HomeMy WebLinkAboutMinutes - WC - 03/21/2018 O
Comissioners
Cohasset Water L onoaC.Jenkins
D E P A R T M E N T John W. Steinmetz
onnssv V- Rolf N. G esteb
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Minutes of the Cohasset Board of Water Commissioners
339 King Street—Water Treatment Plant
Wednesday, March 21, 2018 @ 9:00 am
Members Present: Leonora Jenkins, Chair
John Steinmetz,Vice-Chair
Rolf Gjesteby, Clerk
Recording Secretary: Brenda Douglas
Guests Present: Joe Geary,Nate Redman, Capital Budget& SCADA consultant, Jason
Federico, Town Engineer, Don Piatt, Town CFO,Rich Murphy 179 Atlantic Avenue,
Brian Joyce, Director of Public Works, Chris Senior, Town Manager
Lee called the meeting called to order at 9:03 am., 2"d by John all in favor.
Public Comment
Richard Murphy, owner of 179 Atlantic Avenue,found that the property has an old
abandoned water main on it. Rich Henderson has put together the paperwork for the
board to sign, relinquishing the easement depicted on a plan entitled"Compiled Plan of
Lots in Cohasset Mass"dated April 30, 1963 recorded with the Norfolk Registry of
Deeds in Book 4088, Page 300 ("Plan"). John said he would like to take the time to
review and speak with Jason. Rolf wanted to put a vote out with the pending approval of
Jason. Lee asked if they could do a vote to not have to have a meeting to sign. John
again said that he would like to wait. John would like to meet with Rich Henderson&
Jason. This has been tabled till the next meeting.
Financials
Retained earnings—Don explained that the numbers that are given on the spreadsheet are
what was available on June 30' of each fiscal year. Lee reviewed with Don and Nate
what changes she wanted done to the reporting—using the actual current FY budget
numbers on monthly reports rather than the total numbers from a prior FY so that
accurate conclusions could be made. Don tried to explain that he cannot make the
changes to last fiscal years ledger without speaking with Mary Gallagher.
Nate said that based on current tracking of revenues shows that retained earnings are at
$410,000 if the board takes $400,000 for tank painting there would be next to no monies
left. The current tracking does not show high retained earnings for this fiscal year. Nate
explained that as debt service rolls off it should go into capital stabilization fund not into
339 King Street,Cohasset,Massachusetts 02025
Tel:(781)383-0057 Fax:(781)383-2906 www.cohassetwater.org
the operating budget. This is how the town does their budget,as debt rolls off it goes into
capital stabilization not into the operating budget. Lee noted that the retained earnings
fluctuated yearly depending on the sale of water, amount of development in the town and
several other variables that we do not have control over. The tracking may not show high
retained earnings for the current FY,but we have projects that have come in under
projected costs(loop and tube settlers)that will have approximately$150,000 going back
into retained earnings on completion. It was also noted that the debt roll off is erratic and
FY19 is an unusually high year at$249,000, subsequent years are much less,F20 being
$27,000 and FY25 being a negative number without any new borrowing.
There was then a detailed report reviewed by the board on the capital projects. Lee
wanted to know that instead of putting funds into capital stabilization can they put it into
retained earnings. John stated that what he is taken from all of the information that there
is not going to be any monies for capital projects unless the board changes their way of
saving. Nate suggested taking out$200,000 from the proposed 2018 expenditure budget,
use$150,000 from retained earnings then add in the monies once the capital projects are
liquidated. Nate suggested that we have too much money in our budget for both regular
and extraordinary maintenance and those numbers be reduced. Lee tried to explain that
due to insufficient funds we have not had monies in maintenance over the years for items
like replacing meters to radio read to make the operation more efficient and monies for
unexpected system failures.
Nate suggested that the board adopt a policy that retained earnings and debt roll off are
going into capital stabilization. This would show the Water Departments plan on saving
and would help when going to town meeting on a warrant article. Lee noted that monies
from Capital Stabilization requires a 2/3 Town Meeting vote rather than the majority for a
retained earnings transfer. John made a motion to adopt/amend they current policy of
using retained earnings to pay for capital projects and agree to modify by using debt
service roll off to fund capital projects by putting monies into capital stabilization this
was 2°d by Rolf,all in favor.
John made a motion made to amend the expenditure budget by reducing System
Maintenance from$380,000 to$250,000 and Extraordinary Maintenance from$250,000
to $180,000 and an additional line item for$200,000 to transfer into Capital Project Fund
this was 2nd by Rolf all in favor.
SCADA
The majority of the changes were minor per Nate. There were also some cyber security
upgrades. Nate thought the upgrade discussed may have an increase of$10,000.
Indirect Costs—Lee made a motion to approve the indirect costs after the negotiated
amount was reduced from$131,000 to$113,000 all in favor.
Tank Painting—Carl has arranged for the inspection the tank just needs to be drained. It
will need to go out to bid so painting should happen in the fall.
339 King Street,Cohasset,Massachusetts 02025
Tel:(781)383-0057 Fax:(781)383-2906 www.cohassetwater.org
Tube Settlers—Awarded to Waterline Industries, bid price$23,220. Other bids were
Barbato's bid was $48,000 and Winston Builders declined to bid. Tube settlers should be
here next week.
Verizon Antennas—Nothing to report.
T-Mobile—No update. EOC is concerned that it may interfere with the Police, Fire and
current users. Brian brought up the fact that if T-Mobile came in they would probably
want their own building as well as propane tank. This would have to be looked at by
someone other than T-Mobile.
THM Study—Tetra Tech, Tighe & Bond, Pare Corporation,then Weston& Sampson bid
on the study. This is how Brian&Jason rated them. Tetra Tech had the lowest cost with
the highest amount hours worked. The bids are as follows: Tetra Tech$9,500 124 hours,
Tighe&Bond$14,355 100 hours, Pare Corporation $13,770 68 hours and Weston&
Sampson$15,000 95 hours. John made a motion to go with Tetra Tech, 2"d by Rolf all in
favor.
Storm Updates—Losing communication with tanks was one issue, VFD's not
automatically starting up W&C has reached out to the manufacturer and is awaiting a
response from them. Fence damage at Scituate Hill tank.
Milfoil—contract has been signed just awaiting a date from the company. Jason asked if
a dumpster can be used to transport to DPW, and he is awaiting an answer. Intake and
kayak area are where they will be targeting.
Sludge—Lee would like an annual not just monthly tally of the sludge removal vs.
Pumpage.
Warrants—None
Abatements—215 C J Cushing Highway Graham Waste—They have been charged with
a fire sprinkler annual charge of$1100.00 for the past 2 years and they have no fire line.
Motion to approve abatement by John 2"d by Rolf all in favor.
Rolf made a motion to approve the Minutes for the February 12u, & February 28's
meeting all in favor.
Next meeting scheduled for Wednesday,April l lte @ 9:00.
Lee made a motion to adjourn the meeting at 11:21 am, 2"d by John, all in favor.
Respectfully Submitted,
Brenda Douglas, Recording Secretary
Approved By: ( L �_. Date:
RolfN. Gjesteby, Clerk
Cohasset Board of Water Commissioners
339 King Street,Cohasset,Massachusetts 02025
Tel:(781)383-0057 Fax:(781)383-2906 www.cohassetwater.org