Capital Projects Committee - Municipal Water
Meeting Minutes: Monday, May 22, 2017
Location: Timothy Smith Room
Present: Jacqueline Beebe, Town Administrator; Fred Guidi, Finance Committee; Ryan Trahan, Environmental Partners Group; Neil Andres, DPW Superintendent; William O’Shea, Board of Selectmen Chair (attended remotely per Policy 940 CMR 29.00)
Absent: John Knight, Board of Selectmen Clerk
The meeting was called to order by Jacqueline Beebe at 9:04 a.m.
Approval of Meeting Minutes:
Mr. Guidi moved to approve the minutes of 4/3/17 and 4/18/17, with the stipulation “see attached” (used for support documentation) not be printed in the minutes’ narrative. “See attached” was removed from the 4/18/17 minutes.
Phase I Budget Status:
Town Administrator Beebe asked Mr. Trahan of Environmental Partners to update the committee on Mark White’s water project presentation to the Selectmen during their Wednesday, May 17th meeting. Referring to the Phase I updated handout, Mr. Trahan stated that the line item totals refer to actual work completed to date and constitute an exercise for estimating final values. Each contract line was discussed, noting those contracts for which there were surpluses due to actual cost values versus contract price estimates. Mr. Guidi requested that future line items include a column providing actual change orders. Mr. Trahan agreed to provide this detail in the future. The remaining line items were discussed, as well as contingencies for dealing with the ongoing mandatory connections, the Orleans loop and island locations, as well as estimated
costs of operations/staff, chemicals, supplies, testing, and other additional projections.
Operations/Billing Status:
Mr. Trahan reviewed the startup costs FY17 by WhiteWater, Inc. and EPG assistance, as well as system funding, including DEP operations by WhiteWater, Inc. Current projections indicate that Phase I may show a surplus amount of approximately 4.8M, with a plan to rollover these funds into Phase IIA.
Phase IIA:
Bidding is to commence during the months of July and August, with a 6 to 7 month construction phase during the off-season and winter months, providing employment to area contractors. Mr. Guidi reiterated his request in seeing future change order totals in Excel spreadsheets with actual versus projected costs. This will present a clearer, more “holistic view of the debt ratio.” Ms. Beebe repeated the importance of critical strategic planning and communications between the Board, department heads, and the entire financial team between now and 2026, given current projections of debt increases. The ISO (Insurance Services Office) rating reports, issued from ISO on a quarterly basis, are now anticipated to be made available mid to end of September.
The next CPC Water meeting is scheduled for Monday, June 19, 2017 at 9 a.m.
Adjournment:
Town Administrator Beebe adjourned the meeting at 10:04 a.m.
Respectfully Submitted,
Karl Shipman
|