# sewer-commission — 22 documents, concatenated for reading and search # # This is a CONVENIENCE BUNDLE, not a source. Every document below is # published separately and byte-identically; cite the individual file, # whose path is given in each header, rather than this bundle. # Index of all boards: https://lunenburgbudgetproject.org/minutes/INDEX.txt # The town's own scanned original is linked per document. ======================================================================================== DOCUMENT : 2023-01-10-agenda-284.txt BOARD : sewer-commission DATE : 2023-01-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-01-10-agenda-284.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01102023-284 ======================================================================================== ===PAGE 1=== SEWER COMMISSION January 10, 2023 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 APPOINTMENTS 6:00pm Al Packard, CTE – Operations/Maintenance Contractor for Sewer Pumping and Lift Stations - status 6:30pm Dan Proctor, 1325 Mass Ave Change of Use - discussion CURRENT BUSINESS Il Forno – Pumpouts at maximum for Fats, Oil & Grease(FOG)-discuss next steps Pond View Estates 40B– discussion of proposed project, peer review, Fitchburg concerns, ZBA Hearing memo Policy updates – review changes to Policies, scheduling public hearing – discussion FY24 Budget preparation – review FY23 Budget to date, start discussion on FY24 Draft Budget Discussion on Umbrella Contract with Engineering consulting firm, Wright Pierce Minutes of 12/10- review and vote Town Caucus 3/27/23 – expiring terms for Mike Deveikis, Brett Ramsden Business Manager retirement replacement- discussion Business Manager report – Grease Trap program update, Annual Town Meeting warrant, Annual Report, Invoices, ZBA hearings, Leominster NPDES Permit, SSO Notification Plan Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES January 31, 2023 6pm Regular Meeting via Zoom February14, 2023 6pm Regular Meeting via Zoom Adjournment ======================================================================================== DOCUMENT : 2023-01-10-minutes-284.txt BOARD : sewer-commission DATE : 2023-01-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-01-10-minutes-284.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01102023-284 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ======================================================================================== DOCUMENT : 2023-02-07-agenda-289.txt BOARD : sewer-commission DATE : 2023-02-07 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-02-07-agenda-289.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02072023-289 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 7, 2023 6:00pm BUDGET WORKSHOP via Zoom REVISED AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting will be recorded and can be found on 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 CURRENT BUSINESS FY24 Budget discussion Public Comment Adjournment ======================================================================================== DOCUMENT : 2023-02-07-agenda-290.txt BOARD : sewer-commission DATE : 2023-02-07 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-02-07-agenda-290.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02072023-290 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 7, 2023 7:00pm BUDGET WORKSHOP via Zoom AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting will be recorded and can be found on the LunenburgAccess YouTube channel (https://www.youtube.com/user/LunenburgAccess/videos) within 24 hours of the meeting. This public meeting is being conducted remotely. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please use this link to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: # 792 737 0353. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. 7:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE Public Comment CURRENT BUSINESS FY24 Budget discussion Public Comment Adjournment ======================================================================================== DOCUMENT : 2023-02-07-agenda-294.txt BOARD : sewer-commission DATE : 2023-02-07 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-02-07-agenda-294.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02072023-294 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 7, 2023 7:00pm BUDGET WORKSHOP via Zoom AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting will be recorded and can be found on the LunenburgAccess YouTube channel (https://www.youtube.com/user/LunenburgAccess/videos) within 24 hours of the meeting. This public meeting is being conducted remotely. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please use this link to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: # 792 737 0353. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. 7:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE Public Comment CURRENT BUSINESS FY24 Budget discussion Public Comment Adjournment ======================================================================================== DOCUMENT : 2023-02-07-minutes-289.txt BOARD : sewer-commission DATE : 2023-02-07 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-02-07-minutes-289.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02072023-289 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ======================================================================================== DOCUMENT : 2023-02-07-minutes-294.txt BOARD : sewer-commission DATE : 2023-02-07 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-02-07-minutes-294.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02072023-294 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ======================================================================================== DOCUMENT : 2023-02-14-agenda-295.txt BOARD : sewer-commission DATE : 2023-02-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-02-14-agenda-295.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02142023-295 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 14, 2023 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/89781129538?pwd=L0daNzhsT041a0xyTmFST3lXYTNNQT09 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 897 8112 9538. 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 FY24 Budget discussion – review of current draft, schedule Policy Changes –Oil/Water Separator Regs, Grease Trap Regs, Deduct Meter Policy, Public Hearing Business Manager replacement –appointment, schedule Assistant Business manager opening– schedule Annual Report – review and vote, submittal Q3 FY23 Commitment $249,280.14 Pond View Estates 40B - status Minutes of 1/31- review and vote Business Manager report – Grease trap program -account statuses, Wright Pierce contract, Caucus, Invoices Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES February 28, 2023 6pm Regular Meeting via Zoom March 14, 2023 6pm Regular Meeting via Zoom Adjournment ======================================================================================== DOCUMENT : 2023-02-14-minutes-295.txt BOARD : sewer-commission DATE : 2023-02-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-02-14-minutes-295.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02142023-295 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ======================================================================================== DOCUMENT : 2023-02-28-agenda-293.txt BOARD : sewer-commission DATE : 2023-02-28 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-02-28-agenda-293.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02282023-293 ======================================================================================== ===PAGE 1=== SEWER COMMISSION February 28, 2023 6:00pm PUBLIC HEARING and 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 will be uploaded to the LunenburgAccess YouTube channel within 24 hours of the meeting at (https://www.youtube.com/user/LunenburgAccess/videos). 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: From a computer, please use this link to join the public meeting webinar: https://us02web.zoom.us/j/89781129538?pwd=L0daNzhsT041a0xyTmFST3lXYTNNQT09 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 897 8112 9538. 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 OPENING OF PUBLIC HEARING FOR SEWER USE REGULATION CHANGES (as posted in the Lunenburg Ledger 2/16/23; Regulations on file with Town Clerk for Public Inspection) Fitchburg’s Sewer Ordinance Chapter 147 changes of March 2021 Article II - Building Sewers, Connections, and Extensions  II-1(C) – insert information regarding Tie Card and Stub location assistance  II-1(E)- insert requirements of Low-Pressure system installer  II-1(F)- remove obsolete DEP requirements  II-3(F-1)– remove notary requirement on initial Drain Layer application  II-3(F-2)- corrections to Workers Comp Insurance levels for licensed Drain Layers to $100K/500K/100K  II-3(F-3)- correct requirements by the DPW for Trench Permits and Road Opening Permits  II-3(F-4a)- insert requirement of 48 hours’ notice given prior to inspection  II-3(F-4h)- added Pipe and slope requirements  New ARTICLE II-4- OWNERSHIP AND MAINTENANCE OF BUILDING LATERALS AND DRAINS Article IV – Administration  NEW IV-2 (C)– adding requirements regarding Direct Connections for Fitchburg and Leominster Article VII - Charges and Fees  NEW VII-3 (D-1)-adding that no billing adjustment will be allowed for invoices after 6 months  VII-3 (D-2), (also, Appendix K- Deduct Meter Policy) - added requirement for that measurement be in cubic feet(cf), removed 10/1/20 reference, and referenced web page for equipment requirements.  VII-3 (F)-corrected user charges for new connections or re-connections to be pro-rated by month. (Also, removed section VII-3 B-1a regarding prorations (duplication)  VII-3 (F-1) Final Reads- Added verbiage for new and old owners to be prorated by month:.  VII-4 Connection Charge –reduction of the reconnection fee from $1000 to $100. Appendices  Grease Trap Regs (Appendix C) o Change annual fee for all Food Service Establishments $150 per year. o Change initial non-compliance fee from $50 to $100. o Remove referrals to SCDA (Small Commercial Discharge Authorization o Miscellaneous typos throughout. correction Section V.  Appendix D Extension Regs – to reference waiver language incorporated into Sewer Bylaw at 5/7/22 at Annual Town Meeting under Section 6.0 GENERAL SPECIFICATIONS  NEW Appendix L – Oil/Water Separator Regulation CLOSE PUBLIC HEARING ===PAGE 2=== SEWER COMMISSION February 28, 2023 6:00pm PUBLIC HEARING and Regular Meeting via Remote Participation (Zoom) AGENDA (continued) REGULAR SEWER MEETING ANNOUNCEMENTS CURRENT BUSINESS Ratification of the Town Manager's Appointment of Sewer Business Manager -status and vote Assistant Business manager position - status Grease Trap issues- Il Forno, A&D Crossroad- status and next steps Leominster Inter-Municipal Agreement (IMA) – term of agreement FY24 Budget preparation – Town Manager review, Leominster/Fitchburg, Betterment/Debt service, Fincom Pond View Estates 40B– status update Minutes of 2/7 workshop and 2/14 meeting - review and vote Business Manager report – Annual report, Invoices Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES March 14, 2023 6pm Public Hearing and Regular Meeting via Zoom March 27, 2023 7pm Town Caucus, Middle/High School Auditorium, 1079 Mass Ave. March 28, 2023 6pm Regular Meeting via Zoom Adjournment ======================================================================================== DOCUMENT : 2023-02-28-minutes-293.txt BOARD : sewer-commission DATE : 2023-02-28 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-02-28-minutes-293.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02282023-293 ======================================================================================== ===PAGE 1=== Draft FY24 updtd budget for SC meeting 022823.xlsx/fy24 DRAFT budgt w desc 022823 TOWN OF LUNENBURG - SEWER ENTERPRISE changes since 2/14/23 meeting potential topic discussions FY24 BUDGET -DRAFT 22,660.10 transfers in for direct expenses out SEWER ENTERPRISE Org Code/Acct. FY20 ACTUALS FY21 ACTUALS FY22 ACTUALS FY23 APPROVED BUDGET fy23 sub- categories FY23 ACTUAL BUDGET YTD FY23(received/ expended) 12/27/22 YTD fy23sub- categories FY24 DRAFT BUDGET fy24 DRAFT sub- categories INCR/DECR FY24 OVER FY23 BUDGET increase REVENUES Munis as of 12/27/22 (week 26 of 52 - 50%) 50% 1 User Charges (YTD is 50% based on Commitmts)60004 422000 864,269.00$ 999,816.95$ 1,022,477.05$ 1,101,600.00$ 1,101,600.00$ 549,330.93$ 1,130,000.00$ $28,400.00 2.87% 1aRATE INCREASE FOR DISCUSSION -$ -$ 0.00 1bDeduct meter fee 60004 422000 1,650.00$ 2,600.00$ 2,450.00$ 2,550.00$ 2,550.00$ 2,600.00$ 2,800.00$ $250.00 11.63% 2 Connection Fees 60004 432200 36,950.00$ 46,440.00$ 37,050.00$ 15,000.00$ 15,000.00$ 8,850.00$ 17,000.00$ $2,000.00 12.70% 3 Sewer Bank Fees - I/I 60004 433500 9,460.00$ 12,100.00$ 9,900.00$ 5,300.00$ 5,300.00$ 2,200.00$ 5,300.00$ $0.00 0.00% 4 Penalties & Interest 60004 417000 10,730.17$ 13,209.40$ 11,750.36$ 10,300.00$ 10,300.00$ 4,695.13$ 10,300.00$ $0.00 0.00% 5 Drain Layer Fees 60004 432000 600.00$ 1,400.00$ 1,500.00$ 600.00$ 600.00$ 200.00$ 600.00$ $0.00 0.00% 6 Grease Trap Annual Permit fees 60004 432100 8,100.00$ -$ -$ 3,650.00$ 3,650.00$ 3,700.00$ 2,850.00$ -$800.00 0.00% 6aGrease Trap permit fees-non-compliance60004 432100 2,075.00$ 250.00$ 150.00$ -$ -$ 50.00$ -$ $0.00 0.00% 7 Investment Income 60004 480100 21,602.44$ 6,771.78$ 6,181.06$ 5,000.00$ 5,000.00$ 3,443.96$ 6,000.00$ $1,000.00 25.00% 8 Highfield Capacity payments (11/19-pd off 7/20)60004 423000 2,850.64$ 68,097.59$ - - -$ -$ $0.00 0.00% 8aReserve Capacity Fees -new un-bettered connections60004 423000 4,525.40$ 4,319.70$ 1,645.60$ - - 411.40$ -$ $0.00 0.00% 8bReserve Capacity Fund transfer(cover JFHwy debt)FUND 8132 9,993.00$ 7,513.66$ 20,965.40$ 20,962.00 20,962.00 20,962.00$ 20,962.40$ $0.40 0.00% 9 Sewer Bank -Stabilization fund transfer FUND 8133 -$ -$ 9,900.00$ $9,900.00 0.00% 10Capital reserve fund transfer FUND 8138 20,000.00$ 20,000.00$ 20,000.00$ 20,000.00$ 20,000.00$ 35,000.00$ $15,000.00 75.00% 11ARPA FUNDING REQUESTS 11aPump Station upgrades 300,000.00$ 11bManhole repairs 200,000.00$ 11cMobile Generator 90,000.00$ 11prior year revenues 2,745.82 65,934.30$ $0.00 0.00% Total Revenues $975,551.47 $1,182,519.08 $1,200,003.77 $1,184,962.00 $1,184,962.00 $1,184,962.00 $616,443.42 $616,443.42 $1,830,712.40 $1,830,712.40 55,750.40 5.22% $1,240,712.40w/o ARPA ^^doesn’t include ARPA on track for maybe 1,045,110 FY23 1b) current participants(1/26/23)-54 (5 more than FY22) @ $50 annual charge for irrig meters (approx 54 meters @$50 each=2700) -allow for 2 more signing up(56 @2800) 5) Drain layer fees -level funded 6a) cannot budget for non-compliance 8b) Reserve Capacity transfer (HV funds) to pay JF Hwy debt service FY23(20,962.40)-(balance remaining in Res Cap Stab Fund $7001.11. 9) Sewer Bank I/I transfer from Stability Fund - $9900 from FY22 transfer at STM (if unused by EOY, transfer back at 2024 STM) 10) Capital reserve transfer from stab fund to cover unplanned capital expenses(>$5K)-expense line Purchase of Services-1b -if not used by EOY, transfer back into Stab Fund at STM 11) ARPA FUNDING - Submitted to Select Board October 2022 11a) Pump Station Upgrades -ARPA funds will be used upgrade the aged pump station controls, pumps, and standby generators. 11b) Manhole Repairs - ARPA funds will be used to make repairs to sewer manholes to prevent infiltration and inflow of outside water sources. This includes engineering to help produce a contract. PAYROLL Munis as of 12/27/22 (week 26 of 52 - 50%) 50% Business Manager -tbd 60001 511000 65,101.76 65,387.52 67463.28 67,464.00$ 68,925.00$ 33,274.08 57,712.32 $0.72 0.00% Business Manager-longevity - tbd 60002 514000 1,627.54 2,975.41 1686.58 2,024.00$ 2,068.00$ 2,067.75 1,442.81 $337.42 20.01% Business Manager Assistant (p/t)- tbd 60001 511000 0.00 8,513.28$ 27,456.00$ 28,479.00$ 13,430.34 26,307.84 $13,056.00 90.67% Sewer Commission - Clerk 12.5 hrs/mo 60001 511003 2,435.86 1,653.70 1837.42 2,972.00$ 2,529.00$ 752.82 3,123.00 $86.00 0.00% potential increases-Sal study, COLA increases - $ 2,085.00$ 4,429.30 $0.00 0.00% Total Payroll 69,165.16 70,016.63$ 79,500.56$ 102,001.00$ 102,001.00$ 102,001.00$ 49,524.99$ 49,524.99$ 93,015.27$ 93,015.27$ $13,480.14 15.60% Business Manager - assuming Step 2 of Gr 11(27.64)(PB) w potential sal increases/COLA Business Mgr longevity-tbh (if PB = longevity = 2.5% annual salary until FY25(reach 20 years- 3%) ) Assistant Bus Mgr- Part-time 24 hrs/week(1248/yr) - tb hired at estimated $20.28/hr (step 1 of gr 5) fy23. Then $20.90 (step 2 of gr 5) FY24 52 weeks w potential sal increases/COLA COLA reserve/Salary Study FY23 - assuming at least a 3.5% increase due to COLA/Salary Study 4) penalty fees(demand chgs & interest on quarterly bills)-level funded 6) DISCUSS PROPOSED FEE STRUCTURE- Grease trap permit fees -collected $5300 FY19, $7200 FY20; fees waived FY21, FY22; FY23 only non-compliant FSE's(budget $3650);FY24 assuming $150 Annual Permit Fee - 19 Establishments @$150=$2850 7) Investment income -at 3443 as of 12/31/22 - at approx same rate total $6886; assume market adjmt -set at $6000 8) n/a Reserve Fund - Highfield Capacity payments for allocation- paid in full July 2020(money transferred to Reserve Capacity fund STM 11/20) 8a) Reserve Capacity Fees to reserve funds from newly connecting parcels not previously bettered nor accounted for in original capacity #'s w/Leominster & Fitchburg, to offset increase costs at IMA negotiations. Removed from budget as monies not used in current year and moved to Stabilization at Special Town Meeting (starting 2019 STM once FY closed) and not considered a 'yearly' expense, unlike I/I expenses required by State statute. This income applied to future capacity costs by Stabilization transfer. 11c) Mobile Generator - ARPA funds will be used to purchase a mobile generator set. The generator will be capable of providing full electrical power to our 10 pump stations in the event of an electrical power failure and a failure of the existing generator at the pump station it is needed at. The generator will be mounted on a trailer that is towable by a truck. It will be stored at the DPW. 12) Prior Year revenues(unbudgeted) to track revenue recd for previous years bills include Tax Liens redeemed, Penalty interest tax, Fines/Fees (414200, 417800,471300) Minutes help - hired for 12.5hrs/mo(150/yr) 7/1/19 for $3123 for FY24 w potential sal increases/COLA 3) Sewer Bank fee -based on 4BR home x 6 new cnxns ($880 x6)=$5280(rounded to 5300) and since this is expected to be spent during FY24, it can be posted as Revenue-unlike Reserve Capacity fees which are transferred after EOY to Stab Fund CURRENT CUSTS= 927 ( 133-Fitch,794-leom as of 1/24/22) . For purpose of this DRAFT BUDGET and Sewer Usage (line 1) and Connections(line 2): we are assuming 13 new connects for remainder of FY23 -(7 recent conns not reflected in fy23 usage yet) 4 w/permits in place-conn fees recd-all Leom)-expect 2 more not yet permitted- total fy23 =13 Leom; 6 during FY24 (1-Fitch, 5-Leom) for total of 19 new or TOTAL 946 (@2% growth) TOTAL expected 946 customers by end of year FY24; (without 711 Mass Ave(8 townhomes/1325 Mass Ave-Commercial facilities/361 Mass Ave-LUFA farms/40B) 1) Sewer User Charges as of 1/12/23 -FY23 to date $549331 after 2 qtrs (Q3/Q4 historically 94% for Q3/4 but not for FY22); estimated fy23 income $1,098,662 w/2% increase in custs(19) = $1,120,635 rounded up to $1,200,000. ERROR? In estimate, we rounded 1.120M to 1.2M(98k) -would prefer to put user charges at $1,130,000 (28k increase) 1a) 10% Rate increase processed for FY21 budget(eff 7/1/20; 8% rate increase for FY23 of 8%(eff 7/1/22); Anticipating implementation of regular rate increase of 2-3% every other year after FY23. No increases yet published for L/F for FY24 2) conn fees(6) for FY23 (1 Fitchburg, 5 Leom(residential) -6 regular conns(assuming 4BR) @ 2800x6=16800-round to 17,000) https://lunenburgma.sharepoint.com/sites/DPWSewer/Shared Documents/BUDGET/1-FY24 BUDGET PREP/Draft FY24 updtd budget for SC meeting 022823.xlsx ===PAGE 2=== Draft FY24 updtd budget for SC meeting 022823.xlsx/fy24 DRAFT budgt w desc 022823 TOWN OF LUNENBURG - SEWER ENTERPRISE changes since 2/14/23 meeting potential topic discussions FY24 BUDGET -DRAFT 22,660.10 transfers in for direct expenses out SEWER ENTERPRISE Org Code/Acct. FY20 ACTUALS FY21 ACTUALS FY22 ACTUALS FY23 APPROVED BUDGET fy23 sub- categories FY23 ACTUAL BUDGET YTD FY23(received/ expended) 12/27/22 YTD fy23sub- categories FY24 DRAFT BUDGET fy24 DRAFT sub- categories INCR/DECR FY24 OVER FY23 BUDGET increase PURCHASE OF SERVICE as of 1/17/23 (week 29 of 52 - 56%) 56% 1 Infrastructure 60002 531006 92,152.03 67,999.10 29,128.05 64,100.00 64,100.00 19,658.39 99,100.00 $35,000.00 54.33% 1a - Pump station general repairs (incl. generators, wetwells)47,238.26 3,442.01 3,982.50 10,000.00 7,058.73 20,000.00 $10,000.00 100.00% 1b - UNPLANNED major repairs/replacement(>$5k)-funded by Cap Res Stab Fund 35,898.08 22,136.89 7,700.00 20,000.00 5,937.60 35,000.00 $15,000.00 75.00% 1c - Sewer lines-jetting, camera 5,395.50 5,380.00 6,360.00 5,000.00 3,250.00 15,000.00 $10,000.00 200.00% 1d - Manhole repairs 2,336.00 13,886.90 3,400.00 10,000.00 0.00 10,000.00 $0.00 0.00% 1e - Sewer stub installation 0.00 14,590.00 0.00 10,000.00 0.00 10,000.00 $0.00 0.00% 1f - Police details-manholes, flow meters, confined space 783.19 3,163.30 2,285.55 3,000.00 643.06 3,000.00 $0.00 0.00% 1g - Meter Pits/Flow meters 0.00 5,400.00 5,400.00 5,400.00 2,700.00 5,400.00 $0.00 0.00% 1h - Meter program licensing-moved to Outsourcing FY22 0.00 0.00 0.00 0.00 0.00 0.00 $0.00 0.00% 1i - Office asset expenses 0.00 0.00 0.00 400.00 69.00 400.00 $0.00 0.00% 1j - DPW asset expenses 0.00 0.00 0.00 300.00 0.00 300.00 $0.00 0.00% 2 I/I remediation 60002 531059 0.00 9,796.50 $0.00 10,000.00 10,000.00 10,000.00 0.00 0.00 10,000.00 10,000.00 $0.00 0.00% 3 Outsourcing - contracts for services 60002 531060 69,201.88 78,619.14 $89,839.04 97,014.00 97,014.00 43,043.18 141,100.00 $44,086.00 48.24% 3a - Pump Station contract Year 1 of 3 62,166.88 73,794.14 82,160.04 85,444.00 42,723.18 120,000.00 $34,556.00 40.83% 3b - Generator maintenance contract 6,180.00 4,825.00 6,825.00 4,970.00 0.00 7,000.00 $2,030.00 40.85% 3c - Administrative consulting services-NEW 0.00 0.00 0.00 0.00 0.00 12,000.00 $12,000.00 3d - Bill print/mail services 0.00 0.00 0.00 4,000.00 0.00 0.00 -$4,000.00 -500.00% 3e - Meter reading licensing 501.00 514.00 529.00 600.00 0.00 600.00 $0.00 3f - Pump station -grounds 855.00 0.00 0.00 1,000.00 0.00 500.00 -$500.00 -74.07% 3g - Stub locating services 325.00 1,000.00 320.00 1,000.00 $0.00 100.00% 4 Legal Counsel 60002 531005 10,570.30 6,410.56 5,614.79 5,000.00 5,000.00 5,000.00 2,074.88 2,074.88 5,000.00 5,000.00 $0.00 0.00% 5 Engineering Services 60002 531061 9,960.00 9,960.00 26,525.46 30,000.00 30,000.00 4,980.00 35,000.00 $0.00 0.00% 5a - General consulting services 0.00 16,565.46 20,000.00 0.00 30,000.00 $10,000.00 60.33% 5b - Flow metering annual contract 9,960.00 9,960.00 10,000.00 4,980.00 5,000.00 -$5,000.00 -50.00% Total Purchase of Service 181,884.21 172,785.30 151,107.34 206,114.00 206,114.00 206,114.00 69,756.45 69,756.45 290,200.00 290,200.00 163,172.00 82.66% 84,086.00 1b) UNPLANNED/unexpected major part/repairs costs greater than $5k, funded by Stabilization Fund transfer(see above)-FY24 increase to $35K-system getting older, pump station/generators 1f) Police details - depending on road activity -at least 5x a year(flow meter inspections), jetting. FY24 Level fund 1g) Meter Pits/Flow Meters - equipment repair/replace/upgrade per lease from Flow Assmt ($5400 for FY22,FY23). FY24 level fund while we await confirmation 1i) Office hardware (2 emps)- desk/filing needs, lighting, calculator, file cabs/boxes (off-site-Passios) 1j) various DPW Infrastructure upgrades -hardware,paint,roof repairs 2) I/I remediation - we have $9900 to spend from FY23 funds- level funded 3) Outsourcing - 3a) PUMP STATION COVERAGE - NEW CONTRACT-NEED TO GO OUT FOR BID (previously $82,160 Yrs 1 & 2, 85,443.44 for Year 3)- estimate $120,000K 3b) GENERATOR COVERAGE (FY21 $4825)-every other year fuel analysis 2K=6825 FY22 (not billed for FY22 fuel $2k yet), FY23 budget $4970; FY24 budget $5,000(generator maint, $2000 fuel (every other year) 3c) NEW Admin services - prior Business Manager available for consultation - $60/hr for 200 hours = $12K 3d) Billing Support-had previously discussed Outsourcing BILL PRINT/MAIL -NDS quote 9/21/18 print/mail services - 2240/yr + 1400(avg) 1st yr -setup = 3640 (2yrs later-estimate at $4000 )- ON HOLD 3e) Meter reading licensing - NDS (reading capabilities - yrly chg software (NDS)$501 FY20, $514 FY21, $529 Fy22,increase fy23 to $600;FY24 level fund and moved from Infrastructure 3f) Pump stations - grounds - raking, upkeep 3g) outsourcing stub location services -FY24 Level Fund 4) Legal counsel - $5000 budgeted historically. FY20 was $10,570.30, FY21 6410.56 - increase or level fund? (Leom IMA to be re-negotiated - expires 6/24/24(25yr agreement)) 5) Engineering Services - 5b) Flow Assessment annual contract on Flow Meter maint -remaining at same cost ($9960/yr for FY23 per FA 2/1/22) UTILITIES as of 1/17/23 (week 29 of 52 - 56%) 56% Postage 60002 534400 1,840.80 2,184.79 2,068.57 2,200.00 2,200.00 1,157.56 2,300.00 $100.00 4.55% Electricity (10 Stations) 60002 521011 31,542.71 32,788.17 34,076.40 35,000.00 35,000.00 14,449.67 35,000.00 $0.00 0.00% Water (3 Stations) 60002 523001 3,216.00 3,638.00 3,763.00 4,000.00 4,000.00 2,489.00 5,000.00 $1,000.00 25.00% Telephone/Internet (10 Stations) 60002 521014 3,533.32 3,581.03 3,698.57 4,000.00 4,000.00 2,048.22 4,000.00 $0.00 0.00% Diesel Fuel (10 stations) 60002 521012 139.46 0.00 0.00 400.00 400.00 0.00 400.00 $0.00 0.00% Total Utilities 40,272.29 42,191.99 43,606.54 45,600.00 45,600.00 45,600.00 20,144.45 20,144.45 46,700.00 46,700.00 1,100.00 2.35% 1) Postage at $1157.56 projects out to $2300 2) Electricity at 14,450 projects out to $28900; level fund at $35,000 3) Water - current costs are $4600 (3500 for year for meter readings, 900 water usage 200 backflow testing; assuming increase 4) Telephone increase year to year (fy20 3500, fy21 3600, fy22 3700; fy23 budget 4000-level fund FY24 6) Diesel for generators - level fund 1e) Sewer stub installation - when we get a request to connect and no stub can be located - if they've paid a betterment, we owe them a stub. FY24 Level fund 1h) Meter reading investments(orig for Irrig Meter potential costs), then NDS license-moved under Outsourcing 5a) Engineering Consulting services -put up to $30k -with projects will need engineering support (pump station upgrades, 40B consultation) 1d) Manhole repairs - anticipate 10 covers/year -approximately $10,000. FY24 Level fund 1) Infrastructure includes the following subcategories and and carries balance for emergency repairs/unplanned capital costs >$5K. 1a) Pump Station Electrical/Mechanical repairs (outside contract) - emergency repairs, safety checks/repair, Stations/lines, Generator repairs, clean & maintain Wet Wells; FY24 upped to $20K for Generator repairs 1c) Sewer lines -jetting-pressure clean main lines, camera'ing in response to issues;-Maintenance plan recommendation to jet lines over entire town over 5 years. FY24 increase to $15K to cover 1/8 of town lines https://lunenburgma.sharepoint.com/sites/DPWSewer/Shared Documents/BUDGET/1-FY24 BUDGET PREP/Draft FY24 updtd budget for SC meeting 022823.xlsx ===PAGE 3=== Draft FY24 updtd budget for SC meeting 022823.xlsx/fy24 DRAFT budgt w desc 022823 TOWN OF LUNENBURG - SEWER ENTERPRISE changes since 2/14/23 meeting potential topic discussions FY24 BUDGET -DRAFT 22,660.10 transfers in for direct expenses out SEWER ENTERPRISE Org Code/Acct. FY20 ACTUALS FY21 ACTUALS FY22 ACTUALS FY23 APPROVED BUDGET fy23 sub- categories FY23 ACTUAL BUDGET YTD FY23(received/ expended) 12/27/22 YTD fy23sub- categories FY24 DRAFT BUDGET fy24 DRAFT sub- categories INCR/DECR FY24 OVER FY23 BUDGET increase OTHER DEPARTMENTAL EXPENSES as of 1/17/23 (week 29 of 52 - 56%) 56% 1 Advertising 60002 534500 120.00 120.00 105.00 200.00 200.00 200.00 105.00 150.00 200.00 200.00 $0.00 0.00% 2 Supplies-Office 60002 540000 797.69 807.62 647.70 800.00 800.00 800.00 293.62 497.11 800.00 800.00 -$40.00 -4.76% 3 Supplies-Field 60002 541018 436.40 145.97 221.29 300.00 300.00 300.00 177.52 177.52 300.00 300.00 -$150.00 -33.33% 4 Professional meetings/Subscriptions/dues 60002 573000 55.00 55.00 60.00 100.00 100.00 100.00 0.00 0.00 100.00 100.00 $40.00 66.67% 5 CAPITAL PLAN 60002 583200 5a - Capital Expenditures-planned-non ARPA60002 583200 0.00 50,907.47 50,000.00 50,000.00 49,850.00 714.48 714.48 96,000.00 96,000.00 $46,150.00 70.43% 5b - ARPA FUNDED- Pump Station upgrades 300,000.00 300,000.00 $300,000.00 5c - ARPA FUNDED- Manhole repairs 200,000.00 200,000.00 $200,000.00 5d - ARPA FUNDED- Mobile Generator 90,000.00 90,000.00 $90,000.00 6 CAPITAL COSTS-LEOMINSTER- debt service 60002 583000 34,360.29 38,197.32 41,000.00 41,000.00 41,000.00 0.00 0.00 56,000.00 56,000.00 $15,000.00 39.27% 7 Capital costs-JFHwy improvement-loan portion Fitchburg 60002 583000 20,963.20 20,965.40 20,962.00 20,962.00 20,962.00 20,961.80 20,961.80 20,962.40 20,962.40 $0.40 0.00% 8 Leominster Usage 75% YTD 60002 521006 309,395.15 362,768.58 492,604.98 520,000.00 520,000.00 512,077.00 302,201.60 302,201.60 520,000.00 520,000.00 $7,923.00 1.61% 9 Fitchburg Usage 58% YTD ( 7 of 12) 60002 521006 158,084.41 188,679.30 204,020.06 220,000.00 220,000.00 220,000.00 120,389.14 143,022.54 220,000.00 220,000.00 $0.00 0.00% 10Leominster Connection Fees 60002 523004 9,300.00 13,500.00 11,250.00 3,750.00 3,750.00 3,750.00 2,250.00 2,250.00 3,750.00 3,750.00 $0.00 0.00% 11Fitchburg connection fees 60002 523004 4,000.00 6,000.00 2,000.00 2,000.00 2,000.00 2,000.00 0.00 0.00 2,000.00 2,000.00 $0.00 0.00% 12Registry of Deeds recording fees 60002 531007 105.00 0.00 105.00 105.00 105.00 105.00 0.00 0.00 105.00 105.00 $0.00 0.00% 13Mileage 60002 571000 199.86 155.59 230.54 250.00 250.00 400.00 167.07 167.07 400.00 400.00 $0.00 0.00% $0.00 14Indirect General Fund Exp. 105,976.15 $0.00 0.00% 15 General Fund Transfer 60002 575004 18,111.00 17,975.00 18,790.82 21,625.00 21,625.00 21,625.00 21,625.00 22,709.17 22,709.17 $1,084.17 5.77% 16 Fringe Benefits / Health Ins. 60002 570001 37,529.00 38,987.00 44,517.69 69,239.25 69,239.25 48,824.15 48,824.15 49,067.66 49,067.66 $243.51 0.43% 17 Director/Superintendent (.15)* 60001 511000 14,723.00 15,262.00 14,673.42 15,111.90 15,111.90 14,541.88 14,541.88 15,504.67 15,504.67 $392.77 2.68% Total Miscellaneous Expense 574,263.91 700,237.55 899,296.69 965,443.15 965,443.15 957,520.15 532,251.26 555,133.15 1,597,898.90 1,597,898.90 660,643.85 71.19% 1) Advertising - posting of hearings, bid posting, vacancies-level fund 70,643.85w/o ARPA 2) Office supplies -- paper, toner, envelopes,filing supplies--level fund 3) Field Supplies-by contractor (pest control, cleaning, paints) -level fund 4) Professional Meetings/Training/Subscriptions for training, meetings, newspaper-level fund 5) CAPITAL EXPENSE LINE - PLANNED Capital Improvements - added FY22 5a Capital expenditures - for planned Capital projects; FY22-$100K, FY23-$50K- FY24 $96,000(in case no ARPA funds recd-56K for Pump station upgrades, $40K for Manhole maintenance) 6) Debt service to Leominster (1st pmt FY21-$34,360.29) (Leominster's projections Jan 2022: FY22 actual 38197.32, FY23 expected $40,583,estimate FY24 $55038.12(addl debt coming due) ( estimated based on 2.5% of Leom flow)-FY24 fund at $56K 7) Capital costs for JFHwy improvement -Oct 2023 inv(FY24) will be $20,962.40 -year 5 of 20 (covered by Highfield Village $68K payment recd 7/20)-last year covered in full by HV pmt 10) Leom cxns - assuming 5 new conns in fy24 (5 res, @ 750ea =$3750 11) Fitchburg cxns -$2000 fee per connection; 1 anticipated 12) Registry of Deeds - recording expenses $105/document (LIENS, PRIVILEGE FEES, AGREEMENTS)-level fund 14) Estimated Indirect costs-per Town Accountant 1/10/23 17) DPW Payroll costs for DPW Director paid under Indirect costs (Salary study underway on SAP -built in 3.5% increase) ANNUAL TOWN MEETING TRANSFERS(see below): CAPITAL RESERVE TRANSFER (3% OF REVENUES started in FY18) chgd to 2% for FY24 OPEB funding new FY19-transferred 10% of Town's allotment in FY19; same? - put in for $1000 at this time? Total Line Item Expenses 985,231.47 1,173,511.13 1,319,158.15 1,311,235.15 671,677.15 694,559.04 2,027,814.17 2,027,814.17 242,839.77 Total Line Item Revenues 1,182,519.08$ 1,200,003.77$ 1,184,962.00 1,184,962.00 616,443.42 616,443.42 1,830,712.40 1,830,712.40(15,608.26) SURPLUS(DEFICIT) BEFORE BETTERMENT/DEBT SERVICE197,287.61 26,492.64 (134,196.15) (126,273.15) (55,233.73) (78,115.62) (197,101.77) (197,101.77) 15) Gen Fund transfer = percentage of costs borne by Town for Sewer personnel, facilities, services. , DPW costs, Administrative (Treasurer/Accountant offices, Liability Ins, Office space) - per Accountant- Liability Insurance is currently level funded in the target budget and could change once we know what the premium is for FY24 (built in 3.5% increase) 16) Fringe benefits for personnel (retirement,health ins) - per indirect cost sheet from Accountant; The current estimate for health insurance but could change once numbers firmed up for FY24 (built in 3.5% increase) Reserve Capacity Transfer from Stabilization Fund - SC planned(spring 22) to transfer 20% of current Stabilization fund balance (Balance 1/31/23=$27,963.51) for the next 5 years (to defray JFHwy costs) = @ $5593 plus addl 2007 =$8000 8) Leominster Usage-FY23 at $302,202(for 3 qtrs) projects to $402,936 for full year BUT it was a VERY dry year to date(FY22 as at $353,800K at this same time(proj'd to $471733 for year); last rate increase effective 3/1/21 (2.7% to 5.32ccf)-estimate another 3% increase, using FY22 as base($471733x3%= 485,885, plus 2% increase in customers $495,602; currently funded at $512,077 FY23 - increased to $520K FY24 9) Fitchburg usage - curr amt $120,389 projected = 206,381, dry year (rate increase each june since 2018(2018-8%,2019-8%, 2020-7%,2021-7%,2022-6%; per MM of Fitchburg 2/23/23-probable 4% increase ea yr over next 5 yrs(FY24-28); even w/dry year estimate $206,381, add in .5% growth and 4% rate increase -still less (215,709) than FY23 budgeted $220,000-level fund FY24 13) Mileage - Bus. Mgr/Asst. Bus Mgr-mileage to/from DPW to TH, PO, Passios (meter),Registry,misc accts (easement docs), meetings/workshops, that employees required to attend (no add'l pay) - current budget FY23 at $400-level fund https://lunenburgma.sharepoint.com/sites/DPWSewer/Shared Documents/BUDGET/1-FY24 BUDGET PREP/Draft FY24 updtd budget for SC meeting 022823.xlsx ===PAGE 4=== Draft FY24 updtd budget for SC meeting 022823.xlsx/fy24 DRAFT budgt w desc 022823 TOWN OF LUNENBURG - SEWER ENTERPRISE changes since 2/14/23 meeting potential topic discussions FY24 BUDGET -DRAFT 22,660.10 transfers in for direct expenses out SEWER ENTERPRISE Org Code/Acct. FY20 ACTUALS FY21 ACTUALS FY22 ACTUALS FY23 APPROVED BUDGET fy23 sub- categories FY23 ACTUAL BUDGET YTD FY23(received/ expended) 12/27/22 YTD fy23sub- categories FY24 DRAFT BUDGET fy24 DRAFT sub- categories INCR/DECR FY24 OVER FY23 BUDGET increase SEWER DEBT SERVICE 687,992.32$ 687,992.32 $ ANTICIPATED BETTERMENT REVENUES 430,042.00 485,026.06 $ TOWN'S PORTION 73,039.00 73,040.00 $ TOTAL ANTICIPATED BETTERMENT REVENUES 503,081.00 558,066.06 $ DEFICIT OF BETTERMENT REVENUE vs DEBT SERVICE -184,911.32 (129,926.26) $ LESS BUDGETED SURPLUS -134,196.15 (197,101.77) $ RETAINED EARNINGS TO BE APPROPRIATED -319,107.47 (327,028.03) $ TRANSFER TO CAP RESERVE(2% revenues)STABILIZATION FUND- (35,548.86)$ (36,614.25)$ 37,221.37$ TRANSFER TO OPEB TRUST $ (656.00) (1,000.00)$ TRANSFER TO STABILIZATION FUND- RESERVE CAPACITY(20% of Res Cap Stab Fund) (8,000.00)$ TOTAL RETAINED EARNINGS APPROPRIATION $ (355,312.33) $ (372,642.28) OPEB Trust Fund initiated for FY19 Budget transfer $656 ( derived from using formula= 10% of the $6559 annual cost of 10% as Town) (197,101.77)$ exp/revs (36,614.25)$ 2% Cap Res RETAINED EARNINGS BALANCE YEAR-END FY22 2,232,978.00 (1,000.00)$ OPEB (8,000.00)$ 20% Res Cap (242,716.02)$ current deficit RETAINED EARNINGS BALANCE YEAR-END FY14546,838.00 RETAINED EARNINGS BALANCE YEAR-END FY151,239,995.00 RETAINED EARNINGS BALANCE YEAR-END FY161,376,364.00 RETAINED EARNINGS BALANCE YEAR-END FY171,655,572.00 RETAINED EARNINGS BALANCE YEAR-END FY181,929,110.00 RETAINED EARNINGS BALANCE YEAR-END FY191,972,578.00 RETAINED EARNINGS BALANCE YEAR-END FY202,023,242.00 https://lunenburgma.sharepoint.com/sites/DPWSewer/Shared Documents/BUDGET/1-FY24 BUDGET PREP/Draft FY24 updtd budget for SC meeting 022823.xlsx ======================================================================================== DOCUMENT : 2023-03-21-agenda-292.txt BOARD : sewer-commission DATE : 2023-03-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-03-21-agenda-292.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03212023-292 ======================================================================================== ===PAGE 1=== SEWER COMMISSION March 21, 2023 6:00pm Special 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 State Earmark request - discussion FY24 Budget discussion- ARPA monies, final budget, presentation to Finance Committee Town Meeting articles –approvals RFP-O&M Contract for Pumping Stations - discussion Business Manager – changeover to new Business manager, signature authority Assistant Business Manager position - status Clerical position - discussion Grease Trap accounts status - Il Forno, A&D Crossroads, 1st Tuesday reports Minutes of 2/28 meeting- review and vote Business Manager report – Wright Pierce contract, Town Caucus, Mass Homeowners Assistance, Fluid Conservation, Invoice, Retirement Action Items Public Comment UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES March 23, 2023 7:30pm FinCom Presentation, Town Hall, 17 Main St. March 27, 2023 7pm Town Caucus, Middle/High School Auditorium, 1079 Mass Ave March 28, 2023 6pm Regular Meeting via Zoom April 11, 2023 6pm Regular Meeting via Zoom(?) Adjournment ======================================================================================== DOCUMENT : 2023-03-21-minutes-292.txt BOARD : sewer-commission DATE : 2023-03-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-03-21-minutes-292.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03212023-292 ======================================================================================== ===PAGE 1=== Minutes of 3/21/23 Sewer Commission meeting– via Zoom (Video Conference) Attendees: Chair- John Reynolds, Vice-Chair- Brett Ramsden, Member: Dave MacDonald and DPW Director- Bill Bernard, Business Manager-Paula Bertram, Minutes Clerk- Jane Ranley Absent: Clerk- Mike Deveikis and Mike Nault John opened the meeting at 6:08 pm. and did a roll call of attendees. The Commission began the meeting by saying the Pledge of Allegiance. PUBLIC COMMENT- Dave thanked Barbara for all her years at the Sewer Commission. He congratulated Paula for her first meeting as Sewer Business Manager and wished her the best of luck. John and Brett agreed. ANNOUNCEMENTS – Dave announced they have an opening on the Sewer Commission and the Town Caucus will be on 3/27 at 7pm. He encouraged anyone interested in joining the Commission or any other town openings to attend. Brett will also be nominated for another 3-year term. CURRENT BUSINESS - State earmark request – Paula reported the ARPA money remains unknown; it appears unlikely they will get the money they have requested. Instead they have put in an earmark request for $200K for sewer manhole repairs and $300K for sewer pump station upgrades. The request has been submitted to the Town Manager. FY24 Budget discussion- Paula screen-shared the FY24 budget draft. Revenues are estimated at approximately $1.2 Million. Payroll - $90, 965 (decrease due to a change in personnel), Purchase of Service - $86,086, Utilities- $46,700, Other departmental expenses - $920,617 (Capital costs for Leominster debt service and John Fitch improvements, as well as Usage fees), Indirect costs - $90,920 (decrease due to personnel change). Deficit for Revenue vs Expense -$218,690, Deficit for Debt service vs Betterments - $163,406, Transfers to Stabilization- Capital Reserve-$36,621 and Reserve Capacity - $8,000 and Transfer to OPEB- $1,000. Projected Retained Earnings appropriation would be $427,718. Paula said they knew it would be a difficult year but it would level off eventually. Dave added they have had projections worse than that and noted Retained Earnings will start to go up after FY25. He is more concerned about a decrease in new permits until interest rates improve. Paula noted they are basing Connection fees on last year’s number of 6 connections, but she has seen a big decrease in final reads and new connections. They have received $8,674.18 in penalties in FY23 and have budgeted $10,300 for FY24. The Commission discussed the budget for FY24 and Dave suggested looking once a month at a snapshot of the budget. John will add it to the agenda for next meeting. The Commission discussed the FinCom presentation, which was screen-shared. They discussed the slide for IMA debt services and Paula will update the FY24 figure. John noted the Select Board decided to remove water & sewer from ARPA funds at the 1/31 meeting but it may not be their final decision. Dave asked Bill if manholes fall under sewer or roads and Bill replied that Chapter 90 money covers drainage manhole covers, but he will check if Chapter 90 covers sewer manholes. Town Meeting articles – 3 standard articles Motion: Dave M. Second: Brett R. To accept the articles for this town meeting as written. Roll Call Vote: Dave-aye, Brett-aye and John-aye. Paula noted she will plug in the figure for Article 1. RFP-O&M Contract for Pumping Stations- Paula sent the Commissioners a draft and will need to have a contract in place for 7/1. John stated they will need to look at the contract to see if they have any changes and discuss it at the next meeting. Dave suggested asking Bill for recommendations. Paula noted the RFP will need to go out to bid but there are some changes that need to be done first. John asked Paula to send a reminder to all Commissioners to review it. Dave asked Bill if he heard anything from CTE about the new contract and Bill replied he had not. Business Manager- John noted Paula accepted the Business Manager position and all Commissioners need to go to the DPW to sign the form giving Paula signature authority for processing Purchase Orders and Accounts Payable. Assistant Business Manager position- Paula reported they have had 5 applicants. She and Bill will review them and decide who to interview. The position is covered in the FY24 budget. Paula and Bill will be doing the interviews. Clerical position – Dave suggested opening up a scope of work for a clerical position but they do not need to hire someone now. Paula noted a clerk will be under the clerical union. Dave suggested taking the same scope as the ===PAGE 2=== Assistant but delete some things. Bill and Paula will work on it. Paula pointed out that Jane works as a minutes clerk for up to 12.5 hours/month. John will add the discussion on a future agenda. Grease Trap accounts status- Paula reported John and Bill attended Il Forno’s interceptor cleaning on 2/17. John said he expected there would be more sediment. Paula received the report, which showed FOG at 15% after 8 weeks. They decided to let Il Forno go back to pumping every 3 months but monitor the FOG level. Historically, their FOG level has been 25-30% after 3 months. A&D Crossroads – Paula noted they had started the non-compliance process, because they received an incomplete report. On 3/1, they sent an invoice of $2,525 for 99 days of non- compliance but the invoice has not been paid. A&D is now in compliance and Paula asked how much the Commission wants to pursue the payment of the invoice. John suggested they could come to a meeting to discuss it. Paula noted the 1st invoice of $2,057 was sent at the end of January, the 2nd sent on 2/14 for $2400 and the 3rd on 3/1 for $2,525. She sent them via regular and certified mail but received no responses. The only option now is to contact the Board of Health to pull their food permits, but that would effect Ixtapa and Darios. The Commission discussed contacting Board of Health, pulling permits and attaching a lien if not paid. Paula noted the business owners were also sent copies of the notices. The pumping company said they pumped the system on 9/28 and the FOG was at 25%. Dave suggested filing a pre-lien and send a copy to the businesses. If the owner has a problem with the bill, he can meet with the Commission. Paula will talk to the Tax Collector and Town Counsel if needed. Brett agreed and John will add it to the next agenda. 1st Tuesday reports- Paula reported all are in on time and Conrad’s is currently not open. Minutes of 2/28 meeting Motion: Dave M. Second: Brett R. To accept the minutes from 2/28. Roll Call Vote: Brett-aye, Dave-aye and John-aye. Business Manager Report – Wright pierce- Paula reported the contract for general engineering services was executed on 3/2/23. She asked Ken Olsen to look at the IMA and forward any thoughts he had but she has not heard back from him yet. Town Caucus – 3/27 – Brett is up for re-election. Mike Deveikis is not running again, so there is an opening. Mass Homeowners Assistance – Paula was contacted by the contractor administrating the program. She found out that homeowners are eligible for up to $50K of assistance, which can be used for water and sewer bills. Anyone interested can go to Mass.gov and search for the Homeowner Assistance Fund to file an application. As of 3/9, they had accepted 17 applications from Lunenburg. John suggested adding an insert in the May 1st billing and all agreed. Fluid Conservation- Paula & Bill met with representatives of FR Mahoney and Fluid Conservation Systems, who have developed a technology to identify I/I (Inflow/Infiltration) issues. They demonstrated a digital float sensor that allows the float to monitor the levels within the manhole. Paula screen-shared an information sheet on the SpilllSens product. It is portable and the cost is $2K. At present there is $9,900 in the FY23 budget to spend on I/IBill added it will tell when water is rising and they could use it to pinpoint where the I/I is coming in from. Commission discussed the product and agreed it is worth further discussion. Dave said they should decide where they would use it and they would not want to buy something if they are not going to use it, such as the SKADA system. Bill & Paula will talk to Al about it. Invoices- Mead, Talerman- $756 (1/30-2/17 for Wright Pierce contract, public hearings, policies & regulations) and Fitchburg Usage- $19,383.93. John will come in to sign. Action Items- Dave asked if they will be continuing Zoom meetings and Paula replied it is due to expire 3/31, but the state has not made a decision yet. Public Comment – Dave noted Todd Dwyer just resigned from the Select Board and he thanked him for his service. There will be 2 openings now for the Select Board. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: March 23, 2023 @ 7:30pm – FinCom Presentation, Town Hall, 17 Main Street March 27, 2023 @ 7pm – Town Caucus, Middle/High School Auditorium, 1079 Mass Ave ===PAGE 3=== March 28, 2023 @ 6pm – Regular Meeting, Remote Participation April 11, 2023 @ 6pm – Regular Meeting, Remote Participation Motion: Dave M. Second: Brett R. To adjourn at 7:24 pm. Roll Call Vote: Dave-aye, Brett-aye and John-aye. Respectfully submitted, Jane L. Ranley Minutes Clerk Handouts: The following items were screen-shared: FY24 Budget draft FY24 FinCom Presentation SpillSens information sheet ======================================================================================== DOCUMENT : 2023-04-11-agenda-283.txt BOARD : sewer-commission DATE : 2023-04-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-04-11-agenda-283.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04112023-283 ======================================================================================== ===PAGE 1=== SEWER COMMISSION AGENDA April 11, 2023 6:00pm Revised Regular Meeting via Remote Participation (Zoom) 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/82059537604 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 820 5953 7604. 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. I. 6:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE II. PUBLIC COMMENT III. ANNOUNCEMENTS IV. APPOINTMENTS 1. 6:15 p.m. Mike Mohammed – Il Forno, Proposed Expansion and Grease Trap Inspections - Recommendations 2. 6:30 p.m. Ashley Owens – 68 & 68A Laurel Lane – Sewer Connection Permits V. CURRENT BUSINESS 1. State Earmark request - Update 2. FY24 Budget – Revisions, Fitchburg Rate Increase, Potential Leominster Increase, Vote 3. Rate Increase – Discussion 4. Capital Planning – Discussion 5. Change/Expansion of Use Fees – Discussion, Possible Vote 6. RFP-O&M Contract for Pumping Stations & Generators – Review, Discussion, Possible Vote 7. Leominster Inter-municipal Agreement - Discussion 8. Assistant Business Manager Position – Status Update 9. Manhole Funding – Chapter 90 Funds – Update from Bill Bernard, DPW Director 10. Minutes of 3/21/23 meeting- review and vote to approve 11. Business Manager Report – FY23 Budget Update, Pump Station Maintenance, Meadow Woods Pump Station, Generator Inspections 12. Action Items VI. PUBLIC COMMENT VII. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES  April 25, 2023 6pm Regular Meeting  May 6, 2023 9am Town Meeting  May 9, 2023 6pm Regular Meeting  May 30, 2023 6pm Regular Meeting VIII. ADJOURNMENT ======================================================================================== DOCUMENT : 2023-04-11-agenda-286.txt BOARD : sewer-commission DATE : 2023-04-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-04-11-agenda-286.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04112023-286 ======================================================================================== ===PAGE 1=== SEWER COMMISSION AGENDA April 11, 2023 6:00pm Special Meeting via Remote Participation (Zoom) 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/82059537604 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 820 5953 7604. 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. I. 6:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE II. PUBLIC COMMENT III. ANNOUNCEMENTS IV. APPOINTMENTS 1. 6:15 p.m. Mike Mohammed – Il Forno, Proposed Expansion and Grease Trap Inspections - Recommendations 2. 6:30 p.m. Ashley Owens – 68 & 68A Laurel Lane – Sewer Connection Permits V. CURRENT BUSINESS 1. State Earmark request - Update 2. FY24 Budget – Revisions, Fitchburg Rate Increase, Potential Leominster Increase, Vote 3. Rate Increase – Discussion 4. Capital Planning – Discussion 5. Change/Expansion of Use Fees – Discussion, Possible Vote 6. RFP-O&M Contract for Pumping Stations & Generators – Review, Discussion, Possible Vote 7. Leominster Inter-municipal Agreement - Discussion 8. Assistant Business Manager Position – Status Update 9. Manhole Funding – Chapter 90 Funds – Update from Bill Bernard, DPW Director 10. Minutes of 3/21/23 meeting- review and vote to approve 11. Business Manager Report – FY23 Budget Update, Pump Station Maintenance, Meadow Woods Pump Station, Generator Inspections 12. Action Items VI. PUBLIC COMMENT VII. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES  April 25, 2023 6pm Regular Meeting  May 6, 2023 09am Town Meeting  May 9, 2023 6pm Regular Meeting  May 30, 2023 Regular Meeting VIII. ADJOURNMENT ======================================================================================== DOCUMENT : 2023-04-11-minutes-283.txt BOARD : sewer-commission DATE : 2023-04-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-04-11-minutes-283.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04112023-283 ======================================================================================== ===PAGE 1=== Minutes of 4/11/23 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-Paula Bertram, Minutes Clerk- Jane Ranley Absent: Clerk- Mike Deveikis Guests: Carlene Baily and Mike Mohammed – Il 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- Dave thanked all who attended the town caucus and those who are running for a position. He also thanked Brett for re-running as a Commissioner. Brett thanked Dave for running for water commissioner. ANNOUNCEMENTS - none CURRENT BUSINESS State Earmark request- Paula noted the Sewer Pump station upgrade request for $300K is on the State Earmark list that the Town Manager sent to the Legislature on 3/22. The list consists of security upgrades at Turkey Hill Elementary and the Primary schools ($374.5K), Marshall Park ($250K), Library exterior painting ($36K) and $300K for Sewer Pump stations. Paula clarified this is not the ARPA funding. Change/Expansion of Use Fees- Paula said they will be considering a request for expanding the number of bedrooms at an existing property. She looked at what Leominster does when a property expands. Leominster charges a fee when a bedroom is added. The fee is part of the building permit process and is sent to their Sewer Commission. Paula would like the Commission to consider implementing this fee also. Lunenburg’s regs does state they can charge for expansion and calls it a Privilege Fee. Paula will be meeting with Town Counsel on 4/26 to discuss the fee. The Commission discussed and agreed to consider the expansion fee. Paula confirmed it would be a onetime fee and John suggested voting after Paula talks to Counsel. APPOINTMENTS Carlene Baily and Mike Mohammed (Il Forno)- Mike M. reported they are replacing the tent with a 30 x 50 3-bay building, with sliding doors and climate control. The building has been approved by the ZBA and Planning Board. He said they are doing outside seating for the spring and summer but the seating capacity will not be changing. Dave noted the grease trap capacity will be the total of seating inside and outside as a max. He added they had this issue before and his concern is the capacity of grease. Mike M. agreed and said he had a plan with Grease Trappers. They have cleaned the external grease trap and are now on a 3-month schedule to clean both the internal and external traps. They have a 3-bay sink with the old grease trap which they use just for cleaning vegetables. Mike M. noted they shut down one of the old dishwashers and now have a new 3-bay sink with a new grease trap, which was inspected by the plumbing inspector. His staff will clean it every other week and Grease Trappers will come quarterly. Dave requested they get a letter from Gary (Grease Trappers) for their records. Mike M. added that Gary will seal the old trap. He noted the FOG level was 15% at the 2-month pumping and 25% at the 3-month, with an average of 8% per month. Paula stated the trap was pumped on 2/15, per the Commission, since the FOG level was 25%. On 3/23, Paula, Al Packard and Bill visited the establishment. They observed the old trap which was not used and would need replacing. The inlet and outlet to the interceptor had a lot of buildup and they were jetted. Al wants to know the seating capacity for outside because he is not sure if the interceptor is large enough. Mike M. stated the seating capacity of 130-140 will stay the same. Customers will sit outside to take advantage of the spring and summer. John asked who controls seating capacity in town and Dave replied either the Planning Board or the Building Department. Paula noted Gary Williams (Plumbing Inspector) is reviewing it. The Commission will wait to see Gary’s report and the reports when the interceptor is pumped. Providing Gary Williams has no concerns, Paula will sign off on the building permit. She noted the Commission needed to vote on the expansion of use. Motion: Dave M. Second: Mike N. To approve the use change at Il Forno on Electric Ave., pending the approval from the Plumbing Inspector. Roll Call Vote: Dave- aye, Mike N.- aye, Brett-aye and John-aye. Mike M. thanked the Commission and said he was glad to be in Lunenburg. ===PAGE 2=== CURRENT BUSINESS RFP-O&M Contract for Pumping Stations & Generators- Paula screen-shared the RFP and noted both contracts expire on 6/30/23. Bill suggested putting both into one contract and essentially the generator company is working for CTE. Dave stated it was split in the past to not have everything done by 1 company and designed to get more vendors involved. If a company falls down, you don’t lose everything. Mike N. added it was cost effective to have 2 contracts out for bid. He also noted the generator reports are very thorough. Brett asked Bill if he talked to Al about the contracts and Bill replied no but Al plays a big role in the maintenance of the generators. The Commission discussed doing 1 or 2 contracts and agreed to go with Bill’s idea. Dave suggested having Chad Empey (CTE) come to the next meeting. Paula will add CTE to the next agenda but they need to do the RFP now. Paula stated the timeline: Pre-proposal virtual conference - 5/10, Proposals due – 5/31 and the award on 6/13. She reviewed the minor changes, such as changes to dates and names. Bill suggested having a 2-hour maximum for remote call-outs, outside of 6am to 6pm. Mike N. said they had worked 2 calls/month into the contract, with no charge for remote callouts during normal business hours. Paula noted they had not received any reports from Al for a year. The Commission discussed obtaining the reports and will talk to Al’s boss. The Commission also discussed putting a cap on the call-outs and agreed with 10 hours/month. In regard to exterior maintenance, Bill stated the DPW plows at the stations, but the contractor may need to shovel at the door. Paula noted the generator list in the RFP was different than the models listed by Weld Generator and she will check with AL. Parts and materials – Bill asked to limit the markup to 10%. The Commission discussed the Rate Schedule and made edits. Bill suggested rental equipment would be cost plus 10%, the contractor would need to get 3 quotes and get approval from DPW Director. Paula clarified it is a 1-year Contract, that can be extendable to 2nd and 3rd years. Dave suggested rates not increase more that 2% per year. Paula suggested rates for 2nd and 3rd year will be identified during contract discussion and the Commission agreed. The Commission discussed potential bidding contractors and their experience with wastewater. The Commission discussed situations when there could be 2 contractors on site. Bill said he wanted to see the prime contractor there when a subcontractor comes in, to make sure the work is done. The generator reports state they were not tested under load because the main contractor was not present. The Commission discussed the wording under Miscellaneous for having the Contractor stay onsite with subcontractors and added “at the discretion of the DPW Director”. Bill and Paula will work on the wording and confirm the generator information. Motion: Dave M. Second: Mike N. To approve the RFP as adjusted at the 4/11 meeting to be sent out for review by the Chair and Vice-Chair. Roll Call Vote: Mike N.- aye, Brett-aye, Dave- aye and John-aye. Leominster Inter-municipal Agreement- Dave asked Paula to set up a meeting with Leominster, Mike N. and himself. Paula reached out to Jacob Fleming to let him know they wanted to start discussing the IMA. Jacob needs to determine who will be on Leominster’s team. They want to address the connection fees per dwelling and the rate structure. Currently, Leominster charges $1,000 for connections, but only $750 to Lunenburg. They want to increase the charge to $1,250. Bill said he could also be part of the negotiating. Assistant Business Manager Position- Paula reported they have done 3 interviews and have 1 more later in the week. They have a couple candidates that would be good possibilities, but do not have a final candidate yet. Julie (HR) has forwarded applications but has not attended interviews. Manhole Funding- Bill stated they cannot use Chapter 90 funding, especially if they want to raise the level of the manholes on 2A. Minutes of 3/21/23 meeting- Motion: Brett R. Second: Dave M. To accept minutes for 3/21/23. Roll Call Vote: Mike N.- aye, Brett-aye, Dave- aye and John-aye. FY24 Budget- Paula screen-shared the FY24 revised budget and stated the Commission will need to vote to revise the Budget. She said Barb had budgeted 4% increase for Fitchburg Usage but they will probably be increasing rates ===PAGE 3=== 7% per year for the next 5 years. Paula added $6,600 to Fitchburg Usage and $8,631.53 for health insurance/retirement benefits for Barb. She had to take $15,231.53 from Capital Expenditures to plug into the Fitchburg Usage and Fringe Benefit line items. Also, Barb did not submit an Article for $8K transfer to one of the Reserve Funds, so they cannot do that. Changes to the Budget are as follows: Expenditures & Indirect costs- $1,439,402.82, Deficit-$218,690.42, Retained Earnings transfers- $1,000 to OPEB and $36,621.37 to Capital Reserve. They will need to appropriate $419,718.07 from Retained Earnings, which is the figure published in the warrant. The Town Manager requested the Commission vote on the revised budget. Paula noted that expenditures are higher and fees have increased. She stated Retained Earnings are used to supplement the budget and they have ended the last few years with a surplus, which went back into Retained Earnings. Capital planning – Paula asked Al Packard for a list of what they would need for future capital planning and she sent the Commissioners a Proposal to spread that cost over several years. There are numerous cranes and upgrades needed, so the Commission will need to look at capital planning. John suggested making the next meeting about the budget and capital expenditures. Dave asked how much they have in reserved fund accounts. Paula replied the following: Retained Earnings – $2,329,780, Reserve Capacity-$ 28,023.32, I/I fund- $9,943.73 and Capital Reserves- $ 141,210.66. As noted earlier, Paula moved $15,231.53 out of Capital for FY23 to cover the increase of Fitchburg Usage and fringe benefits. The Town Accountant requested figures to do a summary budget for the warrant and the Town Manager requested the Commission vote for approving the changes on the FY23 budget. Dave noted the ARPA was originally for water, sewer, stormwater and broadband. The Commission submitted a request for $300K from ARPA funds. John added it appears they will not receive any ARPA funds and the Town Manager did not want it listed in the FY23 budget. He said the ARPA money was originally for water, sewer and broadband but later the Treasury Department changed it to anything else but debt service, if the town was receiving less than $10 Mil. Paula noted the planned Capital expense for FY22 was $78K and they have spent $15K of that money so far. Al is looking at a significant amount of money needed for capital expenditures, spread out over several years. His estimate is $35K for the current year, $96K for next year, etc. up to FY38 with a projection of $1.2 million total. Paula screen-shared a proposal for the Commissioners to discuss at the next meeting, which shows an average spent of $100K per year. For this year, Al wants to replace some cranes and panels. Dave noted money was budgeted to carry out the Maintenance plan. Rate Increase- With rate increases from Fitchburg and potentially in Leominster, along with Capital Expenditures, Paula stated they will need to look at a rate increase. Paula did up a worksheet to look at different scenarios, with a breakdown of average costs to users and businesses. The average residential unit bill is $181 and for a business unit - $1,786. Paula screen shared the spreadsheet and will send it out to Commissioners to review. Motion: Dave M. Second: Mike N. To revise the FY24 Budget by reducing Capital Expenditures to $80,760.07, increase Fitchburg Usage to $226,600, increase Fringe Benefits to $62,323.59, not transfer $8,000 from Reserve Capacity, with an anticipated draw on Retained Earnings of $419,718.07. Roll Call Vote: Brett - aye, Mike N.-aye, Dave- aye and John-aye. Business Manager Report-Paula reported she will have a more updated FY23 Budget for the next meeting. They needed to change the dialer at Meadowwoods and she is still waiting for pump station reports. The Commissioners received the Generator inspection reports which found them in good shape and hoses were replaced as needed. It was suggested to replace block heaters, but Al will discuss this with Bill. John suggested testing the generators under load and Bill said Al could do that during normal hours. Action Items- Dave asked Paula about the SKADA program and she replied Al uses it quite a bit. He mentioned an App which they could use to access it. Dave asked if they are interested in looking into our own wastewater treatment plant. John replied they probably should but it would be very expensive and no one would want it in their backyard. Dave suggested asking their engineers about the cost of moving everything to Leominster or the cost of a treatment plant, priced out over 30 years. John noted the next meeting will focus on the FY24 budget, a rate increase and capital planning. Paula added they will have an appointment for an expansion of use. ===PAGE 4=== Public Comment – Dave thanked Bill and Paula for their input and it was very good meeting, although long. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: April 25, 2023 @ 6pm – Regular Meeting, Remote Participation May 6, 2023 @ 9am – Town Meeting May 9, 2023 @ 6pm – Regular Meeting, Remote Participation May 30, 2023 @ 6pm – Regular Meeting, Remote Participation Motion: Brett R. Second: Dave M. To adjourn at 8:35pm. Roll Call Vote: Mike N.- aye, Brett-aye, Dave- aye and John-aye. Respectfully submitted, Jane L. Ranley Minutes Clerk Handouts: The following were screen-shared: FY24 Revised Budget RFP Revised Contract Capital Planning Worksheet Rate Increase Spreadsheet ======================================================================================== DOCUMENT : 2023-04-11-minutes-286.txt BOARD : sewer-commission DATE : 2023-04-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-04-11-minutes-286.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04112023-286 ======================================================================================== ===PAGE 1=== Minutes of 4/11/23 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-Paula Bertram, Minutes Clerk- Jane Ranley Absent: Clerk- Mike Deveikis Guests: Carlene Baily and Mike Mohammed – Il 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- Dave thanked all who attended the town caucus and those who are running for a position. He also thanked Brett for re-running as a Commissioner. Brett thanked Dave for running for water commissioner. ANNOUNCEMENTS - none CURRENT BUSINESS State Earmark request- Paula noted the Sewer Pump station upgrade request for $300K is on the State Earmark list that the Town Manager sent to the Legislature on 3/22. The list consists of security upgrades at Turkey Hill Elementary and the Primary schools ($374.5K), Marshall Park ($250K), Library exterior painting ($36K) and $300K for Sewer Pump stations. Paula clarified this is not the ARPA funding. Change/Expansion of Use Fees- Paula said they will be considering a request for expanding the number of bedrooms at an existing property. She looked at what Leominster does when a property expands. Leominster charges a fee when a bedroom is added. The fee is part of the building permit process and is sent to their Sewer Commission. Paula would like the Commission to consider implementing this fee also. Lunenburg’s regs does state they can charge for expansion and calls it a Privilege Fee. Paula will be meeting with Town Counsel on 4/26 to discuss the fee. The Commission discussed and agreed to consider the expansion fee. Paula confirmed it would be a onetime fee and John suggested voting after Paula talks to Counsel. APPOINTMENTS Carlene Baily and Mike Mohammed (Il Forno)- Mike M. reported they are replacing the tent with a 30 x 50 3-bay building, with sliding doors and climate control. The building has been approved by the ZBA and Planning Board. He said they are doing outside seating for the spring and summer but the seating capacity will not be changing. Dave noted the grease trap capacity will be the total of seating inside and outside as a max. He added they had this issue before and his concern is the capacity of grease. Mike M. agreed and said he had a plan with Grease Trappers. They have cleaned the external grease trap and are now on a 3-month schedule to clean both the internal and external traps. They have a 3-bay sink with the old grease trap which they use just for cleaning vegetables. Mike M. noted they shut down one of the old dishwashers and now have a new 3-bay sink with a new grease trap, which was inspected by the plumbing inspector. His staff will clean it every other week and Grease Trappers will come quarterly. Dave requested they get a letter from Gary (Grease Trappers) for their records. Mike M. added that Gary will seal the old trap. He noted the FOG level was 15% at the 2-month pumping and 25% at the 3-month, with an average of 8% per month. Paula stated the trap was pumped on 2/15, per the Commission, since the FOG level was 25%. On 3/23, Paula, Al Packard and Bill visited the establishment. They observed the old trap which was not used and would need replacing. The inlet and outlet to the interceptor had a lot of buildup and they were jetted. Al wants to know the seating capacity for outside because he is not sure if the interceptor is large enough. Mike M. stated the seating capacity of 130-140 will stay the same. Customers will sit outside to take advantage of the spring and summer. John asked who controls seating capacity in town and Dave replied either the Planning Board or the Building Department. Paula noted Gary Williams (Plumbing Inspector) is reviewing it. The Commission will wait to see Gary’s report and the reports when the interceptor is pumped. Providing Gary Williams has no concerns, Paula will sign off on the building permit. She noted the Commission needed to vote on the expansion of use. Motion: Dave M. Second: Mike N. To approve the use change at Il Forno on Electric Ave., pending the approval from the Plumbing Inspector. Roll Call Vote: Dave- aye, Mike N.- aye, Brett-aye and John-aye. Mike M. thanked the Commission and said he was glad to be in Lunenburg. ===PAGE 2=== CURRENT BUSINESS RFP-O&M Contract for Pumping Stations & Generators- Paula screen-shared the RFP and noted both contracts expire on 6/30/23. Bill suggested putting both into one contract and essentially the generator company is working for CTE. Dave stated it was split in the past to not have everything done by 1 company and designed to get more vendors involved. If a company falls down, you don’t lose everything. Mike N. added it was cost effective to have 2 contracts out for bid. He also noted the generator reports are very thorough. Brett asked Bill if he talked to Al about the contracts and Bill replied no but Al plays a big role in the maintenance of the generators. The Commission discussed doing 1 or 2 contracts and agreed to go with Bill’s idea. Dave suggested having Chad Empey (CTE) come to the next meeting. Paula will add CTE to the next agenda but they need to do the RFP now. Paula stated the timeline: Pre-proposal virtual conference - 5/10, Proposals due – 5/31 and the award on 6/13. She reviewed the minor changes, such as changes to dates and names. Bill suggested having a 2-hour maximum for remote call-outs, outside of 6am to 6pm. Mike N. said they had worked 2 calls/month into the contract, with no charge for remote callouts during normal business hours. Paula noted they had not received any reports from Al for a year. The Commission discussed obtaining the reports and will talk to Al’s boss. The Commission also discussed putting a cap on the call-outs and agreed with 10 hours/month. In regard to exterior maintenance, Bill stated the DPW plows at the stations, but the contractor may need to shovel at the door. Paula noted the generator list in the RFP was different than the models listed by Weld Generator and she will check with AL. Parts and materials – Bill asked to limit the markup to 10%. The Commission discussed the Rate Schedule and made edits. Bill suggested rental equipment would be cost plus 10%, the contractor would need to get 3 quotes and get approval from DPW Director. Paula clarified it is a 1-year Contract, that can be extendable to 2nd and 3rd years. Dave suggested rates not increase more that 2% per year. Paula suggested rates for 2nd and 3rd year will be identified during contract discussion and the Commission agreed. The Commission discussed potential bidding contractors and their experience with wastewater. The Commission discussed situations when there could be 2 contractors on site. Bill said he wanted to see the prime contractor there when a subcontractor comes in, to make sure the work is done. The generator reports state they were not tested under load because the main contractor was not present. The Commission discussed the wording under Miscellaneous for having the Contractor stay onsite with subcontractors and added “at the discretion of the DPW Director”. Bill and Paula will work on the wording and confirm the generator information. Motion: Dave M. Second: Mike N. To approve the RFP as adjusted at the 4/11 meeting to be sent out for review by the Chair and Vice-Chair. Roll Call Vote: Mike N.- aye, Brett-aye, Dave- aye and John-aye. Leominster Inter-municipal Agreement- Dave asked Paula to set up a meeting with Leominster, Mike N. and himself. Paula reached out to Jacob Fleming to let him know they wanted to start discussing the IMA. Jacob needs to determine who will be on Leominster’s team. They want to address the connection fees per dwelling and the rate structure. Currently, Leominster charges $1,000 for connections, but only $750 to Lunenburg. They want to increase the charge to $1,250. Bill said he could also be part of the negotiating. Assistant Business Manager Position- Paula reported they have done 3 interviews and have 1 more later in the week. They have a couple candidates that would be good possibilities, but do not have a final candidate yet. Julie (HR) has forwarded applications but has not attended interviews. Manhole Funding- Bill stated they cannot use Chapter 90 funding, especially if they want to raise the level of the manholes on 2A. Minutes of 3/21/23 meeting- Motion: Brett R. Second: Dave M. To accept minutes for 3/21/23. Roll Call Vote: Mike N.- aye, Brett-aye, Dave- aye and John-aye. FY24 Budget- Paula screen-shared the FY24 revised budget and stated the Commission will need to vote to revise the Budget. She said Barb had budgeted 4% increase for Fitchburg Usage but they will probably be increasing rates ===PAGE 3=== 7% per year for the next 5 years. Paula added $6,600 to Fitchburg Usage and $8,631.53 for health insurance/retirement benefits for Barb. She had to take $15,231.53 from Capital Expenditures to plug into the Fitchburg Usage and Fringe Benefit line items. Also, Barb did not submit an Article for $8K transfer to one of the Reserve Funds, so they cannot do that. Changes to the Budget are as follows: Expenditures & Indirect costs- $1,439,402.82, Deficit-$218,690.42, Retained Earnings transfers- $1,000 to OPEB and $36,621.37 to Capital Reserve. They will need to appropriate $419,718.07 from Retained Earnings, which is the figure published in the warrant. The Town Manager requested the Commission vote on the revised budget. Paula noted that expenditures are higher and fees have increased. She stated Retained Earnings are used to supplement the budget and they have ended the last few years with a surplus, which went back into Retained Earnings. Capital planning – Paula asked Al Packard for a list of what they would need for future capital planning and she sent the Commissioners a Proposal to spread that cost over several years. There are numerous cranes and upgrades needed, so the Commission will need to look at capital planning. John suggested making the next meeting about the budget and capital expenditures. Dave asked how much they have in reserved fund accounts. Paula replied the following: Retained Earnings – $2,329,780, Reserve Capacity-$ 28,023.32, I/I fund- $9,943.73 and Capital Reserves- $ 141,210.66. As noted earlier, Paula moved $15,231.53 out of Capital for FY23 to cover the increase of Fitchburg Usage and fringe benefits. The Town Accountant requested figures to do a summary budget for the warrant and the Town Manager requested the Commission vote for approving the changes on the FY23 budget. Dave noted the ARPA was originally for water, sewer, stormwater and broadband. The Commission submitted a request for $300K from ARPA funds. John added it appears they will not receive any ARPA funds and the Town Manager did not want it listed in the FY23 budget. He said the ARPA money was originally for water, sewer and broadband but later the Treasury Department changed it to anything else but debt service, if the town was receiving less than $10 Mil. Paula noted the planned Capital expense for FY22 was $78K and they have spent $15K of that money so far. Al is looking at a significant amount of money needed for capital expenditures, spread out over several years. His estimate is $35K for the current year, $96K for next year, etc. up to FY38 with a projection of $1.2 million total. Paula screen-shared a proposal for the Commissioners to discuss at the next meeting, which shows an average spent of $100K per year. For this year, Al wants to replace some cranes and panels. Dave noted money was budgeted to carry out the Maintenance plan. Rate Increase- With rate increases from Fitchburg and potentially in Leominster, along with Capital Expenditures, Paula stated they will need to look at a rate increase. Paula did up a worksheet to look at different scenarios, with a breakdown of average costs to users and businesses. The average residential unit bill is $181 and for a business unit - $1,786. Paula screen shared the spreadsheet and will send it out to Commissioners to review. Motion: Dave M. Second: Mike N. To revise the FY24 Budget by reducing Capital Expenditures to $80,760.07, increase Fitchburg Usage to $226,600, increase Fringe Benefits to $62,323.59, not transfer $8,000 from Reserve Capacity, with an anticipated draw on Retained Earnings of $419,718.07. Roll Call Vote: Brett - aye, Mike N.-aye, Dave- aye and John-aye. Business Manager Report-Paula reported she will have a more updated FY23 Budget for the next meeting. They needed to change the dialer at Meadowwoods and she is still waiting for pump station reports. The Commissioners received the Generator inspection reports which found them in good shape and hoses were replaced as needed. It was suggested to replace block heaters, but Al will discuss this with Bill. John suggested testing the generators under load and Bill said Al could do that during normal hours. Action Items- Dave asked Paula about the SKADA program and she replied Al uses it quite a bit. He mentioned an App which they could use to access it. Dave asked if they are interested in looking into our own wastewater treatment plant. John replied they probably should but it would be very expensive and no one would want it in their backyard. Dave suggested asking their engineers about the cost of moving everything to Leominster or the cost of a treatment plant, priced out over 30 years. John noted the next meeting will focus on the FY24 budget, a rate increase and capital planning. Paula added they will have an appointment for an expansion of use. ===PAGE 4=== Public Comment – Dave thanked Bill and Paula for their input and it was very good meeting, although long. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: April 25, 2023 @ 6pm – Regular Meeting, Remote Participation May 6, 2023 @ 9am – Town Meeting May 9, 2023 @ 6pm – Regular Meeting, Remote Participation May 30, 2023 @ 6pm – Regular Meeting, Remote Participation Motion: Brett R. Second: Dave M. To adjourn at 8:35pm. Roll Call Vote: Mike N.- aye, Brett-aye, Dave- aye and John-aye. Respectfully submitted, Jane L. Ranley Minutes Clerk Handouts: The following were screen-shared: FY24 Revised Budget RFP Revised Contract Capital Planning Worksheet Rate Increase Spreadsheet ======================================================================================== DOCUMENT : 2023-04-25-agenda-287.txt BOARD : sewer-commission DATE : 2023-04-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-04-25-agenda-287.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04252023-287 ======================================================================================== ===PAGE 1=== SEWER COMMISSION AGENDA April 25, 2023 6:00pm Regular Meeting via Remote Participation (Zoom) 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/82059537604 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 820 5953 7604. 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. I. 6:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE II. PUBLIC COMMENT III. ANNOUNCEMENTS IV. CURRENT BUSINESS 1. Rate Increase – Discussion – Potential Vote a. Fitchburg Rate Increase 2. Capital Planning – Discussion 3. FY23 Budget Update 4. Administrative Assistant Position 5. Minutes of 4/11/23 meeting- review and vote to approve 6. Town Meeting – Discussion/Review 7. Action Items 8. Business Manager Report a. Attendance of CTE at May Meeting b. Operation & Maintenance RFP Status V. PUBLIC COMMENT VI. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES • May 6, 2023 9 am Town Meeting • May 9, 2023 6 pm Regular Meeting • May 30, 2023 6 pm Regular Meeting • June 13, 2023 6 pm Regular Meeting VII. ADJOURNMENT ======================================================================================== DOCUMENT : 2023-04-25-minutes-287.txt BOARD : sewer-commission DATE : 2023-04-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-04-25-minutes-287.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04252023-287 ======================================================================================== ===PAGE 1=== Minutes of 4/25/23 Sewer Commission meeting– via Zoom (Video Conference) Attendees: Chair- John Reynolds, Vice-Chair- Brett Ramsden, Member: Mike Nault, DPW Director- Bill Bernard, Business Manager-Paula Bertram, Minutes Clerk- Jane Ranley Absent: Mike Deveikis and Dave MacDonald John opened the meeting at 6:01pm. and did a roll call of attendees. PUBLIC COMMENT- none ANNOUNCEMENTS – John announced that the Town Meeting will be May 6 at the Middle/High School and the Town Election will be May 20. He wished Brett good luck and urged all to vote. CURRENT BUSINESS - Rate Increase, Capital Planning and FY23 Budget Update- Paula noted the Fitchburg rate increase will be 7% each year, for the next 5 years. She added that Leominster is potentially looking at a rate increase but she does not know how much yet. They are also potentially looking at increasing the connection fees. Paula clarified that when they talk about the Capital Plan and the rate increase, it is only taking into account the Fitchburg rate increase. John noted that Barb thought there would only be a 4% increase for Fitchburg – not the 7% increase and suggested discussing a rate increase for next year. Paula, Bill and John met with Al Packard (CTE) to discuss his wish list for pump station equipment and upgrades. FY28 would require $700K for the upgrades but Paula put together a worksheet, spreading the cost over several years up to FY28. She noted the Capital Plan does not take into account the manhole issue, which will need to be put into the rate increase discussion. They did not pull in the Revenue they had expected, which means they will not have the surplus they usually have at the end of the fiscal year, ending up with just a $17K surplus. Paula screen-shared FY23 Budget. She stated in Revenues, they anticipate being over $42K for betterments but under $53K for User fees, with total Revenues about $34K. Payroll expenses will be over $17K, due to paying vacation and sick time to Barb, but partially offset by $9K from the unfilled Asst. Business manager position, which will leave Payroll short $8K. Usage Fees - They had budgeted $732K for Fitchburg and Leominster usage but got a high bill from Leominster and a higher bill than usual from Fitchburg, which may be due to the quick snow melt. For FY23, Paula is estimating they will be over $85K for Usage Fees. Planned capital – They have spent $15K so far and Paula suggested plugging in $32K for items on Al’s wish list such as a new crane at 1280 Mass. Ave and pump at 1790 Mass. Ave. They will have extra in Purchase of Service and will not spend the full amount on Legal or Engineering Services. Paula reached out to Wright Pierce for ideas on redirecting flow and if a treatment plant is viable. The overall anticipated surplus will be $17,182.22, which will go into Retained Earnings. Mike N. said they will need to look at a rate increase and find a number that will carry them through for 3-5 years. Brett questioned if they had already discussed doing a small increase each year but agreed with considering a large bump to carry a few years. John suggested having a large increase next year, followed by small ones. Paula screen-shared and explained her worksheet for a 5-year plan, which will help them calculate costs when Leominster gives their rate increase. She explained that starting in FY25, the Betterment Revenue vs Debt Service will go from negative to positive figures, due to debt service falling off. Based on a substantial rate increase of 12%, the worksheet forecasts a pull in FY24 of $419K from Retained Earnings, but in FY25 they will deposit $5K into Retained Earnings. Other rate increase amounts will change those figures. The Commission discussed Al’s wish list for FY24 to FY28, with the biggest expenses being generators. Paula noted the generators have a 20-year life expectancy and many of them are nearing that. Mike N. and Brett congratulated Paula for the great work she did on the worksheets and agreed to spread the cost over several years. Bill B. also said it was a good planning tool. The Commission will work out the rate increase and let it play out. Administrative Assistant Position- Paula and Bill interviewed 5 people and 1 candidate stood out, who has municipal, as well as database experience. Unfortunately, she only wants to work 19 hours/week, with no benefits. They will need to go through the union in order to hire someone for less than 24 hours. Paula thinks 19 hours/week will be enough and Bill agreed. John pointed out Paula has done a lot of streamlining and would agree with 19 hours. Previously, Mike and Dave suggested a clerical position, but Paula said Julie (HR) did not want to add another position, so they would need to re-negotiate with the union. Paula will need to meet with Heather and she is not sure ===PAGE 2=== how long the candidate will wait. There will be cost savings if they do not need to pay benefits. If they have to go back to the union, they will not be able to hire in May. Minutes of 4/11/23 – were tabled to the next meeting. Town Meeting- Dave plans on attending. Mike N., Brett and John were not sure about attending. Action Items- none Business Manager Report – Attendance of CTE at May Meeting-Chad Empey and Al will be attending the 5/9 meeting. Paula did not have any pump station reports yet but suggested discussing the RFP with them. Operation & Maintenance RFP Status- The RFP is still be reviewed by Julie and has not gone out yet. Paula will be meeting with Town Counsel to discuss privilege fees and potential for putting a municipal lien on A&D Crossroads. John noted it is not clear when to charge a betterment vs. a privilege fee. PUBLIC COMMENT – Brett stated it was outstanding work done by Paula and all agreed. Paula will send out some dates to Dave and Mike N. to meet with Leominster during the day. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: May 6, 2023 @ 9am- Town Meeting, LMHS May 9, 2023 @ 6pm – Regular Meeting, Remote Participation May 30, 2023 @ 6pm – Regular Meeting, Remote Participation June 13, 2023 @6pm- Regular Meeting, Remote Participation Motion: Brett R. Second: Mike N. To adjourn at 6:54. Roll Call Vote: Brett-aye, Mike N.-aye and John-aye. Respectfully submitted, Jane L. Ranley Minutes Clerk Handouts: The following were screen-shared: FY23 Budget to date 5-Year Plan Worksheet ======================================================================================== DOCUMENT : 2023-05-09-agenda-288.txt BOARD : sewer-commission DATE : 2023-05-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-05-09-agenda-288.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05092023-288 ======================================================================================== ===PAGE 1=== SEWER COMMISSION AGENDA May 9, 2023 6:00pm Regular Meeting via Remote Participation (Zoom) 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/82059537604 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 820 5953 7604. 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. I. 6:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE II. PUBLIC COMMENT III. ANNOUNCEMENTS IV. APPOINTMENTS a. Chad T. Empey LLC – Chad Empey & Al Packard - System Status V. CURRENT BUSINESS 1. Capital Planning – Discussion, possible vote 2. Minutes of 4/25/23 meeting- review and vote to approve 3. Q4 FY23 Commitment -Review, approve & sign 4. Town Meeting – Update 5. A & D Crossroads – Non-Compliance, Schedule Hearing 6. Action Items 7. Business Manager Report a. FY23 Budget Update b. Grease Trap Permit Holders – Update c. Initial Leominster IMA Meeting VI. PUBLIC COMMENT VII. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES • May 20, 2023 Election • May 30, 2023 6 pm Regular Meeting • June 13, 2023 6 pm Regular Meeting • June 27, 2023 6 pm Regular Meeting VIII. ADJOURNMENT ======================================================================================== DOCUMENT : 2023-05-09-minutes-288.txt BOARD : sewer-commission DATE : 2023-05-09 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-05-09-minutes-288.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05092023-288 ======================================================================================== ===PAGE 1=== Minutes of 5/9/23 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-Paula Bertram, Minutes Clerk- Jane Ranley Absent: Mike Deveikis Guests: Al Packard, Chad T. Empey LLC John opened the meeting at 6:00 pm. and did a roll call of attendees. The Commission began the meeting by saying the Pledge of Allegiance. PUBLIC COMMENT- Dave noted the Town Election will be on 5/20 and there is still an opening for a Commissioner, as a write-in candidate. Anyone interested should contact a Commissioner. He also thanked Mike Deveikis for his work over the past few years. ANNOUNCEMENTS – Paula read a thank you card from Barb Lefebvre for her 15-year award and for all the love and support she received over the years. John urged all to vote for Brett at the Town Election. Dave also thanked Bill B. for his excellent presentation on behalf of the Sewer Commission at the Town Meeting. All agreed. APPOINTMENTS – Chad T. Empey LLC- Al Packard- Al noted they have a new general manager, who was interested in the town policies and procedures. John asked Al to give a status update on the system. Al sent Paula a list of repairs and upgrades for 3 of the pump houses. He had ordered 6 rebuild kits and 2 complete vacuum pumps. One will replace the pump that is acting up at Mass 1 and the other will be a spare. Each station has 2 vacuum pumps and after servicing them in February, he noted 1 needed a complete rebuild. John noted the 3 vacuum pumps are Dana, Leominster and Mass 1, where most of flow goes. Al added there are also 7 similar lift stations in town. Al said he started his “wish-list” with Barb and Rob. The pumps useful life is currently 5-7 years. Paula put together a spreadsheet, going out to FY30 and has been working with Bill on a plan for spending the remainder of FY23 money. Paula screen-shared the Capital Planning Worksheet and noted it shows spending spread out over several years, for about $100K per year. The total for the remainder of FY23 is $46,141 for the following pump station repairs: Dana-crane & seals, Electric Ave- block heater, Leominster Rd- crane, Francis Ave- panel, Mass 1 – crane & pump rebuild, Meadowwoods – dialer & pump ($10,062), Mass 2-Block heater & dialer, and Mass 3- dialer. They have budgeted $64,150 for Infrastructure and spent $15K so far, which leaves enough for all the requested repairs. Paula will need quotes before the end of the fiscal year (6/30) and can encumber funds for payment. Paula noted in FY24, they will need a new generator for Twin City for $80K, which will be the only item purchased next year. Dave pointed out that capital spending is not part of maintenance spending. Paula stated the $15K was spent on maintenance items, such as hose replacement. Going forward, she would like to have 2 line items – 1 for Maintenance and 1 for Capital. Dave asked about West St. and Paula replied there will be an HMI Upgrade and pumps in FY25. Al noted West St. is running well now. There was concern in the past with shop rags caught in the pumps but it has been ok lately. Dave pointed out even though there will be no capital spending other than a generator in FY24, they will still be doing maintenance. Al said he wants to have extra seals on hand and he will get quotes for all items. Paula added she will work with Al to shift things as needed. Al stated they have replaced the panels at 3 stations and will change the rest of the panels to mechanical stations, which have parts that are easy to get and are relatively cheap. Al noted he had talked to Mike Deveikis, who said the schematics looked great. Al would like to use the pumps in stock first but could look at other manufacturers in the future. Bill pointed out that the contract with Empey will be up on 6/30 and he would like to get all the work done before then, to take advantage of better pricing. Brett suggested getting the block heaters now while they can. Paula noted they have $10K budgeted for I/I and she would like to purchase the float sensor previously discussed which would give them an idea where the I/I problems are. She has also created a database to track the manholes and repairs. Paula and Bill discussed the manholes with the highest I/I figure and will make those the highest priority. There are excess funds in engineering and she will reallocate the remaining $24K to infrastructure to address the priority manholes. Paula stated Wright Pierce estimated in 2020 the cost of $112K for priority manholes and they will use all addition funding available to address them. Paula noted she is referring to I/I below the road caused by broken frames, bolts missing, wall damage and pipe joints. The Wright Pierce report ===PAGE 2=== recommended many repairs outside of paving, such as lining and replacing the frame and cover. Dave noted on Mass Ave, the state replaced manhole covers and built them up with brick but over time, the cover sinks or tilts. Brett suggested calcium chloride could be eating the brick. John said Bill will name priorities and they will use available money to work on I/I. Mike N. agreed with spending money on preventative maintenance and being proactive. Paula noted several streets need jetting for a total of 3 miles and they are waiting for quotes. Bill stated it is about 20% of the system and he will discuss the plan with Al. Dave hoped Al’s company will be bidding again on the contract and asked about missing reports. Al replied he has the information but is having issues with working on Excel. Paula said she would work with Al and could set something up for him. Al confirmed they are bidding on the contract. CURRENT BUSINESS – Capital Plan – Paula has not heard any updates on the earmark requests and the O&M RFP is still in the queue. Julie (Asst. Town Manager) said she has 9 RFP’s to review and will get to theirs as soon as possible. Bill noted he has a couple critical RFPs he is awaiting approval on. The Commission discussed and noted they approved the RFP in early April. John will either send a letter or talk to Heather. Minutes of 4/25/23- (The Minutes for 4/11 will be discussed next meeting) Motion: Brett R. Second: Dave M. To accept the minutes of 4/25/23. Roll Call Vote: Dave-aye, Brett-aye, Mike N.-aye and John-aye. Q4 FY23 Commitment- Paula reported the quarterly bills went out on 5/2 and the Commitment total was $255,388.23. Paula asked the Commissioners to come in to sign it and will check if they can use Docu-Sign instead. Town Meeting Update- Bill gave the Sewer budget presentation at Town Meeting and it passed 90-8. John noted a question was asked about the large miscellaneous figure in the budget. Paula said she will change the format for the budget for FY25 and also the way they do the betterments income and outgo, to eliminate the miscellaneous category. She would like to break it down to payroll, office expenses, capital expenditures and supplier expenses. A & D Crossroads –Paula met with Town Counsel. She noted they had sent A&D a notice of non-compliance and their balance is now $2,525. The Commission cannot do a lien, but Town Counsel suggested scheduling a hearing and notifying the property owner. If they do not attend, the Commission can pursue terminating their right to discharge grease into the system and notify the Board of Health. John suggested talking to the restaurants and Paula replied she has been sending copies of every notice to them. The Commission discussed and agreed to schedule a hearing at the 5/30 meeting. Action Items- none Business Manager Report – FY23 Budget Update- Paula screen-shared the FY23 budget update. She noted the betterment revenue and privilege fees came in much higher than anticipated, but user charges are down, due to an over-estimate of gallons. This will also effect FY24. They do have 3 connections in process, which will help. The rest of the line items are on target and Investment income will also be higher. Overall, there will be an increase in anticipated Revenues of $34,884.03. Salary will be over by $10K, but Paula anticipates having $62,697.31 left in Other Departmental Expenses. She anticipates spending all for Purchase of Service items. There will be money left over in Legal and Engineering. There will be a $5K deficit for Utilities and the Transfers will be as previously forecasted. Paula predicted they will have $57K surplus which could be used for infrastructure, such as manholes. She will update the Commissioners with their recommendations. Grease Trap Permit Holders Update- Paula reported all are up to date except for Conrad’s. John asked about the school’s pumping reports. Paula stated Barb was trying to get reports from last February for the school’s grease traps but did not get a response. Paula followed up and asked for the February and April vacation reports but did not receive a response. She also copied the Superintendent on the last request and her administrative assistant responded. Paula replied she had still not received the reports and if the reports are not received soon, she will put it on the next agenda for non-compliance. The Superintendent will talk to the new Facilities director to make sure the reports are done. John asked if they are going to treat the schools like the restaurants in town and Dave said they should be treated the same. ===PAGE 3=== Initial Leominster IMA Meeting- is scheduled for 10am on 5/24 at 37 Carter St, Leominster. Mike N., Dave, Heather and Bill will be attending. The Commission agreed to have Paula also attend. Dave suggested meeting with Mike, Bill and Paula before the meeting. Paula noted Town Counsel will not attend the first meeting. Wright Pierce is in the process of reviewing the first draft of the NPDESpermit for Leominster in regard to the IMA. Paula will also check if Wright Pierce is doing any work for Leominster. PUBLIC COMMENT – Dave urged all to come out and vote at the Town Election. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES: May 20, 2023 – Town Election May 30, 2023 @ 6pm – Regular Meeting, Remote Participation June 13, 2023 @ 6pm – Regular Meeting, Remote Participation June 27, 2023 @ 6pm – Regular Meeting, Remote Participation Motion: Brett Second: Mike N. To adjourn at 7:15pm. Roll Call Vote: Mike- aye, Dave-aye, Brett-aye and John-aye. Respectfully submitted, Jane L. Ranley Minutes Clerk Handouts: Thank you note from Barb Lefebvre read aloud. Capital Planning Worksheet screen-shared. FY23 Budget Update screen-shared. ======================================================================================== DOCUMENT : 2023-05-30-agenda-282.txt BOARD : sewer-commission DATE : 2023-05-30 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/sewer-commission/2023-05-30-agenda-282.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05302023-282 ======================================================================================== ===PAGE 1=== SEWER COMMISSION AGENDA May 30, 2023 6:00pm Regular Meeting via Remote Participation (Zoom) 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/82059537604 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 820 5953 7604. 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. I. 6:00PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE II. PUBLIC COMMENT III. ANNOUNCEMENTS IV. APPOINTMENTS 1. A & D Crossroads – Non-Compliance Hearing V. CURRENT BUSINESS 1. Minutes of 4/11/23, 5/9/23- review and vote to approve 2. ARPA Funding - Update 3. Woodward & Curran Sewer System Infiltration Review – Discussion & Infrastructure Planning 4. IMA Negotiations - Overview 5. Capital Planning - Discussion 6. Leominster – Shirley Corridor Development/MassWorks Grant 7. Assistant Business Manager 8. Action Items 9. Business Manager Report a. FY23 Budget Update b. System Maintenance Update c. Grease Trap Compliance d. Vacation VI. PUBLIC COMMENT VII. UPCOMING SCHEDULED SEWER COMMISSION ACTIVITIES • June 12, 2023 6pm Regular Meeting • June 27, 2023 6 pm Regular Meeting • July 11, 2023 6 pm Regular Meeting • July 25, 2023 6 pm Regular Meeting VIII. ADJOURNMENT