Hingham Sewer Commission
Meeting of Sewer Commissioners
Wednesday, September 10, 2008
Attending: Chairman Michael Salerno, Ed Demko, Andrew Spath, Jim Dow, Kate Lathrop, Joanne Carpenter,
Called to order at 8:08 a.m.
Minutes from 6/4/08 meeting:
Motion: to accept minutes of 6/4/08 as presented, made by Ed, seconded by Michael, approved unanimously
Personnel issues regarding pager/back-up cell phone use:
• Kate furnished the Commission with a copy of the letter sent to Nancy Skillings noting what the employees were to be compensated based on union language and the dates provided for Jim Dow’s absence. (See attached.)
• Jim reported on conversations he has had:
o Payment will be paid at supervisor’s rate only when told by Commissioner that the employee was officially acting as the supervisor
o Payment of $25 per day is made when employee is carrying cell phone and is on call and is back-up to supervisor
o Reimbursement to crew for carrying the back-up cell phone is based on days that Jim is out of work for an entire 8-hour work day and /or on consecutive 8-hour work days taken off
• Michael reported that the contract has been interpreted accurately by Commission
• Kate requested approval to submit her information packet (described above) to the Accounting Department
o Permission granted by Commission to act according to memo
• Commission realizes that this issue will be grieved by union
• Motion: to send the reimbursement notice to the Accounting Department and await any grievance proceedings that might be filed by the crew for back pay not reimbursed. Made by Michael, seconded by Ed. Unanimously approved
Greenbush issue fencing:
• Pictures of two fences were distributed
• Hingham Beautification Committee requests fence that matches Talbot’s fencing
• Michael feels fence like St. Paul’s would provide greater safety
• Ed supports bringing ends of fence around to provide greater protection
• Letter will be sent to Talbot’s to see which fence they prefer
• Motion: Pending Talbot’s approval, picket fence will be installed by Dave Irwin, The Fence Doctor, Hull. Made by Michael, seconded by Ed, approved unanimously.
Budget for 2010 including discussion regarding changeover of pumps in WRSD:
• Commission was informed in late July that zero-based budgeting would be part of setting budget for 2010
• Kate showed the form that must be filled in for every expense and for each payroll line
• Kate explained why expenses have been separated out for WRSD
• Kate explained about payroll issues
• Kate showed a list of expense accounts
• Michael spoke about difficulties associated with reporting of repair and maintenance expenses paid out of the Connection Account
• Michael spoke about using an escrow account for money from construction projects – Kate later mentioned that the Connection Accounts works as an escrow account
• Kate related a suggestion to use money from the Connection Account for rate stabilization
• Ed asked about turnover of pumps to owners in WRSD
• Jim reported that August,2008, was the ten-year anniversary of WRSD; ownership of pumps can be turned over to building owners according to original contract
• DEP approval is required for turnover of pumps – approval should be available next week
• Jim recommended change of ownership to be done for all pumps at one time
• Jim reported pumps are being put into good working order by installing a new float system before change of ownership
• Brite-Lite anticipates doing two residences per day; two crews would allow more to be done daily
• Estimated cost for installing new float systems in all pumps is $98,155 to be paid out of Connection Account (money can be saved if panels are purchased in quantity)
• Replacement work will be done before DEP approval is received as replacement of parts will save HSC money in the long run if transfer is delayed or denied by DEP
• Jim reported that some pumps will have to be replaced, replacement of cutters only when possible, and that all systems will be pumped out and checked when panels are changed
• Goal is to be done with changeover by beginning of FY 10
• Kate requested guidance regarding best way to handle use of money from Connection Account when doing zero-based budgeting
• Michael proposed that he work with Kate to get numbers together and to have another HSC meeting after preliminary meeting with Accounting Dept.
• Kate anticipates a co-operative effort with the Accounting Dept. to determine how to best integrate Connection Account into budgeting process
Fats, oils, and grease:
• Jim reported being told by plumbing inspector that grease traps fall under his jurisdiction, not HSC, and that he (Jim) would work with the building inspector to set up an appropriate inspection program
• Commission work on Shipyard began in 2006
• Jim met with Frank Yetman, and was told that he, the plumbing inspector, would run the grease inspection program in the Shipyard
• Jim commented further that the plumbing inspector said that since grease traps fall under his jurisdiction, neither the Sewer Commission nor the Board of Health had the authority to initiate a program for inspecting. He believes it is the responsibility of the plumbing inspector.
• Plumbing code requires grease traps
• Frank Yetman, Town of Hingham Plumbing Inspector, was called and invited to attend meeting
o Michael gave background history that HSC has worked for 18 months with Board of Health setting up a grease trap inspection program
o HSC wants to be sure restaurants are accountable for grease problems
o HSC wants to know how we will know if inspections are being done monthly
o HSC wants to have fine penalties if compliance is a problem
o Frank: he has been trying to get annual inspections
o Michael: monthly inspections are necessary
o Frank: he needs to get permission from building inspector to have monthly inspections
o Frank would shut down any business that does not comply with proper handling of grease
o Frank will try to get answer from building inspector today
o Michael requested inter-office notice of monthly inspections
o Frank will ask building inspector if monthly inspection reports are agreeable
o Michael asked Jim to work with Frank on implementation of inspection program
o Michael asked that a joint letter from HSC and plumbing inspector be sent to businesses putting them on notice that they will be shut down if they don’t comply with grease inspections
o Frank informed Commission members that grease traps are required in any establishment that has a three-bay sink
o Michael offered to have HSC employees do inspections; Frank will check with building inspector on this
o Jim suggested that HSC do monthly inspections with Plumbing doing annual inspection
o Frank will talk with Dick Morgan and then get back to Jim
Cohasset dedicated meters and sump pump issues:
• Jim distributed copy of municipal agreement with Cohasset
o Wording seems to say that Cohasset will install a flow meter in their station, but Cohasset does not have a station and is using Hingham’s West Corner station.
• ***Motion: to send a letter of request to selectmen to see if HSC can seek from town counsel clarification and enforcement options pursuant to the agreement with Cohasset regarding a flow meter. Made by Ed, seconded by Michael. Unanimous vote
• Jim asked Cohasset if HSC can do inspections for sump pumps in Cohasset and was denied permission
o Andrew reported that Cohasset looks for sump pump issues when inspections are done
o Jim recommended communicating with Cohasset Sewer Board directly
o Kate read from letter dated April, 2007, and referenced a letter in 2006 regarding flow meter
o Jim will talk with Cohasset Sewer Board as there are now new members on their Board. Andrew will also speak with Cohasset board members. If friendly approach doesn’t make progress, legal counsel will be reconsidered.
Foundry Pond Area:
• Ed brought up the matter of sewering the Foundry Pond area
• Michael asked Ed to attend a meeting with Kirk Shilts and others regarding the Comprehensive Wastewater Management report
• Michael will contact Kirk Shilts regarding agenda for proposed meeting
Reopening night soil facility:
• Ed asked about reopening the night soil facility
• Jim said there are lots of repairs that need to be made and additional personnel would be needed
• Jim was instructed to report back on needed repairs and cost effectiveness of reopening the night soil facility
• Alternatives for gauging pump loads and payment were discussed; a key-card system was considered
• MWRA won’t accept sewerage from outside the district; pumping trucks would need to be monitored for appropriate dumping
Meeting regarding odor at Greenbush and West Corner stations:
• Jim reported ongoing odor issues and questions regarding the monitoring and maintenance of equipment used to treat the grease
• Work is in progress getting odor under control
• Jim reported that KBT, the company providing the current grease control equipment, is offering a new system, DynamOx, that better controls odors. KBT will set up a trial period for HSC at the West Corner station.
• Jim will be inspecting the odor control unit at Gillette Stadium; unit is similar to one suggested in information given to Commissioners
• Jim suggested dealing directly with supplier
o Buying feeder and using our employees would cost $2700 per year for materials
o Feeders are under $1100; or two-year lease can be signed. Jim recommends buying feeders.
• Michael said that Hingham was not being charged for test feeder equipment because he had volunteered to be spokesperson for system if it solves the odor problem
• Jim is not satisfied with present system; he is getting calls regarding smells. He wants more accountability from company now providing service
• Michael requested that Jim work with present company to increase accountability to HSC
• Jim passed out recommendation for costs of change
• Jim wants to make change to see if we get better odor control
• Motion: to change the HSC testing program for odor control and work with Dynamox in a new pilot testing program Motion made by Michael and seconded by Ed: accepted unanimously
Dip in pipe at North Street:
• Jim reported on history of problem
• Jim recommends digging to repair dip in pipe
• Michael asked Jim to talk with Public Works about road opening
• Cost to repair needs to be determined; Jim to do
• Payment for repair to come out of Connection Account
Michael reported on the purchase of a color printer for office. A new tape recorder is to be purchased.
Motion to adjourn made by Michael Salerno and seconded by Ed Demko. Unanimous vote. Meeting was adjourned at 10:03 a.m.
Minutes prepared by Joanne C. Carpenter
This summary does not include every item discussed by the Board, nor the full extent of the discussions. The full meeting is available on tape in the Hingham Sewer Commission office.