WPCA Meeting Minutes 03/09/2023
WATER POLLUTION CONTROL AUTHORITY
REGULAR MEETING
MARCH 9, 2023
“Subject to Vote of Approval”
1. CALL TO ORDER
Paul Gilmore called the regular meeting of the Water Pollution Control Authority to order at 7:00 p.m. via an In-person / Zoom meeting. The following members were present: Jay Sheehan, Michael Park, Lucian Dragulski, Tom Hickey and Jacques Brignac. Also present were Anthony Piazza, Superintendent, Tom Roy, Director of Public Works, and Alison Sturgeon, Administrative Secretary.
2. SAFETY BRIEF – Mr. Gilmore pointed out the exits in case of an emergency.
3. PUBLIC HEARING – PINE HILL HOMEOWNER’S ASSOCIATION SEWER UPGRADE
Mr. Roy stated that the WPCA is a utility that is funded by its users. He stated that Pine Hill Homeowner’s Association is a unique situation in that this neighborhood already has sewers. Unlike most customers, the Association owns the main sewer lines in the street. Since their current system does not meet Town standards, the Town cannot take over the sewer system. The Town has a design in place to upgrade the sanitary sewers within the Association. This plan includes tearing up the streets, which will be repaved. The cost of repaving will be at the Town’s contractual rate for asphalt. Mr. Roy stated that when installing the new pipes, the old pipes will be taken out or abandoned in place. The laterals will be replaced as near as possible to each house; judgements will need to be made on a case by case basis depending on the condition of the pipes as well as landscaping in the area. He stated that driveways and common areas are not a part of this project.
Mr. Piazza showed a PowerPoint of the “known” current conditions, which are based on existing knowledge since there are no sewer maps of this area. He stated that the plan is to go in and bring everything up to code. The pipe will be 6-inch PVC and the manholes will be pre-cast. The main line in the street will eventually be taken over by the Town. The lateral from each house to the main line in the street will be the homeowner’s responsibility.
In response to Mr. Diodato’s question, of 12 Middle Lane, regarding the landscaping for each house, Mr. Roy stated that it will be on a case by case basis depending on the expense since all of the homeowners will be sharing the cost of this project equally.
Mr. Petersen, 11 Stebbins Brook Lane, questioned if certain portions of the road would be overlaid with asphalt. Mr. Roy stated that part may be overlaid and part fully repaved. They will need to assess once they get started. Curbing will only be placed in certain areas to allow for water runoff to flow onto the grass.
Mr. Piazza spoke about the potential issues with the project. Although they do not anticipate having to cut any driveways, if any driveway is disturbed by construction, it will be patched; straight cut pavement and repaved to be flush with the existing portion.
Mr. Piazza stated that the existing sidewalks and drainage swales will be removed and roads will be widened to the extent of the previous walks.
Ms. Burt-Cecchin, 12 Woods Lane, stated that there is an area on South Road that does not have curbing between the road and the woods. There is a grass bank there; the road is gradually getting beaten up because of the plows. Mr. Roy stated that they can look at this area specifically.
A questioned was asked regarding if the catch basins would also be replaced. Mr. Roy stated that they would not be replaced, unless the catch basin top was in need of replacement. They are trying to keep the costs down; this project is for the sanitary sewers, not for storm drainage.
Regarding other potential issues, Mr. Piazza stated that these could include: unmarked drainage, conflicts, repairs; replacement of retaining walls; and escalation of costs due to the economy. Mr. Roy stated that if the Town puts this project out to bid and the bids come in too high, they would stop and bid it again at a different time. Regarding the bids, he stated that they take the lowest qualified bidder.
Mr. Piazza stated that funding for projects are through a revolving sewer assessment fund. The WPCA includes funds in the yearly budget for potential extensions and rehabilitation. The fund is maintained by assessments, liens and refinancing commitments. Mr. Roy stated that assessments do not go out until the November after the project has been completed.
In response to a question from Mr. Diodato, Mr. Piazza stated that if the WPCA approves this project tonight, the design phase will take approximately 2-3 months; it will then go out to bid. Best case scenario, the project could start in August 2023; the project would take approximately 3-4 months.
Regarding construction costs, Mr. Piazza stated that the estimated cost for this project is $975,000. If residents choose to finance their assessment, they can do so at the Town’s bond rate, which is projected to be around 4%.
Ms. Gelineau, 5 Middle Lane, asked a few questions on behalf of Mr. Koff. She questioned if there would be detailed step by step instructions for homeowners throughout this process. Mr. Roy stated that there are almost daily emails sent to affected resident once the project gets started. Ms. Gelineau stated that any questions that might occur during this project, the Pine Hill Homeowner’s Association should not be contacted or approached. She asked who should questions be directed to. Mr. Piazza stated that people should call or email him directly. Ms. Gelineau questioned what the size of the pipe would be. Mr. Piazza stated that the pipe in the street would be 8 inches; any new portions of laterals installed would be 6 inches. He stated that most laterals leaving the houses are currently 4 inches.
Mr. Sheehan questioned if there was anyone in the audience that was opposed to the project. No one was opposed.
Mr. Sheehan made a motion to close the public hearing. Dr. Park seconded the motion, which was unanimously approved.
Mr. Sheehan made a motion to approve the Pine Hill Homeowner’s Association sewer upgrade as presented. Mr. Brignac seconded the motion, which was unanimously approved.
4. SEWER USE FEES FOR FY 2023/24 – DISCUSSION AND POSSIBLY SET PUBLIC HEARING DATE
Mr. Gilmore stated that the last time sewer use fees were raised was in FY 2019/20. He stated that he feels the recommended increase of 4% is reasonable.
Mr. Piazza shared staff’s financial model with the Authority members, which showed the reserves without an increase over the next five years. He stated that with the recommended 4% increase, the reserve fund would be at just over $3 million; this is an estimated $1 million increase over the next five years. Mr. Roy stated that they are recommending this 4% increase this year and possibly raise it nominally again in two years.
Mr. Hickey questioned what the smallest amount in reserves has ever been. Mr. Piazza stated at its lowest point, it was $4 million since he has been employed with the Town.
Regarding other Town fees, Mr. Piazza recommended that the WPCA create a fee for RV dumping. Currently, only Simsbury, Avon and Granby residents with RVs are allowed to dump at the treatment facility; this will not change. He suggested a yearly fee for these RV owners that are looking to dump at the treatment plant; this service is currently free of charge.
There was a short discussion regarding how much the yearly fee should be. Mr. Hickey asked that Mr. Piazza find out what other Town’s are charging prior to the public hearing.
Mr. Sheehan made a motion to set the public hearing for the sewer use fees for FY 2023/24 for the April 13, 2023 regular WPCA meeting. Mr. Hickey seconded the motion, which was unanimously approved.
5. STATUS REPORT ON SEWER EXTENSION PROJECTS, ETC.
Mr. Piazza stated that the final bill is being processed for Eagle Lane. The WPCA will be able to set the public hearing assessment at their next meeting. The Town will pave Eagle Lane later this year.
6. TREATMENT FACILITY REPORT
Mr. Piazza stated that all permit requirements were met for the month of February. With the warmer than expected winter, staff has been containing a foaming issue on the secondary clarifiers; this has not impacted any process or permit requirements. It is more of a nuisance issue. He stated that staff is also installing a new chemical metering system for the odor control scrubber. The new system will update the pumps and replace several older valves.
Mr. Piazza stated that Granite InLiner is scheduled to come back to complete the lining of several sections of pipe in Tariffville and along Hopmeadow Street. This work will complete their three-year contract. Staff will be reviewing the completed sections to determine any future needs.
Regarding the primary clarifier analysis, Weston and Sampson has completed the initial analysis and has provided the initial report to Town staff. We are currently reviewing the report to determine what actions need to be taken to ensure the tanks can be ready for future use. The estimates have come in; alternate #1 came in at $120,000 and alternate # 2 came in at $380,000.
Mr. Piazza stated that Town staff and a Tighe & Bond engineer continue to replace the PLCs. The last process to replace is solids handling. The parts have arrived and we are working to schedule installation for the end of March.
All lines are installed on Eagle Lane with inverts and drops. Town staff has videoed all lines and found no problems or deficiencies.
7. CORRESPONDENCE
The Authority members reviewed a letter, dated February 14, 2023 from Mr. Piazza to Mr. Uanino, Director at Belden Forest Court regarding the WPCA’s decision regarding their sewer billing. The Authority members also reviewed a letter, dated February 15, 2023 to the Pine Hill Homeowner’s Association regarding tonight’s public hearing.
8. FEBRUARY MEETING MINUTES – POSSIBLE APPROVAL
Mr. Dragulski made a motion to approve the February 9, 2023 minutes as written. Mr. Brignac seconded the motion, which was approved. Mr. Hickey abstained.
9. ADJOURN
Mr. Hickey made a motion to adjourn the meeting at 8:03 p.m. Dr. Park seconded the motion, which was unanimously approved.
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Paul Gilmore, Chairman