Capital Projects Committee - Municipal Water
Meeting Minutes: Tuesday, September 5, 2017
Timothy Smith Room
Present: Jacqueline Beebe, Town Administrator; Michael Lorenco, Finance Director/Asst. Town Administrator; Fred Guidi, Finance Committee; William O’Shea, Board of Selectmen Chair (at 10:18am); Mark White, Environmental Partners Group; Neil Andres, DPW Superintendent; (2) members of public.
Absent: John Knight, Board of Selectmen Clerk
The meeting was called to order by Jacqueline Beebe at 10:04 a.m.
Phase I (Update):
DPW Superintendent Neil Andres started the discussion with an update on road paving progress, noting that a great deal of work had been completed, providing noticeable improvement in key areas including Old Orchard Road. Most of the work was paid out of dollars remaining from Phase I construction funds.
Mr. White of Environmental Partners reported very few changes since last meeting’s budget status report. The majority of contracts have been closed out, leaving only contracts 3, 4 and 7 for completion. The Orleans connections will be covered under the existing or Phase II contracts. Ms. Beebe explained the Town’s responsibilities for covering outstanding Orleans customer debts (under 5K), given that the Town of Orleans has been without an applicable collection mechanism. Bottom line regarding Phase I budget: we are under budget estimates with approximately 4.8M to be carried over into Phase II.
Phase IIA:
Mr. Trahan provided illustrated summaries of the Phase 2A Schedule and Contracts 9-11. Bids will be received the third week of September with contract awards slated for September 25th. Sign-off for the three separate contracts will likely occur during the October 2nd Board of Selectmen meeting. A pre-construction meeting will occur mid-October with construction completion expected during August of 2018.
SRF Funding: Mr. Trahan provided a breakdown of construction and additional cost estimates, updated through 9/05/17, for the 17.1M SRF loan. Ms. Beebe re-emphasized the importance of utilizing the upcoming months to thoughtfully explore the issues involved in privatizing operations in the future. She also reiterated the need to monitor billing processes and to keep our water rates in check.
Mr. Trahan discussed the conservation permitting issue between the Town and the Mass NHESP (Natural Heritage & Endangered Species Program) over concerns regarding toad habitat in specific construction areas. The group met with Environmental Partners and the Town on August 31st to walk through some of the affected areas and to discuss NHESP’s concerns. A sensitivity review will be conducted over the next month, and it is hoped that a plan could be finalized within the next two months.
An ISO Rating of “4” was established by the ISO Office August 28th, effective December 1st. The rating may be upgraded next year or over time should Town staffing increase. Given that insurance companies vary greatly, Town users are encouraged to shop and compare. It is their responsibility to provide customers with rating information.
Eastham notoriety: On September 18th, Ms. Beebe will be keynote speaker and present "From the Ocean to the Bay: Eastham Builds a Town-Wide Water System in Under Three Years" at the 136th Annual Conference of New England Water Works Association (taking place in Brewster). The Town will receive an award for “innovation and speed” at the conference.
Environmental Partners Group Update: Beginning on Tuesday, September 19th, RJV Construction will be performing pavement repairs within the Contract 8 area, particularly on Bridge Road between Bayview Road and Dyer Prince Road. Construction will be from 7 a.m. to 3 p.m. and is expected to take about one week.
Mr. Guidi moved to accept the Minutes of 5/22/17, 6/19/17 & 7/17/17. Town Administrator Beebe seconded the motion and all were in favor. The motion passed.
The next CPC Water is scheduled for Monday, October 2 at 9 a.m. in the Timothy Smith Room.
Town Administrator Beebe adjourned the meeting at 11:21 a.m.
Respectfully Submitted,
Karl Shipman
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