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HomeMy WebLinkAboutMinutes - WC - 09/17/2015 ti Ccohasset Water DE PARTM ENT Commissioners r CHASSE c� O ' �YTW � Leonora C.Jenkins ~ 1950 Rolf Leonora G'Jenk J y John W. Steinmetz Minutes of the Cohasset Board of Water Commissioners 339 King Street— Water Treatment Plant September 17, 2015 @ 9:30 am Members Present: Leonora Jenkins, Chairman Rolf Gjesteby, Vice-Chairman John Steinmetz, Clerk Recording Secretary: Brenda Douglas Guests Present: Carl Hillstrom, Brendan Stone, Chris Senior, Brian Joyce, Mary Gallagher, Ronnie McMorris,Amanda Thompson, Kevin McCarthy, Pat Burke from Holland Company, Paul Sullivan, Mike Roberts & John Waldstein from 8 James Lane Project Motion made by John seconded by Rolf to call the meeting to order at 9:30 all in favor No public Comment Brian informed the board that a water leak was found at 197 Hull Street which was bubbling up on Grace Drive. He is aware that it is Aquarion's system, but several departments were involved. Pilgrim Paving will be doing the trenches at the Beechwood Street railroad crossing starting tomorrow. Brendan will call in for 2 Police details. Lee asked how many meters were left to be replaced I told her 1465. Lee noted that in the recent information sent from Woodard& Curran that there are grants out there for meter replacement. Carl said they are only giving out 10, Lee asked if we filed right away that we might be able to get one of them. Brian will look into it. Lee then asked about the ecological grants, if they included weed elimination. This would be helping out our water quality. Brian asked priority wise would meters be first. Lee said yes as that would get us to more quickly attain our goal of computerizing the readings thus being able to monitor unusually large consumption and prevent water losses. Brian said there will be a meeting in Jan to discuss the bridge replacement. 339 King Street, Cohasset, Massachusetts 02025 Tel: (781) 383-0057 Fax: (781) 383-2906 www.cohassetwater.org 8 James Lane Michael Roberts from Village Development read a prepared letter, see attached. He said that they are willing to do the work but not willing to pay for the work. He said if they change the conditions drastically they could possibly lose their permit all together. Lee reiterated that through all of the iterations of this project over the last several years looping of the line to the T at the entrance to the pumping station was a requirement and due to the proximity to our shallow wellfield, blasting was not permitted. Mr. Roberts then went into a discussion about a project he was working on back in 2012. He said once a permit is in place it cannot be changed. He said the board has no legal recourse. Lee reiterated the question she asked at the last Planning Board Meeting: "What does it mean if the Planning Board issues a permit with conditions that are in direct opposition to the requirements of another town board?" The answer from the Chair, Clark Brewer was that the requirements of all boards have to be met. Mr. Roberts then said if the board will not allow them to hook up to the water system, then that would be a huge issue. He said looping to the wellfield will benefit the water system. This is a very expensive item. There is 250' of trench that is about $100.00 a foot_ Lee said she did offer to give some consideration of the hookup fees when it was the new project for only 8 James Lane,but now we are into the old project that encompasses both 2 Pleasant to 8 James that had the requirements completely detailed to the developers and the Planning Board and thus would benefit both properties. John Waldstein reiterated the facts of the project about how when the 8 James Lane property went to auction, they bought the permit for the 2 parcel project even though they were not buying the other parcel at the time. Lee stated again that the requirements were known when they bought the property and during the hearings for the new project they and their representatives agreed to the requirements. Mr. Roberts reiterated the widening of the road; street lights etc. are making the project very expensive and it could change the bank financing. Mr. Roberts stated"At some point you are going to get revenue and taxes from this project". John suggested that a motion be made to charge for 9 connections for the project and not 11 to give them some relief. John made a motion to charge for 9 service connections not 11,which after more discussion was reduced to 8 as long as the developers provided itemized and documented bills for ledge. Then this was clarified by John making a motion to reduce the amount of connections at a cost of$7500 per connection to 8 if ledge was extensive and identified. This was 2n0 by Rolf, all in favor. Mr. Roberts asked if they can come back to the board for reconsideration if the work becomes more expensive than expected. This way they could seek additional credits. They were concerned that there would be more ledge than expected. John Steinmetz said that they are welcome to come back and it could be readdressed. Michael said that there is one other issue it cannot be included in the permit because this would be a significant change and they would pull the permit. Lee told them that at this time we are getting ready to insulate the pipes at Ellms Meadow this means that the wells will be running year around. Brian just wanted to add that the board is not trying to put a burden on the developers it's just the proximity to the Wellfields that's an issue. John made a motion that looping was required this was 2nd by Rolf, all in favor. Village Development Partners will put together a letter and submit to the board with their plans. Mr. Roberts stated that this could not be put in the permit as it would be a significantly change to the permit and could possibly be pulled, but this way the board would have something in writing from them. The board requested that it be sent to Brian Joyce for his review. 339 King Street, Cohasset, Massachusetts 02025 Tel: (781) 383-0057 Fax: (781) 383-2906 www.cohassetwater.org Holland Company Pat Burke of Holland Company explained that they have been supplying the town with chemicals for 25 years. Back in 2012 when the town got into the Eastern MA Chemical Cooperative, Holland's invoice system was applying the wrong billing calculation on every invoice. The invoice system was applying a dry price per pound volume conversion to the amount shipped and.then applying the wet pound price. Pat said the end result is that 27 invoices were sent to the Town of Cohasset and under billed by 65% or on average, $4800.00 each. The error was recently found and is now fixed. Holland is requesting $114,626.00. John had a question this has been going on for years and we have paid the bills. John said it was on the Holland Company for their error. John said that we are not legally required to pay the bills. John said you are requesting $114,000 that is a lot of money. Pat explained that every year there is a new price. In December of 2011 Lee said Pat sent a letter to Norm Lavigne of American Water, charging us .19 and the bill said .43. Pat stated that Norm decided to get into the consortium as it would be a lower cost to the town. John's view on it was that the board paid the bills when they came in. Pat stated what if it were the other way and Holland had overcharged the town, wouldn't you want your money back. Everyone agreed that this is not the issue in front of the board. Lee wanted to know why from 2009-2011 that the rates were so much higher and Pat explained that we were charged at a much higher rate than the consortium rate until Norm requested the change to the lower rate. The board and guests asked for Pat to explain how their system does the conversions. He could not explain how their system converts dry to wet. John asked Pat if had the authority to make the decision about making a settlement. Pat said that he has spoken to the Hollands and they are willing to collect $10,000 a month for the next 10 months. Lee explained that they cannot just write a check. This needs to go to Town Meeting. Chris said that nothing like this, especially of this magnitude has ever happened. Chris said that a formal investigation would have to be done. The spreadsheet that Pat supplied did not give enough detail. John said that he agrees with Chris about looking into it further. John said that Pat needs to go back to the Holland and come up with a reduced amount. Chris then reiterated that this was a mistake on the Holland Companies side. Chris said a mistake lasting 3.5 years. Carl explained that we never received dry product and that this is strictly an issue with Hollands billing system. Chris asked for Brian to conference with Holland and Carl. Chris then said if it went to town meeting it does not guarantee that it would pass. John then said that it would have to sell at town meeting. John said that if he went to town meeting and explained that Holland under billed and is looking for $114,00 that it probably would not pass,but maybe if Holland requested and reduced amount such as $50,000 it might sound better. Chris said that we are taking this seriously but we have to do our due diligence. The board will put to town meeting, but asked that Pat go back and talk to the Hollands and try to come up with a much smaller number. Warrant Articles for Town Meeting Mary said that if the $184,000 is added that the Water Department warrant articles that there would be no retained earnings if approved. Chis said that it could be announced on the floor at town meeting, a reduced amount if necessary.. Lee reminded them that the retained earnings were $380,000 and we are requesting about half. This was the plan developed from the rate study that was approved at the last town meeting. 339 King Street, Cohasset, Massachusetts 02025 Tel: (781) 383-0057 Fax: (781) 383-2906 www.cohassetwater.org Mary said that there is currently $152,000 in Capital Stabilization Fund. Chris asked the board, "What are the priorities of the projects in the warrant articles". Ellms Meadow and Caustic Conversion are the top 2 priorities. Chris said the goal should be to leave 50% in retained earnings. Brian asked if the board has budget for if something happens when National Grid does the downtown area project. Lee said that there is. Chris asked for a top priority list and a timing of each project. Rolf made a motion to transfer $144,000 from Capital Stabilization for capital projects, 2nd by John all in favor. Motion by Rolf to transfer$184,000 from retained earnings into FY2016 operating budget. This was 2nd by John all in favor. Letter from the MacCarthy's -85 Doane Street Their letter requests enforcement& compliance at 90 Doane Street. They state that the property is not zoned for a multi-family or lodging/boarding house. They speak of fire safety codes, overcrowded dwelling, and visible buckling of the right support post supporting the roof. Lee said that this is a board of health issue. Lee said that there is a nutrient overload in the pond near the location of the property. She was advised by a previous Board of Health Agent that all homes septic systems along the reservoir were fine. He said that the septic systems in the area are all title V compliant. Lee stated that there needs to be testing done around the pond. She again suggested getting some of the school kids to testing like they are doing in the harbor area. Chris has spoken to Susan at the Board of Health and it is her jurisdiction to take care of the issue. Ronnie McMorris was at the meeting regarding the issue of raising chickens. Lee wondered if there is a Board of Health regulation regarding raising chickens in the area adjacent to the water supply due to the high level of nutrients they bring. Ms. McMorris stated that the geese population has a higher level of pollution than her chickens. There was a discussion about the geese population and if anyone had any suggestions on how to get rid of them. Chris new of a project done years ago called"Geese Peace", it is available online to view. Chris explained how you can oil up the eggs from the geese and it will stop them from hatching. Lee suggested that might be a good project for the Boy Scouts. Weeds in Lily Pond—Carl said the divers said it was fan wart in the pond not milfoil. Lee asked Chris is there has been any word from the state. Chris said it is time to pull together material on the problem and find someone to advocate for us. This was for the environmental bond bill. Vacuum excavation has been done by National Grid for the replacement of the gas lines in downtown. Starting on Monday they will begin at 7:00 prn starting at Red Lion Inn and moving toward the community center. Response to Mr. Kupsc letter: John said that we should put together a letter writing back that he is required to pay it and that it was voted at town.meeting. John will draft a letter and send out for review, anyone with comments will send directly to me. Review of budget: All looks good it's still too soon in regards to what we have taken in since we are still in the 1st quarter. Mary said after the November bills go out we should have a better feel for what the project revenues are. 339 King Street, Cohasset, Massachusetts 02025 Tel: (781) 383-0057 Fax: (781) 383-2906 www.cohassetwater.org Rolf asked about the Hingham Conservation Commission letter. Carl said that we are filing for an extension of our current permit which will allow us to act on the removal of invasive species at the Aaron River Reservoir. Lycott's proposal for harvesting was $65,000 for the reservoir last year. Carl said that he still has not heard from the DEP in regards to the Water Management Act Permit or the EPA in regards to the Discharge Permit. Warrants/Abatements/Approval of Meeting Notes There were not warrants. Abatements Patrick& Lauren Walsh 35 Nichols Road—I presented the board with abatement in the amount of$25.55. 1 overestimated their last quarterly bill. John made a motion to approve abatement in the amount of$25.55; this was 2nd by Rolf, all in favor. Cricket Realty, LLC 124 King Street—I presented the board with abatement in the amount of$467.50. The account was charged for 5 "Unmetered Units". When I investigated I found that they do not meet the criteria. John made a motion to approve abatement in the amount of$467.50; this was 2nd by Rolf, all in favor. Vincent & Annette Agostino 107 Ripley Road Mr. & Mrs. Agostino are requesting abatement of their 8/3/15 water bill. They had a pipe burst in the basement and once found it was fixed that day. They have never requested abatement before and are current with their bill. The board discussed that this would be their one and only, which I explained to the Agostino's. John said that they have met the criteria for the abatement. Rolf made a motion to abatement in the amount of$327.04;this was 2"d by John, all in favor. John made a motion to approve the following meeting notes: June 26, 2015 2nd by Rolf, all in favor July 22, 2015 2nd by Rolf, all in favor August 19, 2015 2nd Rolf, all in favor Next quarterly meeting with Linden ponds is coming up in October. Next meeting is scheduled for Bch @ 9:30am Lee will put together an agenda. Motion made by Lee to adjourn at 12:22,this was 2"d by Rolf all in favor. Respectfully Submitted, Brenda Douglas, Recording Secretary Approved By: Date.-- J)dhn Steinmetz, Clerk ` ohasset Board of Water Commilss-161 339 King Street, Cohasset, Massachusetts 02025 Tel: (781) 383-0057 Fax: (781) 383-2906 www.cohassetwater.org