A. ROLL CALL
Members Present: Richard Aries, Donald Antaya, Robert Dickinson, Vicki Paliulis
Members Absent: Carol Fletterick, William Vees
Alternates Present: Ed Havens, Jr. sitting in for Ms. Carol Fletterick
Richard Siedman sitting in for Mr. William Vees
Staff Present: C. Fred Shaw, Superintendent of Pollution Control
Ether A. Diaz, Recording Secretary
Michael J. Gantick, Director of Public Works
Others Present: Philip Forzley, PE, Fuss & O’Neill (Medical Office Building)
Don Gonsalves, Town Resident
Liz Pendleton, Councilor (Liaison to WPCA)
Stephen Wagner, Councilor (Liaison to WPCA)
Chairman Richard Aries called the meeting to order at 7:00 p.m. The following actions were taken during the January 7, 2014 Regular Meeting of the Water Pollution Control Authority (WPCA).
Chairman Richard Aries appointed Mr. Richard Siedman to sit in for Mr. William Vees; and Mr. Ed Havens, Jr. to sit in for Ms. Carol Fletterick.
B. ACCEPTANCE OF MINUTES OF PREVIOUS MEETINGS
1. December 3, 2013, Regular Meeting
Motion was made to accept the minutes of the December 3, 2013 regular meeting as presented.
The motion was made by Mr. Ed Havens, Jr.
The motion was seconded by Mr. Donald Antaya
The motion carried unanimously
Ms. Vicki Paliulis arrived at 7:03 p.m.
C. NEW BUSINESS
1. Medical Office Building, Unit 14-Evergreen Walk – (Approval to Connect)
Mr. Phill Forzley from Fuss and O’Neill presented the application. He explained that this is a proposed 15,000 square foot medical office building at the corner of Tamarack Avenue and Deming Street. Mr. Forzley proposed a pump station (3,000 gallons a day) and connect to the existing force main just north of the parking lot towards the east by Tamarack Avenue. Mr. Fred Shaw explained that in the process of reviewing the plans, two requests were made by Town staff. One was for the applicant to provide to the Town details of the pump and flow calculations for the pump system; and because this is going to be a pump system, there should be a manual transfer switch and an exterior power outlet for generator connection purposes. Mr. Forzley stated that the transfer switch is integrated into the
pump station; he submitted a revised set of plans implementing the two requests; and there is a table of flow rates in the plans. Also, individual water meters will be installed in this building as it will be served by the CT Water Company.
Motion was made to approve the application as presented for connection to the Town’s sewerage system for a proposed medical office building to be located at 2701 Tamarack Avenue, South Windsor, CT as more specifically shown on plans entitled “Medical Office Building, 2701 Tamarack Avenue, South Windsor, Connecticut; Site Development Plans”; Prepared by Fuss & O’Neill, Manchester, CT; Project No. 2000481.W30, Sheet No. CU-101 “Utility Plan”, Dated 10/04/2013 and Revised on 10/31/2013, 11/6/2013, 11/7/2013, 12/7/2013, and 1/6/2014; Sheet No. CD-508 “Site Sanitary Sewer and Water Details”, Dated 10/04/2013 and Revised on 12/13/2013; and Sheet No. CD-509 “Site Sanitary Sewer Details” Dated 1/6/2014. This approval is subject to the following conditions: (1)
the satisfactory review and approval by Town Engineer of the pump details and flow calculations for the pump system; and (2) provision for an auxiliary power system for operation of the pump system during times of commercial power loss.
The motion was made by Mr. Robert Dickinson
The motion was seconded by Ms. Vicki Paliulis
The motion carried unanimously
2. Proposed Sewer Rebate (Discussion)
Included with the Agenda was a Draft of regulations for consideration of proposed sewer rebate program (see Exhibit A). Mr. Shaw explained that the Town has two programs that are based upon age and income and they also have another program for fuel bank service or reimbursement assistance; it’s based upon income level. Mr. Shaw explained that the dollar amount is subject to discussion and approval by the Authority. A discussion ensued and Chairman Richard Aries explained that he would like to have
more detailed facts as to how many people will be eligible for this program; and the specific amount of the rebate that the Authority may want to give. He will also like to see what the impact is in terms of the budget and whether or not the rates will need to be increased to accommodate this program. This will be further discussed at the next WPCA meeting.
3. Town Council Meeting – January 21, 2014 (Discussion)
Chairman Richard Aries reported that there will be a joint meeting on January 15, 2014 with the two WPCA Liaisons for purposes of answering questions concerning the reserve accounts (see Exhibit B). In preparation to this meeting Mr. Shaw drafted a list of items for purposes of discussion (see Exhibit C). He explained that the Mayor was offering the opportunity for the WPCA to come before the Town Council to describe what their responsibilities are and to answer any questions that the Council may have. Mr. Shaw explained that it is important to discuss and inform the public that WPCA has a position, have policies, goals and objectives as listed on Exhibit C. Also, in the past there have been things that the Authority has put into perspective the user fee rate in comparison with other daily costs of living (see Exhibit D). The Authority
reviewed the information and no further comments were made.
D. COMMUNICATIONS AND REPORTS - None
E. PUBLIC PARTICIPATION (Items not on the agenda)
Councilor Stephen Wagner, Town Liaison to WPCA, came before the Authority and commented on Agenda Item C2. He explained that he recently looked at the State Statutes and recalls reading that the WPCA will be required to ask Town Council do an ordinance in order to do the proposed sewer rebate. Mr. Fred Shaw responded that the WPCA is familiar with the requirements; and explained that the WPCA has quite a range of power and authority. He explained that adoption of a sewer rebate program will require a public hearing for the adoption of the proposed regulation. Chairman Richard Aries explained that the discussion this evening is just the preliminary phase of the program. However, he will also have the Town Attorney look to see whether or not an ordinance is required for this program.
Mr. Robert Dickinson explained that instead of issuing rebate checks, rather he suggested reducing the sewer bill for the appropriated amount. He also suggested obtaining a list of people that qualify for other programs; and once they qualify for other programs they could be qualified for the rebate program and there will be no application process. Mr. Fred Shaw responded that the refund rebate can be handled in a number of different ways. It will be a program that people will need to apply for and it may be handled in conjunction with the Human Services Department.
Councilor Wagner expressed that in reviewing the WPCA minutes over the past year, he is very impressed with the magnificent job that the Authority has done and appreciates the amount of work that they do. He reported that the Town Mayor will like to have a power point presentation made by the Water Pollution Control Authority.
Councilor Liz Pendleton and Liaison to the WPCA came before the Authority and commented on some of the Agenda items. With regards to item C2, implementing the rebates she explained that when going to apply for energy assistance, the Human Services doesn’t necessarily just cover seniors, disable or middle income; it covers hardship, it covers middle age people, etc. Human Services do have a scale depending on the family size. She suggested that once a person is qualified for energy assistance, then they could be qualified for the sewer rebate assistance. She also suggested for confidentiality purposes, to do the sewer rebate just by address; and also to reduce the sewer bill for the appropriated amount instead of sending the applicant a rebate check.
With regards to Agenda Item C3 - Ms. Pendleton asked the Authority why are they just taking the approach now of transitioning to the enterprise fund. Why this hasn’t be approached before. Mr. Donald Antaya responded that the Authority has to follow municipal accounting. Chairman Richard Aries responded that should anyone have sense that things were not right in terms of rates; that the rates are out of line compared to the neighboring towns and statewide, the Authority might have been more than interested in exploring other routes. However, the Authority was getting good briefings on it. Mr. Fred Shaw responded that years ago the Authority budget was set up as an enterprise fund, but the auditors made their recommendations to the Town to change the format to a special revenue and the Town
followed that recommendation. That might make it easier for the auditors, but not for the rest of the people that want to be able to clearly see what the financial position is; that’s why the Authority is moving back to the enterprise fund.
Councilor Pendleton asked if that shouldn’t be transparent. Mr. Shaw’s response was yes, so as to make it more clearly understandable to people who are not accountants, but want to know what the financial position is. Chairman Richard Aries pointed out that he would take issue that the Authority was not now transparent. He explained that Fred Shaw’s office is located at the Town Hall, the budget is presented at regular meetings –budgeting times where everything is available for people to review. The minutes are also available on the Town’s website. Mr. Fred Shaw explained that there were a lot of projects that are capital projects and the financial reports for these projects are difficult to follow because they were spread over a number of fiscal years; so a
different form of presenting those reports will be adopted. At a previous meeting this past fall, the WPCA reviewed examples of the uses and forms of enterprise funds and it was the consensus of the Authority to go with the enterprise fund budget.
Ms. Pendleton explained that the Town Council was looking for some more transparency method from the WPCA; perhaps to prepare a power point presentation and explain their responsibilities, what they want to achieve, and explain their reserves. The Council is also looking for information explaining how the fees are calculated.
Mr. Stephen Wagner expressed that he believed there is somewhat within the democratic majority concerning the flat rate for the residents which is not fair to the individual. Their belief is that it isn’t fair to charge the residences the same, but again it is the WPCA job to set the rates. The Council is trying to look at ways to find a balance to recognize that there are a lot of fix costs in the system but there was also a feeling that the commercial businesses are getting a better deal than the residents. Ms. Pendleton added that some of the council members don’t understand why a business with customers and compared to a family of three pay the same. The Council is looking for a greater share of the burden to be bourne by the commercial/industrial portion instead of the residents
carrying the major burden of the budget.
Mr. Don Gonsalves, Town Resident expressed his frustration over what was been discussed this evening with the Council members. He explained that eighteen months ago the Task Force subcommittee was formed to discuss the same problem. However, a meeting hasn’t been scheduled in nine months. Mr. Don Antaya responded that it is the responsibility of the Town Manager to schedule the meetings for the Subcommittee.
Chairman Richard Aries explained that although a meeting hasn’t been scheduled recently, a lot of things have been discussed, a lot of facts have come up and the WPCA is making a change in their system.
Mr. Don Gonsalves referred to a report he had from April 2012; he explained that the report was prepared by Mr. Fred Shaw. The report contains a lot of data and the reserve schedule. Mr. Gonsalves asked Mr. Fred Shaw how often he prepares that specific report. Mr. Fred Shaw responded that the report was used in one of the early Task Force Committee meetings for a specific purpose. He does not prepare the report regularly, however, is the same information contained in the budget. This report shows planning for the future; it was a report that was prepared in anticipation to set aside $700,000 to meet the commitment to the Town Council to make the 1/20th payment in September 2013. However, the Town found out in 2012 that the state made a mistake in the computation of the debt service
schedule. The Authority found out and learned that it was better to begin the early repayment of the debt service for the Treatment Plant upgrade beginning in October 2012; the Town could save significant interest expense by starting to repay the debt service in October 2012, instead of waiting until September 2013. The Authority did so using the reserves ($560,000) that were set aside for future expenses with which to begin the early and unbudgeted payment of the Plant debt service.
Mr. Gonsalves explained that he has been trying to obtain information on the reserves from Town Manager, Matt Galligan; he was promised these reserves reports since November 22, 2013 and has not yet received the information. All he was provided with was the capital reserves on each project and that’s not what he is looking for. He also expressed that there is a conflict in what the Authority said they should have in reserve and what the reserve fund policy is. In referring to a report dated April 2012, he explained that there is some language stating that there should be 5% to 10% of the operating budget as a reserve. However, the policy says there should be only 25% of reserves. Mr. Shaw responded that this was a goal; the policy intent for reserve funds was to provide money in the
reserve to offset any fiscal year where there was less revenue or greater expenditures than budget estimates; there is also a reserve fund for equipment replacement. The goal is to have in place an operating reserve that will cover at least the first three months of the operating maintenance budget or about $700,000. The Authority does not currently have funds in an operating reserve; this was the first year that the Authority was to budget something towards building those reserves.
Mr. Gonsalves expressed that the Authority has substantially increased the sewer fees and the reason was to pay for the bonds; the sewer rates were calculated based on a 93,000 gallons per household when the average is 63,000 gallons. Mr. Fred Shaw explained that the user fees have increased over a 5 year period by 10%. The Tighe & Bond report is published every other year for sewer and water rates and they compare the average residential costs of these services; they don’t compare by gallons; most municipalities in the state compute their sewer use based upon an average flat rate.
Councilor Pendleton reported that the Council received an email from DEEP concerning an inspection that was done at the Water Treatment Plant. Ms. Pendleton read the email to the Authority which says that the inspector was very impressed with the condition of the plant. “He was thoroughly impressed with the effort given to process, operations, and lab quality control. The outstanding results of the combination of operations and maintenance are readily evident.” The inspector specifically commented on the Town’s staff pride and dedication in all aspects. Ms. Pendleton congratulated the Sewer Treatment Plant staff for their excellent job.
Mr. Gonsalves stated that the Council is going to recognize that they are not controlling the Town’s budget as well as the Authority is not controlling their budget because they don’t know their expenditures. He explained that without a “calendarized budget” which is on a month-by-month basis, they can’t control their budgets. Mr. Gonsalves asked Mr. Shaw where he stands if the Authority doesn’t have a calendarized budget. Mr. Fred Shaw responded that they have daily reports as to their expenditures; and expenditures are controlled through a system of purchase order approvals. The Town has purchase orders, an approval process, and they look at funds that are available for the intended purpose. They make sure that the right amount of funds be approved for
disbursement based upon a budget planned.
Public participation ended at 8:17 pm
F. BILLS, CHANGE ORDERS, DISBURSEMENTS - None
G. UNFINISHED BUSINESS
1. Commercial and Residential Condominiums Sewer Billing Policy (Discussion)
Motion was made to postpone this item for further discussion during the next WPCA meeting.
H. MOTION TO GO INTO EXECUTIVE SESSION TO DISCUSS PENDING CLAIMS - None
I. ADJOURNMENT
Motion was made to adjourn the meeting at 8:18 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
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