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HomeMy WebLinkAboutMinutes - SC - 02/04/2016 ° - TOWN OF COHASSET e_ } Sewer Commission 41 Highland Avenue Cohasset, MA 02025 COhASSET N _ i1 ° 781-383-4108 Date: Tuesday, February 4, 2016 Time: 4:00 p.m. Place: Basement Meeting Room,Town Hall Present: Bryan Baldwin, Chairman Bill McGowan,Vice Chair Brian Joyce, Dir of DPW Chairman Baldwin called the meeting to order at 4:00 p.m. 1. Administration a. Next Meeting: scheduled for Wednesday February 24 @ 4 p.m. in the Basement Meeting Room-Town Hall. b. Department Projects Status: no discussion C. Sewer Department Office Relocation: Mr.Joyce stated that the contents of the Sewer Depart- ment office have been relocated to the second floor. The telephone and computer have been relo- cated and are operational. The SEIU has claimed the temporary work while the Administrator is on leave, so effective Monday 2/8 Chrissy Dahlstrom will assume responsibility for answering phone calls and e-mails, processing mail, and preparing meeting minutes. Should the Administrator not notice the Town of her intent to return to the position by Monday 2/15,the position can be posted as soon as Tuesday 2/16 for a permanent replacement. Chairman Baldwin asked if the job description to be posted is for the position as it is currently dedi- cated specifically to the Sewer Department, or as previously proposed verbally to also perform DPW duties? Mr.Joyce stated it is DPW's intent to support all of the functions of the Sewer De- partment Administrator across several DPW staff positions. Mr. McGowan pointed out that the lack of a consistent face to the public would likely be very confusing. Mr.Joyce stated that the hy- brid job description for an Assistant to the Director of DPW has already been negotiated with the SEIU. Chairman Baldwin stated that the Board has not provided approval for an amendment to the job description, nor has it even been presented to the Board. The Board pays for the position in its entirety, and does not approve of the current course of action. Chairman Baldwin expressed disappointment with the office move occurring prior to the space be- ing prepared for beneficial occupancy. The Board will be purchasing additional furniture to provide for efficient and effective use of the space available. d. Meeting Minutes: Motion by Mr. McGowan to approve the minutes of 1/19/16 as written, seconded by Mr. Baldwin and the vote was unanimous(2-0). f. CES Contract: Mr.Joyce reviewed the contract and has no comments. It can be finalized and sent to CES for signature. Cohasset Board of Sewer Commissioners Page 1 2. System Operation Review a. Suez Operating Expenses Proposal: Mr. McGowan stated he met with Suez and CES to con- tinue negotiations on Suez's proposal. Chairman Baldwin asked Mr. McGowan to negotiate a final value for presented to the Board for its approval at the next meeting so that it can be incorporated into the FY2017 draft budget. b. DEP Monthly MOR Reporting: Mr.Joyce advised the Commission at the request made by Suez, he signed a document authorizing Suez to submit its monthly MOR report to MADEP elec- tronically instead the present procedure of mailing a hard copy. Chairman Baldwin asked that un- less emergency situations warrant do so,the Board would prefer DPW not provide approvals or di- rection on its behalf to Suez. 3. Collection System—no discussion 4. New Business a. FY2017 Operating Budget: Copies of the FY2016 Operating Financial Statement dated 2/2/16 including a draft FY2017 budget were presented and reviewed. Chairman Baldwin and Mr. McGowan had a brief discussion of the FY17 budget. Chairman Baldwin stated that the FY2017 budget reflects the recent additional rate increase imposed by the Town of Hull, but does not yet include a rate increase for Suez or the full amount for grinder pump purchases. The new indirect expense allocation provided by the Finance Director is also incorporated. b. Grinder Pump Purchases: Chairman Baldwin inquired about the status of the review of pur- chase options for additional bulk ordering of grinder pumps. There are funds available in the FY2016 budget, and the Board would like to purchase as many as possible since the inventory is currently low. Brian Joyce stated that the order must be re-bid, and requested a specification and quantity with which to proceed. The Board will request this documentation from Coughlin Environ- mental Services. C. Hull Rate Increase: The Town of Hull notified the Board via e-mail of an additional rate in- crease from $11.34 to$12.80 per 100 cubic feet effective for FY 2017. Chairman Baldwin has spo- ken with the sewer superintendents of both the Town of Hull and the Town of Hingham regarding the flow diversion. The Town of Hingham suggested that it might be beneficial to attend a future meeting to discuss, but to await an invitation. 5. Old Business a. Plan of Study Final Draft: Chairman Baldwin stated the Board of Selectmen should be the one to put an article on the warrant to fund the two (2) additional service proposals presented by GHD to study South Main Street and Aaron River Reservoir/Beechwood Street. Mr.Joyce agreed and added that they should consider asking for additional funds to complete everything at once. b. GHD Additional Services Proposals: To be discussed at 2/2/16 meeting. c. Manhole Cover Replacement: CES has been approached by MEMA/FEMA seeking additional information regarding a grant application. CES recommended that the Board delay issuing an RFP for this scope of work until after the grant status has been confirmed. Mr.Joyce stated he met with a manufacturer interesting in bidding. Chairman Baldwin will notify CES the procure- ment to be placed on indefinite hold. Cohasset Board of Sewer Commissioners Page 2 d. Metal Refinishing Change Order: Chairman Baldwin stated the Finance Director confirmed there are sufficient funds available for Change Order#2 to the John Egan contract. Motion by Chairman Baldwin to approve the change of order to complete work, seconded by Mr. McGowan and the vote was unanimous (2-0). e. Water Department Billing Charges: Mr. McGowan reported that the Water Department has notified Sewer that they have established a cost for billing. He has asked the Water Commis- sion to meet with Sewer to discuss further as they are not in agreement. Mr. McGowan will see if they can attend the 2/24 meeting. Motion by Mr. McGowan to adjourn, seconded by Mr. Baldwin and the vote was unanimous(2-0). The meeting adjourned at 5:03 p.m. Documents Distributed and Reviewed: Meeting Minutes 1/19/16 FY2016 Operating Financial Statement dated 2/2/16 Cohasset Board of Sewer Commissioners Page 3