HomeMy Public PortalAboutWater Commissioners -- 2020-04-10 Minutes SJ C1 '. fi' F f3 c� E. E Z j
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Meeting was called to order at 9 : 00 AM by Cynthia Baran , member. Those present were ; Sue Brown , Doug
Wilcock , and Liaison Mary Chaffee , Sherry Theuret, Administrative Supervisor and Paul Anderson ,
Superintendent.
Pursuant to Governor Baker's March 12, 2020 Order Suspending Certain Provisions of the Open Meeting Law and his March 15 and March 23, 2020 Orders imposing
strict limits on the number of people that may gather in one place, this meeting will be conducted via remote participation to the greatest extent possible. Specific
information and the general guidelines for remote participation by members of the public and/or parties with a right and/or requirement to attend this meeting may be
found on the Town's website at www.brewster-ma .gov. For this meeting, members of the public who wish to listen to the audio broadcast may do so via the Town of
Brewster website at httoJ/livestream .brewster-ma .rov or on Channel 18. No in-person attendance of members of the public will be permitted, but every effort will be
made to ensure the public can adequately access the proceedings in real time via technological means. The Town has established specific email addresses for each
board and committee that will be meeting remotely so that residents can send their comments in writing either before or during the meeting. For this meeting, please
send contact nanderson (o)brewster-ma .gov. In the event we are unable to live broadcast these meetings, despite best efforts, we will post on the Town website an
audio recording, transcript, or other comprehensive record of proceedings as soon as possible after the meeting at http://tv.brewster-ma.gov.
Town / Citizen Participation :
• 31 Friendship Lane
o Owner requesting one time reduced rate due to leak after meter pit.
o Owner provided paid receipt of repairs made by Mercantile Property Management.
■ Motion by Commissioner Wilcock to approve the onetime reduced rate.
Motion 21d by Commissioner Brown.
■ Roll call votes approved by all three water commissioners 3-0-0
« CJ Management — 660 Villages Drive
o Follow up to original discussion on February 28t" Meeting
o Further reduction on billing statement to be put on hold until August 1 , 2020 billing
statement .
o Recommendation by Superintendent Anderson to read meter during June meter
reading and reassess usage again at that time
o Commissioner Wilcock agrees with the recommendation by the Superintendent to
wait until meter reading in June to reassess usage over six month period of time .
■ Motion by Commissioner Brown to wait six month to reassess usage.
Motion 2°°' by Commissioner Wilcock 3-0.0
■ Roll call votes approved by all three water commissioners 3-0-0
• Approval of meeting minutes
o Motion by Commissioner Wilcock to postpone the Approval of February 28 , 2020
minutes to be approved at the next meeting .
■ Commissioner Brown to 2 "d that motion 3-0-0
■ Roll call votes approved by all three water commissioners 3=0-0
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• Update regarding Weathervanes Way access 1 water main .
o Follow up to the original discussion on February 28th Meeting
o Superintendent Anderson would like to stop main prior to culvert , abandon the
water main due to environmental , sensitive and vulnerable location due to sea
rise . The Superintendent would like bring water main down the town road instead
of doing easements . Water main installation approximately 800 feet .
■ Motion by Commissioner Brown to stay with original vote .
o Superintendent Anderson spoke with the Town Administrator to confirm the
water commissioners were aware from funding source .
o Funding is being sought by Patrick Ellis with the DPW. State or Federal funding
specific to culverts .
o Commissioner Brown believes it would assist the removal of water main but, not
installation of water main .
a The decision by the commissioners in a previous meeting
■ It is not beneficial to the water department to install water main that would
later on be removed .
■ Vote stands from previous meeting
• Southern Eagle Cartway Applicant Waiver Request
o Superintendent Anderson — Older project of water main installation that has been on
hold for years
o New buildings being built would require fire hydrants and fire suppression system
o Inspector is required to be on site during the entire project —
■ Normally the water department would be to check project daily but, due to the
pandemic the owner had to hire an inspector to be on site for the entire
project.
o Two residents would like access to town water but , the water main is part of the
owner' s driveway . The two residents have an easement that has expired and they
need new access to town water .
o Aerial Map provided showing the public and private road in the area (See Attached)
o The new water main up to Southern Eagle will belong to the water department . The
water main that is on private property would need the advisement from Town
Council .
o As per the Superintendent fees were paid to keep the project moving .
■ Could fees be waived with the contingency the two residents having access to
the water main ?
■ Commissioner Brown has no problem waiving fees for non -profit as part of
past practice with other non -profits in Brewster.
■ Commissioner Baran would like to see an itemized list of fees to be
reimbursed back to the owner.
• The Sub- Division and the System Development have been paid in the
amount of $4 , 295 . 00 .
• Superintendent Anderson to confirm all expenses with the owner.
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■ Superintendent Anderson to provide a more detailed map showing water
services and lots with wells .
■ What is the total expense of having inspector on site?
• ( Estimated expense based on hourly rate times the 8 days of project -
$ 31000 -61000)
■ Motion by Commissioner Baran to hold off on any decisions until more
information is provided at the next meeting. Motion 2"d by
Commissioner Wilcock 3=0-0
■ Roll call votes approved by all three water commissioners 3-0-0
• Report from the Superintendent
o Essential operations are being maintained , wells and treatment facilities are being
inspected daily , seasonal turn on request are done along with mark outs .
o Flushing being postponed until fall
■ Flushing will start early in the fall but and the water department will flush the
entire system ,
■ Normally half the system is done in the spring and the other half in the fall .
o Zoom meetings being conducted with the staff weekly
o Slides have been updated by Liaison Mary Chaffee to improve communication with
the public
• Report from the Office Manager
o Completed contact information project with the assistance of Administrative
Assistant Taber.
■ Obtaining contact information made it possible to reach out to all seasonal
customers via : email with their turn on requests ,
■ Contact information can also be utilized to :
• Reach out to owners during an emergency
• Reverse 911 through the police department to notify customers of
water main flushing or any other important information .
• Contact customers when U . S . Mail is returned .
• Contact information is only shared with other town departments .
o Administrative Assistant Taber coming in weekly to prepare warrant .
o Anticipate up and coming meter reading and lien process .
• Topics the Chair did not reasonably anticipate ,
Liaison Mary Chaffee
o Drink Brewster Tap on hold to concentrate on essential messaging
o Seasonal Re- connections
■ The Select Board made a recommendation to the Board of Health to continue
with the seasonal turn on . The Select Board made the decision based on the
information provided by the Superintendent .
■ The Superintendent explained the precautions being made by the field staff to
avoid any contact with the public due to the pandemic .
o New water department messaging — Channel 18 Communication
■ Four slides are running at this time
• Water Quality
• Seasonal Re-connections
• Online Bill Pay
■ Water Department Operations during the pandemic
• Does the slide Selling Your Home need to stay active ?
o Office Manager responded the sale of properties have not
slowed down during the pandemic and felt it was necessary to
keep the slide active .
• Does the slide Work on Millstone Road need to remain active?
o On hold at this time as per the Superintendent
" Potential new slide — New Lock Box information to be provided by Lisa
Vitale . Will change mailing address for bills coming out August 1st .
• Date of Next Meeting
o Superintendent Anderson would like to coordinate the next meeting based on
a presentation for the rate study.
o Late Fees to be put on hold during the pandemic . Reminder notices will
continue to be mailed out.
■ Motion by Commissioner Baran to still mail out reminder notices ,
2nd by Commissioner Wilcock
■ Roll call votes approved by all three water commissioners 3-0-0
o Motion to adjourn by Commissioner Wilcock. 2nd by Commissioner
Baran.
o Roll call votes approved by all three water commissioners 3-0-0
o Commissioner Wilcock moved to adjourn the meeting at 10 : 22AM — 2nd by Commissioner
Baran .
o Roll call votes approved by all three water commissioners X04
Respectfully submitted , Sherry Theuret, Administrative Supervisor.
Video Link: httr) :Hvideo . brewster-ma . aov/CablecastPublicSite/show/4682 ?channel = l