A. ROLL CALL
Members Present: Richard Aries, Joseph Carino, and Robert Dickinson
Members Absent: Donald Antaya, Carol Fletterick, Vicki Paliulis, William Vees
Alternates Present: Ed Havens, Jr. sitting in for Vicki Paliulis
Richard Siedman sitting in for Carol Fletterick
Staff Present: C. Fred Shaw, Superintendent of Pollution Control
Ether A. Diaz, Recording Secretary
Public Participation: Don Gonsalves, 40 Bayberry Trail, South Windsor, CT
John Maciaga, 111 Oxford Drive, South Windsor, CT
Chairman Richard Aries called the meeting to order at 7:00 p.m. The following actions were taken during the September 4, 2012 Regular Meeting of the Water Pollution Control Authority (WPCA).
B. ACCEPTANCE OF MINUTES OF PREVIOUS MEETINGS
July 10, 2012 – Public Hearing
Due to the Labor Day Holiday some members of the Authority did not received the agenda and minutes of the last meeting in the mail. Chairman Aries raised a question in regards to the scope of services that was discussed on Page 4, Item 4. He explained that there is a description of the scope of services for the sewer system improvement; the amendment is not described in the minutes. Mr. Fred Shaw explained that this involved the engineering services for the construction administration and inspection phase service. A copy of the amendment was not provided at the last meeting, however, this was a continuation of discussion that the Authority previously had when they approved the agreement amendment for bidding services. There is reference to this amendment in Exhibit D of the minutes.
Chariman Aries appointed Mr. Ed Havens, Jr. to sit in for Ms. Vicki Paliulis and
Mr. Richard Siedman was appointed to sit in for Ms. Carol Fletterick.
Motion was made to accept the minutes of the July 10, 2012 regular meeting as presented.
The motion was made by Mr. Ed Havens, Jr.
The motion was seconded by Mr. Joseph Carino
The motion carried unanimously
C. NEW BUSINESS
1. L008 Pierce Road (Approval to Connect)
Mr. Fred Shaw reported that this property is located on Pierce Road and was previously discussed by the WPCA in obtaining approval from the Department of Energy and Environmental Protection (DEEP) to modify the Town sewer service area to include this property within the service area; the Town’s service area map has been updated since.
Mr. Andy Krar, Design Professionals, Inc.; presented the application. The project has received approval from Inland Wetlands Agency. The project, set on 25 acres, consist of a proposed single family house. Applicant requested approval to connect to the existing sewer located on Pierce Road.
Motion was made to accept the application of a proposed single family residential home for connection to the existing South Windsor sanitary sewer on Pierce Road; as more specifically shown on plans entitled “Ben Michaelson, L008 Pierce Road, South Windsor, CT”, prepared by Design Professionals, Inc., South Windsor, Ct. Project No. 2236, Sheet 4 of 4 “Plot Plan”, Dated 6/19/2012 and Revised on 7/16/2012. This approval is subject to the following conditions: (1) Technical approval of the Town of South Windsor Engineering Department; and (2) Final Authority approval and acceptance of the sanitary sewerage connection will be conditional upon the installed sewer line having been inspected by the Town staff, and upon the written verification of the Town staff that said sanitary sewer line
was installed in substantial conformance with the design plans approved by the Authority, and meeting all regulations and appropriate technical specifications relating to sanitary sewer construction.
The motion was made by Mr. Joseph Carino
The motion was seconded by Mr. Richard Siedman
The motion carried unanimously
2. Connecticut Studios, LLC Office Building (Approval to Connect)
Mr. Robert Smedburg, Vanasse Hangen Brustlin, Inc. (VHB), introduced the project. He explained that approval was previously received for the proposed four studio buildings and a mill building. The original site plans were modified to include an additional office building set on approximately 10 acres on Ellington Road. The plans were modified so as to also take advantage of some Geotech engineering efficiencies. The applicant obtained approval from the Planning and Zoning Commision for the project modifications.
In terms of the sanitary sewer lines, Mr. Smedburg explained that the studios itself was relatively low generator of sanitary sewer flows. The applicant proposed a 400 square foot building to be built along the frontage on Ellington Road. The building will connect to the sanitary system that was previously approved by the WPCA as part of the CT Studios Project.
Mr. Fred Shaw expressed that he did not received any information concerning the pump station. He reported that the original project that the WPCA approved, involved pumping up into the proposed development. Mr. Smedburg responded that the pump station would be carried as a provision within the portion of the development. The current proposal is with the installation of a sewer ejector pump system for the office building. The section of force main will be eliminated once the larger pump station is put in.
Mr. Ed Havens, Jr. asked if there is any current infrastructure. Mr. Smedburg responded that there is no infrastructure but the proposed office building is the initial phase of construction. A Member of CT Studios, LLC responded in preparation to start construction this place will be used to store any supply and equipment needed for that purpose.
Motion was made to approve the application as presented for connection to the Town’s sewerage system for a proposed office building located at R011A Chapel Road, 245 Chapel Road, R008 John Fitch Blvd., and 240 Ellington Road, South Windsor, CT, as more specifically shown on plans entitled “CT Studios, Security & Construction Office, South Windsor, Connecticut” Prepared by Vanasse Hangen Brustlin, Inc., Providence, RI; Sheet 1 of 3 – C-1 “Overall Utility Plan” Dated August 28, 2012, This approval is subject to the following conditions: (2) installation of a sewer ejector pump system for the Office and for the force main for connection to the previously approved sanitary sewer; (2) Technical approval of the Town of South Windsor Engineering Department; and (3) Final Authority
approval and acceptance of the sanitary sewerage connection will be conditional upon the installed sewer line having been inspected by the Town staff, and upon the written verification of the Town staff that said sanitary sewer line was installed in substantial conformance with the design plans approved by the Authority, and meeting all regulations and appropriate technical specifications relating to sanitary sewer construction.
The motion was made by Mr. Richard Siedman
The motion was seconded by Mr. Joseph Carino
The motion carried unanimously
3. Commercial Sewer Billing Adjustment – Acct No. 303760 (Approval)
Mr. Fred Shaw reported that the property located at 350 Chapel Road, South Windsor was on the list of all the MDC adjustments previously approved by the Authority. This property has a private meter that wasn’t taken into consideration at the time of the second billing. Mr. Shaw made the corresponding adjustment showing what the total bill should be (see Exhibit A.)
Motion was made to approve the adjustments of the User Charge from $3,970.67 to $1,359.56 for the FY 2011/2012 user bill for property located at 350 Chapel Road, in accordance with the memorandum from Mr. Shaw dated September 4, 2012 (see Exhibit A).
The motion was made by Mr. Joseph Carino
The motion was seconded by Mr. Richard Siedman
The motion carried unanimously
4. Residential Billing List (Approval)
Mr. Shaw provided a Memorandum to the Authority (Exhibit B). He reported that there have been 36 new residential sewer connections; and one residential disconnection on Sullivan Avenue. This property was taken off by the WPCA because the house was demolished. The proposed residential sewer billing list includes 8,098 units totaling $3,051,466 in revenue. In multiplying 8,098 by $374 did not equal to the total revenue that was presented ($3,051,466). In the Memorandum dated September 4, 2012,
it appeared to be that there is an error in calculations; therefore, Chairman Aries proposed postponing approval of the Residential Sewer User Charge billing list until the next WPCA meeting. Mr. Robert Dickinson proposed approving the sewer billing list at 8,098 residential units at the current sewer rate.
Motion was made to approve the Residential Sewer User Charge billing list for FY2012/2013 at 8098 units at the current sewer rate fee of $374.
The motion was made by Mr. Robert Dickinson
A discussion followed and the motion failed. It was determined that the billing was calculated at the sewer fee of $376.
Motion was modified to approve the Residential Sewer user Charge billing list for FY2012/2013 at $376.
The motion was made by Mr. Robert Dickinson
The motion was seconded by Mr. Joseph Carino
Town resident, Don Gonsalves expressed that the current approved sewer fee is $374 not $376. Town resident, John Maciaga agreed and the motion failed.
The motion was modified and reads as follows: Motion was made to approve the Residential User Charge billing list for FY2012/2013 based upon calculating the total revenue by multiplying 8,098 residential units times $374 (current sewer rate) as presented in the Memorandum from Mr. Fred Shaw dated September 4, 2012 attached hereto as Exhibit B.
The motion was made by Mr. Robet Dickinson
The motion was seconded by Mr. Joseph Carino
Mr. Shaw will further review this information and determine whether the information provided in his Memorandum is correct; this item will be included in the next meeting agenda for further discussion. The motion carried unanimously.
The motion carried unanimously
5. Clean Water Fund 503-C (Treatment Plant Upgrade) – Debt Service Schedule Changes (Discussion)
Included with the agenda was the draft of debt service schedules (Exhibit C) provided by the Department of Energy and Environmental Protection (DEEP). As previously reported the Town was provided with the debt service schedule which includes two options; to begin repayment of the loan on the treatment plant upgrade either this year or next year. In paying next year, the Town is also expected to make a 1/20th payment. DEEP and the Treasures Office reviewed the numbers previously provided and it was
discovered that there was an error. The original information they sent to the Town showed that delaying payment a year was in the Town’s best interest because they will save money by doing so. However, DEEP reviewed with the Treasurers Office the information that they had available to them and they determined that if the Town were to begin repaying this year rather than delaying it till next year, the Town will save more than $200,000 in interest expense. Mr. Shaw reported that the debt service schedule is a draft because the actual numbers will be determined at the end of the project when all of the costs are determined for this project. He expressed that he became concerned because the Authority have budgeted this year to put aside $700,000 to make that 1/20th payment but on the other hand the Authority needed to pursue the option must advantageous to the Town in terms of savings in the long term. Mr. Shaw discussed this matter with the Town
Manager; the Town could begin making the debt service payments on November 30, 2012. To meet this obligation, the Authority will be able to have sufficient funds available for the debt service loan in closing out two current capital projects – the “Sanitary Sewer Improvements Project”, and the “Dry Pit Pump Stations Project”.
Chairman Aries expressed that he would like to see the actual numbers before making any final decision. Mr. Shaw responded that he will provide that information within the next week. Final approval will be given upon the Authority receiving the final debt service schedule.
There was a consensus for approval for the option to begin repayment of the Clean Water fund loan this fiscal year for the Treatment Plant debt service sooner.
The motion was made by Mr. Robert Dickinson
The motion was seconded by Mr. Edward Havens, Jr.
The motion carried unanimously
D. COMMUNICATIONS AND REPORTS
1. Treatment Plant Upgrade (Progress Report)
Mr. Fred Shaw reported that the Town is in the process of closing out this project. A couple of issues were reported by the engineers; there is a problem with the bio filters, the piece of equipment that is used for odor control; there was a problem with the media, and compaction. However, this is an issue that doesn’t require holding up this project as it’s a small job to do. The bio filter is a matter for the contractor and the engineer to resolve. The Town Attorney sent a letter to both, the engineer and the contractor, to resolve this matter as soon as possible. In this letter, it was explained that although the Town is closing out this project, the Town is holding both the contractor and the engineer accountable for resolving this issue. Mr. Shaw explained that it
was decided close out this project and avoid $46,000 of interest expense cost.
Mr. Shaw also reported that the Town did not received full eligibility from the State for the screen of trees to be used at the Treatment Plant. The total cost for the trees is about $26,000, but the State was going to consider $10,000 as eligible for a grant and loan. The State informed the Town of this decision late in the project; delaying this project will result in $46,000 of interest expense. Therefore, this project will be handled by the Town.
2. Sewer System Evaluation Project (Update)
Mr. Shaw reported that 1100 feet of concrete pipe on Chapel Road has been replaced. There still more work to be done at the intersection of Clark Street and Chapel Road; the contractor has to extend the gravity section of pipe at the end of the force main. They will also rehabilitate a couple of the manholes on Chapel Road; the existing pavement on Chapel Road will be milled and repaved. The area residents have been informed by letter on the progress of this project. The next work to be atempted will be the slip lining of the pipe on Route 5 and Chapel Road.
Mr. Joseph Carino asked Mr. Shaw if in the overall evaluation for the total system, has there been anything surprising that he has not yet reported to the Authority. Mr. Fred Shaw responsed that he has not yet reported to the Authority in regards to the inflow and infiltration because he does not have the final report. However, he reported that the testing was done during the spring time to measure storm events. The extraneous flow component, was not inflow but infiltration. So it seems that the extraneous flow is coming from underground. The engineer is in the process of producing a final report.
3. Dry Pit Pump Station Upgrade (Progress Report)
The dry pit pump station upgrade project is near to completion. A change order providing more time to the contractor was signed by the Town Manager; the contractor has two more months to complete this project. This extension is based upon certain events such as the contaminated soil at the Barrington Estates pump station. Mr. Shaw also reported that the pumps at Barrignton have been clogging up. There is some kind of synthetic material; it is believed to be coming from the condominiums but is not certain. A similar situation was also experienced at the Ellington Road pump station. The engineer is in the process of trying to determine what the problem is due to, as this problem was not encountered before. An insert will be prepared for sewer billing advising residents to be careful
as to what they put down in the drains. Although there has not been any residential back flow problems reported, there has been a problem with the pumps at the new station.
4. Task Force Committee (Discussion)
Mr. Shaw reported that a meeting hasn’t been set up yet, however, the Town staff received data from the Connecticut Water Company concerning flows. There is a wide variation of flows; they estimated that the flow was an arithmetic average of 64,000 gallons which includes the multi family houses, the condominiums as well as the apartments in Town. In a review of the information that the Connecticut Water Company provided, a single standard deviation unit was determined to be 54,000 gallons; so will be a great variation of flow rates, and it will be difficult to predict future water consumption rates.
Chairman Aries reported that this information relates to whether the Authority is going to alter the long standing system of flat billing or base sewer use bills on water meter records. He believed that implementing any fair billing will be difficult as there will always be many exceptions, and differences that will be to determine what is actually discharged to the sewer from every house. The task force has yet to really discuss this matter.
Chairman Aries asked to add a new Item to the Agenda as Mr. Shaw had information to provide regardign the Town’s Sewer Service Area Map.
Motion was made to add to the Agenda Item D5 - Sewer Service Area Map -Discussion.
Motion was made by Mr. Richard Siedman
Motion was seconded by Mr. Ed Havens, Jr.
The motion carried unanimously
5. Sewer Service Area Map – Discussion
Mr. Fred Shaw reported that in the past the interpretation of the State DEEP was that the Town’s sewer service area map needs to be compatible with Office of Policy and Management (OPM). The current OPM policies seems to fit very well with the original sewer development map that the Town had before this discussion. A meeting is scheduled between the Town staff and DEEP to resolve this matter.
E. PUBLIC PARTICIPATION - None
Town residents John Maciaga and Don Gonsalves were in attendance; Chairman Richard Aries thanked them for joining the meeting this evening.
F. BILLS, CHANGE ORDERS, DISBURSEMENTS - None
G. UNFINISHED BUSINESS - None
H. MOTION TO GO INTO EXECUTIVE SESSION TO DISCUSS PENDING CLAIMS - None
I. ADJOURNMENT
Motion was made to adjourn at 8:25 p.m.
The motion was made by Mr. Ed Havens, Jr.
The motion was seconded by Mr. Richard Siedman
The motion carried unanimously
Respectfully Submitted,
______________________________
Ether A. Diaz
Recording Secretary
Originally Posted: September 13, 2012
Approved Date: October 2, 2012
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