TROY/ JAY
SEWER MINUTES
TROY /JAY SEWER MEETING
JAY TOWN HALL
MINUTES
MARCH 19, 2009.
BOARD MEMBERS:
PRESENT: Roland Mayhew, Nate Deslandes, Dexter Randall, Marc Burroughs Biron, Michael Brady.
ABSENT: Peggy Loux.
OTHERS PRESENT: Bryan Bowers, Scott Rappold, Del Cota, Gary Leach, Raymond Lemay.
1. APPROVE THE MINUTES OF FEBRUARY 23, 2009:
Marc made a motion to approve the minutes of February 23, 2009 as written. 2nd by Michael Brady. All in favor.
b. Reorganization of the Sewer Board.
Roland asked Board members to vote for a Chair and co Chair. Marc nominated Roland Mayhew. 2nd by Michael Brady. All in favor. Michael nominated Marc for the co chair position. 2nd by Roland. All in favor.
2. APPROVE INVOICES:
Rondeau Plumbing Invoice # 128 in the amount of $405.00 was approved. Nate explained that the work had to be done and that Jeremy had done an excellent job on a very dirty problem.
Gene’s Electric invoice # 15237 in the amount of $72.00 was approved.
Leach Engineering invoice # 1863 in the amount of $150,116.00 and invoice # 1858 in the amount of $104,390.00.
Nate started discussion concerning these two invoices. He had concerns about accountability for such large sums of money where he felt that the invoicing was not detailed enough. He also stated that Tara had concerns around the audit. The Board was interested in having a line item form of invoicing.
Gary explained that this was very difficult to do on an ongoing basis given the structures in place. However, he stated that Leach Engineering would produce all the necessary documents for any audit and would take full responsibility.
Marc stated that the State actually sets the amount with Leach Engineering and the oversight is there.
Marc made a motion to approve the invoices. 2nd by Michael. All in favor.
3. RAYMOND LEMAY:
Nate wanted to know where the situation with Raymond’s sewer allocations was at. Raymond stated that there had been some changes with the Act 250 process which indicated that he would not need all the allocations that he requested. Nate said he disagreed with this statement since he had spoken with someone from Act 250 about this issue and he would talk with him again. Raymond then stated that given the downturn in the economy he could simply not afford the allocations since most of his project has been put on hold. Raymond requested that he keep two of the allocations but that he wanted to forfeit the rest.
After some further discussion Marc made a motion to allow Raymond to forfeit his allocations with the exception of two. The balance would return to the Sewer Board. 2nd by Dexter. All in favor.
Raymond left but there was discomfort with the fairness to others of the decision given the lack of clarity around the issue. It was decided that Raymond had to be responsible retroactively for payments from the issue of the original contract to the present. Nate contacted Raymond by telephone. Raymond and Nate are to meet with Tara to go over the accounting issues in this matter.
4. TARA MORSE:
Tara was not present due to her son being ill.
5. LIZ DICKSON LETTER:
Letter was reviewed and noted.
6. ITT WATER & WASTEWATER INVOICE FOR RESTOCKING FEE OF $871.19:
Reviewed and noted.
7. STATE OF VERMONT PERMIT APPLICATION RENEWAL FOR SIGNATURES:
Michael made a motion to sign the document. 2nd by Marc. All in favor.
Gary stated that Leach Engineering would be in charge of the Wastewater Discharge Renewal process and would handle the paperwork.
8. DRAFTS OF BOND FINANCING DOCUMENTS FOR REVIEW FOR THE 04-06-09 MEETING:
All Board members requested to review the documents before the meeting date.
9. DELBERT/ANN COTA RE: AN EXTRA 5 UNITS OF SEWER ALLOCATION NEEDED FOR THE LODGE:
Scott Rappold discussed the need for the increase in sewer allocations for the Lodge project from the original 8.5 units to 13.5 units of allocation. After review of State figures Scott realized that they would need an additional 5 units to satisfy State requirements for the 40 campsites. He explained that all the sites needed full allocation.
Scott will see Tara to rewrite the appropriate documentation for the State.
The topic of metering was raised and Gary Leach recommended metering intake not output if metering is to be done for usage fees.
Marc was asked if Jay had the available units. He was unsure and would check with Tara. If Jay dos not have the units available it was agreed that Troy would loan them for the project.
Michael made a motion to accept the application for 5 additional sewer units. 2nd by Nate. All in favor.
10. FOR INFORMATIONAL PURPOSES ONLY. SIGNATURES ON STATE PRIORITY LIST FROM 3/12/09:
Already signed. This involved the application for green stimulus money.
11. SPECIAL ITEMS:
a. Leach Engineering Expansion.
Please see Status Report on Design and Permitting that Gary submitted.
Gary elaborated on the report. Other topics included:
Funding of the project includes $8.2 million from the USDA; $400,400 from the State of Vermont; a possible $925,000 from Stag and an additional 1.475 million from the ARA stimulus money of which ~55% would be grant money.
Gary stated that another environmental report will have to be done for the Stimulus money since Federal and State requirements are a little different. Previous reports will be utilized and adjustments made to save on costs.
After hearing on the next stimulus money we will have to apply for more money from the USDA.
The Application for Act 250 Permit Amendment was signed by the Board tonight for the Treatment Plant only. A Public Hearing will be held - most likely in Jay.
Gary needs a Letter of Approval from the Troy Fire Chief. Nate will follow up and by Monday fax to Gary or give to Mark Sanville who will be seeing Gary.
b. Delinquent Accounts.
Tara to report on these.
12. OPERATOR’S REPORT:
Reviewed.
13. ANY OTHER BUSINESS:
None.
14. NEXT MEETING DATE: MONDAY, APRIL 6, 2009 AT 6:30 PM @ JAY TOWN HALL.
MONDAY, APRIL 27, 2009 AT 6:30 PM @ JAY TOWN HALL.
15. TO ADJOURN: Roland adjourned the meeting at 9:30 PM. All in favor.
Minutes respectfully submitted by Bryan Bowers.