A. ROLL CALL
Members Present: Richard Aries, Robert Dickinson, Carol Fletterick, Ed Havens, Jr., Vicki Paliulis and William Vees
Members Absent: Donald Antaya
Alternates Present: Richard Siedman
Alternates Absent: M. Atif Quraishi
Staff Present: C. Fred Shaw, Superintendent of Pollution Control
Ether A. Diaz, Recording Secretary
Others Present: Mr. Philip Forzley, PE, Fuss & O’Neill
Andrew Krar, PE, Design Professionals
Steve Palauskas, Applicant (CT Valley Brewing Co.)
Michael Burns, PE, Woorant & Courant
Chairman Richard Aries called the meeting to order at 7:00 p.m. The following actions were taken during the February 3, 2015 Regular Meeting of the Water Pollution Control Authority (WPCA).
B. ACCEPTANCE OF MINUTES OF PREVIOUS MEETINGS
1. January 6, 2015 – Regular Meeting
Motion was made to accept the minutes of the January 6, 2015, regular meeting as presented.
The motion was made by Mr. Ed Havens, Jr. and seconded by Ms. Carol Fletterick.
The motion carried unanimously
C. NEW BUSINESS
1. The Residences at Evergreen Walk – Approval to connect
Mr. Philip Forzley, PE of Fuss & O’Neill presented the application. This property is behind the Promenade Shops at Evergreen Walk on Tamarack Avenue, South Windsor, CT. Mr. Forzley explained that the WPCA previously approved the Town Square project which consists of two proposed residential buildings; however, the design has been modified to have the residential project separate from the commercial project.
This application is for a proposed development which will contain nine residential buildings. The proposed sanitary sewers for the nine residential buildings and the clubhouse will be connecting to the existing sanitary sewer trunk line. The estimated flow is about 45,000 gallons a day.
Mr. Fred Shaw explained that he and the Town Engineer, Jeff Doolittle previously reviewed the site plan for this project and has made recommendations (see Exhibit A). Mr. Shaw explained that the easement agreement allows the Town to maintain and repair the public sewer; and normally it will require the Town to restore the surface to its original condition, but it also says that the owner will not place any permanent structure over the easement line. In this particular project, there are a lot of proposed
permanent structures; therefore, one of the recommendations is that no trees or other large shrubs are to be planted in the existing sanitary sewer easement area. Mr. Richard Siedman asked for the possibility of having in place a hold harmless agreement, where the Town will have the responsibility to maintain and repair the public sewer, but the owner will be responsible to restore the paved surface to its original condition. Mr. Forzley agreed to remove the landscaping, the light poles and the catch basins off the easement.
The following recommendations were also made in a Memorandum dated January 23, 2015 (see Exhibit A): (1) that the common sewer header pipe inside/under each building needs to be at least 6 inch diameter and that sewer lateral connections to the public sewer main be made in angles so as to avoid conflicting flows and surcharging; (2) to provide anticipated sanitary sewer flows from the residential buildings and clubhouse to verify sewer pipe sizes, slopes and minimum velocities; (3) to reduce slopes over easement to
permit the Town easy access and egress over easement for the purposes of maintaining the public sewer; (4) and provide a revised access agreement between the Town and Town Square developer/association for access and maintenance of the sanitary sewer line.
Motion was made to approve the application for connection to the Town’s sewerage system for proposed residential apartments on Unit 7B located within the Evergreen Walk Planned Community, South Windsor, CT and as more specifically shown on plans entitled “The Residences at Evergreen Walk, Unit 7-B-Evergreen Walk, South Windsor, CT”, prepared by Fuss & O’Neill, Manchester, CT; Project No.: 2000 0481.A92; dated 1/5/2015; Sheets CU-101 through CU-105 “Utility Plan”. This approval is subject to the following conditions:
1. The applicant needs to submit final plans reflecting Town staff recommendations as described on Memorandum dated January 23 (see Exhibit A) and furthermore reduce slopes to permit Town access to sewer easement and correct alignments of sewer pipes connection to the public sewer to prevent surcharging.
2. Revise sewer easement agreement between the Town of South Windsor and the Developer/Owner which will require that the Town has the responsibility to maintain and repair the public sewer; however, the owner will be responsible to restore the pavement and base within the easement area to its original condition.
The motion was made by Ms. Vicki Paliulis and seconded by Mr. Ed Havens, Jr.
The motion carried unanimously
2. Commercial Development Units 7D & 7E, Evergreen Walk – Approval to connect
Mr. Philip Forzley presented this application and explained that this property is also behind the Promenade Shops at Evergreen Walk on Tamarack Avenue, South Windsor, CT. He reported that this is a proposed commercial building with a sewer lateral system that will connect to the existing sanitary sewer trunk line.
Motion was made to approve the application as presented for connection to the Town’s sewerage system of the two proposed commercial buildings (Units 7D & 7E) located within the Evergreen Walk Planned Community, South Windsor, CT and as more specifically shown on plans entitled “Unit 7D & 7E – Commercial Development, Evergreen Walk, South Windsor, CT, Permit Drawings”, prepared by Fuss & O’Neill, Manchester, CT; Project No.: 2000 0481.A15; dated 1/5/2015; Sheets CU-101, CD-507 and CD-509 “Site Utility Plan”. This approval is subject to the following conditions: The applicant needs to submit final plans reflecting Town staff recommendations as described on Memorandum dated January 26, 2015 (see Exhibit B, page 2).
The motion was made by Mr. William Vees and seconded by Ms. Vicki Paliulis.
The motion carried unanimously
3. Sullivan Avenue Industrial Park, Regional Distribution Center – Approval to connect
Mr. Andry Krar, PE of Design Professionals presented the application. This is a proposed 292,000 square feet regional distribution center on Lot No. 2 within the 37.5 acre Sullivan Avenue Industrial Park at the southeast corner of John Fitch Boulevard and Sullivan Avenue. This is a proposed six inch pipe at a slope of 2.2 to 2.4% to connect to the existing thirty inch sanitary sewer line on Sullivan Avenue. There will be no floor drains; and there will provided a sanitary sewer manhole on the discharge pipe and an easement provided in favor of the Town for monitoring purposes.
Mr. Fred Shaw explained that the previous plans that were submitted as part of the application does not show the monitoring manhole, nor the easement area as presented. Mr. Krar agreed and responded that the plans were revised; now the plans show the sewer connection on the east side of the building, to actually have a sample manhole within the site. He will submit the drawing (Sheet SP-1) that outlines said easement.
Motion was made to approve the application as presented for connection to the Town’s sewerage system for a proposed commercial building located at 135 Sullivan Avenue, South Windsor, CT and as more specifically shown on plans entitled “Sullivan Avenue Industrial park, Regional Distribution Center, 135 Sullivan Avenue, South Windsor, CT, Site Plans”; prepared by Design Professionals, South Windsor, CT; Project No.: 3496; dated 1/6/2015, revised 1/30/2015; Sheets UT-1 and UT-2 “Utility Plan”. This approval is subject to the following conditions:
1. There will be a sanitary sewer sampling manhole installed;
2. A draft of an easement allowing the Town access to the sampling manhole on the building sewer for monitoring purposes must be reviewed and receive the prior approval of the Town Attorney; and the drawings presented will be modified to reflect said easement.
The motion was made by Mr. Robert Dickinson and seconded by Mr. William Vees. The motion carried unanimously
4. Connecticut Valley Brewing Co., 765 Sullivan Avenue – Approval to connect
Mr. Steve Palauskas, Applicant and Mr. Michael burns, PE., of Woorant and Courant were in attendance this evening to present the application. Mr. Palauskas explained that the site plan has been approved by the Inland Wetlands Agency and the Planning & Zoning Commission. This property is located at 765 Sullivan Avenue. The proposed building sewer will connect to the existing lateral pipe on Sullivan Avenue in the vicinity of the northeast corner of the property.
Mr. Michael Burns explained that the flow is going to be about 6,000 gallons a week; he estimated that the brewery Biochemical Oxygen Demand (BOD) waste to be about 1,500 mg/L and there will be a proposed treatment system including three underground tanks. It is expected that this system will get the BOD down to 238 mg/L and the Total Suspended Solids (TSS) is to be about 212 mg/L.
Mr. Richard Siedman recommended a private outflow meter to measure water that doesn’t go to the sewer system.
Motion was made to approve the application as presented for connection to the Town’s sewerage system for a proposed commercial building located at 765 Sullivan Avenue, South Windsor, CT and as more specifically shown on plans entitled “Connecticut Valley Brewing, Co., 765 Sullivan Avenue, South Windsor, CT”; prepared by JR Russo & Associates, LLC.; Project No.: 2014-001; dated 11-17-14; Sheet 7 of 10 “Utility Plan” and Sheet 9 of 10 “Detail Sheet”. This approval is subject to the following conditions:
1. There will be a monitoring manhole on the outfall pipe installed within the street right-of-way for the purpose of monitoring B.O.D. and solids.
The motion was made by Mr. Robert Dickinson and seconded by Ms. Vicky Paliulis.
The motion carried unanimously
Motion was made to go to Item G- Unfinished Business.
The motion was made by Mr. William Vees and seconded by Ms. Carol Fletterick.
The motion carried unanimously
G. UNFINISHED BUSINESS
1. Nevers Road Sewer Extension (Approval)
At the last WPCA meeting, Mr. Shaw reported that the Town is planning to complete a road improvement project on Nevers Road in the area of three residential properties (258 Nevers Road, 268 Nevers Road and 290 Nevers Road). The project includes the extension of the sanitary sewer, and in order not to have to dig up the road in the future. Mr. Shaw explained that he was asked to contact Ms. Catherine Sandquist, property owner of 290 Nevers Road to allow her the opportunity to learn more about this project and to give her the opportunity to ask any questions or express any concerns that she may have. Mr. Shaw also invited her to this meeting. Ms. Catherine Sandquist was in attendance this evening and explained that the extension of sewer on Nevers Road “is going to be a hardship”.
Specifically after having to install a new septic system in 2010; she feels that she’ll be paying for sewer assessment on a sewer that she will not be using.
Mr. Fred Shaw explained that the property owner may choose to pay off the assessment charge up front or extend the payments over a fifteen year period at an annual interest rate of 2%. The annual payment charge for Ms. Sandquist is estimated to be about $967.
Mr. Ed Havens, Jr. asked if there is any program, perhaps a lien that can be placed on the property in an event that the current property owner sells the house, the new property owner will know that there is an outstanding obligation to this property. Mr. Fred Shaw responded that a caveat, not a lien, can be placed on the property.
Mr. Shaw explained that there are two separate decisions to be made; one decision is to whether or not put the sewer in now; and the other decision involves giving Ms. Sandquist assistance in payment of the sewer assessment. Chairman Richard Aries recommended obtaining a legal opinion to determine whether or not this can cause precedence.
Mr. Shaw explained that in the past the Authority used a sewer assessment freeze program based upon the Town’s tax relief program, whereby if the property owner is eligible for tax relief and if a certain age, the property owner may apply for approval for a payment plan of the sewer assessment by paying only the annual interest charge and the outstanding principle to be due upon sale of the property. Mr. Shaw will send a copy of the existing WPCA regulation to members of the Authority for review.
Motion was made to table this matter for further discussion at the next meeting.
The motion was made by Mr. Robert Dickinson and seconded by Mr. William Vees.
The motion carried unanimously
Motion to go back to New Business -Item C5 – Pollution Control Budget FY 2015/2016-Discussion.
The motion was made by Mr. William Vees and seconded by Ms. Vicki Paliulis.
The motion carried unanimously
C. NEW BUSINESS
5. Pollution Control Budget FY 2015/2016 – Discussion
Mr. Fred Shaw reported that the auditors recently completed their audit report; the auditors were not aware of a number of things about the Pollution Control budget. They weren’t aware that the Authority has reserve accounts and so they lump these accounts in with capital projects; some of their conclusion were misleading because they didn’t take into consideration the reserves.
The audit report is based on the expenditures for fiscal year 2013/2014 (see Exhibit C). Mr. Shaw explained that during FY 2013/2014 the WPCA approved budget at $4,363,770. The actual expenditures exceeded that amount by 2.68% or about $116,000. Mr. Shaw explained that his concern was that there is no identification of the reserves in the report nor of the purpose of some of the capital projects. Mr. Shaw explained that the total of the capital projects and the reserves was $932,399. The
total for Capital Projects was $680,000 and $252,399 for the operating and replacement reserves. The auditors reported these reserves as expenditures, when in fact, it was money set aside in reserves for unplanned things. Of the $680,000 (operating reserve), $560,000 was money that the Authority was trying to recover from the user charge system for the previous years additional expenditures for the earlier payment of the debt service, and $55,000 was a reserve set aside for manhole rehabilitation and I/I removal.
Mr. Shaw expressed the need to create an enterprise fund, as this is an example where reserve funds mistakenly were lumped in with capital projects. There does not appear to be a separate accounting for the reserve funds.
Mr. Richard Siedman left the meeting at 8:35 p.m.
Included with the agenda was a copy of the proposed budget for FY2014/2015 (see Exhibit D). The proposed budget provides the elements of an operation and maintenance budget, debt service, capital projects and some contributions to the reserve funds that would not increase the current user charge rate; assuming that the Authority will recover a projected amount from the commercial users. This budget shows capital projects totaling $680,000, which involves the manhole rehabilitation totaling $55,000; the Nevers
Road sewer extension in the amount of $69,000; the trust pipe rehabilitation totaling $232,000; the Avery Street sewer main improvements of $100,000; and the Easement Vegetation Management project in the amount of $226,000. The proposed budget reflects no changes, and still provides some reserves.
Mr. William Vees asked for the possibility of reducing the sewer fees. Mr. Shaw responded that reducing the user fees will involve more risks; the risk that WPCA is not going to be able to fund ongoing expenditures possibly in the present as well as in the future. The objective is to stabilize the sewer user fees.
Mr. Shaw reported that he will soon be meeting with the auditors and Interim Director of the Finance Department to discuss the Town audit report.
6. Account #322780 (Remove from the Residential Sewer Billing List)
Mr. Fred Shaw explained that he has been informed that the Town has purchased the property last year; therefore, he recommended removing this account from the residential sewer billing list.
Motion to remove account number 322780 from the Residential Sewer Billing List per the recommendation of Mr. Fred Shaw.
The motion was made by Mr. Robert Dickinson and seconded by Mr. Ed Havens, Jr.
The motion carried unanimously
D. COMMUNICATIONS AND REPORTS
1. Vegetation Management Plan
Mr. Fred Shaw reported that in putting together the Vegetation Management Plan, it was determined that the Contractor will be working on private properties. In the sewer agreement, permission is given to the Town to maintain and repair the sewer line through someone else property; however, the property owner is not to put any permanent structure within the easement. The Vegetation Control contractor recommended some possible changes to the current regulations (see Exhibit E). These changes will be
discussed at the next meeting.
2. Arc Flash Hazard Assessment
Mr. Fred Shaw reported that the Town selected Current Solutions as qualified to provide the Arc Flash study; the proposal to do the Water Pollution Control Facility and the pump stations came out to be $28,900. The arc flash analysis is an attempt to make sure that the Town employees, and Town contractors understand arc flash hazardous risks. The intent is to obtain technical and advisory services for analyzing current arc flash hazards and to meet current requirements and standards of OSHA; and also to make recommendations as to what can the Town do to reduce the risks and keep Town employees and contractors safe from injury while working on or near equipment that could become energized.
3. Secondary Clarifier Improvements
Mr. Fred Shaw reported that the engineer is out soliciting bids for this project. The opening bid date is February 18, 2015.
E. PUBLIC PARTICIPATION (Items not on the agenda)
None
F. BILLS, CHANGE ORDERS, DISBURSEMENTS
None
G. UNFINISHED BUSINESS
2. Proposed Sewer User Charge Abatement Program/Ordinance - (Discussion)
Chairman Richard Aries reported that he, Fred Shaw and Andrea Cofrancesco of Human Services Department has met to further discuss this program. In meeting with Ms. Cofranscesco, it was concluded that it will be best for the Human Services Department to keep the program guidelines simple and follow the Town Energy Assistance Poverty guidelines. Anyone meeting those guidelines will be referred to the WPCA for the abatement program.
H. MOTION TO GO INTO EXECUTIVE SESSION TO DISCUSS PENDING CLAIMS
None
I. ADJOURNMENT
Motion was made to adjourn the meeting at 9:20 p.m.
The motion was made by Mr. Ed Havens, Jr. and seconded by Mr. Robert Dickinson.
The motion carried unanimously.
Respectfully Submitted,
_____________________________
Ether A. Diaz, Recording Secretary
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