Troy-Jay Sewer 2008

TROY/ JAY
SEWER MINUTES

TROY / JAY SEWER MEETING
JAY TOWN HALL
MINUTES
DECEMBER 10, 2008.

SEWER BOARD:
PRESENT: Roland Mayhew, Nate Deslandes Dave Sanders, Marc Biron, Michael Brady.
ABSENT: Paul Barrenger.

OTHERS PRESENT: Bryan Bowers, John Belisle.

CALL TO ORDER: Dave called the meting to order at 6:48 PM.

There was no agenda set for this meeting since originally the meeting was set to discuss the old and new contracts. That meeting will now take place on Wednesday, January 7, 2009 at 6:30 PM @ Jay Town Hall.

The initial discussion centered around the funding for the Sewer Expansion and just how financing would be arranged. Dave had spoken with Paul Giuiliani regarding the legal implications of the financial set up. Paul stated that the process has been somewhat derailed at this point. The Community Bank is not necessarily in the bag.
Nate wondered if the Sewer Board is to get all answers from Paul Giuliani. Dave stated that Chris Smart is actually legal counsel for the Sewer Board, however, Paul G. works with many municipalities around the State and knows a lot of the ins and outs of the process. Chris Smart might only be used in later stages.
Documents had been drawn up for Community Bank and apparently would have to be witnessed by the Town Clerk. A ‘Warning’ needs to be posted before any documents can be officially signed. The where or when of the warning needs further investigation. There is a question as to whether Community Bank or the Chittendon Bank will be used.
John Belisle stated that when Mike Marsh spoke with the Sewer Board last he wasn’t sure if Community Bank would go the route of having a non-arbitrage agreement. The Bank would probably go the route of a Line of Credit. John B. suggested that Chittendon be contacted and that the Sewer Board should use the Bank’s attorneys first. It probably will cost less in the long run. John is to make initial contact with the Chittendon Bank.
All agreed that the decision will have to be made quickly.

Leahy’s office and Rhonda Schipee and Mark Koplowski of the USDA need to be contacted again re: how loans affect grants and the time line around these.

There was considerable discussion about the Foothills project that the Local Boys are constructing. John B. provided the Board with many scale drawings of the project.
The mylar maps will be needed at some point to establish the lineage for the property lines and sewer lines.

There was discussion concerning the common denominator of gallons per unit of sewer allocation for residential use. This was established to be 180 GPD per unit of allocation.
Initial hook up fees are due within 30 days after approval of the allocation.
Retirement of Debt Service:
Residential will cost the applicant $25.00 for an application fee for one unit of allocation. There will be a hearing and 30 days after the approval of the allocation a $1000.00 fee will be charged for the installation or access fee. There will then be an inspection fee of $150.00 upon the actual connection ( within two years after the application ).
Commercial:
This needs to be discussed with Tara. Tara will be asked to attend the December 22, 2008 meeting to discuss the budget, bond issue and orders.

There will be a meeting concerning Recycling in Lyndonville on January 13, 2009.

The pump station at the school is still on hold due to an electrical panel problem. Needs further investigation.

Dave followed up on the computer situation with Joe. The problem was their software.

NEXT MEETING DATE(S): Monday, December 22, 2008 at 6:30 PM @ Jay Town Hall.
Wednesday, January 7, 2009 at 6:30 PM @ Jay Town Hall. ( contracts old and new ).

TO ADJOURN: Dave asked for adjournment at 8:43 PM. All in favor.

Minutes respectfully submitted by: Bryan Bowers.

TROY / JAY SEWER MEETING
JAY TOWN HALL
MINUTES
NOVEMBER 24, 2008.

SEWER BOARD:
PRESENT: Roland Mayhew, Dave Sanders, Marc Biron.
ABSENT: Paul Barrenger, Michael Brady, Nathan Deslandes.

OTHERS PRESENT: Bryan Bowers, Joe Peryea, Bill Stenger, Gary Leach,
Tara Morse.

CALL TO ORDER: No official call to order. No quorum. After awaiting
further members, one more arrived. Discussion began around 6:45 PM.

1. APPROVE THE MINUTES OF OCTOBER 27TH AND NOVEMBER 19, 2008 MEETINGS:
Minutes could not be approved due to a lack of quorum.

2. APPROVE INVOICES:
Also could not be done due to a lack of quorum.

3. SPECIAL ITEMS:
a. Leach Engineering/Expansion.
Gary submitted a Status Report ( Available at Town Clerk’s Office ).
Leach Engineering submitted the SRF application to the ANR (see report
) and has given Tara a copy.
Dave raised the issue that things are not following the expected
timeline in terms of the expansion and demanded that Leach Engineering
had to act immediately. Gary stated that it could take another five
months to complete the Design and Planning Phase. The Sewer Board had
never been informed of any change to the time schedule and Dave was
upset since this issue had been raised before by Paul Barrenger and him
as early as the spring of 08. He and Bill Stenger emphasized,
emphatically, that things need to go as planned ( benchmark delivery
dates ) and if Leach Engineering needs any further help in the Design
and Planning Phase of the project they need to make that clear ASAP.
There can be no delay given the money involved and the current economic
crisis. Gary to investigate and report back by the next meeting date or
sooner by e mail. This is of the utmost importance.
Dave also wants invoices to satisfy auditors or the general public. He
does not want a generalized paragraph but specifics. Clear
documentation is needed. Gary is also to get budget information on the
project to the Board for next year.
b. Delinquent Accounts.
A correction was made that the disconnect was to be at the Sargent’s
house not the Elliott’s. Already decided that there would be a
disconnect if not paid.
c. Delbert Cota - The Lodge at Jay 8 Units.
This had been addressed at a previous Select Board Meeting. The Lodge
must go to the Zoning Board and then Act 250. After that they must
return to the Select Board of Jay and then to the Sewer Board for
approval.

4. Operator’s Report:
Available at the Town Clerk’s Office.
There was considerable discussion as to what is happening at the Sewer
Plant, the manholes and lines, and at the school in terms of the grease
pumps.
Dave strongly felt that it was time that SOS ( Simon’s Operating
Systems ) take responsibility to inform the Board of problems
throughout the system. The Board always seems to be responding in
emergency mode to events that sometimes should be covered by general
maintenance issues and follow up. He feels that is what the taxpayers
are paying for and demands more accountability.
In terms of immediate follow up Joe is to report to Jay Peak tomorrow
to follow up on where there is a probable overflow of water into a
manhole or a defect in the line. Line matters will have to be
thoroughly checked in the spring to evaluate where there are leaks in
the system and how many manholes will need resealing. This has to be
done in as efficient a manner as possible.
The grease pump situation at the school is progressing but they are
still awaiting an electrical panel. This is still a priority.
Most other things at the plant seem to be in ok order. Any replacements
of equipment should be able to wait until the expansion process begins.
Dave wants SOS to deliver a report so that the Sewer Board can budget
effectively.

5. Any Other Business:
None.

6. NEXT MEETING DATE(S): Wednesday, December 10, 2008 at 6:30 PM @ Jay
Town Hall. ( Contracts ).
Monday, December 22, 2008 at 6:30 PM @ Jay Town Hall.

7. TO ADJOURN: Roland ended the meeting at ~ 8:25 PM.

Minutes respectfully submitted by: Bryan Bowers.

TROY / JAY SEWER MEETING
JAY TOWN HALL
MINUTES
NOVEMBER 19, 2008.

SEWER BOARD:
PRESENT: Roland Mayhew, Nathan Deslandes, Dave Sanders, Marc Biron.
ABSENT: Paul Barrenger, Michael Brady.

OTHERS PRESENT: Bryan Bowers, John Belisle.

CALL TO ORDER: Roland called the meeting to order at 6:40 PM.

This was to be a special meeting to discuss specifics regarding the overall agreements for the expansion of the sewer system. Although there was a quorum it was felt that more generalities would be discussed this evening in a more informal way, and specifics would be addressed at a later date.

Dave stated that the agreement among parties had been discussed but not determined. The primary issue is to resolve the Local Boys and Jay Peak’s role in picking up the local share for financial backing and just how that is going to be written and reimbursed.
Originally, Jay Peak was to have 400,000 gal per day, Local Boys 70,000, Troy 30,000 and Jay 100,000. The only difference now is that the Local Boys have reduced their current involvement to 45, 000 GPD and Jay Peak will pick up the 25,000 GPD for affordable housing.
The question is: What is Affordable or Low Cost Housing? What difficulties does that imply in terms of usage and State Laws?( Section 8 ).
The original agreement must be reviewed again.
John Belisle raised concerns about the expansion and how we deal with the original agreement. ( February, 1990 ). What is the Debt Service? There is a 3.2 million dollar debt service for the local share. Things like the Master Pollution Control Agreement and agreements for Construction and Operating Costs need to be addressed.
How do we transfer tax load and fees?
How is debt service handled, new and old?
There was considerable discussion regarding residential versus commercial users. Jay Peak is based on flow but commercial at Local Boys might be based on units of allocation. Must look at State calculations and retiring of debt service.
Roland stated the difficulties experienced in Troy regarding flow and units for allocation. They are currently running at 100 GPD.
Dave made a motion to use 180 GPD as our accepted flow factor for calculating units. 2nd by Marc. All in favor.
For distribution or Debt Service factor x ( Local Share LB and J P ) divided by 600,000 /0.25 per 180 for anyone who comes on board.
Dave made a motion to reduce cost of debt service to Jay Peak and the Local Boys by:
debt service / 600,000 GPD = factor cost per gallon x 180 GPD. 2nd by Nate. All in favor.
John B also raised the issue of hook up fees and needing a kick back fee for JP and the LB’s. When do we assess fees for new people who come on board?
it was felt that we had to redefine large capacity and Commercial versus residential usage and connection fees and reimbursement to Jay Peak and the Local Boys.
Bryan raised the point that we have to protect all concerned by providing specific timelines for connection fees and reimbursement since people can find ways to extend the deadline for their projects and thus not pay fees within a timeline that would be fair to the original investors.
it was suggested that:
a. Residential applications are subject to connection fees and quarterly payment within 30 days after acceptance of application.
b. Commercial applications are subject to connection fees and quarterly payment after Act 250 approval and within 30 days after acceptance of application.
Upon receipt of funds the surcharge involved in the equation would be distributed to the local share. ( Jay Peak and the Local Boys ).
Dave recommended that everyone read over the old and new agreements prior to the next meeting.
Tara mentioned that the water had to be turned off at the Elliott house.

6. NEXT MEETING DATE(S): Monday November 24, 2008 at 6:30 PM @ Jay Town Hall.
Wednesday, December 10, 2008 at 6:30 PM @ Jay Town Hall. ( Read Contracts ).

7. TO ADJOURN: Roland adjourned the meeting at 8:45 PM. All in favor.

Minutes respectfully submitted by: Bryan Bowers.

TROY / JAY SEWER MEETING
JAY TOWN HALL
MINUTES
SEPTEMBER 22, 2008.

SEWER BOARD:
PRESENT: Roland Mayhew, Nathan Deslandes, Dave Sanders, Marc Biron, Michael Brady.
ABSENT: Paul Barrenger.
OTHERS PRESENT: Bryan Bowers, John Cote, John Belisle, Gary Leach, Tara Morse, Mike Marsh, Roland Lemay.

CALL TO ORDER: Roland called the meeting to order at 6:40 PM.

1. APPROVE THE MINUTES OF AUGUST 25, 2008:
Dave made a motion to accept the minutes of August 25, 2008 and the notes of September 9, 2008. 2nd by Marc. All in favor.
The minutes of July 28, 2008 were not attached so tabled until the next meeting.

2. APPROVE INVOICES:
a. Leach Engineering.
This invoice is for part of the Design Planning Phase of the expansion.
Dave made a motion to accept and pay invoice #1766 in the amount of $11,783.00. 2nd by Roland. All in favor.
b. Lee’s Lawn Care.
Tara spoke with Lee’s Lawn Care regarding how their billing was done. It has been spread over the course of the year and this was accepted by the Board. Tara stated that Lee’s is interested in continuing the contract for next year.
Nate made a motion to accept and pay invoice # 807 in the amount of $450.00; 2nd by Michael. All in favor. ( Combination of $350.00; $72.00 and $28.00 ).

It was mentioned that the Line of Credit of $55,000 was paid off. ( Sewer Expansion ).

3. SPECIAL ITEMS:
a. Leach Engineering Expansion.
Gary is to speak with Tara to review the Design Applications.
jonathan Harries appears to be on board and will probably sign off shortly. Larry Fitch needs to sign off on the SRF application.
Leach Engineering is working on drawings for Act 250 and these should be ready by the end of the week.
Denis B. of Waste Water Management is finalizing a report which is due shortly.
Projected start date of the expansion is set for late spring to early summer of 2009. Gary had spoken with Mark K of the USDA again and Mark still needs to secure money for the project. This isn’t regarded as a problem since the USDA is committed and will have to come through or amend appropriately.
The Act 250 process had started early this spring. The goal now is to meet and show Act 250 details of the project and to provide them with the environmental sign off's. Gary stated that it was all part of the ongoing process.
Nate voiced concern that Act 250 could still be a problem since they often have a very long time frame.
Gary stated that the Conservation Law Foundation could be a problem but unlikely. Act 250 is there to assure you get all the required permits.
John Cote also concerned about Act 250 because of local history. Gary is to check with Kirsten of the ANR regarding Discharge Permit and will update the Board at the next meeting.
b. Delinquent Accounts - Shut Off's on September 29, 2008.
All the letters have been sent out. Roland is to contact Joe regarding disconnects for anyone whose billing is beyond 60 days. Mainly affects Troy. Even water disconnects require $25.00 fee for shut off and reinstallation.
Nate is to try and contact individuals in person or by phone before this happens.
Dave made a motion to to shut off water and/or sewer if not paid by September 29, 2008. Roland to contact Joe. 2nd by Marc. All in favor.
c. Power Point Generator Systems. Maintenance Work First Week of October.
It is believed that they are arriving to do the maintenance the first week of October. Roland is to notify Joe so things can be ready.

4. Operator’s Report:
Available at Town Clerk’s Office.
a. School Grease Discharge Problem.
There was more discussion around the grease problem at the school that resulted in a faulty pump.
Apparently the school cafeteria does not produce enough grease to have caused the problem.
Michael B. raised concerns again regarding the unlocked collector units as possible vandal targets. Also could the custodian know anything about increased build up do to waxes etc.
Nate is to speak with the Principal of the school and report back to the Board.

5. Any Other Business:
a. Mike Marsh of CNB.
Issues were discussed in reference to the $740,000 Line of Credit pending for the Sewer Expansion.
There were many questions and considerable discussion concerning a Line of Credit or a Non-arbitrage agreement. Consensus appeared to be that with the Line of Credit interest would be paid but with non-arbitrage and a money market account money could be made for the town to defray interest costs or eliminate all together.
Dave concern about the agreement with the USDA which states that any loans will be deducted from grants. Mike Marsh doesn’t think this will pose a problem if loan money used before grant money is finally requested.
The Town of Jay ID # is being used, therefore, the loan will be to the Town of Jay with provisions made separately with the Town of Troy.
Gary Leach stated that one no longer needs the 30 % design completion before funding so all has to proceed ASAP to remain on target dates.
A line of credit can work for now for the $740,000 but a non-arbitrage agreement should be worked out for the full $6.4 million amount ASAP.
Dave feels a decision should be made tonight. John B feels that it should be discussed a little further particularly in reference to the non-arbitrage agreement.
Dave made a motion to take the Line of Credit with the CNB at 2.79% for now under the Town of Jay for $740,000. 2nd by Michael. All in favor.
Dave needs to see the non- arbitrage package presented by different banks so all concerned would know exactly how this would work. ie. Jay Peak, The Local Boys and the Towns of Jay and Troy. Possibly then Paul Giulliani could then put it all together.
The Local Boys still have some reservations given the cash needed and how that could impact Phase 2 of the project which has not as yet ben confirmed.
Gary explained that grant money not used in Phase 1 of the Project can be rolled over into Phase 2.
Nate made a motion to have Roland contact Paul Giulliani and have him attend the next Sewer Board meeting ( October 27,2008 ) to explain the non-arbitrage agreements and the risk factors involved. 2nd by Roland. All in favor.
John Belisle is to contact David Olsen at the Chittendon Bank in Burlington for some information.
The Board needs to address the Local Boys Paperwork and Agreements.
Dave is to ask Tara to get copies of old and new agreements. Everyone can pick up their own copy.
The Board had hoped that Paul Barrenger and Bill Stenger had ben present for this evenings’ meeting. Paul to be contacted about some figures.
b. Raymond Lemay.
Discussion around allocations versus hook up fee.
Roland does not want to pay a hook up fee for a new building in Troy until May 1, 2009.
His permits for building arrived late which delayed the project. He is paying his sewer allocation fees on time.
Nate and Roland accepted this since he was paying his allocations on time but want Rolland to pay for the hook up fees by May 1, 2009.

6. Signature Press and Blueprinting:
An informational letter. They want to bid on reproducing prints.

7. NEXT MEETING DATE(S): Monday, October 27, 2008 at 6:30 PM @ Jay Town Hall.

8. TO ADJOURN: Roland adjourned the meeting at 8:25 PM. 2nd by Dave. All in favor.

Minutes respectfully submitted by: Bryan Bowers.

TROY / JAY SEWER MEETING
JAY TOWN HALL
MINUTES
AUGUST 25, 2008.

SEWER BOARD:
PRESENT: Roland Mayhew, Nathan Deslandes, Dave Sanders, Marc Biron.
ABSENT: Paul Barrenger, Michael Brady.

OTHERS PRESENT: Bryan Bowers, John Cote, Gary Leach, John Belisle, Joe Pyrea, Tara Morse.

CALL TO ORDER: Roland called the meeting to order at 6:40 PM.

1. APPROVE THE MINUTES:
Tabled until the next meeting.

2. APPROVE INVOICES :
a. Patenaude Bush Hogging.
Invoice of $ 275.00. Motion made by Nate to pay the invoice, 2nd by Dave. All in favor.
b. Lee’s Lawn Care.
Dave is to verify the $675.00 expenditure. Assuming all is in order Dave made a motion to accept the billing. Tara is to contact Lee’s Lawn Care regarding what month the last bill was for. Their invoices will need dates and times in the future.; 2nd by Nate. All in favor.
c. Mckee/ Giuilani.
Dave made a motion to pay the $800.00 bill; 2nd by Marc. All in favor.
d. Gene’s Electric.
This had to do with the Jay/ Westfield School grease problem. Marc made a motion to accept the billing of $ 68.00; 2nd by Nate. All in favor.
e. Leach Engineering.
This bill is on hold until next month. Nate is to contact Gary regarding more specifics in terms of invoicing.
f. Line of Credit.
Authorized payment of $26,669.53 re: Line of Credit to Community National Bank has been signed and paid.
g. Caledonian Record.
Invoice of $140.25 for advertising. Dave made a motion to pay; 2nd by Nate. All in favor.

3 SPECIAL ITEMS.
a. Leach Engineering / Expansion .
Gary stated that the accountant for ‘ Waste Water’ , Mark Smith, stated that the budget for the Design and Planning money will be in place based upon last years requests. Gary had met with Nopedon and Nopedon suggested that all should remain on time table.
In terms of the finances, four banking institutions have been contacted by the Board to establish how best to proceed. Gary is to get certain pertinent reports to the Board for this purpose.
An issue came up regarding the ANR. Denis Brian and John H will have to agree on project . Awaiting discharge papers. Leach Engineering working on all items.

Jonathan Harries had issue with the conditions that had to be met with the solar treatment of sludge ( new technology ) and the fact that there was only one company involved. Now there are two companies involved with this, therefore the bid process mechanism can be in play which satisfies Jonathan.

Gary reported that Rhonda stated that she could get the Phase 11 money ( Line Development ) together by March or April of 09. The process will then take 30 days followed by a construction period of 2 years. Dave stated that we have to have our act together to expedite the situation. Gary stated that he has spoken with the appropriate people.

Gary informed the Board that another application has to be filled out for the ANR project since the Design Planning budget is over $100,000. He wasn’t sure whether it would have to be filed separately or jointly.
Nate made a motion to adapt and execute an appropriate new application. 2nd by Marc. All in favor.

Gary reported that Act 250 review starts in ~ 1 month. No hurdles seen. The reports are all done. Advertised in the newspaper and so far there have been no questions or objections.
Some data might still be needed for Mark Kowprowski.
There are still some issues around the changed contract from 20 to 30 years for the loan. Dave is to give Gary a copy of the agreement.

Line of credit paid in the amount of $55,000. Balance is $22,313.60.
Troy signed loan resolution for the Sewer Expansion in the amount of $638,100.00

b. Delinquent Accounts.
Some receivables are still not in. It is mainly a problem with Troy and water charges.
Apparently users need a 30 day warning before shut off . Tara will send notices as of August 25,2008 to all delinquent accounts.
Dave made a motion to send letters by certified mail to all delinquent accounts stating that they will be disconnected by September 29, 2008 if not paid. 2nd by Nate. All in favor.
Joe is to get a list of names to organize for the disconnects. Sewer lines will be cut and capped.

.4. Operator’s Report.
Please see report at the Town Clerk’s Office.
Joe reported that the cost of a new seal for the Centrifugal Pump will cost $420.00 just for the seal not including labor. He recommends that the sump pump “can get us by” until the new system is in place. Alternative is too expensive.

The Board must investigate a user who is snaking out to the main sewer line.

There has been a problem with many manholes due to all the rain. Joe still needs to isolate the problem. He feels he needs to have the the sewers ‘jetted’. There is a company in Stowe that does this.
The meter readings for Jay Peak are still not accurate. Jay Peak is being unfairly charged for flow. Joe recommends again that Bill Stenger and Jake Webster should meet with the Board to resolve this issue. Re - calibration or replacement of the meters needs to be considered. The problem could also be caused by debris ‘coming down the pipes’ from run off, construction or plowing.
Bryan is to contact Bill and arrange a meeting for the 9th, 10th, 11h or 12th of September 08. The Board will be informed of the date.
Adjustments will have to be made to billing. The meter readings do not compute in totality. Problem appears to be in the 242 meter at Jay Peak.
e.g.. June 07 billing. Total Plant use reads at 797,000 GPD and Jay Peak reads at 987,000 GPD.
March 08. Total Plant reads at 1.5 million GPD. Jay Peak reads at 1.8 million GPD.
Definitely an over charge. Generally, meter readings should not be off more than 10 %. ( Joe ).

5. ANY OTHER BUSINESS:
a. The Local Boys.
There is some concern about monitoring the billing for the Design Plan. John B. is to look into this and get back to the Board after Labor Day.
John also had concern regarding what the Local Share will be in the Sewer Expansion Project. Dave stated that it is still unknown. STAG money is still unknown and the USDA might not know the final projected figure until the new year. So far everything is on track and looking good.
The Local Boys share is now 45,000 GPD not 70,000 GPD as originally planned. Jay Peak is picking up the balance of 25,000 GPD and the responsibility for that part of the bond issue.
John reported that they have no qualms about being tested for their current leach fields and lines but do not feel it is necessary to do it again.
The Local Boys are applying to get a lot next to their current Foothills project. They need permitting to transfer land to a sister company. They also might be transferring 25 units of Sewer Allocation .
Dave stated that the Board is comfortable with this as long as the LB’s inform the Board of just what they are doing and will need that documentation in a letter.
b. Sign for the Recycle / Waste Water Treatment Facility.
Nate made a motion to have Mike Caffery make a 4’x4’ 2 sided sign for the Recycle / Waste Water Treatment facility. 2nd by Marc. All in favor.

6. NEXT MEETING DATE(S): Tuesday, September 9, 2008 at 6:30 PM @ Jay Town Hall.
Regular meeting on Monday, September 22, 2008 at 6:30 PM @ Jay Town Hall.

7. TO ADJOURN: Roland adjourned the meeting at 9:15 PM. All in favor

Minutes respectfully submitted by: Bryan Bowers.

TROY / JAY SEWER MEETING
JAY TOWN HALL
NOTES
SEPTEMBER 9, 2008.

SEWER BOARD:
PRESENT: Roland Mayhew, Dave Sanders, Marc Biron.
ABSENT: Paul Barrenger, Nathan Deslandes, Michael Brady.
OTHERS PRESENT: Bryan Bowers, Bill Stenger, John Cote, John Belisle, Gary Leach.

CALL TO ORDER: Roland called the special meeting to order at 6:45 PM.

THERE WAS NO QUORUM, THEREFORE, NO MOTIONS COULD BE MADE.

GENERAL DISCUSSION.
Gary stated that he had received the information from Nate regarding the need for a more detailed invoice policy.
Leach Engineering is going to refine its invoicing along the guidelines suggested by the Board.
There were questions regarding the design planning phase of the sewer expansion and when ‘things’ must be completed to be on target re: finances, approvals, bidding process and construction.
Gary reported that Ken Trask has been in touch with Nopedon regarding design planning, discharge permit etc.
He believes that the Act 250 process has already begun.
Gary is to bring a status report to the next Sewer Board meeting.
It was agreed that bids for construction should go out by April or May of 2009 so construction can begin by next summer.

Funding will have to be in place so there was considerable discussion regarding the various proposals from different financial institutions. John Belisle gave his professional opinion on the matter and Bill Stenger provided input based upon his considerable experience in these matters.
Dave explained where and why the Board is intending to go and thanked John and Bill for their valuable input.
The suggestion ( all present agreed) is to probably go with Community Bank and to ask Mike Marsh to the next meeting to explain arbitrage versus letter of credit. Discussion will continue at the next meeting on September 22.
Also discussed was an important August 4, 2007 letter from Mark Kowprowski of the USDA as well as a request from Rhonda S., also of the USDA, regarding page 6 & 7 of the contract and Jay Peak’s and the Local Boys’ responsibilities in regard to the bond issue. Bill reported that things are in place and that he will be in touch with Rhonda.
The Board, Jay Peak and the Local Boys must finalize aspects of the agreement ASAP and start looking into the agreement for any new ‘people’ who might come on line.

Gary and Bill emphasized the need for:
a. Next year a Construction Attorney will have to come on board. Construction Law reviews bid documents from construction firms to make sure all is on the ‘ up and up’.
Gary Leach has names of some good attorneys.

b. Also needed will be a Clerk of the Works. This is an individual who is hired to oversee the project and be on site daily and report back to the Board. Act 250 will often require a Clerk of the Works. This person can also be a good liaison with Act 250 regulators. The person is especially important to oversee ‘line development’.

Dave was concerned about the expense of hiring such people. Gary said that there would be enough money in the expansion budget to cover it and felt that it was necessary to hire these qualified individuals.

John Belisle left documents for review regarding Sewer Lines previously ‘put in’ by the Local Boys.

There was considerable discussion regarding ‘Sewer Numbers’ in regards to the Flow Meters from Jay Peak.
Jay Peak had been informed some time ago, by the Sewer Board, that there might be a calibration problem with the Flow Meters at Jay Peak.
The documentation provided by Paul Barrenger and Joe Pyrea show discrepancies in the total flow rate and that of the Towns and Jay Peak. It appears that Jay Peak has been over billed. Dave provided an updated sheet of the discrepancies that was provided by Paul. Bill is to contact Paul to review the figures and more discussion will continue at the next meeting.
Bill is to verify the calibration of the flow meters at Jay Peak ( 2 meters calculating flow from the State Chalet and the Village) and assure that Jay Peak has a system in place to document the ongoing information from Joe regarding flow readings.
All to be addressed at the next meeting.

6. NEXT MEETING DATE(S): Monday, September 22, 2008 at 6:30 PM @ Jay Town Hall.

TO ADJOURN: Roland adjourned the meeting at 8:40 PM.

Notes respectfully submitted by: Bryan Bowers.

TROY / JAY SEWER MEETING
JAY TOWN HALL
MINUTES
JULY 28, 2008.

SEWER BOARD:
PRESENT: Roland Mayhew, Paul Barrenger, Nathan Deslandes, Dave Sanders, Marc Biron, Michael Brady.
ABSENT: None.

OTHERS PRESENT: Bryan Bowers, Bill Stenger, John Cote, Gary Leach.

CALL TO ORDER: Roland called the meeting to order at 6:40 PM.

1. APPROVE THE MINUTES:
Marc made a motion to accept the June 23, 2008 minutes as written; 2nd by Nate. All in favor.

2. APPROVE INVOICES :
a. Leach Engineering.
Dave made a motion to pay Leach Engineering $1,024.50 for a phosphorous reduction bill involving SOS; 2nd by Nathan. All in favor.
b. Permitting for Facilities Upgrade.
Marc made a motion to pay invoice #1751; 2nd by Dave. All in favor.
c. Funding for Design Budget.
Nathan made a motion to pay invoice # 1752; 2nd by Michael. All in favor.
d. Hartgen Bill.
There was a problem at the Jay/Westfield School regarding grease. Jay had installed a grease trap but there was a problem that the school should be held responsible for.
Dave made a motion to pay invoice #24226 for the sewer pumping due to the grease. All in favor.

3 SPECIAL ITEMS.
a. Leach Engineering / Expansion .
Gary reported that Ken Trask had called the State and that Lagoon #1 does not have to be modified due to the boiling.
However, Liz ( at the State ) must still be satisfied with modifications to Lagoon #3 which will be looked after with mowing and some vegetative growth removal.
Gary reported that the Clement’s Restaurant Project met approval except that they needed to install an outside grease trap. Dave reported that sadly the deal had fallen through. Gary returned some engineering reports to Dave which Dave will return to Martin Clement's. Everyone hopes the Clement’s Project can find a different, affordable location which might allow them to continue the project.
Gary reported that he has had ongoing discussions with Jonathan Harries at the USDA and that he is now satisfied with the solar drying aspect of the project. He still had concerns regarding the O&M of the project but this issue too was being resolved.
Mark Kolowski of the USDA will be in Jay @ Town Hall at 7:30 AM August 4, 2008 for a brief discussion and the signing of various contracts. Everyone involved will be available and John Cote will get John Belisle’s signature before the meeting.
Bill Stenger commented that the USDA approval was huge and complemented the Sewer Board for their support and hard work. Senator Leahy’s Office has been very supportive. It also looks like the Stag money could be as much as $2.5 million. The USDA will make an official announcement of the final outcome probably around August 15, 2008.
b. Budget Work.
A bank has not been selected,as yet, to service the $740,000 loan for the expansion. This loan will ultimately be reimbursed by the State ( ~ one year ).
There was some discussion as to who has the responsibility to select a bank for this type of project. It was agreed that the Sewer Board should be involved in the process. Dave is to pursue the loan inquiry along with Tara.
In terms of the Treasury Report Tara still needs to plug in some figures.
The Board feels that it is really necessary for Tara, as Treasurer, to attend the beginning of each Sewer Meeting to provide a current update of information and to answer any pertinent questions that need immediate attention.
Dave made a motion to request Tara’s attendance for the beginning of each Sewer Board Meeting; 2nd by Michael. All in favor.
Dave reported that Bill Stenger submitted a check for $58,000 and will submit another check for $53,000 in another week. There was some question as to meter readings and changes in flow from last year to this year. Gary is to speak with Ken Trask and Joe regarding this matter. Paul is going to review some figures.

4. Operator’s Report.
None.

5. ANY OTHER BUSINESS:
None.

6. NEXT MEETING DATE(S): Monday, August 25, 2008 at 6:30 PM @ Jay Town Hall.

7. TO ADJOURN: Roland adjourned the meeting at 8:38 PM. All in favor

Minutes respectfully submitted by: Bryan Bowers.

TROY / JAY SEWER MEETING
JAY TOWN HALL
MINUTES
JUNE 23, 2008.

SEWER BOARD:
PRESENT: Roland Mayhew, Paul Barrenger, Nathan Deslandes, Dave Sanders, Marc Biron.
ABSENT: Michael Brady.

OTHERS PRESENT: Bryan Bowers, Bill Stenger, Joe Peryea, Gary Leach.

CALL TO ORDER: Roland called the meeting to order at 6:45 PM.

1. APPROVE THE MINUTES:
The minutes of June 3, 2008 were accepted by Nathan ; 2nd by Paul. All In favor. Except for # 3 which should read Power Point in terms of services.

2. APPROVE INVOICES :
a. Rondeau’s Plumbing and Heating.
Dave made a motion to accept the invoice of $186.94 to repair a leak at the plant; 2nd by Paul. All in favor.

3 SPECIAL ITEMS.
a. Leach Engineering / Expansion .
Gary reported that he had received a call from Mark K. at the USDA regarding the Waste Water Plant funding and the information was needed that day. Gary contacted Rhonda S. and she reported that they were $2 million short on the Farm Bill to do the Plant. She is going to assume $1.5 million in Stag money; $3 million grant and a $3 million loan. Bill Stenger was contacted and he assured Rhonda that Jay Peak would pay any difference if the Operating and Maintenance costs could not be met in the first year.
Gary wants budget figures from Paul. Paul will get back to him.
It was agreed that although ‘readiness to serve’ is not important at the local level , it is important for the State. Gary agreed.
Loan figures look like they might be 2% for $2.5 million from VIDA. Bill spoke with Bob Pequin and was comfortable with the conversation. Senator Leah’s office knows the grant system.
Things should be known by the end of August and Rhonda has a pretty good sense regarding the Farm Bill.
Bill Stenger reported that there there is a sewer line going in on the gravel access road to Jay Peak adjacent to the golf course. He wondered if the $500,000 price tag could be folded into the expansion since it is a town road. Gary felt that it might be difficult since it is not apart of the original bid and Bill has already awarded a contract.
It was agreed that the timing is right to secure money since Rhonda is flexible and supportive and the Leahy Team is high on the list.
Gary explained that Jay needs to file a new application for the funding agency ( USDA - RD 424 Form ) as a revision of the original document. The towns must file separately. The new application will reflect a $10.5 million amount for the Sewer Plant. The Sewer Line Expansion is not included and that will take place in ~ 5 years.
Paul made a motion to change the financing documents and to have Dave sign a new application for the Town of Jay pending the needs of the financing agency; 2nd by Marc. All in favor.
Gary raised the issue of another new application to the State for Planning Money for the Design Money. Gary needs to get two more pieces of technical information to Jonathan Harries.
Gary has eight sets of eyes on him and he needs to keep things well coordinated.
The Board needs to sign;
Application for Revolving Loan Funds for Engineering Planning of a Pollution Control Project. 24 V.S.A. Chapter 120. State of Vermont, Agency of Natural Resources. Department of Environmental Conservation.
The $750,000 loan will be for ~ 1 year. When actual construction begins ANR will pay the USDA.
What is needed now is documentation from Jay Peak and the Local Boys to attest to the fact that they will be responsible if all things cease.
Gary is to draft and send a letter for the Board to Paul Giulliani.
Dave made a motion to sign for the Revolving Loan Fund. Dave and Roland to sign for the Sewer Board; 2nd by Nathan. All in favor.
This will go to Larry Fitch at ANR. The Board is to forward information to Jay Peak and the Local Boys.

b. Budget Work.
Paul verified data from last year for Jay Peak, Jay and Troy and established that there is a need to'fill - in‘ a breakdown for RT. 242 and the State Side for flow rates as well as the towns’ meter rates. Need to go back from June 7, 2007 to December 2007. Dave and Paul to meet with Tara at 8:00 AM Wednesday June 25, 2008 to get figures.
Joe is to also get figures from January to June of 2008 to establish the ongoing process. This is to continue monthly in the future.

4. Operator’s Report.
Joe asked the Board if they had any questions. Joe collects numbers from each meter within one hour to enable as accurate a reading as possible.
Joe wants to expand the database to give a more accurate picture of what is going on. Meters will be analyzed ( 6 Meters ) and can be off by ~ 10 % given reading times etc. A new computer access will help in this regard as well as imparting more up to date information to the Board on a more regular basis. Tara and the Board will be addressing this matter.
Joe raised the issue that the Sewer Plant had not made the ‘phosphorous’ figures for last month. it is often difficult to know the polymer #’s. He requested the help of Ken Trask. It was reported that the gate valves were probably leaking.
Joe needs to get down into the ground to a level of 4 feet to evaluate the plug lines. A dirty job. ( Thanks Joe ). Although the BOD is not affecting the processors, Liz, from the State Office requires that it be done.
The importance of the cost of running pumps was raised. There are 2 electric pumps and one diesel pump.
Issues were raised about the cost of energy. There is a malfunctioning diesel pump. The cost is 4 - 6 gallons per day. The flushing pump blew and the seal is gone on the vertical turbine pump.
Paul made a motion to replace the battery of the portable flush pump and to replace the mechanical seal on the vertical turbine pump. Joe can contact Roland ASAP and Roland can say yes or no given the cost analysis. 2nd by Marc. All in favor.
The question was raised regarding the wench replacement. Joe was still trying for a better price. This too should be done quickly.
Dave raised the issue regarding the emergency ‘call out’ bills. The Board needs an itemized bill for services and parts from Simon’s. Bill Stenger felt that the Board should contact Simon’s, not Joe as the Board initially requested. Bryan will pen the letter and give it to Dave for his signature.
It was agreed that Lee could mow around the lagoons. Joe needs notice so he can pull up the steal bars on site.
Joe reported that there are big boils in the #1 lagoon. This is to be repaired. The leaks in the #3 lagoon have been fixed. Joe still needs to clean up the ‘peanuts’ in the manholes.
Joe reported that the Troy Waste Plant needs some repair and painting. The Board is to evaluate and bring it back to the table next month. Gary stated that the costs could probably be put on the Expansion Budget if costs are tracked.
The Board thanked Joe for his work.

5. ANY OTHER BUSINESS:
Martin Clements needs 4,08 sewer unit allocations for his project. The Jay Board feels they have these units to allocate. The charge will be $1250.00 The Clement’s group will need to bore a line to 242 and also have their own pump station.
They are currently looking at a 30 seat capacity. However, there are questions given the GPD capacity per seat. Will they qualify for a 20 % reduction since it is a municipal system? They are keeping the septic system for the house and need 210 GPD as back up. They will have to pay for the back up since they are committed units.
The Board wants to run this by Gary Leach and Joe to see what is the best route to take.
The Sewer Board agrees that the units are available. If Jay were to run into a problem Troy would support with additional capacity.
Dave will get back to Martin or Martin can call Dave if needed.

6. NEXT MEETING DATE(S): Monday, July 28, 2008 at 6:30 PM @ Jay Town Hall.

7. TO ADJOURN: Roland adjourned the meeting at 8:15 PM. All in favor

Minutes respectfully submitted by: Bryan Bowers.

These minutes replace those scheduled for May 26, 2008 when there was no quorum. Meeting re scheduled to today.

SEWER BOARD:
PRESENT: Roland Mayhew, Paul Barrenger, Nathan Deslandes, Dave Sanders, Michael Brady, Marc Biron.
ABSENT: None.

OTHERS PRESENT: Bryan Bowers, Gary Leach.

CALL TO ORDER: Roland called the meeting to order at 6:35 PM.

1. APPROVE THE MINUTES:
Paul made a motion to approve the minutes of April 28, 2008; May 8, 2008; and the two meetings in Montpelier on May, 13, 2008. 2nd by Michael. All in favor.

2. APPROVE INVOICES :
a. Simon Operation.
The Sewer Board wants a more itemized bill in the future. There are to be no blanket statements.
Dave made a motion to pay the invoice with the stipulation for more detail; 2nd by Nathan. All in favor.
b. Gene’s Electric.
This was for work on a generator.
Dave made a motion to pay the invoice; 2nd by Marc. All in favor.
c. Power Point.
Dave made a motion to pay this invoice of $1,976.76; 2nd by Michael. All in favor.
d. Electrical Installations.
Michael made a motion to pay the invoice of $358.50; 2nd by Paul. All in favor.

3. SPECIAL ITEMS.
a. Leach Engineering / Expansion .
Gary talked about the services from Power Point for major and minor repairs for the generators at the plant for servicing twice each year at a cost of $595.00. it was agreed to continue the contract but the Board needs to know the date of the start of the contract. Gary is to contact Power Point and Dave and Roland are to sign for the Board for a June 3, 2008 acceptance date. Servicing needs to be scheduled.

Gary reported that he had spoken with Bill Stenger regarding the “build out” and population figures for the USDA. The figures are still not available but will be shortly.
He also stated that Ken Trask has met with Jonathan Harries regarding some technical aspects of the expansion. In particular the thermal aspect in regards to increasing fuel prices and the positive impact thermal will have. Ken’s work for John will be completed shortly.
Apparently Bill’s discussion regarding the financing of Jay Peak’s expansion has positively changed the USDA’s approach to the project. Rhonda now realizes the contribution of Jay Peak and the Local Boys to the Bond issue as well as to the Operating and Maintenance issues.
The Farm Bill has passed and lower interest rates will apply.
Things are looking good. There has ben a staffing change at the USDA which is beneficial to us and STAG money may also be in place.
There is to be one final engineering report submitted after John Harries approves and there is to be no phasing of the project and no problem with the 800,000 GPD capacity once all the documentation has been submitted.
The pressure system from the mountain will be gravity and there will be two pipes not one as originally planned.
Bryan is to verify that Tara sent the data regarding the August Public Info Meeting and Notice to Mark K.
Tara is currently getting information from banks for the loans needed. We are currently looking at a $250,000 to $300,000 twelve month note which should be paid back within four months once the ANR pays it back to us. Gary is to get info from Tara for the next meeting.
Gary is also to arrange a meeting with the WARN group which is a part of NIMS to discuss their program.
b. Budget Work.
To be tabled for the next meeting.
c. Generators Service-Brookfield Paperwork.
Reviewed and signed.

4. Operator’s Report.
None.

5. ANY OTHER BUSINESS:
a. Application and Connection Fees.
There was considerable discussion regarding this issue.
Paul made a motion to table this for discussion particularly in terms of commercial versus residential use. 2nd by Marc. All in favor.
b. Wench Apparatus.
The wench apparatus broke. After discussion Paul made a motion to purchase the 60 ft. wench #MC65180 at a cost of $1,194.75 which is to be permanently kept in the the Sewer Plant Garage in Troy. 2nd by Michael. All in favor.

6. NEXT MEETING DATE(S): Monday, June 23, 2008 at 6:30 PM @ Jay Town Hall.

7. TO ADJOURN: Roland adjourned the meeting at 8:15 PM. All in favor

Minutes respectfully submitted by: Bryan Bowers.

TROY / JAY SEWER MEETING
MONTPELIER USDA
NOTES
MAY 13, 2008.

SEWER BOARD:
PRESENT: Paul Barrenger, Dave Sanders, Michael Brady, Marc Biron.
ABSENT: Roland Mayhew, Nathan Deslandes.
OTHERS PRESENT: Bryan Bowers, Fred Cushing, Bill Stenger, John Belisle ( Local Boys ), Gary Leach and Ken Trask ( Leach Engineering ), Steve Paterson ( NVDA ),
John Harries ( USDA ), Rhonda Schippe ( USDA ), Mark Koprowski ( USDA ).

No formal agenda for this meeting.

Rhonda asked how the agenda should proceed.
It was decided that the Boards of Troy and Jay could update information not known last December. How has the project changed?

Paul raised the point concerning a developer who is planning on building a hotel complex on the corner of RTE 242 and RTE 101. Another potential area for the Town of Troy to develop is on the corner of RTE 101 and RTE 105. Also Roland Lemay is planning on building 14 new housing units in Troy and Gary Taylor is expected to build 11 to 15 new housing units in Troy. There is also some need for allocations on River Road.
Bill produced a map of the area to help the USDA understand the local areas of Troy and Jay that are being developed.
Paul continued to explain that Troy is asking for an additional 30,000 GPD allocation in addition to the 80,000 GPD it already has. The Town is looking 10 to 20 years down the road and does not want to run out of capacity.
John Harries asked about the unused Agri Mark capacity. Paul explained that these could be borrowed by Jay for their immediate needs as long as he ( Paul ) can assure the public of Troy that these allocations would be returned when the expansion is complete. In terms of the Troy Town Plan these allocations are vital to Troy's developmental needs.

Gary pointed out that Jay Peak development is having an impact on the entire area and this is only going to increase with the pending construction at the mountain.
He also stated that the Transportation Study is indicating significant growth in the future for these two areas, particularly Jay.

Steve reported that inquiries about businesses and an Industrial Park have increased recently. The impact from a job creation perspective will be critical over the next 10 to 20 years. Also, the secondary impact is not as yet fully appreciated.

John Belisle pointed out that the Local Boys started their project in the early 90's and have 32 units of allocation for their 450 acre site. However, they need much more to proceed. They would have expanded earlier but the sewer allocations are of paramount importance to them.

Dave reported that many projects are on hold in Jay because of the lack of sewer allocations. The development within just the next five years can be significant.
Andrew Lippy is a developer who has purchased land and is just waiting for the allocations so he can proceed with his hotel project. He needs at least 100 units ( 21,000 GPD capacity ).
Mr. Quiros is planning a huge development that will be residential and recreational.
Mike Pappalardo is planning a microbrewery business and 3 condos requiring ~ 10 units of allocation.
A new Pizza Restaurant is currently being established which will immediately require 10 to 12 units of allocation. Jay has very few units left.
Jay wants to have planned unit developments that must have sewage. Most of the land does not perk, particularly on small lots.
There are existing areas of Jay like, Bella Vista and GermanTown, that need access to the sewer system since many homes are having difficulties.
Jay has qualified for 75% funding through the USDA.

Rhonda explained that the funding is based on median household income. She advised that for existing problems like Bella Vista and German Town it might be a better idea to file a separate application. The Town will need to look at "documented failures" . Dave expressed that this might be difficult with some individual homeowners.

Rhonda stated that the maximum grant money available for the expansion of the sewer system is 45%. Bill asked if we can get other funding without being penalized.
She felt that EDA or other money will not be deducted. However, timing is the issue.
The commitment to funding must come in all at once. In terms of loan versus grant money the only thing that can be reduced is grant money.

John Harries reiterated the fact that the application must reflect a project that can meet approval.
The Troy/Jay Project is a different type of project from what the USDA is used to. He stated the importance of having to make sure that there is repayment justification. The towns of Troy and Jay need the support of Jay Peak and the Local Boys in this matter.
He suggested that the consideration of phasing the project is an option.
He has concerns about the thermal process for processing sludge since this would be the first in Vermont and is costly.
Ken pointed out that the thermal system is being used elsewhere very effectively and is very confident in its design and usage. Leach Engineering will provide the data required.

Bill commented that development is like a ‘cresting wave' in terms of size and speed.
Jay Peak has undergone tremendous growth over the last 10 to 12 years with skier visits this year being over 320,000. Ten years ago it was half of that. Also destination visits are up considerably and will increase with more lodging facilities.
The golf course is now in its second year and has been a success. Real estate has also increased. The area is in need of things to do while visitors are here. Phase I ( Hotel 1 ) of the Master Plan is currently happening.
There are two major components that are different from the last meeting which involve Phase 2 of the Master Plan.
The plan is to start construction of the Golf Club House and the inside skating, curling and bowling facility this fall. Next spring will be the destruction of the old hotel and the construction of the 2nd phase of the Hotel as well as an inside 33,000 sq. foot Water Park and a Convention Center. Phase 2 will help the entire area.
Bill stated that he has the funding already in place which he can prove but needs the expansion of the sewer system. Construction at Jay Peak is occurring at a much accelerated rate than previously expected.
In the last six months finances have come through for secondary expansion. Given the current economic times many developers would drop out. Orleans County needs more investment.
Jay Peak currently has three in ground septic systems. In another 10 to 15 years these may very well not be viable due to the stress on the systems due to year ‘round growth.
Phase 2 will be completed in three years. Bids on construction have come in at 10 to 15 % less than expected. Good time to build housing and sewer systems.

Gary stated that he had a report that he has not yet submitted to John. If the plan is in place allocations could be shared now but this cannot happen until the expansion is approved.

Fred who is the Zoning Administrator and Lister for Jay stated that although the figures for real estate transactions are down nationally, Jay has increased markedly over the last two to three years. 112 transfers this year which is impressive for a small town like Jay. Big vacation area with obvious interest.
Steve said he would get information re: growth to Rhonda.

Bill stated that Jay Peak is working with the Federal Government in a Job Creating Program. Unemployment in Orleans County is 7.8% compared to 3.8% in Chittendon County. The goal is to have four season ‘weatherproof' amenities to attract visitors to the area. This will result in jobs. Jay Peak is looking into affordable housing for those who will be working at Jay. Need three to four housing pods for employees in the area.
We need to plan around the sewer system. We want to preserve land and do not want sprawl growth.

John Harries pointed out that the existing flows are a red flag. There is a small amount of flow versus the huge increase in the expansion. It is not existing users who need more flow.

Bill stated that he can justify the 800,000 GPD capacity within a ten year frame of reference.
He went on to explain that Jay Peak is working with the Federal Government on a Citizen and Entrepreneurial Program which Senator Leahy and Governor Douglas have strongly supported. The program can provide capital for job creation. There are 17 regional centers in the nation. Jay and Sugarbush are in the program and Jay has done incredibly well. Jay has managed to obtain $100 million from investors in the investment program. Investors provide $500,000 in investment and in return get a Green Card and time in the new hotel at Jay. There investment will be returned over a set time period. Jay pays no interest on this money - its all investment.
Bill will send the USDA members a copy of the article about Jay that was in the New York Times. Jay has had over 10,000 hits on its web site regarding investment at Jay Peak.
Bill also pointed out that they are looking for at least 60 % funding. No interest payment and no debt.
Both towns have approved the bond vote.

Rhonda explained that any loan funding is probably at an intermediate rate. Possibly around 3 5/8 % or 3 6/8 %.
Expansion to failed systems can be covered with a 75% grant but this system only qualifies for a 45% grant.
Again, this should be presented as a package since all funding must be done as a package. In terms of a timeline for funding we are probably looking at the end of the year. September 30th is the end of the fiscal year for the USDA.

Bill asked if there was any benefit to expand the plant and postpone the line until later. Projected figures are $8.9 million for the plant and $3.9 million for the lines.
Rhonda replied that it is best to keep it as a back pocket option. The fact is that there is no health issue so the 45% funding of the total project cost stands. The grant will be decreased if the money is not spent.
In terms of 60% funding based on poverty level, you would still need to have a health problem.
Bill asked what do we still need to provide. Jay Peak can provide data. The Act 250 Commission is coming this month to review Phase 2. This is being done through the Planning Commission.
Bill and the Board will get information to the USDA by next Wednesday or sooner on Capital, Technical and Operating and Maintenace issues.
For the pre approved Engineering Report John needs information on the Thermal sludge process. Leach Engineering to provide this by the end of the month or earlier.
John also needs information regarding the tanks and if the companies involved are going to meet the State Standards. Ken is to get the info to John.

In terms of design planning the funding issue is on delay. Nopedon at the ANR has already approved. However, Don R. has been a problem since he is behind schedule in his reviews and has not contacted Gary Leach. The ANR is responsible for funding the design planning . Bill, Leach Engineering and the Sewer Board are to decide if an independent loan is needed to expedite the Design Planning portion of the project to fulfill the requirements for the USDA.
John Harries needs things in writing. Paul wants a member of the Sewer Board to accompany Gary Leach to meetings with John. He would also like feedback on costs etc. before each Sewer Meeting.

Mark needs updated financial figures and needs to know if there are any connection fees to the Local Boys and users in general.
A question was asked regarding a ‘Mandatory hook up ordinance'. The reply was that it was easier to document and , therefore, could be helpful.
Mark also needs the notice and minutes of the Public Information Meeting. Bryan to ask Tara to forward.
Mark also needs current flow and unit figures. The Board will send.
Mark also needs the Notice of intent to file an application. Gary is to send Rosemary Mayhew the information for posting in the newspaper.

Rhonda asked what other funding was being sought other than private investors.
The Phosphorous Abatement for $500,000 and the Leahy Team for ~ $1 to $2 million dollars. Bill will find out for which fiscal year.
She also wanted to know how Jay Peak and the Local Boys were providing the funds to back the project. Jay Peak will be providing an ‘evergreen' irrevocable Letter of Credit. The Local Boys would provide the same or pay their amount upfront for there 35 unit portion.
The other 35 units originally allocated to them will go towards affordable housing.

John Harries has been sending e mails to Leach Engineering and to Tara. Paul would like e mails sent to the Board members since rapid communication is needed at this time. That's fine with John. Bryan is to ask Tara to send John the appropriate e-mails.

All agreed it was a good informational meeting and there was reciprocal thanks for attending. John Harries said that the next meeting will be in Jay.

The meeting ended at ~ 4:00 PM.

Notes respectfully submitted by :

Bryan Bowers.

Start of Minutes