Tuesday, July 8, 2008
Members Present: Carla Perugini-Erickson, Derek Brown, Christopher Wester, Dave Wartko
Approval of Meeting Minutes: Motion by D. Brown to approve the meeting minutes from May 27, 2008, seconded by C. Wester, Unanimous.
Waste Waters Facilities Plan Schedule: C. Wester informs the board that the WWFP Subcommittee met earlier in the week to review the 3 submittals that were received from Wright-Pierce, Connecticut Consulting Engineers and Nafis & Young. Both C. Wester and D. Wartko reviewed each response separately and used a rating system that wa developed to review them. Each submittal was ranked based on five criteria on a scale of 0-20, with 20 being the highest score. The criteria were as follows, Relevant Experience, Understanding/ Approach, Staff Qualifications, History with the Town of Prospect and Submittal Conformance. Both C. Wester and D. Wartko agreed that the submittal from Wright-Pierce was a very detailed proposal that both ranked number one. C. Wester recommends two courses of action to take at this point. One each member may take the submittals and review them to further . discuss at next meeting or he recommends that the board move to make a vote to enter into negotiations with Wright-Pierce. Chairman Perugini-Erickson questions what will happen if the cost for Wright-Pierce to do the job ends up being more than is in the budget at this point. C. Wester states that we would simply move forward with the second pick if it turns out we couldn't afford the first choice. Chairman Perugini-Erickson continues to inform the board that she never did formally request that Mayor Chatfield hold the $15,000 that was never used from last years budget. Discussion continues regarding the current state of funding. C. Wester says we can ask to enter into negotiations letting them know that we will be taking a phased approach. Nothing will be owed until a contract is formally signed. Discussion continued regarding funding from the DEP. Chairman Perugini-Erickson questions the process once we enter into negotiations. C. Wester states we will need to talk with the DEP to let them know what we have done. Then put together a Scope of Services that the DEP will review and approve. A letter will be sent back once approved that will say you qualify for the funding. The Town of Prospect would have to front the money, as funding from the DEP is reimbursement. Motion by C. Wester to enter into negotiations with Wright-Pierce. He will write a letter to all firms thanking them for participating and will contact Wright-Pierce to let them know that between now and our next meeting we hope to enter into negotiations and have a Scope of Services developed, seconded D. Wartko, Unanimous.
Chairman Perugini-Erickson feels the list of criteria to judge each submittal was great she will review them but is very comfortable with moving forward into negotiations with Wright-Pierce. It is agreed that the WWFP Subcommittee will meet with Wright-Pierce prior to the next meeting to draft a Scope of Services that will conform to the budget. The regular meeting for July to be held on July 22 is to be cancelled, and the board will meet again at the next regular meeting scheduled for August 26. An item is to be included on that agenda to discuss the Scope of Services. It is suggest by D. Brown that when everything is ready the board get together and work on a formal presentation to present the DEP. C. Wester states he will be in touch with the DEP once the Scope of Services is developed from Wright-Pierce then a final presentation can be made to the WPCA and the DEP at a joint meeting.
Boulder Brook: Chairman Perugini-Erickson informs the board that she had e-mailed Hank Berberat about getting in touch with residents regarding additional hook ups to the sewer line. She still has not heard back. Regarding the Certificate of Registration for the General Permit Chairman Perugini-Erickson states that at this point we need to under State Statute follow up and certify back to the DEP that we will oversee the management/operation of the line. She states that she has no questions regarding the sufficiency of the system, however the open door to allow additional hook ups is an issue. She feels the certificate from the DEP closes the door on any legal title issues she had original seen as a possible problem Discussion followed on whether or not the line will always be under the responsibility of the association. Chairman Perugini-Erickson states that if there are major problem and the residents don't have funds for upgrades the town can take it over. She continues to detail how the town owns the land under which the sewer runs. Saying there was no easement granted even though it is a private line. Other than the agreement there is no right for them to occupy that space. Chairman Perugini-Erickson feels that the agreement should be recorded in the land records and referenced in everyone's deeds to make sure that it runs with the titles to the properties. If proposals are made to add additional hook ups that would be the time to go back and say you can allow additional hook ups but we will require that the line be upgraded. Chairman Perugini-Erickson also states that Mayor Chatfield still needs to sign the contract. She says she will also follow up with Attorney Casagrande to make sure the agreement is recorded in the Prospect Land Records.
Toll Brothers Sewer Construction: Chairman Perugini-Erickson says she is a little frustrated with the lack of updates we have been given from Toll. She was under the impression that we would be getting some sort of monthly updates. D. Wartko says he checked with Gene McCarthy and was told they are still doing heavy excavation work of Phase Two. D. Wartko will talk to Gene McCarthy regarding a report being given to the WPCA, says he was originally told that a call would be given when they are ready to start making inspections. Chairman Perugini-Erickson says she will e-mail both Scott Poryanda and Matt Gilchrest asking for some type of updates.
Sewer Billing Procedures /sewer user fees: No new business to discuss at this time.
Correspondence: None
Approve WPCA Clerk for reimbursement: Motion by D. Brown to approve reimbursement for WPCA clerk, seconded by D. Wartko. Unanimous.
Adjournment: Motion by D. Wartko to adjourn the meeting at 8:13 p.m., seconded by D. Brown. Unanimous.
Respectfully Submitted,
Carla M. Perugini-Erickson Chairman