Sewer Commission

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Today's date: 07/31/2010

	Today – Partly Cloudy (Kent, CT.) 76 °F
	Tomorrow – Partly Cloudy (Kent, CT.) 54 °F to 79 °F
	Day after tomorrow – Isolated Thunderstorms (Kent, CT.) 60 °F to 78 °F

QUARTERLY OPERATING BUDGET FIGURES: Budget vs Actuals as of 03/09/2010

Help! Fibrous Materials Clogging System
We are experiencing a continuing and worsening problem with non-biodegradable towels and wipes being flushed into the sewer system. Given the volume of towels, rag, wipes and fibrous materials, it seems they are coming from businesses more than individual households. These materials are clogging the filters at the plant and have to be removed manually. It’s not a pleasant task and it is having a negative impact on the sanitation equipment. It has become an expensive problem.

The solution requires having a separate receptacle for fibrous materials, paper towels, rags, Swiffers, wipes, diapers, etc. These items don’t break down. We’re doing everything we can to keep expenses and rates down – not flushing these items into the system will be a huge help.

Thanks for your cooperation.

IT'S NOT JUST US
We all know the topic of sewage and infrastructure might be the second most glamorous topic under discussion these days.
The first most glamorous topic? Anything else.

Please click on the link below to read a timely article from the New York Times about the need for infrastructure expenditure.
Toxic Waters: Saving U.S. Water and Sewer Systems Would Be Costly by Charles Duhigg
Ruptures in aging water systems cause pollutants to seep into water supplies, but in many cities residents have protested rate increases to fix pipes.

APPLICATIONS SUBMITTED FOR USDA AND LEGISLATIVE GRANTS
Applications were recently submitted for funding from the USDA and for Legislative Appropriations through the offices of Congressman Chris Murphy, Senator Lieberman and Senator Dodd. Preliminary indications of our eligibility to receive a combination of grants and loans remain favorable. Amounts are yet to be determined. If awarded, funds will be used to complete necessary capital projects which include relining our vitreous clay sewer main laid in 1886, rebuilding or replacing our pumping station near KCS and replacing worn or outdated components at the plant. There is a probability of applying for an additional grant to fund the installation of a line on Maple Street Extension. The cost of capital projects is estimated to be in the range of $2.2 million dollars. Which of these projects gets funded remains to be seen and we will prioritize according to need. Of the projects under consideration, the relining of the Bridge Street main is of the greatest importance.

By all accounts, now is the time to apply for financial assistance for our important capital projects as Stimulus money remains available and there is significant pressure on construction prices. There is considerable expense involved in the application process but we have the capital reserve funds on hand to cover the necessary costs.

MID-YEAR OPERATING BUDGET AND CAPITAL BUDGET
At the March 9^th meeting of the Kent Sewer Commission Treasurer Jennifer Weigel reported that the Sewer Commission’s books are coming into line. Our cost cutting measures are working and our audits have increased revenues. While all of the actual and balance sheet numbers are unaudited, there is a distinct possibility that instead of the deficit of $7,000 which was projected for FY 2009-2010, we will finish the year with a balanced budget.

Currently, our unaudited balance sheet reflects cash or cash equivalents in the approximate amount of $374,000. This sum includes our operating capital as well as capital reserves. Of this, approximately $100,000 is expected to be spent over the next six months on application and other soft costs for the preparation of preliminary engineering and environmental reports required as conditioned by our grant applications.

cOMMISSION VOTES TO SUBMIT APPLICATION FOR FEDERAL FUNDING

Actions being taken to obtain federal funding

bridge Street Repair Completed January 2010

The repair of the cracked sewer main on Bridge Street has been completed. A fiberglass liner was inserted in the 10”pipe and it now has structural integrity. After the job was completed our contractor, New England Pipe Cleaning Company of Watertown, sent the camera in another part of the main in order to investigate its condition. Everything looks clear from the monument to the junction of Elizabeth Street however, there is a service line that comes into the main that has a considerable amount of root growth where it joins the main. We have contacted the property owner in order to effect this repair.

2009-2010 BUDGET PASSES
At its December meeting, the Sewer Commission unanimously passed a budget for Fiscal Year 2009-2010 as well as a new rate schedule which will go into effect on January 1, 2010.

Kent is fortunate to have a waste water treatment plant that is recognized across the state as being extremely well managed and efficiently operated. This recognition of our small plant is due to the hard work and dedication of Plant Superintendent, Art Seabury. A Kent native since 1912, Art’s dedication and disciplined commitment to the highest operating standards has provided our customers with an exceptional value in waste water treatment since the design and construction of the plant beginning in 1967.

2009-2010 BUDGET
The budget passed on December 8, 2009 provides for an operating loss in FY 2009-2010 of $7,400.00. You will note that we did not pass a budget until mid-way through the fiscal year. Not ideal by any means but for the first time in many years we have a budget that provides for a reserve for future capital needs. The reserve represents $18,000 or 5% of revenue which will be placed in a sinking fund and dedicated to replacement of capital items. This is not enough but, as one of our engineers said, “it’s a start.”

You will notice that the budget has only 30 line items in the expense category. Also, the plant has been run very frugally in most line items because of the plant manager’s ability to value engineer solutions to mechanical issues. There just aren’t that many places to cut a thin budget. Nevertheless, this budget does reflect a significant reduction in salaries, achieved largely through the elimination of non-emergency overtime. For the first time we have asked the employees to make a contribution to health care costs in the amount of 10% of the cost of premiums. Because we have pumps operating 24 hours per day, the plant is a large consumer of electricity – almost $50,000 per year. We have entered into an agreement to purchase our electrical power from a Brookfield-based provider and expect to lower our electrical energy costs by 8%-10%. Altogether, we expect these measures to save approximately $13,000 over the remainder of the fiscal year. When combined with the reserve account, our newly adopted budget represents a positive change of $31,000 - a good beginning – and we are continuously evaluating other ways to achieve economy.

ECONOMY OF SCALE
One of the difficulties we have in Kent is the small scale of our operation. With only 270 users to bear the cost of operating a fairly complicated waste water treatment plant, our cost to users is higher than it would be in a system of 2,000 users. Because Art is a creative problem-solver, he has consistently been able to find the lowest cost solution to most of our mechanical challenges.

OPERATING AT A LOSS
The Kent Sewer Commission, as sometimes happens on elected boards, is in a state of transition. Previous boards served our customers well and were vigilant about keeping operating and capital costs in check - consequently user fees remained low while still providing a surplus to set aside for future capital improvements and large-scale repairs. In recent years, however, operating expenses have risen faster than sewer charges. The last time the Commission was able to balance the budget and make a contribution to the reserve account was FY2005-2006. Unfortunately, fees remained too low for too long and the plant has been operating at a loss since then. No one wants to raise rates, but this trend was not a sustainable one and the decision to alter both our income and expense policies was made. This decision did not come easily, especially since an increase was assessed one year ago, but in the end, we all knew it had to be done.

STABILIZED 2010-2011 BUDGET
Again, barring any unforeseen breakdowns, we expect to balance the FY 2010-2011 budget without any rate increases. Further, this budget is expected to return approximately $25,000 to the reserve account for future capital needs. The FY 2010-2011 budget should mark the return to a firmer operating footing.

Photo: Plant Superintendant Art Seabury

Personnel and Succession Plan
The Kent waste water treatment plant operates with two full-time employees. We also have one part-time employee who serves as our clerk.

The State of Connecticut Department of Environmental Protection mandates that a provision be made to have a back-up for the plant manager in the event of his absence from the plant. To this end, the plant manager’s assistant, John Walsh, a three year employee of the plant, is working as a de facto apprentice to the plant manager and, in addition to his other duties, is studying to be licensed to take over the plant manager’s role should the manager ever decide to vacate the position. John Walsh is the key element in the Commission’s succession plan. Nonetheless, the Commission is also looking for possible alternatives to John Walsh should he not wish to accede to the Plant Manager position. That said, there is a safety element that should be mentioned. While the plant is designed to state and federal safety regulations, workers are often called upon to walk on narrow catwalks over open pits of sewage. Nothing has ever happened - but it could - and it’s nice to know there is someone available to assist in the event of a slip or fall. For the sake of safety we feel that the plant is appropriately staffed.

If there are ways to further prudently reduce the cost of employment we will pursue them. It is our intent to achieve a balance that is fair to our employees and fair to our customers.

Photo: New generator being delivered

AUTOMATION AND TECHNOLOGY
The Commission has begun an investigation of methods of automating the waste water treatment plant and septage processing facility which might lead to enhanced operating efficiencies, higher revenues and lower operating costs. The following items are under review and will undergo cost/benefit analysis over the next few months:

1. Security Cameras will yield a higher level of security at the plant and, when directed to the septage dumping facility, will ensure the highest level of fee collection from septic pumping businesses.
2. Septage Pumping Meters meters could give a more precise measurement of septage gallonage offloaded at the septage processing facility. This would also guard against unauthorized and unpaid offloading.
3. Component Upgrade there are many electro-mechanical apparatus at the plant that are aging and could be replaced with newer, more energy efficient components.
4. Testing State and federal clean water regulations require daily, weekly and monthly reports. In some instances, report data could be collected remotely and reports filed on-line. This could reduce plant personnel time and engineering fees. We will report on progress in the coming months of the feasibility of implementation of any or all of these items.

CAPITAL PROJECTS
While the plant has been impeccably maintained throughout its 40 year life, there are many moving parts in the completion of the sanitation process. Additionally, new developments have been built since the plant’s inception and future growth will need to be accommodated. The identification of capital projects was begun approximately two months ago and we are still in the process of determining feasibility, scope of work, project cost and project financing. What projects we choose to approach is a matrix of need, availability of funding and return on investment. This will be an ongoing process but it is a process that holds a position of high priority for board members.

Our Plant Manager, Art Seabury, and Plant Engineer, Sal Palaia of Loureiro Engineering Associates, have identified the following capital projects that need to be addressed in the next three to ten years.

1. A program to replace or reline approximately 6,000 lineal feet of old sewer line throughout the sewer needs to be created. Most of this old sewer line was originally installed in 1886. Current approximate cost for relining is $50.00 per lineal foot. This needn’t be done all at once but in phases to make it affordable. The first phase should commence within the next three years Approximate total cost: $300,000

2. Refurbishment of the pump station and renovation of the wet well at Kent Center School. This is the pump that moves the sewage from the east side of the river to the waste water treatment plant under the river via the sewer main. This 40 year old facility is a critical step in the process and if this part of the system fails there are serious consequences including monetary fines. Since this pump station was built, large scale projects such as The Kent and South Commons have been added and others, such as the Maple Street Extension, are being contemplated. Commencement of this project should occur within the next five years. We are in the process of getting estimated pricing but for now we will use: Approximate total cost: $200,000

3. Sludge, a solid by-product of the treatment process, is being spread on a leased 12 acre corn field adjacent to the plant. While we are in conformance with current state and federal regulations, those regulations may change in the not too distant future. Possible solutions include bagging the solids or keeping the sewage in liquid form and deliver them to a processing plant for incineration. If the regulation changes the process will become considerably more expensive than it is today. We will have an approximate total costs in the next few weeks.

4. The plant is 40 years old. Physical inspections of the plant’s components are made on a daily basis. Components such as grinders, submersible pumps and clarifiers all operate 24 hours a day and, while they show no apparent signs of degradation, they will all have to be replaced over the next five to seven years.

5. Maple Street Extension - Extending the sewer line along this street benefits the entire town in several ways. . First of all, it would allow the expansion of our business community and broaden our tax base. Three large parcels of land, including the Berkshire Transformer site, are designated for industrial use but can’t be developed as such because there are inadequate sanitary facilities. A sewer line along Maple Street Extension would undoubtedly hasten the resolution of the Berkshire Transformer brownfields issue, allow the expansion of commercial businesses on the street, allow the construction of much needed industrial space (in the only area in town zoning regulations permit this use) and would allow higher density development of affordable housing on existing and future parcels. There would be a distinct benefit to the other residents of Maple Street Extension who would then be able to connect to a high quality, modern system. A Maple Street Extension sewer line would synchronize Town planning concepts, reasonable growth and sanitation requirements.

FUNDING
There are a few state and federal agencies which fund waste water treatment plants through grants, low interest loans, and planning assistance. It is no secret that the state budget is in extremis but we are of the opinion that, through diligence and persistence, some monies could be made available to the Town of Kent for our critical infrastructure needs. When it comes to large-scale capital projects two things are true: (i) the 270 account user base cannot afford to fund these projects alone and (ii) no progress can be made without public funding.

1. Department of Environmental Protection (DEP)
2. United States Department of Agriculture (USDA)
3. Small Town Economic Assistance Program (STEAP)
4. State of Connecticut Clean Water Fund (CWF)
5. Community Development Block Grants (CDBG)

We have begun the process of not only applying for project funding but also of developing relationships with those individuals who have a say in where monies are allocated.

COMMUNICATIONS
We view the relationship between the Town of Kent, customers and board members as a partnership. Good partnerships can survive bad news but they can’t survive poor communication. All matters having to do with rates, policy, operation and maintenance of Kent Sewer Commission’s waste water treatment plant will be posted to the website as things develop. We want you to know what we on the board know about Commission or plant business. If you want to call or e-mail any of the board members – or if you want to meet in person - we will be happy to discuss any of our Commission related activities with you. The sewer plant is a town asset and the more people that participate in governance, the better.

THE ROLE OF THE SEWER COMMISSION
The role of the Sewer Commission is to oversee the operation of the Town-owned sewer plant and its peripheral sanitary facilities. The Commission operates to create and enforce policies that promote the preservation of community health and sanitation, the financial well-being of the system and its efficient operation both at present and in the future. No town asset is more important or critical to the well-being of the community. And, while there is no debate about the ownership of the plant and system, a resolution needs to be finally achieved as to who bears the responsibility for the cost of operation, maintenance and future costs of the system. Is it only the users, the townspeople or both? Without a clear municipal policy, large scale projects and expenses will not be attended to until it is clear who will pay for them. For the Sewer Commission or succeeding entity, this issue needs to be resolved before anything of significant scale can be accomplished.
Some have said that the Sewer Commission should be disbanded and reformed as a Town agency. Since the sewer system is a town-owned asset like Kent Center School, town roads, Town Hall and other town infrastructure assets, there may well be merit to this suggestion. Like it or not, assets are not the only things that bind a community – obligations are just as real. One thing is clear, no matter what form the advisory organization takes, there is a serious need to have the best interests of the system, its users and townspeople in general looked after. There is a mutuality of interest here that cannot be ignored or taken for granted. The system needs a dedicated body of overseers, no matter what the structure, that is willing to work in concert with other Town agencies. No agency or committee can afford to stand alone.

Working in cooperation with the Board of Selectmen, the Board of Finance, Planning and Zoning and other Town of Kent organizations, a well-operated Sewer Commission can also assist in responsible Town planning and the enhancement of our economic climate and overall quality of life. None of this works without cooperation. We have the ability do this and we have the will to do this.

Please visit our website regularly as it is through this vehicle that we can cost effectively convey important information to those who are interested in receiving it. We welcome your comments and suggestions.

Commission Members term expires phone email
  John E. Casey, III - Chairman 11/2015 860-927-3781 john@kentgreen.com
   William C. Gawel, Jr. 11/2013
   Gary A. Hock 11/2011
   Roger K. Peet - Vice Chairman 11/2013
   Arthur Seabury 11/2015
   William R. Tobin, Jr. 11/2011

Questions concerning water bills should be made directly to Aquarion Water Company.