob said that they are not keeping up with inflation and cost of materials without one. He added the CE contract will end after FY23, and they could get hit even higher. The Commission discussed rate increases between 5% and 8%. They also discussed looking at yearly increases, since Fitchburg and Leominster rates go up yearly. Dave suggested putting in rate increases to compare with the Leominster and Fitchburg increases. Barb noted a 3% increase would add $30,600 and 5% would add $51,600. The Commission agreed there needs to be an increase and Dave suggested adding a policy for automatic yearly increases. The Commission continued to discuss the increase, and all agreed with 8%. Mike D. added they could look at a yearly 2-3% increase if needed. Dave asked Barb to run the numbers for the next meeting at a 6% and 8% increase. Dave pointed out the biggest cost is Leominster usage, and he would still like to talk with Leominster. Rob pointed out the rain this year was high, but dry years will be lower. Regarding Revenues, Dave asked when the last time Connection Fees were raised. Barb replied the Connection fee is $2,250 for a 3 bedroom and higher for more bedrooms. She noted they would need to show what the costs are in order to increase Connection Fees and many towns do not have both Connection and Betterment fees. Also Fitchburg and Leominster have not raised their connection fees to Lunenburg. John noted as a ratepayer, he is ok with 8% increase. Barb will run the numbers and the Commission will discuss it again on 2/22. Dave noted the Town Manager sent an email stating the Zoom meetings will continue to July. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: February 22, 2022 @ 6pm - Regular Meeting, Remote Participation March 8, 2022 @ 6pm - Regular Meeting, Remote Participation Motion: John R. To adjourn at 7:09pm Second: Brett R. Roll Call Vote: Mike D.-aye, Mike N.-aye, John R.-aye, Brett-aye and Dave-aye. Respectfully submitted, TeneR. Parley ======================================================================================== DOCUMENT : 2022-02-22-agenda-5727.txt BOARD : sewer-commission DATE : 2022-02-22 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-02-22-agenda-5727.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02222022-5727 ======================================================================================== ===PAGE 1=== Sewer Commission Meeting1. ======================================================================================== DOCUMENT : 2022-02-22-minutes-5727.txt BOARD : sewer-commission DATE : 2022-02-22 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-02-22-minutes-5727.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02222022-5727 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 02/22/22 Sewer Commission meeting- via Zoom (Video Conference) Attendees: Chair- Dave MacDonald, Vice-Chair-John Reynolds, Clerk- Brett Ramsden, Business Manager-Barb Letebvre, Minutes Clerk- Jane Ranley Absent: Mike Deveikis, Mike Nault and DPW Director- Rob Oliva Dave opened the meeting at 6:10 pm. and did a roll call of attendees. The Commission began the meeting by saying the Pledge of Allegiance. PUBLIC COMMENT- none ANNOUNCEMENTS - Barb announced Rob Oliva (DPW Director) has submitted his letter of resignation, effective 3/11. The position has been posted and hopefully a good candidate will be found quickly. Barb noted the bills will be going out 2/23 and if anyone has not received their bill, they can contact her for a copy. Dave wished Rob the best of luck and said he has been a great person to work with. The Commission will miss him and wish him well. Dave also wanted to say hi to Bill, a former Lunenburg resident who watches the sewer meetings in Rhode Island. CURRENT BUSINESS - FY23 Draft Sewer Budget discussion - Barb reported she had discussions with Rob concerning the figures for the Capital Plan ($50K) and Engineering ($30K). Rob was in favor of leaving them at those amounts and said if the total was not spent, it would go back into Retained Earnings. The FY23 Budget did not change, except Barb added columns to show figures for potential 6% and 8% increases. Barb noted the deficit would be $404K with a 3% increase and would decrease to $353,900 with the 8% increase. Dave asked for a vote on the 8% rate increase. Motion: John R. Second: Brett R. To accept the 8% increase. Discussion: John said the 8% increase is necessary and suggested discussing an annual 2% increase for the next few years. Brett and Dave agreed. Barb noted she is in favor of the 8% increase and the increase would be about $10-$15/quarter for each ratepayer. The current rate of $12.65 per 100cf would increase to $13.66. Roll Call Vote: John-aye, Brett-aye and Dave-aye. Grease Trap Annual Permit Fees -Barb stated the figure of $3,650 for Grease Trap Permit Fees was based on assessing an annual permit fee to only those accounts who are in non-compliance. Barb asked for the Commission's approval by vote. The annual fees would be $350 for an internal and $650 for external traps. The Commission discussed and agreed to charge fees to only those non-compliant. Dave suggested they could charge those non- compliant at a higher rate and noted many towns charge $1,000 or more. John agreed as long as the Commission follows through. Dave recommended increasing the non-compliant fees to $500 internal grease trap and $1,000 for external interceptor. The Commission discussed the difference between the internal and external traps. Barb noted it is more costly to have the external traps cleaned. She asked the Commission to not increase the fees until they change the policy and the Commission agreed. Dave suggested sending letters to all establishments, noting no fees if compliant and if non-compliant, they will pay fees. All agreed. Motion: John R. Second: Brett R. To drop the Annual Grease Trap fees for those clients that are in compliance for FY23. Roll Call Vote: John-aye, Brett-aye and Dave-aye. Motion: John R. Second: Brett R. For those clients who are not in compliance, the fee will be $350 for internal grease traps and $650 for external grease traps. Dave asked to amend the motion to: For those clients who are not in compliance, per the Lunenburg Grease Trap Regulations, the fee will be $350 for internal grease traps and $650 for external grease traps for FY23. John agreed to amend it. Roll Call Vote: John-aye, Brett-aye and Dave-aye. ===PAGE 2=== Policies/Bylaws changes status for Spring Town Meeting- Barb reported Heather (Town Manager) requested Committees submit any by-law changes ASAP. Barb will confirm with Town Counsel that if they submit the changes to the Bylaw Committee, that they would all be handled together and will ask Counsel for help on the wording. Policies DEP requirement - all agree to remove it. Drain layers notary stamp requirement - all agreed to remove it as long as Counsel agrees. Prorating the bills for ownership changes and new connections - Currently there is no prorating, and the minimum charge is $107. Barb suggested a monthly minimum charge, and all agreed. Wells- Barb noted the charge is based on 1,833 cubic feet and has been in place since the start. She also verified Fitchburg's.charge is higher. Dave suggested leaving the policy as it is, and a user can come before the Commission if they have a hardship. John and Brett agreed. Barb asked if they wanted it written into the regulations, but the Commission agreed that they did not want to. The Commission agreed to leave the Wells policy as is. Deduct Meter - Barb asked to add "the meter needs to be read in cubic feet" and all agreed. Grease Trap Policy - Barb said that if they are changing the regulations, such as increasing fees, fines for dumping grease down the traps, inserting wording for when an owner would be responsible for reasonable costs of an inspection, they would need to put them into the regulations. Barb suggested the Commission could put this off and discuss with Counsel. Dave suggested meeting with the Lunenburg Board of Health and Jim Gareffi (Nashoba Board of Health) regarding grease trap policies. The Commission agreed to leave the policy as is and discuss it later. Direct Connect - Barb stated if a resident is connecting directly to Fitchburg, they still need to come before the Commission. She needs to have counsel review the wording from the Fitchburg IMA regarding connecting directly and have it added to the regulations. Dave asked about the project on Leominster Shirley Road. Barb stated it is not in the Sewer Service Area and it will be connecting to Leominster. The Commission agreed with the language. Change to Specs(pipe sizes, slope)- Rob will provide this information and all agreed to see the wording first. Waivers- Barb stated there is nothing in the regulations to give Commission discretion on certain instances: She suggested adding wording to the Regulations that counsel had provided to the Commission several years ago giving the Commission the right for a waiver on certain regulations given certain conditions. The Commission agreed that there are times they need to do waivers. Motion: John R. Second: Brett R. To accept all the policies except for the Change of Specs and the Grease Trap Policy. Roll Call Vote: John-aye, Brett-aye and Dave-aye. By-laws Easements - The Commission agreed to get Counsel's input on the easement by-law. Hearings - Barb asked to go back to the standard requirement of holding 1 hearing for changes to the Regulations (currently at 2) and the Commission agreed. SSA Expansion - Barb stated that counsel had weighed in on "the Commission's agreeing to recommend at Town Meeting an expansion of the Sewer Service Area, in no way approves any project as yet unpresented to the Commission or the Town" and that they are 2 different issues. The Commission discussed and John said it would need to be carefully worded. Barb noted that she would get counsel to provide the wording. All said yes. Sewer Commission - power to amend regulations - Barb said that counsel had noted that there was nothing in the Regulations stating the Commission had the power to amend the regulations and had confirmed that it should be added to the regulations. Barb will get the verbiage from Counsel and all agreed to add it. Motion: Brett R. Second: John R. To vote on all 4 categories as discussed. Discussion: John asked to clarify that they are voting to have Barb go ahead with the Counsel discussion. Barb added that they are voting on going to Counsel. Brett amended his motion. To vote on bringing all 4 categories as discussed to Counsel. Roll Call Vote: John-aye, Brett-aye and Dave-aye. ===PAGE 3=== Changes already approved Fitchburg's Chapter 147- Barb stated the changes were already approved and have gone through the Sewer Commission, Counsel and Fitchburg. The Commission agreed to send them to the By-Law Review Committee. Connection Policy -Dave said the re-connection fee of $100 for any sewer work needing inspections is in place of the reconnection fee of $1,000. The Commission previously approved this on 2/8/22 and agreed to bring it forward. Grease Trap Annual Permit fee for non-compliant- The Commission agreed to bring it forward. Motion: John R. Second: Brett R. To approve the 3 categories and go forward. Roll Call Vote: John-aye, Brett-aye and Dave-aye. Annual Town Meeting Warrant articles - FY23 budget- Barb said that she will have the Town Meeting Warrant articles for discussion at the 3/8 meeting. Barb added there will be the normal 3 articles: Appropriations for the FY23 Budget, the 3% transfer to Capital Reserve and OPEB transfer. Dave asked Barb to send out a final budget with the 8% increase. He noted they will vote on the FY23 Budget at the 3/8/22 meeting and all agreed. Barb stated there may be 2 other articles- 1 to change the Regulations and 1 to update Bylaws, which she will discuss with Counsel. Barb added that one of the Bylaws is called Sewer Use and she would like to get it changed. The Bylaw was originally called the Sewer Districting By-Law or Sewer Bylaw, however it got into the Town Code as Sewer Use By- Law, but it does not touch on anything that is in the Sewer Use Regulations. Barb would like to get it fixed and also ask Counsel if the By-Law Committee will cover the By-Law update. The Commission will discuss the Warrant Articles on 3/8 and FinCom presentation will be 3/24. Town Caucus on 3/14 - John Reynolds and Mike Nault's terms are up this year. Assistant Business Manager 24 hr./week position - Barb reported HR is waiting on references and will be moving forward very quickly. Minutes for 2/8/22- were tabled to the next meeting, since there was not a quorum of the 2/8 attendees present. Business Manager Report - ARPA- Barb has asked Rob to provide suggested projects before he leaves, such as anything they can work on with Wright Pierce or SRF funding and will discuss it on 3/8. John suggested discussing Rob's ideas concerning the ARPA projects and Barb said that she asked Rob for his recommendations. Upland/Eastern/White/Maple Parkway project- Barb reported the borings were done by Wright Pierce's subcontractor and they are waiting for report from Wright Pierce. Invoices- Fitchburg Monthly Usage- $16,462.90 and Leominster Quarterly Usage- $116,648.83, which are based on the flow metering. Also Barb noted the Schools will be cleaning out their Grease Traps on 2/24. Action Items- none Public Comment- Dave thanked John and Brett for attending the meeting and commented they got a lot done. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: March 8, 2022 @ 6pm - Regular Meeting, Remote Participation March 14, 2022 @ 6:30 - Town Caucus, LMHS March 29, 2022 @ 6pm - Regular Meeting, Remote Participation Dave noted the 3/29 meeting may be in person and they are working on in person/zoom meetings. He added they have a new hearing device system for Brett to try out at the Town Hall. Motion: John R. To adjourn at 7:19 pm. Second: Brett R. Roll Call Vote: John-aye, Brett-aye and Dave-aye. Respectfully submitted spent. Party Jane L. Ranley Minutes Clerk ======================================================================================== DOCUMENT : 2022-03-08-agenda-5714.txt BOARD : sewer-commission DATE : 2022-03-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-03-08-agenda-5714.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03082022-5714 ======================================================================================== ===PAGE 1=== SEWER COMMISSION March 8, 2022 6:00pm Regular Meeting 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 the LunenburgAccess YouTube channel (https://www.youtube.com/user/LunenburgAccess/videos) within 24 hours of the meeting. This public meeting is 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 this link to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: #Meeting ID: 792 737 0353. If you have not registered with Zoom you will be asked for your name and an e-mail 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. 6:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE PUBLIC COMMENT ANNOUNCEMENTS CURRENT BUSINESS Budget discussions – YTD FY22, proposed FY23 w/8% Rate increase, CTE contract discussion, vote Sewer Use Regulation and Bylaw changes- process, Regs changes via public hearing, Bylaw updates at Town Meeting – Regulations –Fitchburg Chapter 147 changes, policies approved September 2020 and February 2022; Bylaws- changes discussed January-February 2022 Annual Town Meeting Warrant – 4 Sewer articles for approval, deadline for submittal Upland/White St extension exploration project – update SSO notification program – DEP requirement, discussion, proposal American Rescue Plan Act (ARPA) funds – update New Assistant to the Business Manager – ratification before the Select Board 3/8 Q3 Commitment $229,828.56- approval 790-792 Mass Ave – proposed ANR and Privilege fee discussion Meeting discussion – remote or in-person Minutes – 2/8, 2/15 and 2/22/22 -review and approval Business Manager report – website, grease trap reports, invoices Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES March 14, 2022 6:30pm Town Caucus, LMHS, 1079 Mass Ave. March 29, 2022 6pm Regular Meeting, Town Hall, 17 Main St, 2nd Floor or Remote Participation(tbd) April 12, 2022 6pm Regular Meeting, Remote Participation via Zoom Adjournment ======================================================================================== DOCUMENT : 2022-03-08-minutes-5714.txt BOARD : sewer-commission DATE : 2022-03-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-03-08-minutes-5714.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03082022-5714 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 3/08/22 Sewer Commission meeting- via Zoom (Video Conference) Attendees: Chair- Dave MacDonald, Vice-Chair- John Reynolds, Clerk- Brett Ramsden, Members: Mike Deveikis and Mike Nault, DPW Director- Rob Oliva, Business Manager-Barb Lefebvre, Minutes Clerk- Jane Ranley Dave opened the meeting at 6:13 pm. and did a roll call of attendees. The Commission began the meeting by saying the Pledge of Allegiance. ANNOUNCEMENTS - Barb announced this was Rob's last meeting. She wished him well, thanked him for all his work for the town and noted that he will be missed. Rob thanked all and said that he will miss all the friends he has made. All the Commissioners wished Rob well and stated that he will be missed. Barb also noted the sewer bills were sent out on 2/23 and are due 3/28. If anyone has not received their bill, they can call the office. Barb announced the Town Caucus will be on 3/14 and she confirmed with the Town Clerk that there are 23-year terms open. Mike Nault stated he would accept the nomination but would prefer a 1-year term. PUBLIC COMMENT- none CURRENT BUSINESS - Budget discussions- Barb noted she sent the Commissioners the FY23 budget with the 8% increase. She added that with increased revenues and the 3% contribution to Capital Reserve increased, the net deficit would now be $355,502. The effective date for the rate increase should be 4/1/22 in order to reflect it in the 7/1 billing. Barb added the minimum charge and wells price should be discussed. Motion: Brett R. Second: John R. To accept the FY23 budget with the 8% increase. Roll call vote: Mike D.-aye, Brett-aye, John-aye, Mike N.-aye and Dave-aye. Barb stated the current billing rate is $12.65/100 cu.ft. and proposed the rate increase to $13.66/100 cu.ft., effective 4/1/22. She also proposed the minimum charge go to $115 for use up to 846 cu.ft. and increase the charge for users on wells from $231.87 to $250.38. There are currently 9 wells accounts Motion: John R Second: Brett R. To enact the new rate charge of $13.66/100 cu.ft, minimum charge of $115 and wells charge of $250.38, effective 4/1/22. Discussion: John noted the Commission would be able to look at well charges on an individual basis. Roll call vote: Mike D.-aye, Brett-aye, John-aye, Mike N.-aye and Dave-aye. CTE (Chad Empey) contract - Barb stated the 3rd year of the contract has a 4% increase and she checked with the Procurement officer if it can be accepted without going out for bid again. Heather (Procurement/Town Manager) replied that the Commission needs to get justification from the vendor and send a memo to the Procurement office as to why they are accepting the 4% increase. Barb also talked to Town Counsel who has options for going forward beyond year 3. Heather told Barb to include the vendor's Year 3 price in the FY23 budget. Rob noted the 4% increase would be $3-$4K. Motion: John R. Second: Brett R. To approve the CTE (Chad Empey) year 3 contract. Discussion: John asked how much justification they would need to come up with and Rob replied it is more administrative to support why the increase is justified. It goes in a file in case of an audit. Roll call vote: Mike D.-aye, Brett-aye, John-aye, Mike N.-aye and Dave-aye. Sewer Use Regulation and Bylaw changes- Barb received input from Counsel, who suggested not moving on regulation changes until after Town Meeting. She talked to Counsel about the Bylaw and spoke with a member of the Bylaw Review Committee who stated that they are not sure if they will be ready for the May Town Meeting. Counsel proposed that the Commission bring bylaw changes on their own to Town Meeting. Barb noted Counsel provided 3 options for the Easement Bylaw and the proposed articles. John wants to ensure that we get the changes right and understand what is being proposed. The Commission read and reviewed the following 5 changes to the Lunenburg Sewer Bylaw: ===PAGE 2=== 1.)SSA (Sewer Service Area Sec 2.0 - Barb read the wording suggested by Counsel for Section 2.0, regarding inclusion of property into the SSA and that it does not entitle anyone to approvals beyond that. The Commission discussed and agreed to accept it. Motion: Brett R. Second: Mike D. To accept changes to Section 2.0 of the Bylaw. Roll call vote: John-aye, Mike D.-aye, Brett-aye, Mike N.-aye and Dave-aye. 2) Easement-Section 3.0 - Barb read the 3 options from Counsel for easements and stated that Counsel suggests using Option 3 which states" A sewer line must remain with the parcel that it serves." but "sewer connections may be installed in easements across adjoining properties at the discretion of the Commission, through the issuance of a waiver under Section 10.0 of this bylaw." Rob said he agrees with option 3 since they are not setting precedence but going on a case-by-case basis which gives more flexibility where there is a hardship. Motion: John R. Second: Mike N. . To accept option 3 for easements in Bylaw Section 3.0. Discussion: John said they need the flexibility, and he supports it. Dave likes option 2 but will go with Counsel's suggestion. Roll call vote: Mike D.-aye, Brett-aye, John-aye, Mike N.-aye and Dave-aye. 3.) Deleting Section 4.0 -regarding reference to the "Monitoring and Inspection Procedures and Fee system" which does not exist. Motion: Brett R. Second: Mike D. To accept the Section 4.0 deletion. Roll call vote: Mike D.-aye, Brett-aye, John-aye, Mike N.-aye and Dave-aye. 4.) Change to Section 9.0 -Regulatory Charges - Barb noted that Counsel suggested deleting the verbiage and replace with new wording for "Regulatory Authority", giving the Commission the power to amend regulations and rules. The new wording also updates the requirement to just 1 meeting for changes to the Regulations with the proper posting. Motion: Brett R. Second: Mike N. To accept the change to Section 9.0 - Regulatory Changes with Counsel's changes. Discussion: John asked Barb to clarify the change. Barb replied that it gives the Commission the power to create and amend rules and regulations which counsel had found did not exist in any of the Sewer Commission documents to date. It also lets the Commission conduct changes in one public meeting, with notice posted 5 days in advance. It eliminates the requirement of 2 televised meetings. Roll call vote: Mike D.-aye, Brett-aye, John-aye, Mike N.-aye and Dave-aye. 5) Adding Section 10.0 Waivers - Barb stated it gives the Commission discretion at certain times. Barb read Counsel's suggested wording. Rob said it gives the Commission flexibility to look at hardships on a case-by-case basis Motion: Brett R. Second: Mike N. To accept Section 10.0 Waivers. Discussion: John agrees and noted that the Sewer Commission is not a precedent setting board Roll call vote: Mike D.-aye, Brett-aye, John-aye, Mike N.-aye and Dave-aye. Minutes of 2/8/22- Motion: Mike N. Second: John R. To accept the minutes for 2/8/22. Roll call vote: Mike D.-aye, Mike N.-aye, John-aye, and Dave-aye. (Brett abstained as he did not attend.) Minutes of 2/15/22- Motion: John R. Second: Brett R. To accept the minutes for 2/15/22. ===PAGE 3=== Roll call vote: Mike D.-aye, Brett-aye, John-aye, Mike N.-aye and Dave-aye. Minutes of 2/22/22 were tabled to the next meeting. Brett left the meeting @ 7pm. Annual Town Meeting Warrant- Barb noted she had sent out the original draft of 4 articles which included the bylaw changes which counsel had proposed that were just discussed. With Counsel's recommendations on the Sewer Bylaw laid out in the proposed Sewer Articles for Town Meeting that the Commission has just approved, Barb asked for the Commission's approval to submit the Articles to the Select Board. Motion: John R. Second: Mike N. Discussion: Barb read Articles 1, 2 and 3 and noted Article 4 was the Bylaw change. Roll call vote: Mike D.-aye, John-aye, Mike N.-aye and Dave-aye. Upland/White St. extension exploration project- Rob reported that they met on 3/8 with the Wright Pierce to be brought up to speed on the project. The borings on all 4 roads have been done and they expect that by the next Commission meeting they should have the draft of the plans, the cost estimate and memo to go with it. After the Commission has a chance to review it, Wright Pierce will meet with the Commission. The engineers noted that it was smart to do the borings on Upland and Eastern, since they ran into shallow ledge. They are close to submitting their 1st preliminary review and design. John asked for their definition of shallow ledge and Rob replied his definition is anything 5 to grade or less. He suggested doing more borings if the project goes ahead SSO notification program- Rob reported that DEP has promulgated new regulations for Wastewater systems that require public notification when there is a SSO (Sanitary Sewer Overflow). They are requiring every Sewer System to file aSSO plan with DEP by 7/6/22. He said the plan is very detailed, so he reached out to a few consultants who are doing these plans. Wright Pierce gave a rough quote of $3,400 to put the plan together, meet with the Sewer Commission and submit the final plan to DEP before the 7/6 deadline. Also, Wright Pierce knows the system well. Motion: Mike N Second: John R. To accept Wright Pierce's scope of services for the SSO Notification Program. Roll call vote: Mike D.-aye, John-aye, Mike N.-aye and Dave-aye. American Rescue Plan Act (ARPA) funds- Barb sent the Commission Rob's input for expenses to put forward to the Select Board. Rob noted the big-ticket item is sewer pump station rehabilitation. The others are manhole rehabilitation, sewer cameraing & cleaning, sewer expansion, and I/l study in Whalom area in collaboration with Leominster. Rob said they could send the list to Heather, but he did not have costs worked out yet. John stated it was his priority list also. New Assistant to the Business Manager- Barb announced Paula Bertram will be the new Assistant starting 3/14. Her appointment is being ratified at the 3/8 Select Board meeting tonight. Barb added that it was apparent in the interview process that she was the most qualified person. The Commissioners all congratulated Paula and welcomed her aboard Q3 Commitment $229,828.56 -Barb reported the Q3 bills were sent out on 2/23 and she needed a vote of approval of the Commitment and Warrant. She also asked the Commissioners to come in the the office to sign the commitment. Motion: John R. Second: Mike D. To accept the Q3 Commitment for $229,828.56 Roll call vote: Mike D.-aye, John-aye, Mike N.-aye and Dave-aye. 790-792 Mass Ave- Barb reported that the project will be going before the Planning Board for subdivision. There had been a question about the 2 betterments that they were assessed as a multi-use property with both residential and commercial use. Their intent is not to continue any commercial use. Town Counsel had confirmed that they can apply the additional betterment when the Privilege fees are assessed for increased use, when it is determined what is being built, but that the Commission can assess additional units if usage is expanded in the future. ===PAGE 4=== Meeting discussion- Barb asked the Commission if they want to continue with Zoom meetings or meet in-person for the last Tuesday of the month meetings. The Town Manager had communicated that Zoom meetings can continue until 7/15. The Commission discussed the options and decided to maintain Zoom meetings until the end of April. Motion: John R. Second: Mike D. To maintain Zoom meetings until the end of April. Roll call vote: Mike D.-aye, John-aye, Mike N.-aye and Dave-aye. John asked for clarification on the 790-792 Mass Ave. issue. Barb detailed the background on the betterments. She added that Kevin Hill came in and is proposing a residence only on the existing location with the barn and having 2 lots with a duplex on either side. They will apply the residential betterment to the main site and apply the commercial betterment towards one of the duplexes. Counsel said it was fine. Business Manager Report - Website- Barb noted that she had updated the website with billing information, drain layer updated list, adding cu.ft info to the deduct meter requirements and had updated the language on the permit to connect. Grease Trap Reports - Barb will have for the next meeting. Invoices- Wright Pierce - $8,326.51 for the start of the ledge borings on Upland/ Eastern. The total contract is for $13,200. Mead, Talerman - $191.20 (for February services). Action items - none Public Comment- John, Mike N and Dave all wished Rob well and said that he will be missed. Rob replied it was a pleasure working with everyone. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: March 14, 2022 @ 6:30pm Town Caucus, LMHS, 1079 Mass. Ave. March 29, 2022 @ 6pm - Regular Meeting, Remote Participation April 12, 2022 @ 6pm - Regular Meeting, Remote Participation Dave asked Barb to notify PACC (Public Access) they will be continuing Zoom. The FinCom presentation will be 3/24 Motion: John R. To adjourn at 7:34pm. Second: Mike N. Roll call vote: Mike D.-aye, John-aye, Mike N.-aye and Dave-aye. Respectfully submitted, Minutes Clerk Handouts: • Proposed Sewer Articles- Annual Town Meeting w/Bylaw change 030822. docx • 3 options for easement changes in Bylaw section 3.0 from discussion with Counsel ======================================================================================== DOCUMENT : 2022-03-29-agenda-5715.txt BOARD : sewer-commission DATE : 2022-03-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-03-29-agenda-5715.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03292022-5715 ======================================================================================== ===PAGE 1=== SEWER COMMISSION March 29, 2022 6:00pm Regular Meeting 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 the LunenburgAccess YouTube channel (https://www.youtube.com/user/LunenburgAccess/videos) within 24 hours of the meeting. This public meeting is 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 this link 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: 766 316 7607. If you have not registered with Zoom you will be asked for your name and an e-mail 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. PUBLIC COMMENT ANNOUNCEMENTS CURRENT BUSINESS FY23 Draft Sewer Budget – YTD FY22 budget, Meadowwoods, FY23 Budget presentation to FinCom Annual Town Meeting Warrant – articles Upland/White St extension exploration project –update Minutes – 2/22/22, 3/8/22 - review and approve Business Manager report – Grease Trap 1st Tuesday reports, Invoices Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES April 12, 2022 6pm Regular Meeting, Remote Participation via Zoom April 26, 2022 6pm Regular Meeting, Remote Participation via Zoom Adjournment ======================================================================================== DOCUMENT : 2022-03-29-minutes-5715.txt BOARD : sewer-commission DATE : 2022-03-29 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-03-29-minutes-5715.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03292022-5715 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== ANNOUNCEMENTS - Barb announced the Town caucus was 3/14. John Reynolds and Mike Nault were nominated for the Sewer Commission open terms on the May Town Election. Barb added Paula Bertram has joined the office as the new Assistant to the Business Manager and is working out very well. CURRENT BUSINESS - FY23 Draft Sewer Budget - Barb sent out the FY22 Budget update and a copy of the FinCom presentation to all. The Commission agreed it all looked good. Barb said there is no update yet on a new DPW Director. Annual Town Meeting Warrant articles- Barb reported the 4 warrant articles were submitted and accepted by the Select Board office. She also received a confirmation from the Select Board office that the 5 Chestnut Street Citizens Petition was filed requesting expansion of the Sewer Service Area to encompass their entire parcel. It will be on the Town Meeting warrant. Dave asked if they would be coming before the Commission prior to Town Meeting. Barb replied that they did come and the Commission had recommended that they get an article on the Warrant. The Commission discussed and agreed they did not need to come back before Town Meeting as long as the project is what they presented previously. Barb will contact them to see if they have any updates. Dave noted the Town Meeting will be May 7h at 9am at the Middle School. Upland/White St. extension exploration project- Barb noted that the quote for gravity sewer was pricey and Wright Pierce also proposed the low-pressure system as an alternative. Barb added that the cost for burying the gravity lines on the proposal was $273K but only $7,800 for the low-pressure alternative. Barb asked Wright Pierce for clarification on the pricing. The low-pressure means that they would not have to dig down so far. John stated that they need to make sure everyone knows what it cost to put an E-One system in. He added that they are quite tall and if residents need to dig down 8 feet for the pumps and they hit ledge, it adds quite a cost. They also need to add a doughnut to the bottom, which adds another 12" to the diameter to be dug. The Commission needs to make people aware of the issues. Dave noted that the Stone Farm village units have the pumps on pads in the cellar. John offered to contact the E-One representative to get updated pricing and the Commission agreed. John stated that there is an alternative to E-One pumps that are sold by Flygt pumps. Barb also noted that the pricing to our residents would depend on if they are combining projects(Upland/Eastern/White/Maple Pkwy) or doing separate streets. We had been waiting on preliminary costs before doing a resident survey and sending information out to residents. Barb added that Kevin Olson (Wright Pierce) had offered to meet with the Commission to answer questions and Dave asked Barb to see if he could come to the next meeting. John said that he could also talk to Bob Proctor. Brett suggested looking into any new technology options. Dave noted a former project behind Walmart proposed running a gravity line down Maple Parkway to White St. but the project fell through. Minutes for 2/22/22 (Brett, John and Dave were present) Motion: John R. To accept the minutes for 2/22/22. Second: Brett R. Roll Call Vote: Brett-aye, John-aye and Dave- aye. Minutes for 3/8/22 (all present) Motion: Brett R. Second: John To accept the minutes for 3/8/22. Roll Call Vote: Brett-aye, Mike N.- aye, John-aye and Dave- aye. John asked if a Commissioner found an error in the minutes that have been approved, can the minutes be reviewed. Dave replied it can be brought up in the next meeting and reviewed. ===PAGE 2=== process. Barb asked for a Commission vote. Motion: Dave M. Second: John R. To allow Barb to send out the non-compliance letter to Il Forno. Discussion: Mike N. asked for clarification if they are waiting until later in the week to see if it is pumped out. Barb said she will wait until the next Monday before sending the letter. Dave noted in other towns, they have the pump companies send the reports. Barb replied that is what usually happens, but it is the owner's responsibility to get the report sent in. Roll Call Vote: Brett-aye, Mike N.- aye, John-aye and Dave- aye. Invoices: Barb reviewed the invoices with the Commission: Fitchburg-$20,073.53 (based on flows) and Mead, Talerman - $988.02 (Bylaws & regulations in late Feb/March) and as long as the Commission is okay with them, she'll proceed with payment. Barb noted that she'd received an email from Dave Passios (Green Committee) regarding any projects appropriate for a Green Community Grant. The committee's main focus for this grant application is to get funding for converting streetlights to LED. Barb talked to Al (CTE) who suggested a solar panel for each of the pump stations and also SCADA unit. John said that he is not keen on relying on battery backup technology yet. Barb said that she will let Dave Passios know that they will get more information. Dave asked if the flow meters are powered by solar? Barb replied that one is. Action Items- Dave asked for update on the 40B development. Barb replied she has no update, but the developer had asked for a copy of the Commission's concerns. She will check with Adam and add it to the next agenda. Public Comment- none UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: April 12, 2022 @ 6pm - Regular Meeting, Remote Participation April 26, 2022 @ 6pm - Regular Meeting, Remote Participation Motion: Brett R. To adjourn at 6:38pm. Second: Mike N. Roll Call Vote: Brett-aye, Mike N.- aye, John-aye and Dave- aye. Respectfully submitted, Minutes Clerk ======================================================================================== DOCUMENT : 2022-04-12-agenda-5716.txt BOARD : sewer-commission DATE : 2022-04-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-04-12-agenda-5716.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04122022-5716 ======================================================================================== ===PAGE 1=== SEWER COMMISSION April 12, 2022 6:00pm Regular Meeting 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 the LunenburgAccess YouTube channel (https://www.youtube.com/user/LunenburgAccess/videos) within 24 hours of the meeting. This public meeting is 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 this link 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: 766 316 7607. If you have not registered with Zoom you will be asked for your name and an e-mail 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. PUBLIC COMMENT ANNOUNCEMENTS APPOINTMENTS 6pm Kevin Olson, Wright Pierce – Upland/Eastern/White/Maple Parkway extension discussion, SSO Notification project, ARPA assistance 6:30pm Jamie Rheault, Whitman & Bingham – 711 Mass Ave condo project discussion CURRENT BUSINESS Solar Panel proposal (Green Community request) - discussion with Al Packard of CTE Pond View Commons 40B – Mass Housing approval - discussion Minutes – 3/29/22 - review and approve Business Manager report – FY22 budget, FY23 budget, IT issues, Grease Trap account statuses, Vacation Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES April 26, 2022 6pm Regular Meeting, Remote Participation via Zoom May 7, 2022 9am Annual Town Meeting, LMHS, Mass Ave. May 10, 2022 6pm Regular Meeting, Remote Participation via Zoom Adjournment ======================================================================================== DOCUMENT : 2022-04-12-minutes-5716.txt BOARD : sewer-commission DATE : 2022-04-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-04-12-minutes-5716.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04122022-5716 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== the New York subway. ANNOUNCEMENTS - Barb reported her new Assistant, Paula, was in an accident after leaving work today. She is ok but at the hospital and asked for more prayers for Paula. Barb also announced the new DPW Director, James Donison, will be starting on 4/19. APPOINTMENTS- Kevin Olson, Wright Pierce-Upland/Eastern/White/Maple Parkway extension discussion- Barb screen-shared the memo provided by Wright Pierce. Kevin explained they were hired by the Sewer Commission to look at the potential for sewer extensions at Upland/Eastern and at White/Maple Parkway. They have done soil borings to get a preliminary understanding of the ledge in those streets and developed conceptual plans for a gravity sewer layout. In addition, they looked at a low-pressure system, similar to what the Town did on Pratt Street and Lakeview Ave. several years ago. The preliminary costs were estimated, which was converted into a betterment fee estimate. Brett asked if it was necessary to go 5'to 6' deep. Kevin replied that for a gravity system it would be deeper than that but for a low-pressure system they typically go 5' or a little more. He added that it could be riskier in going shallower and the difference between 4' & 5' would not make a big difference in cost. Kevin noted that they found most of the ledge on Eastern and Upland. If the town moved forward with a low-pressure system in either area, the ledge quantities would be on the lower side. Barb noted there was a big difference in digging for the gravity vs. the ledge. Kevin said they could revisit it again, but the 20% contingency could cover it if they are a little short on the ledge quantity. The project costs come down significantly with the low-pressure system but all private property costs such as the low- pressure grinder pumps are on the resident. The gravity sewer would be a $57K betterment and the low-pressure system would be a $40K betterment- both paid out over 20 years. Mike noted the cost and maintenance for the E1 pump and that the E-1 is what you go with if you have no other options. Kevin estimated the average septic system costs about $30K and there are some tight tanks on Upland. He added the gravity seemed like the better option, but costs are high, so they wanted to give another option. Dave noted if they go with the low- pressure system, the customers will get charged up front for a privilege fee and the E1 pump, but the privilege fee can be spread over 20 years. Brett asked for an estimated installation cost on an E-1, without needing to blast. John replied there are internal or external pumps. Where there is ledge, the internal pump is the better option and costs $7K plus $500 for the electrical hookup. Dave stated for few thousand more, they can go with a gravity system and pay over 20 years as a betterment. John pointed out both systems need to go below the frost line from the house to the main. The cost to handle the ledge would be about the same. Kevin said they used GIS for making estimates and he suspects that there may be no homes who have pipes that go straight out due to the ledge. The gravity option may be more challenging and they may need a pump to pump up to a gravity line. Dave asked Matt for recommendations. Matt replied that they just bid on a project with cost of $13K for a grinder pump, with installation. Kevin added the low pressure system shows a lower betterment cost, but they need to install the pump and you have another piece of equipment that could break. Gravity systems do not generally break. Brett asked if the gravity system needs to be 8' deep and John replied the external pump needs to be 7' deep. Kevin said they created profiles based on borings for the gravity system and they have options to get the service above the ledge but under the frost line. John noted the E-1 pumps require Unitil or a generator, in case of power outage. Mike said he likes the gravity option, with significantly lower upfront costs. Barb noted the residents have not yet been surveyed and it would be easier to sell as a combined project. The Commission discussed and agreed to present it as a total project for both areas. Matt ===PAGE 2=== Kevin reported that he had a conversation with Rob Oliva concerning the use of ARPA funding. He suggested looking at investing in the pump stations and noted the Maintenance Plan had capital improvements listed. Other areas would be manholes, pipe cleaning and CCTV inspection. Dave said they worked with Rob on the Sewer Maintenance program and gave $100K to those projects. He pointed out that the Whalom area has a lot of clay pipes and he talked to Leominster, who is looking at grants to put sleeves over the clay pipes. Matt pointed out that they could do a cure-in-place lining which makes one continuous pipe between manholes. He also said that he could send the Commission a draft of what they saw when they inspected them 4 years ago. Dave recommended setting up a meeting with the new DPW Director, Matt, Kevin and possibly the Leominster DPW Director. Brett asked Kevin if he had cost estimates for CIPP and Matt replied $40-70/ l.ft. to possibly $100/l.ft. Dave noted that there should be money coming from Build Back America funding. Barb pointed out the clay pipes are on private property and Matt replied that they can do the lining but will need permission of the residents. John clarified that the issue is whether work on private property is considered capital improvement. Kevin said they can get information to the Commission. Jamie Rheault, Whitman & Bingham- 711 Mass Ave condo project- Jamie reported that he had submitted their application to Barb and that the project has been approved by the Planning Board, Conservation and the ZBA. The project was peer-reviewed by Jeff Walsh (Graves). Rob Oliva reviewed the plans on behalf of the Commission and emailed Jamie with a list of 7 comments. They have made the changes, except 1 that they wanted to discuss with Rob. Jamie asked how the Commission wanted to move forward. Dave suggested having the Planning Board engineer review it, then give it to the new DPW Director and then have it presented to the Commission. Barb screen- shared the application and drawing, which shows 4 Duplex units- 8 units in all, with 2 bedrooms each. Barb confirmed the flow of 1,760 gal/day going to Leominster. Jamie pointed out the details on the drawing for water and sewer. Jamie added that he can share Rob Oliva's input along with the revised plans that they did according to Rob's comments. Barb asked if there is an updated plan. Jamie replied they made revisions for the Planning Board and Conservation. After Jeff Walsh reviews them; they will send the Commission the updated plan. Barb screen-shared Rob's comments and Jamie said that they already incorporated 6 of the 7. He noted that they had to revise the plans for the Planning Board and now the buildings are closer together. They will not be able to run the line between the buildings, but it will be easier to run the sewer line down the driveway. Barb asked Jamie for a new plan to submit for the peer review, which he will drop off. Jamie noted that he'd sold Whitman and Bingham in August 2021 to Haley Ward but is staying on for the interim and it is business as usual. Barb will contact Graves to let them know the plans are coming. CURRENT BUSINESS - Solar Panel Proposal (Green Community request) Barb reported she and Al Packard talked to Jack Biery (Town's Electrical Inspector), along with Al's contact at Solect. They agreed that there was not enough time to pull together a proposal. They need to check out land and space first. Barb informed Dave Passios that the Commission would need to put it off until the next run. Dave P. said it was fine because they are focusing on the streetlights. Dave M. suggested setting up an appointment with Al Packard for tours of the pump stations for the Commission and the new DPW Director. Pond View Commons 40B- Mass Housing approval- Barb sent the Commission the notice of the approval by Mass Housing. The Select Board and Town Counsel will be coming up with a response. Dave noted the project will be going through the Zoning Board of Appeals. He added that the Commission will give them the facts about the ===PAGE 3=== 75% of the revenues. There is still 1 quarterly billing to send out. Meadowwoods made a payment on past due bills and betterments, along with others who paid amounts on tax liens. There will be $225K going to Retained Earnings when the betterments are applied. IT issues - Barb reported that the move from servers/hardware to the cloud has not been smooth and that they have had problems with files going missing. She added that it has been a tough time for Paula to train but she has been a trooper and is doing well. Grease Traps- Barb sent out a certified letter to A&D Crossroads and they are waiting for the pump out report. 1st Tuesday - there are several missing, but she has contacted them. Barb updated the Website with info on the new DPW Director, new Assistant Paula, new Rate increase (to be approved with the FY23 budget at Town Meeting) and Pool filling/new lawn waiver information. Barb will be on vacation from 4/13 until 4/25. Dave mentioned that he'd like Paula come to a meeting to meet everyone. Action Items-none Public Comment - the Commission wished Barb a good vacation. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: April 26, 2022 @ 6pm - Regular Meeting, Remote Participation May 7, 2022 @ 9am Annual Town Meeting, LMHS, Mass Ave. May 10, 2022 @ 6pm - Regular Meeting, Remote Participation Motion: John R. To adjourn at 7:24 pm. Second: Brett R. Roll Call Vote- John-aye, Mike N.-aye, Brett-aye and Dave aye. Respectfully submitted, вне ч Jane L. Ranley carly Mnutes Clerk Handouts - Screen Shared by Barb Memo from Wright Pierce for Upland/Eastern/White/Maple Parkway potential extension Whitman & Bingham Engineering Plans for 711 Mass. Ave. condo project Rob Oliva's list of comments on the 711 Mass. Ave. plans FY22 YTD Budget ======================================================================================== DOCUMENT : 2022-05-03-agenda-5717.txt BOARD : sewer-commission DATE : 2022-05-03 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-05-03-agenda-5717.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05032022-5717 ======================================================================================== ===PAGE 1=== SEWER COMMISSION May 3, 2022 6:00 PM Special Meeting 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 the LunenburgAccess YouTube channel (https://www.youtube.com/user/LunenburgAccess/videos) within 24 hours of the meeting. This public meeting is 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 this link 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: 766 316 7607. If you have not registered with Zoom you will be asked for your name and an e-mail 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. 6:00 PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE PUBLIC COMMENT APPOINTMENTS CURRENT BUSINESS Articles for Annual Town Meeting PUBLIC COMMENT Adjournment ======================================================================================== DOCUMENT : 2022-05-03-minutes-5717.txt BOARD : sewer-commission DATE : 2022-05-03 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-05-03-minutes-5717.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05032022-5717 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 5/3/22 Sewer Commission Special Meeting- via Zoom (Video Conference) Attendees: Chair- Dave MacDonald, Vice-Chair- John Reynolds, Clerk- Brett Ramsden, Members: Mike Deveikis and Mike Nault, Business Manager-Barb Lefebvre, Minutes Clerk-Jane Ranley Dave opened the meeting at 6:04 pm. and did a roll call of attendees. The Commission began the meeting by saying the Pledge of Allegiance. PUBLIC COMMENT- none ANNOUNCEMENTS - none CURRENT BUSINESS - Articles for Annual Town Meeting - Discussion on Article 25. - Barb stated this article is to revise the bylaw and Lunenburg is one of a few towns with such a strict easement restriction - there are no easements allowed for sewer connections. Town Counsel and the past DPW Director suggested revising the bylaw. Barb screen-shared and read the summary of Article 25 for bylaw changes. Dave said the Commission is trying to service customers. An example is a resident who had paid his betterment and has access to Mass Ave but cannot bring a utility from Mass Ave because he does not own the driveway. Tom Alonzo(284 Lancaster Ave, and Select Board Chair) noted Dave would also be attending the 5/3 Select Board meeting later to answer questions. Reading from the Town Warrant, Tom read the addition to Section (i) and suggested adding "or a portion of the property" to the last sentence to read "Neither the boundaries of the Sewer Service Area (SSA) nor the requirement that a property or a portion of the property be located within said Sewer Service Area to be eligible to connect may be waived." He said this would clarify things if a portion of the property is in the SSA, someone cannot look at another part of the property and look for sewer service there. Dave said that they will bring that up to Counsel to change it or define it. Tom also asked why it states in Section (i) "easements going across adjoining properties" and asked what other properties there would be. Dave agreed that it would be an easement going across an adjoining property under a hardship case- not across multiple properties. Tom noted the new section 10 of the Bylaw would give broad powers to the Commission and understands hardships waivers would only come to the Commission, so he would want to see special requests granted with a super majority of at least 4 of 5 Commissioners. Dave said that he agrees but wanted to make it clear that the Commission's goal is to service their customers. Right now, the Commission cannot promote or deny access to sewer. If the Planning Board approves a project, the Commission will approve it. Tom replied that the section refers to waivers and hardships. He is for hardship waivers, where people find they have no option, but projects should not be deemed hardships, such as commercial or other large projects. Dave defines emergencies as property that was denied sewer but may not be able to support a septic later. Barb clarified that this gives the Commission the right to look at a situation and following Mass General Law, allow something that is not stated or allowed in their Sewer Regulations. Tom added that the summary indicated all points would need to be met in order to be approved. The way it is written seems like only 1 would need to be met. Barb screen-shared Article 25 under Waivers. Tom added his comments have nothing to do with the current Commissioners but for the Commissions in the future. Barb screen-shared the simplified summary of Article 25 and said she tried to clarify what has to happen for a waiver. At the Select Board meeting, Tom will bring up the waiver section, the super majority and having a public hearing for a waiver request. Mary Wilson(Whiting St.) asked if there are checks and balances in place or is it just at the Commission's discretion. Dave replied that if your property is in the Sewer Service Area, but you need to go across another property to access, you should be able to come before the Commission. It is designed for those paying a betterment. Mary asked if there are other circumstances that it may inadvertently apply to, such as commercial projects. Dave replied that they have a few customers this could apply to but there would be public meetings to discuss it. Mary pointed out that the waiver process seems pretty broad, and she was looking for the language saying it would need a public vote. Dave said he understands, and this was the language from Town Counsel. He added there are a couple things to put in there and the super majority is good idea. It is time to help customers who have been left out. Mary agreed with not having to deny those with hardships as previously mentioned, but she is wondering what else may come along as an unintended consequence and undesirable results. She looks for uncontrolled checks and balances with new regulations. Dave can't see waivers given on new developments- it was ===PAGE 2=== designed for those currently in the SSA. Chris St. Germain (268 Flat Hill Rd.) also said he was concerned about large parcels, but they need the verbiage to make sure it is not exploited. Dave replied the Commission cannot advocate or deny any projects, but they are watching all new developments. He cannot see giving waivers to any of those. Matt Allison (188 Flat Hill and Planning Board) agreed with the previous speakers. Since Dave said waivers are not for new construction, Matt suggested it should be clearly stated in the Bylaw. Dave agreed and said they will discuss it with Counsel at the Town Meeting on 5/7. Brett noted if he had property to build on but would need an easement to connect and they write out new construction, he would be unable to do it. Matt pointed out there are a lot of undeveloped property within the SSA. Dave said that they would need to consult Counsel at the Town Meeting. Matt noted an emergency is clear, but an undeveloped parcel is not an undue hardship. He added that if you had an existing lot prior to zoning, you are guaranteed one house. Dave suggested coming up with verbiage to address this and they do not want to do easements all over town. They want to service those paying betterments. Matt added it should not be a warrant article without a DPW Director to answer questions. Dave noted that former DPW Director Rob Oliva helped design it and Town Counsel drafted it. Barb added that it gives the Commission discretion for the general waiver, which many towns already have. Chris St. Germain (268 Flat Hill Rd.) and asked how they can vote yes without the changes. Dave replied that they will talk to Counsel about changes at the Town Meeting. Barb added that the article will be presented as is, but they can vote on amendments on the floor. Dave noted they will be discussing the article at the Select Board meeting at 7:20pm and at the Town Meeting. Barb noted that the 3 Budget Articles will be part of the consent calendar. Public Comment - Dave thanked those who commented and thanked Joe Progin for running the DPW without a Director. Matt said revising bylaws is a difficult process and wished them good luck at Town Meeting. Motion: Brett R. To adjourn at 6:44pm. Second: Mike D. Roll Call Vote: Mike N.-aye, Mike D.-aye, Brett-aye and Dave- aye. Respectfully submitted, save t ane L. Ranley Panley Minutes Clerk Handouts: Article 25 from the 5/7/22 Lunenburg Town Meeting Warrant Summary of Article 25 for By-Law changes ======================================================================================== DOCUMENT : 2022-05-10-agenda-5718.txt BOARD : sewer-commission DATE : 2022-05-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-05-10-agenda-5718.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05102022-5718 ======================================================================================== ===PAGE 1=== SEWER COMMISSION May 10, 2022 6:00pm Regular Meeting 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 the LunenburgAccess YouTube channel (https://www.youtube.com/user/LunenburgAccess/videos) within 24 hours of the meeting. This public meeting is 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 this link 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: 766 316 7607. If you have not registered with Zoom you will be asked for your name and an e-mail 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. 6:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE PUBLIC COMMENT ANNOUNCEMENTS CURRENT BUSINESS Town Meeting update- Budget articles, Bylaw change Upland/Eastern/White/Maple extension project-communications with engineer, residents 43 Summer St proposed Marijuana establishment –change of use requirements, public hearing 711 Mass Ave condo project – status, peer review SSO Notification Contract with Wright Pierce – contract review/signoff, order to commence Year 3 CTE contract – review Year 3 increase letter Meetings discussion –remote or in-person Minutes – review and approve Business Manager report – DPW Director, 40B, 5 Chestnut, Grease Trap account status, Invoices, Website Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES May 21, 2022 Town Election 7am -5pm Passios School, 1079 Mass Ave. May 31, 2022 6pm Regular Meeting, Remote Participation via Zoom? June 14, 2022 6pm Regular Meeting, Remote Participation via Zoom Adjournment ======================================================================================== DOCUMENT : 2022-05-10-minutes-5718.txt BOARD : sewer-commission DATE : 2022-05-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-05-10-minutes-5718.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05102022-5718 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 5-10-22 Sewer Commission meeting- via Zoom (Video Conference) Attendees: Chair- Dave MacDonald, Vice-Chair- John Reynolds, Clerk- Brett Ramsden, Member: Mike Nault, Business Manager-Barb Lefebvre, Minutes Clerk-Jane Ranley Absent: Mike Deveikis Guests: lan Ainslie (43 Summer St. - Uma Flowers) Dave opened the meeting at 6:00 pm. and did a roll call of attendees. The Commission began the meeting by saying the Pledge of Allegiance. PUBLIC COMMENT- Dave thanked everyone who came to the Town Meeting and noted that the Commission's articles all passed, which will help town residents. He also gave a shout out to Moderator Tim Murphy for doing a great job and added that the new clicker used for voting worked out well. ANNOUNCEMENTS - Barb reminded all that the Town Election will be on 5/21. Mike Nault and John Reynolds will be on the ballot for new terms. CURRENT BUSINESS - 43 Summer St. proposed Marijuana establishment- The Commission agreed to move this topic up on the agenda with lan Ainslie, site civil engineer present. Barb stated that they received the paperwork and the public hearing on the conversion of 43 Summer St. to Uma Flowers, for a retail Marijuana dispensary. lan Ainslie added this property is presently Donnelly's Tavern, at the corner of Summer St. and Youngs Rd. He noted that the most recent sewer bill is showing 298 gals/day for usage. The Title 5 for retail shows 200 gals/day, which will be a decrease in the amount of flow. Retail space has less contaminates than a restaurant and he does not anticipate any issues from a technical point of view. Barb contacted Fitchburg and was told that they have no issues with contaminates as a retail site. Since it was a restaurant, they asked to have the line camera'd between the building and the main for grease buildup and defects in the line. lan said that they are working on that. Dave said that if they will not be using the grease trap, lan should send a letter to Barb, requesting to de-commission the grease trap and have it taken out. Barb clarified that it is an internal grease trap. Dave added that lan would need a certified plumber to take out the grease trap. When the plumber sends Barb the proof of the removal, she will take them off the grease trap rolls. lan reported they will go before Planning Board on 5/23, get permitting in the summer, and open in the fall. Dave welcomed the business.to Lunenburg and hoped that hey do well. John asked lan how he is involved and he replied he is the site civil engineer. Motion: John R. Second: Mike N. To accept the change of use for 43 Summer St. from restaurant to retail. Roll Call vote: Mike N.-aye, John-aye, and Dave -aye. Barb noted that Brett was also present and he asked what they will be selling. lan clarified it will be adult use marijuana. Dave asked for a new Roll Call Vote - Mike N.-aye, John-aye, Brett- aye and Dave -aye. Town Meeting update- Barb reported the budget articles passed under the consent calendar and the Sewer Bylaw passed with amendments. Now the Bylaw needs to go to the Attorney General for approval. Dave noted the clickers worked for well for voting and John pointed out that they can now vote anonymously. Dave also said that easements will still require permission from the homeowner. Upland/Eastern/White/Maple Parkway extension project- Barb stated that they have been going back and forth with Wright Pierce regarding which parcels are involved and will hopefully send the letters out in the next week. Dave noted that it will be a $50K betterment to debt. He added that a portion of White St. was left off and Barb stated that the extension went up only to Broadmeadow Drive. Wright Pierce said, due to topography, it would have taken a pump station to go to the end of White St., which would have increased the betterment. Therefore, the letters will go to residents on White St. up to Broadmeadow Drive. 711 Mass Ave. condo project- Barb sent the Commissioners the peer review from Graves Engineering and noted that there will be changes to the plan to meet their needs. Barb clarified that Graves works for the Planning Board and the Commission. They looked at the Sewer Regulations and comments from former DPW Director, Rob Oliva. Barb expects another plan will be coming from Whitman & Bingham. ===PAGE 2=== SSO Notification Contract with Wright Pierce- Barb noted that the DEP requires a Sanitary Sewer Overflow (SSO) Notification plan submitted by 7/1. Wright Pierce submitted a quote of $3,400 to do the plan. The contract was reviewed and approved by Counsel. Barb stated that it is required to submit a form if there is a SSO event and that SWSS submitted 1 or 2 in the past. The DEP wants all water/wastewater professionals to have a plan in place. Barb asked for a verbal vote to approve the contract and for everyone to come in to physically sign the contract. Motion: John R. Second: Mike N. To accept the SSO Notification contract with Wright Pierce. Roll Call vote: Mike N.-aye, John-aye, and Dave -aye. (Brett temporarily off the screen) • Year 3 CTE contract- Barb reported that she notified the Commission that Year 3 contract with CTE has a 4% increase on Operation & Maintenance (0 & M) and hourly rate for extra services. She added that the Commission had approved it since CTE has been very conservative with billing of extra charges and that the Procurement Officer needed a letter of explanation for the file. Barb asked for a vote to accept and send the letter. Motion: John R. Second: Brett R. To accept the increase to the CTE contract for year 3 and send the letter to the Procurement Officer. Roll Call Vote - John-aye, Mike N.-aye, Brett- aye and Dave -aye. Meetings discussion- Dave stated that they can go back to in-person meetings or do a combination of in-person and Zoom. The Commission discussed the 5/31 meeting. John said that he prefers in-person meetings but needs to go with what medical facilities are requiring of their business. The Commission discussed and voted. Motion: John R. Second: Brett R. To do the 5/31 meeting in person. John amended the motion to: To have the 5/31 meeting live, with the option for zoom, for those who are not able to attend in person. Discussion: Dave confirmed the meetings will be at 6pm. Barb stated the 2nd Tuesday of the month will be at the DPW building and the last Tuesday will meet at the Town Hall. Roll Call Vote - John-aye, Brett-aye, Mike N.-aye and Dave -aye. Minutes for 4/12/22- Motion: Brett R. Second: John R. To accept the Minutes for the 4/12/22 meeting. Roll Call vote: Mike N.-aye, Brett-aye, John-aye, and Dave -aye. Business Manager Report - Barb reported the new DPW Director, Bill Bernard, is appearing before the Select Board tonight for ratification and will start the following week if all goes well. There have been no updates on the 40B project. Barb added it is very important to use your Lunenburg email for all sewer business because with 40B's, public records are often requested, including emails. Unfortunately, everyone's email address is in the process of migrating from lunenburgonline.com to lunenburgma.gov. She noted that all employees are being moved first and her email is now blefebvre@lunenburgma.gov only. Dave asked Barb to send everyone an email with her new email address and also Paula's email. Barb said that each person will be notified when their email changes and that the switch has not been seamless. The 5 Chestnut St. article was passed over at town meeting. John asked if anyone was there to present it and Dave replied yes, but that it was still passed over. Grease Traps - Barb reported A&D Crossroads has finally submitted all his reports before he was charged $25/day. 1st Tuesday reports - March logs are all in and there are just 2 April logs left to come in. Invoice: Fitchburg usage -$17,544.79 and Commission agreed it was acceptable to pay. Barb noted that the Website was updated with information on the new DPW director. Barb received notice of a public hearing for IL Forno on June 13th with the Planning Board to have a permanent free-standing pavilion instead of the tent. Dave questioned if they are changing their capacity, which affects the grease trap. Barb replied that they have gone through 2 different approvals, with no increase in capacity. John asked if they are looking to disperse the same number of people they have or will the volume increase?. Barb replied that they've said that it would be the same size as the tent and there would be no increase to seating ===PAGE 3=== capacity. Dave asked Barb to find out from Casey (Building Dept.) if they are changing the ordinance as far as occupancy; before it was temporary due to Covid restrictions but now it is permanent. The Commission agreed that if Casey says the capacity is not increasing, they are fine with it. Barb said that the drawing that was sent out is the site plan of the current tent. It states it will be construction of a 30' x 50' freestanding detached structure in the general area of the current tent. The special permit was granted in March 2022. Action Items- Dave noted the new DPW Director will hopefully start around 5/16 and suggested asking Al Packard to give a tour of the pump stations to the new Director and any Commissioners interested. Brett, Mike N and John said they would like to do that, and Barb will ask both parties. Public Comment - Dave wished Mike N. and John good luck on the election. He also said this is his last meeting as Chair, but he is still staying on the Commission. He is turning it over to the next generation. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: May 21, 2022- Town Election 7am-5pm @ Passios School, 1079 Mass Ave. May 31, 2022 @ 6pm - Regular Meeting, Town Hall June 14, 2022 @ 6pm - Regular Meeting, DPW Building Motion: John R. To adjourn at 6:47pm. Second: Brett R. Roll Call vote: Brett-aye, Mike N.-aye, John-aye, and Dave -aye. Respectfully submitted, ======================================================================================== DOCUMENT : 2022-05-31-agenda-5719.txt BOARD : sewer-commission DATE : 2022-05-31 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-05-31-agenda-5719.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05312022-5719 ======================================================================================== ===PAGE 1=== SEWER COMMISSION May 31, 2022 6:00pm Regular Meeting via Remote Participation (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 the LunenburgAccess YouTube channel (https://www.youtube.com/user/LunenburgAccess/videos) within 24 hours of the meeting. This public meeting is 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 this link to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 792 737 0353. If you have not registered with Zoom you will be asked for your name and an e-mail 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. PUBLIC COMMENT ANNOUNCEMENTS CURRENT BUSINESS Election of Officers 5 Chestnut discussion Year 3 CTE O&M contract – review and approval Q4 Commitment - review and approval Meetings format discussion Minutes – 5/3 and 5/10 review and approval Business Manager report – FY22 Budget, Extension project mailing, 711 Mass Ave project status, Il Forno update, Wright Pierce contract for SSO plan, Grease Traps, Invoices, Website Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES June 14, 2022 6pm Regular Meeting, Hybrid w/Remote Participation via Zoom June 28, 2022 6pm Regular Meeting, Hybrid w/Remote Participation via Zoom or in-person? Adjournment ======================================================================================== DOCUMENT : 2022-05-31-minutes-5719.txt BOARD : sewer-commission DATE : 2022-05-31 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-05-31-minutes-5719.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05312022-5719 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 5/31/22 Sewer Commission meeting- via Zoom (Video Conference) Attendees: Chair- Dave MacDonald, Vice-Chair- John Reynolds, Clerk- Brett Ramsden, Members: Mike Deveikis and Mike Nault, DPW Director- Bill Bernard, Business Manager-Barb Lefebvre, Minutes Clerk- Jane Ranley Dave opened the meeting at 6:05 pm. and did a roll call of attendees. The Commission began the meeting by saying the Pledge of Allegiance. Dave introduced the new DPW Director, Bill Bernard and thanked him for attending the meeting. Bill replied he is glad to be working for the town of Lunenburg. Dave asked Barb to set up a tour of the pump stations and asked Commissioners to let Barb know if they want to attend. PUBLIC COMMENT- Dave asked Barb to screen-share an invitation to a candlelight vigil for school safety on 6/10 at 6:30pm (Passios campus). ANNOUNCEMENTS - Barb congratulated John Reynolds and Mike Nault for being elected to new 3-year terms. Dave thanked John and Mike for volunteering for the town. Barb added they are very happy to have the new DPW Director, Bill Bernard at the meeting. She also noted the pool filling and new lawn waiver credit information is on the website. John suggested that next year we add information about getting an irrigation meter. (Brett joined the meeting.) CURRENT BUSINESS- Election of Officers- Dave stated he has been honored to be the chair for the past 2 years. The Commission went through a lot of changes in personnel and management companies, plus dealing with issues around Covid. He is proud to call everyone friends, but he is stepping down as Chair, to allow someone else to take over. John asked that if he is nominated and elected to a position, that it not take effect until the next meeting. Chair: Mike N. nominated John R. and Mike D. seconded. Roll Call Vote: Mike D.-aye, Mike N.-aye, Brett-aye, and Dave-aye. (John abstained.) John Reynolds elected as Chair. Vice Chair: Dave nominated Brett R. and Mike N. seconded. Roll Call Vote: Mike D.-aye, Mike N.-aye, John-aye, and Dave-aye. (Brett abstained.) Brett Ramsden elected as Vice-Chair. Clerk: Dave nominated Mike D. and Mike N. seconded. Roll Call Vote: Mike N.-aye, John-aye, Brett-aye, and Dave-aye. (Mike N. abstained.) Mike Deveikis elected as Clerk. Dave confirmed that he is staying on the Commission, and he congratulated the new officers. He also asked Barb to have ID cards made for new officers. 5 Chestnut discussion-Barb talked to Counsel about the bisecting of the parcel, and Counsel said the bylaws allow it. Dave noted the property owner wants to build a horse hospital and half of the property is in wetlands. The article to amend the Sewer Service Area was passed over at Town Meeting. Dave questioned if it was right for the town to cut the property in half to control growth and asked if it needs to be in the deed. Barb replied that Counsel said buyers need to do due diligence and that it would be a lot of work updating the deeds. Mike D. asked if buyers would be aware that a sewer stub existed. Barb replied that by virtue of a betterment, they would know that sewer was available on the street. Barb added that the town map would show that only part of the property was in the Sewer Service Area. Dave suggested meeting with Counsel and Barb said she would send out Counsel's input on the question. Dave asked Barb to go over the issue with Bill and they could look at it again. Brett noted that if he was buying a property, with a betterment, that it wouldn't occur to him that he might not be able to connect it. The Commission discussed properties with betterments that may not be able to connect, and Dave suggested having Counsel come to a meeting. John asked who determines the order for the articles and Barb replied the Town Manager and Select Board. Year 3 CTE 0& M contract- Barb sent the Year 3 contract to the Commissioners. If it is acceptable to all, she asked for a vote and for Commissioners to come in to sign it. The 1-year contract is for $85,443.44 and starts 7/1/22. Dave noted CTE is a very excellent contractor, and it is an honor to approve the contract. Motion: John R. Second: Brett R. ===PAGE 2=== To approve the Year 3 O&M contract with CTE. Roll Call Vote: Mike N.-aye, Brett-aye, John-aye, Mike D.-aye and Dave-aye. Q4 Commitment- Barb reported the Q4 bills went out on 5/19 for a total of $275,803.50. She asked that the Commissioners vote to accept and come in to sign the Commitment. Motion: John R. Second: Brett R. To accept the Q4 Commitment for $275,803.50. Roll Call Vote: Mike D.-aye, Mike N.-aye, John-aye, Brett-aye and Dave-aye. Barb noted 2 inserts were added to each bill to advise on pool filling and the rate increase. John asked Barb if she received any calls about the rate increase and she replied that just 1 person called to ask if the increase was reflected in the current bill which it was not. Minutes of 5/3/22- Motion: John R. Second: Brett R. To approve the minutes from 5/3/22. Roll Call Vote: Mike D.-aye, Mike N.-aye, John-aye, Brett-aye and Dave-aye. Minutes of 5/10/22- Motion: Brett R. Second: John R. To approve the minutes from 5/10/22. Roll Call Vote: Mike N.-aye, John-aye, Brett-aye and Dave-aye. (Mike D. did not vote as he did not attend) Business Manager Report - FY22 Budget- Barb reported the FY22 budget has 1 month left and it is looking good, after the billing went out. They are ending the fiscal year in a solid place. They received the back betterments from Meadowwoods, which will be a good boost to the Retained Earnings. They anticipated a loss of $343K but have a surplus of $288K, which is a gain of about $600K for Retained Earnings. There is another estimated year of loss due to more debt expense than betterment revenues and then it will improve. Dave suggested discussing a flat rate increase each year to cover increases from Fitchburg and Leominster. Extension project mailing- Barb reported they have been working with Wright Pierce and the Board of Health to confirm a mailing list for Upland/Eastern and White/Maple Parkway. They will be sending out 64 letters shortly and the betterment figure will still be $57K. Also, Paula created an online Survey Monkey so residents can respond online. Dave noted the engineers estimated $57K for the betterment. Brett added that the plastic pipes that they use have gone up 300% in cost and Dave noted other cost increases. Dave received a call from a resident at the corner of Pratt and West Street. He told her that she would need to put in an E1 pump to connect to the sewer and to contact Bob Proctor for pricing. Barb added that the website has a list of licensed drainlayers who can provide estimates also. 711 Mass Ave project status- Barb reported that the engineers have updated the plan based on peer review comments. Jamie will be bringing in the plans for Bill Bernard to review and hope to have them on the 6/14 agenda. IL Forno update- Barb talked to Mike at l Forno who said that the seating capacity will be the same as the tent setup so there is no increase in capacity. She hasn't been able to get information from Casey (Building Inspector) or Hannigan(engineer for the project). Dave said that he wants to hear what Casey has to say and clarification on what they mean by a permanent structure. Wright Pierce contract for SSO plan-Barb stated the SSO (Sanitary Sewer Overflow) notification plan is required by the state by 7/1. She and Bill have a video call with Kevin (Wright Pierce) and his SSO person to go over the initial review and hopes to have something to share by the next meeting. Grease Traps- Barb reported the April logs all in and Paula has been working on those who are due for pump outs. Invoices- Fitchburg Usage - $19,174.13 (monthly), Leominster-$138,839.20 (Q4-12/26-3/25)- which was about $20K higher than the last Q4 figure, and Mead, Talerman - $775.75 - for Wright Pierce contract and Sewer Bylaw work. The Commission agreed to pay them. John asked about meeting with Leominster concerning 1/l. Discussion ===PAGE 3=== followed regarding availability of money to work on Whalom. Dave thought that it would be good to have Paula look into ARPA funds or Build Back Better money. Website- Barb will be doing updates on the website about bills going out and results of Town Meeting. She also announced that Michael Ray Jeffreys was elected as the new Select Board Chair. Meeting format discussion- Dave suggested having hybrid meetings. Barb added Heather will be getting equipment for hybrid (not live but recorded) meetings at the DPW. Hybrid meetings have some attending in person and others using Zoom. The Town Hall already has a hybrid setup and meetings will be live. Barb said the Governor has only allowed zoom until a certain time. The prior Remote Participation policy required a quorum and the chair in house. Dave noted that the office is upgrading computer systems and Barb added that the plan is to have everything on the cloud- rather than on servers. Everyone's emails will be transitioned to lunenburgma.gov email addresses. The Commission discussed the format for the next meetings. John said the hybrid meeting would work better for him for now. The June 14th will be a Zoom meeting and they will discuss the 6/28 at the next meeting. Public Comment - Dave noted the Water Department did an excellent job in fixing the water main break at Hickory Hills and also said the DPW is doing a great job on the roads. Bill said he would pass it on to the department. Barb thanked Dave for being the chair since 2020 and all through Covid. Dave said he is very proud of all they have accomplished UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: June 14, 2022 @ 6pm - Regular Meeting, Remote Participation via Zoom June 28, 2022 @ 6pm - Regular Meeting, TBD Motion: Brett R. To adjourn at 7:03pm Second: John R. Roll Call Vote: Mike D.-aye, Mike N.-aye, John-aye, Brett-aye and Dave-aye. Respectfully submitted, You h. Pandey Handouts: School Safety Candlelight Vigil Invitation for 6/10 screen-shared by Barb.