Utilities Commission Meeting Minutes – November 7, 2016

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UTILITIES COMMISSION MEETING

NOVEMBER 7, 2016

Mayor Cerino called the meeting to order at 7:30 p.m. In attendance were Council members Liz Gross, Linda Kuiper, Samuel T. Shoge and Mauritz Stetson, W. S. Ingersoll, Town Manager, Jennifer Mulligan, Town Clerk, and guests.

Mayor Cerino asked if there were any additions or corrections to the Utilities Commission meeting minutes of October 3, 2016. Mr. Stetson moved to approve the minutes as presented, was seconded by Ms. Gross and carried unanimously.

Mayor Cerino stated that operating funds on hand is $1,186,952.27 and an additional $581,000.00 was set aside in capital funds for a total of $1,767,952.27.

Mayor Cerino asked for a motion to pay the bills.  Ms. Gross moved to pay the bills as submitted, was seconded by Mr. Stetson and carried unanimously.

Mr. Sipes stated that as a result of a lighting strike adjacent to Well #9 on Horsey Lane, the water plant sustained approximately $35,000.00 in damage which will be filed as an insurance claim. He said that the Town will have to pay the deductible.

Mr. Sipes stated that he was changing the water testing labs. In the last 6 months there were 3 positive results leaving him concerned as to whether there was a bacteria problem or if this was a sample collection problem.  Mr. Sipes stated that he believed it to be a sample collection or sterilization problem as none of the retests were positive.  Water Testing Labs out of Stevensville will now be used for bacti testing and will take 2 samples, a bottle sample and a twirl pack.  Mr. Sipes stated that all samples from the location where positive results were found and adjacent locations have been tested and the water is bacteria free.

Mr. Sipes stated that there was an issue with dirty water at 711 and 713 High Street. He said that hydrants along High Street, Calvert Street and Dixon Drive were flushed to remedy the problem and when that did not work meters were removed to allow the water from the pits to run.  Mr. Sipes said that there is a dead-end line on High Street without a hydrant, so they installed a 2” main and flushed it, which cured the problem for a few days.  Mr. Sipes stated that he installed a permanent connection so that lines can be flushed anytime there is a complaint.  A hydrant has also been ordered for that location.

Mr. Sipes stated that if anyone had dirty water they should call Town Hall and report it.

Mr. Sipes stated that the Town did not have a complete set of plans for utilities locations in Chestertown. He said that MES came in at one point and did a GIS study of the sewer lines, manholes and mains, but he was interested in adding a GIS study of the water lines.  Mr. Sipes stated that a company can GIS the surface features, such as valves and hydrants, and he would like to size the mains and have a comprehensive map incorporating water and sewer in a printable GIS database.

Mr. Sipes stated that initial estimates were around $50,000.00 for surface features only. Mr. Sipes stated that the mains had to be drawn in and the sewer information had to be incorporated as well.  Mr. Sipes stated that the Town does have proposed lines for newer developments such as Coventry Farms and Chester River Landing on record.

Mr. Sipes stated that before knowledgeable employees retire from the Utilities Department he thought using their knowledge would be invaluable to the study and this information would be helpful in the future for the Town. Mr. Sipes stated that he would also like to train each employee in the Utilities Department on how to use and update the GIS mapping.

Mr. Sipes stated that he would like permission to speak with some engineering firms that do this type of work and ask for initial estimates to put together an RFP. He said that he would like to use capital funds for the project, noting that he anticipated that the total project could run approximately $150,000.00.  Mr. Sipes stated that this is an infrastructure need, especially in years to come.  He said that this format could be given to engineers for flow models as well.

Mayor Cerino stated that $150,000.00 was a large number and asked if estimates could be done on the RFP, but also supply a breakdown of what exactly the costs would cover. Mr. Sipes stated that he would contact engineering firms for the RFP and return to the Council with a breakdown of what he was looking to have done in terms of work, noting that he would include phasing as an option.

There being no further business, Ms. Gross moved to adjourn the meeting at 8:00 p.m. was seconded by Mr. Shoge and carried unanimously.

Submitted by:                                                 Approved by:

Jennifer Mulligan                                            Chris Cerino

Town Clerk                                                     Mayor

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