HomeMy WebLinkAboutMinutes - SC - 03/09/2016 ° - TOWN OF COHASSET
} _ Sewer Commission
41 Highland Avenue
Cohasset, MA 02025
COhASSrY
N _ ,l ° 781-383-4108
Date: Wednesday, March 9, 2016
Time: 4:00 p.m.
Place: Basement Meeting Room,Town Hall
Present: Bryan Baldwin, Chairman
Bill McGowan, Vice Chair
Wayne Sawchuk, Clerk
Chairman Baldwin called the meeting to order at 4:00 p.m.
1. Administration
a. Next Meeting: scheduled for Thursday, March 24 @ 4 p.m. in the Basement Meeting Room-
Town Hall.
b. Department Projects Status: no discussion
C. Meeting Minutes: Motion by Mr. Baldwin to approve the minutes of 2/18/16 as written, se-
conded by Mr. McGowan,and the vote was unanimous (3-0).
2. Wastewater Plant Operations
a. Articles for Town Meeting: (In attendance for a portion of this meeting, Chris Senior,Town
Manager). Chairman Baldwin distributed a draft of several articles for the Annual Town Meeting
warrant. One article is for unpaid bills for FY2015, and one is for the total budget amount and sev-
eral transfers from dedicated funds and retained earnings. A sewer rate increase is not to be pre-
sented at this time. Mr. Baldwin explained there are unpaid bills from previous years. The current
Sewer Enterprise Budget is$2,575,140 which includes a transfer from Sewer Retained Earning for
grinder pumps in the amount of$117,140, a transfer from the Sewer Debt Betterment Stabilization
Fund of$40,554 and a transfer to the sewer Debt Stabilization Fund of$82,040 to balance the Sta-
bilization Fund. At this time the Board isn't seeking a rate increase, and if it is proven that an in-
crease is necessary, the Article can be brought to Special Town Meeting.
Motion by Mr. Sawchuk for unpaid invoices to Suez for$4,116.24 from Retained Earnings,seconded
by Mr. McGowan. The vote was unanimous(3-0).
Motion by Mr. Sawchuk for unpaid invoices to Suez for$32,931.00 from Retained Earnings,seconded
by Mr. McGowan. The vote was unanimous(3-0).
Motion by Mr. Sawchuk for transfer from Sewer Retained Earnings for$117,427, seconded by Mr.
McGowan. The vote was unanimous (3-0).
Motion by Mr. Sawchuk for transfer from Sewer Debt Betterment Stabilization Fund for$40,554,se-
conded by Mr. McGowan. The vote was unanimous (3-0).
Cohasset Board of Sewer Commissioners Page 1
Motion by Mr. Sawchuk for transfer to Sewer Debt Stabilization Fund for$82,040, seconded by Mr.
McGowan. The vote was unanimous (3-0).
3. Collection System—no discussion
4. New Business
a. Water Department Billing Expense: (In attendance for a portion of this meeting, Rolf Gjesteby
and Leanora Jenkins, both of the Water Commission; Chris Senior,Town Manager). Ms.Jenkins
asked why the Sewer Commission has not paid the Water Department full amount the monthly in-
voices$1,818.00 to date in FY 2016? She stated the Water Commission is offering the Sewer Com-
mission a 2%discount. The Water Department is billing and reading the meters and they expect
the Sewer Commission to pay its share for the time to read the meters and also administrative pro-
cessing. Not all meters are radio reads, meaning, the drivers have to get out if the meter has not
been updated (about 40% not radio).
Mr. Sawchuk asked what was the basis for determining the expense to process the sewer bills? Ms.
Jenkins explained the process but acknowledged that Woodard & Curran performs the work under
its base contract for services, and does not provide a breakdown specific to billing. Mr. Sawchuk
took exception to the method in determining the expense, and stated that this should not be a
profit center for the Water Commission.
Chairman Baldwin stated that the Sewer Commission previously recognized that it was receiving a
valuable service by the Water Commission processing its billing, and as such should pay for that
service. A value of$1,806/month was agreed upon at a meeting in FY 2015. Although Ms.Jenkins
believes a yearly escalation should be applied to the cost,the is no record substantiating her claim.
Chairman Baldwin asked what the proposed 2017 rate will be? The estimated meter reading hours
are 880 hours for the year. The Water Commission requested $15,600 for FY 2017. The cost could
possibly increase next year, depending on if the private contractor raises their rates.
Motion by Mr. McGowan to approve$15,600 for FY 2017 to the Water Commission to process billing
on behalf of the Sewer Commission,seconded by Mr. Baldwin.The vote was not unanimous(2-1).
b. Citizen's Petition - King Street (Atty. Richard Henderson): The petitioners did not attend.
C. 25 Mohawk Way Connection (Edna Barry): (In attendance for this meeting,Andrew Spath of
SitePro Contracting). Since there has been a lapse in Sewer Department administration for the past
few months, some required documentation has not been tracked. In January,the Sewer Depart-
ment distributed Drainlayer license applications to those licensed in CY 2015.The Board apologized
to Mr. Spath for not sending him a letter as he was not on the CY 2055 list. The Board requested
the following from Mr. Spath should he wish to be licensed to perform sewer work in town:
• Application for 2016 Drainlayer's License and $200 application fee
• Performance Bond
• Insurance Certificate
• Check for$200
Chairman Baldwin stated the Sewer Department was in receipt of the $20,000 privilege fee; how-
ever, the Town did not receive the$1,000 application fee nor$7,500 (based on a 3 bedroom
home). All sewer connections are required to be inspected and tested prior to backfill which was
Cohasset Board of Sewer Commissioners Page 2
not done. The work was subsequently tested, and Mr. Spath discussed the installation with Cough-
lin Environmental Services on behalf of the Sewer Department and determined in unnecessary to
have the work excavated and inspected. The Board reiterated its policy that all connections must
be inspected by the Town or its agent in the future. Mr. Spath provided photographs of the instal-
lation, and was requested to submit an as-built plan as soon as possible as a pre-requisite to the
Sewer Department signing the building permits. A letter will be sent to Ms. Barry addressing the
fees outstanding.
Mr. Spath asked for direction on to whom he should submit documentation. Chairman Baldwin di-
rected him to submit documentation to the Town Manager's office until such time as the Sewer
Administrator position is filled full-time.
The Board reviewed the current Application for Sewer Service Connection form and believes there
could be improvements.
• On the first page,the last two questions regarding a wetland resource should trigger a
Conservation Commission review on the last page
• On the second page,the question "Will the water service also be replaced during con-
struction?" Mr. McGowan asked how do we bill? Do we notify Water? He suggested a
copy of the application be sent to the Water Department
• Under the Drain Layer Signature, there should be a line for the printed name
Vouchers are no longer used for pumps; homeowners buy their own pumps and panels which come with
panels. The cost to install is$1,500.
The form For Board of Sewer Commissioners Use, Mr. Baldwin will ask CES about the Sewer Commission
Site Specific Site Specific Review Reference Number. The administrative assistant will sign as the Issuer
of the final certification. There was discussion on how to keep sewer connections on the departments'
radar. Mr. McGowan suggested the Town send a letter quarterly to the drain layers with active work to
pin down the work going on in Cohasset.
d. FY 2017 Operating Budget: Mr. Baldwin distributed copies of the proposed FY2017Sewer Op-
erating Budget dated 3/9/16 for review. He noted that there were several new accounts lighted in
graytone. The estimated increase for Suez's variance expenses are included. The expense for
Town of Hull is based upon the current flow and estimated rate of$12.80/100 CF. The proposed
budget for the Sewer Department is$2,575,140 including transfer of funds for debt stabilization
and from retained earnings.
Motion by Mr. McGowan to propose to pass the budget of$2,575,140 with no rate increase for FY 2017
to the Sewer Department,seconded by Mr. Baldwin.The vote was unanimous(3-0).
e. FY 2017 Rate Increase: There was discussion of the notice of rate increase received from Hull
for FY 2017. Chairman Baldwin along with Town Manager Chris Senior meet with Town of Hull offi-
cials on March 7, 2016 to discuss the situation and concerns both parties have following the deci-
sion made by the Cohasset Sewer Commission to reduce the flow to Hull resulting in less revenue
to Hull. Cohasset would like to work with Hull to reach agreement on rates. There is currently no
minimum flow requirement. The Board decided to further explore options to mitigate its cost ex-
posure within the context of negotiating an extension to the Inter-municipal Agreement as sug-
gested by Hull.
Cohasset Board of Sewer Commissioners Page 3
f. 2016 Capital Funds Expenditure Report: Chairman Baldwin distributed a copy of the current
report through 2/29/16 indicating the remaining balance of four(4) capital fund accounts. He rec-
ommended requesting a close-out of three (3) of the accounts at 2017 Special Town Meeting. He
noted that there is a remaining balance of$346,163 for I&I work.
5. Old Business
a. Sewer Connections in Progress: Ms. Milligan of 2 Linden Drive has sent numerous questions
to Mr. Sawchuk via e-mail regarding a sewer connection for 4 Rustic Drive. Chairman Baldwin re-
minded all that a series of questions previously submitted were discussed at the Board's meeting of
February 24, 2016 as noted in the minutes. These minutes have yet to be prepared and approved,
but these will be distributed to her in draft form as soon as possible. Chairman Baldwin suggested
that since the Board was not permitted to discuss her questions outside of a posted meeting, that
any further inquiries received from Ms. Milligan should be held for the next posted meeting.
The meeting adjourned at 7:15p.m.
Documents Distributed and Reviewed:
Meeting Minutes 2/18/16
Email between Ms.Jenkins and Mr. McGowan regarding FY 2017 Water Fee
Proposed 2016 ATM Sewer Articles dated 3/9/16
Letter to Edna Barry regarding 25 Mohawk Way dated 3/8/16
FY2017 Sewer Operating Budget dated 3/9/2016
Email letter from Nancy Milligan, Rustic Dr, Lot 4
Sewer Connections in Progress dated 3/9/16
Sewer Connection Requests dated 2/26/16
2016 Drainlayers Licensed to Work in Town dated 2/22/16
Cohasset Board of Sewer Commissioners Page 4