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HomeMy Public PortalAboutWater Commissioners -- 2019-06-28 Minutes Brewster Water Commissioners Meeting June 28 , 2019 Meeting was called to order at 8 : 37 AM by Doug Wilcock , member. Those present were : Cynthia Baran , Sherry Theuret , Administrative Supervisor and Paul Anderson , Superintendent . TOWN/CITIZEN PARTICIPATION : o 10 Mates Way - Requesting onetime reduced for high water usage . Owner supplied paid receipts for repair to plumbing . ■ approved for one time reduced rate / 2-0- 1 0 47 Clements Road — Owner requesting charges on account to be abated . Owner was charged for a service call and transponder replacement on meter due to wires being cut . ■ Water Commissioners denied abatement and owner was notified by the Office Manager via : U . S . Mail , 2-0- 1 EMERGENCY OPERATION CENTER ( EOC ) Table Top Review o Superintendent Anderson recently attended an annual Emergency Operation Center. ■ The premise of the meeting is to discuss different emergency scenarios and what each department would do. ■ Topic : Emergency Response to Hurricane o Next year' s meeting : ■ Aftermath of storm to the town ■ Assessment of town and returning to normal status ■ Safety of staff in the storm ■ Future research may be funded with grant REVIEW AND VOTE ON PREVIOUS MEETING MINUTES o Motion by Commissioner Wilcock to approve May and both June minutes at July 28th meeting when all 3 water commissioners are in attendance . 2 "d by Cynthia Baron 2-0- 1 . DISCUSSION REGARDING BILLMASTER REPORTS o Superintendent and Office Manager had extensive conversation with Data West to discuss Transaction History and General Ledger Reports . o Superintendent to hold off on financial reports until new finance director starts in July . SUPERINTENDENT ' S REPORT : o Great Fields Road Update : o Superintendent signed a contract with Coastal Engineering o Identify where water main will be in the road o Identify any environmental issues o Decide if to keep project in - house or send out to bid ■ If project needs to be bid out it will need additional assistance from another engineering firm . o Project will need to be presented at Annual Town Meeting for funding . 11 d P i1 ; ; iZ( 'j4 ' i Brewster Water Commissioners Meeting June 28 , 2019 REPORT FROM OFFICE MANAGER o Meter Reading Update ■ Meter reading complete and reviewed by office staff. Data file sent to vendor for processing and will anticipate mailing date of Friday , July 26tH ■ Office manager has made several attempts with owners to change out and/or repair meters with property owners who consistently have estimated reads due to malfunction of equipment . Office manager is requesting the approval from the water commissioners to send out final letter with shut off date for non-response of previous letters and door tags . • Motion by Commissioner Baran to notify property owners one last time with a certified letter, regular U . S . Mail and a door tag with the letter attached requesting access to the meter for a repair or replacement . Owners will be given forty five (45) days to respond . Non -compliance will result in water termination . • Owners will be charged a fifty dollar service call to have water restored . ■ Office manager requesting a motion from the water commissioners for owners to be held responsible for water usage on estimated billing statements . • Owners will be responsible for all water usage on the meter and will not be eligible for a one time reduced rate . • Office Manager will add language to front and back of August 1St 2019 billing statement indicating owners are responsible for all water usage . • Language in regards to estimated reads will also , be added to the water department website . o Topics the Chair did not reasonably anticipate . ■ Superintendent Anderson requesting water commissioners to make a motion to have Environmental Partners research engineering services to evaluate the most vulnerable water mains . o These are water mains that are on the beaches in the dunes and not accessible with equipment for repair. o Environmental Partners would provide recommendations to re-route water mains in priority . ■ Motion by Commissioner Wilcock and 2"d by Cynthia Baron . 2-0- 1 ■ Staff Promotions o Superintendent requesting support from the commissioners to support advancement to employees continuing their education . o Superintendent to submit formal request in writing to the union . ■ Motion by Commissioner Wilcock to support employees with continuing "d education and advancement . 2 by Commissioner Baron 2-0- 1 . i Brewster Water Commissioners Meeting June 28 , 2019 ■ Habitat for Humanity o Habitat for Humanity purchased a lot on Red Top Road . The lot will be subdivided into 2 or 3 separate lots . o Lots are too small to have individual wells and must have town water. o Habitat for Humanity is asking for support from the water department and commissioners to consider installing water main approximately 600 feet on Red Top Road . ■ Commissioners would like to set up meeting and have project presented at a meeting in the future . • Superintendent to take measurements to estimate cost of extending water main down Red Top Road and connecting it to existing water main further down Red Top Road . o Date of Next Meeting Friday , July 26th @ 8 : 30 AM Friday , August 16th @ 8" 30 AM Doug Wilcock moved to adjourn the meeting at 10 : 03 AM — 2nd by Cynthia Baran . Respectfully submitted , Sherry Theuret , Administrative Supervisor.