Water Pollution Control Authority
Regular Meeting Minutes
April 6, 2010
The regular meeting of the Water Pollution Control Authority was held on Tuesday, April 6, 2010 at the Wastewater Treatment Plant, 20 Gildersleeve Drive, East Hampton, CT. The members in attendance included:
Mark Barmasse, Chairman Dag Lindland Elizabeth Mackie
John Hanson Dave Kelsey
Mr. Abraham was not present. Also in attendance were Jeff O’Keefe, Town Manager, Vincent Susco, Public Utilities Administrator, Pam McCann, recording secretary and
Rose Gavrilovic, GEO Insight, Inc.
Members of the public included Peter Carli, representing Hampton Woods Development, LLC, Allison Borowski, 5 Nicholas Ct, Erica Silverman, 47 Royal Oaks Ave., Kelly Scott, 55 Royal Oaks Ave., Peter Braga, 11 Julia Terrace, Jeff Sickles, 21 Julia Terrace, Amy Geoffrey, 7 Julia Terrace, Karyn Vai, 10 Julia Terrace.
Call to Order
Chairman Barmasse called the meeting to order at 5:29 P.M.
New Member
The members welcomed Elizabeth Mackie as a new member to the board.
Royal Oaks Water System- Water Quality by GEO Insight
Chairman Barmasse called for the water quality engineering repot prepared by Geo Insight, Inc. and presented by Mrs. Gavrilovic. The report has been made part of the minutes. Upon recapping the background of the problem and explaining the data collection that was necessary, several options were proposed and discussed. Each option was evaluated by the WPCA. Based upon their evaluation and upon the recommendation of the engineer no one option alone had the ability to resolve the issues. Only by combining four options (construction of a blow-off, addition of a chemical contact tank, addition of a third greensand filter and cleaning/rehabilitation well #3) could a substantial improvement in water quality be assured.
Mr. Susco explained that one of the options recommended, the cleaning/rehabilitation of well #3, uses a proprietary process called Aqua Freed. This item exceeds the Purchasing Guidelines established by the Town. This option is estimated at $14,000 and was very successful at Well #2 at the VCWS. At that time the WPCA received an exemption from
the Town’s 12.07 Purchasing Ordinance under section 4 (d) and (g) i.e. Health and Safety and no comparable bids available. He recommended that this procedure be repeated.
After a lengthy discussion GeoInsight was requested to present an addendum to their report. This addendum was to quantify engineering and inspection costs, additional
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operational expenses expected as a result of the modifications and a timeline for completion. Mrs. Gavrilovic indicated this can be accomplished within a short time.
Mr. Susco indicated costs to date are approaching $4,500.00 and to resolve the situation an additional sum of $35,000.00 would be necessary to move forward with the recommended options. Mr. Susco emphasized the importance of moving forward quickly in order to avoid the possibility of water restrictions.
To pay for the treatment modifications management proposed a $10.00 per month water infrastructure surcharge on every EMU. Such surcharge will remain on the bills for 39 months. This was determined based upon the full cost to complete this project ($39,500.00) and the users (102 EMUs - 82 homes plus Memorial School) to be served by the system.
Mr. Barmasse requested that further discussion on the subject be tabled to allow for public comment on the topic. The members agreed.
Mr. Peter Braga, 11 Julia Terrace, indicated that there was a lack of communication regarding the event. He felt utilizing the electronic media would be timelier than the articles placed in the local newspapers. Mr. Braga expressed satisfaction in the information that was presented this evening and felt the financial impact was acceptable if he could be assured that clean water could be delivered.
Ms. Allison Borowski, 5 Nicholas Court, mentioned she received “rust remover” from representatives of the WPCA after contacting the office. Although she appreciated the efforts she was concerned over the length of time to resolve the problem and the health concerns of the water. Ms. Borowski expressed dissatisfaction in the financial solution.
Ms. Kelly Scott, 55 Royal Oaks Ave, had to leave the meeting before public comment, but left a dinner plate to demonstrate what has happened as a result of this incident.
Ms. Karyn Vai, 10 Julia Terrace, questioned the cause of the poor water quality and if there were any similar events in the Town.
Mr. O’Keefe, Town Manager, introduced himself to the public and indicated his office was also available to assist and requested the WPCA present its recommendations to the Town Council at their next regularly scheduled meeting Tuesday April, 13, 2010.
There being no further comments the Chairman closed the public comment and with the assistance of management responded to several of the concerns expressed.
Chairman Barmasse called for action and the following resolution moved by Mr. Lindland, seconded by Mr. Hanson was unanimously approved:
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RESOLVED: that the WPCA does hereby accept the April 6, 2010 report of GeoInsight, Inc. and recommends to the Town Council that the four (4) options contained in the report be authorized to proceed.
Furthermore, that the WPCA received an exemption from the Town’s 12.07 Purchasing Ordinance under section 4 (d) and (g) i.e. Health and Safety and no comparable bids are available for the services to be provided for by Subsurface Technologies, Inc. and
Furthermore, to pay for the treatment modifications that a $10.00/EMU monthly water infrastructure surcharge be levied on property owners served by the Royal Oaks Water System. Such surcharge will remain on the bills for 39 months.
The customers from Royal Oaks left the meeting at this point, 6:35 P.M.
Approval of Minutes
Chairman Barmasse tabled action on the March 2, 2010 minutes until a quorum of the members attending the meeting were present.
Review of Correspondence
Correspondence for the month of March was reviewed and no comments or questions were made from the board members.
Town Council Liaison
Mr. Susco reported that this item will be struck from the agenda as this is no longer an activity of the Town Council.
Board of Finance Liaison
No liaison was present.
Committee Reports
Joint Facilities Report of Operations
Chairman Barmasse reported on the Regular Meeting of the Joint Facilities Committee held March 16, 2010. He reported the plant operated within parameters for the period even though heavy rain storms in February did some minor damage in all three towns.
With the completion of the new Lakeside Unit repairs were made to the original Lakeside. The plant now has two fully functional units. This redundancy will eliminate the need for haulers to dump into the manhole at the entrance of the building thereby eliminating a source of odors in and around the vicinity of the plant.
The Department of Environmental Protection completed its annual spot inspection of the plant and except for some minor signage over indoor doorways there were no violations associated with the plant’s operational status.
Management will shortly begin the search for an operator as a result of a recent opening.
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Mr. Barmasse reported the current alarm company, KX – Colchester, which provides emergency communication services on a 24/7 basis for the Joint Facilties will no longer be providing this service after July 1, 2010. Presently there are over 35 stations both water & wastewater in four towns that they monitor. Management will have a recommendation before July 1, 2010.
A tour of the wastewater facility will be conducted at 4:00 P.M. on April 20, 2010.
A review of the budget status indicated all line items remain within parameters. The Joint Facilities have reached an agreement on a 3-year labor contract and adopted the working agreement.
Management was authorized to proceed with invitations to bid the HVAC system for the Administration Building.
The Committee authorized management to proceed with a contract with Mr. Grant Weaver, The Water Plant Inc., to look into reducing the plants nitrogen load. Payment to the Water Planet under this 5 year contract will be based upon the amount of savings generated as a result of their work.
Operations, Management & Budget Committee
Budget Status
Mr. Susco presented the Budget Status report of the WPCA. He indicated the recent series of heavy rain events will likely place line item #5430 – Bldg & Equip Maint/Repair over budget.
Mr. Susco presented the WPCA end of year transfers for fiscal year 09/10. These transfers are made part of the minutes. After responding to questions from the members the following motion moved by Mr. Kelsey, seconded by Mr. Hanson, was unanimously approved:
RESOLVED: that the Water Pollution Control Authority does hereby approve the line item transfers for the WPCA fiscal year ending June 30, 2009 substantially in the form presented at this meeting
Mr. Susco opened a discussion of the proposed WPCA 2010/2011 fiscal year operating budget which is attached and made part of these minutes. The budget was prepared utilizing a modified zero-based budgeting philosophy, i.e. to provide for all 2010-2011 expenses at the same expenditure rate as 2009-2010 except where known changes can be identified. Management’s proposed budget reflects an increase in expenses of $11,170.00 or 1.16% over last year. Mr. Susco identified several key items:
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- The WPCA is driven by the flow received at the wastewater treatment plant and the percentage of that flow that is derived from East Hampton. East Hampton’s 2010-11 annual contribution to the Joint Facilities has been determined to be $613,081.00 (account #5899). This represents a $7,955.00 increase over last year and is 71% of the overall increase in the proposed WPCA budget.
- Contract discussions have been completed. Wages have been adjusted for both the 2009-10 and 2010-11 fiscal years.
- Last years’ changes in staffing levels have resulted in the forecasted savings.
A review of the proposed expense budget followed with discussion and additional detail being provided where appropriate. Management concluded by indicating no action will be taken at this meeting. Adoption is anticipated at the May 4, 2010 meeting. As in the past, management will be recommending a revenue budget at the September meeting after the close of this fiscal year.
Mr. Susco reported on both water-operating budgets. He reported there are no new variances to the Town Center Budget and the system is running well.
The Royal Oaks Budget continues to run in the red and is likely to be even greater in debt should the water quality modifications previously discussed be adopted by the Town Council.
Public Water System
Town Center Water System Operations
Mr. Susco reported the water system continues to perform within design limits and that there were no operational problems to report.
Mr. Susco presented the recommendation for a water connection fee at the Town Center Water System. He explained that improvements to the treatment process, under the 2008 Consent Order, have resulted in an increase in the safe yield for the system. This increase has been quantified as an additional 7,100 gallons per day of available water. The Town’s Water Task Force has requested the WPCA develop a fee structure that is fair and reasonable to future customers that could be served by this additional increment of supply. After a lengthy discussion the following resolution moved by Mrs. Mackie, seconded by Mr. Lindland was unanimously adopted.
RESOLVED: that the Water Pollution Control Authority does hereby recommend to the Town Council that a Capital Improvement Fee of $2,675.00/EMU be added to the present connection fee of $1,250.00 for all future connections made to the Town Center Water System. Such total charge of $3,925.00/EMU will be payable in full at the time the water permit is taken out and will be used to offset operational expenses of the system. Should the connection fee be changed, the Capital Improvement Fee will remain fixed.
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Proposed Public Water Systems
Belltown Water System
Mr. Susco indicated there was no new information to report.
Hampton Woods Water System
Mr. Susco reported work continues on Phase 1B – Section 16-262m-1 (e) of the certificate process. He explained Phase 1B evaluates the well yield and water quality data so that proper pump sizing, storage and appurtenant equipment and any required treatment processes can be incorporated into the design of the water system.
A Diversion Permit application required under the Town’s regulations is also being worked on and he expects a copy of the application shortly.
Municipal Water System
Mr. Susco reported the 2006 STAG Grant Application has been submitted.
Work continues on the Request For Qualifications (RFQ) for a Project Manager.
The Town has submitted a request for $5,800,000.00 under the State Health Department’s Drinking Water Revolving Loan Program.
Sewer Development
Belltown Wastewater System
Nothing to report.
Hampton Woods Wastewater System
Mr. Susco reported work continues on the wastewater system for the project. Prior to tonight’s meeting the Public Hearing for the project was conducted. Mr. Susco indicated no public comment was received. Final comments from our engineer, CLA, Inc., are expected shortly and once they are addressed by the Developer a recommendation for a Developers Permit Agreement will be forth coming.
Old Business
Sewer Use Charge Audit
Mr. Susco reported on the initial results of the sewer use audit. Four letters were send out and all parties responded resulting in an increase in EDU’s of 12.7 units. Mr. Susco indicated other than a few cordial questions from the recipients all willingly participated in the audit. A second set of letters will be prepared for mailing shortly as the program continues.
New Business
There was no new business to report on.
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Adjournment
Mr. Lindland motioned, seconded by Mr. Abraham, to adjourn the meeting. All voting in favor, the meeting was closed at 7:45 P.M.
Respectfully submitted,
Recording Secretary
Approved by unanimous vote of the Water Pollution Control Authority on May 4, 2010.
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