WPCA Minutes 10/12/2017
WATER POLLUTION CONTROL AUTHORITY
REGULAR MEETING
OCTOBER 12, 2017
“Subject to Vote of Approval”
1. CALL TO ORDER
Chairman Paul Gilmore called the regular meeting of the Water Pollution Control Authority to order at 7:00 p.m. in the Simsbury Water Pollution Control Facility Conference Room, 36 Drake Hill Road, Simsbury. The following members were present: Lucian Dragulski, Michael Park, Jay Sheehan and Jacques Brignac. Also present were Anthony Piazza, Superintendent, Tom Roy, Director of Public Works, Alison Sturgeon, Clerk, as well as other interested parties.
2. SAFETY BRIEF – Mr. Gilmore gave a safety brief regarding wearing the correct eye, hand and ear protection while leaf blowing this fall.
3. FLINTLOCK RIDGE, MUSKET TRAIL, HAWKS LANE POSSIBLE SEWER EXTENSION - DISCUSSION
Mr. Piazza stated that discussion for possible sewers in this area started back in September of 2013 around the time Mr. Clifton and Mr. Sawitzke retired. A petition was submitted at that time by a homeowner with approximately 12 signatures. Several residents have recently called to inquire where the Town is at on this project. Mr. Piazza stated that Hodge Surveyors have been hired to survey the area in order to get the initial layout. If the Authority members would like interest cards to be sent out to homeowners to begin the process for a possible sewer extension, this can be done.
Mr. Sheehan made a motion to send out interest cards to residents on Flintlock Ridge, Hawks Lane and the northeastern portion of Musket Trail. Dr. Park seconded the motion, which was unanimously approved.
4. RELEASE OF MAINTENANCE RETAINAGE FOR ANDREW DRIVE SEWER EXT. PROJECT – RED DOOR HOMES, LLC
Mr. Piazza stated that the sewer extension project has been completed for Andrew Drive. The final paving has been done and is in good condition. Red Door Construction is seeking to have their 5% maintenance retainage released. The amount of the retainage is $4,697.25.
Mr. Sheehan made a motion to release the retainage to Red Door Construction in the amount of $4,697.25 for the Andrew Drive sewer extension project. Dr. Park seconded the motion, which was unanimously approved.
5. TOWN FORUM REPORT – DISCUSSION
Dr. Park stated that he attended the Town Forum regarding the hiring of a new Town Manager. He stated that the organization that has been hired to search for someone to fill this new position has been looking at a list of criteria in order for the Town to find the ideal candidate. Residents in attendance could ask questions and make comments.
Mr. Roy stated that the effective date for the new Town Manager to begin is December 4, 2017. They are currently down to 4 candidates. Dr. Park stated that these top 4 candidates are either currently residing in Connecticut or are originally from Connecticut. He questioned if a decision was made on whether or not the new Town Manager would need to live in Simsbury once hired. Mr. Roy stated that this was discussed at a recent Board of Selectmen meeting; it was decided that the Town Manager would not need to live in Town.
Dr. Park stated that the new Town Manager position will be an advisory position that will bring information to the Board of Selectmen; the Board will still set policy. Mr. Roy stated that the Town Manager will be a shepherd to the Board of Selectmen and a manager to Town staff.
Dr. Park suggested that the Authority invite the new Town Manager to a WPCA meeting as well as for a tour of the facility. The Authority members agreed.
6. FLOW ALLOCATION – UPDATE / DISCUSSION
Mr. Roy stated that 2 years ago, they began to review the Town’s allocation policy. He stated that the process evolved from the data collected from the flow studies on the collection system. The goals were to improve the transparency of the process; to better utilize the system; and to increase the customer base. Mr. Roy stated that the WPCA built a collection system to provide a service to landowners within the sewer service area. The system is based on the anticipated flows from each land area based on the zoning at the time it was designed. The plant was also sized to serve all of the land within the service area based on the land use at the time of the plant design. He stated that 53% of the existing homes within the sewer service area are on septic and are not currently connected to the Town’s sanitary sewers.
Mr. Roy stated that the sewer facility has a design capacity of 3.84 MGD and is currently only half utilized. The theoretical flows in some cases are higher than the actual flows measured in the pipes. He stated that the Town has a substantial loan payment due, although the more customers that are connected to the sewer, the lower the rates can become. The collection system was designed based on anticipated development; conveyance capacity can limit flows for any one subarea or development.
Mr. Roy showed a pie chart depicting the actual and available flow for Avon, Granby and Simsbury. He also summarized the current allocation process as well as the goals for an updated policy. Mr. Roy asked the Authority members if they want to lock in the current allocation for each property within the sewer shed in terms of homes on septic, undeveloped lots, as well as if they would want to take control of any excess allocation. He stated that the Authority might also want to consider “giving away” excess allocation. If this is the case, how would that be accomplished? Should it be on a first come, first served basis? Should the Authority limit the use of excess allocation? Should the Authority charge for this excess allocation?
Mr. Roy talked through several scenarios with the Authority members. Regarding policy changes, Mr. Roy stated that the Town will provide a lot by lot allocation table based on the current zoning, useable lot size, and collection system capacity. This will ensure that all current owners are protected as well as to provide transparency. He stated that unallocated capacity will be determined for each sewer shed based on actual flows and collection system limitations. This will help them better define and communicate the flow calculation process.
Mr. Roy stated that the WPCA needs to provide direction to Town staff as to how to distribute the unallocated flow. Several options are: on a first come, first served basis; fee based; or limit the amount of unallocated flow to properties.
7. STATUS REPORT ON SEWER EXTENSION PROJECTS, ETC.
Mr. Roy stated that Simscroft will be starting construction next week on the Maple Court upgrade. The Town will own and maintain the sewers once the job is completed. Construction has also begun on Cambridge Court; the WPC Inspector continues to go out to monitor the site.
Mr. Roy stated that there were two bidders for the Bushy Hill Road sewer extension project, which were approximately $120,000 over the engineering estimate. He stated that they spoke with the low bidder, who stated that although the design of the project was appropriate, the bid came in higher because of the State’s requirements. Town staff will hopefully go out to bid again in the spring.
8. TREATMENT FACILITY REPORT
Mr. Piazza stated that all permit requirements were met for September. He stated that they are currently waiting on a quote from a third vendor for the boiler replacement in order to comply with Town purchasing requirements prior to scheduling the replacement of the unit. The UV disinfection system is scheduled to be taken off line at the end of the month.
Regarding the Hayes Pump Station upgrade, Mr. Piazza stated that NORCOM will be installing the new SCADA system for the pump station controls on October 19. The project will be completed by November. He also stated that Town staff has met with DPC Consulting and developed a preliminary process for review of the sewer allocation process.
Mr. Piazza stated that the final mussel survey has been completed for the Farmington River bank stabilization project. This completes the last portion of the permit requirements for the bank stabilization project. Also, Town staff continues with video inspection and cleaning of the collection system.
9. CORRESPONDENCE
The Authority members reviewed the adjustment made to the sewer user rate charged for FY 2017/18 for 23 Main Street, Tariffville. They also reviewed a letter to Advanced Alarm Security for the door access system replacement as well as letters to Simscroft and Talcott View Development for the Bushy Hill Road extension project.
10. PROPOSED WPCA 2018 MEETING SCHEDULE – POSSIBLE APPROVAL
Mr. Dragulski made a motion to approve the 2018 meeting schedule as written. Dr. Park seconded the motion, which was unanimously approved.
11. JUNE 8, 2017 AND SEPTEMBER 14, 2017 MEETING MINUTES – POSSIBLE APPROVAL
Mr. Gilmore made a correction to the June 8, 2017 minutes.
Dr. Park made a motion to approve the June 8, 2017 minutes as amended. Mr. Sheehan seconded the motion, which was approved. Mr. Gilmore and Mr. Brignac abstained.
Mr. Dragulski made a motion to approve the September 12, 2017 minutes as written. Mr. Brignac seconded the motion, which was approved. Mr. Sheehan and Dr. Park abstained.
12. ADJOURN
Mr. Sheehan made a motion to adjourn the meeting at 8:48 p.m. Dr. Park seconded the motion, which was unanimously approved.
______________________
Paul Gilmore, Chairman