Water Pollution Control Authority
Regular Meeting Minutes
January 8, 2008
A regular meeting of the Water Pollution Control Authority was held on Tuesday, January 8, 2008 at the Wastewater Treatment Plant. The members in attendance included:
Mark Barmasse, Chairman Dave Kelsey Dennis Griswold
John Hanson Roger Abraham (arrived 5:35PM)
Mr. Lindland was not in attendance. Also attending were Vincent F. Susco Jr., Public Utilities Administrator and Pam McCann, Recording Secretary. Members of the public included Bob Heidel, Past Chairman of the Public Water System Task Force, John Tuttle, Town Council Liaison, George Pfaffenbach, Board of Finance Liaison and Jack Hesen, Economic Development Commission.
Call to Order
Chairman Barmasse called the meeting to order at 5:30 P.M.
Approval of Minutes
Chairman Barmasse called for the approval of the minutes of the December 4, 2007 regular meeting. Mr. Hesen requested that a correction be made on the sixth bullet of his report. The members agreed to change Route 12 to Route 16 on page one of the minutes. Upon motion by Mr. Hanson, seconded by Mr. Kelsey, the revised minutes of the regularly scheduled meeting of December 4, 2007 were approved by a 5-0 vote.
Chairman Barmasse called for the approval of the minutes of the December 18, 2007 Special meeting. Mr. Kelsey, motioned, seconded by Mr. Hanson, to approve the minutes. The minutes were approved by a 5-0 vote.
Revised Agenda:
Chairman Barmasse requested of the members to allow the Municipal Water System Update agenda item to be taken up at this time. This request was to allow Town Council Liaison John Tuttle to participate in any discussion before leaving for a 6:00 PM. of the Town Council. After motion by Mr. Hanson and second by Mr. Griswold, the agenda change was approved.
Public Water System
Mr. Susco reported on the December 12, 2007 meeting between the Department of Health Services (DOHS) and members of the Town. The purpose of the meeting was to discuss the current Consent Order in light of the recent failed referendum vote. The DOHS applauded the Town on its effort to move a centralized system forward in order to address the needs of the Village Center but in light of the failed referendum felt a more timely solution should now be addressed.
Officials of the DOHS requested that the Town go back and reevaluate several alternatives that had been dismissed in the past. It was agreed the current Consent Order would be extended until January 31, 2007 and then closed. A new Consent Order would be issued after a Sanitary Inspection of the Village Center Water System was conducted. This inspection would take place in early January 2008. A lengthy discussion followed.
Mr. Heidel suggested the purpose of this meeting was to a large degree to maintain current EPA funding levels for the DOHS.
Mr. Tuttle reported the DOHS seems to believe more water might be available from the current wells in the Village Center. He would also like to see the system expanded to serve more businesses\residences if possible.
Management pointed out that the current registered safe yields of the wells serving the VCWS are greater then the average daily demand of the system. The problem lies in the inability of the current water treatment plant to treat sufficient water to meet that demand. The shortfall is resolved by purchasing water which is not an approved solution of the DOHS. He suggested a new treatment plant along with relocations of the sanitary and storm water systems within the sanitary radius of Well #1 would eliminate the Health Code violations. He cautioned the members on the ability to add new customers until more information is available and pointed out this solution would have no future value should a larger centralized system be built.
Mr. Heidel reported the Facilities Committee is advocating for a new Town Hall campus in the Village Center. This three story building would include commercial establishments on the first floor.
Mr. Hanson mentioned that the Library should be connected.
Mr. Susco suggested all such requests for water service should be presented to the Town Council as it will be their job to determine to what extent any expansion of the Village Center Water System will be.
Mr. Tuttle left the meeting at 6:00 PM.
Mr. Barmasse requested that the remaining water related items be taken up at this time.
Mr. Susco presented an update on the water issues associated with Skinner Street. The Town and the owner of 25-27 Skinner Street (Epoch Arts), Mr. Edwin Barton, are still negotiating for water service. Negotiations have centered around a property exchange between Mr. Barton who owns the water tower on Walnut Street that the Town requires for fire protection and a water service to 25-27 Skinner Street. Mr. Susco indicated he had been instructed to estimate the cost of a water main extension on Skinner Street for this purpose.
Mr. Griswold questioned the availability of water service to the intervening property. Mr. Susco reported on a recent conversation with the attorney representing 21 Skinner Street and that the owner was not interested in receiving water service. He felt leaving a water lateral might be the prudent course of action but that any final connection would need to be presented to the Town Council.
Mr. Hanson left the meeting at 6:09 PM.
Mr. Susco reported the aforementioned sanitary inspection of the VCWS took place this morning. The findings will be available in February. These findings will be the focus of the new Consent Order.
Town Center Water System Operations
Management reported on a very poor month of operations at the VCWS. A second carbon filter has failed. Carbon filter #4 has been off line since the summer and on Christmas Eve carbon filter #2 failed. This places the plant at it lowest treatment capacity and required that the Joint Facilities rebuild and replace one of the filters as quickly as possible. On December 31st, filter #4 was placed back on line using the one spare replacement filter purchased in 2002. Management explained how the damaged sustained in filter #4 occurred and that this damage prevented the filter from being used in the future. He produced several visual examples of the damage and explained a new filter, distribution hub and media would cost in excess of $10,000.00. He recommended the
purchase be postponed pending the decision as to whether or not a new water treatment plant would be built at the site.
Before responding to questions from the members he reported the month of January has not started out well either as the iron and manganese filters # 1 & 2 have failed.
Royal Oaks Water System Operations
Mr. Susco reported that the developer and his engineer are still working on a corrosion control plan for the water station and that the plant continues to function within parameters.
Proposed Public Water Systems
No activity was reported on the Village @ Long Crossing.
Belltown Place
Recent conversations with the DOHS indicated that several issues are of concern. The State will be responding in writing shortly.
Mr. Barmasse returned to the regular agenda at this point.
Public Comments
No comment at this time.
Review of Correspondence
Correspondence was reviewed and are made of these minutes. There were no questions asked at this time.
Economic Development Commission
Mr. Hesen reported there has been no official meeting of the EDC as yet this year. He mentioned that Illano’s Restaurant of Middletown was considering the Donut Depot building and www.wine.com has located at the liquor store in Lakeview Court.
Town Council Liaison
Even though Mr. Tuttle had to leave early the board officially welcomed him as Town Council liaison.
Board of Finance Liaison
The board welcomed George Pfaffenbach back as Board of Finance liaison. Mr. Susco requested that Mr. Pfaffenbach provide a place holder in the Town’s Capital Budget for the VCWS Consent Order discussed earlier in the meeting.
Committee Reports
Joint Facilities Committee
Chairman Barmasse reported that the Joint Facilities did not meet in December and that the next meeting is January 15, 2008.
Operations, Management & Budget Committee
Mr. Susco reported the WPCA and Water budget status reports show that 50% of the year has past. No variances were reported for the WPCA budget; however, he indicated both water budgets continue to experience unforeseen expenses which will impact the overall yearly water budget.
Mr. Susco described the timeline for the preparation of the 08/09 budgets. As in years past, work on the Joint Facilities expense budget will need to be concluded in March in order for Joint Facilities action at the April 15th meeting. A draft WPCA expense budget will be available in April (separate mailing) for approval at the May 6th WPCA meeting. Water Budgets will be available in late May. At the June 10th WPCA meeting these budgets should be approved for recommendation to the Town Council. Presentation to the Town Council will be at their June 24th meeting.
Sewer Development
Skyline Estates Phase 1A
The Developer continues to work on the 5 items remaining on the punch list. Design of the Clark Hill pump station and standby generator is almost complete.
Skyline Phase II
No activity occurred on this section of this subdivision.
Belltown Place
Mr. Susco reported CLA is still reviewing the wastewater plans.
Village @ Long Crossing and Butler Industrial Park.
No activity occurred on these subdivisions.
East Hampton\Marlbrough Sewer Connection
Management reported award letters have been mailed to the contractors for the construction of the system. Work is proceeding with a spring construction date in the offing. Mr. Susco provided an update of the construction plans and costs associated with the East High Street sewer main being constructed in concert with the Marlborough system.
Based upon low bids received by Marlborough the Town’s construction costs are estimated at $681,783.96. Management recommends a contingency of 10% should be added to this number bringing the total construction costs to $750,000.00. Construction inspection services (based upon our February 3, 2005 contract with Weston and Sampson Engineers) have been estimated to be $36,200.00 for a total estimated cost to East Hampton of $786,200.00. Management indicated a full report will be presented for action by the members at the February meeting.
New Business
Future Sewer Connection Charges
Mr. Barmasse requested management recap the need for a sewer connection charge and the results of his findings.
Mr. Susco indicated the Public Hearing for the setting of proposed new and supplemental sewer benefit assessments will be held at the Water Pollution Control Authority on Tuesday, March 25, 2008 at the Treatment Plant. This will be the last meeting for new and supplemental sewer benefit assessments as the debt associated with the original 20 year financing for the construction of the wastewater system will be paid off and the timeframe for collection of such assessments will be concluded. All assessments set at the Public Hearing will become due May 1, 2008 and payable in full by June 1, 2008. This event sets the stage for the introduction of a sewer connection charge.
Mr. Susco explained that wastewater improvements which will require new financing are several years away, however, it is strongly recommended by management that a sewer connection charge be in place for any request for sewer service after May 1, 2008. This charge should remain in affect until such time that financing arrangements for the new improvements are determined and new fiscal parameters are established.
Mr. Susco explained there was no right way or generally accepted practice to be followed in the establishment of such a charge and for that reason several models for consideration have been prepared. Mr. Susco presented these models and administration factors for their consideration which where contained in his memo distributed to the members prior to the meeting and which are made part of these minutes. Action was tabled until the next meeting.
Code of Conduct
Mr. Barmasse distributed the Town’s Code of Conduct to the members and all members read the notice as instructed by the Acting Town Manager. A copy is made part of these minutes.
Old Business
Mr. Susco reported repairs on the Rapallo Viaduct were completed on December 31, 2007 per the contract. The contractor has remobilized at the Lyman Viaduct and repairs where begun. He suggested members visit the site as the uniqueness of the repairs certainly is worth the visit.
Adjournment
Mr. Abraham motioned, seconded by Mr. Griswold, to adjourn the meeting. All voting in favor, the meeting was closed at 7:55 P.M.
Respectfully submitted,
Pamela McCann
Recording Secretary
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