Members Present: Chairman Douglas R. North, Vice Chairman Stephen C. Lobik, Clerk Joseph M. Prior
Assistant Superintendent: Thomas J. Murphy
Secretary: Dale Barnes-Johnson
Open the Meeting: The meeting was called to order at 6:30 p.m.
OLD/NEW BUSINESS
Water & Sewer Liens FY2012
Present: Finance Director Deborah Mahar and Collector Dorothy P. Jenkens
The Warrants to Lien to Real Estate dated December 5, 2011, included several small amounts under $10.00, the Commission was wished to get a better understanding of how the Lien Process works, and to see if it was cost efficient to lien low amounts, and to find what costs if any were incurred during this lien process.
The Collector explained the delinquent amounts liened are listed separately on the Real Estate Tax, the mortgage company pays the lien and tacks the amount on to the end of the mortgage or escrow until the next years Real Estate Tax at which time escrow is recalculated. Therefore no balances are carried over from FY to FY, payment is applied to interest then principal.
Demand Notices are issued within 15 days of the last quarter due date, notification that delinquent amounts will become a lien typically appear on their quarterly bill. If a property is sold, Liens are taken care of during the closing. The Collector gets calls from mortgage companies verifying amounts liened.
In the past the MW&S Dept. was provided with a list of Water/Sewer Delinquent Accounts for review, and then issued Final Notices the beginning of December prior to the printing of the Real Estate Tax Bill. This allowed ratepayers the opportunity to clear up any oversights or small amounts that would otherwise become lien. The W&S Dept. would like to continue this process as in the past. Dale has made a note to begin this process in November this upcoming year.
The Commission thanked Debbie and Dot for coming to the meeting to enlighten them to the process.
Department Activity:
It is still unknown of the length of time Craig will be out. The Commission asked how the extra responsibility is being handled. Administrative tasks have been picked up by Dale, while Tom manages stations; station maintenance and field work with Jan. Tornado Services are still being addressed (services being cut and capped, tied in and turned on, etc.), Water Line Repairs, New Services, and New Construction continue all which require updated drawings and record keeping.
MEMA Quarterly Report for Mechanic Street ~ Prepared and submitted in December.
Monthly Bacteria Samples ~ Dale prepared the Chain of Custody Report and Sample labels for routine monthly samples, which were good.
DEP Monthly Reports ~ Dale prepared the December Chemical and Chlorine Reports from the Pump Station Records, as Certified Operator, Tom reviewed and signed the reports, they are due the 10th of each month.
3rd Quarter Billing Process ~ Replacement workstations are up and working, new handhelds and meter reading software is in place. Tom and Jan completed meter reading. Dale is in the process of finishing the Manual and Big Meter Book 7 reads, exporting the reads, reviewing the data and completing the Vadar Billing Process.
FY2013 Budget ~ Preliminary work begun early December, once billing is complete Dale will continue the budget process and evaluating usage and rates for the Commissions review.
Sanitary Survey ~ Compliance due by February 10, Mass DEP evaluation of the water system, and specific required and recommended actions, the report contains time sensitive requirements, which are summarized in the Compliance Plan Tables. The Compliance Plan Tables and signature page needs to be returned to MassDEP by February 10, 2012.
NEXT MEETING: The next meeting has been set for Wednesday, January 25, 2012 at 6:30 p.m.
ADJOURN: A motion was made by Doug to adjourn at 7:30p.m. Motion seconded by Steve. Motion passed unanimously.
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Joseph M. Prior, Clerk
cc: Selectmen
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