Northport Village Corporation

Utilities Department

May 6, 2005

Minutes

Attending:  David Crofoot, Chairman, Bill Cressey and Dick McElhaney, Superintendent; by telephone, Judy Metcalf, Jim Coughlin, Peter Spollett, Dick Brockway; also attending were Gina Cressey, Beverly Crofoot and Karen Hoedtke.

The minutes of the last meeting were unanimously accepted.

Superintendent’s Report:

Sewer Department

Monitoring Data: There was one license exception for flow during March; April’s flow also will be in excess of our 63,000 gpd allowance. During March, flow averaged 80,000 gpd compared with 59,000 gpd for the same time period last year. Precipitation totaled 3.9” compared with 1.53” last year.  Rainfall so far in April was 10.16”. Without the infiltration of clean water from the Granston property, the flow violations of March and December would have been avoided but not that for the month of April. All other parameters were well within NVC’s permit limits.

Granston Infiltration of Clean Water: On April 15^th Paige and McElhaney plugged the old line with an air bag. The pump cycles at the Shore Road pump station since have been dramatically reduced and run times for both alternating pumps were cut from about 10 hours/day to 1 hour/day. These reductions further confirm the high rate of infiltration measured last month. The bag will remain in place until such time as the water is turned on for the season and replaced when the water is turned off in the fall, or until an urgent repair can be affected.

A quote for $29,000 to reline the old main for the Granston property has been received. Relining is not a cost-effective option. Two other options are: 1) force a new 4” PVC pipe through the old main and continue to gravity feed into the sewer system; or 2) install a dedicated pump station and run a 2” PVC force main through the old main. Root systems which have penetrated the old main would definitely interfere with either option. McElhaney will further investigate the options with some local contractors.

Hoedtke will call Mrs. Granston and explain the situation. Mrs. Granston will be asked to advise us when the house will be opened so the sewer main plug can be removed. McElhaney will further explain the gravity of the situation and the urgent need for repair of this major source of I&I.  Plugging every fall to spring is a cheap but not long-term solution.

Annual Outfall Inspection: On May 2^nd the outfall pipe was inspected as required by our consent agreement. The pipe was traced with red dye and Bob Winslow, Belfast High swim coach and teacher, dove the pipe with McElhaney in attendance: no leaks were visible. The end of the pipe was ascertained to be 25’ below the surface at mean high tide. Winslow’s bill of $225 was considerably less than the quotes received for $1,800 to $2,600. McElhaney took sightings so that the “no swimming” buoy will be able to be anchored off the end of the pipe before the end of the month. Paige will coordinate this with Drexel White. McElhaney to communicate outfall inspection findings to Glowa at DEP.

Revised Stage II Facilities Plan: McElhaney submitted a response to DEP’s comment and questions concerning Woodard & Curran’s Revised Stage II Facilities Plan. Bill Ferdinand at Eaton Peabody recommends a meeting with DEP as soon as possible to discuss the consent agreement. He has asked the Committee to determine what the Village can afford and to establish its priorities (i.e. I/I, upgrade treatment plant, new outfall; or upgrade treatment plant, I/I, new outfall, etc.). There is no guarantee, however, that DEP will agree with our priorities.  The Trustees feel that the priorities are:

1.         Fix egregious I&I

2.     Repair & revisions of treatment plant        

3.         Extension of outfall pipe (but less than proposed 2,000 feet)

4.     The rest of the I&I work

Chlorination/Dechlorination: One tank was pulled out and leaks repaired; chemicals have been delivered; Fernie Barton and McElhaney should be ready by May 15^th for the seasonal chlorination/dechlorination requirements of our wastewater discharge permit. Under the permit we must test weekly and control fecal coliform and chlorine discharges between May 15 and October 15.

NVC received a road waiver from Bill Magruder for Moore ’s Septic to pump the tanks. They pumped 27,000 gals at a cost of $4,300.

Pump Station Emergency Pager: As the Belfast Sewer District will allow Barton to use their pager for the Village, the pager we leased for him will be returned saving the Department $18/month. New signs have been posted at each Village pump station with the new number. The Department thanks Belfast for their cooperation.

Water Department

Operating Data: Consumption during March averaged 11,127 gpd compared with 11,1236 gpd for the same operating period last year. Peak flows averaged 30 gpm and were normal for the system. Chlorine residuals in the distribution system averaged .18 mg/l compared with a recommended range of trace to 0.20 mg/l. The one monthly test for total coliform was negative.

Class II Treatment and Class I Distribution Exams: The Maine DHS has notified McElhaney that he passed both exams and is now qualified and licensed to carry on as NVC’s designated water operator. After some minimal training, Barton will become back-up water operator and his pay will be adjusted $25/week according to the budget plan. McElhaney to notify Aqua Maine that their services will no longer be needed in this capacity.

Water Rate Increase:  Maine Rural Water has been retained to work with NVC on its filing for a rate increase with the PUC. They have provided a list of documents they will require for the filing and we will furnish them as soon as possible. The public hearing is tentatively scheduled for Saturday, July 23, 2005; Hoedtke to contact MRW to determine whether it will be an afternoon or evening meeting.

Response to DEP

At the next meeting with the DEP it would be appropriate for Crofoot, McElhaney and Ferdinand to attend; Steve MacLaughlin, Bill Brown and Karen Hefler from DEP may also be there. We could request that any or all of them be asked to attend. Two questions that we need answered are:

1.      Do we have an obligation to do final design work without money available; and,

2.      Will they let us delay until money is available?

What can we afford?

1.      In the past, Huntoon has suggested that taking a short-term loan would give us working room. Of the $20,000 budgeted for Phase III, half has already been expended for Phase III legal and engineering costs.

2.      Raising the sewer rates to 2% of the median income ($549/year) would garner approximately $30,000. That sum raised over a year would allow us to pay debt service on a 5% loan of $450,000.

Cressey: The design of a project whose building cost is estimated at $2 million would imply engineering design costs of at least $200,000. We cannot expect grant money without loans from the DEP unless our sewer rates exceed 2% of mean household income.  USDA-Rural Development has indicated they have $1.5 million available with a funding package that would include up to 45% grant ($675,000 grant-$825,000 loan). No grant money would be forthcoming from the DEP without the rate increase to $549/year. DEP has no money available for this year at any rate. McElhaney estimates that if we were to put in new headworks, repair or bypass the leak on train 1, place isolation valves between tans 2&3 or 1&2 in each train to reduce pumping/sludge disposal costs, provide better access to chlorine tank, a control building for the new pumping station to provide better habitat for the tanks, upgrade the chlorination tank, this could be achieved for under $500,000. The biggest expense in the Facilities Plan is the cost of the outfall replacement/extension.

McElhaney further estimates that to satisfy all the requirements in the consent agreement it will cost between $1.5 and $2 million.

Tentatively scheduled is a strategy meeting with Ferdinand in Augusta on May 20^th and, hopefully, a meeting with the DEP on May 27^th.

Cressey moved that sewer rates be increased to 2% of median income, or $549/year. Coughlin seconded. The vote was in the affirmative 5-0.

Review of Budget, Year-to-Date

Hoedtke prepared a spreadsheet of the electrical costs of the water and sewer departments. On the water side, we spent $1,900 last year with a budget of $1,700; this year we already have spent in excess of $1,000 with a budget of $1,150. On the sewer side, the Shore Road pump station has higher electrical usage because of the cycling and the use of a heater. Expect to see electrical rates 20% higher next year. Hoedtke to add kwh, prices and locations to the spreadsheet. On the budget item repairs to mains, there is nothing left to spend on repairs. The second half of the repair to the pump station will have to be put off until the next budget year.

North Street

The road needs to be fixed; this would be a Village item. If the road is dug up for repair, the sewer main beneath it should be replaced.  The wastewater budget does not have funds for this.

The next meeting is scheduled for Friday June 3^rd and 2:30.

The meeting was adjourned at 4:15.

Respectfully submitted,