# stormwater-task-force — 28 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 : 2019-01-10-agenda-5787.txt BOARD : stormwater-task-force DATE : 2019-01-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-01-10-agenda-5787.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01102019-5787 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-01-10-minutes-5787.txt BOARD : stormwater-task-force DATE : 2019-01-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-01-10-minutes-5787.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01102019-5787 ======================================================================================== ===PAGE 1=== STORMWATER TASK FORCE (SWTF) ATTACHMENTS! MINUTES January 10, 2019 The Stormwater Task Force (SWTF) met in the Ritter Building, first floor conference room. In attendance were Matt Allison, Phyllis Luck, and Jack Rabbitt. Adam Burney, Land Use Director, was also in attendance. The meeting opened at 6:30 pm. Minutes of the November 27, 2018 meeting were reviewed and approved. Task Force Chair, Phyllis Luck, began the discussion on the Minimum Control Measures (MCM’s) by addressing the proposals for year one of the Municipal Separate Storm Sewer System (MS4) Permit submitted by Design Consultants Inc. (DCI) and received by the SWTF yesterday. Phyllis had spent the day reviewing the proposals, as well as the Cost Estimate sheets for the first 5 years of the MS4 Permit, which had been received by the SWTF on January 8. None of the others in attendance had had the opportunity to review the documents, due to their late arrival. Therefore, all agreed that members needed additional time to actually review the documents prior to holding a meaningful discussion. Members agreed to review over the weekend and submit comments and questions to Adam Burney. There was some discussion on information in the proposals that was inconsistent; a possible cause mentioned was that these were simply typographical errors. Further, a quick look at the Cost Estimate sheets seemed to put the 5 years costs beyond the Town’s budget capacity. The SWTF determined that it was timely to schedule a meeting with the Town Manager to discuss the proposals and Cost Estimate sheets. The meeting will define the scope of work required to fulfill the requirements of the MS4 permit in more detail, specifically in the year one proposals, and review the Cost Estimate & Summary for the first Five Years of the permit. Phyllis Luck offered to reach out to the Town Manager to set up the meeting. She will advise possible times as soon as known. Cost Estimate Sheets, as well as DCI proposals, are attached. The SWTF moved on to a review of the Open Space Committee’s draft update to the Town’s Open Space and Recreation Plan. The document was praised by all in attendance and a vote was taken to write a letter of support, as requested by the Open Space Committee, to the Commonwealth of Massachusetts Executive Office of Energy & Environmental Affairs , Division of Conservation Services . A second letter, praising the efforts of the Open Space Committee and thanking them for their efforts, was also supported. Both letters were signed by all SWTF members, and are attached to these minutes. Phyllis Luck, after hearing some discussion at a Central Mass Regional Stormwater Coalition (CMRSWC) meeting on the status of Water Districts, outside of Tow n control, such as the Lunenburg Water District, had previously inquired of consultants, Mike Clark of DCI and Ed Himlan of the Massachusetts Watershed Coalition (MWC), if they had any knowledge of any specific requirements. Since they had no knowledge of such, Phyllis went back to CMRSWC members and learned that the Water Districts are considered in the Industrial category, and that there are no other special requirements that have to be met. Meeting Schedule: Possible meeting with Town Manager, date uncertain, January 29 (Tuesday), February 28, and March 28. Should additional meetings in the first quarter of 2019 be required, they will take place on the second Thursday of the month. All meetings, unless otherwise noted, are held at 6:30 pm, in the Ritter Building, upper conference room; meeting dates are Thursdays unless otherwise noted. Motion: Jack Rabbitt 2nd: M. Allison To adjourn the meeting at 7:30 pm. Vote: All in Favor Respectfully submitted, Phyllis Luck, Chair SWTF Member, BOS ======================================================================================== DOCUMENT : 2019-01-16-agenda-5788.txt BOARD : stormwater-task-force DATE : 2019-01-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-01-16-agenda-5788.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01162019-5788 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-01-16-minutes-5788.txt BOARD : stormwater-task-force DATE : 2019-01-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-01-16-minutes-5788.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01162019-5788 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Proposal for YEAR ONE 2018-2019 Management (SWTF) MS4 Permit and Proposal for YEAR ONE 2018- 2019 Management MS4 Permit, both received by the SWTF on 1/1/19. Ms. Luck asked why the contractor would have presented two proposals rather than one, incorporating all tasks. Further, why tasks under Minimum Control Measure 6, "Good Housekeeping", were also split between the two proposals. DPW Director Rodriquenz posed that this was a question for the contractor; Adam Burney offered several reasons why the contractor may have separated the two seemingly intertwined proposals. It was clear that the "two proposal approach" was not at the Town's request; therefore, clarification from the contractor was needed. There was consensus among the group that the proposals were not cost effective for Lunenburg. Phyllis Luck pointed out that the hourly rate for MWC representative Ed Himlan, had gone from $50 to $90; the rate for DCI representative Mike Clark, from $100 to $150. Several specific items were discussed and it was determined that the proposals needed to be negotiated and/or re-scoped as they exceeded the $40,000 - $50,000 that the Town has available within the FY19 budget. The group then looked at the latest version of DCI's "Cost Estimate For: Town of Lunenburg's General Permit Small MS4 Permit, Years 1 - 5, and Summary, received via email earlier today. Again, the consensus was that these estimates were beyond the Town's funding ability. It was hoped that the SWTF could take on the Public Education and Outreach tasks, which would reduce those costs by about half. Phyllis Luck brought up that in her work with the Central Mass Regional Stormwater Coalition (CMRSWC), about fifteen of the 30 member communities complete all of these activities in-house, using the templates, workshops, and other resources made available to them by the CMRSWC, and that perhaps the Town could take on some of these tasks in- house. Town Manager Lemieux felt that the Town's employees did not have sufficient time to assist with any of these tasks. There was discussion about seeking other quotes for the work, but consensus was that there wasn't enough time to do that and complete the Year One requirements of the MS4 Permit, so that the best course was to look more closely at the proposals, determine what could be eliminated, what could be scaled back, and what could be renegotiated for further cost savings. The Town Manager suggested that DPW Director Rodriquenz, Land Use Director Adam Burney, and SWTF Chair Phyllis Luck set up a meeting with Mike Clark, originator of the proposals, to discuss further. Phyllis Luck offered to set up the meeting. Phyllis thanked all for their inputs. Motion: Jack Rabbitt To adjourn the meeting at 12:35 pm. 2nd: Phyllis Luck Vote: All in Favor Respectfully submitted, Phyllis Luck, Chair SWTF Member, BOS Attachments: DCI Proposals and Cost Estimators ===PAGE 2=== 2 ANNUAL REPORT 3 ANNUAL SWMP UPDATE 4 MCM1-PUBLIC EDUCATION 5 MCM2-PUBLIC OUTREACH 6 MOM3-IDDEROGRAM | 7 MCM4-CONSTRUCTION SITE 8 MCM5-DEVELOPMENT 9 MCM6-GOOD HOUSE KEEPING 10 APPENDIX H-PHOSPOROUS 11 SWMP 12 SWTF MEETINGS 13 SWTF ON CALL 14 MEETINGS & COORDINATION DPW TOTAL CHECK BY: MICHAEL F CLARK DESIGN CONSULTANTS INC. $ $ $ $ $ $ $ $ 27,000 24,000 37,150 15,800 186,000 - 9,500 18,000 15,000 5,000 47,150 25,000 30,000 442,100 442,100 RECEIVED & FILED JAN 30 2019 LUMENBURG TOWN CLERK OFFICE ===PAGE 3=== - NIULA TLAVHE LOENVIMEL 2 ANNUAL REPORT 3 ANNUAL SWMP UPDATE 4 MCM1-PUBLIC EDUCATION 5 MCM2-PUBLIC OUTREACH 6 MCM3-IDDE PROGRAM 7 MCM4-CONSTRUCTION SITE 8 MCM5-DEVELOPMENT 9 MCM6-GOOD HOUSE KEEPING 10 APPENDIX H-PHOSPOROUS* 11 SWMP 12 SWTF MEETINGS 13 SWTF ON CALL 14 MEETINGS & COORDINATION DPW TOTAL BY: $ $ $ $ $ $ $ $ $ $ 5,500 5,000 8,950 1,000 20,000 - - 8,000 - 5,000 7,150 5,000 6,000 $ 74,100 MICHAEL F CLARK DESIGN CONSULTANTS INC. ===PAGE 4=== 1 NEULO E LAVIEI LOFIVINEL 2 ANNUAL REPORT 3 ANNUAL SWMP UPDATE 4 MCM1-PUBLIC EDUCATION 5 MCM2-PUBLIC OUTREACH 6 MCM3-IDDE PROGRAM 7 MCM4-CONSTRUCTION SITE 8 MCM5-DEVELOPMENT 9 MCM6-GOOD HOUSE KEEPING 10 APPENDIX H-PHOSPOROUS* 11 SWMP 12 SWTF MEETINGS 13 SWTF ON CALL 14 MEETINGS & COORDINATION DPW TOTAL BY: $ $ $ $ Ş Ş $ $ $ $ $ $ 5,500 5,000 5,900 8,200 62,000 10,000 5,000 6,000 $ 107,600 MICHAEL F CLARK DESIGN CONSULTANTS INC. ===PAGE 5=== 1 EULOFENVill LollVinEL 2 ANNUAL REPORT 3 ANNUAL SWMP UPDATE 4 MCM1-PUBLIC EDUCATION 5 MCM2-PUBLIC OUTREACH 6 MCM3-IDDE PROGRAM 7 MCM4-CONSTRUCTION SITE 8 MCM5-DEVELOPMENT 9 MCM6-GOOD HOUSE KEEPING 10 APPENDIX H-PHOSPOROUS* 11 SWMP 12 SWTF MEETINGS 13 SWTF ON CALL 14 MEETINGS & COORDINATION DPW TOTAL BY: $ $ $ $ 5,000 4,000 6,800 1,000 53,000 $ $ $ 10,000 $ $ : $ 10,000 $ 5,000 $ 6,000 $ 100,800 MICHAEL F CLARK DESIGN CONSULTANTS INC. ===PAGE 6=== 1 rUL r Lal korlvnl 2 ANNUAL REPORT 3 ANNUAL SWMP UPDATE 4 MCM1-PUBLIC EDUCATION 5 MCM2-PUBLIC OUTREACH 6 MCM3-IDDE PROGRAM 7 MCM4-CONSTRUCTION SITE 8 MCM5-DEVELOPMENT 9 MCM6-GOOD HOUSE KEEPING 10 APPENDIX H-PHOSPOROUS* 11 SWMP 12 SWTF MEETINGS 13 SWTF ON CALL 14 MEETINGS & COORDINATION DPW TOTAL BY: $ 5,500 $ 5,000 $ 10,000 $ 4,600 $ 30,000 $ $ 9,500 $ - $ 10,000 $ $ 10,000 $ 5,000 6,000 $ 95,600 MICHAEL F CLARK DESIGN CONSULTANTS INC. ===PAGE 7=== LIPUCO FENIVHI LollVInL 2 ANNUAL REPORT 3 ANNUAL SWMP UPDATE 4 MCM1-PUBLIC EDUCATION 5 MCM2-PUBLIC OUTREACH 6 MCM3-IDDE PROGRAM 7 MCM4-CONSTRUCTION SITE 8 MCM5-DEVELOPMENT 9 MCM6-GOOD HOUSE KEEPING 10 APPENDIX H-PHOSPOROUS* 11 SWMP 12 SWTF MEETINGS 13 SWTF ON CALL 14 MEETINGS & COORDINATION DPW TOTAL BY: $ $ $ $ $ $ $ $ $ $ $ $ MICHAEL F CLARK DESIGN CONSULTANTS INC. 5,500 5,000 5,500 1,000 21,000 5,000 10,000 5,000 6,000 64,000 ===PAGE 8=== Director Lunenburg Department of Public Works 520 Chase Rd Lunenburg, MA 01462 RE: Proposal for YEAR ONE 2018-2019 Management General Permit fot Stormwater Discharges from Small Separate Municipal Storm Sewer Systems Lunenburg, Massachusetts Dear Mr. Rodriquenz: DESIGN CONSULTANTS, INC. (DCi) is pleased to submit this proposal for Professional Engineering Services for YEAR ONE 2018-2019 Management of General Permit for Stormwater Discharges from Small Municipal Separate Storm Sewer Systems (Permit) in Lunenburg, Massachusetts (Town). DCi and our teaming partner, the Massachusetts Watershed Coalition (MWC) will assist the Town in implementing and managing the Permit requirements. This proposal provides Minimum Control Measures (MCM) 3 and 6 required in the first year of the permit. SCOPE OF WORK TASK 1 - SMALL MS4 PERMIT COST ESTIMATE The DCi Team will prepare an estimate of probable costs for the 5-year Permit Life. This estimate will be in the form of an excel spreadsheet. The spread sheet will consist of five tabs with the detail of the yearly permit costs. The costs will roll up to a summary page the details the permit costs through the five year life of the Permit. Each year will be formatted so that it can be used as a stand-alone document and included as back up for the permit roll up page. The DCi Team anticipates providing this with thirty days of receiving the executed contract. TASK 2 - ANNUAL REPORT The DCi team will prepare the annual report for each of the permit years. As discussed, the permit year closes on June 30 with the annual report due by September 30 of the same calendar year. The first year's annual report period May 2018 to June 2019. The following years are a July to June period. The DCi team will collect and summarize required information. It is expected that the US EPA will provide a template for the annual report. The DCi Team will submit a Draft Annual Report to the Town thirty days prior to the required submittal date. Following review with the Town, the DCi Team 120 Middlesex Avenue. Suite 120, Somerville, MA 02145 • (617) 776-3350 • www.dci-ma.com Quincy, MA • Newburyport, MA ===PAGE 9=== Duleam will review the swim and te pate regements to ensure at the swit complies with the Permit. The SWMP will be delivered in electronic format. TASK 4 -MCM 4: ILLICIT DISHCARGE DETECTION AND ELIMINATION (IDDE) DCi will prepare a draft IDDE Program. This IDDE Program will meet the requirements of 12.3.4.6 of the Permit. This Program will clearly identify the responsibilities of the lead Department responsible for implementing the IDDE Program as well as other departments that may have responsibilities of other aspects of the Program. The IDDE Program will include written procedures to meet Permit requirements, including procedures for dry weather outfall screening and sampling, and for catchment investigations. DCI will assess and priority tank the Town's outfalls based on the potential to have illicit discharges and Sanitary Sewer Overflows (SSO), and impact on public health. A priority order for screening outfalls will be developed. Each outfall will be ranked as Problem Outfalls (known or suspected discharges), High Priority Outfalls (near public beaches, recreational areas, drinking water supplies, or shell fish beds), Low Priority Outfalls, and Excluded outfalls. Develop a schedule to inspect cach High and Low Outfalls within the first three years of the Permit. A catchment investigation procedure will be developed in accordance with 92.3.4.8 b. of the Permit. This procedure will: • Identify maps, historic plans and records, and other sources of data to identify system vulnerability factors within each catchment, • Include a manhole inspection methodology, and • Establishes procedures to isolate and confirm sources of illicit discharges. As part of this effort, DCi will need access to the Towns GIS system to obtain information on each outfall. DCi will provide the IDDE Program, the Priority Order Spreadsheet and Schedule, and Catchment Investigation Procedures in electronic format to the Town. TASK 5 - MCM 6: GOOD HOUSEKEEPING The DCi Team will develop and inspection and maintenance procedures and frequencies for all municipal stormwater treatment structures (not including catch basins). As required by the Permit, DCi will inspect each structure. DCi has budgeted five man days for this work. www.dci-ma.com ===PAGE 10=== 1. Client will provide uninhibited access to the drainage system for the required assessment. 2. The Client's Information Technology Department will make available access to all functions of the Town's GIS system required to perform the work. 3. The Engineering Department will facilitate the Consultants efforts with other Town Department. WORK NOT INCLUDED 1. Printing and mailing costs. 2. Videotaping. 3. Cost for Survey Monkey Fee. CLIENT'S RESPONSIBILITY: In addition to the responsibilities of the Client as outlined in other articles of this Agreement, the Client shall also: 1. The Client shall make available all existing data to the Consultant as needed by the The Client shall provide and make available all access into areas required for performing the work. The Client shall provide all submission requirements, which are outside of DCI's scope as stated above for inclusion with the submission package. It is the Client's responsibility to review the product within thirty (30) days after delivery. Once thirty (30) days have elapsed, any additional services or revisions will require a new proposal with the terms outlined. The cost for this will be negotiated by both parties in The Client shall bear the cost of all permits, filings, advertisements, etc. TERMINATION: If the project is suspended for more than two months or abandoned in whole or part, DCI shall be paid his compensation for services performed prior to telephone or written notice from the Client of such suspension or abandonment, together with all terminal expenses resulting from such suspension or abandonment. This agreement may be terminated by either party upon fourteen days written notice should the other party fail substantially to perform in accordance with its terms through no fault of the Client. In the event of the termination due to the fault of parties other than DCI, DCI shall be paid its compensation for services performed to termination date and all terminal expenses. www.dci-ma.com ===PAGE 11=== Drawings and estimates prepare Dys under ts contact tot presentation to ule Cleat stan become and remain the property of the Client when the Client has paid DCI in full for the phase of the work during which the documents were produced. This agreement represents the entire integrated agreement between to the Client and DCI and supersedes all prior negotiations, representations or agreements, either written or oral. Only a written instrument signed by both the Client and DCI may amend this agreement. The Client and DCI each binds himself, his partners, successors, assigns and legal representatives of such other party to this agreement and to the partners, successors, assigns. TIME AND MANNER DCi will initiate these activities upon receipt of an executed contract. All work will be completed by the end of the first Permit Year (June 30, 2019) COMPENSATION The estimated fees for the "SCOPE OF SERVICES" is: TASK 1: SMALL MS4 PERMIT COST ESTIMATE TASK 2: ANNUAL REPORT...... TASK 3: ANNUAL SWMP UPDATE....... TASK 4: MCM 3: ILLICIT DISHCARGE DETECTION AND ELIMINATION TASK 5: MCM 6: GOOD HOUSEKEEPING .. TASK 6: MEETINGS AND COORDINATION TOTAL $2,500 $5,500 •$5,000 .. $25,000 -$5,000 $6,000 $49,000 All reimbursable expenses (prints, telephones, postage, mileage, and regulations, etc.) are not included in the above amounts and are estimated not to exceed $1,000 and will be billed according to the attached fee schedule. ADDITIONAL SERVICES Design Consultants, Inc. will be compensated for services requested by the Client, which exceed the "Scope of Work" outlined herein. Charges for any additional services will be billed in accordance with the attached Standard Schedule of Fees and Conditions, in effect at the time the services are provided. A minimum of four (4) hours will be billed, and two (2) day notice will be required for field survey services. No additional work will be performed unless a written directive follows verbal instructions, purchase order or memorandum regarding the additional services requested. www.dci-ma.com ===PAGE 12=== Mela 4a Michael E. Clark, P.E. Signed by: Date: F:\SECRETARY\MARKETING\ PROPOSAL\LUNENBURG\ TOWN OF LUNENBURG\ 2018 12 14 LUNENBURG NDES PERMIT PROPOSAL.DOCX www.aci-ma.com ===PAGE 13=== ili. The status of any plans or activities required by part 2.1 and/ or part 2.2, including: • Identification of all discharges determined to be causing or contributing to an exceedance of water quality standards and description of response including all items required by part • For discharges subject to TMDL related requirements, identification of specific BMPs used to address the pollutant identified as the cause of impairment and assessment of the BMPs effectiveness at controlling the pollutant (part 2.2.1. and Appendix F) and any deliverables required by Appendix F; • For discharges to water quality limited waters a description of each BMP required by Appendix Hand any deliverables required by Appendix A. iv. An assessment of the progress towards achieving the measurable goals and objectives of each control measure in part 2.3 including: • Evaluation of the public education program including a description of the targeted messages for each audience; method of distribution and dates of distribution; methods used to evaluate the program; and any changes to the program. • Description of the activities used to promote public participation... Description of the activities related to implementation of the IDDE program including: status of the map; status and results of the illicit discharge potential ranking and assessment; identification of problem catchments; status of all protocols described in part 2.3.4.; number and identifier of catchments evaluated; number and identifier of outfalls screened; number of illicit discharges located; number of illicit discharges removed; gallons of flow removed; identification of tracking indicators and measures of progress based on those indicators; and employee training. • Evaluation of the construction runoff management including number of project plans reviewed; number of inspections; and number of enforcement actions. • Evaluation of stormwater management for new development and redevelopment including status of ordinance development (2.3.6.a.ii.), review and status of the street design assessment(2.3.6.b.), assessments to barriers to green infrastructure (2.3.6.c), and retrofit inventory status (2.3.6.d.) • Status of the O&M Programs required by part 2.3.7.a. • Status of SWPPP required by part 2.3.7.b. including inspection results. • Any additional reporting requirements in part 3.0. All outfall screening and monitoring data collected by or on behalf of the permittee ... The permittee shall also provide a description of any additional monitoring data received by the permittee during the reporting period. vi. Description of activities for the next reporting cycle. vii. Description of any changes in identified BMPs or measurable goals. www.dci-ma.com ===PAGE 14=== www.dci-ma.com ===PAGE 15=== Jack Rodriquenz Director Lunenburg Department of Public Works 520 Chase Rd Lunenburg, MA 01462 RE: Proposal for YEAR ONE 2018-2019 Management (SWTF) General Permit for Stormwater Discharges from Small Separate Municipal Storm Sewer Systems Lunenburg, Massachusetts Dear Mr. Rodriguenz: DESIGN CONSULTANTS, INC. (DCi) is pleased to submit this proposal for Professional Engineering Services for YEAR ONE 2018-2019 Management of General Permit for Stormwater Discharges from Small Municipal Separate Storm Sewer Systems (Permit) in Lunenburg, Massachusetts (Town). DCi and our teaming partner, the Massachusetts Watershed Coalition (MWC) will assist the Town in implementing and managing the Permit requirements. This proposal provides Minimum Control Measures (MCM) 3 required in the first year of the permit, technical support for the Lunenburg Stormwater Task Force. SCOPE OF WORK TASK 1 - MCM 6: GOOD HOUSEKEEPING The DCI Team will, in cooperation with the Town develop a catch basin cleaning schedule with a ›al of ensuring that catch basins are cleaned prior to becoming 50 percent full. A log tor the use dividuals responsible for cleaning catch basins will be develope The DCi Team will develop, with cooperation from the Town, Winter Maintenance Procedures including the use of sand and slat, the minimization of sand, sand and salt storage, and snow disposal procedures. 120 Middlesex Avenue, Suite 120, Somerville, MA 02145 • (617) 776-3350 • www.dci-ma.com Quincy. MA • Newburyport, MA ===PAGE 16=== LADAS- SIURMWALER MAINACEIDNNI LAI Due to the one year extension of the permit, the DCi Team has and will incur additional expense due to extended coordination and meetings with the Task Force. A draft Stormwater Management Plan will be prepared for the end of January 2019, and with a final being by June 30, 2019. TASK 4 - ON-CALL CONSULTING DCi will provide on-call consulting as requested by the Town. The scope and budget will be formalized by email as the tasks are expected to in the $500 to $1,000 range. ASSUMPTIONS 1. 2. Client will provide uninhibited access to the drainage system for the required assessment. The Client's Information Technology Department will make available access to all functions of the Town's GIS system required to perform the work. 3. The SWTF will facilitate the Consultants efforts with other Town Departments. CLIENT'S RESPONSIBILITY: In addition to the responsibilities of the Client as outlined in other articles of this Agreement, the Client shall also: 1. The Client shall make available all existing data to the Consultant as needed by the 2. 3. 4. The Client shall provide and make available all access into areas required for performing the work. The Client shall provide all submission requirements, which are outside of DCI's scope as stated above for inclusion with the submission package. It is the Client's responsibility to review the product within thirty (30) days after delivery. Once thirty (30) days have elapsed, any additional services or revisions will require a new proposal with the terms outlined. The cost for this will be negotiated by both parties in writing. The Client shall bear the cost of all permits, filings, advertisements, etc. TERMINATION: If the project is suspended for more than two months or abandoned in whole or part, DCI shall be paid his compensation for services performed prior to telephone or written notice from the Client of such suspension or abandonment, together with all terminal expenses resulting from such suspension or abandonment. This agreement may be terminated by either party upon fourteen days written notice should the other party fail substantially to perform in accordance with its terms through no fault of www.dci-ma.com ===PAGE 17=== UWNERSHIT OF DOCUMENIS Drawings and estimates prepared by DCI under this contract for presentation to the Client shall become and remain the property of the Client when the Client has paid DCI in full for the phase of the work during which the documents were produced. This agreement represents the entire integrated agreement between to the Client and DCI and supersedes all prior negotiations, representations or agreements, either written or oral. Only a written instrument signed by both the Client and DCI may amend this agreement. The Client and DCI each binds himself, his partners, successors, assigns and legal representatives of such other party to this agreement and to the partners, successors, assigns. TIME AND MANNER DCi will initiate these activities upon receipt of an executed contract. All work will be completed by the end of the first Permit Year (June 30, 2019) COMPENSATION The estimated fees for the "SCOPE OF SERVICES" is: TASK 1: MCM 6: GOOD HOUSEKEEPING... TASK 2: MEETINGS AND COORDINATION... TASK 3: STORMWATER MANAGEMENT PLAN TASK 4: ON-CALL CONSULTING ..... TOTAL $3,000 $10,000 $5,000 $5,000 $23,000 All reimbursable expenses (prints, telephones, postage, mileage, and regulations, etc.) are estimated and will be billed according to the attached fee schedule. ADDITIONAL SERVICES Design Consultants, Inc. will be compensated for services requested by the Client, which exceed the "Scope of Work" outlined herein. Charges for any additional services will be billed in accordance with the attached Standard Schedule of Fees and Conditions, in effect at the time the services are provided. A minimum of four (4) hours will be billed, and two (2) day notice will be required for field survey services. No additional work will be performed unless a written directive follows verbal instructions, purchase order or memorandum regarding the additional services requested. www.dui-ma.com ===PAGE 18=== Michelo Michael F. Clark, P.E. Signed by: .:\SECRETARY\MARKETING\_PROPOSAL\LUNENBURG\TOWN OF LUNENBURG \2018 12 14 LUNENBURG NDES PERMI PROPOSAL SWTF.DOCX www.dci-ma.com ======================================================================================== DOCUMENT : 2019-01-30-agenda-5789.txt BOARD : stormwater-task-force DATE : 2019-01-30 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-01-30-agenda-5789.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01302019-5789 ======================================================================================== ===PAGE 1=== Town of Lunenburg Storm Water Task Force 17 Main St. Phyllis Luck, Chair Lunenburg, MA 01462 Matt Allison, Member Jack Rabbitt, Member 2:30 p.m. Wednesday, January 30, 2019 NOTICE OF MEETING Town Hall Bilotta Meeting Room, 2nd Floor AGENDA 1. CALL TO ORDER 2. ANNOUNCEMENTS 3. BOARD COMMENT 4. PUBLIC COMMENT 5. MINUTES APPROVAL 6. CURRENT BUSINESS a. Meeting with Design Consultants Inc, (DCI) concerning proposals for YEAR ONE of Municipal Separate Storm Sewer System (MS4) Permit. Topics will include: Discussion of 2018 12 14 Lunenburg NPDES Permit Proposal SWTF, received by SWTF on 1/9/19 Discussion of 2018 12 14 Lunenburg NPDES Permit Proposal, received by SWTF on 1/9/19 Discussion of Cost Estimate for Town of Lunenburg’s General Permit Small MS4 Permit, years 1 through 5, and summary 7. NOTICES & COMMUNICATIONS 8. OLD BUSINESS 12. PUBLIC COMMENT 13. ADJOURNMENT ======================================================================================== DOCUMENT : 2019-01-30-minutes-5789.txt BOARD : stormwater-task-force DATE : 2019-01-30 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-01-30-minutes-5789.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01302019-5789 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Task Force Chair, Phyllis Luck, began the discussion by reviewing the recent meetings held on the Design Consultants Inc. (DCI) proposals for YEAR ONE of Municipal Separate Storm Sewer System (MS4) Permit and the 5 year Cost Estimator. These documents are attached. The minutes of the January 16, 2019 meeting summarized that meeting. The meeting of January 23, which was attended by Town Manager Lemieux, Director of Public Works (DP W) Director Rodriquenz, Land Use Director Adam Burney, and SWTF Chair Phyllis Luck, was discussed. This meeting was to review the DCI proposals and 5 Year Cost Estimator. There were many questions on the proposals and estimator that could not be answered; consensus was that the upcoming face to face meeting with the contractors was needed to sort this all out. All agreed the cost of the proposals for YEAR ONE was too high, the Town Manager asserted that the cost had to be reduced from $74,000 to $50,000. Town Officials felt that the funds allocated for Public Outreach and Education should be eliminated, and that the all-volunteer Stormwater Task Force should assume the burden of the requirements of MS4 Permit Minimum Control Measures (MCM's) One and Two which call out specific tasks that must be undertaken. The Task Force Chair looked for other opportunities to scale back the costs, such as reducing the $12,150 set aside for Consultants interacting with the Task Force, by reducing the number of meetings to be held between now and June 30 from 10 to significantly less. The Task Force Chair also suggested that the Consultant be asked to articulate the items lere was nothing else in the proposals or Cost Beymatar that could be reduced, save the Public Outreach and Education dollars. The DPW Director then stated that the SWTF had done "nothing" to create a Stormwater Utility in the three years of the SWTF's existence. The Town Manager requested that this topic be addressed at the next SWTF meeting The status of completion of the Stormwater Management Plan (SWMP), was briefly discussed. Our collective recollection is that DCI/Massachusetts Watershed Coalition (MWC), the consulting partners with whom the Town has been working, were going to provide a draft documents to the SWTF in January, so that it could be reviewed by the SWTF, then the Town Manager, for any revisions needed. It would then be presented to other Town entities that have a role and responsibility for meeting requirements of the MS4 Permit, such as the Board of Health, Planning Board, Conservation Commission, Zoning Board of Appeals, and the entity that will assume the role now played by the SWTF, if/when known. Responsibilities of each entity under the provisions of the Permit will be discussed and evaluated and, hopefully, meet with the approval of those entities, and further revision will not be needed. The Five Year Cost Estimator was then discussed. There were many questions that no one could answer. For example, in the YEAR 1 Estimator, Task #2 calls out an Annual Report for $5,500. In reviewing the contract dated March 21, 2017, the preparation of the 2016-17 Annual Report was quoted at a cost of $2,000. On May 1, 2018, the preparation of the 2017-2018 Annual Report was quoted at $2,200. What has caused the cost to more than double? Task #3 calls for Annual Stormwater Management Plan (SWMP) Update at $5,000. Task 11 call for SWMP at $5,000. There appears to be redundancy in these items. ===PAGE 2=== All agreed that is what the SWTF has been working on since inception, in January 2016. The SWMP which is very close to being ready, as discussed above, is the fruit of that labor. "provides a storm and surface water system that controls damage from storms, protects surface water quality and protects the environment". All agreed it is our fondest hope that the SWMP will accomplish that. "The plan shall determine which local agency or agencies will be responsible for implementation, establish the estimated cost of the program," Again, it is articulated in the SWMP, which agencies are responsible for implementation of the requirements of the MS4. The Five Year Cost Estimator, provided by DCI, has given the Town an estimate of the costs, which costs all agree the Town should try to reduce, as they exceed the Town's ability to pay. "as well as provide for the creation of an ongoing funding source to enable its success. " The SWTF acknowledges it has not had the time to begin the investigation of possible funding sources. Land Use Director Burney asked that it be included in the record that he is opposed to, and questions the legality of, using monies from Host Community Agreements with Marijuana Establishments to fund compliance with the Phase II Permit, or any other operating expense. The SWTF has begun to discuss the transition of this work from the volunteer SWTF to a more formal Town entity. The SWTF agreed to begin, at its next meeting, a discussion on: Creating a plan for the future entity which will replace the SWTF • Delivering a report to the November Town Meeting on the work of the SWTF • Recommendations • An array of funding source options SWTF members expressed an interest in setting up a meeting with the Town Manager; all agreed that a focused discussion prior to such a meeting will be essential to its success. Meeting Schedule: January 30, February 28, and March 28. Possible meeting with Town Manager, date uncertain. Should additional meetings in the first quarter of 2019 be required, they will take place on the second Thursday of the month. All meetings, unless otherwise noted, are held at 6:30 pm, in the Ritter Building, upper conference room; meeting dates are Thursdays unless otherwise noted. Motion: M. Allison To adjourn the meeting at 8:51 pm. 2nd. Jack Rabbitt Vote: All in Favor Respectfully submitted, Phyllis Luck, Chair SWTF Member, BOS RECEIVED & FILED MAR 0 4 2019 LUNG INN : ======================================================================================== DOCUMENT : 2019-02-28-agenda-5791.txt BOARD : stormwater-task-force DATE : 2019-02-28 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-02-28-agenda-5791.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02282019-5791 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-02-28-minutes-5791.txt BOARD : stormwater-task-force DATE : 2019-02-28 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-02-28-minutes-5791.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02282019-5791 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Before beginning the discussion on the meeting with Design Consultants Inc. (DCI), Task Force Chair Phyllis Luck asked if anyone present wanted to make a comment. Matt Allison asked the Town Manager about the Stormwater budget within DPW. Ms. Lemieux stated that the $500,000 that was included in the Pavement Management Debt Exclusion for Stormwater has been expended. Further, that the DPW budget has line items, for drainage, catch basin cleaning, and other tasks associated with stormwater mitigation practices. The Town Manager also stated that she had spoken with Town Counsel Costa about the DCI proposal on Monday, and that she was waiting for those remarks to be sent to her, when received, she'll pass the remarks on to the SWIF. Phyllis Luck began the discussion on the DCI Proposal for YEAR ONE 2018-2019 Management, dated February 11, 2019, by reporting on the recent meeting held February 4 with Design Consultants Inc. (DCI) on their proposals for YEAR ONE of Municipal Separate Storm Sewer System (MS4) Permit, dated December 14, 2018. During that February 4 meeting, it was discussed that the planning of work for the next fiscal year should begin in November of the previous fiscal year. Ms. Luck now feels that, since this planning for Year 1 had begun in November, and is still in process, that November, unfortunately is too late and the discussions need to begin in September or October. At that February 4 meeting, DCI offered to submit one proposal to replace the two dated December 14, 2018 (received January 2019). That replacement proposal, dated February 11, 2019, will be a part of this discussion. It was noted that these substantial costs as outlined in the proposal and 5 Year Cost Estimator, include engineering only, and no "shovel in the ground" work. All such actual work would need to be put out to bid separately or completed by DPW personnel. Therefore, these costs are only one piece of the whole picture. Comments on the Proposal follow: Task 1 - Small MS Permit Cost Estimator, $2,500. The descriptor matches the discussion; however it needs to be added that DCI agreed that updates to the Cost Estimator, over the 5 year span, will be at no charge. Town Manager Lemieux indicated that DCI has agreed to put this in writing. Task 2 - Public Education (MCM 1), will contain 3 targeted messages to be prepared, the descriptor mentions only 2 targets, so the third needs to be clarified. Task 3 - MCM 3 Illicit Discharge Detection and Elimination (IDDE), describes a draft IDDE program for $20,000, consisting basically of "written procedures to meet permit requirements" as well as "development of a schedule to inspect each High and Low Outfall within the first 3 years of the permit. IDDE work as proposed in the Cost Estimator for years 1 through 3 is quoted at $135,000, with another $51,000 in years 4 and 5. Therefore, engineering work for IDDE, over the 5 years of the permit, is estimated at $186,000. Task 4 - MCM 6: Good Housekeeping $8,000. In this descriptor, DCI will develop inspection and maintenance procedures for all municipal stormwater treatment structures (not including catch basins). ===PAGE 2=== DPW at $6,000. $6,000 is the same price spelled out in the Cost Estimator for DP W Meetings & Coordination in each of Years 2 through 5, held throughout the year. Since this proposal is for 4 months, or 1/3 of a year, it was asked if the cost should reflect that shorter time period and be $2,000. There was discussion that the proposal should be a "not to exceed" ', so the Town will not be charged for more meetings than occur. Phyllis Luck felt the cost should be lowered in the proposal. Task 7 - SWMP, draft, due February 2019, final due June 30, 2019 at a cost of $5,000. Town Manager Lemieux reported that she'd been told by Mike Clark of DCI that the new due date is March. SWTF Chair Luck requested that the SWTF have the opportunity to review DCI invoices. Town Manager Lemieux replied that she has taken on the responsibility of overseeing the payment of the DCI invoices, and that she has asked for more information to be included on the invoices and that she will share those invoices with the SWTF. Ms. Luck thanked her for this. The discussion then moved on to the Year 2 Cost Estimator; since the revised Year 2 Estimator had not been received, the group focused on the Year 2 Estimator, dated 2/4/2019. Points of discussion follow. The Annual report, the first under the new MS4 Permit is shown at a cost of $5,500. It was noted that DCI prepared two prior Annual Reports at a cost of $2,000 and $2,200. Adam Burney relayed that the consultants stated the new Annual Report was more comprehensive, and included more tasks, thus the additional cost. The Annual SWMP update is shown at $5,000; DCI was willing to look into this to see if it could be lowered; the SWTF awaits receipt of the revised Estimator. MCM3 IDDE program, engineering costs are $62,000 for Year 2, the SWTF awaits receipt of the revised Estimator with details of tasks to be performed. SWTF Meetings, if there are quarterly meetings, the cost should be much lower than $10,000; more like $3,000. Meetings and coordination DPW requires clarification of what is included in the $6,000. The total cost, as per Estimator, is $107,600 for engineering work in Year 2; Adam Burney stated, that in the discussion held on 2/4/19, that number was reduced to $98,600. The high costs per the 5 Year Cost Estimator lead Task Force Chair Luck to suggest that additional consulting firms be asked to submit bids on this work. It was agreed that the Town has no obligation to ===PAGE 3=== between he and the SWTF had deteriorated, and looked forward to working to improve this relationship. He suggested that the SWTF offer to meet occasionally at the DPW building. He will reach out to the DPW Director to see if that is of interest. Phyllis Luck read the quote from Governor Baker included in that email: "Success is defined by that which we accomplish together." She agreed that working together is the way we'll get something done for the Town, and hoped that DPW Director Rodriquenz will rejoin the conversation. The group then turned to the creation of a plan for the future entity that will replace the SWTF. It was felt that this, as well as planning a report to be given to the November Town Meeting on the work of the SWTF should wait for all Task Force members to be present for a meaningful discussion. The Town Manager and Carl Luck left to attend the Finance Committee Meeting. In the brief discussion on funding source options for fulfilling the mandates of the MS4 Permit, it was determined there are basically 2: funding within the budget or creating a Stormwater Utility or Enterprise Fund. The group then turned to the organization of a Spring Town Clean-up. It was felt that starting small, such as an area near one of the Town's lakes, might be a good way to get this effort off the ground. Reservoir Road and the Whalom lake front were 2 suggestions. Adam Burney felt that DPW Director Rodriquenz should be contacted ASAP to see if such was achievable for this year. It was determined that the next scheduled meeting will be March 28 at 6:00 pm. Meetings for the 2nd quarter will be April 25, May 23, and June 13. Possible meeting with Town Manager, date uncertain. All meetings, unless otherwise noted, are held on Thursdays at 6:30 pm, in the Ritter Building, upper conterence room. Should additional meetings be required, they will be scheduled on the second Thursday of the month. Motion: M. Allison To adjourn the meeting at 7:15. Respectfully submitted, Phyllis Luck, Chair SWTF Member, BOS 2*: Phyllis Luck Vote: All in Favor RECEIVED & FILED APR 0 4 2019 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2019-04-01-agenda-5783.txt BOARD : stormwater-task-force DATE : 2019-04-01 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-04-01-agenda-5783.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04012019-5783 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-04-02-agenda-5786.txt BOARD : stormwater-task-force DATE : 2019-04-02 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-04-02-agenda-5786.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04022019-5786 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-04-25-agenda-5792.txt BOARD : stormwater-task-force DATE : 2019-04-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-04-25-agenda-5792.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04252019-5792 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-04-25-minutes-5792.txt BOARD : stormwater-task-force DATE : 2019-04-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-04-25-minutes-5792.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04252019-5792 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Adam Burney shared 4 Public Education and Outreach messages (attached) he has been working on with Ed Himlan, as part of the Year One contract for meeting the requirements of the Municipal Separate Storm Sewer System (MS4) Permit. The Minimum Control Measure (MCM) 1 Industrial Message, including a 3 item survey, will be emailed to Lunenburg's Industrial business entities, as defined by the Board of Assessors, by the end of May, 2019. The educational sheets, displaying a photo of folks enjoying the Town Beach at Lake Whalom, entitled "Help keep our local waters clean and healthy" , were discussed. Task Force members felt that the picture and title should be boxed in, with the individual subtitle displayed more prominently and in different colors, to more readily distinguish that the sheets contain different information. The sheets with information on LAWNS & LANDSCAPES and POLLUTION PREVENTION FOR INDUSTRIAL SITES, when ready, will be posted on the SWTF website. The sheet, with a black & white photo of the same Lake Whalom Town Beach scene, titled YOU CAN MAKE THE DIFFERENCE, will be mailed to all residents. Since this Will be a separate mailing due to the fact that there will be no tax bills mailed between now and when the information must be distributed, it was suggested that the compost bin/rain barrel information flyer accompany this sheet, as it will not result in extra mailing cost to add another sheet. Adam Burney also suggested that he reorganize the website so that information is more clearly labeled and accessible. The SWTF thanked Adam for his efforts. Adam Burney indicated that when the Stormwater Management Plan (SWMP) is ready, the S WMP will be emailed to boards/committees that are anticipated to perform tasks required for compliance with the MS4 Permit in Years 1 and 2, with a short note about the anticipated involvement of their board/committee, as a "head's up". Phyllis Luck reported that she had received an email from Town Manager Lemieux today indicating that she is "still working on a sample RFP but would expect to have something finalized shortly so it can be sent out in May with proposals due by first week of June. Interviews can be scheduled immediately after so the award can be issued during June." She also indicated that if the SWIf wishes to include other items in the REP, we should let her know so that those items may be included. Adam Burney relayed that Mike Clark and Ed Himlan are finalizing the SWMP. He will reach out to them to insure that it is ready to review at the May 23 SWTF meeting. Adam Burney reported on the Central Mass Regional Stormwater Coalition (CMRSWC) IDDE training workshop held on 4/24/19 in Framingham, which he attended (DPW Director Rodriquenz was unable to join him). He felt it was a very worthwhile event. The presenters suggested that it was manageable to complete 25 - 30 outfall investigations per day, and that the testing of the outfalls with dry weather flow should be done separately, as trying to combine the 2 would be cumbersome and less efficient. When dry weather flow is detected, the key junction further back will be carefully inspected, ===PAGE 2=== information on stormwater pollution prevention! Matt Allison reported that he'll reach out to Ed Himlan to discuss the survey he's working on, the focus of which will be to ascertain how much information Town residents have about Stormwater Pollution Prevention. This will be followed up by a second survey, in a year's time, so that the Town may understand the effectiveness of its Public Education and Outreach efforts, as measuring the effectiveness of these efforts is also a requirement of the MS4 Permit. Phyllis Luck mentioned the EPA WEBINAR on May 14, 2019, which will be focused on the Town of Ashland's three year effort to successfully create a Stormwater Utility/Enterprise Fund. She's sent the information out to the BOS and Town Manager, as this information is important for Town officials to understand The SWTF discussed planning a report to be given at the November Town Meeting on the work of the SWTF, as it wraps up its mission. During the discussion on possible funding source options to recommend to the Town, Matt Allison reported that Planning Board Member Paula Bertram offered to share the information she has on Stormwater Utilities; the SWTF is looking forward to receiving this. Meetings for the 2nd quarter will be May 23 and June 13. Suggested meetings for the 3*" quarter: July 25, August 22, September 12. All meetings, unless otherwise noted, are held on Thursdays at 6:30 pm, in the Ritter Building, upper conference room. Should additional meetings be required, they will be scheduled on the second or fourth Thursday of the month. Motion: To adjourn the meeting at 7:45 pm. Jack Rabbitt 2nd. M. Allison Vote: All in Favor Respectfully submitted, Phyllis Luck, Chair SWIF Member, BOS RECEIVED & FILED MAY 28 2019 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2019-05-23-agenda-5793.txt BOARD : stormwater-task-force DATE : 2019-05-23 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-05-23-agenda-5793.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05232019-5793 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-05-23-minutes-5793.txt BOARD : stormwater-task-force DATE : 2019-05-23 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-05-23-minutes-5793.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05232019-5793 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Adam Burney reported that Consultant Ed Himlan of the Mass Watershed Coalition, who is working on YEAR 1 projects associated with the Municipal Separate Storm Sewer System (MS4) Permit, will forward final copies of outreach material(s) on May 28; Adam will forward same to the S WTF. Adam is currently working to collect email addresses of Lunenburg's industrial users (approximately 20). He is planning to disseminate public outreach and educational materials to that group, and to include a link to a short Survey Monkey survey to obtain information about industrial users' knowledge of stormwater and their associated responsibilities. Adam informed the group that he has recently updated the SWTF website so that it is better organized. Thanks, Adam! Review of Stormwater Management (SWMP) plan was initiated: • There was concern that the list of acronyms was difficult to read & that it should be reformatted to increase legibility. • There is no information under "Stormwater Team" about the SWTF. It was suggested that the SWTF mission statement and membership be added. • There was some confusion about when, exactly, items that referred to "2019", "2020", "2021", "2022", "2023" completion are actually due. Some items specify completion date of June 30, 2019, so that aligns exactly with completion within Year 1. Since the completion years are fiscal, rather than calendar years, it would be more appropriate to state YEAR 1, 2, 3, 4, or 5, to avoid confusion about requirement completion dates. It may be helpful to include dates of each year (eg: Year 2; July 1, 2019 - June 30, 2020) for maximum clarity. • There was interest in updating the "table" that shows MS4 Permit requirements and the associated year of implementation of BMP's; it was felt this should be added to the SWMP. Adam offered to take this on. • Adam agreed to reach out to Ed Himlan to have all the corrections made. Further, that he would insure that the SWTF has the SWMP a few days in advance of the next meeting to allow time for final review. Matt Allison made a motion that the SWTF vote on the SWMP at the June 13 meeting; Jack Rabbitt seconded; all voted in favor. Update on Requests for Quotes (RFP's) for Year 2 tasks completion of requirements of MS4 Permit. • Adam Burney relayed that he'd neglected to give the Town Manager the Year 2 requirements in Minimum Control Measures (MCM's) 6, Good Housekeeping; he will do that ASAP. • In Item f), it was suggested that "Recommendations" replace "Plan". Matt Allison made a motion that the SWTF approve the requested changes to the RFP, Jack Rabbitt seconded; all voted in favor. Phyllis offered to relay this information to the Town Manager. ===PAGE 2=== There was a brief discussion on the EPA Webinar, held 5/14, on creation of a Stormwater Utility that was attended by Phyllis Luck. Phyllis reported that Rob St. Germain, Ashland Stormwater Committee Chair, has volunteered to attend the Task Force's June 13, 2019 meeting, to share Ashland's journey to successful creation of a Stormwater Utility. As the hour was late, Matt Allison made a motion to postpone all other agenda items until the next SWTF meeting, on June 13; Jack Rabbitt seconded; all voted in favor. Meeting Schedule for 2nd quarter: June 13. Suggested meetings for the 3rd quarter: July 25, August 22, and September 12. All meetings, unless otherwise noted, are held on Thursdays at 6:30 pm, in the Ritter Building, upper conference room. Should additional meetings be required, they will be scheduled on the second or fourth Thursday of the month. Motion: To adjourn the meeting at 8:30 pm. M. Allison 2nd. Jack Rabbitt Vote: All in Favor Respectfully submitted, Phyllis Luck, Chair SWTF Vice Chair, BOS RECEIVED & FILED JUN 18 2019 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2019-06-13-agenda-5794.txt BOARD : stormwater-task-force DATE : 2019-06-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-06-13-agenda-5794.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06132019-5794 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-06-13-minutes-5794.txt BOARD : stormwater-task-force DATE : 2019-06-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-06-13-minutes-5794.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06132019-5794 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== during Rob St. Germain's presentation. The SWTF welcomed Rob St. Germain, thanking him for taking the time to meet with us. Members had copies of the EPA - Soak Up The Rain Webinar Series presentation on May 14, 2019: Reaching Public Consensus:, Stormwater Funding in Ashland, MA (attached). Rob went through the presentation, adding bits of information as he proceeded. He pointed out that Ashland had been a Super Fund site, due to contamination of its waters by a chemical plant. As a result, most Town residents are on Town water and do not use wells. Also, they are keenly aware of issues that may arise from polluted waterways. Ashland also has a significant aging population, so many folks remember the Super Fund issues very clearly. Ashland used THINK BLUE materials and joined the Central Mass Regional Stormwater Coalition (CMRSWC) to save valuable dollars and get expert help. They realized that most people don't attend meetings or forums, so used Public Access TV to help with marketing. Folks in Ashland are familiar with government helping them keep Ashland clean. They have a "Green Up Ashland" program where folks adopt roads. They get different colored trash bags and fill them with trash found along their "adopted" road(s). There is an arrangement with the Town's trash hauler to pick up these bags. Ashland also already had several utilities utilized by most Town residents, including sewer, water, and trash, so another utility was less intimidating than it might be elsewhere. Ashland "scrubbed" the Municipal Separate Storm Sewer System (MS4) permit requirement budget from an initial cost of $2.4 million down to $1.4 million. They also looked carefully at consultant/contractor quotes to reduce costs. In one instance, using MASS GIS, they were able to reduce the cost of a contract from $120,000 to about $20,000. They wanted to get the most bang for their buck. Ashland's Stormwater Advisory committee looked at different options for assessing the Stormwater Utility Fee. They felt the fee had to be fair and equitable for businesses, residents, seniors, and low income. To keep it simple, they adopted a 2 tiered approach. Tier 1 included all single family home owners, condominium owners, and owners of undeveloped parcels, who are charged $8.75 per quarter ($35/year). There is a reduced rate for qualified low income seniors, but no other reductions are possible at this time. Tier 2, which includes all multiple family dwellings, businesses, and properties exempted from property tax (schools, churches, government buildings), is based on a charge of $ 0.80, per 100 square feet of impervious area. The SAC pledged to endeavor to keep the fee constant for the first 3 years of the program. They expect to receive about $300,000 in revenue as a result of the fee (Ashland issues 6,500 tax bills). The first bills will be issued this summer; they are hoping all goes smoothly. Rob agreed to send out an electronic copy of Ashland's IDDE bylaw, and to send updated information as is available. The SWTF ===PAGE 2=== receiving the "final" final copy of the SWMP. Jack Rabbitt made a motion to approve the SWMP, including all required edits; Matt Allison seconded; all voted in favor. Town Manager Lemieux handed out the Non-Price Proposals received from Comprehensive Environmental Incorporated (CEI) and Woodard & Curran, as well as the Comparative Evaluation Criteria sheet to be completed for each. Jack Rabbitt and Matt Allison expressed disappointment that DCI had not submitted a proposal and suggested that someone reach out to them. Town Manager Lemieux offered to do this. Jack and Matt indicated they may also. It was determined that the SWTF would meet on Wednesday, 6/19, at 5 pm, to discuss and evaluate the non-price proposals, then have the firms in to discuss same. It is hoped that a decision will be reached that evening. Update on Matt Allison's work to create a survey assessing resident knowledge of Stormwater Pollution, first of 2 surveys. There was discussion on this survey and it was suggested that the SWTF hold a "workshop" meeting focused on completing this survey; date to be determined. As the hour was late, it was felt that further items be put off to a future meeting. Jack Rabbitt made a motion to adjourn, Matt Allison seconded; all voted in favor. Meeting Schedule for 2nd quarter: June 19 at 5:00 pm; suggested meetings for the 3* quarter: July 25, August 22, and September 12. All meetings, unless otherwise noted, are held on Thursdays at 6:30 pm, in the Ritter Building, upper conference room. Should additional meetings be required, they will be scheduled on the second or fourth Thursday of the month. Motion: To adjourn the meeting at 8:40 pm. M. Allison 2nd. Jack Rabbitt Vote: All in Favor Respectfully submitted, Phyllis Luck, Chair SWTF Vice Chair, BOS RECEIVED & FILED SEP 1 6 2019 LUNENBURG TOWN CLERK OFFICE ===PAGE 3=== Reaching Public Consensus: Stormwater Funding in Ashland, MA May 14, 2019 Maeghan Dos Anjos, Conservation Agent Steve Mitchell, Vice Chair, Select Board Rob St.Germain, SWAC Chair Evan White, Town Engineer Storwater Advisory Committee Contents * Ashland Town Facts * Ashland Waters and Stormwater History : A Slowly Evolving Solution * Actions & Strategies * Recommendation Solution • Lessons Learned • Current Status & Challenges V5 ===PAGE 4=== 8... • Strong political party affiliations • High number of apartments & condos • Historically fiscally conservative • Aging infrastructure • Annual water restrictions • Nyanza Super Fund site • Very small commercial tax base \ • Lowest tax rate of high tax region ASHLAND. 13% NTON Storwater Advisory Commitise Ashland Waters * Impaired Waters - Sudbury River and Ponds - Ground water contamination - Waushakum Pond - Charles River watershed - Ashland & Hopkinton State Parks - Various brooks Mill Pond on the Sudbury River ===PAGE 5=== - Low commercial pase - Homeowners carry most of the burden • DPW budget tight - Never enough $$ - Aging and undersized culverts - Storm drains cleaned on rotating 3-year schedule • Prior MS4 compliance minimally funded - No dedicated staff - Inaccurate GIS - Minimal compliance - Lack of awareness and understanding of MS4 issues • Personnel turnover Stormwater Advisory Committee Slowly Evolving Solution - Conservation Agent's 2015 Memo re: 2016 MS4 → Fear of Cost • Low awareness or interest of 2003 or 2016 permit compliance need • Lack of knowledge of stormwater system and issues • Committee slow to form • Staff carried the load until mid-2017, recruited committee members Baby Steps ===PAGE 6=== - Cost of 5 yr. compliance projected to be very high ~ $2.3 million • Consultant report added credibility • Consultants are a source of learning - "A drink from a fire hose" Facts & Numbers Make It Real Stormwater Advisory Committee New Sense Of Urgency • 2016 permit NOI deadline July 1, 2018 • Threat of Fines • But be careful with threats ===PAGE 7=== • Stakeholder Analysis - Identify key stakeholders - Understand their position on the issues - pros and cons - Address their fears and reservations - Sell the benefits • Opinion leaders help others accept what you want to do Stomwater Advisory Commities Actions & Strategies - 2 • Public Education & Awareness Early and often; Learn by teaching - Farmers Markets: handshaking, posters and flyers - Reports to Board of Selectmen (Televised) - Info sessions with other committees - Town meeting presentations - Local TV appearances - EnviroScape model - News articles - Forums STOINIATERE matters. ===PAGE 8=== onnec gospelation Washang machine or dishwashes Road gully Maintained using ex river * what Funds??? gras 10 a Westeratee Maintains using Sewer. 1r868i7.6716 many Enterprise funds tas rura Storwater Advisory Comanitose Marketing 101 - Educate • Kids help parents learn • Kids often become the family conscience ===PAGE 9=== = Rubber Duckie Rescue - Think Blue video - Big duck - Little ducks as handouts SHAS THINK BLUE IASSACHUSEDS T Take The Pledge To Help Reduce Pollution In Ashland Stormwater Advisory Committee Marketing 201: News Articles WARNING SUDBURY RIVER FISH This photo appeared on the front page of the local newspaper. The article stressed the positive... - This is more than an unfunded mandate - This is an OPPORTUNITY to do what is right. Fish Contaminated With Mercury DO NOT EAT Rescado, Contaminado con Mercurio HOSE PUEDE COMER Pease Contaminedo com Mercurio •NÃO COMER Cà Bị Ngô Bộc Vội Thug Ngàn VAR ARE For Islamation Cell: ===PAGE 10=== • Local Access TV - Most people don't come to meetings or forums - Some local officials have a following • Rubber ducks at Town Meeting - Stealth marketing Stormwaler Advisory Committee Fee Scenarios and Calculations • Required budget = Fees + Contingency • Who pays? → All parcels including tax exempt and government owned • Rate basis → Flat Fee vs. Tiers, Impervious Area (current data), Equivalent Residential Units (ERU) • Many many fee scenario iterations • Need to know → number and size of parcels, rate codes, impervious area • Tax bill vs. Water-Sewer bill • Little things - invoice redesign, letters to rate payers, split parcels • Good to have an accountant on your committee Fees must be fair and equitable Businesses Home owners Seniors & Low Income ===PAGE 11=== • Separate DPW division • Adequate funding but tight (retained earnings discomfort) • Fees - Single Family Homes, Condos, Land → $35/yr. - Commercial parcels including apartments → $.80/100SF of I.A. - Billed quarterly Water - Sewer - Stormwater Quarterly Bill 17 Stomwater Advisory Conneltise Dental Ofc. $21/gtr. Stormwater Fee Example [ Thank You Town of Reading, MA / 10 Main St $416/qtr. SF Homes $10/qtr. Federated Church $45/qtr. Town Hall $98/qtr. 2 unit apartment $12/gtr. John Stones $40/qtr. ===PAGE 12=== • Non-compliance risk • More compliance = more expense • No room ($$$) in the General Fund • Town manager support/involvement • Cooperative Select Board and DPW • Town image and spirit Nyanza Memorial - From 'Superfund site' image to → → → a dynamic community with high public spirit - Evolution from "We have a problem" to "We have an opportunity" Stormwater Advisory Commitee Lessons Learned - 1 • Understand your city or town - History - Sources of pride - Items of shame - Problems & Issues, » Current and past - Stakeholders: » Shakers and movers » Those in authority » Those with influence • THEN... weave your story so that it connects with the Town's story W Low High Influence 20 ===PAGE 13=== - You must become the irresistible force - Be trustworthy → No 'BS' - Numbers make it real - Bring stakeholders along » Go slow to go fast - Educate, educate, educate - Engender an understanding of the Problem - Sell the benefits » Must be believable - Probe for Acceptance of the Solution 21 Storwater Advisory Commituaa Lessons Learned - 3 • Get Help - Consultants - Coalitions - Local expertise » Conservation Commission » Board of Health - Friendly stakeholders - Fred Civian, MA DEP - EPA Fred Civian MA DEP Stormwater Coordinator 22 ===PAGE 14=== - Partner of Dr and oners * SPA she tro complice » Goal → Eliminate Pollution in Ashland - Advise town leadership - Annual report to the Town - Oversite of compliance - Help with public education and awareness - Citizen participation requirement 23 Storm water Advisory Commalties Current Status & Challenges • Accounting - anticipate overhead cross charges • Cash flow - funding until first billing • Rate setting authority - who has it • Bylaws - collecting, enforcing • Staff - acquiring and training * Equipment - ? • Billing - poor software, poor vendor response • Communication - manage expectations • Anticipate push back - prepare questions and answers One Step At A Time 24 ===PAGE 15=== says... DO NOT POLLUTE because lis very very bad Please support the Stormwater E-fund 25 RECEIVED & FILED AUG 22 2019 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2019-06-19-agenda-5778.txt BOARD : stormwater-task-force DATE : 2019-06-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-06-19-agenda-5778.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06192019-5778 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-07-11-agenda-5779.txt BOARD : stormwater-task-force DATE : 2019-07-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-07-11-agenda-5779.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07112019-5779 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-07-11-minutes-5779.txt BOARD : stormwater-task-force DATE : 2019-07-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-07-11-minutes-5779.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07112019-5779 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== opened at 5:00 pm. The Lunenburg contingent discussed briefly the 2 firms that would be presenting to the Task Force this evening. Town Manager Lemieux passed out copies of the Composite of Evaluation Scores, which placed both firms as Highly Advantageous overall, with CEI receiving all Highly Advantageous and Woodard and Curran receiving one Advantageous, with the remaining items scored Highly Advantageous. At 5:15, the SWTF welcomed CEI, thanking them for meeting with us. SWTF members had copies of the Non-Price Proposal, as well as the Price Proposal (attached). Nick Cristofori and Rebecca Balke proceeded to review CEI's proposal and qualifications, pointing out why they felt CEI was the best fit for Lunenburg's needs. CEI finished up at 6 pm. At 6:05, the SWTF welcomed Woodard and Curran, thanking them for coming in tonight. Scott Medeiros and Zachary Henderson spoke to a power point presentation (attached), outlining their proposal and why they, even though their price was likely much higher than the competition's, felt they were the best fit for Lunenburg's needs. At 7:25 pm, after all consultants had left the building, the Lunenburg group began discussing both proposals. Matt Allison started the discussion by pointing out he felt that CEI, being a much smaller firm, which did all of the work in-house and did not rely on subcontractors, was a better fit for Lunenburg. There was general agreement. The price differential between the two firms was substantial: Woodard and Curran came in at $127, 400; CEI at $32,400. Town Manager Lemieux felt that there may be additional costs associated with working with CEI, as tasks may be added; and that the Woodard and Curran price could perhaps be negotiated downward. However, the group felt that the initial difference was so substantial that it would be more advantageous to accept the lower priced CEI proposal. It was noted that DCI, which had initially bid on Year 2 work at the beginning of the calendar year, had a cost of $98,600 associated with completing the required Year 2 tasks. Matt Allison made a motion to authorize Town Manager Lemieux to award the Year 2 Contract to CEI and to proceed with negotiations for additional work that may be required to assist the Town in its MS4 compliance efforts. Jack Rabbitt seconded, all voted in favor. The group then focused on the CEI "Other Recommended Tasks" sheet. CEI Presenters had explained that they were unsure if Lunenburg had completed the tasks listed on this sheet, so did not include them in their proposal. However, these were tasks that could not be left undone, so worthy of note. The group authorized Town Manager Lemieux to reach out to CEI to make them aware that they'd been awarded the contract, and to then obtain pricing for other tasks the Town may decide to take care of in- house, or, if the price proves advantageous, to have added to the CEl contract. These include: • Regulatory Mechanism Assistance Updating MCM 5, Post-Construction Stormwater Management; other updates as required. ===PAGE 2=== • Field Activities (e.g. mapping) Outfalls & catch basins have already been mapped, so it is unnecessary for this to be done in Year 2. The piping has not been mapped yet, but this can wait. • Other Tasks: Catch basin cleaning optimization plan, Street Sweeping Plan, Winter Road Maintenance Plan It is understood that these are already done. Matt Allison then noted that the absence of the DPW Director at SWTF meetings inhibits progress and wanted to raise the issue while the Town Manager was present. He requested that the Town Manager ask DPW Director Rodriquenz to attend the next SWTF meeting to discuss the CEI contract and the future involvement of DPW manpower and equipment to assist with Stormwater tasks. Further, he asked that the DPW Director attend the first meeting with CEL. The Town Manager agreed to discuss this with the DPW Director and exited the meeting. As minutes approval had been omitted at the beginning of the meeting to allow for more time with the guests, Matt Allison made a motion to accept the minutes of the June 13 meeting; Jack Rabbitt seconded; all voted in favor. It was determined that the next meeting of the SWTF would be on Thursday, August 1, at 6 pm, in the Ritter upper conference room. Meeting Schedule for the 3rd 'quarter: August 1, September 12. All meetings, unless otherwise noted, are held on Thursdays at 6:30 pm, in the Ritter Building, upper conference room. Should additional meetings be required, they will be scheduled on the second or fourth Thursday of the month. Motion: 2nd. Matt Allison To adjourn the meeting at 8:20 pm Jack Rabbitt Vote: All in Favor Respectfully submitted, Phyllis Luck, Chair SWIF Vice Chair, BOS RECEIVED & FILED AUG 22 2019 LUNENBURG TOWN CLERK OFFICE ===PAGE 3=== WUUDARL «CURRAN COMMITMENT & INTEGRITY DRIVE RESULTS woodardcurran.com MS4 Permit Compliance Price Proposal (Revised) 10ES22001 ===PAGE 4=== Luce Woodard & Curran proposes to perform the work described within this proposal upon the fee and billing methods described in the fol- lowing table. Time & Material work will be billed based upon the rates established in the attached table and lump sum phases will be billed monthly based upon the percentage of work complete. TasK Lump Sum Fee Billing Method 2 ЗА 3B 3C 4A 4B 5 6 Description Permit Year 1 Annual MS4 Report Development and Submission 5-Year Stormwater Management Plan Update GIS Mapping Support Hicit Discherge Deteetion-and Elimination Program Develepment and-framing IDDE Outfall Inspection and Screening Municipal Facility and Property Inventory and Development of Written SOPs Municipal Facility Stormwater Pollution Prevention Plan Development Outreach and Public Participation Assistance Stormwater Utility Support Total $8,200.00 $5,000.00 $7,500.00 $18,800:00 $56,300.00 $14,400.00 $13,000.00 $6,000.00 $17,000.00 $127,400.00 Lump Sum Time & Materials Time & Materials: Lump Sum Time & Materials Lump Sum Lump Sum Time & Materials Lump Sum 23202,0 CROOOF AMENDON MASSA BE COMING SADE CORDON BO ===PAGE 5=== implementation of Year 2 requirements of the final Massachusetts MS4 General Permit (signed April 4, 2016 with an effective date of July 1, 2018) from U.S. EPA and MassDEP. CEl has extensive experience working with communities under the previous 2003 General Permit and is currently under contract with over twenty communities to implement the requirements of the new permit. We are intimately familiar with the challenges of developing and financing stormwater management programs to meet the MS4 Permit requirements. Our focus is to assist our clients in developing a program that meets the permit requirements without over-committing them to perform extra and unnecessary work. We work closely with our clients to create a custom stormwater program tailored to their specific needs and resources. We can handle all facets of program development and implementation or develop specific portions that then set Lunenburg up to implement portions in- house to save money. CEI also has extensive experience in both performing field work ourselves or working with communities to perform the work internally. We also have a dedicated GIS staff capable of delineating catchments, managing field data, and generating easy-to-understand maps. Defailed Project Approach The following sections provide CEl's task-specific approach to select Year 2 requirements of the permit as required under the RFP. Task 1 - Update Annual Report CEl will prepare Lunenburg's first annual report, covering the period from May 1, 2018 through June 30, 2019. This will document items performed within the first year of the permit, including: • A self-assessment review of compliance with the permit terms and conditions; • An assessment of the appropriateness of the selected BMPs; • The status of plans or activities, including TMDLs, impaired waters, and water quality standards; • An assessment of the progress towards achieving the measurable goals and six minimum control measure objectives; • Description of activities for the next reporting cycle; and • Description of any changes in identified BMPs or measurable goals. CEI will attend one meeting with the Town under this Task where it is assumed that Lunenburg will provide CEl with much of the required information. CEl will work with the Town to obtain the remaining information required. The final draft will be submitted to EPA by September 30, 2019. Task 2 - Update Stormwater Management Program Plan CEl understands that the Town of Lunenburg previously completed a draft Stormwater Management Program (SWMP) Plan prior to this RFP. Under this task, CEI will complete a review of the CEl Qualifications and Proposal Town of Lunenburg, MA Page 5-1 Request for Technical Proposals MS4 Permit Compliance Project ===PAGE 6=== LiLD LaDie Task 3 - IDDE Program The draft SWMP Plan references an Illicit Discharge Detection and Elimination (IDDE) Plan that has been prepared as an appendix, however was not provided as part of the RFP. As the IDDE Plan is required to be completed in its entirety by June 30, 2019, CEL assumes that the following items have been completed by others: • Delineation of catchment areas based on topography and/or stormwater infrastructure for known outfalls and interconnections; • Outfall catchment inventory, ranking, and prioritization; • Identification of system vulnerability factors (SVFs); • Identification of key junction manholes; • Procedures for dry and wet weather outfall screening and sampling; and • Catchment investigation procedures for implementation during future years. As such, it is assumed that this task is intended to focus on implementation of the IDDE Program through the completion of field work. The MS4 Permit requires that all outfalls categorized as either High or Low priority must be inspected during dry weather conditions by the end of Year 3, or by June 30, 2021. Therefore, it is recommended that the Town begin to complete dry weather screening during Year 2 in order to ensure that enough time remains to meet program deadlines. This task can also include other field efforts, such as completing supplemental mapping while field staff are already performing other investigations. Based on information provided in the Notice of Intent and SWMP Plan, it is assumed that the Town has approximately 250 outfalls. CEI recommends attempting to inspect approximately 30% of outfalls during Year 2 as this will help the municipality obtain a better estimate on the level of effort that will be required during Year 3 to complete remaining outfall inspections. This will also allow a reasonable budgetary reserve to complete remaining items required during Year 2 while still getting a head start on Year 3 requirements. Under this Task, CEI has allocated up to four field days for a crew of two people to perform dry weather screening with a goal of inspecting 75 outfalls within the allotted budget. It is assumed that a knowledgeable member of the Town will accompany CEI field staff to aid in locating outfall structures where needed. CEI will attempt to complete inspections in an area with a relatively high density of outfalls to make inspections go quicker. CEI will complete inspection forms for all located outfalls and collect water samples for parameters required under the standard permit, as well as Appendices Fand Hif needed. Results will be tabulated and reviewed for any recommended follow-up actions. CEl Qualifications and Proposal Town of Lunenburg, MA Page 5-2 Request for Technical Proposals MS4 Permit Compliance Project ===PAGE 7=== to ensure municipal activities and facilities are properly operated and maintained. This Task will include development of the written procedures for: • Parks and open space, • Buildings and facilities where pollutants are exposed to stormwater; and • Vehicles and equipment. Procedures will vary depending on the location and type of facility, however, will generally address the use, storage, and disposal of materials such as petroleum, fertilizers, herbicides, and other potentially hazardous materials; location and method of storage for solid waste components; fueling activities and storage areas; and proper lawn care methods. CEI will incorporate existing O&M materials such as plans or Standard Operating Procedures (SOPs) into the new plan as applicable. These items will be included in a comprehensive "living" plan that can be expanded to include changes and additions undertaken during future years. It is assumed that the Town will provide an inventory of appropriate facilities, and CEl has allotted one field day to visit applicable sites. Task 5 - Assist with Public Education Under the new permit, permittees are required to expand their existing public education and outreach program to target four discrete audiences (residential, commercial/institutional, industrial, and developers), as well as meet specific requirements associated with applicable TMDLs covering certain TMDL and impaired waters that include phosphorus, e.coli and turbidity. Under this task, CEl will review existing public educational materials and web information provided by the Town. CEI will then provide input on existing educational materials and other program elements, along with recommendations such as additional outreach materials, avenues, target audiences, etc. to meet permit requirements. CEI will then provide the Town with a selection of public educational materials to meet Lunenburg's commitment under its NOI, such as brochures and pamphlets, fact sheets, and updated website information. Task 6 - Assist with Public Outreach The new permit requires that permittees provide opportunities to engage the public to participate in the annual review and implementation of the permittee's SWMP. At a minimum, permittees must make their written SWMP Plan available on the website. Therefore, CEI will work with the Town to post the previously developed SWMP Plan to a publicly accessible area of the Town's website or other suitable location. CEl will also work with the Town to identify other avenues of public participation that may already be in place or could be easily implemented and would help support permit implementation in Lunenburg. CEl Qualifications and Proposal Town of Lunenburg, MA Page 5-3 Request for Technical Proposals MS4 Permit Compliance Project ===PAGE 8=== requirements. CEI will first meet with Town representatives to determine the best use of funding allocating under this task, as well as what is desired for completion and deliverables within available budget. CEI will then conduct a preliminary review of Lunenburg's organizational structure and available GIS data before conducting a second meeting with critical Town departments to obtain additional relevant information for making a determination as to the suitability of a Stormwater Utility or Enterprise Fund. Upon completion of the above, CEI will develop a brief memorandum report as to whether or not a Feasibility Study should be developed and advanced further under a future scope of work, along with guidance and recommended strategy on next steps. It is expected that this future study will address Stormwater Utility components such as a rate structure analysis, determination of an equivalent residential unit, detailed land use and impervious area calculations, and additional stakeholder meetings and outreach. Other Recommended Tasks The above information provides a response to the requested items under Lunenburg's RFP, however, may not meet all Year 2 requirements outlined in the permit. In response, the following are recommended tasks to be completed during Year 2, however are not included under CEl's Price Proposal. • Regulatory Mechanism Assistance - The 2016 Permit requires development of three regulatory mechanism addressing illicit discharges (Minimum Measure 3), erosion and sediment controls (Minimum Measure 4), and post-construction stormwater runoff (Minimum Measure 5). According to the Town's NOI, Lunenburg has all three regulations in place from back in 2007, however, the Post-Construction Stormwater Management requirements are substantially changed since the 2003 Permit. For example, the updated regulatory mechanism must have references to select MassDEP regulations and contain requirements specific to both re-development and new development which must be addressed. CEI recommends conducting a review of the Town's existing regulatory mechanisms, such as bylaws and accompanying regulations in order to determine recommended updates or changes. CEI would then provide a memorandum and/or redline markups of applicable regulations and bylaws for final adoption by the Town, along with meeting support. This task must be completed by the end of Year 2, or June 30, 2020. • IDDE Employee Training - Permittees are required to provide annual training to employees on several components, including IDDE program training on how to recognize illicit discharges. CEl recommends conducting a single training session with Town employees on the above topics as required by Minimum Measure 3 to fulfill annual training requirements. This task will also serve as a template for future training, should the Town wish to perform CEl Qualifications and Proposal Town of Lunenburg, MA Page 5-4 Request for Technical Proposals MS4 Permit Compliance Project ===PAGE 9=== swales, and proprietary treatment devices on an annual basis. CEl recommends creating inspection forms tailored for different types of BMPs throughout the town and then performing an inspection of known stormwater BMPs to document existing conditions, required maintenance items, and opportunities for improvement. If requested or desired, CEl can pertorm this task in collaboration with a Town DPW employee or other person to train them on BMP inspection which would allow the Town to perform BMP inspections internally during future years. Results will be documented in a database for use by Town personnel during annual reporting activities. This task is required annually. • Stormwater Pollution Prevention Plans - The 2016 Permit requires facilities to prepared Stormwater Pollution Prevention Plans (SWPPPs) for maintenance garages, public works yards, transfer stations, and other waste handling facilities where pollutants are exposed to stormwater. A preliminary review indicates that the Town's highway garage is located outside of the regulated urbanized area, however the town should verify that no other facilities subject to SWPPP requirements are present within the urbanized area. • Field Activities - The 2016 Permit requires extensive field work, including items that must be completed by the end of Year 2 (e.g., mapping open channel conveyances and connections with other MS4s) and Year 3 (e.g., inspect all High and Low priority outfalls during dry weather. Therefore, it is recommended that Lunenburg begin to conduct field work associated with mapping and dry weather screening in order to meet permit requirements on schedule. • Other Tasks - It is recommended that the following items be prepared if not completed during Year 1, however, each was required to be completed by June 30, 2019 and thus should be in place: • Construction Site Runoff Control Procedures • Catch Basin Cleaning Optimization Plan • Street Sweeping Plan • Winter Road Maintenance Plan Project Timeline All items must be complete by June 30, 2020. Care has been taken to schedule tasks for completion in advance of when they are needed. A schedule by task and detailed timeline are as follows. RECEIVED & FILED AUG 2 2 2019 CEl Qualifications and Proposal Town of Lunenburg, MA Page 5-5 ===PAGE 10=== Ms. Heather Lemieux Town Manager Town of Lunenburg 17 Main Street RE: REP - Request for Technical Proposals MS4 Permit Compliance Project, Price Proposal Dear Ms. Lemieux: Comprehensive Environmental Incorporated (CEI) is pleased to provide the attached Price Proposal to provide the Town of Lunenburg with assistance complying with select Year 2 requirements of the National Pollutant Discharge and Elimination System (NPDES) Municipal Separate Storm Sewer System (MS4) permit requirements. As per the RFP requirements, our Non-Price Proposal and qualifications are provided under separate cover. CEL has a record of on-time, on-budget performance and meets all Highly Advantageous comparative evaluation criteria and would be an excellent fit for this project. We appreciate the opportunity to provide you with our proposal and look forward to hearing from you. If you have any questions or require additional information, please contact me at 508- 261-5160 ×301 or epannetier@ ceiengineers. com, or Nick Cristofori at ×303 or ncristofon(@ceiengineers.com. Sincerely, COMPREHENSIVE ENVIRONMENTAL, INC. Guintanets Eileen Pannetier, EJD President/CEO Enclosure: Price Proposal 4| Main Street Bolton, MA 01740 508. 281.5160 21 Depot Street Merrimack, NM 03054 603.424.8444 I Hartford Square-East, Suite 227 New Britain, CT 06052 860.224.0442 RESPONSIVE SERVICED COST EFFECTIVE SOLUTIONS TECHNICAL EXCELLENCE ===PAGE 11=== LADA Task 1 - Update Annual Report Task 2 - Update Stormwater Management Program Plan Task 3 - IDDE Program Task 4- Operations and Maintenance Program Plan Task 5 - Assist with Public Education Task 6 - Assist with Public Outreach Task 7 - Recommendations for Implementation of a Stormwater Utility/Enterprise TOTAL :... $4,500 $2,800 $9,800 $4,800 $2,000 $1,000 $7,500 $32,400 All items will be completed by June 30, 2020. RECEIVED & FILED AUG 22 2019 LUNENBURG TOWN CLERK OFFICE CEl Price Proposal Town of Lunenburg, MA Request for Technical Proposals MS4 Permit Compliance Project ===PAGE 12=== implementation of Year 2 requirements of the final Massachusetts M54 General Permit (signed April 4, 2016 with an effective date of July 1, 2018) from U.S. EPA and MassDEP. CEl has extensive experience working with communities under the previous 2003 General Permit and is currently under contract with over twenty communities to implement the requirements of the new permit. We are intimately familiar with the challenges of developing and financing stormwater management programs to meet the MS4 Permit requirements. Our focus is to assist our clients in developing a program that meets the permit requirements without over-committing them to perform extra and unnecessary work. We work closely with our clients to create a custom stormwater program tailored to their specific needs and resources. We can handle all facets of program development and implementation or develop specific portions that then set Lunenburg up to implement portions in- house to save money. CEI also has extensive experience in both performing field work ourselves or working with communities to perform the work internally. We also have a dedicated GIS staff capable of delineating catchments, managing field data, and generating easy-to-understand maps. Defailed Project Approach The following sections provide CEl's task-specific approach to select Year 2 requirements of the permit as required under the RFP. Task 1 - Update Annual Report CEI will prepare Lunenburg's first annual report, covering the period from May 1, 2018 through June 30, 2019. This will document items performed within the first year of the permit, including: • A self-assessment review of compliance with the permit terms and conditions; • An assessment of the appropriateness of the selected BMPs; • The status of plans or activities, including TMDLs, impaired waters, and water quality standards; • An assessment of the progress towards achieving the measurable goals and six minimum control measure objectives; • Description of activities for the next reporting cycle; and • Description of any changes in identified BMPs or measurable goals. CEl will attend one meeting with the Town under this Task where it is assumed that Lunenburg will provide CEI with much of the required information. CEl will work with the Town to obtain the remaining information required. The final draft will be submitted to EPA by September 30, 2019. Task 2 - Update Stormwater Management Program Plan CEI understands that the Town of Lunenburg previously completed a draft Stormwater Management Program (SWMP) Plan prior to this RFP. Under this task, CEI will complete a review of the CEl Qualifications and Proposal Town of Lunenburg, MA Page 5-1 Request for Technical Proposais MS4 Permit Compliance Project ===PAGE 13=== Task 3 - IDDE Program The draft SWMP Plan references an Illicit Discharge Detection and Elimination (IDDE) Plan that has been prepared as an appendix, however was not provided as part of the RFP. As the IDDE Plan is required to be completed in its entirety by June 30, 2019, CEI assumes that the following items have been completed by others: • Delineation of catchment areas based on topography and/or stormwater infrastructure for known outfalls and interconnections; • Outfall catchment inventory, ranking, and prioritization; • Identification of system vulnerability factors (SVFs); Identification of key junction manholes; • Procedures for dry and wet weather outfall screening and sampling; and • Catchment investigation procedures for implementation during future years. As such, it is assumed that this task is intended to focus on implementation of the IDDE Program through the completion of field work. The MS4 Permit requires that all outfalls categorized as either High or Low priority must be inspected during dry weather conditions by the end of Year 3, or by June 30, 2021. Therefore, it is recommended that the Town begin to complete dry weather screening during Year 2 in order to ensure that enough time remains to meet program deadlines. This task can also include other field efforts, such as completing supplemental mapping while field staff are already performing other investigations. Based on information provided in the Notice of Intent and SWMP Plan, it is assumed that the Town has approximately 250 outfalls. CEl recommends attempting to inspect approximately 30% of outfalls during Year 2 as this will help the municipality obtain a better estimate on the level of effort that will be required during Year 3 to complete remaining outfall inspections. This will also allow a reasonable budgetary reserve to complete remaining items required during Year 2 while still getting a head start on Year 3 requirements. Under this Task, CEI has allocated up to four field days for a crew of two people to perform dry weather screening with a goal of inspecting 75 outfalls within the allotted budget. It is assumed that a knowledgeable member of the Town will accompany CEI field staff to aid in locating outfall structures where needed. CEI will attempt to complete inspections in an area with a relatively high density of outfalls to make inspections go quicker. CEl will complete inspection forms for all located outfalls and collect water samples for parameters required under the standard permit, as well as Appendices F and H if needed. Results will be tabulated and reviewed for any recommended follow-up actions. CEl Qualifications and Proposal Town of Lunenburg, MA Page 5-2 Request for Technical Proposals MS4 Permit Compliance Project ===PAGE 14=== to ensure municipal activities and facilities are properly operated and maintained. This Task will include development of the written procedures for: • Parks and open space, • Buildings and facilities where pollutants are exposed to stormwater; and • Vehicles and equipment. Procedures will vary depending on the location and type of facility, however, will generally address the use, storage, and disposal of materials such as petroleum, fertilizers, herbicides, and other potentially hazardous materials; location and method of storage for solid waste components; fueling activities and storage areas; and proper lawn care methods. CEl will incorporate existing O&M materials such as plans or Standard Operating Procedures (SOPs) into the new plan as applicable. These items will be included in a comprehensive "living" plan that can be expanded to include changes and additions undertaken during future years. It is assumed that the Town will provide an inventory of appropriate facilities, and CEI has allotted one field day to visit applicable sites. Task 5 - Assist with Public Education Under the new permit, permittees are required to expand their existing public education and outreach program to target four discrete audiences (residential, commercial/institutional, industrial, and developers), as well as meet specific requirements associated with applicable TMDLs covering certain TMDL and impaired waters that include phosphorus, e coli and turbidity. Under this task, CEI will review existing public educational materials and web information provided by the Town. CEI will then provide input on existing educational materials and other program elements, along with recommendations such as additional outreach materials, avenues, target audiences, etc. to meet permit requirements. CEI will then provide the Town with a selection of public educational materials to meet Lunenburg's commitment under its NOI, such as brochures and pamphlets, fact sheets, and updated website information. Task 6 - Assist with Public Outreach The new permit requires that permittees provide opportunities to engage the public to participate in the annual review and implementation of the permittee's SWMP. At a minimum, permittees must make their written SWMP Plan available on the website. Therefore, CEl will work with the Town to post the previously developed SWMP Plan to a publicly accessible area of the Town's website or other suitable location. CEI will also work with the Town to identify other avenues of public participation that may already be in place or could be easily implemented and would help support permit implementation in Lunenburg. CEl Qualifications and Proposal Town of Lunenburg, MA Page 5-3 Request for Technical Proposals MS4 Permit Compliance Project ===PAGE 15=== equirements. CEI will first meet with Town representatives to determine the best use of funding locating under this task. as well as what is desired for completion and deliverables within available budget. CEI will then conduct a preliminary review of Lunenburg's organizational structure and available GIS data before conducting a second meeting with critical Town departments to obtain additional relevant information for making a determination as to the suitability of a Stormwater Utility or Enterprise Fund. Upon completion of the above, CEI will develop a brief memorandum report as to whether or not a Feasibility Study should be developed and advanced further under a future scope of work, along with guidance and recommended strategy on next steps. It is expected that this future study will address Stormwater Utility components such as a rate structure analysis, determination of an equivalent residential unit, detailed land use and impervious area calculations, and additional stakeholder meetings and outreach. Other Recommended Tasks The above information provides a response to the requested items under Lunenburg's RFP, however, may not meet all Year 2 requirements outlined in the permit. In response, the following are recommended tasks to be completed during Year 2, however are not included under CEl's Price Proposal. • Regulatory Mechanism Assistance - The 2016 Permit requires development of three regulatory mechanism addressing illicit discharges (Minimum Measure 3), erosion and sediment controls (Minimum Measure 4), and post-construction stormwater runoff (Minimum Measure 5). According to the Town's NOI, Lunenburg has all three regulations in place from back in 2007, however, the Post-Construction Stormwater Management requirements are substantially changed since the 2003 Permit. For example, the updated regulatory mechanism must have references to select MassDEP regulations and contain requirements specific to both re-development and new development which must be addressed. CEl recommends conducting a review of the Town's existing regulatory mechanisms, such as bylaws and accompanying regulations in order to determine recommended updates or changes. CEl would then provide a memorandum and/or redline markups of applicable regulations and bylaws for final adoption by the Town, along with meeting support. This task must be completed by the end of Year 2, or June 30, 2020. • IDDE Employee Training - Permittees are required to provide annual training to employees on several components, including IDDE program training on how to recognize illicit discharges. CEL recommends conducting a single training session with Town employees on the above topics as required by Minimum Measure 3 to fulfill annual training requirements. This task will also serve as a template for future training, should the Town wish to perform CEl Qualifications and Proposal Town of Lunenburg, MA Page 5-4 Request for Technical Proposals MS4 Permit Compliance Project ===PAGE 16=== perikles-vwne sevillwale drea Divis, subl ds bilellaton allt dotcntion vasllls, swales, and proprietary treatment devices on an annual basis. CEl recommends creating inspection forms tailored for different types of BMPs throughout the town and then performing an inspection of known stormwater BMPs to document existing conditions, required maintenance items, and opportunities for improvement. If requested or desired, CEI can perform this task in collaboration with a Town DPW employee or other person to train them on BMP inspection which would allow the Town to perform BMP inspections internally during future years. Results will be documented in a database for use by Town personnel during annual reporting activities. This task is required annually. • Stormwater Pollution Prevention Plans - The 2016 Permit requires facilities to prepared Stormwater Pollution Prevention Plans (SWPPPs) for maintenance garages, public works yards, transfer stations, and other waste handling facilities where pollutants are exposed to stormwater. A preliminary review indicates that the Town's highway garage is located outside of the regulated urbanized area, however the town should verify that no other facilities subject to SWPPP requirements are present within the urbanized area. • Field Activities - The 2016 Permit requires extensive field work, including items that must be completed by the end of Year 2 (e.g., mapping open chanel conveyances and connections with other MS4s) and Year 3 (e.g., inspect all High and Low priority utfalls during dry weather. Therefore, it is recommended that Lunenburg begin to conduct field work associated with mapping and dry weather screening in order to meet permit requirements on schedule. • Other Tasks - It is recommended that the following items be prepared if not completed during Year 1, however, each was required to be completed by June 30, 2019 and thus should be in place: • Construction Site Runoff Control Procedures • Catch Basin Cleaning Optimization Plan • Street Sweeping Plan • Winter Road Maintenance Plan Project Timeline All items must be complete by June 30, 2020. Care has been taken to schedule tasks for completion in advance of when they are needed. A schedule by task and detailed timeline are as follows. RECEIVED & FILED CEl Qualifications and Proposal Town of Lunenburg, MA Page 5-5 AUG 22 2019 LUNENBURG TOWN ERK OI Rede for Technical Proposa 154 Permit Compliance Projec ======================================================================================== DOCUMENT : 2019-08-01-agenda-5784.txt BOARD : stormwater-task-force DATE : 2019-08-01 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-08-01-agenda-5784.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08012019-5784 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-08-01-minutes-5784.txt BOARD : stormwater-task-force DATE : 2019-08-01 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-08-01-minutes-5784.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08012019-5784 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== stormwater. Matt Allison had previously worked on survey questions, so we took a look at what he had gathered. Matt produced a simple survey that would serve our purposes with very few alterations (attached). A motion was made by Jack Rabbitt to use this survey as a first step in determining our community members' knowledge of stormwater. Adam Burney offered to put it on Survey Monkey. It was determined that Phyllis would work on the Annual Report log of educational and public outreach activities and send it out to members for inclusion of any items she may have missed. Phyllis reported that she had attended the MA Statewide Municipal Stormwater Coalition Meeting earlier today. Commissioner Suuberg, of the MA Department of Environmental Protection (DEP), greeted all and spoke very highly of the work of the Statewide Coalition and the Central Mass Regional Stormwater Coalition (CMRSWC). There was information on the Think Blue Massachusetts Campaign work that members of the coalitions may add to their Annual Reports. Fred Civian, DEP stormwater coordinator, thanked all for their efforts and added that, due to his upcoming retirement, his successor will be announced in September. He also reported that, at the State level, the Wetland project rules are being worked on so that Conservation rules will work more harmoniously with the requirements of the Municipal Separate Storm Sewer System (MS4) Permit. The CMRSWC announced that there are 22 Standard Operating Procedures (SOP's) now available for download on their website. Meeting Schedule for the 3' quarter: August 15, September 12. All meetings, unless otherwise noted, are held on Thursdays at 6:30 pm, in the Ritter Building, upper conference room. Should additional meetings be required, they will be scheduled on the second or fourth Thursday of the month. Motion: Matt Allison To adjourn the meeting at 7:50 pm 2nd: Jack Rabbitt Vote: All in Favor Respectfully submitted, Phyllis Luck, Chair S WIF Vice Chair, BOS RECEIVED & FILED SEP 1 6 2019 LUNENBURG TOWN CLERK OFFICER ===PAGE 2=== 1. Do you recall receiving any educational materials, reading, or hearing about stormwater/water quality in the last 12 months? • Yes • No 2. What was the source of the material or information received? . Town of Lunenburg Massachusetts Department of Environmental Protection • THINK BLUE Massachusetts campaign • Other (please specify) 3. How was this information provided to you? • Newspaper • Booth at a Fair • Website • Television • Other 4. What do you see as the underlying cause(s) of the pollution in our local streams, rivers, and lakes? • Lack of education • Pollution prevention costs • Apathy • Lack of enforcement • Other ===PAGE 3=== • No 7. What manner of outreach would be most beneficial? Check all that apply. • Informational mailings (brochures and fact sheets) • Public information meetings • Information posted on Town website and/or Facebook page • Information on local cable channel • Other 8. Which of the following educational topics related to reducing pollution carried by stormwater would you find most useful? Check all that apply. • Pet waste • Car washing • Maintaining vehicles • Yard care (weed/feed, fertilizers, lawns, soils, watering) • Low Impact Development (porous pavement, rain gardens, green roofs) • Native plants • Storm drains • Wetland/stream maintenance • Chemical and hazardous waste storage • Other 9. Have you participated in a clean-up event in Lunenburg? • Yes • No ===PAGE 4=== 12. Do you think it would be beneficial to keep storm drains near your property free of debris (leaves, snow, etc.)? • Yes • No 13. Would you be willing to keep neighboring storm drains clear? • Yes • No 14. Do you perform yard maintenance yourself or contract out these services? • Perform myself Contract out 15. What is done with your lawn clippings after the lawn is mowed? • Mulched in place • Composted on the property • Removed by lawn care company 16. What becomes of your fall leaves? • Mulched in place • Composted on the property • Brought to Town collection center • Removed by lawn care company 17. Do you believe stormwater goes through a cleaning process before reaching our streams, rivers, and lakes? • Yes • No • Don'tknow ===PAGE 5=== ======================================================================================== DOCUMENT : 2019-08-15-agenda-5780.txt BOARD : stormwater-task-force DATE : 2019-08-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-08-15-agenda-5780.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08152019-5780 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-08-15-minutes-5780.txt BOARD : stormwater-task-force DATE : 2019-08-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-08-15-minutes-5780.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08152019-5780 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== evening. Town Manager Lemieux passed out copies of the Composite of Evaluation Scores, which placed both firms as Highly Advantageous overall, with CEI receiving all Highly Advantageous and Woodard and Curran receiving one Advantageous, with the remaining items scored Highly Advantageous. At 5:15, the SWTF welcomed CEI, thanking them for meeting with us. SWTF members had copies of the Non-Price Proposal, as well as the Price Proposal (attached). Nick Cristofori and Rebecca Balke proceeded to review CEl's proposal and qualifications, pointing out why they felt CEI was the best fit for Lunenburg's needs. CEI finished up at 6 pm. At 6:05, the SWTF welcomed Woodard and Curran, thanking them for coming in tonight. Scott Medeiros and Zachary Henderson spoke to a power point presentation (attached), outlining their proposal and why they, even though their price was likely much higher than the competition's, felt they were the best fit for Lunenburg's needs. At 7:25 pm, after all consultants had left the building, the Lunenburg group began discussing both proposals. Matt Allison started the discussion by pointing out he felt that CEI, being a much smaller firm, which did all of the work in-house and did not rely on subcontractors, was a better fit for Lunenburg. There was general agreement. The price differential between the two firms was substantial: Woodard and Curran came in at $127, 400; CEI at $32,400. Town Manager Lemieux felt that there may be additional costs associated with working with CEI, as tasks may be added; and that the Woodard and Curran price could perhaps be negotiated downward. However, the group felt that the initial difference was so substantial that it would be more advantageous to accept the lower priced CEI proposal. It was noted that DCI, which had initially bid on Year 2 work at the beginning of the calendar year, had a cost of $98,600 associated with completing the required Year 2 tasks. Matt Allison made a motion to authorize Town Manager Lemieux to award the Year 2 Contract to CEI and to proceed with negotiations for additional work that may be required to assist the Town in its MS4 compliance efforts. Jack Rabbitt seconded, all voted in favor. The group then focused on the CEI "Other Recommended Tasks" sheet. CEI Presenters had explained that they were unsure if Lunenburg had completed the tasks listed on this sheet, so did not include them in their proposal. However, these were tasks that could not be left undone, so worthy of note. The group authorized Town Manager Lemieux to reach out to CEI to make them aware that they'd been awarded the contract, and to then obtain pricing for other tasks the Town may decide to take care of in- house, or, if the price proves advantageous, to have added to the CEI contract. These include: • Regulatory Mechanism Assistance Updating MCM 5, Post-Construction Stormwater Management; other updates as required. These items are in the domain of the Land Use Director, he is interested in determining what the cost would be to have this outsourced rather than completing the tasks in-house). • Perform LID and GI review at the same time (in preparation for Year 4 work) ===PAGE 2=== wait. • Other Tasks: Catch basin cleaning optimization plan, Street Sweeping Plan, Winter Road Maintenance Plan It is understood that these are already done. Matt Allison then noted that the absence of the DPW Director at SWTF meetings inhibits progress and wanted to raise the issue while the Town Manager was present. He requested that the Town Manager ask DP W Director Rodriquenz to attend the next SWTF meeting to discuss the CEI contract and the future involvement of DPW manpower and equipment to assist with Stormwater tasks. Further, he asked that the DPW Director attend the first meeting with CEI. The Town Manager agreed to discuss this with the DPW Director and exited the meeting. As minutes approval had been omitted at the beginning of the meeting to allow for more time with the guests, Matt Allison made a motion to accept the minutes of the June 13 meeting; Jack Rabbitt seconded; all voted in favor. It was determined that the next meeting of the SWTF would be on Thursday, August 1, at 6 pm, in the Ritter upper conference room. Meeting Schedule for the 3rd quarter: August 1, September 12. All meetings, unless otherwise noted, are held on Thursdays at 6:30 pm, in the Ritter Building, upper conference room. Should additional meetings be required, they will be scheduled on the second or fourth Thursday of the month. Motion: 2"': Matt Allison To adjourn the meeting at 8:20 pm Jack Rabbitt Vote: All in Favor Respectfully submitted, Phyllis Luck, Chair SWTF Vice Chair, BOS RECEIVED & FILED AUG 22 2019 LUNENBERG LOWV CLERK OFFICE ======================================================================================== DOCUMENT : 2019-09-12-agenda-5781.txt BOARD : stormwater-task-force DATE : 2019-09-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-09-12-agenda-5781.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09122019-5781 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-09-12-minutes-5781.txt BOARD : stormwater-task-force DATE : 2019-09-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-09-12-minutes-5781.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09122019-5781 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Heather Lemieux had sent via email the Annual Report for the Municipal Separate Storm Sewer System (MS4) Permit, Draft (attached), earlier in the day. This draft had been supplied by the consultant hired to finalize the Annual Report for YEAR 1, Comprehensive Environmental Inc. (CEI), project lead, Nick Cristofori A discussion ensued concerning the draft. Adam Burney had noted that on page 3, "Annual training to employees involved in an IDDE (Illicit Discharge Detection and Elimination) program" had been left unchecked; however, Adam had participated in a training held by the Central Mass Stormwater Coalition (CMSWC), so he'd reached out to Nick to have this corrected, as well as the information concerning training included on page 4, and a further mention of IDDE training on page 13. All present were very pleased with the quality of the Annual Report; DP W Director Rodriquenz commented that Nick Cristofori had been very communicative and responsive during the process. When the few minor corrections have been completed, CEI will forward the Annual Report to the Town Manager, who will sign the report, so that it may be submitted to DEP/EPA in a timely fashion, prior to the September 30 deadline. In response to Adam Burney's suggestion at the August SWTF meeting, Phyllis Luck volunteered, at the last CMSWC Steering Committee meeting, to have Lunenburg host the MS4 Permit YEAR 2 required IDDE training. The Steering Committee was familiar with the suggested location, the large meeting room at the Lunenburg Public Library, as Lunenburg had hosted a Steering Committee Meeting there, so was very receptive to the offer. Phyllis will reach out to the Library to find suitable dates in April 2020 for this training. Having the training local will allow the DPW to have more personnel trained, and at no cost to the Town! Phyllis Luck reported on the Statewide Stormwater Coalition meeting held on 8/1/19. All present viewed the EPA Webinar on the submittal of the Year 1 Annual Report for the MS4 Permit. Newton Tedder went through the Keport, due September 30, 2019. He described the Annual Report as a "snapshot" of each community's efforts to comply with the YEAR 1 requirements of the MS4 Permit. His advice was "tell the truth". If there is a YEAR 1 requirement your community has not yet completed, say so, explaining why not and when it will be completed. He recommended that all Annual Report information be placed on each community's website, and that the web address where Annual Report documents are stored be listed, rather than attaching them to the Annual Report. The webinar, and FAQ's, will be placed on the EPA website. It was discussed that the Standard Operation Procedures (SOP) workshop in in the works. All were reminded that the "Rubber Ducky" video has been redone; it is now available for communities to put up on PAC and websites. It does take about 30 minutes to download. It was announced that the CMRSWC had been selected as a recipient of the EPA New England Environmental Merit Award, which was awarded in a ceremony at Faneuil Hall On September 10. The next meeting of the CMRSWC will be October 8, at 10 a.m., at the DEP, Worcester, office. ===PAGE 2=== (Senior Center, Town Hall, Conservation Commission Office, other?). Matt Allison announced that there will be Pumpkin Carving at 7 pm on October 18, at the Senior Center; perhaps that will be a good opportunity to have the stormwater survey available as it will be another opportunity for outreach. In discussing the next SWTF meeting, it was determined that this will be the opportunity to prepare a slide show for Town Meeting; all attendees are encouraged to bring their ideas for the November Town Meeting presentation to this meeting. Members had delayed minutes' approval to the end of the meeting. There were motions made by Matt Allison to approve the June 13, August 1, and August 15 meeting minutes; motions were seconded by Phyllis Luck, all voted in favor. Meeting Schedule for the 4'* quarter: October 24, November 14, and December 12. All meetings, unless otherwise noted, are held on Thursdays at 6:30 pm, in the Ritter Building, upper conference room. Should additional meetings be required, they will be scheduled on the second or fourth Thursday of the month. Motion: Matt Allison To adjourn the meeting at 7:15 pm 2nd. Phyllis Luck Vote: All in Favor RECEIVED & FILED Respectfully submitted, Phyllis Luck, Chair SWTF Vice Chair, BOS OCT 28 2019 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2019-10-24-agenda-5785.txt BOARD : stormwater-task-force DATE : 2019-10-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-10-24-agenda-5785.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10242019-5785 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-10-24-minutes-5785.txt BOARD : stormwater-task-force DATE : 2019-10-24 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-10-24-minutes-5785.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10242019-5785 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Heather Lemieux had sent via email the Annual Report for the Municipal Separate Storm Sewer System (MS4) Permit, signed by her, dated September 18, 2019, earlier in the day; this was notification to the SWTF that the Annual Report had been submitted, as required, on time (document attached). Adam Burney will add this document to the SWTF website by the end of this month Town Manager Lemieux forwarded earlier today, as requested, a link to copies of the Public Education and Outreach materials (attached) forwarded earlier by Comprehensive Environmental Inc. (CEI), the Town's Municipal Separate Storm Sewer System (MS4) compliance consultant. SWTF members will review these materials and will discuss usage of same at the next SWTF meeting. Adam Burney reported that the MS4 compliance fall message has been posted on the SWTF website. Phyllis asked that it also be placed in a more prominent setting, such as the Town's Facebook page. Phyllis reported that this message has also been posted to the Lunenburg Bulletin Scroll on the local cable access channel. Land Use Director Burney also reported that he'd updated the SWTF survey to include a colored Town Logo stamp, and that he'd placed hard copies at the Senior Center, Town Hall, and Library. Thus far, 19 persons have completed the survey on the SWTF's website. Phyllis asked that this also be placed on the Town's Facebook page and on the Town's website, and feared that it will remain "buried" if the only online access is via the SWTF's website. Phyllis will ask Town Manager Lemieux to send out a Town Wide email to encourage recipients to fill out the survey online (or via hard copy). The SWTF agreed that the survey should be available as a hand out at the November Town Meeting. Phyllis will work with Adam Burney to insure this action is realized. Adam Burney reported that one day of dry weather screening has been accomplished. Three days are planned in Year Two, with six days planned in total for Years Two and Three combined, but the amount of precipitation that has occurred this fall has made the Year Two goal difficult to achieve. The SWTF discussed setting up a meeting with the Town Manager, Land Use Director, and DPW Director to discuss projects planned and budget for Year Three. November 14 and November 21 from 5:30 to 7, will be targeted date options. Phyllis Luck will reach out to Town Personnel to try to make this happen. It was determined that it is premature to make a presentation to the November Town Meeting on MS4 Permit compliance. Several factors went into the decision, not the least of which is that the meeting is on a weekday evening and attendees will want to move through the warrant articles as quickly as possible. Further, the Central Mass Regional Stormwater Coalition will have a presentation on the creation of Stormwater Utilities/Enterprise Funds at its Annual Meeting on November 14. Several communities which have passed such enabling legislation will provide information on lessons learned, ===PAGE 2=== To adjourn the meeting at /:10 pm Respectfully submitted, Phyllis Luck, Chair SWTF Vice Chair, BOS Vote: All in ravor ======================================================================================== DOCUMENT : 2019-11-21-agenda-5782.txt BOARD : stormwater-task-force DATE : 2019-11-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/stormwater-task-force/2019-11-21-agenda-5782.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11212019-5782 ======================================================================================== ===PAGE 1===