# sewer-commission — 20 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 : 2022-06-14-agenda-5720.txt BOARD : sewer-commission DATE : 2022-06-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-06-14-agenda-5720.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06142022-5720 ======================================================================================== ===PAGE 1=== SEWER COMMISSION June 14, 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 711 Mass Ave project plan review - status Privilege Fee Assessment 17 Highland St. Upland/Eastern/White/Maple extension project mailing - status Meetings format - discussion Minutes – 5/31/22 -review and approval Business Manager report – Il Forno project status, Tour of pump stations, Grease Trap program status, CTE Contract, Website Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES June 28, 2022 6pm Regular Meeting, Remote Participation via Zoom or in-person? July 12, 2022 6pm Regular Meeting, Hybrid – in-person w/Remote Participation via Zoom? Adjournment ======================================================================================== DOCUMENT : 2022-06-14-minutes-5720.txt BOARD : sewer-commission DATE : 2022-06-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-06-14-minutes-5720.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06142022-5720 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 6/14/22 Sewer Commission meeting- via Zoom (Video Conference) Attendees: Chair-John Reynolds, Members: Dave MacDonald and Mike Nault, Business Manager-Barb Lefebvre, Minutes Clerk- Jane Ranley Absent: Vice-Chair- Brett Ramsden, Clerk- Mike Deveikis Guests: Jaime Rheault (Haley Ward for 711 Mass. Ave) John opened the meeting at 6:14pm. and did a roll call of attendees. The Commission began the meeting by saying the Pledge of Allegiance. PUBLIC COMMENT- Dave thanked everyone who participated in the candlelight vigil on 6/10 for "Crimes Against Victims-the Shootings Have to Stop." He also thanked Tom Alonzo and Todd Dwyer for their great speeches and the vigil was recorded for Lunenburg Access viewing. ANNOUNCEMENTS - Barb noted this was the first meeting for the new officers and welcomed John as the new chair, Brett as Vice Chair and Mike D. as Clerk. Brett and Mike D. were not able to attend. She also thanked Dave for serving as Chair for the last couple years. CURRENT BUSINESS - 711 Mass Ave project plan review-Jaime Rheault (Haley Ward) John reported they received the full-size plans and the DPW Director (Bill Bernard) reviewed them. Bill was satisfied that all the comments were incorporated. John asked for a motion to accept them. Motion: Dave M. Second: Mike N. To accept the project plan reviews for 711 Mass. Ave. Discussion: Dave asked for clarification on who approved the plan reviews. Barb replied Bill approved the Graves Review and Rob Oliva's past comments. They were satisfied all the issues were addressed in the new plans. Barb also confirmed the flows will go to Leominster and there is capacity for it. Roll Call Vote: Mike N.-aye, Dave-aye and John-aye. Jamie said that he appreciated the review and the quick turnaround. John asked when the project would start and Jamie replied that they have applied to Mass Highway for the curb cut permit and anticipated the project will start in the fall. Jamie added that the new company is Haley Ward and they are in the same location in Leominster. Privilege Fee Assessment 17 Highland St.-Barb stated that this is for a connection coming off the extension to 42 Highland St. and Bob Proctor did the connection. The privilege fee goes into effect because the property had not previously been a bettered property. The Commission will need to sign off on the assessment of $11,551.47, which will be sent to the Assessors, allowing the Town to bill and collect the monies. Barb asked the Commission to vote to assess the fee and for all to come in to the office to sign the document. Barb will be sending out a letter giving them 30 days to pay in full or to have it added to their tax bill. Barb also stated that it is a low pressure E-One System and the connection was done. Motion: Dave M. Second: Mike N. To approve the Privilege Fee Assessment of $ 11,551.47 for 17 Highland St. Roll Call Vote: Mike N.-aye, Dave-aye and John-aye. Upland/Eastern/White/Maple extension project mailing- Barb reported 64 letters went out on 6/1 and they have 19 responses. It is split - 10 no and 9 yes. Barb and Paula discussed going to SRF funding to try to reduce the price. Residents have until 7/17 to respond. Meetings format- 6/28 - John said he would prefer Zoom meetings for a little longer. Dave and Mike agreed to stay with Zoom for the 6/28 meeting. Barb noted Gov. Baker had 7/15 as the cutoff for Zoom meetings. Minutes for 5/31/22 Motion: Mike N. To accept the minutes for 5/31/22. Second: Dave M. Roll Call Vote: Mike N.-aye, Dave-aye and John-aye. ===PAGE 2=== Business Manager Report - CTE Contract- Barb had a small change of the bond amount to $42,721.72, from the prior amount of $41,053.02. (John lost signal but came back on after a couple minutes to ensure there was a quorum.) Motion: Dave M. Second: Mike N. To approve the CTE Contract with an increase of approximately $1,200, to the bond amount of $42,721.72 Roll Call Vote: Mike N.-aye, Dave-aye and John-aye. I Forno project status (permanent detached structure)- Dave reported that he watched the 6/13 Public Hearing and called Casey (Building Inspector) in the morning. He said the tent was temporary under the Cares Act but that that has now expired. He added that the new structure that they will be building is a Butler metal building with a 4' foundation, slab and glass in the front. Dave questioned whether it changed the seating requirements and capacity. He added Casey said he has not approved any plans, so no permit has been issued. There is also an issue with the parking lot because it will take up a lot of space. John questioned what it means for usage and Dave replied that a plumber will need to calculate. It may require an external grease trap. Their capacity is now 135 but if it increases to 175, it may kick in another level of water increase. John noted their existing grease trap is substantial. Barb confirmed they already have an external grease trap and when Sean Patrick's did the remodel, they put in an oversized tank. John added they also have internal traps, and the tank was always clean when it was pumped. Tour of pump stations- Barb noted Al Packard will give a tour of 2 stations on 6/15 at 8:30am, starting at the Dana St. station. Grease Trap program status- Barb reported everyone is on schedule for external pump outs and there are 3 1st Tuesday reports owed, but they have been contacted. Paula will be working on sending out the annual renewal letters next month and confirmed that they will just be billing the non-compliant accounts. Barb also has new ID cards for the Commissioners. She also noted Michael-Ray (new Select Board Chair) has requested input from committees to be announced at Select Board meetings. Action Items-none Public Comment - Dave congratulated John on his first meeting. Barb noted the budget closes out 7/1 and it still looks good. She added that there are a couple projects going through as Capital Improvements- Weld Generator requested a new water pump and an injection pump for the generators. Also they need to do the 3rd control panel because the probe technology is now obsolete. Al (Packard) had said that the new panels are working very well. Barb will have a budget update for the end of fiscal year at the next meeting. Dave suggested having the new DPW Director at the next meeting to discuss the Maintenance Plan projects for Fiscal 2023 and Barb will add it to the agenda. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: June 28, 2022 @ 6pm - Regular Meeting, Remote Participation via Zoom. July 12, 2022 @ 6pm - Regular Meeting, TBD Motion: Mike N. To adjourn at 6:42 pm. Second: Dave M. Roll Call Vote: Dave-aye, Mike N.-aye and John-aye. Respectfully submitted, Your h. fantay Minutes Clerk ======================================================================================== DOCUMENT : 2022-07-12-agenda-5722.txt BOARD : sewer-commission DATE : 2022-07-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-07-12-agenda-5722.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07122022-5722 ======================================================================================== ===PAGE 1=== SEWER COMMISSION July 12, 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 Exploration of Billing Software options- Muni-Link Utility Billing program presentation – Paula Bertram Review of Maintenance Plan and plans for FY23- Bill Bernard Upland/Eastern/White/Maple extension project – results of 2 mailings Privilege Fee Assessment for 17 Highland St – vote, sewer connection completed FY22 encumbrances FY22 EOY final commitment $1567.97 - vote Meetings format discussion Minutes – 6/14 - review and vote Business Manager report – SSO Notification, FY22 Budget, Chase Rd. Committee, Il Forno, Pump station tour, Grease Trap program, Invoices Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES July 26, 2022 6pm Regular Meeting August 9, 2022 6pm Regular Meeting Adjournment ======================================================================================== DOCUMENT : 2022-07-12-minutes-5722.txt BOARD : sewer-commission DATE : 2022-07-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-07-12-minutes-5722.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07122022-5722 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 7/12/22 Sewer Commission meeting- via Zoom (Video Conference) Attendees: Chair-John Reynolds, Vice-Chair- Brett Ramsden, Member- Dave MacDonald, DPW Director- Bill Bernard, Business Manager-Barb Lefebvre, Asst. Business Manager-Paula Bertram, Minutes Clerk- Jane Ranley Absent: Mike Nault and Mike Deveikis (Clerk) 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 ANNOUNCEMENTS - Barb announced they sent out the annual permit applications for grease traps (FY23) and they are due back by 8/10/22. CURRENT BUSINESS - Exploration of Billing Software options- Paula screen-shared a presentation of the Muni-Link Utility Billing program. She noted she has gone through 1 billing cycle and the next billing cycle will be early August. She added the billing process is extremely cumbersome, with a lot of data manipulation going on. With Barb's approval, Paula contacted a few firms, attended several demos and found one software vendor (Muni-Link) with a lot of functionality that would streamline efficiencies. Barb and Bill also attended a presentation by Muni-Link and were interested. Paula summarized the current billing process, which requires the use of Microsoft Excel, Microsoft Access and Munis (the town's accounting system). Access is used to create customer numbers, reports, manipulate data for irrigation meters, check for errors and import readings via Excel from the Water District. The numbers from Leominster and Fitchburg are entered manually. Excel is used to track ownership changes and account adjustments. They generate a worksheet to compare data from last billing to the current billing to see if it matches up. Another worksheet tracks final reads so they can correct any invalid readings. The Northern Data file from the Water District is imported to Munis and they correct any errors. The bills are printed, stuffed and sent out in-house. Demands for over-due bills are done through Munis and sent out from the office. In between billing, there are a lot of data changes made in all 3 programs. Paula shared copies of sample data and worksheet screens. She added it takes a minimum of 30 minutes for every ownership change. The Water district provides customer readings in CSV format and Excel. Leominster provides readings in Excel, but Fitchburg provides readings in pdf, and they have to be entered manually. The entire billing process takes 2 weeks, not including final reads, ownership changes and adjustments. The goal for finding a new software system is to streamline, simplify and easily import from multiple places. They also need to import and export data to Munis, eliminate any manual entries, decrease errors and save time. Paula shared a comparison of the products from Northern Data, Muni-Billing and Muni-Link. Northern Data is just a billing outsource mailing system. Muni- Link has the most advantageous platform. Muni-Link has a 1- time fee of $8K and $400/month for 920 customers. Bill generation can be done for an additional fee per piece. Muni- Billing has a 1-time fee of $5-7K, and $600/month. Muni-Link has all documents for an account in one place and they can attach photos, videos, etc. E-Bills and E-payments can be done. They can also communicate to field staff in real time regarding problems. Paula talked to a couple of references, that gave Muni-Link great ratings. She said the next step would be authorization from the Commission to proceed. Then they would need to talk to the Town Manager, Treasurer, Accountant and Munis about the process. Once funded, the implementation process would take about 7 months and they would bring 3 years of data over to the new system. Dave asked if they provide technical support and Paula replied they provide live customer support. Dave also asked if she talked to other town departments, or Leominster and Fitchburg about the system. Paula replied they have not and wanted to approach the Commission Dave said he is in favor of the program. Brett asked how long it would take to do bills with the new system and Paula replied it should cut the billing to a couple days. It would also flag any errors. They would need to keep Munis but eliminate Access & Excel. Bill said it would be a great improvement and he recommends it. John added it would save time and he is just concerned about what the Town Manager and Accountant say. In regard to funding, Dave suggested taking it from capital or maintenance. Barb reported they came out ahead for FY22 and in FY23, they budgeted $4K for billing mailing. They could put $4k down and pay the second $4K when the process was complete. If needed, they could go to the special town meeting. Dave suggested budgeting $15K and Paula replied it could be budgeted over 2 years. His concern ===PAGE 2=== was the tech support, and he recommends they go forward. Paula said the next step is to talk to Town Accountant, Manager and Treasurer first. Muni-Link could also come in to do a quick demo. Motion: Dave M. Second: Brett R. To accept the recommendations from Paula Bertram and Barb for the new program for the billing system and strongly recommend implementation. Roll Call Vote: Dave-aye, Brett-aye and John-aye. Dave asked Barb if the conference room has been upgraded for Zoom and she replied not yet. John will check with. the Town Manager. Review of Maintenance Plan and plans for FY23- Bill noted Wright Pierce put together a comprehensive maintenance plan. They have been using contractors to do work such as jetting lines-especially those that are troublesome- and using the camera on those lines. Also he will be going forward with recommended repairs on manholes for Inflow/Infiltration (I/l). The Sewer Operation & Maintenance contract with Chad Empey (CTE) has a list of recommended upgrades to address. They respond to emergencies and work to stay within the budget. Bill noted he would like to advertise a maintenance contract to do the jetting, camera work, manhole inspections, repairs for I/l and response for emergencies that did not overlap with the contract with CTE. They may get a better price if the contract goes out for bid. Dave cautioned about putting a contract on top of another contract and does not want mess up the CTE contract. Dave inquired about the FY23 budget figure for maintenance. Barb replied it is $64K for infrastructure (repairs and emergencies) and $50K in Capital for planned improvements. Dave suggested adding to a future agenda the discussion of maintaining the funding for either $50K or $100K for maintenance.. Dave asked if there is ARPA money still available and Barb replied she will check with the Town Manager. John added they have a good relationship with CTE, and they do not want to damage that. He noted it would be great if Bill looked at better ways to do the other work not performed by CTE. Upland/Eastern/White/Maple extension project-Barb reported 64 letters went out to residents in early June and they did a follow-up in late June to the 36 that had not responded. Out of the 42 responses, 16 were for it, 26 against, and 21 that did not respond potential connections were reduced in 63). They would need 26 residents in favor to have a 2/3rds majority, so at this point the extension is put on the back burner. Barb noted there was not a 2/3rds majority in favor on any street. Privilege Fee Assessment for 17 Highland ST.- Barb reported the property was not connected as of the last meeting but it was connected as of 7/2/22. She asked the Commission to revote to assess the Privilege Fee of $11,551.47. Motion: Brett R. Second: Dave M. To assess the Privilege Fee of $11,551.47 to connect to the sewer main at 17 Highland Street. Roll Call Vote: Brett-aye, Dave-aye and John-aye. Barb asked for at least 3 Commissioners to come into the office to sign off on the Privilege Fee. FY22 encumbrances- Barb read figures for FY22 encumbrances which totals $57,819.87 as follows: CTE (Control Panel) -$6,000, Leominster Debt Service- $38,200, Office Laptop (for Paula)- $2,300, Generator Maintenance- $2,000, Generator Repairs (Injection Pump and Water Pump)- $8,300, Wright Pierce balance for SSO notification project - $1,019.87. Motion: Brett R. Second: Dave M. To accept the FY22 encumbrances for a total of $57,819.87. Roll Call Vote: Brett-aye, Dave-aye and John-aye. FY22 End Of Year final commitment of $1,567.97 - for final reads done after quarterly billing commitment. Motion: Brett R. To accept the FY22 final commitment of $1,567.97. Second: Dave M. Roll Call Vote: Brett-aye, Dave-aye and John-aye. Meetings format discussion- Barb spoke to Town Counsel, and it appears the Governor is planning on extending the Zoom allowance for meetings until 12/2023, but it is not yet final. She noted the next meeting is 7/26 at the Town ===PAGE 3=== Hall which could be in person, hybrid or Zoom. John said he would like to keep it as Zoom or Hybrid. Brett and Dave agreed. Minutes for 6/14/22- John asked to postpone minutes to next meeting. Dave and Brett agreed. Barb will fix an error in the minutes and resend to Commissioners. Business Manager report - Barb reported the SSO Notification was due by 7/6 and we had sent it off to the State on 6/10. She added they will be using a Code Red system, similar to the Fire Department, if there is an overflow. Sanitary Sewer Overflows (SSO) are not a frequent occurrence. Barb sent out the year-to-date FY22 Budget and they have come out ahead, instead of the $190K deficit originally estimated. She also sent out the FY23 Budget. Chase Ra. Committee- Barb and Bill will be on the committee to discuss expansion of water and sewer on Chase Road, from Mass. Ave. to West Townsend Road, in anticipation of the proposed 40B project. John said he would also participate. Il Forno-Barb received a confirmation from the Planning Board that they will write into the agreement the seating capacity is currently 134 and will remain 134. Dave questioned whether the capacity would actually stay at 134 and asked to talk to Casey (Building Inspector). John said it was ok for Dave to talk to Casey. Pump station tours were done on 6/15, with Brett, Bill, Mike D, Paula and Barb attending. Al Packard did the tours at Dana Street and Electric Ave stations. Barb reported the Grease Trap program annual permit letters were sent out and they will be only billing those who are non-complaint. There are 6 internal and 4 external that were non-compliant. The external non-compliant ones are those who are late in doing pump-outs. They have all met the requirements and are now compliant. John noted about half the establishments were non-compliant and he would not want the new fee policy to become a cause for more follow-up by Barb. Barb replied they are chasing down the ones that are always late with logs or pump-outs. Invoices- Fitchburg monthly-$14,755.35, Mead, Talerman(2)- $542.37 (6/20 invoice for bisecting lots with SSA and O&M Bond) and $221.49 (through end of fiscal year). Barb noted they ended the year $600 over budget for legal expenses. Public Comment - Dave invited all to the pancake breakfast at the Senior Center on 7/13. Barb said she will need to confirm if the Chair needs to be in person at a hybrid meeting. Dave asked Jane to correct the minutes of 6/14 regarding Il Forno to read he "watched the public hearing live on PACC TV and called Casey the next morning." UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: July 26, 2022 @ 6pm - Regular Meeting, Zoom/Hybrid August 9,2022 @ 6pm - Regular Meeting, Remote Participation Motion: Brett R. To adjourn at 7:14pm. Second: Dave M. Roll Call Vote: Brett-aye, Dave-aye and John-aye. Respectfully submitted, Jane L. Rank Minutes Clerk ======================================================================================== DOCUMENT : 2022-07-26-agenda-5723.txt BOARD : sewer-commission DATE : 2022-07-26 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-07-26-agenda-5723.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07262022-5723 ======================================================================================== ===PAGE 1=== SEWER COMMISSION July 26, 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 APPOINTMENTS 6:00pm 255 Sunnyhill Rd potential subdivision, Ed McSweeney – discussion re connection to sewer on Leominster Road CURRENT BUSINESS Meetings format discussion for future meetings Minutes – 6/14, 7/12 review and approval Business Manager report – ARPA funds, Muni-Link Utility Billing program, Upland extension, Grease Trap program, Invoices, Website Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES August 9, 2022 6pm Regular Meeting, Remote Participation via Zoom August 30, 2022 6pm Regular Meeting, Remote Participation via Zoom Adjournment ======================================================================================== DOCUMENT : 2022-08-09-agenda-5724.txt BOARD : sewer-commission DATE : 2022-08-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-08-09-agenda-5724.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08092022-5724 ======================================================================================== ===PAGE 1=== SEWER COMMISSION August 9, 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 APPOINTMENTS 6:00pm Greg Roy, Dillis & Roy-Sewer Extension request - 4 Kimball St - discussion 6:30pm Jacie Nicoll, Smokestack Roasters -non-compliance discussion CURRENT BUSINESS Illegal Connection - 400 Sunny Hill Rd – status, discussion ARPA spending- DPW Director proposals FY22 Budget - Indirect costs adjustments discussions FY23 Budget - YTD Approval to abate discharged debt on Chapter 7 bankruptcy Minutes of 6/14, 7/12 meetings - review and vote to approve Business Manager report – Upland extension status, Invoices, Grease Trap- annual permits, 1st Tuesday reports, Website Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES August 30, 2022 6pm Regular Meeting, Remote Participation via Zoom September 13, 2022 6pm Regular Meeting, Remote Participation via Zoom Adjournment ======================================================================================== DOCUMENT : 2022-08-09-minutes-5724.txt BOARD : sewer-commission DATE : 2022-08-09 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-08-09-minutes-5724.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08092022-5724 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== DeStetano who would like to connect 4 Kimball St. to town sewer with a short extension from Prospect St. He screen-shared the plan for the property which is near the intersection of Prospect and Kimball St. There is an existing 18" trunk sewer within Prospect St, with an existing manhole. Greg did not find an as-built for the sewer but has copies of the proposed plans with a sewer stub in that location. He is proposing to use the sewer stub, go up Kimball St. and put in another manhole. They would stub a line for future extension on Kimball St., further west. He suggested using a lateral connection into the manhole, with an 8" sewer stub out of manhole for future extension up Kimball. Nicole said she plans on using Danny Proctor as the contractor, but she does not have a quote yet. Bill B. said the plan looks good but Kimball and Prospect Streets were paved within the last 5 years so they will need a permit and meet requirements for the patch. He is okay with issuing a permit. Mike N. asked if they will be passing any non-sewered houses and Greg replied the only possible one would be to the east of 4 Kimball. That property may have a lateral to Prospect and they should verify it. Mike N. stated he was ok with the plan. Brett suggested the pipe be the required in-street size to handle a future extension to all of Kimball St. Greg said the stub is 8" which is the minimum for municipal sewer and with a steep sewer, there should not be any capacity problems. He estimated there are about 20-30 houses in the area and an 8" pipe would handle the flow. Barb noted the house to the east of 4 Kimball St is known as 480 Hollis Rd. and it is already bettered, as well as the next house down the street. John asked to clarify that the stub will be a SP3, which would accommodate the 10 houses up Kimball Street. The Commissioners discussed and agreed to vote for the extension to proceed. Barb added the vote will be pending the assignment of a licensed drain layer contractor prior to Bill B. signing off on the extension. Motion: Brett R. Second: Mike N. To accept the sewer extension at 4 Kimball St, pending the assignment of a contractor. Discussion: Barb said she received an inquiry from a home further up on Kimball St. that may or may not need an extension. Greg reached out to them but has had no response yet. Roll Call Vote: Mike N.-aye, Brett-aye and John-aye. Jacie Nicoll (Smokestack Roasters) - non-compliance discussion-postponed to next meeting. CURRENT BUSINESS - Illegal Connection- 400 Sunnyhill Rd. - John talked to Casey (Building Inspector) and he is not concerned that they have connected to sewer. Barb has been working hard to get the contractor to comply. Former DPW Director Rob Oliva had requested an engineered plan which has not yet been provided. Barb heard from the water department that the water meter was turned on, which usually the effective date for a sewer connection with new construction. John said Casey noted the contractor needed water to continue work in the house. Mike N. questioned if the water is on and there is no sewer, where is the water going. Barb noted the contractor told Paula they are using Tandem Construction as a drainlayer. Tandem had been an approved drainlayer in the past but needs to file paperwork again. They have not received an application yet. Mike N. asked if water and sewer are usually put on at the same time and Barb replied yes. Brett suggested asking someone who represents them to come to a meeting to discuss this and John asked Barb to send them a request to attend the next meeting. ARPA spending- DPW Director's proposals - Bill said that the town has some ARPA money that could be used for upgrades to sewer and suggested asking for $200K for manhole repairs. John asked about money for pump station upgrades and Bill said he would add that to the request. Mike N. agreed with asking for money for manhole and pump station upgrades. Brett suggested doing the manholes first and getting input on the pumps from the maintenance company. John asked Bill to put together a request to the Town Manager for the money. Mike suggested requesting $200K for the manholes and $200K for the pump station upgrades. John asked Bill if the money could be used to replenish the spare parts list and Bill will check into it. ===PAGE 2=== Motion: Brett R. by the court. Second: Mike N. To abate the past due bills for 24 John St. prior to 3/30 declaration of bankruptcy per Order of Discharge as approved Discussion: Mike N. understands they have no choice but if the house sold, they could have had a lien to recover the Roll Call Vote: Brett-aye, Mike N.-aye and John-aye. Minutes of 6/14 and 7/12 - were tabled to the next meeting because not all Commissioners were present. Business Manager Report - Upland/Eastern extension status- Barb reported there have been no repercussions since they determined they will not be proceeding any further. She added however that she had been asked to pursue with Town Counsel offering a connection fee moratorium to help with the high price for the extension. Counsel reviewed it and unfortunately, it may have been the only inquiry to Counsel in July. The Commission was thus charged for nearly the full monthly flat fee of $1,273 for 2.3 hours for the connection fee question and 0.2 hours for information from the Governor regarding remote meetings. Barb just wanted to bring the invoice to the Commission's attention. Invoices- Mead, Talerman- $1,273.00 for July and Fitchburg - $15,223.07 (5/26-6/25/22) Grease Trap annual permits- Barb reported they have about half of the annual permits in and one of the appointments scheduled for this meeting was to contest the non-compliant status. Reminders have been sent out for those outstanding permits. Website- has been updated with town meeting articles, election of officers, updated drain layers list, the new Sanitary Sewer Overflow notification program and the Upland sewer extension request. Counsel hours- August 30 (11am to 3) Barb will be away if someone else would like to go. She will be missing the next meeting and Paula will fill in for her. Barb's retirement -Barb announced she will be retiring by the end of the calendar year. John said they will miss Barb and can't say enough for what she has done for the Sewer Commission. Brett congratulated her. Action Items- Brett asked if there is any progress with new billing system. Barb said they need to talk to the Town Accountant, Town Manager and Muni-Link, but they are in the middle of getting billing out within the next week. After that, they will focus on the new billing system. Barb will add it to the agenda for the next meeting. Public Comment - Mike congratulated Barb on her retirement. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: August 30, 2022 @ 6pm - Regular Meeting, Remote Participation September 13, 2022 @ 6pm - Regular Meeting, Remote Participation Motion: Brett To adjourn at 7:01pm. Second: Mike N. Roll Call Vote: Mike N.-aye, Brett- aye and John-aye. ======================================================================================== DOCUMENT : 2022-08-30-agenda-5725.txt BOARD : sewer-commission DATE : 2022-08-30 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-08-30-agenda-5725.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08302022-5725 ======================================================================================== ===PAGE 1=== SEWER COMMISSION August 30, 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 APPOINTMENTS 6:00pm Jacie Nicoll, Smokestack Roasters – request for waiver of non-compliant annual permit fee 6:15pm Carlene Baily, Il Forno Restaurant - request for waiver of non-compliant annual permit fee 6:30pm Greg Roy, Dillis & Roy, for 3 Lancaster Ave Change of Use request – discussion, vote 6:45pm Mark Moscinski for 400 Sunny Hill Rd – discussion of New Construction home without required permits CURRENT BUSINESS Pondview Commons 40B Comprehensive Permit Application - discussion ARPA proposal – discussion of request submitted to Select Board Special Town Meeting Warrant for November 15, 2022 – discussion Q1 FY23 Commitment – review and approval Privilege Fee Order – 17 Highland St - review and approval Grease Trap program –  Annual Permits outstanding: A&D Crossroads, Conrad’s Drive-In, and Lunenburg Gas & Market  1st Tuesday reports status Minutes for meetings 6/14, 7/12, 8/9/22 – review and vote to approve Business Manager report – Muni-Link update, FY22 Indirect Costs adjustment, FY23 Budget, Invoices, Business Manager resignation Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES September 13, 2022 6pm Regular Meeting via Zoom September 27, 2022 6pm Regular Meeting via Zoom Adjournment ======================================================================================== DOCUMENT : 2022-08-30-minutes-5725.txt BOARD : sewer-commission DATE : 2022-08-30 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-08-30-minutes-5725.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08302022-5725 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 8/30/22 Sewer Commission meeting- via Zoom (Video Conference) Attendees: Chair-John Reynolds, Vice-Chair- Brett Ramsden, Members: Dave MacDonald and Mike Nault, Assistant Business Manager-Paula Bertram, Minutes Clerk-vane Ranley Absent: Business Manager-Barb Lefebvre, Clerk- Mike Deveikis and DPW Director- Bill Bernard Guests: Mike Mohamed (i Forno), Ryan Proctor (Dillis & Roy) John 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- Dave, on behalf of the Lion's Club, thanked all who came out to support the food drive at Hickory Hills. They collected over 120 bags of food. ANNOUNCEMENTS - John reported the Q1 sewer bills were sent out on 8/16. If anyone did not receive their bill, they can call the Sewer or Tax Collector office. Bills can be paid online, at the Town Hall or mailed. APPOINTMENTS- Jacie Nicoll (Smokestack Roasters) - appointment cancelled and they withdrew their request for a hearing. Mark Moscinski- 400 Sunnyhill Rd. -did not attend. CURRENT BUSINESS- Pondview Commons 40B Comprehensive Permit Application- John noted the Sewer Dept. received a large binder for this application and he briefly looked at it. Paula reported the binder came on Aug. 25' and the application has been submitted to the ZBA (Zoning Board). The applicant is seeking a waiver of filing fees from the town and sent a check for $1,000. The filling fees required are $86,000, but their attorneys say this is unreasonable and not consistent with the usual filing fees for a subdivision or a special permit project. They are willing to pay for a peer review based on proposals for those services, not a fixed arbitrary schedule. Paula suggested that the Commission identify the costs for a peer review and provide that information to the ZBA. John encouraged the Commissioners to read the 2 items that were included in the package sent out and to go to the Sewer Dept. to review the binder. Paula said that she did not know when the ZBA will be discussing the waiver request but will check on it. She had sent the Commission a list of the requested waivers which includes a waiver for requiring the project be inside the SSA (Sewer Service Area. She suggested that the Commission make a recommendation to the ZBA regarding this waiver request. John said that he was not sure how to handle that since the Commission does not determine whether a property can be included in the SSA. Dave noted the Commission would need to make a report to the ZBA, explaining their concerns about the project being outside the SSA. The ZBA would make the determination. Dave added the Connection Fees are crucial as they are passed on to Leominster. If they are not paid, it would create a hardship on the Town. He recommended the town lawyers get the paperwork and have Leominster involved. Paula reminded all that the Hollis Hills project had waived connection fees and that cost would have been assumed by Sewer Enterprise fund. John asked Paula to find out when the ZBA will have this on their agenda and also add it to the next agenda for discussion. Paula will also send Commissioners a copy of the Sewer Commission's concerns for this project. (Brett joined meeting) APPOINTMENTS: Mike Mohamed I Forno Restaurant) - Mike explained that Grease Trapper was taking care of their grease traps. Grease Trapper's business was sold and somehow lost their files. I! Forno has the documents to prove Grease Trapper did the job and I! Forno had paid them, but they did not send the report at the right times. Mike said that they did not know anything was wrong until they heard from the Town. He noted that they are on a new schedule now and the traps will be done on 9/24. Mike added that they have a log in system set up to stay on top of things. John noted that on the grease trap permit application checklist, it states the owner is responsible for submitting the reports. Mike replied that he understands that but that he didn't follow up on the report because he thought that Grease Trappers sent the report. They are monitoring it now. Dave asked Paula's opinion and she stated that there were a lot of emails sent between Grease Trappers, Barb, and herself. Barb also sent emails in February and March to I! Forno, stating they were non-compliant. The system should have been pumped 12/9/21 and they do not have a record of that pumping. Emails were sent to Carlene and Mike, regarding the missed pumping. Mike said that they followed up ===PAGE 2=== with Gary (Grease Trappers) and were promised that it would get done. Dave pointed out that there was a lot of correspondence going back and forth and it was not out of the blue. Paula read the list of correspondence by Barb regarding the missing 12/9/21 pumping and report. Barb emailed I! Forno on 3/28/22 stating they had not received the pumping report and Il Forno was now non-compliant. On 3/29, Paula received a call from Gary of Grease Trappers saying he would get her the report as soon as possible but they still did not receive the 12/9/21 report of pumping. Paula added that this was a reoccurring issue. Dave advised Mike to call the pumping company to get the records for the pumping and Mike agreed to do that. Paula said that they also had a similar problem with Asian Imperial, who also used Grease Trappers. Asian Imperial also became non-compliant, but they paid the fee and have hired a different pumping company. Dave suggested giving Mike 2 weeks to obtain the reports and take it up at the next meeting. Mike Nault asked if Gary was sending the reports before selling the company and Paula replied there were issues going back to 2020 when it was Sean Patrick's. In addition, their 2/1/22 email was not responded to until 3/29 by Grease Trappers saying they would send the report but found out the pumping was not done as required. Mike N. agreed to getting records that it was pumped. Motion: Dave M. Second: Brett R. To postpone a decision for 2 weeks and give I! Forno's owner a chance to call his pumping company to get them back online. If that does not happen, the Commission will stick to what they were planning to do with the paperwork they received. Discussion: Mike said he would get on it first thing in the morning. Dave stated I! Forno is a good establishment in town, but they need to get their paperwork back online. John noted that they need to be concerned about consistency-business to business. Mike added his prior landlord took care of this and it was something he was not aware of. Dave replied that they are here to help restaurants, but i Forno needs to respond to emails and calls from the Town. Roll Call Vote: Dave-aye, Mike N.-aye, Brett-aye and John-aye. Paula will add the discussion to the next meeting agenda Ryan Proctor (Dillis & Roy) - re. 3 Lancaster Ave. Change of Use - Ryan stated that he is representing the applicant for a change of use at 3 Lancaster Ave to convert the existing space to office space. The property was formerly Dragonfly Cafe and Trudy's Treats. They are not proposing any external changes other than striping the parking lot and no changes to utilities. They are proposing an increased flow of 85 gal/day. The previous design flow was 240 per day and the new use will be roughly 325 gal/day. John asked why the flow was greater since it was previously a working kitchen and Ryan replied the Title V classification for fast food was calculated by the seat. It is now set up based on total overall area. Dave asked Paula if Dragonfly has an active grease trap and she replied they do not receive a bill or permit renewal. Dave suggested checking if there is still a grease trap and if so, it should be disconnected. Ryan said he will get an answer for them. Dave added that they should have a plumber certify it has been disconnected. If there is an inground trap, it would not have to come out but should be disconnected. Motion: Dave M. Second: Mike N. To approve the change of use for 3 Lancaster Ave, with the speculation they will discontinue the grease trap and send certification to the Sewer Office. Roll Call Vote: Dave- aye, Mike N.-aye, Brett-aye and John-aye. Jane asked the Chair if the Commission can vote on minutes before Mike Nault needs to leave the meeting. Minutes for 6/14/22 Motion: Dave M. To accept the minutes for 6/14/22. Second: Mike N. Roll Call Vote: Dave- aye, Mike N.-aye and John-aye. Minutes for 7/12/22 Motion: Brett R. To accept the minutes for 7/12/22. Second: Dave M. Roll Call Vote: Dave-aye, Brett-aye and John-aye. Minutes for 8/09/22 - were postponed to the next meeting (Mike N. left the meeting) ===PAGE 3=== CURRENT BUSINESS (cont.) ARPA proposal- John reported Bill (DPW Director) submitted the Sewer Commission's ideas to the Town Manager for $200k (manholes) and $300K (pump stations). Dave suggested doing the pump stations as a priority over manholes. Dave noted that there is money in the maintenance program for manholes but not for the pump stations. The money will be distributed throughout Town, so Dave was not sure what would come to sewer. Paula said she will talk to Bill, but suggested John also discuss it with Bill and the Selectmen. Dave suggested the money may be going through the Capital Planning committee and Paula replied that she would find out. Special Town Meeting Warrant for November 15, 2022- John reported the warrant opened on 8/23 and articles need to be in by 9/20. There will be an article for transfer to the stabilization fund that's done yearly and John said he would work with Barb on it. Q1FY23 Commitment-Paula reported the bills went out on 8/16 for $305,865.68 but there will be adjustments to that amount so it will be less. She has the commitment paperwork for the Commissioners to sign. Motion: Brett R Second: Dave M. To accept the Q1FY23 Commitment of $305,865.68 or less. Roll Call Vote: Dave-aye, Brett-aye and John-aye. Privilege Fee Order- 17 Highland St.- Paula reported the owner of the property has chosen to apportion the betterment over the 20-year period. The Sewer Commission needed to vote and issue an order of sewer privilege fee assessment of $11,551.47. Paula added there was a recording fee of $105, which the owner provided. Motion: Dave M. Second: Brett R. To accept the apportionment of the Privilege Fee of $11,551.47 for 17 Highland St. Roll Call Vote: Dave- aye, Brett-aye and John-aye. Grease Trap Program- Annual Permits Outstanding - Paula noted that they issued fees in the amount of $4,350 for businesses that were non-compliant. There was a hearing for 1 establishment earlier in the meeting and there are 2 outstanding permit applications that were due 8/10 - Conrad's and A&D Crossroads. She added that emails and calls were sent to them and if they are not received by the next meeting, she recommends starting the non- compliance process at the next meeting. John agreed to have them put on the next agenda. 1st Tuesday reports status - Paula reported that they have received the majority of most reports and will follow up on the late ones. Presto Pizza was closed a month for vacation and will send reports when they return. Business Manager Report - Muni-Link update- Paula stated that after going through the billing, it is clear they need a new solution, to eliminate the data entry and have a better error checking system. Her goal is to meet with the Finance Dept., Town Accountant (Karen), Tax Collector (Myleen) and Town Manager (Heather) during the week of Sept. 12th. They need to talk about how to get the 2 systems to work together. Muni-Link is recommending using their interface for customer payments, but it would require an upload to Munis through the journal ledger. In December, Munis will be upgrading the system to the current version and Paula hopes it would be easier for import and export FY22 Indirect costs adjustment- John noted there was a 2-month period of not having a DPW director and the Commission was charged for benefits of about $900. He said Barb had followed up on this on 8/12 but did not get a reply. The adjustment would need to be done before the closing of the fiscal year (no date yet). Barb wanted to know if the Commission wanted to pursue it. Discussion followed on sending a letter to the Town Manager concerning the credit and at least getting an explanation, plus the work that was done by the employees when there was no DPW Director in place, but the Commission decided to take it offline and John will call the Town Manager regarding the issue. FY23 Budget- John and Paula agreed the budget looks fine. Paula noted currently the Expenses are $39,531.41 and Revenues are $347,461.97. John thanked the Commission for allowing waivers for new lawn watering when Dave brought up the drought and its potential effect on resident's water bills. Paula processed several waivers in the last billing, providing the waiver calculation to the users getting credits on their invoices. ===PAGE 4=== Invoices- Fitchburg (6/26-7/25) - $14,154.55, Leominster Usage - $112,146.74 and Mead, Talerman -$ 81.34 (for order of discharge for bankruptcy). Paula noted that the Commission's signatures are needed. John added that there are several documents needing the Commissioners' signatures and Paula requested that they come to the office this week to sign. Business Manager's resignation- Dave recommended holding off accepting the resignation until the next meeting. Mark Moscinski-re. 400 Sunnyhill Rd. -He had a 6:45 appointment this evening but did not attend. Paula reported that it is a new construction and the water meter was turned on. We received the drain layers application for a drain layers license, but have not received an application to connect or the associated fees. John stated that they are not connected to the sewer as far as we know but the Commission needs to keep their eye on it. Barb contacted them starting in 2021 with no responses to her many emails and that is why she is addressing this as a potential illegal connection. Paula said the contractor is in contact with Whitman & Bingham for an engineered plan that Rob (Oliva) had requested. Public Comment - none Action Items- Dave suggested sitting down with Leominster to discuss coating or lining the pipes in the Whalom District and to reach out to Leominster and Fitchburg for a meeting. John asked the Commissioners to stop at the DPW building to sign items. Motion: Brett R. To adjourn: 7:06pm. Second: Dave M. Roll Call Vote: Brett-aye, Dave- aye and John-aye Respectfully submitted, leueh Konley lane L. Ranle Minutes Clerk ======================================================================================== DOCUMENT : 2022-09-13-agenda-5726.txt BOARD : sewer-commission DATE : 2022-09-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-09-13-agenda-5726.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09132022-5726 ======================================================================================== ===PAGE 1=== SEWER COMMISSION September 13, 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. 6:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE PUBLIC COMMENT ANNOUNCEMENTS APPOINTMENTS 6:00pm Lou Franco, Select Board member – discussion on Sewer Bylaw 6:15pm Mike Mohamed & Carlene Baily, Il Forno – contesting non-compliant FY23 annual fee CURRENT BUSINESS Pond View 40B project – discussion, ZBA Hearing 9/14 Special Town Meeting November 15, 2022–articles for review/approval ARPA proposal – original submittal revision, new I/I project consideration Grease Trap program – discuss annual permit status (A&D Crossroads, Conrads, Ixtapa), 1st Tuesday reports status Business Manager retirement– discussion Minutes of 8/9, 8/30 meetings - review and approval Business Manager report – 34-44 Northfield Rd, Muni-Link Utility Billing program, Town Counsel questions, FY23 budget, Invoices Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES September 27, 2022 6pm Regular Meeting via Zoom October 11, 2022 6pm Regular Meeting via Zoom Adjournment ======================================================================================== DOCUMENT : 2022-09-13-minutes-5726.txt BOARD : sewer-commission DATE : 2022-09-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-09-13-minutes-5726.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09132022-5726 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 9/13/22 Sewer Commission meeting- via Zoom (Video Conference) Attendees: Chair-John Reynolds, Vice-Chair-Brett Ramsden, Members: Dave MacDonald and Mike Nault, DPW Director- Bill Bernard, Business Manager-Barb Lefebvre, Asst. Business Manager-Paula Bertram, Minutes Clerk- Jane Ranley Absent: Clerk- Mike Deveikis Guests: Lou Franco (Select Board), Mike Mohamed (I Forno) John opened the meeting at 6:01pm. and did a roll call of attendees. The Commission began the meeting by saying the Pledge of Allegiance. PUBLIC COMMENT- none ANNOUNCEMENTS - John announced there will be a ZBA (Zoning Board of Appeals) public hearing on the Pond View Commons 40B project on 9/14 at 7pm. at the Town Hall. APPOINTMENTS - Lou Franco, Select Board member - Barb screen-shared the bulletin containing Article 25 from the 5/7/22 Town Meeting, in regard to waivers. Lou stated that he had raised an objection to the 3rd criterion for waivers at the Town Meeting, but as there was already roughly 45 minutes of debate, he withdrew his objection. The wording states the Commission can issue a waiver if it "deéms it to be in the best interest of the town." Lou's objection was that it is too high a bar for an applicant. He would like to suggest at the November Town Meeting to change the wording to "The Commission deems it to be not counter to the interest of the town." John noted the Commission is not in the position to determine what is in the best interest for the town. Paula said the wording makes sense for a single-family house with a failing septic system to connect to sewer via a waiver- which would not be counter to the best interest of the town. The concern at Town Meeting was in regard to extensions via an easement for developments. Dave said his concern is the looming big project which will be discussed at the November Meeting and would like to bring Lou's suggestion to a later Town Meeting. Dave asked Barb's opinion. Barb agreed with the suggested wording, and thinks it would be easier for the Commission to determine that a request is not counter to the interest of the Town than that it is in the 'best interest of the Town'. The Commission discussed and agreed with the wording but would want to wait to a future Town Meeting. Lou replied he appreciated everyone's consideration and will wait to the next May Town Meeting. Motion: Dave M. Second: Mike N. To back burner the proposal until next May's Town Meeting. Discussion: Dave stated he appreciated Barb's opinion, but he knows there will be heated discussion at the November Town Meeting concerning other projects in town. (Lou started to reply and the Zoom connection was interrupted.) Roll Call Vote: Mike N.-aye, Brett-aye, Dave-aye and John-aye. Mike Mohamed & Carlene Baily (I Forno) - Barb noted I! Forno is being charged as non-compliant, because it did not pump their grease trap on schedule. (Loom recording re-commenced) Mike M. (Forno) agreed they did drop the ball, but they have learned the lesson and going forward, they will follow up. He added Gary (Grease Trappers) just sent an email, stating he takes full responsibility for what happened. Dave asked Barb when it was pumped, and she replied in March. The Commission discussed the issue, noting it is tough running a business-especially after Covid and that Mike M. was honest about what happened. Paula stated that she has been dealing with the grease traps and has told non-compliant restaurants it is their responsibility to follow up. She noted the other non-compliant accounts have paid the fee already. They have sent numerous emails over several months to I! Forno informing them they needed to submit the pumping report. Paula said it was not pumped in December, despite numerous requests. Barb noted one account paid the fee and went after the grease trap company for reimbursement, which I! Forno also could do. John said consistency is very important from one restaurant to the next. Dave noted they all can come before the board. He added there are no excuses but there are reasons, and the reason was the pumping company changed owners. Motion: Dave M. Second: Mike N. To not impose any penalties for Il Forno's non-compliance, due to the circumstances described. Roll Call Vote: Dave-aye, Mike N.-aye, Brett-aye and John-nay. Mike M. thanked the Commission and promised he would follow up with the pumping company. He will not pay them until the town gets the report. CURRENT BUSINESS - Pond View 40B project- John noted a lot of information was provided on this project and the ZBA will have a public hearing for it on 9/14. Paula and Barb put together a list of Pond View Concerns for the Commission to discuss. Paula stated there are 2 proposals for the property - 200 apartments under the 40B proposal and single-family houses. The ZBA is just looking at the 40B apartment project. She added the property is outside of the Sewer Service Area (SSA) and the Bylaw states a vote at ===PAGE 2=== Town Meeting is required to expand the SSA. The applicant is asking the ZBA to waive that requirement, so the question to the Commission is - does the ZBA have the authority to waive that requirement? Dave replied they do but Paula stated Town Counsel disagreed in his letter to the HAC. Barb screen-shared the list of Pond View concerns. • It is preferred to send flows via the Leominster line as there is more capacity. Fitchburg capacity is committed for 66 units that are paid for in reserve. • Need to evaluate if the existing pump stations could handle the proposed 44,150 gal/day flow. The Commission discussed how the sewer line would be routed and assumed it via Beal St. and hook up with the Mass Ave. line, in route to Leominster. Paula and Dave clarified the ZBA will be holding many public meetings on this. John pointed out there are roughly 900 sewer users - not the whole town. Paula added the ZBA is the sole approving authority, and it will not come directly to the Sewer Commission. • The Connection Fees covers the fees due directly to Fitchburg or Leominster, for maintenance and operational costs. It is important the applicant knows the fees are not optional. • Leominster or Fitchburg will have to approve the project per the MA agreement. Dave suggested communicating with both cities to show what they are up against. He added the city may allow it but not allow any discounts. • Paula read the regulation for large projects requiring removing 4 gallons of I/I (Inflow/Infiltration) for every gallon/day of wastewater flow discharged. If there is no l/l to remove, the Commission may require a monetary fee. Paula stated she was not clear how that fee would be calculated and what it is. A peer review is required and will need to be paid by applicant. These fees were not included in the application. A resident engineer is required for oversight and inspections. The costs must be borne by the applicant. Paula noted the applicants list of costs total just over $59M and they did not include a number of fees. The costs for Utilities are noted as $4M to cover sewer, water and electric. The extension of sewer, alone, will exceed $4M. Dave said the projected costs where probably done 6 months ago and they may decide not to do it if it so costly. Paula agreed but said she wants the applicant and ZBA to understand the extension of the sewer line will be a very costly endeavor. John noted regarding the Upland project, Wright Pierce estimated the cost would be $1.4M per mile, without any pump stations. They will also get a cost for laying the sewer line and paving. John added a large pump station would cost $1- 1.5M and a small pump station about $750K. There are a lot of costs not represented in the project plan. Dave suggested asking Wright Pierce to put together a price estimate for running the sewer line and Barb replied that it would require we set up a consultant contract with them. Paula added that is why the peer review needs to be paid for by the applicant- not the Commission. Dave also suggested paying Wright Pierce to come to a ZBA meeting to answer questions. Paula stated it is preliminary hearing and will go on for months. Brett suggested having John make the strong point that the applicant's costs are dramatically out of line just for sewer alone and work with Wright Pierce for more detailed costs. John and Mike N. agreed. John asked Barb to give Wright Pierce the heads up about possible additional work on this project. Paula also noted the applicant allocated no money for an inspecting engineer or a peer review. The applicant also only allocated $280K for other consultants, which does not include the peer review of the sewer design and will not be sufficient. Barb said she would check on the peer review costs in the past but she believes that the peer review is shared with other departments. Lastly, Paula noted the costs for Roads & Walkways ($600K) does not appear to include repair to the town roads. Survey permit fees of $160K does not include the anticipated Connection fees of over $2 million. • Paula and Barb will need to determine the Committed Capacity for properties bettered but not connected. • Paula explained the calculation for the Connection Fees, Sewer Bank Fees, Reserve Capacity and Privilege Fees which would total $2,005,127.50. She is not sure how to calculate the 4:1 I/l fee. Dave pointed out if the project goes through without collecting all these fees, it will bankrupt Sewer Department. Paula suggested the Commission put together wording to say the Sewer Dept. cannot cover these costs. Dave asked if anyone has feedback from the Water District. No one had any but John stated the cost for water would be very expensive and he will check into it. (Paula left meeting). John will also work with Barb to add a statement on the costs. Dave suggested sending the updated list to all department heads. Special Town Meeting November 15, 2022 - Barb screen-shared the 2 stabilization transfers articles. Article 1 is to transfer back $1,645.60 into the Sewer Reserve Capacity Stabilization Fund and Article 2 is to transfer $9,900 into the Sewer I/l Stabilization Fund. The warrant is closing 9/20 and these are the only 2 articles so far. Motion: Brett R. Second: Mike N. To accept the two articles as written to be put into the warrant. Roll Call Vote: Dave-aye, Mike N.-aye, Brett-aye and John-aye. ===PAGE 3=== ARPA proposal- John reported Bill put together a proposal for manholes and pump stations. The Town Hall asked to submit it in a specific format and Bill is working on that. Barb noted it was suggested to re-line the laterals in areas expecting I/l. She recently talked to Jake Fleming (Leominster) concerning collaborating with them on the re-lining project. He said they have reached out to Wright Pierce for planning but are not ready to do the project right now. Barb said they contacted Wright Pierce for potential costs and will add it to the submittal to the Town Manager, due at the end of the month. She will send out the updated form. Bill stated Heather was asking for more background information as to where the money will be used. Dave pointed out there were problems when the sewer was installed, and the ARPA money could help correct things. He added the I/l problem is costing the town a lot of money. Dave would prefer spending money on pump stations and generators, rather than manhole covers, which are part of the day-to-day operation. Bill clarified manhole repairs are I/l repairs. The Commission discussed and agreed Bill submit 3 separate projects-Manhole l, Pumphouse upgrades and the lateral lining project in the Whalom area. Brett noted I/l costs the town a lot of money and to stress the 2 most important projects are I/l and pump station work. Barb screen-shared the Town Manager's form requested. Bill noted Wright Pierce will come up with a price to line all the clay pipes in the Whalom area on private property. The Commission agreed to have Bill submit 3 projects and after they receive Wright Pierce's numbers, they will determine what to add to the Commission's request. Grease Trap program - Annual permit status -Barb reported there is 1 outstanding Annual permit /payment, which is A&D Crossroads. When Barb contacted him, he said it had been mailed but she did not receive yet. She requested the Commission to vote to start the non-compliance process and invoice him $50 non-compliance fee. They will give him 30 days, or he will be charged $25/day going back to 8/10/22 when the permit was due. Barb clarified A&D Crossroads is the landlord for the plaza, where Darios and Ixtapa are located. Motion: Dave M. Second: Mike N. To send out the messages per the Business Manager's request to A&D Crossroads. Roll Call Vote: Mike N.-aye, Brett-aye, Dave-aye and John-aye. Barb noted there was 1 other outstanding permit from 8/10, but it was just received. In addition, Ixtapa is also late submitting a report for their internal trap and if not received by the 9/27 meeting, Barb will request to start the non-compliance process for them. 1st Tuesday reports Presto Pizza had been closed for vacation but has sent in their logs. The August logs are all in except for one and Barb or Paula will follow up. Business Manager retirement - Barb reported she has reconsidered going out on retirement at the first of the year and will delay it. She has sent copies of her letter to the Commission, HR and the Town Manager. Motion: Brett R. Second: Mike N. To allow Barb's retraction of her retirement request. Roll Call Vote: Mike N.-aye, Brett-aye, Dave-aye and John-aye. Minutes of 8/9 Motion: Mike N. To accept the minutes of 8/9. Second: Brett R. Roll Call Vote: Mike N.-aye, Brett-aye and John-aye. Minutes of 8/30 Motion: Brett R. Second: Dave M. To accept the minutes of 8/30. Roll Call Vote: Mike N.-aye, Brett-aye, Dave-aye and John-aye. Business Manager Report - In regard to the discussion on 17 Highland St. Privilege Fee at the 8/30/22 meeting, Barb clarified betterments are assessed over 20 years, but the privilege fee apportionment is only up to 10 years. Therefore, the privilege fee apportionment for 17 Highland St is for 10 years. Barb added that the year did not enter into the vote but she wanted to clarify that point. 34-44 Northfield Rd -34 Northfield Rd is new construction and sewer connection. She anticipates they may receive a request for an easement for 44 Northfield. When #34 Northfield was subdivided, they were unaware that the sewer for #44 Northfield enters through their property. The owners of #34 and #44 Northfield are working together. The intent is to get a waiver request to allow #44's sewer line cross #34. Otherwise #44 Northfield, who has been connected to sewer since 2005, will have to re-plumb their house, in order for the sewer to come out to their frontage. The ANR for #34 did not show sewer lines, so Paula is working with the Planning Board to make sure the sewer lines are put on all ANR requests. The connection at #34 is a legal connection and the office is waiting on paperwork. When the Commission receives the waiver request, they will post a public hearing. Another option would be that the property owners have to buy a portion of land. Muni-Link Utility Billing program- Barb reported they have scheduled a presentation of the Muni-Link program to the town manager, accountant and collector in the next week. She also noted the Munis system will be upgraded in February/March next year. Town Counsel questions- Barb said she would like to ask town counsel about a requirement for clay pipes to be ===PAGE 4=== replaced prior to sale of a property. She has already inquired about inspections for illegal connections, roof drains and sump pumps to be done before a sale. She noted that now the By-law has been approved, they can move on to policy changes. FY23 Budget- no update. Invoices - for Control Panel at Mass 3 pump station - $5,984.43 as per quote and was encumbered from FY22. Action Items- Brett noted he will not be attending the 9/27 meeting. Public Comment - Bill reported they received an "OWL" for the conference room which has a speaker and 360-degree camera for meetings, and it will also broadcast from a laptop to the TV screen. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: September 27, 2022 @ 6pm - Regular Meeting, Remote Participation October 11, 2022 @ 6pm - Regular Meeting, Remote Participation Motion: Mike N. To adjourn at 7:56pm. Second: Brett R. Roll Call Vote: Mike N.-aye, Brett-aye, Dave-aye and John-aye. Respectfully submitted, Jane 1. Pantry Jane L. Ranle Minutes Clerk Handouts: Article 25 - 5/7/22 Town Meeting Pond View Concerns List Sewer Commission Articles for November Town Meeting Town Manager's AARP Form ======================================================================================== DOCUMENT : 2022-09-27-agenda-5704.txt BOARD : sewer-commission DATE : 2022-09-27 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-09-27-agenda-5704.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09272022-5704 ======================================================================================== ===PAGE 1=== SEWER COMMISSION September 27, 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. 6:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE PUBLIC COMMENT ANNOUNCEMENTS CURRENT BUSINESS Pond View 40B discussion – recap 9/14 ZBA Hearing, website, next hearing 10/12 ARPA proposal – request to Town Manager, new lateral lining proposal discussion Grease Trap program – Annual permit renewals and non-compliance process-A&D Crossroads, Ixtapa; 1st Tuesday reports status 400 Sunny Hill Rd Permit - plan, outstanding permit and payment Minutes – 9/13 review, vote Business Manager report – 43 Summer St approval, Special Town Meeting articles, 44 Northfield Rd Waiver request, 1325 Mass Ave. Change of Use application, Muni-Link demonstration, FY23 Budget, Invoices, Website updates Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES October 11, 2022 6pm Public Hearing and Regular Meeting via Zoom October 25, 2022 6pm Regular Meeting via Zoom Adjournment ======================================================================================== DOCUMENT : 2022-09-27-minutes-5704.txt BOARD : sewer-commission DATE : 2022-09-27 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-09-27-minutes-5704.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09272022-5704 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 9/27/22 Sewer Commission meeting- via Zoom (Video Conference) Attendees: Chair- John Reynolds, Clerk- Mike Deveikis, Members: Dave MacDonald and Mike Nault, DPW Director- Bill Bernard, Business Manager-Barb Lefebvre, Minutes Clerk- Jane Ranley Absent: Vice-Chair- Brett Ramsden Dave M., as acting Chair, opened the meeting at 6:02 pm. and did a roll call of attendees. The Commission began the meeting by saying the Pledge of Allegiance. PUBLIC COMMENT- none ANNOUNCEMENTS - Dave, with a heavy heart, announced that Bill Gustus passed away. He was one of the original Sewer Commissioners in 2006 and a past Town Manager. Dave added that Linda Betty, also passed away. Linda was very active with the Lunenburg Lions Club, Boys and Girls Club, and worked with the Salvation Army numerous times. Barb announced the demand bills for the Q1 billing went out 9/27 and letters were added to those with outstanding balances from FY22. If those balances are not paid, they will go on the tax bill and can eventually become a property lien. CURRENT BUSINESS - Pond View 40B discussion - Barb recapped the ZBA (Zoning Board of Appeals) hearing on 9/14, when the Commission presented a list of concerns and a letter regarding the project. Dave noted the meeting went well and there is a long road ahead. The letter put the point across that if they waive the fees, it could put the Sewer Division into bankruptcy. Dave asked the Commissioners to review the proceedings and to talk to Barb, Paula and town counsel (during office hours) if they have questions. Bill agreed that Barb and Paula's letter laid out the concerns well. Dave noted that the next ZBA meeting regarding the 40B project will be on 10/12 at the Town Hall, focusing on issues of sewer and water. The Commission will work on their presentation at their 10/11 meeting and Dave urged all to attend the ZBA hearing. Barb stated that the cost of connections presented at the Hearing was revised from $2,005,127.50 to $1,798,664.82 and a copy was sent to Commissioners and the ZBA. She has also updated the website with that change and added info to the website regarding the development policy, which states the Commission's intent is not to enable or control development. Dave reiterated the Commission's job is not to say yea or nay but to run the business. He also requested that at some time Barb and Paula to write up a list of definitions, explaining the connection fee, I/l fees, and other fees involved in the business, to bring everyone up to speed ARPA proposal - Barb sent out Bill's latest draft of proposals. She noted that the Commission asked Wright Pierce about the cost of lining the laterals to stop I/l (Inflow/Infiltration). Kevin Wright Pierce) replied that it would be very expensive and he did not recommend lining the newer pipes, since it would not be as effective against I/l. At present the ARPA proposal is for the pump stations primarily and the manholes secondary. Bill noted the proposal is due in by 9/30 and added the $200K proposed for manhole repairs is based on findings from the Wright Pierce report. The high priority manhole cover repairs were done right away. Bill said the work would be done in FY23 & 24. Dave asked if they are missing anything from the Maintenance Plan and Bill replied that there are enough funds to handle the regular maintenance. They really need the money for pump station repairs. Mike D. asked about repairs to the manhole cover that they'd seen near John St. and the telephone line laying across the abutting property. He added it could be an arc fault issue if water gets inside during plowing. Bill replied that they will go ahead with fixing it now, before winter, with regular maintenance funds. Dave noted that he still wants to explore how to get clay pipes fixed in the Whalom area. The Commission discussed the l/l in the area, inspections for sump pump violations, lining the clay pipes and possible grants. Barb will be meeting with Town Counsel to discuss adding 2 policy updates - requiring verification of extraneous lines (roof drains and sump pumps) and replacement of clay pipes prior to the sale of a house. Dave added that if they can control I/l, it will save money for the customers. Mike D. suggested homeowners could look at pipe restoration, as opposed to replacement. (John entered meeting.) John has seen pipe lining but did not know if they can line a clay pipe. The Commission discussed the l/l issue and past studies. John noted that there are 922 sewer customers and asked Bill about other sources of grants. Bill replied he found 2 grants but thought the chances were small to get them. Dave suggested adding a portable generator to the ARPA request, which could be used by other departments. The Commission discussed looking at a large generator as a backup and Mike D. suggested what size to look for in a generator. Bill will add it to the proposal. ===PAGE 2=== Grease Trap program - Barb reported that all the annual permit renewals have been received, including those outstanding. Also all the 1st Tuesday reports have been received. 400 Sunny Hill Rd permit- Barb noted Bill had received the engineered plan for the project and she added a comment on the online permitting program that they are still waiting for the permit and connection fee payments. Minutes of 9/13/22 - all agreed to postpone to the next meeting. Business Manager Report - 43 Summer St. approval- Barb said the Marijuana establishment at the former Donnelly's Tavern was approved with the Planning Board. She will remind them that they need proof that the grease trap was decommissioned. Barb asked the Commissioners if they still want her to forward the Planning Board agendas. John suggested anyone interested should sign up directly and all agreed. Barb will send an email on how to sign up for the Planning Board emails. Special Town Meeting articles- Barb reported the 2 articles for stabilization funds have been submitted. 44 Northfield Rd. Waiver request- Barb stated that they have submitted a request for a waiver, in order to have an easement on 34 Northfield Rd. She received the easement plan earlier in the day and they are just waiting on the easement document. A hearing notice will be posted in the 9/30 Ledger, and they will have a public hearing for the waiver request at the 10/11 Sewer Commission meeting. Barb will send the Commissioners the easement plan and the document when available. Both will be available for the public to view at the Clerk's office. Barb clarified that the sewer was installed at 44 Northfield in 2005 and when the property was subdivided, they were not aware the line went through the 34 Northfield property. If the Commission does not approve the waiver, the owners of 44 Northfield would need to replumb the line to go out in front of their home or purchase the portion of the property from 34 Northfield where the sewer line crosses. Barb added 44 Northfield was a new purchase this past August and they were not aware of the issue. The people at 34 Northfield are doing new construction and have been very helpful. 1325 Mass. Ave. Change of Use application- Barb reported Dan Proctor is requesting a change of use at his 1325 Mass. Ave. property and asked to be on the 10/11 meeting agenda. He is going before the ZBA on 9/28 and he is changing the property, across from the Mass 1 pump station, to be a storage facility for contractors. It is currently a single family and Barb is waiting to hear if he will be subdividing into mixed use or total commercial. John asked Barb if the flows will be comparable to a single-family home, and she replied that she has not received the anticipated flows. Muni-Link demonstration- Barb and Paula will meet with Town Manager-Heather, Town Collector-Myleen and Town Accountant-Karen on 9/29. If acceptable with them, the Commission can move forward with the program. FY23 Budget Barb sent out the updated budget and noted that revenues after 8/15 have not been posted in Munis so the revenues are not up to date. Dave again noted that a list of definitions will also help with the budget process. Invoices- Fitchburg Usage- $ 15,861.42 (7/26-8/25) approved. Website Updates have been done by Barb - 40B Pond View project, sewer extension information and links, development policy, and information on contacting the Collector's office for betterment payoff amounts. Action Items- Dave asked if the conference room hybrid equipment has been set up for Zoom participation. Bill replied that it has and will try it out soon. Public Comment - John noted he cannot attend the 10/12 ZBA meeting or the 10/25 Commission meeting. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: October 11, 2022 @ 6pm - Public Hearing and Regular Meeting, Remote Participation October 25, 2022 @ 6pm - Regular Meeting, Remote Participation Motion: Mike N. To adjourn at 6:55pm. Second: Mike D. Roll Call Vote: Dave-aye, Mike N.-aye, Mike D.-aye and John-aye. Respectfully submitted, Minutes Clerk ======================================================================================== DOCUMENT : 2022-10-11-agenda-5705.txt BOARD : sewer-commission DATE : 2022-10-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-10-11-agenda-5705.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10112022-5705 ======================================================================================== ===PAGE 1=== SEWER COMMISSION October 11, 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. 6:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE PUBLIC COMMENT ANNOUNCEMENTS APPOINTMENTS 6pm PUBLIC HEARING – Request by Marc Bernstein for waiver under Section 10 of the Lunenburg Sewer Bylaw for property at 44 Northfield Road, to allow a sewer connection in an easement across adjoining property at 34 Northfield Road. CURRENT BUSINESS Request for review of Invoice for New Ownership – 136 Leominster Rd Pond View 40B discussion – Bornstein letter to counsel, ZBA Hearing 10/12 ARPA proposal – $590K request to Select Board Minutes of 9/13, 9/27 Meetings- review and vote Business Manager report – Counsel hours discussion, Muni-Link demonstration, 1st Tuesday reports, 88 Mass Ave request, Invoices Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES October 25, 2022 6pm Regular Meeting via Zoom November 8, 2022 6pm Regular Meeting via Zoom Adjournment ======================================================================================== DOCUMENT : 2022-10-11-minutes-5705.txt BOARD : sewer-commission DATE : 2022-10-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-10-11-minutes-5705.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10112022-5705 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 10/11/22 Sewer Commission meeting- via Zoom (Video Conference) Attendees: Chair-John Reynolds, Vice-Chair- Brett Ramsden, Members: Dave MacDonald and Mike Nault, DPW Director- Bill Bernard, Business Manager-Barb Lefebvre, Minutes Clerk- Jane Ranley Absent: Clerk- Mike Deveikis Guests: Marc Bernstein (44 Northfield Road) John opened the meeting at 6:02 pm. and did a roll call of attendees. PUBLIC COMMENT & ANNOUNCEMENTS - none APPOINTMENTS - Public Hearing for a request by Marc Bernstein for a waiver under Section 10 of the Lunenburg Sewer Bylaw for property at 44 Northfield Road, to allow a sewer connection in an easement across adjoining property at 34 Northfield Road. - John opened the public hearing and noted the request was received on 9/15/22 from the new owners of 44 Northfield Rd. The office received the easement plan and documents on 9/22 and the meeting was posted on 9/30. Marc Bernstein noted he purchased the property at # 44 in late July/early August and was not aware of the situation with the sewer lines. When the owner/builder at # 34 started to dig the trench for his sewer connection, he broke through the connection for #44 and had to repair it. The owner of #34 has no issues with the easement request and they gathered the documents necessary with Barb's help, which was greatly appreciated. The 2 properties had been 1 lot but was divided into 2 lots, prior to his purchase of #44. Barb read an email from Ed McSweeney, stating the owners of #34,(MN122 Main LLC) give permission to allow the sewer pipe for # 44 to go via their property prior to entering the town sewer, per the easement plan provided. They asked the Sewer Commission to approve the easement and they will sign the documents, prior to recording at the Registry of Deeds. The Commissioners discussed and agreed with the easement. John noted this was a good example of the recent by-law change. (Dave M. entered meeting). Dave asked if there was anyone present from the public other than Marc and Barb confirmed there were none. Barb added the documents were on file at the Town Clerk's office for anyone to view and she has not heard of any issues raised. Motion: Dave M. Second: Mike N. To accept the conditions and give Marc Bernstein the waiver per requested. Discussion: Marc thanked the Commission for the efficient way they handled this, and said Barb made the process very easy. Roll call vote: Brett-aye, Mike N.-aye, Dave-aye, and John-aye. John declared the motion approved and closed the public hearing of 10/11/22 at 6:12pm. CURRENT BUSINESS - Request for review of Invoice for New Ownership at 136 Leominster Rd. - Barb reported she received a letter from the new owners of 136 Leominster Road, which they purchased on June 24th. She noted the Q1 billing (4/1- 6/30) was done and as the policy states now, there is no pro-ration, and the new owners were billed for the full minimum charge. The Commission had discussed changing the policy to prorate per month versus per quarter but wanted to wait to put them in place until after the Sewer Bylaw went through, so that the policy changes can be done with 1 public hearing. She added the Commission had been in favor of pro-rating on a monthly basis for new owners and connections. The Commission discussed and agreed to pro-rate the bill, reducing the bill from $115 to $38.33. Motion: Dave M. Second: Brett R. To pro-rate the bill for 136 Leominster Road. Roll call vote: Mike N.-aye, Dave-aye, Brett-aye and John-aye. Dave suggested putting the policy changes on a future agenda and the Commission discussed setting a goal to complete them by the end of the year. Pond View 40B discussion- John stated the ZBA hearing for the 40B project will be held 10/12 and will be broadcast live, as well as via Zoom. The Commission had received the letter from Mr. O'Brien's attorney and the Lunenburg Water District. John stated the Commission has already provided information to the ZBA and Town Counsel. Barb emailed Al Gravelle (ZBA chair) as to whether there was a proposed route for sewer and water, but she has no information yet. Dave asked why they are looking at sewer and water first and Barb was unsure as the ===PAGE 2=== applicant has not shared anything new regarding plans and suggested that the hearing may be more of a legal discussion on water and sewer. Adam Costa (Town Counsel) had initially told them he did not think they had the grounds to change the sewer and water districts. John summarized Mr. O'Brien's attorney letter which countered Adam's stance with different case law. John won't be able to attend but can attend via zoom. Dave said he could attend but inquired whether there was anything new that would be discussed at the hearing tomorrow night. ARPA proposal - John reported Bill submitted his proposal for $200K for manholes, $300K for pump stations and $90K for a mobile generator. Barb noted the proposals were received by Heather (Town Manager) and the Select Board will discuss all 3 at their 11/1 meeting. Bill added the generator could be used in other emergencies in town. He had purchased one of the same size 4 years ago for around $9OK. Minutes of 9/13/22- Motion: Brett R To accept the minutes of 9/13/22. Second: Mike N. Roll call vote: Brett-aye, Dave-aye, Mike N.-aye and John-aye. Minutes of 9/27/22- Motion: Mike N. Second: Dave M. To accept the minutes of 9/27/22. Roll call vote: Mike N.-aye, Dave-aye, and John-aye. (Brett did not attend.) Business Manager Report -Counsel hours discussion- Barb and John attended counsel hours to discuss Pond View and upcoming policy changes, to include replacing clay pipes at time of sale. Adam (Town Counsel) said it would be hard to enforce that requirement and that tearing up their lawn at the time of sale would deter most sellers. They will need to look at other options and for now get an estimate of average costs for replacing the clay pipes in the Whalom area. John said Adam was also concerned about litigation from sellers that were required to upgrade. Dave suggested talking with Leominster to price it out together. John pointed out the cost would vary depending the length of the pipe and he will ask a local contractor for an estimate. Dave asked whether they had permission to camera the lines and Barb replied she will talk to Counsel first. Bill noted we'd have to get a right of entry form signed, but he would be concerned about damage to the pipes. Dave added if they see something the camera can't go through, that would require that the owner take action. Barb had asked their Fitchburg counterpart if they have any rules to replace pipes and read from Fitchburg City Code Ch. 147-7c, which states owners shall maintain/repair laterals/drains if the City determines the wastewater system may endanger public health, damage property, or harm the system. She suggested getting a similar statement in the regulations when the Commission reviews the policy changes. Muni-Link demonstration- Barb reported Muni-Link provided another demo of the program with Heather (Town Manager), Myleen (Tax Collector) and Karen (Town Accountant). It went well and their next task is to check with other customers using Munis, to research how they perform certain functions. The Town will be upgrading Munis to a web-based format in February/March, and Barb has asked for a demo to understand the changes. Barb will update the Commission on progress. 1st Tuesday reports were all in but 1 which they will follow up on. 88 Mass Ave request- Barb noted the Planning Board has another proposal to go from a 3 unit to a 5-unit strip mall on Oct 24th but at this time does not know the plans for what would be going in. The Commission will probably be getting another change-of-use application from. them. She added that it had come before the Commission before as a proposed marijuana retail shop, but the project failed because it was too close to a residence. Barb noted she had recently received word of another potential request for 43 Summer. This was formerly Donnelly's Tavern, which is converting to a marijuana retail establishment and there is a building behind it which fronts on Young's Road, and they are looking at connecting it to - sewer on Summer Street. This would be another Change of Use as it is an expansion of use and if they go forward, they've been advised that they will need to submit an engineered plan. 1155 Mass Ave.- Barb received an inquiry for connecting a tiny house to sewer and she will need to talk to counsel. The main house is not connected to sewer, and they do not want to. It would probably require another privilege fee because it is an expansion for 2 dwellings. Invoices- Mead, Talerman - $381.67 (re. 44 Northfield easement for 1.8 hrs) ===PAGE 3=== Action Items- Dave noted I! Forno is going before the Planning Board in regard to expanding their restaurant. If they build an extra building, it will change the occupancy and the Commission will need to look at how it affects the sewer. Dave asked about the billing algorithm from the Woodard & Curran report. Barb noted it was to compare meters to the billing figures. She will need to get reports from Al (CTE) for pumping times in the Whalom area and review it again. She noted that the contract with Woodard & Curran, who developed the algorithm, was closed out. Dave asked for an update on a property at the end of Prospect St. Barb said it was 419 Whalom Rd., which has been connected to sewer and sold. Public Comment - Dave reminded all to attend the 40B hearing at the ZBA meeting on 10/12. Also there will be a Pancake breakfast on 10/12 at Senior Center from 8-11am. Barb wished John good luck with his surgery on 10/25. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: October 25, 2022 @ 6pm-Regular Meeting, Remote Participation (John will not be attending- Brett will chair). November 8, 2022 @ 6pm - Regular Meeting, Remote Participation Motion: Brett R. To adjourn at 6:50pm. Second: Mike N. Roll call vote: Brett-aye, Dave-aye, Mike N.-aye and John-aye. Respectfully submitted, Minutes Clerk Handouts - Read aloud in the meeting: Fitchburg City Code Ch. 147-7, section C 34 & 44 Northfield Rd. Sewer Easement Approval email from Ed McSweeney ======================================================================================== DOCUMENT : 2022-10-25-agenda-5706.txt BOARD : sewer-commission DATE : 2022-10-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-10-25-agenda-5706.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10252022-5706 ======================================================================================== ===PAGE 1=== SEWER COMMISSION October 25, 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. Introduction to Remote Meeting: 6:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE PUBLIC COMMENT ANNOUNCEMENTS CURRENT BUSINESS Pond View 40B discussion – Peer review discussion for ZBA Hearing 10/26, IMA’s, Available Capacities- Leominster and Fitchburg, Fees Privilege Fee Assessments (2) – Vote to assess 4 Kimball St extension for $6,998.74 and 34 Northfield connection $11,551.47 Minutes of Sewer Meeting 10/11- review and VOTE Business Manager report – 400 Sunny Hill Rd status, Grease Trap program –1st Tuesday reports, Fraud Risk Assessment, FY23 Budget, Invoices – Fitchburg Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES November 8, 2022 6pm Regular Meeting via Zoom (or in conference room -hybrid?) November 29, 2022 6pm Regular Meeting via Zoom (or in person- Town Hall?) Adjournment ======================================================================================== DOCUMENT : 2022-10-25-minutes-5706.txt BOARD : sewer-commission DATE : 2022-10-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-10-25-minutes-5706.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10252022-5706 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 10/25/22 Sewer Commission meeting- via Zoom (Video Conference) Attendees: Vice-Chair- Brett Ramsden, Members: Dave MacDonald and Mike Nault, DPW Director- Bill Bernard, Business Manager-Barb Lefebvre, Minutes Clerk- Jane Ranley Absent: Chair- John Reynolds, Clerk- Mike Deveikis Brett R. opened the meeting at 6:03 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 out and voted at the Water District meeting. He urged all to come out to vote at the Nov. 8th election. ANNOUNCEMENTS - none CURRENT BUSINESS - Pond View 40B discussion- Peer review discussion for ZBA hearing on 10/26 at 7:30pm - Barb noted that at the 10/12/22 ZBA hearing, they stated the next hearing on 10/26 will focus on peer reviews. She added that John had suggested contacting Wright Pierce for a peer review estimate. Dave pointed out that they have done a lot of business with Wright Pierce and they know the Lunenburg system the best. He added the Commission can recommend the peer reviewer who will make sure the applicant's design will work with the Lunenburg system and the applicant pays the bill. The Commission discussed Wright Pierce's estimate of $2.8M/mile to run sewer, noting that everything has gone up, including asphalt and the cost of diesel for trucking. Barb said the estimate was obtained to show the applicant's estimate of $4M for running sewer and water was grossly underestimated and she will submit a formal memo to the ZBA stating that. Brett asked how long the ZBA will be having hearings on Pond View and Dave estimated until March. The Commission discussed and agreed to use Wright Pierce for the peer review. Motion: Mike N. Second: Dave M. To put forward Wright Pierce for the Pond View 40B project peer review. Discussion: Dave asked for Bill and Barb's opinion. Bill replied Wright Pierce is familiar with the system, their numbers are decent, and it is the right way to go. Barb agreed and noted Kevin Olson and Matt Corbin are very familiar with Lunenburg's system and worked on the SRF project. They also worked on the WMP master plan and are aware how this project does not quite fit in with it. The Commission discussed and agreed Wright Pierce is an honest company and the numbers are good. Roll Call Vote: Mike N.-aye, Dave-aye, and Brett -aye. Barb stated copies of the IMAs have been sent to the applicant and she has put together a memo, with figures for capacities. The Pond View project will have flows of about 40,000 gal/day plus 33,000 gal/day for the additional proposed 100 single family homes, which would leave only 10,000 gd capacity to go to Fitchburg and limit additional connections along that line. Using the same figures with Leominster, it would leave a capacity of 149,000 gpd., allowing others to connect. Barb asked the Commission to confirm they will allow others to connect along the line. Dave suggested the Commission vote that they would not accept a single line from Pond View to Leominster. Mike and Bill agreed it should be stubbed out for others to tie in. Motion: Dave M. Second: Mike N. This board forbids a single line from the project to the Leominster hook-up, and we are requesting full connections along the way. Roll Call Vote: Mike N.-aye, Dave-aye, and Brett -aye Dave suggested the Commission look at the extra operational costs and maintenance if the project gets built. He questioned who would be responsible for a pump station built on the project property and Bill replied Lunenburg will probably end up with it. Barb noted the cost of maintenance was included in the list of concerns and guessed it may be $10K/year. She will discuss this with Town Counsel. Dave asked if the applicant could request an increase in flows from Fitchburg and Leominster. Barb replied it is an agreement between 2 towns, but they could propose revising the IMA and she will ask Counsel. Brett thanked Barb for getting everything together for the ZBA hearing. Privilege Fee Assessments - 34 Northfield Rd. - $11,551.47 for the property connected on 10/9/22. Barb stated this was the amount assessed for a property that was not originally bettered. Dave asked if the homeowners know are getting billed and Barb replied they were informed of the privilege fee assessed. ===PAGE 2=== Motion: Dave M. Second: Mike N. To assess $11,551.47 privilege fee for 34 Northfield Road, connected on 10/9/22. Roll Call Vote: Dave-aye, Mike N.-aye and Brett-aye. 4 Kimball St. extension for $6,998.74 - Barb stated the Commission had previously voted to approve an extension and per the regulations, extensions are assessed 50% of the most recent betterment which was about $13K for the SRF project. She added the owners have already pre-paid the fee. Motion: Mike N. Second: Dave M. To assess the extension privilege fee for 4 Kimball St. of $6,998.74 Roll Call Vote: Mike N.-aye, Dave-aye, and Brett -aye. Minutes of 10/11/22- A typo on page 2 was corrected. Brett asked for clarification if there were any tabled minutes to approve and Barb replied no. Motion: Dave M. Second: Mike N. To approve the minutes for 10/11/22. Roll Call Vote: Dave-aye, Mike N.-aye and Brett-aye. Business Manager Report - 400 Sunnyhill Rd. status- Barb reported they have submitted all paperwork and plan to work on the connection now. Grease Trap program- 1st Tuesday reports- September logs all received. Barb stated the DPW department performed a Fraud Risk Assessment recently, per the request of the Town Manager and Bill submitted Barb's sewer input along with DW's assessment. FY23 Budget- Barb reported it is going well and she will have an update for the next meeting. Invoices- Fitchburg Usage- 17,671.58, which included $6 interest due to a late payment, most likely caused by a staffing issue at Town Hall. Action Items- Dave asked when they will start discussing the budget and Barb replied usually in December. Public Comment - Dave asked to send prayers to John for a quick recovery from surgery and said Brett did a great job as chair. All agreed. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: November 8, 2022 @ 6pm - Regular Meeting, Remote Participation November 29, 2022 @ 6pm - Regular Meeting, Remote Participation Motion: Dave M. To adjourn at 6:48pm. Second: Mike N. Roll Call Vote: Mike N.-aye, Dave-aye, and Brett -aye. You kiloney, Handouts: Wright Pierce estimate of $2.8M of October 21, 2022 ======================================================================================== DOCUMENT : 2022-11-08-agenda-5707.txt BOARD : sewer-commission DATE : 2022-11-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-11-08-agenda-5707.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11082022-5707 ======================================================================================== ===PAGE 1=== SEWER COMMISSION November 8, 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/84688800021?pwd=a0pFVFBSVWlmTHJ1cVlDMCtJdS9SZz09 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 Pond View 40B discussion– ZBA Hearing 11/9, Civil Engineer peer review, Sewer Peer Review Special Town Meeting November 15 7pm Retained Earnings and FY23 Recap Business Manager Retirement Minutes of 10/25 Meeting- review and vote Business Manager report – Grease Trap program, Whalom I/I investigation, CTE update, Billing upgrade in- house, FY23 Budget, Invoices Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES November 29, 2022 6pm Regular Meeting via Zoom December 13, 2022 6pm Regular Meeting via Zoom Adjournment ======================================================================================== DOCUMENT : 2022-11-08-minutes-5707.txt BOARD : sewer-commission DATE : 2022-11-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-11-08-minutes-5707.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11082022-5707 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Minutes of 11/08/22 Sewer Commission meeting- via Zoom (Video Conference) Attendees: Vice-Chair-Brett Ramsden, Members: Dave MacDonald and Mike Nault, DPW Director- Bill Bernard, Business Manager-Barb Lefebvre Absent: Chair-John Reynolds, Clerk- Mike Deveikis, and Minutes Clerk-Jane Ranley Brett R. opened the meeting at 6:00 pm. and noted John Reynolds is still recovering from surgery. The Commission began the meeting by saying the Pledge of Allegiance and Brett did a roll call of attendees. PUBLIC COMMENT- Dave reminded all to go vote if they have not already. Polls close at 8pm. ANNOUNCEMENTS - Barb stated that all the Commissioners' emails have been migrated over to 'lunenburgma.gov' email addresses and to update their address books. Dave asked about email addresses for the schools and Barb replied the schools are on 'lunenburgschools.net' emails. CURRENT BUSINESS - Pond View 40B discussion- Brett noted there will be a ZBA hearing on 11/9 at 7pm, in person or by Zoom. They have received a new peer review estimate from Wright Pierce. There will be a cap of $7,500 and the developer will be paying for it. Dave clarified that it is not a cap but an estimate for hourly rate, which could be higher or lower, depending on the work done by the developer's engineers. He thanked Wright Pierce for making the estimate clearer to read and Bill agreed it was much simpler. Barb noted the Commission may contract with Wright Pierce separately, but the 40B applicant will pay for the peer review. Dave said the last hearing looked at other items, but the next hearing will look at fee structures. Barb said the ZBA will be talking about the Civil Engineering review. Sewer and water will be on the agenda, but it may be just a discussion of the districts. Special Town Meeting on 11/15 at 7pm - Brett stated there will be 2 articles for the Sewer Commission. Article 6 is the transfer from available funds $1,645.60 into the Sewer Reserve Capacity Stabilization Fund and Article 7 is the transfer from available funds $9,900.00 into the Sewer Inflow/Infiltration Stabilization Fund. Dave asked if they are on the consent agenda and Barb replied she has not received that or the warrant booklet. Barb noted the transfers are unused funds collected for one purpose and since FY22 is now closed, the funds will be moved to Stabilization Funds. There should not be much debate about it. Retained Earnings and FY23 Recap- Barb reported the Retained Earnings has been certified at $2,232,978. Business Manager Retirement - Barb announced she will be retiring effective 4/3/23. The Commissioners wished her well. Minutes of 10/25/22- Brett asked for a motion to approve the minutes. Motion: Mike N To approve the minutes for 10/25/22. Second: Dave M. Roll Call Vote: Mike N.-aye, Dave- aye and Brett-aye. Business Manager Report - Grease Trap program- all the 1st Tuesday reports are in for October, within the 7-day window. Whalom I/l investigation- Barb reported they discussed different options with Town Counsel for reducing the l/l. One option is to camera the lines for homes they think still have clay pipes. Counsel did not have any issue with doing that and Bill stated at the last meeting, a right of entry form will need to be filled out, which would spell out any liabilities they would be responsible for. Barb noted the only issue would be the Sewer Regulations do not quite state they have the right to demand a repair. Fitchburg has that clause written into their Chapter 147. Barb proposed getting it into their policies, do a public hearing to accept the policies and shortly thereafter, do the camera job. The cameraing may be a quick way to determine who still has clay pipes in that area. Dave asked if they could just pick a few houses to sample to see if there was a problem or not. He agrees with opening it up for corrective actions and doing the policy change. Barb said the Commission has the right to do an inspection but needs to have it better spelled out as to what they can do if they find an issue. Dave suggested looking at 10 houses to start and Brett agreed. Dave asked to add it as an action item. Barb said she would need Town Counsel's assistance on the right of entry and the language to use to protect the Commission. Billing upgrade - Barb stated that Paula has been working very hard on a program to automate a lot of the manual checking during this billing(Q2). The test will be with the Q3 billing. She said Paula had very good hopes for her program vs Muni-Link, which they were planning to go ===PAGE 2=== with. The Collectors had an issue with Muni-Link, which they would have had to work out. Barb gave kudos to Paula for the work to avoid having to manually enter any meter reads. The water meter reads for all customers including Leominster & Fitchburg plus irrigation meter reads can now upload automatically. She noted that the Muni-Link program reduced the multiple databases and Paula is working to upload directly to Access and then to Munis, eliminating using Excel. FY23 Budget was sent out to the Commissioners, and it is looking good. Dave asked how much has been budgeted for the Maintenance program and Barb replied $64K for Infrastructure and $20K for Engineering. Brett suggested talking with Bill about his plans and the budget. Dave asked to add an update on the action plan from the DPW Director to the next meeting agenda. Barb noted Bill has been talking to Al Packard (CTE) about wet wells cleaning and has a contractor lined up. He is also working on getting jetting done. Dave asked about the generators and Barb replied they are contracting with Weld, who has done major preventative maintenance on the generators. Dave added that it would be good to get reports on how the pump stations are running. Barb said that Al Packard has asked if the Commission would like him to attend a meeting and the Commission agreed to have him attend when John is able to attend. Invoices- Mead, Talerman for $261.64 for September services (44 Northfield waiver and 40B Pond View assessment fees). Action Items- Dave inquired if the Commission has a policy stating they have the right to inspect the piping. Barb replied when they did the smoke testing, they had the right to go in a home if they saw smoke. They also sent letters and put it in the papers to make citizens aware that people would be in their neighborhoods. Dave clarified they have the right to do inspections. Public Comment - Brett said he hopes John heals quickly from his surgery. Dave announced the Pancake Breakfast at the Senior Center on 11/9 and the Lion's Club will have a Meat Raffle Bingo on 11/12 at the Monoosnock Country Club. Also 11/11 is Veteran's Day. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: November 29, 2022 @ 6pm - Regular Meeting, Remote Participation December 13, 2022 @ 6pm - Regular Meeting, Remote Participation Motion: Dave M. To adjourn at 6:33pm Second: Mike N. Roll Call Vote: Dave aye, Mike N.-aye and Brett-aye. You Party., ======================================================================================== DOCUMENT : 2022-11-29-agenda-5708.txt BOARD : sewer-commission DATE : 2022-11-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2022-11-29-agenda-5708.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11292022-5708 ======================================================================================== ===PAGE 1=== SEWER COMMISSION November 29, 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/84688800021?pwd=a0pFVFBSVWlmTHJ1cVlDMCtJdS9SZz09 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 Jason Paquette for 7 Harris Ave - requesting Change of Use approval for addition of 1400sf accessory unit 6:30pm Request for Credit-99 Leominster Rd for active irrigation system not previously enrolled in program 6:45pm Kevin O’Brien, Pond View 40B - discussion of proposed project, peer review, ZBA Hearing 12/14 CURRENT BUSINESS Request for credit on Invoice for New Ownership for 47 Whalom Rd DPW Director update on Maintenance Plan – current and planned activities for pump stations, generators Whalom Area I/I investigations – status ARPA Funding – status with Select Board Q2 Commitment $246,015.25 Minutes of 11/8/22 review and vote Business Manager report – Victuallers list, FY23 Recap,CTE attendance, Invoices Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES December 13, 2022 6pm Regular Meeting via Zoom December 27, 2022 6pm Regular Meeting via Zoom Adjournment