Water Pollution Control Authority
Regular Meeting Minutes
November 4, 2008
A regular meeting of the Water Pollution Control Authority was held on Tuesday, November 4, 2008 at the Wastewater Treatment Plant, 20 Gildersleeve Drive, East Hampton, CT. The members in attendance included:
John Hanson Mark Barmasse Gregory Allen Dag Lindland
Robert Heidel David Kelsey
Roger Abraham was not in attendance. Also in attendance were Mr. Christopher Wester and James O’Brien from Weston & Sampson Engineers. Representing the WPCA was Vincent Susco, Public Utilities Administrator, and Pam McCann, recording secretary.
Town representatives in attendance included; Jeffery O’Keefe, Town Manager, John Tuttle, Town Council and Jack Hesen, Economic Development Commission.
Call to Order
Chairman Barmasse called the meeting to order at 5:50 P.M.
East High Street\Marlborough Wastewater Sewer System Update
Mr. Barmasse introduced representatives of the Weston & Sampson Engineers (WSE) to update the members on the progress of the Marlborough wastewater system and specifically the pipe work in East Hampton and easement required for the Distillery Pump Station upgrade.
Mr. Wester apologized to the board members for missing the meeting in October. He presented the latest revisions to the equipment arrangement for the pump station which would allow for all new construction within the WPCA’s current easement. Also presented was a second arrangement that would allow for improved sight lines and aesthetics but would require an additional easement from the property owner. He informed the members of the possibility of a delay claim from the contractor due to the length of time to negotiate a resolution to this problem. Mr. Susco updated the members on the progress of the negotiations. A lengthy discussion followed and management was requested to present and explain both arrangements to the property owner with emphasis on the time constraints we are now up against.
Mr. O’Brien explained the additional costs associated with the installation of the piping. He explained additional amounts of ledge, concrete road base, traffic control and pipeline accounted for the additional cost to the Town of East Hampton $172,142.00. Construction is moving ahead of schedule and is anticipated to be completed in early December. His progress report is made part of these minutes. An intense questioning period followed for both representatives of WSE. Mr. O’Brien offered to return for the December 2nd meeting to provide an additional update.
Mr. Susco recapped management’s original financing proposal presented to the Authority. He explained this cost overrun will exceed the contingency of the project and that an additional $125,000.00 will be required from the WPCA Capital Budget. The following motion made by Mr. Hanson and seconded by Mr. Lindland was unanimously approved.
RESOLVED, that the Water Pollution Control Authority does hereby authorize management to transfer $125,000.00 form the WPCA Capital Fund Balance - Fund 66 to the WPCA Sewer Dev. Fund Balance - (Fund 52). This transfer is to be used for the Marlborough Wastewater system cost overruns as discussed at the WPCA November 4, 2008 meeting as presented by Weston & Sampson.
Representatives of WSE left at 6:55P.M.
At this point Chairman Barmasse requested that agenda items requiring Authority action be taken up at this time.
Item 9D.1A Purchase of StandbyGenerator for Clark Hill Pump Station.
Mr. Susco explained the purchase of the standby generator for the Clark Hill Road is available through the state Department of Administrative Services, Contract # 03PSX0282 award date July 23, 2003 end date June 30, 2010. This State contract has been awarded to Advance Power Services, LLC of Plainville Ct. who currently is the vendor for all the WPCA standby generator maintenance services.
He explained Town purchase guidelines allow the direct purchase, if through the State contract, without bidding. Based upon their quote of $24,036.00 and their very qualified service it would be appropriate to make this purchase. This purchase has been budgeted for in line item #5898 North Main Street PS upgrade. The following motion made by Mr. Heidel seconded by Mr. Hanson was approved 5-0. Mr. Allen rescued himself from the vote.
RESOLVED, that the Water Pollution Control Authority does hereby authorize management to purchase one (1) Kohler Model # 50REOZJC 50KW Generator 120/208 volt as specified through the State Department of Administrative Services, Contract #03PSX0282 award date July 23, 2003 end date June 30, 2010. Said generator is earmarked for the upgrade of the Clark Hill Pump Station. Direct purchase through Advance Power Services, LLC of Plainville Ct., the WPCA’s current standby generator maintenance services vendor and awardee of Contract # 03PSX0282 is permitted under Town purchase guidelines without bidding. This purchase is a budgeted item. Cost per Advance Power Services quote of October 17, 2008 is $24,036.00.
Item 9D.6A Hyde Farm Terrace Acceptance of the Wastewater System and Release Maintenance Bond
Mr. Susco indicated all issues have now been resolved and it is time for the WPCA to accept the wastewater system and release the maintenance bond for Hyde Farm Terrace. At a duly called meeting of the East Hampton Water Pollution Control Authority held on March 6, 2007 it was unanimously agreed to release the Construction Bond and pursuant to the Developer’s Permit Agreement post a performance Bond in the amount of $7,150.00 represented by Banknorth, N.A. Irrevocable Letter of Credit, #0444729-0205. This project has received final approval from the Town Engineer. At the present time all conditions of the June 26, 2006 Voluntary Sewer Lien have not been met. At the appropriate time a final release of the VSL will be presented. The following motion made by Mr. Hanson and seconded by Mr. Lindland
was unanimously approved.
RESOLVED, that the Authority hereby accepts as part of the Town’s public sewer system, the sewer system for 11 residential lots on Hyde Farm Terrace as shown on plans entitled, “Forest Hill Estates” Prepared for Forest Hills, LLC, East Hampton, CT Date: February 2006 as revised through March 29, 2006, by Chatham Engineering, Inc, 138 Case Street, Norwich, CT, which plans or maps are on file in the Town Clerk’s Office of the Town of East Hampton, to which reference may be had for a more particular description thereof said acceptance being contingent upon receipt by the East Hampton Water Pollution Control Authority of a duly executed conveyance instrument, in the form prescribed by the Authority’s attorney.
Furthermore, the Maintenance Bond in the amount of $7,150.00 effective March 6, 2007 represented by Banknorth, N.A. Irrevocable Letter of Credit, #0444729-0205 is hereby authorized to be returned to the Developer.
Item 9D.1 Skyline Estates Partial Release
Mr. Susco reported that a portion of this project represented by; lots 7, 8, 9, 10, 15-79, 16-80 and 16-81 on Sunrise Lane and lots 11, 12, 13, 14, 15, 20, 21, 48, 49, 50 and 51 on Skyline Drive has reached substantial completion. This represents 41% (18/43) of the lots. The Developer has requested a partial release of the Construction Bond represented by a Letter of Credit from Banknorth, N.A. # 20002788 in the amount of $675,000.00. Mr. Susco indicated this Construction Bond represents $500,000.00 for collection system and $175,000.00 for the upgrades to the Clark Hill Pump Station. With the approval of the Authority the reduction factor of 41% will be applied to the collection system portion of the Construction Bond. The following motion made by Mr. Lindland seconded by Mr. Hanson was approved
5-0. Mr. Allen rescued himself from the vote.
RESOLVED, that the Water Pollution Control Authority does hereby acknowledge that a portion of the project know as Skyline Estates has reached substantial completion and does hereby approve a partial release ($209,000.00) of the Construction Bond represented by the Irrevocable Letter of Credit for Skyline Estates, LLC in the amount of $675,000.00, (Banknorth, N.A.-#20002788). Such release represents; lots 7, 8, 9, 10, 15-79, 16-80 and 16-81 on Sunrise Lane and lots 11, 12, 13, 14, 15, 20, 21, 48, 49, 50 and 51 on Skyline Drive. This represents 41% (18/43) of the lots. Such reduction factor is to be applied to the to the collection system portion of said Irrevocable Letter of Credit.
Furthermore, the WPCA will reduce the Construction Bond by $209,000.00 upon the Developer presenting a separate one year Maintenance Bond in the amount of $20,900.00 for these 18 lots. The Developer is furthermore required to provide an addendum to the Letter of Credit from Banknorth, N.A. # 20002788 in the amount of $466,000.00. This bond will remain in effect until the completion of the Clark Hill Pump Station ($175,000.00) and the remaining 25 lots ($291,000.00).
At 7:10 PM Chairman Barmasse tabled the remaining items on the agenda until the next scheduled meeting in order that a joint meeting between the Authority and the Planning & Zoning Commission could be convened. After a short discussion with members of the P & Z commission it was determined to reschedule this meeting. The Authority continued with the remaining agenda items.
Town Council liaison John Tuttle left the meeting.
Approval of Minutes
Chairman Barmasse called for the approval of the minutes of the October 14, 2008 public hearing meeting. Mr. Allen, motioned, seconded by Mr. Hanson, to approve the minutes as revised. The minutes were approved by a 5-0 vote.
Chairman Barmasse called for the approval of the minutes of the October 14, 2008 special meeting. Mr. Hanson, motioned, seconded by Mr. Lindland, to approve the minutes. The minutes were approved by a 5-0 vote.
Public Comments
There was no public comment.
Review of Correspondence
The correspondence list was reviewed by the members and is attached to these minutes. Mr. Allen questioned item #3, the Annual Report for Oakum Dock Diversion Permit. Mr. Susco explained all Diversion Permits issued by the DEP require the applicant submit an annual status report. He explained ours is somewhat unique as we have not actually pumped any water as of yet. The Water Development Task Force has requested that the three (3) year exemption for construction be extended as the Town continues to resolve land access issues.
Economic Development Committee
Mr. Hesen reported on the following:
· The EDC has a program whereby five (5) business owners are contacted each month to see how things are doing and if anything new is planned.
· The EDC is promoting five (5) historic sites in the Village Center.
· Work continues on the Town’s December celebration similar to “First Night in Hartford”. There will be 12 activities planned starting Nov 28th.
Mr. Hesen reported he has resigned from the EDC effective with the end of the year and that this will be the last meeting he will attend as the EDC liaison. Chairman Barmasse expressed the best wishes of the Authority and welcomed Mr. Hesen back in the future.
At this time Chairman Barmasse took a moment to report that Mr. Lindland has been reappointed to the board and welcomed new member Robert Heidel.
Town Council Liaison
Mr. Tuttle was present at the meeting until 7:10 P.M. No liaison report was given.
Board of Finance Liaison
No liaison was present.
Operations, Management & Budget Committee
Chairman Barmasse requested management report on the Regular Meeting of the Joint Facilities Committee held on Tuesday, October 21, 2008. Mr. Susco indicated the wastewater treatment plant operated within parameters and that numerous annual maintenance procedures that are required during the fall were completed.
The plant’s residual management company, SYNAGRO, has instituted a fuel surcharge for their services. This increase in fees will have a minimal effect on the budget.
Mr. Susco reported on the October 4, 2008 failure of one of the three Moyno sludge pumps. Attempts to have the pump repaired by the supplier were not successful. This pump is original to the plant and has been rebuilt several times and has reached the end of its useful life. By e-mail each member of the Joint Facilties was made aware of this incident and the approximate $30,000.00 purchase cost. Each member authorized immediate action. A similar pump manufactured by Tarby, Inc was located and on October 7, 2008 a purchase order was issued for $26,000.00.
The septage receiving facility has failed once again requiring the haulers to dump waste in the manhole at the top of the driveway. This procedure causes odor complaints and requires additional man hours at the headworks to clean the channel monster. The repairs to the equipment were accomplished but a new basket will be needed in the near future if we are to have this unit remain as a backup.
Mr. Susco reported that plant operators have been working with New England Interstate Water Pollution Control Association toward the development of a Nitrogen Tool Box program. The purpose is to develop parameters that will maximize nitrogen removal for wastewater plants throughout New England. He explained this was an excellent opportunity for exposure within the wastewater association.
Mr. Susco reported on a larger unanticipated Joint Facilties Undesignated Fund Balance than was expected. The Joint Facilties discussed using this balance to fund the replacement of the second Lakeside Screen/Basket, Moyno Sludge Pump, septage receiving facility improvements, the remaining professional services for the septage receiving facility and the new vehicle purchase which had been designated to come from the Capital Budget. The total of these requests was $344,203.00.
Work continues on the Septage Receiving Facility, NPDES permit, improvements at Flat Brook Pump Station and the Town of East Hampton’s Energy Committee.
The meeting concluded with a discussion of the Town of East Hampton’s request to prepare a waiver request for presentation to the Town Council of East Hampton because the Moyno pump replacement purchase exceeds the ($10,000.00) bidding threshold. Discussion was tabled due to the absence of one member from each Town.
Budget Status
Mr. Susco reported on the budget status of the WPCA and Water Operating accounts. He indicated all budgets remain within parameters.
Mr. Susco reported on the need to eliminate line item Inter-Fund Transfer – OUT account # 61-58-581-5898 in the amount of $25,750.00. Future budgets prepared by the WPCA will not include the line item. The following motion made by Mr. Hanson and seconded by Mr. Lindland was unanimously approved
RESOLVED, that the Water Pollution Control Authority does hereby authorize
Management to transfer $25,750.00 from Inter-Fund Transfer – OUT
account # 61-58-581-5898 to Bldg & Equip. Maint. Repair account # 61-58-0581-5430.
Public Water System
Town Center Water System Operations
Mr. Susco updated the members on the progress of the Consent Order. Work is finishing up at the Town Center water treatment plant and on the sewer line relocation in Bevin Boulevard. A successful recovery test was recently completed. The hydropnuematic tank is scheduled to be closed over the Veteran’s Day holiday. Training for the operators is schedule for next week.
Mr. Susco suggested members should have an opportunity to tour the treatment plant in the next few weeks. Mr. Hanson complimented Mr. Susco on his commitment to complete this project in such a timely and efficient manner.
Work on Skinner Street has not received the necessary State road opening permits and may have to be postponed until spring.
Royal Oaks Water System Operations
Mr. Susco reported on a failed chemical treatment pump that resulted in several days of poor water quality. The problem was resolved with internal labor and the water quality has improved. Work continues on the installation of corrosion control equipment. The treatment equipment has been salvaged from the VCWS.
Proposed Public Water Systems
Belltown Place
Mr. Susco reported the Developer and the Town continue to work towards an agreement to own and operate the water system. Six (6) wells have been drilled and five will be pump tested as part of the agreed upon aquifer stress pump. Each well will be limited to producing 10 gpm. The aquifer stress test is scheduled to begin November 19, 2008. Management responded to several questions from the members.
Hampton Woods
There is nothing to report at this time.
Public Water System Guidelines
Mr. Susco indicated additional time will be necessary as the work associated with Belltown Place has taken precedence.
Sewer Development
Belltown Place
There is nothing to report at this time.
Flanders Road Force Main Extension
Mr. Susco reported work has begun on obtaining the required utility easement across the State property between Summit Street and Flanders Road.
Old Business
Mr. Susco reported, upon the advice of counsel, that the WPCA is no longer able to assist the property owner at 3 Valli Drive with their erosion issues.
Adjournment
Mr. Allen motioned, seconded by Mr. Lindland to adjourn the meeting. All voting in favor, the meeting was closed at 8:10 P.M.
Respectfully submitted,
Pamela McCann
Recording Secretary
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