A. ROLL CALL
Members Present: Richard Aries, Donald Antaya, Robert Dickinson,
Carol Fletterick and William Vees
Members Absent: Ed Havens, Jr. and Vicki Paliulis
Alternates Present: Richard Siedman sitting in for Ed Havens, Jr.
Staff Present: C. Fred Shaw, Superintendent of Pollution Control
Ether A. Diaz, Recording Secretary
Others Present: Andrew Krar, Design Professionals
Liz Pendleton, Councilor (WPCA Liaison)
Steven Wagner, Councilor (WPCA Liaison)
Chairman Richard Aries called the meeting to order at 7:00 p.m. The following actions were taken during the March 4, 2014 Regular Meeting of the Water Pollution Control Authority (WPCA).
B. ACCEPTANCE OF MINUTES OF PREVIOUS MEETINGS
1. February 4, 2014, Regular Meeting
The minutes were grammatically corrected.
Motion was made to accept the minutes of the February 4, 2014 regular meeting as amended.
The motion was made by Mr. William Vees
The motion was seconded by Ms. Carol Fletterick
The motion carried unanimously
C. NEW BUSINESS
1. Folsom Construction – 591 & 595 Nutmeg Road North (Approval to Connect)
Mr. Andrew Krar, Civil Engineer for Design Professionals presented the application for Folsom Construction at 591 & 595 Nutmeg Road North. Mr. Krar reported that this is a 9.2 acre site which will be subdivided into two lots; lot 1 is going to be about 7.8 acres and lot 2 on the south eastern corner will be about 1.5 acres. The proposed main building (lot 1) will have the exact foot print as the existing building that was demolished. The existing building is connected to the sewer; an inspection manhole will be installed and an access easement in favor of the Town of South Windsor will be granted. It has not been determined whether or not floor drains will be provided in the new building; the plans show a 1,000 gallons oil water separator in the event that floor drains are installed. The
new proposed building (lot 2) will be an industrial building with a two bay garage. Individual water meters will be installed for each building. This project has been approved by the Planning and Zoning Commission and also by Inland/Wetlands Commission. Mr. Shaw explained that there was a connection fee that was paid years ago for the original lot. Town staff will take that into consideration for purposes of calculating the new connection charge. He explained the connection charge is based upon the amount of developed acreage.
Motion was made to approve the application as presented for connection to the Town’s sewerage system for two proposed commercial buildings located at 591 & 595 Nutmeg Road North, South Windsor, CT as more specifically shown on plans entitled “Folsom Construction, 591 & 595 Nutmeg Road North, South Windsor, CT 06074” Prepared by Design Professionals, South Windsor, CT; Project No. 3136, Dated 2/20/14, Sheet GR-1 “Grading & Utility Plan”. This approval is subject to the following conditions: (1) a draft of an easement allowing the Town access to a monitoring manhole on the building sewer for monitoring purposes must be provided to be reviewed and approved by the Town Attorney; (2) the Developer’s Engineer must provide an estimate of the amount of developed acreage
for the purpose of calculating the sewer connection charge; (3) if the proposed oil water separator is needed, the installation of the oil water separator must meet all Town and the State of CT Department of Energy and Environmental Protection (DEEP) requirements; and (4) Final technical approval of the Town of South Windsor Engineering Department.
The motion was made by Mr. Robert Dickinson
The motion was seconded by Mr. Donald Antaya
The motion carried unanimously
2. Industrial/Commercial Sewer User Charge Billing (Approval)
Mr. Fred Shaw explained that he did not provide a copy of the sewer billing list with the agenda for the Authority to review, as he discovered four computation errors on the list. He explained that unfortunately the person who normally makes those changes to the MUNIS system was not available. However, he reported that this year’s total flows increased by 1.1% when compared with last years billing list; the revenue also increased by 0.6%. Mr. Shaw also reported that during the past year, there was one new commercial connection and one commercial disconnection (see Exhibit A).
Chairman Richard Aries raised concern on approving the sewer billing prior to reviewing the industrial/commercial sewer user charge billing list. Mr. Shaw explained that he does not expect the bottom line figure to change; the four errors found on the list are not affecting the bottom line figure. Also, all the flows were calculated based upon information provided by the water companies.
The Authority moved to approve the sewer billing list with the understanding that Mr. Shaw will provide a copy of the list once corrected for review at the next WPCA meeting.
Motion was made to approve the Industrial/Commercial Billing List for FY 2014/2015.
The motion was made by Ms. Carol Fletterick
The motion was seconded by Mr. Robert Dickinson
The motion carried unanimously
D. COMMUNICATIONS AND REPORTS
1. Sanitary Sewer System Improvements Phase II
Mr. Fred Shaw reported that this project was previously approved by the Authority for the rehabilitation of manholes in an effort to remove the extraneous flows (100,000 gallons per day) that were entering the system. The project is going out to bid on Wednesday, March 5th; and the bids will be opened on April 2nd. Mr. Shaw will report the results to the WPCA at a later date.
2. Sanitary Sewer Evaluation Study Phase I – CCTV and Manhole Inspections
Mr. Shaw reported that this project involves the TV inspection of the sewer lines attempting to remove of extraneous flow, primarily inflow. In previous reports to the Authority, the Consultant Engineer showed those areas in Town that they were going to be inspected. The inspection of over 10,000 ft of sewer line will begin on Wednesday, March 5, 2014. Wright-Pierce will prepare and present to the Authority a report once the inspection has been completed.
E. PUBLIC PARTICIPATION (Items not on the agenda)
Councilor Steven Wagner was in attendance this evening. He reported that in making a comparison between the commercial/industrial sewer charge just approved versus the residential sewer charge, it seems that the commercial businesses has been charged $4.14 per 1,000 gallons and the residential has been charged $5.84 per 1,000 gallons; however, he wondered about the solids concentration of waste water between commercial and residential properties. Mr. Fred Shaw responded that the billing charge formula was originally based upon the concept of normal strength wastewater as measured in terms of TSS and B.O.D. concentrations. This definition was based upon engineering accepted principles. It was also accepted at the time by the DEEP and EPA as valid. He explained that the definition was based upon
normal strength waste water; the formula accounts for that; additional charges may apply (surcharges) which are primarily for those businesses or industries that have a higher than normal strenuous waste water. Fred Shaw also explained that there are businesses in Town that have to meet certain discharge requirements; they cannot exceed fat or grease concentration; food processing facilities have to comply with the Fats, Oil and Grease regulations (FOG) and they are required to put in a grease interceptor whether a passive outside the receptor or an interior interceptor. Mr. Shaw explained that residents should not use their garbage disposal.
Mr. Wagner expressed that at the last WPCA meeting he asked whether or not an ordinance is needed for the tax relief program; he explained that in reading the state statute his understanding was that the funding for that program will actually come out of the Town’s budget rather than the WPCA budget. Chairman Richard Aries responded that it is his understanding what the language says is that the Town has the right to defer payments; there is no language that says that the Town Council has the right to reduce the fees. He explained that the Authority has the sole authority setting fees which can be done in a variety of ways. Mr. Fred Shaw reported that a Town’s Attorney’s opinion on this matter will be provided.
F. BILLS, CHANGE ORDERS, DISBURSEMENTS - None
G. UNFINISHED BUSINESS
1. Budget FY 2014/2015 – (Discussion)
Mr. Fred Shaw reported that at the last WPCA meeting the O&M budget was first discussed. Mr. Shaw distributed the other part of the budget which includes the debt service, capital improvements and contributions to reserves (see exhibit B). He explained that the debt service has not changed as far as the Town of Vernon; the state grant UV System; Pleasant Valley Pump Station Upgrade and the Submersible Pump Station Upgrade. A decrease may begin to be seen in some of the debt service during budget year
2015/2016. Mr. Shaw explained that the addition to the debt service in the budget is the Dry Pit Pump Station Upgrade; he distributed a copy of the debt service schedule for the bond (see Exhibit C). However, the first interest payment due is actually less than what he reported in the budget; so it will be changed to $60,396.39 from $61,075. Mr. Shaw also reported on the proposed Capital Improvements. He explained that improvements need to be made to the secondary clarifiers; during the upgrade of the Treatment Plant the engineer provided a brush system which is supposed to clean the algae off; however, algae is still growing in the channel around the
equipment. The secondary clarifiers are large tanks where settling occurs during the second half of the treatment process; as a result of the design, the rate of flow was decreased and this has resulted in more algae growing in the channels; cleaning this up has required more man hours on a regular basis. The Secondary Clarifier Improvements involves a number of improvements such as installing a fiber cover that is easily removable (about $189,000). It is expected that the new covers will pay for themselves within three years in reducing the man hour requirements to manually clean the channels and weirs.
Mr. Donald Antaya asked if this was a fault in design. Mr. Shaw responded that it is opened to interpretation; the reality is that what the engineer proposed doesn’t work well. This will be discussed with the Town Attorney. However, based on previous experience, he thinks it will be difficult to prove professional liability given the wide range of flexibility or allowance granted to the design engineers. The Town took out extra professional liability insurance in the amount of $5 million which is good for a period of five years following completion of the Treatment Plant upgrade. Mr. Shaw also explained that during the project, over a hundred thousand dollars worth of design errors were identified; which he reported to the WPCA and made the engineer pay for. Mr. Shaw explained that
the Capital Improvements are down from last year budget; there has been no additional changes made to the reserve funds.
Mr. Shaw also provided other option to take into consideration with regards to the budget. He referred to the Personnel Services. He explained that the Pollution Control staff has other responsibilities that have no relationship to Pollution Control other than the fact that the 33staff has knowledge of pump motors, water chemistry, etc. For a number of years, the Pollution Control staff has been helping out the Recreation Department with the Veterans Memorial Park (VMP) pool which work involves maintenance of the filtration system, pump and motors. Since the upgrade of the Treatment Plant the Pollution Control staff has been trying to get the Recreation Parks and Grounds staff more involved with the maintenance of the pool; it hasn’t been very successful. Currently, the Recreation
Department reimburse the Pollution Control Department for the time that the Pollution Control staff spend working at the VMP; however, there is no reimbursement for the opportunity cost of having the people involved with that and not doing other Pollution Control work. Mr. Shaw explained that other options has been looked at such as hiring summer help to maintain the pool; he also wrote an RFP and went out to solicit proposals; only one response was obtained which vendor gave a figure of over $113,000. Mr. Shaw recommended hiring someone full time who would work for Pollution Control about ¾ of the year but will also work at the pool for the summer months of the year. Additionally, he explained that he spends maybe 20% of his time on the refuse and recycling program and Ether Diaz probably spends ¾ of her time on refuse and recycling program. Therefore, the Town Manager is agreeable in reallocating pollution control administrative hours to the
proper administrative functions which is refuse and recycling to meet the cost of hiring a new person to pollution control such that ¾ of the time will be allocated to the pollution control. To show that, Mr. Shaw distributed a copy of the proposed budget (see Exhibits D, E and F); the budget will increase from $42,190 to $62,822. There will be no necessity to increase the user fees over what is currently approved.
Councilor Wagner explained that from the Council point of view; one of the things they are trying to encourage is what they call “shared services”. This is an example of a share service. Mr. William Vees suggested that instead of hiring a new person to maintain the VMP pool why not shift the man hours since a lot less algae needs to be removed once the new equipment (clarifier) is installed; Mr. Richard Siedman agreed. Mr. Shaw responded that additional man hours are required for the collection system inspections and Pollution Control maintenance programs. New Standard Operating Procedures (SOP) will be prepared which will require a level of inspection that previously was performed. More TV monitoring will be required; and certain requirements need to be met for line maintenance
which will be a much more involved effort.
Mr. William Vees asked what will happen if someone is not hired. Mr. Shaw responded that the Pollution Control staff would continue doing all of the work themselves. Also, more man hours would be spent at the pool and more opportunity costs in terms of the hours that could be spent on Pollution Control maintenance for the line cleaning or maintenance on the new equipment.
Mr. William Vees asked Mr. Fred Shaw that shouldn’t it be expected to have less man hours since it is a new system and there is a better understanding of the new operation of the Treatment Plant. Mr. Shaw responded no; he explained that although, he was informed by the engineer for the Treatment Plant upgrade to expect a 2% increase in the budget for the improvements of the upgrade, the reality is that a lot more maintenance is required following the equipment manufacturers recommendations. Ms. Liz Pendleton asked Mr. Shaw if he had any discussion with the Town Manager about hiring a new person or the VMP pool problem. Mr. Shaw responded yes; he explained that the most recent discussion concerning this proposal was between the Director of Public Works and the Town Manager; and the Town Manager is
agreeable. No further questions were asked and Mr. Shaw explained that he was looking for some kind of consensus so that he can reflect this change in the proposed budget. The budget will be presented to the Council around the 21st of this month. There was a consensus to reallocate pollution control administrative hours to the Refuse and Recycling account to meet the cost of hiring a new person to pollution control. Mr. William Vees and Richard Siedman abstained.
2. Proposed Sewer Charge Discount Program (Discussion)
Mr. Shaw distributed a draft copy summarizing the assumptions for the sewer user charge discount program (see Exhibit G). He explained that the eligibility could be based upon State/Local Tax Relief Program for elderly or totally disabled homeowners. The applications will be distributed through the Human Services Department; the Town Assessor’s Office will review and approve the applications. Human Services will notify the Water Pollution Control Authority which will then approve the discounts and
notify the eligible applicants. A discussion ensued. The impact on the user charge will be one percent for every $41,600 of approved discounts. There was a consensus to base the discount based on an income sliding scale; the tax credit percentage shall be between 5 and 45 percent per household. Chairman Richard Aries asked Mr. Fred Shaw to invite someone from the Human Services Department to come before the Authority to further discuss this program.
3. Commercial and Residential Condominiums Sewer Billing Policy (Discussion)
Discussion on this item was postponed until 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 9:18 p.m.
The motion was made by Mr. Richard Siedman
The motion was seconded by Mr. Robert Dickinson
The motion carried unanimously
Respectfully Submitted,
______________________________
Ether A. Diaz
Recording Secretary
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