WPCA Minutes 06/12/2014
WATER POLLUTION CONTROL AUTHORITY
REGULAR MEETING
JUNE 12, 2014
1. CALL TO ORDER
Chairman 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, Paul Gilmore, Jay Sheehan, Loren Shoemaker, Thomas Hickey and Ed Kelly. Also present were Tony Piazza, WPC Superintendent, Tom Roy, Director of Public Works, as well as other interested parties.
2. SAFETY BRIEF – Mr. Richardson gave a safety brief regarding the use of yard power tools during the summer months.
3. PUBLIC HEARING – Extension of Sanitary Sewer on Plank Hill Road (Lots 15 & 16)
Mr. Richardson stated that an extension is not needed because the pipe is already in the ground. A public hearing will not be necessary for Plank Hill Road, Lots 15 & 16.
Mr. Piazza stated that there is an existing sewer line on Plank Hill Road that was not on any mapping. Although this existing line does not provide service to the lot in question, they will run a private lateral to Firetown Road on the White Oak Lane side of the buildings. He stated that the developer will build this to Town standards for possible future hookups on White Oak Lane. Mr. Roy stated that there is no desire by the majority of homeowners on White Oak Lane to currently connect to the sewer.
4. Policy / Pricing for Cleaning of Private Sewer Systems – Discussion
Mr. Piazza distributed a chart regarding current WPC fee structures as well as 2014 wage and fees for truck usage. He stated that outside vendors currently charge approximately $225-275/hour for a truck and a two-man crew; catch basin cleaning is approximately $150-200/hour.
Mr. Richardson stated that at the last meeting, the Authority discussed if the WPC should be in the business of cleaning private sewer systems, and if so, how much should be charged. He stated that they do clean out several private systems on a yearly basis. Mr. Roy stated that from time to time, the WPC will still be called out for emergencies to these locations. He stated that he would like to have a Hold Harmless Agreement as well as fair and reasonable rates in place.
Mr. Piazza stated that he would not recommend continuing the practice of cleaning these private systems. From a liability standpoint, the Town would be responsible for any damages. Also, getting to access points occasionally damages landscaping and in some cases, access is very limited.
Mr. Gilmore stated that this is not a governmental service. He feels that the WPC should stick to providing the essential services with which they are charged. Doing things that are also done by private enterprise is not the business of government.
Mr. Kelly stated that he believes the only reason to continue to clean these private systems is for preventative maintenance, although if the Town does not continue this practice, they would not be liable for any problems in private systems.
Mr. Shoemaker made a motion that the Simsbury Water Pollution Control Authority inform these private homeowners associations that they will not be cleaning their private sewer systems, although these systems should continue to be cleaned by a private contractor and referrals of private contractors could be given to them.
Mr. Gilmore stated that if any homeowners associations need assistance finding contractors, they should call the WPC office; referrals should not be given. Mr. Piazza stated that a list of contractors that have insurance on file with the Town could be sent to the associations; no contractor would be referred. The Authority members agreed this list could be sent out.
Mr. Shoemaker amended the motion to state that a list of contractors that have insurance on file with the Town of Simsbury will be sent to homeowners associations along with the letter. No particular contractors will be referred. Mr. Hickey seconded the motion, which was unanimously approved.
The Authority continued to discuss how emergency situations should be handled. They agreed that emergencies should continue to be handled as they currently are, although more should be charged in order to be in line with current rates. Mr. Roy suggested that all labor costs be $50/hour per person at the appropriate rate (i.e. Sunday at double time; four hour minimum for a call out after work hours). He stated that the WPCAs fee schedule should include emergency services. Mr. Richardson questioned if a public hearing would be needed to set this rate. It was stated that this should be done when setting all of the rates, usually at the April meeting. Mr. Sheehan suggested that between now and next April, the Authority could research what other Towns are charging for emergency services.
The Authority members also discussed the definition of an emergency. Mr. Piazza stated that an emergency could be defined as an environmental impact.
There was a consensus among the Authority members to have WPC staff draft a fee schedule to include emergency rates as well as defining an emergency.
5. Energy Audit - Summary
Mr. Piazza stated that a free energy audit was done through CL&P. He stated that Environmental Systems Corporation (ESC), a subcontractor, did this audit; the Town is under no obligation to make any changes.
The three major findings of the audit were:
HVAC Energy Controls – The system is outdated and not working properly.An upgrade for the main building is recommended.
Odor Control Scrubber and Makeup Air Units (MAU) Controls and VFDs – Not working properly.Putting the odor control fan on VFD is recommended.
Anoxic Zone Mixers - ESC is recommending putting the mixers on VFDs.
The audit summary stated that assuming all EEMs were done simultaneously, the total energy cost savings are nearly $30,000 per year and will accumulate to nearly $440,000 in savings over the next 15 years. Installation costs (before incentives) are expected to be approximately $226,000. Utility incentives should be between $76,000- $105,000 depending on utility review and application of a comprehensive incentive bonus. The Simsbury WPCF portion would therefore be in the range of $120,000 - $150,000. The Town can utilize 0% interest on-the-bill (4-year) financing provided by CL&P for $100,000 of the project cost.
Mr. Roy stated that prior to making any decisions, this will be contingent upon the amount of incentives the Town would receive. He stated that there is also potential of additional savings of making all three of the recommended changes by lowering the peak demand. Mr. Roy stated that once the final numbers have been received, the Authority can discuss how to fund the upfront costs. The information should be received from CL&P by the September meeting, although if it is received earlier, he will email it out to the Authority members for their review.
6. STATUS REPORT ON SEWER EXTENSION PROJECTS, ETC.
Regarding Russell Lane, Mr. Roy stated that they are currently doing the survey, which will determine what the best alignment will be.
7. TREATMENT FACILITY REPORT – A. PIAZZA
Mr. Piazza stated that all permit requirements were met for May. He stated that WMC Consulting Engineers has submitted an application with the Army Corp of Engineers and they will be going out to bid soon. Regarding Phosphorus compliance, the report was submitted to DEEP as required; there is a recommended schedule for implementation for adding chemicals to the process. Mr. Piazza stated that the flow monitoring has been completed on the north interceptor. AECOM is going through the data that was collected.
Regarding the Tunxis Pump Station, Mr. Piazza stated that the Town Attorney is reviewing the pump station contract; Connecticut Carpentry has disputed the Town’s claim of being in default. Regarding Wolcott Pump Station rehabilitation, final control system testing was completed by WPC staff on June 11, 2014. Schultz Construction expects to be completed with the punch list by the week of June 23rd.
Mr. Piazza stated that seasonal help has been hired to complete easement maintenance. An intern was also hired to work on the GIS, completing data entry and correcting system mapping issues. Mr. Piazza also stated that there was a stoppage in the private EB system at 35 Woodland Street. WPC staff went to the site but was unable to correct the problem. Ensign Bickford hired a contractor to replace a portion of the line impacted with roots.
8. CORRESPONDENCE
Mr. Richardson stated that the Authority discussed, at the last meeting, a letter from Ms. Soto, 75 Hickory Hill Road. She was requesting an adjustment to her sewer bill because her home was uninhabitable for several months. After a short discussion, the Authority members edited a letter, which was drafted by Mr. Richardson. The letter will be sent out to Ms. Soto stating that Chapter 130, Sewers, in the Code of the Town of Simsbury confirms that since the property remained connected to the sewer system, it continued to be subject to the normal usage fee.
The Authority reviewed a letter from Mr. Piazza to Mr. Nelson, Landworks Development LLC regarding facility connection charge for 2-8 Mill Pond Crossing as well as a letter regarding the FCC for the new dormitory facility at the Ethel Walker School.
9. MAY 8, 2014 MEETING MINUTES – POSSIBLE APPROVAL
After a short discussion, Mr. Richardson edited the May minutes to delete the word “only” on Page 2, Paragraph 4 under Policy for Cleaning of Private Sewer Systems – Discussion.
Mr. Sheehan made a motion to approve the minutes with this change. Dr. Park seconded the motion, which was approved. Mr. Kelly and Mr. Shoemaker abstained.
Mr. Gilmore made a motion that the Chairman and Vice-Chairman be empowered to act on behalf of the Authority on all routine issues brought before them over the summer recess. Mr. Kelly seconded the motion, which was unanimously approved.
10. ADJOURN
Mr. Sheehan made a motion to adjourn the meeting at 8:45 p.m. Dr. Park seconded the motion, which was unanimously approved.
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Philip Richardson, Chairman