Water Pollution Control Authority
Regular Meeting Minutes
September 1, 2009
The regular meeting of the Water Pollution Control Authority was held on Tuesday, September 1, 2009 at the Wastewater Treatment Plant, 20 Gildersleeve Drive, East Hampton, CT. The members in attendance included:
Mark Barmasse, Chairman David Kelsey
John Hanson Roger Abraham
Dag Lindland
Also in attendance was Vincent F. Susco, Jr., Public Utilities Administrator. Pam McCann served as recording secretary.
Call to Order
Vice-Chairman Kelsey called the meeting to order at 5:32 P.M.
Approval of Minutes
Vice-Chairman Kelsey called for the approval of the minutes of the August 4, 2009 regularly scheduled meeting.~ Mr. Hanson, motioned, seconded by Mr. Lindland, to approve the minutes.
The minutes were approved by a 4-0 vote.
Public Remarks
There was no public comment.
Review of Correspondence
The correspondence list was reviewed by the members and there were no questions.
Town Council Liaison
No liaison was present.
Board of Finance Liaison
No liaison was present.
Operations, Management & Budget Committee
Chairman Barmasse arrived at 5:40PM
Report of Operations
Chairman Barmasse presented the Joint Facilties Report. He reported the plant continues to be operated within parameters and that no violations have been received. Work on the Marlborough Wastewater System is rapidly coming to a close and the operators have been attending several training sessions for the new pump stations and the odor control equipment. The Joint Facilties approved the recommended transfers by management to allow for the closing of the fiscal year and several operational suggestions for the use of the Undesignated Fund Balance (UFB). This discussion will continue at the next meeting.
At the next meeting the members will also review the bids for the painting/coating of the Administrative Building roof.
Mr. Susco reported on the modification language to the Inter-Municipal Agreement that was recommended by the Joint Facilties. He explained management pursued these timing changes to the Agreement to allow more time to accommodate each Town’s budget cycle. Any change to the Agreement requires both WPCA’s of the Towns of Colchester and East Hampton to adopt. After discussion the following resolution moved by Mr. Lindland, seconded by Mr. Abraham was unanimously adopted:
RESOLVED: that the Water Pollution Control Authority does hereby approve and adopt the recommendations of management to the East Hampton/Colchester Inter-Municipal Agreement substantially in the form presented at this meeting.
Furthermore that Chairman Barmasse be authorized to sign and accept the terms and conditions of the Agreement for the Town of East Hampton Water Pollution Control Authority
Budget Status
Chairman Barmasse called upon Mr. Susco to present the WPCA Budget Status report.
He explained several minor variances in the WPCA and Water budget that he believed could become permanent, however, it remains early in the fiscal year.
Management presented the annual review of sewer connection and sewer connection permit fees; Gravity Sewer Permit, Grinder Pump Sewer Permit, Fats Oil & Grease Permit, DEP Discharge Permit and Developers Outlet Charges. Mr. Susco indicated all fees were adjusted last year except for the DEP Discharge Permit which was last adjusted in 2006. Mr. Susco recommended a public hearing for the adoption of the following rates:
from to
Gravity Sewer Permit: $100.00 $125.00
Grinder Pump Permit: $150.00 $175.00
Fats, Oil Grease Permit: $275.00 $300.00
DEP Discharge Permit: $200.00 $250.00
Developer’s Outlet Charge $2,500.00* $2,500.00*
Residential Sewer Connection Charge $2,500.00 $2,500.00
Comm/Ind Sewer Connection Charge $2,500/2500 sq ft. $2,500/2500/sq ft.
Sewer Connection Charge (Marl) $4,460.00 $4,460.00
* charge is assigned at the time a Developer’s Permit Agreement is signed
Mr. Susco presented the proposed revenue budget for fiscal year 2009/10 which had been distributed to members with the mailing of the meeting package. He outlined the steps necessary to provide for a balanced operating fund and the necessity for a sewer use fee increase as a result of increasing operational expenses. His review included the expenses associated with grinder pump repairs and a comparison of the proposed rates with towns of comparable size and neighboring towns. Mr. Susco reported on the balance of the Beneficial Sewer Assessment account and suggested that reinvestment be pursued with the Town’s Finance Department. A lengthy discussion of the material followed.
The following resolution moved by Mr. Lindland and seconded by Mr. Kelsey was unanimously adopted:
RESOLVED: That the Water Pollution Control Authority set a Public Hearing for 5:30 P.M. on Tuesday, October 6, 2009 at the offices of the WPCA to present proposed sewer connection and sewer connection permit fees.
The following motion made by Mr. Abraham and seconded by Mr. Lindland was unanimously approved by the board:
RESOLVED: that the WPCA does hereby rescind the transfer of $ 40,000.00 from acct. 61-58-0581-5980 - Res. for Capital to Capital Fund Balance taken at the regular scheduled meeting of the WPCA held on March 3, 2009.
Furthermore, that the WPCA does hereby approve the following transfer of $18,415.00 from acct. 61-58-0581-5980 - Res. for Capital to Capital Fund Balance (Fund 66).
The following resolution moved by Mr. Lindland and seconded by Mr. Hanson was unanimously adopted:
RESOLVED: Effective October 1, 2009 the gravity sewer user rate is established at $280.00 per unit and $370.00 per unit for those units with grinder pumps maintained by the WPCA
The following resolution moved by Mr. Lindland and seconded by Mr. Kelsey was unanimously adopted:
RESOLVED: that management is hereby authorized to invest up to $900,000.00 of the Sewer Beneficial Assessment account into long term investment vehicles subject to the recommendation of the Director of Finance.
Public Water System
Town Center Water System Operations
Mr. Susco mentioned the treatment system is running well. This summer the production wells were only running 4-5 hrs to keep up with the demand on the system.
Royal Oaks Water System Operations
Mr. Susco reported the Developer is getting ready to finalize the work on Phase I of the Royal Oaks subdivision. Final paving of Royal Oaks Drive is scheduled for October and before that can be accomplished several water gate boxes need to be realigned or replaced. Closing documents and as built plans for the property will also be finalized shortly.
Mr. Susco reported well #3 has shown a 50% loss of production since the beginning of the year. Mr. Susco speculated that iron probably plugged the screen of the pump. At this point the well should be redeveloped by Subsurface Technologies (estimated to cost $10,000.00) which was very successful at Town Center Well #1 and #2 and a replacement well pump be installed (estimated to cost $1,500.00) to restore the well to its original capacity. Mr. Susco explained the importance of performing this work during low demand periods in order to have the well available for the spring of 2010.
Mr. Susco suggested the cost of the work should be placed upon the users of the system. He explained a Water Infrastructure and Conservation Adjustment (WICA) should be considered for recouping these costs. This charge, authorized under Connecticut law and approved by the DPUC allows for adjustments in rates for replacement of water system infrastructure. Under this scenario Royal Oaks users would see a surcharge (estimated to be $25.00) on their water bill for 4-5 months to pay for these expenses.
After a lengthy discussion the board members agreed to have Mr. Susco present this proposal to the Town Council.
Proposed Public Water Systems
Belltown Place
There has been no activity on this project.
Sewer Development
East High Street/Marlborough
Mr. Susco mentioned all contractors should be done and completed with the installation of the sewer extension from Marlborough to East Hampton by October 31, 2009. The project is still within the budgeted numbers.
Mr. Susco mentioned last Friday he had a meeting with the Town of Marlborough, Kovac Construction and Weston & Sampson regarding the Flygt pumps for the East High Street Pump Station. These pumps were ordered as an equal to the more expensive pumps that were specified on the plans. Unfortunately, these pumps are much longer than the specked pumps. By the end of the meeting Weston & Sampson had agreed to pay 2/3rds of the $32,200.00 restocking fee for these pumps and Kovac’s agreed to pay 1/3rd of the cost. Mr. Susco was hopping to tell the board the new pumps have been ordered, but he hasn’t received confirmation of this yet. The lead time is approx 4-5 weeks.
Mr. Susco mentioned that Mr. Jackowitz has agreed to the planters and to the color, but not the species. He would like a species that maintains its foliage for the full year. A meeting with a landscape architect is schedule for September 9, 2009.
Skyline Estates
Mr. Susco reported that the one-year maintenance period for the first phase of Skyline estates (23 lots) has expired. Bond release and acceptance of the sewer system is now required pursuant to the March 21, 2007 Developers Permit Agreement. The WPCA is presently holding a Banknorth, N.A. Letter of Credit (LOC) #20001927 in the amount of $47,850.00. This LOC represents the Performance Bond for lots (#1, 2, 3, 4, 5, 6, 16, 17, 18, 19, 52, 53, 54, 55, 56, 57, 58, 59, 60, 61, 62, 63 and 64).
Mr. Susco indicated at the present time all conditions of the March 21, 2007 Voluntary Sewer Lien have not been met. At the appropriate time a final release of the VSL will be presented.
The following resolution moved by Mr. Hanson seconded by Mr. Lindland was unanimously adopted:
RESOLVED: that the Authority does hereby accept as part of the Town’s public sewer system, the sewer system for 23 residential lots on Sunrise Lane and Skyline Drive and approximately 1,000 feet of gravity sewer main on Clark Hill Road as shown on plans entitled, “Skyline Estates-A Single Family Residential Subdivision, Clark Hill Road/Midwood Farm Road, Prepared for the Skyline Estates, LLC, 42 East High Street East Hampton, CT. Date: December 16, 2005 as revised through August 29, 2006, by Land Resource Consultants, Inc, Cromwell, 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 $47,850.00 effective August 19, 2008 represented by Banknorth, N.A. Irrevocable Letter of credit, #20001927 is hereby authorized to be returned to the Developer.
Mr. Lindland left the meeting at 7pm.
Old Business
Bethlehem Lutheran Church
Mr. Susco indicated we have received a response from Landmark East Hampton, LLC (Shaw’s) regarding the cost associated (zero cost) with the easement necessary to serve Bethlehem Lutheran Church. This final piece of the puzzle allowed management to report to BLC that the total cost for a water main extension to serve the church will be over $100,000.00. This cost breakdown represents $40,000.00 for Shaw’s engineering and legal expenses and $60,000.00 material and installation of approximately 1050 feet of pipe. Mr. Susco has had no response from the church.
New Business
Mr. Susco presented a new manhole realignment program resulting from inquires of the manholes located along Route 16. He outlined the present protocols based upon current state and local pavement replacement schedules. He then compared the present day costs to the cost and magnitude of this new program based and upon very conservative assumptions the program became cost prohibitive. After a lengthy discussion the members tabled any further action.
Mr. Susco reported that the East Hampton Housing Authority has sent a letter thanking the Joint Facilities staff for their assistance during a recent backup problem they were experiencing. Mr. Susco explained the backup was not related to the main but rather an individual lateral which was eventually cleared by the Authority calling a local plumber. Mr. Susco shared the letter with staff.
Mr. Susco presented the WPCA Annual Report which was prepared as a collaborative effort with Chairman Barmasse.
There being no further business, the next meeting is scheduled for Tuesday,
October 6, 2009 beginning with a Public Hearing at 5:30 PM.
Adjournment
Mr. Kelsey motioned, seconded by Mr. Abraham, to adjourn the meeting. All voting in favor, the meeting was closed at 7:15 P.M.
Respectfully submitted,
Pamela McCann
Recording Secretary
Approved by unanimous vote of the Water Pollution Control Authority on October 6, 2009.
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