Minutes
Board of Water Commissioners Meeting
June 21, 2010
Town Hall Conference Room
Board members in attendance: Emily Beebe, Steve Gazzano, Jean Schaefer, Dan Wexman, Lori Vanderschmidt.
Others attending: Mary Fisk, Interim Administrative Coordinator taking minutes and Paul Sieloff, Town Administrator
Emily called the meeting to order at 6:34 PM.
Bookkeeping system
WhiteWater has offered to contribute up to $1500 toward the system. Emily will contact WhiteWater in this regard and let them know the cost will be at least $1500, so we would need the entire $1500 contribution from WhiteWater. We will forward invoices for software and development costs to WhiteWater for their payment and/or expect to have written credit or acknowledgement in the amount of the contribution reflected in our WhiteWater bill.
Dan made a Motion to accept WhiteWater’s offer to contribute $1500 toward the development and implementation of a bookkeeping system. Steve seconded. The motion was carried unanimously by a vote of 5 to 0.
Lori made and Emily seconded a Motion to accept the proposal from Michele Hand dated June 11, 2010 pending favorable review of three references and change in the terms to net 30 days on the agreement. The motion carried unanimously by a vote of 5 to 0.
These references should include two people in the Water District she supports and they will be send for review to Steve.
WhiteWater Contract
WhiteWater wants to renew their 2009 contract. The Board had discussed the operating contractor meeting their obligations under the present contract, to wit:
- Last minute submission of the Consumer Confidence Report for the Board’s review before meeting the state mandated dissemination date. The Board suggested edits
- to take out some of the old data and boilerplate. WhiteWater needs to get this in earlier next year and put suggested material that couldn’t be incorporated this year in a file for next year’s CCR.
- Leak detection is sloppy. The water leak has been a wake up call.
- The SCADA system is not working right.
- The Board wants better communications and to have WhiteWater attend one meeting a month.
- The big issues are: Accountability and Communications. What’s the communication tree for emergencies? Maybe the Board should make a year’s schedule for their meetings and make it clear they expect a WhiteWater representative to attend.
- The Board felt it needed to take more time studying the contract. Although they felt the eight hours per day of WhiteWater presence in Wellfleet is in the best interest of the town, particularly during the initial connection phase, they felt they needed to have accountability for these additional 4 hours a day and to have Russell at the table to discuss this.
Lori made a motion to give WhiteWater an extension to give the Board time to study the contract. Emily seconded. The motion was defeated by unanimous vote of 5 to 0.
It was agreed that the Board has to manage WhiteWater better and that they need to work with what they’ve got and make it better. It was suggested that the Board renew the contract for a year and then in six months start looking for a Request for Proposal to get what they want for the future, developing the RFP six months before the contract is due. Giving WhiteWater an extension for 90 days to let them know the Board is working on the contract was again suggested but not considered.
The Board outlined things they would want to have commitments for and see implemented 100% in the contract:
- Commitment to monthly meeting and monthly report. Not with 50%, but with100% compliance.
- A communications protocol – Outlining how quickly the board expects to hear back on an inquiry. This would stipulated that the query--whether by phone, email, in writing or in person—would have a full response from WhiteWater within x amount of time and a timely acknowledgement--at least a no answer yet response when the matter needs further action or study.
- Institution of a problem log which tracks a problem from inception to solution documenting actions taken and resolutions and people contacted
- An Emergency Action Plan – for instance, what happens when there is a shut down – communications tree (reverse 911?)
- Leak detection procedures
- Quarterly Report of recommendations
- The monthly report needs to go beyond the present monthly chemical reports
In view of the fact that the present contract expires on July 31, 2010, the Board felt they had time to consider their options and will talk about this at next meeting, which is June 29th
Policy for Abutters Not Already Fitted with a Curb Stop Along Sleeved Water Mains
The Board then discussed the potential pharmacy going into the Doc Callis property across Route 6 from the Main Street lights and their request for water connection. The Board will need to determine a policy for procedures and costs for those properties which were not given a curb stop in the initial installation of the water mains and now abut a sleeved line.
The Board asked why they can’t access this property along Cahoon Hollow Road, trenching along the town owned cemetery and, for the Mobil station on the corner of Rte 6 and Main Street, go across Main Street to the Mobil station property.
It was determined that they need costs and options from Paul Millet so they know what is involved.
The matter was tabled awaiting more information from EPG, at which time the Board will ask them for help in developing a policy.
Deferred Payment Agreement
Dan moved that the Board accept the Deferred Payment Agreement as disseminated by Jean Schaefer on June 21, 2010 and which is incorporated into these minutes and was distributed at the meeting. Steve seconded. The motion carried unanimously by a vote of 5 to 0.
Letter to Churches Requesting Relief from Connection Fees
It was determined that Lori would draft a letter to churches which have requested free connection based on their non-profit status and send it to those churches making such a request. She will coordinate with Mary Rogers to determine which churches are involved.
Request For Proposal For Permanent Administrative Coordinator
Paul Sieloff reported that the RFP for the consultant contractor, who will work under the supervision of both the Town Administrator and volunteer board, has gone out and is on the Wellfleet web site and also appeared in the Cape Codder and Cape Cod Times on Friday..
Financial Consultant Proposal
Mark Abrahams was advised by Mr. Sieloff that the Board had agreed to the last three things on his proposal, which comes to around $14,000. Mr. Sieloff as not heard back yet, but will do the contract with him based on the approved portions of the proposal letter.
Open Meeting Law Training
June 30th training on Open Meeting law will be held at the Senior Center at 2 pm and 6 pm. All board members and staff must attend on or the other sessions of this training.
The meeting was adjourned at 7:58 PM.
Respectfully submitted,
Mary Fisk
Interim Administrative Coordinator
The Water Commissioners approved these minutes at the meeting held 6/29/10.
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