WPCA Minutes 02/05/2015
WATER POLLUTION CONTROL AUTHORITY
REGULAR MEETING
FEBRUARY 5, 2015
“Subject to Vote of Approval”
1. CALL TO ORDER
Chairman Phil Richardson called the regular meeting of the Water Pollution Control Authority to order at 7:30 p.m. in the Simsbury Water Pollution Control Facility Conference Room, 36 Drake Hill Road, Simsbury. The following members were present: Michael Park, Thomas Hickey, Jay Sheehan and Paul Gilmore. Also present were Tom Roy, Director of Public Works, Anthony Piazza, Superintendent, as well as other interested parties.
2. SAFETY BRIEF – Mr. Richardson gave a safety brief stating to be sure to clear snow off of the top of vehicles as well as to be cautious when following vehicles that still have snow on them.
Mr. Gilmore also noted that, since the recent train/car accident, people should be aware of not stopping on tracks as well as making sure there is enough room for a vehicle to cross over the tracks.
3. FY 15/16 BUDGET REVIEW
Regarding the Avon/Granby estimated budget for sewer use, Mr. Piazza stated that the estimated O&M budget is $2.1 million; unrelated costs are subtracted out. Multipliers are based on flow for each Town, which are based on a 5-year average. Mr. Gilmore questioned if these costs could be recovered under the current contract between Simsbury and these two towns. Mr. Piazza stated that the contract states Avon and Granby will pay a certain percentage of the Operating budget.
Mr. Piazza stated that there is a 3.8% increase in the FY 15/16 budget, which is mostly due to annual wage increases. He stated that there are also placeholders in the budget for insurance increases. The biggest change is for the overtime because the estimated hourly rate was $4.00 lower than what it should have been in the past. There is also a vacation buyout for approximately $10,000 for an employee who will be retiring in July 2015. Mr. Piazza stated that he is estimating that electricity will be approximately $50,000 under budget, based on things that were done different this year, operationally.
Mr. Piazza reviewed the rest of the budget with the Authority members, including the capital improvements, non-recurring, totaling $56,500. These items include driveway paving, security improvements and phosphorous analyzer. There was some discussion whether or not the driveway paving should be a capital project or if it should be in the O&M budget. Mr. Piazza will be discussing this issue with Joe Mancini, Finance Director. Mr. Sheehan also suggested that Mr. Piazza look at the State guidelines regarding WPCA budgets.
Mr. Piazza stated that replacement of the freightliner flusher truck is projected in the FY 16/17 budget; the replacement of vehicles is in the FY 18/19 and FY 19/20 budgets; the replacement of the Kubota tractor is in the FY 17/18 budget; and the replacement of the SCADA computers and upgrade software are in the FY 18/19 budget.
Regarding the six-year capital improvement plan, Mr. Piazza stated that the first four items are for sewer expansions including: Massaco Street (Design and Survey), Hopmeadow Street Center Area (video and root control), West Mountain Road (Engineering Study) and Holcomb Road (Design). The Authority discussed the sewer expansion regarding West Mountain Road. There was a consensus that a feasibility study and a survey to determine for potential interest in that area should be done first; this would push some of the costs into fiscal years further down the road.
The other items on the six-year capital improvement plan are: Upgrading the Screenings Processes, Phase 2; Portable Generator 50/50 cost share with the Town; 6 inch Dri Prime Pump; WPC Facility Planning Update; Phosphorus Removal Planning Study; Sump Pump Elimination Program; Septage Receiving Station Upgrade; Flow and Load Review; and Grit System Upgrade.
Regarding the generator, Mr. Sheehan stated that DPH is giving out generator grants to water companies. If the Town were to partner with Aquarion Water Company, this could possibly be an 85% grant for Simsbury.
4. FUND TRANSFER FROM RESERVE FUND – CONNECTICUT ENERGY EFFICIENCY PROJECT
Mr. Piazza stated that he is requesting a fund transfer of $17,130, which has not been covered by the loan and incentive programs with regard to the energy efficiency audit. This money would need to be transferred from the Sewer Use Fund to the O&M Budget. Mr. Piazza stated that he is also requesting $19,856 be transferred in order to upgrade the HVAC controls software, which is out of date and not functioning properly. The company that did the initial HVAC software is now out of business; it is impossible to get information on how to reset the system when it goes down.
A motion was made to transfer from the Sewer Use Fund to the O&M Budget the following amounts: $17,130 for the energy efficiency audit and $19,856 for the upgrade to the HVAC controls. The motion was seconded and unanimously approved.
5. REVIEW AND DISCUSSION – INCREASING PUBLIC UNDERSTANDING OF SEWER SERVICE / REVIEW OF ASSESSMENT OPTIONS
Mr. Roy stated that sometimes it is hard to convince residents of the value of the services that the WPCA offers, particularly with respect to sewer extension projects. Mr. Piazza has put together frequently asked questions (FAQs) as well as more information that can be put on the Town’s website and in surveys that are sent to properties that could be served by potential extensions. Mr. Roy stated that projects could be presented in terms of monthly costs in addition to the total project costs. Mr. Roy stated that long term needs should be considered by the WPCA. He discussed several options, including paying only a portion of the assessment and deferring the rest; or lengthen the loan period.
Mr. Richardson stated that he is in favor of helping residents become more educated; the FAQs sheet could be sent out in a packet along with the interest card. He stated that Rich Sawitzke’s presentation to residents is also helpful. Also, stating what the costs to residents would be on a monthly basis versus the entire estimated cost may be a better way to get residents to understand.
Dr. Parks volunteered to review the information that was written by Mr. Piazza and put together a draft.
6. STATUS REPORT ON SEWER EXTENSION PROJECTS, ETC.
Mr. Roy stated that the design for Seminary Road will start next week and Russell Lane is being finalized for spring construction.
7. TREATMENT FACILITY REPORT
Mr. Piazza stated that all permit requirements were met for January. He stated that adjustments have been made in the laboratory analysis procedure eliminating unnecessary testing. Regarding capital projects, the mechanically cleaned bar screen has been installed and factory start-ups have been completed. The screenings conditioner is almost wired; it could be up and running by next week and will then be put online.
The Farmington River Bank stabilization is status quo from last month. It will be going out to bid in the spring. Also, Mr. Piazza stated that the contracts for the energy audit have been signed and submitted to Environmental Services Corporation.
Mr. Piazza stated that the final invoice for CT Carpentry has been paid for the Tunxis Pump Station replacement. The SCADA portion of the upgrade is estimated to be completed by the end of March. Regarding the Wolcott Pump Station rehab, Schultz Construction continues to work on punch list items. Staff has been reviewing final documentation submitted for approval.
8. CORRESPONDENCE
Mr. Piazza stated that the first grease trap citation was issued the day before to a restaurant for not having an automatic unit. The restaurant has 60 days to comply. If they do not comply, there will be a fine of $90/day. The Town issued two more citations the day of the meeting.
9. JANUARY8, 2015 MEETING MINUTES – POSSIBLE APPROVAL
Mr. Hickey made a motion to approve the January 8, 2015 minutes as written. Mr. Sheehan seconded the motion, which was approved. Mr. Richardson abstained.
Mr. Richardson stated that the Economic Development Commission has discussed the potential for programs such as a tax abatement program to help attract businesses and developments to Town. One of the items that they would like to consider is an option for the WPCA to provide incentives. He stated that there is language being considered; Nancy Haase would like to discuss this with the Authority at an upcoming meeting.
Mr. Piazza stated that AECOM will be researching the WPC revenue and budget process. The original connection fee and sewer use charges were based on a certain number of connections per year. He stated that the Town is averaging 20 connections per year. This study will determine if rates should be raised.
10. ADJOURN
Mr. Sheehan made a motion to adjourn the meeting at 9:20 p.m. Dr. Park seconded the motion, which was unanimously approved.
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Philip Richardson, Chairman