A. ROLL CALL
Members Present: Richard Aries, Donald Antaya, Vicki Paliulis and William Vees
Members Absent: Robert Dickinson, Carol Fletterick, Ed Havens, Jr.
Alternates Present: Richard Siedman sitting in for Ed Havens, Jr.
M. Atif Quraishi sitting in for Carol Fletterick
Staff Present: C. Fred Shaw, Superintendent of Pollution Control
Ether A. Diaz, WPCA Recording Secretary
Councilor Liz Pendleton
Councilor Stephen Wagner
Others Present: Bruce Devanney, Applicant
Chairman Richard Aries called the meeting to order at 7:02 p.m. The following actions were taken during the March 9, 2015 Special Meeting of the Water Pollution Control Authority (WPCA).
B. ACCEPTANCE OF MINUTES OF PREVIOUS MEETING
1. February 3, 2015 - Regular Meeting
The minutes were grammatically corrected.
Motion was made to accept the minutes of the February 3, 2015, regular meeting as amended.
The motion was made by Mr. William Vees and seconded by Mr. Donald Antaya.
The motion carried unanimously
C. NEW BUSINESS
1. Environmental Services Application – (Approval to install a grit disposal system)
Mr. Bruce Devanney and Mr. William Mitchell, representatives from Environmental Services (ESI), were in attendance this evening. Mr. Shaw explained that the Department of Energy and Environmental Protection (DEEP) is requiring that any water coming off the grit from catch basin cleaning has to be collected and discharged to a sanitary sewer. ESI is considering a project that involves installing in their facility a pretreatment system to remove grit and floatables from catch basin cleaning. Mr. Shaw reported that he has discussed the matter with DEEP official, Don Gonyea. Mr. Gonyea agrees that the project looks feasible and that the city of New Haven handles stormwater grit disposal in a similar manner.
Mr. Devannie explained that ESI used to transport the grit from storm drains to Manchester landfill. However, they have been officially notified that the permit requires that free liquids drained from storm drain cleaning grit are to be discharged into the sanitary sewer. He explained that the proposed system is composed of a tipping floor that will trap gross solids, followed by a grit separator which overflows to a pump chamber that will pump wastewater to the sanitary sewer. Mr. Devannie also explained that the plans submitted call for a separate pump chamber at the end of the line where a pump and a water meter will be installed with a remote reading device to obtain a meter reading of the amount of the discharge to the sewer. Also, the proposed system is designed to remove all suspended solids
prior to sanitary discharge.
Mr. Shaw explained that the applicant needs to obtain a General Permit for Miscellaneous Discharges from the State DEEP. The applicant would have to measure the hourly pump rate to obtain the amount of water that goes in the sewer system. Therefore, he recommended a private meter and that the applicant would once a year provide the Town a meter reading to determine the amount of water that goes into the sewer from that operation. Mr. Shaw also explained that the pollutants expected are expected to be primarily associated with Total Suspended Solids (TSS) and Total Petroleum Hydrocarbons (TPH); Mr. Shaw recommended some testing be done on the first flush into the system at least twice during the first year of operation.
Mr. William Vees asked if this operation will add cost to the Town. No, Mr. Shaw responded, as it is not expected that the discharge will involve pollutants greater than normal strength wastewater.
Ms. Paliulis recommended doing initial bench mark testing for Total Suspended Solids (TSS) and Total Petroleum Hydrocarbons (TPH) and that the test results be provided to the Authority for review.
Motion was made to approve the installation of a grit disposal system at 90 Brookfield Street, South Windsor, CT as more specifically shown on plans entitled “Proposed Soil Dewatering Facility; #90 Brookfield Street, Prepared for Environmental Services, Inc., South Windsor, Conn.”; Prepared by Aeschliman Land Surveying, PC., East Hartford, CT.; Dated 2/11/2015; Map no. 211053-1A. This motion is subject to the following conditions: (1) Applicant must obtain a general permit for miscellaneous discharge from the State DEEP; (2) installation of a private meter is required for purposes of measuring the amount of water that goes into the Town’s sewer system; the applicant shall submit to the Town in January of each year a written meter reading report on company letterhead for the previous calendar year;
(3) initial bench mark testing (twice during first year) for Total Suspended Solids (TSS) and Total Petroleum Hydrocarbons (TPH) needs to be done sampling the first flush of the system; samples will be collected by a professional engineering firm and the test will be performed by a certified environmental laboratory and provided to the WPCA for review.
The motion was made by Ms. Vicki Paliulis and seconded by Mr. Richard Siedman. The motion carried unanimously
2. Secondary Clarifier Improvements – (Approval)
Mr. Shaw explained that Wright-Pierce, Consultant Engineer firm went out to rebid the WPCF Secondary Clarifier Improvements project. Two bids were received and reviewed. Structural Preservation Systems, LLC submitted both the lowest base bid ($412,313.00) and lowest total bid ($499,323.00). The bid results are attached herewith in the letter from Wright-Pierce dated February 20, 2015 (see Exhibit A). Wright-Pierce did a background check and are satisfied that Structural Preservation Systems, LLC
is a competent contractor and capable based upon a review of their financial situation, equipment in place, projects that they have done and references contacted. Therefore, Mr. Shaw recommended awarding the contract to Structural Preservation Systems, LLC.
Councilor Liz Pendleton arrived at 7:25 p.m.
Mr. William Vees asked what would happen if the Authority decides not to go forward with this project. Mr. Shaw responded that it could increase the cost for maintaining the system. He explained that during the upgrade of the Treatment Plant the engineer provided a brush system which was supposed to clean the algae off; however, algae is still growing in the channel around the equipment; cleaning this up will require more maintenance hours. Also, there could be corrosion of the concrete. He explained that a work analysis was done before the design; the analysis shows the cost benefits. The analysis was previously presented to the Authority for approval.
Chairman Richard Aries asked if this is going to be a long term solution for the current problem. Mr. Shaw responded yes it will be.
Councilor Liz Pendleton raised a question with regards to the brush system which is supposed to clean the algae growing in the channel around the equipment. She asked if there was a manufacturer fault in the design. Mr. Shaw responded that yes, the brushes were recommended by the design engineers; and they do help a little bit but they are not very effective. This has been discussed with the Town Attorney, but the Attorney explained that he thinks it will be difficult to prove professional liability given the wide range of flexibility or allowance granted to the design engineers.
Motion was made to award the contract to Structural Preservation Systems, LLC for the WPCF Secondary Clarifier Improvements project; to authorize the expenditure of funds in the amount of $499,323.00 and to authorize the notice to proceed with this project.
The motion was made by Mr. Donald Antaya and seconded by Ms. Vicki Paliulis. The motion carried unanimously
3. FY 14/15 Industrial/Commercial Sewer User Charge Billing (Approval)
Included with the agenda was a copy of the proposed Industrial/Commercial Sewer Billing List for FY 2014/2015 for review and approval (see Exhibit B). During the past year, there were five new commercial connections which increased the total number of commercial accounts to 337. When compared with last years billing list, this year’s total flows increased by 8.2% and revenue increased by 14%. Mr. Fred Shaw explained that effective this fiscal year the sewer rate has changed to $$356 per 84,000.
Mr. Shaw explained that he did a Sewer Billing Evaluation (see Exhibit C) to see what impact there was, if any, on the combined total of sewer billing for residential and commercial/industrial businesses. He explained that last year the residential billing was $3,059,694, but for this fiscal year the residential sewer billing was $2,925,608 due to the rate reduction and some increase in number of residential units). On the commercial side, last year billing under the rate of $374 per 93,000 gallons was $960,297.15; this year it increased to $1,108,562.29.
In assessing the affect of the change in the user charge rate, if the rate had not been changed, the residential sewer billing this year could have been $3,073,532 and the commercial $1,047,199.20. In conclusion, Mr. Shaw explained, that by increasing the rate, the cost for the commercial sector increased ($61,363) while the combined total revenue from both sectors decreased ($86,561). The increase in the commercial sector was not enough to off-set the decrease in the residential sector even though the commercial flows were higher in FY2014/2015 than flow sin FY2013/2014.
The Authority reviewed the list carefully; Mr. Richard Siedman expressed his concern on the commercial condominiums accounts. For example, he asked why Wentworth Park Association is going to get billed $1292 for 25 units when in fact it was decided to bill the commercial condos individually. Mr. Shaw responded that the commercial condominiums which include the apartments are being charged by flow. A discussion ensued and it was determined that at the last WPCA public hearing, the Authority approved a change in the commercial billing structure; commercial/industrial condominiums will be charged the minimum flat rate ($356 per 84,000 gallons or less) per unit. Therefore, Mr. Shaw will make changes to the sewer billing list for the review and approval of the WPCA.
Motion was made to give conditional approval of the FY 14/15 Industrial/Commercial Sewer User Charge billing subject making a change to commercial/industrial condominium rate payers to incorporate the new rate policy of assessing the minimum flat rate to each condo unit. There will be a special meeting to review and approve the changes to the billing list.
The motion was made by Mr. William Vees and seconded by Mr. Donald Antaya. The motion carried unanimously
D. COMMUNICATIONS AND REPORTS
1. Vegetation Management Plan
Mr. Fred Shaw reported that a meeting was scheduled with the contractor to further discuss this project but it had to be cancelled. Mr. Fred Shaw does not have anything new to report since the last WPCA meeting. He explained that there are 73 sewer easements and the contractor documented what kind of treatment is necessary in each area. A meeting will be scheduled with the contractor to further discuss this project.
2. Arc Flash Hazard Assessment
Mr. Fred Shaw reported that the Town selected Current Solutions, P.C. as the most qualified engineering firm to perform an Arc flash Hazard Assessment for Town owned facilities; this project includes the Pollution Control staff and Public Works Department. It is a requirement of OSHA that the Town makes sure that its employees, and contractors are protected against arc flash hazards and that they understand any arc flash hazardous risks. Mr. Shaw is waiting for more information from the contractor, as they have raised the issue of the benefits of developing an electrical safety manual for all the employees. Funds are currently available to do the Arch Flash Assessment for labeling equipment, a basic training and the evaluation of the basics skills that Town employees currently has now. This
assessment will provide a base line to understand what the Town will need to provide as further training.
Mr. William Vees asked if there a need for the general electrical safety manual for the employees and what does that involves? Mr. Shaw responded that this manual is going to include some of the electrical safety programs that are in place already.
Councilor Stephen Wagner arrived at 8:00 p.m.
D. PUBLIC PARTICIPATION (Items not on the agenda)
Councilor Stephen Wagner reported that he talked to the Town Mayor on the possibility of having another meeting with the Advisory Committee for purposes of discussing the sewer user rates; however, it was decided that a meeting is not necessary.
Councilor Wagner also reported that he will be sending to the Authority a request with regards to the Solarize South Windsor program. He will be requesting information with regards to the utility costs for the Treatment Plant and the pump stations.
E. BILLS, CHANGE ORDERS, DISBURSEMENTS
None
F. UNFINISHED BUSINESS
1. Nevers Road Sewer Extension (Approval)
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, so as not to dig up the road in the future. The idea is to be able to reduce the cost in the future by installing the sewer now. There are 3 people that would be affected by this work. The property owner of 290 Nevers Road was in attendance during the last WPCA meeting and she expressed concern as she had installed a septic system in 2010. There are two decisions to be made; one is approval to extend the line on Nevers Road; and the other issue is how to assess for benefits.
At the last WPCA meeting 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, if he/she is 65 years of age, meets a specific income level, the property owner apply for approval for a repayment plan for the sewer assessment by paying only the annual interest charge, the outstanding principle to be due upon sale of the property. A copy of the regulation was sent out within a few days after that meeting to the Authority for review.
Mr. Shaw explained that the Town Engineer needs the decision concerning whether or not the sewer extension will be approved because they are in the process right now of getting the bid documents together.
Chairman Richard Aries expressed that there is one party that the Authority haven’t heard from yet. Mr. Shaw responded that according to the Town Engineer, this resident attended their public hearing for this project and he was in favor of the project.
Mr. Shaw explained that the property owner for 290 Nevers Road needs to meet the requirements to qualify for the Sewer Assessment Freeze program. Mr. William Vees asked what other options are available should the property owner not meet the requirements. Mr. Shaw responded that he was unaware of any mitigating factors that the Authority may want to consider.
Motion was made to approve the application as presented for sewer extension on Nevers Road as part of the Town’s roadway and drainage improvements project on Nevers Road; as more specifically shown on plans entitled: “Town of South Windsor, Nevers Road, South Windsor, CT; Roadway and Drainage Improvements, WPCA Submission Drawings”; prepared by URS, Rocky Hill, CT; Project No. 36939641, Sheet 6 “Plan & Profile 1” and Sheet 7 “Plan & Profile 2”.
Motion was made by Mr. Richard Siedman and seconded by Mr. Donald Antaya. Mr. William Vees abstained. Upon a roll call vote, Chairman Aries declared the motion carried with a vote of 5 ayes (Donald Antaya, Vicki Paliulis, M. Atif Quraishi, Richard Siedman and Chairman Richard Aries) and 1 abstained (William Vees).
2. Pollution Control Budget FY 2015/2016 – (Discussion)
Included with the Agenda was a draft copy of the Water Pollution Control Authority Budget for fiscal year 2015/2016 (see Exhibit D). This subject matter has been on the Agenda since January; the intent was to review the budget over a number of meetings. The WPCA has discussed the operating budget, the debt service, capital projects and reserves.
Mr. Shaw distributed a copy of the sewer user rates (see Exhibit E); this is the history of rates in the past since 1981. Mr. Shaw also distributed a graph representing the value of sewer user charges measured in terms of constant dollars (1981)- (Exhibit F). The graph in blue represents the actual or absolute value of the user charge over time; it represents the user charges that are listed in (Exhibit E) for those particular years. The red line represents the user charge measured in constant dollars based upon the purchasing value of the dollar back in 1981; the rate used was the urban cpi. Although the purchasing power has remained relatively flat, the costs have increased every year since 1981. The WPCA wasn’t totally funded through the user charge system in the past; it was subsidized by the Town property taxes. However, is a requirement of the federal and state sewer construction grants/loans that the Town fund the sewer annual sewer budget through sewer revenues.
Mr. Richard Siedman departed at 8:35 p.m.
Mr. Don Antaya asked what year that requirement was taken into effect. Mr. Shaw responded that it has always been a requirement; it was based upon the fact that when the Town borrowed money for sewer construction projects, it would be moving in the direction to be totally funded through sewer revenues. Mr. Fred Shaw explained that when the Town applied for the Clean Water grant funds for the treatment plant upgrade, as well for the upgrades of the pump stations over the past 15 years, one of the process wouldpart of the application process was to show what the user charge was and what were they expected to be in the future to fund all of the operating costs and all of capital projects costs.
3. Proposed Sewer User Charge Abatement Program/Ordinance - (Discussion)
Chairman Richard Aries reported that he and Fred Shaw have met to further discuss this program. As previously mentioned, it was decided 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. Chairman Aries also reported that he is in the process of reviewing the language of the proposed program guidelines in order to comply with the requirements of the Environmental Protection Agency (EPA).
G. MOTION TO GO INTO EXECUTIVE SESSION TO DISCUSS PENDING CLAIMS
None
H. ADJOURNMENT
Motion was made to adjourn the meeting at 8:52 p.m.
The motion was made by Ms. Vicky Paliulis and seconded by Mr. Donald Antaya
The motion carried unanimously.
Respectfully Submitted,
_____________________________
Ether A. Diaz, Recording Secretary
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