Members Present: Chairman Stephen C. Lobik, Vice Chairman Douglas R. North
Superintendent: Craig W. Jalbert
Secretary: Dale Barnes-Johnson
Open the Meeting: The meeting was called to order at 6:30 p.m.
Accept the Minutes: A motion was made by Doug and seconded by Steve to accept the meeting minutes of October 17, 2007. Motion passed unanimously.
OLD BUSINESS:
S.R.F. Project ~ New Tank ~NatGun (the concrete tank company) submitted a revised quote of $760,000 for the tank, site work and contingencies, which is less than the original quote. There are still a lot of “ifs” and we are still waiting to here back about the steel tank price. Craig informed the commission we are not under obligation to take the low bidder, in regard to style (concrete or steel). Our choice can take into account life cycle cost and what our preferred style of construction is.
Bethany Road Upgrades ~ Craig is getting quotes for tree work at the site. This would take care of the incredibly tall pines which could potentially snap and fall on the brand new building.
Palmer Bill / Letter ~ At the last meeting things looked as if the 4th Quarter for FY07 would be paid from existing encumbered funds, however, that is no longer the case as Craig was informed of a mistake in the formula which carried over the wrong numbers. Craig explained to the Commission how troubled he was that there was no prior notice to prepare for the costs being billed to us. Salaries alone increased over $92,000 and included a portion of the DPW Director’s salary. Other factors include an increase in their Maintenance Line Item from $80-$90,000/year to $134,000/year although a lot of maintenance was one time replacements. Fuel went up $10,000, Electricity $2,000, and they also included a $30,000 truck with no advance notice. Because they now operate similar
to an Enterprise Fund the town of Palmer is charging them indirect costs of $75,000 which include 10% of the Town Managers budget, which has never been charged back to us.
Craig has been studying the Contract, and we are to pay a portion of the direct costs of the operation, maintenance and repair of the Plant and Pump Stations 1 & 2 only. The Commission agreed this bill seems to include additional expenses that do not involve the operation of the plant. Craig spoke with our Town Administrator and Finance Director who also agree it does not seem reasonable to charge now for something not charged before with any advance notice or negotiation. Discussion took place on the next step we should take. Steve and Doug agreed that the new charges should not be included on our bill and directed Craig to begin drafting a letter to Palmer outlining our concerns. Craig informed them that the DEP could mediate any dispute
regarding interpretation of the agreement. The Finance Director and Town Administrator have also volunteered to sit in on any negotiations. As far as indirect costs are calculated, there are no set rules or guidelines from the Department of Revenue, although they will step in if it appears these costs are not consistent. If it turns out the total amount must be paid, Craig suggests we submit an article to transfer from sewer free cash to pay the prior year’s bill, then transfer a sum of money from sewer free cash to this year’s budget and then institute a rate change in the spring for the FY2009 budget.
Article Requests ~ Craig explained to the Commission how the Finance Director has grouped articles according to projects and or re-occurring projects which will reduce the number of articles, and allow simpler tracking of expenditures.
1. To see if the Town will vote to transfer and appropriate a sum of money from the Water Enterprise Fund to go towards the State Revolving Fund (S.R.F.) Project, or take any other action relative thereto.
The sum of $XXXXXX is being requested for transfer from the Water Enterprise Fund to go towards the S.R.F. Project out of pocket expenses not covered under the Drinking Water State Revolving Fund (DWSRF) loan program.
$39,692.95 for remaining design fees, T&H revised agreement to include Steel Tank
$85,500.00 for Inspection/Construction Administration fees
$17,000.00 for tree removal at Bethany Road Well
$45,212.16 to replenish expenses paid from FY08 Budget
2. To see if the Town will vote to transfer and appropriate a sum of money from the Water Enterprise Fund to the Well Improvements Account, or take any other action relative thereto.
The sum of $48,000.00 is being requested, the breakdown is as follows:
$12,000.00 to go toward Palmer Road Station Roof Repairs
$36,000.00 to go towards Bunyan Road Well cleaning
3. To see if the Town will vote to transfer and appropriate a sum of money from the Sewer Enterprise Fund to the Sewer Inflow & Infiltration (I&I) and Repair Project Account or take any action relative thereto.
The sum of $50,000.00 is being requested to go towards the Inflow & Infiltration (I&I) Inspection and Repair Project.
4. To see if the Town will vote to transfer and appropriate a sum of money from the Sewer Enterprise Fund to the Sewer Easement Clearing Account for tree removal on cross-country sewer easements.
$20,000.00 is being requested to pay for on-going easement clearing.
5. To see if the Town will vote to transfer and appropriate from the Sewer Enterprise Fund Free Cash a sum of money to the Sewer Bills of Prior Years, or take any other action relative thereto.
$XXXXX is needed to cover the deficit due for the 4th Quarter Bill for Fiscal 2007.
6. To see if the Town will vote to transfer and appropriate from the Sewer Enterprise Fund Free Cash a sum of money to the Sewer Department Maintenance of Joint Treatment Account, or take any other action relative thereto.
The department requests $XXXXX be transferred from the Sewer Enterprise Fund to cover the FY08 bill as our charge from Palmer are expected to increase exceeding the FY08 $215,000 budget amount. The department foresees adjusting the Sewer Rate in the spring to cover FY09 charges.
Board of Health ~ Craig is concerned with the on-going grease issues on Main Street, and has sent a letter to the BOH urging a town wide grease policy be put in place as expressed before. The need for such a policy was evident after this Falls Preventative Maintenance program performed by the department as Main Street was 80% clogged. An entire day was spent addressing this situation; in the area there are three probable contributors, however the need for something town wide for all restaurants needs to be in place and enforced before another major backup occurs. Discussion took place on re-writing our regulations stipulating that a mechanism is required to be in place and maintained and that new establishments have a separator installed, and if jetting the line is required customers will be
charged a fee to do so. Craig’s concern was that the department doesn’t have the time, manpower, logistics or power to enforce/manage such a policy, however the BOH does, and they already do yearly inspections. Craig received a response from the BOH and has a meeting with them next Friday.
Macomber ~ Craig has received two submittals from Mr. Leo Cortina. The first is for a 382 foot sewer extension on Macomber Rd to service the house he recently purchased and for future expansion on the property north of the road. The second is a 1000 foot pressurized sewer system for five lots on Upper Palmer Road and future expansion on the property east of the road. The Commission recalled Mr. Cortina was previously asked to have a study done, with a survey that determines how many additional connections our existing system can handle, which Craig does not believe was done.
Craig received an evaluation of the submittal from Dave Loring at Tighe & Bond, who points out once this is in the street it is public property which the department would have to maintain. He also had a problem with the sizing of the pressurized system for the five houses, and leaving it open ended.
The Commission agreed the first step that needs to take place is for the study to take place, and paperwork submitted to back it up. Craig will draft a letter of response to Mr. Cortina’s engineer.
NEXT MEETING: The next meeting has been set for Tuesday, November 20, 2007 at 6:30 p.m.
ADJOURN: At 7:45 p.m., a motion was made by Doug and seconded by Steve to adjourn. Motion passed unanimously.
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Douglas R. North, Vice Chairman
cc: Selectmen
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