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HomeMy Public PortalAboutComprehensive Water Planning -- 2011-02-28 Minutes \\\\\\\\\\\l 1 I I I o pw ///� s.F% Comprehensive Water Planning o .0* . °M Town of Brewster Committee _ ora 2198 Main Street o _ Brewster, Massachusetts 02631-1898• Ar (508) 896-3701 FAX (508) 896-8089 0001 fill1100 Date Approved: 3/14/11 Vote: 6-0-0 TOWN OF BREWSTER MINUTES OF COMPREHENSIVE WATER PLANNING COMMITTEE (CWPC) REGULAR MEETING Monday, February 28, 2011 at 4:30 pm Brewster Town Office Building Pat Hughes convened the CWPC meeting at 4:33 pm in the Brewster Town Office Building with members, Lem Skidmore, Russell Schell, Elizabeth Taylor, Joanne Hughes, and John Lipman, present. Absent: Dave Bennett Also Present: Sue Leven, Jim Gallagher, Chris Miller Recording or Taping Notification "As required by the Open Meeting Law we are informing you that the Town will be audio taping this public meeting. In addition, if anyone else intends to either video or audio tape this meeting they are required to inform the chair." Documents: 022811_A CWPC financial statement, 022811_B Phase II Needs Assessment Outline Citizen Forum — No Comments Discuss next steps on consultant services Hughes, P: Do we want to continue with CDM? Other consultants for bridge work or Phase II? Taylor: I am not thrilled to have them do everything. They were ill prepared for our forums. We could use them for something. I don't know if they were overbooked. Lipman: I feel very similar. They did well with providing technical material. They don't communicate technical information well. Skidmore: We could have done a better job managing them which would have resulted in a better product. It might not be a bad idea to interview the competition. I was not here for that part. Schell: I agree. It is desirable to maintain relationship for continuity. They are working with Harwich so it is desirable to work with them. (Herring brook water shed) minimize interfacing with Brewster and Harwich. I wasn't here when you made comparisons. What did your evaluation consist of? Presentation and evaluation of work with other towns? Hughes, P: Both proposals and evaluations (nine companies). We requested references other towns, conditions, projects. It was between CDM and another consultant. Skidmore: Water Pollution Control Commission in CT- CDM was consultant in CT and they did a good job. CWPC 2-28-11.doc Audio recording—CWPC_022811_audiominutes Hughes, P: The needs assessment plan was difficult for them. They were focused on waste water. Their focus on storm water was the permitting process. We need to be clearer about what we want. Now we could be a better committee to work with. Lipman: They came in with an enormous amount of information. We are looking for recommendations from the consultant. It is better to have a consultant that that advises the group. We are looking for expertise. There was a lot of stuff about runoff. We don't want you to cut us off from choices but it would be great if you give specific recommendations and here is why. Hughes, P: No matter who we work with, Phase II, having briefing papers before a meeting will help us focus. We have learned a lot about what we don't want and how to identify a good consulting service and how we work with them. Next steps...bridge projects...Part of Phase II... Leven: Distributed a financial update, listed articles. Committee should consider 100k for spring town meeting, not on this list. The town would be happy if we remove this request. Hughes, P: 100k or so to invest based on our list. (DB, shared resources w/water dept., SEA contract) 100k to start Phase II. Strategically— Pull the article from spring and put in the fall possibly at reduced amount. Then work with FinComm and provide more detailed information of the cost of the next Phase. The committee discussed this idea. Leven: If the committee does not go forward with 100k, then a motion and a vote Taylor: Live off what we have left? (212k) Hughes, P: By summer we will have initiated bridge projects, will have a clearer picture of Phase II Skidmore: Estimated timeframe for Phase II?An idea of a bridging... Hughes, P: We have been waiting for final report. Do we go ahead with the same consultant? I think the consensus is a role for CDM but also other consultants. Bridge projects would go out to other consultants? Hughes, J: Through CDM? Hughes, P: Our own if possible, more oversight. Particularly the DB work. Hughes, J: They (staff) are saying they need a consultant for this. Can we do this now? Hughes, P: We would hire a consultant. CDM could manage all sub contractors, not necessarily. Hughes, J: Where does CDM fit it? If we do all the bridge work. Did we suggest CDM write a scope? Hughes, P: Yes. We have to scope out Phase II. They can bid on smaller projects. We are done with them regarding funding. Leven handed out Phase II Needs Assessment outline. The committee reviewed. Leven: Items in bold, italics, we already have. CDM's purpose in Phase I was to look at what we have and do basic analysis. Phase II —What does the town need to go forward with this project(water management needs)?Wastewater, water supply protection, storm water, MS4, surface water, pond quality, etc. Hughes, P: What do we do with this information? Outline. Next phase include more analysis. (An integration of this information.) Identify areas of high water use, for example. The report from CDM is the inventory with a summary. Needs assessment list—build out and water becomes very important. This outline can help us have some explanatory narrative In the next phase we get a lot more analysis. CDM report focuses on ponds and very little on storm water. What do we do next with what we have and how do we do storm water management? Etc. Schell: There are regulatory requirements for EPA, and they are interpreted by DEP for surface quality water for the ponds....MS4 license arrangement is priority, MEP's for Pleasant Bay and Herring River Water Shed. It seems to me that each of these three regulatory requirements could provide a guide for us. In the case of wastewater and MEP's there are study requirements that are expected to qualify for grants. That is a special category. For everything else we could use that. CWPC 2-28-11.doc Audio recording—CWPC_022811_audiominutes a Leven: My understanding that SEA and Bob Bersin is dealing with MS4 compliance. MEP report for Pleasant Bay, we need a better understanding. Hughes, P: What our share is. She read a document about Pleasant Bay (Brewster 11%) 11%of the total. Lipman: There was a big Pleasant Bay report done a few years ago. Schell: Wouldn't this be a good task for someone. Is this an accurate number for Brewster? Could you derive a number of your own?What would it cost? Hughes, P: Yes, build out(for whole town or Pleasant Bay) is an important part of this Miller: The number seems accurate; a lot of this is based on modeling for Golf course, which is already reduced. We need someone to stand up on our behalf. Hughes, J: It is accurate in that it is what they reported. They still never looked at the fertilizer used at Wequasset Inn. Is it 10% and what do we do to reduce it? Miller, Hughes, J and Hughes P discussed the topic further Hughes, J: Phase II Outline. We need to do the bridge projects before considering Phase II. Let's concentrate on these today. Do you need a motion to hire a consultant? Leven: Commented on -GIS—Someone to do the database piece and marry the data into the system, create the layers. Also hire someone to train staff. Hughes, J: One in the same and when? Hughes, P: We sketched out scopes with Lem and others. Skidmore: Last BOH meeting, the letter to BOH from CWPC was discussed. They said this sounds like good stuff but we need to talk to Kathy Lambert first. I volunteered to talk with Kathy and report back to Nancy and draft a response to BOH and get back to this committee. I have not met with Kathy yet. Hughes, P: BOH records - IT issue? GIS issue, is it getting paper into the system, standardization? Skidmore: Nancy's comment—We have BMSI we should find out what is in there? Leven: BMSI?The health dept. has 13 years of data in the computer. (GeoTemps) It might go back to 1996 or 1998. If they have been based on the Assessor's key, it is simple to marry that information to another system. If we have 13 years of records on computer we should convert and see what we get. Skidmore: Conversion ongoing? Leven: In BMSI I can see everything with a certain map and lot but is BMSI interfacing with the GIS layer? Same classification — how do we put it together? Skidmore: Process, paper? Leven: The ability to look at a map of water use with a map of land use? Skidmore: If data is in a database can be connected to GIS. All the data not just what is being entered. Some data points are not being included? Hughes, P: Is looking for the BOH to write back and tell us what they have and what they need. This will define what the consultant can do. Important for the scope of the project. There was a discussion about what is available, entered, interfacing...consultant work Hughes, J: Can we ask Kathy to come to a meeting?What do we need? Big part of bridge work, IT portion. We have discussed this a lot. CWPC 2-28-11.doc Audio recording—CWPC_022811_audiominutes a Hughes, P: Water department records. Linked to town's GIS? Water distribution line with layers? Questions for Kathy early. Identification of catch basins and discharge locations...Part of what SEA is doing? Leven: Distribution line exists within data layer. Check with Bob Bersin, SEA contact. Skidmore: I will try and see Kathy on Thursday. Hughes, J: Clarification of what Bob can see on these maps. Leven explained Bob's process. He has something handwritten with notes on it. It is an ongoing process, contract with SEA? SEA will map the outfalls... The committee discussed what he is mapping and the process. Hughes, P: Summarized action items: Meet with Kathy, More work with BOH, Build out—Develop scope-effort and cost, whole town vs. one for Pleasant Bay and Namskaket water shed. Have to address TMDL for Pleasant Bay. Leven: Usually a 20 yr. build out. CCC did one in 2001. The committee discussed what was done in the past and what it included. Schell: A build out—Why not adopt a template of rules, do it by water sheds? Sum of water sheds is the town. Hughes, P: I someone who has the expertise wants to recommend this, it would be wonderful to have for the whole town. Scope by water shed? Miller: I assume they can do it by water shed. Hughes, P: If CCC has done most of all the land use calculations. I assume that is part of the supporting docs for each estuary report? Dave Young may have confirmed this. Lipman: Ed Eichner did the last one in Harwich. You may have some data available but is the data accurate now? Data from 2000, 2005. 2010 the economy changed. Important questions to ask. I don't know to what extent how much that difference would make on our decision making? He gave an example. The committee discussed build out data options, recent data?A discussion with Ed Eichner. Taylor: Zoning changes Hughes P: We need more investigation on the build out. Does the existing database that CCC has from which they have developed land use for estuary project reports, is that sufficient to provide some of the foundation for the build out?They have our Assessor's database. Zoning analysis, even if it is dated. Taylor: Affordable accessory (2nd house on property) can have massive implications. NRPD will not dilute that very much. This could add a lot of houses if the economy improves. General Discussion: Leven: With existing information you can do a search by state class code and lot size. She shared an example. Hughes, P: How do we get going with getting someone to help with build out?Work with Sue on a scope now? Hughes, J: RFP? Like Orleans has done with wastewater planning. Seasonal homes becoming year round homes. Miller: Missing data to do build out?This should be collected first. There was a discussion on how this is included, consultant work? Lipman: If I were a consultant working on this. I would try to figure out: What information do you want to get out of a build out? What sort of build out would you ideally do? Do a comparison What information do we need to make useful decisions?What is key? CWPC 2-28-11.doc Audio recording—CWPC_022811_audiominutes Leven: We need a really good land use map. Certain areas you don't have to look at(Ocean Edge) Big areas - Protected space? Open space? Golf course?This is something we should have. Miller: What is regulatory requirement? Discussion with Leven. Start with map of land use. Hughes, J: build out search - Don Meldz. Outline. (Steps involved) She read from Google search. Leven: Will double check this with Kathy. A lot of GIS for build out already exists. Conservancy soils, wetland, Protected lands (Mark Robinson). Look at layer of town owned properties. These stack together. From there you are left with a group of areas that you want to do further calculations. Hughes, J: Questions about what to ask a consultant for build out. Leven and Hughes, J discussed. Hughes, P: We need to identify what we already have, in order to get a comprehensive build out and a reasonable price. Leven: A consultant can pull it together. Lipman: With a build out, you make a number of assumptions. There is no magic rule. If something is developed what does it mean for waste water...etc. Hughes, P: List of what we have (the data) Miller and Leven. Committee members- Provide Sue with build out questions. Miller: Wastewater planning in 20 years. There is going to be a certain analysis of the data for the build out. Generate the database to be used next time. Taylor: Mark Robinson, BCT. CR on half property-- but doesn't stop them from putting a second house... Hughes, P: Be clear on why we are doing a build out. Lipman: Sue-Call me if you have an internal meeting about build out. I am glad to participate. Leven: Anyone who has written a RFP for build out analysis...will look for this. Schell: Don't you want to provide consultant with list of assumptions, (accessory apartments, and golf course options)? Hughes, P: Members send these questions/assumptions to Leven. Compile information for the scope. [Within next week]. Schell: Will try to find out what has been done with Orleans. % number basis. (Earlier) comparable in a contest with our numbers vs. their numbers. Basic assumptions the same as much as possible. Ponds: Hughes, P: Ed Eichner has done a lot of the ponds work, call and ask to do scope and budget. Leven will send a request. Staff doing build out list Members sending questions about build out to Sue for build out analysis project More information from Bob Bersin, Can we talk to SEA? Lem will get more information about BOH records/database Sue will ask Kathy to come on 3/14. Leven will contact Ed Eichner regarding Ponds work. Joanne Hughes made a Motion to authorize staff to contact Ed Eichner regarding scope and budget, Lipman Second All Aye Vote, 6-0-0 Skidmore made a Motion to make a recommendation to the BOS to postpone request for$100,000 until the fall Town Meeting, Taylor Second All Aye Vote, 6-0-0 CDM Motion Leven suggested a motion to file the payment at the end of the week after review of the final report This will be voted on at the next meeting 3/14/11 CWPC 2-28-11.doc Audio recording—CWPC_022811_audiominutes Hughes, P: Please review and comment about the final CDM report, CD included, eventually it will posted on the web site What do we get electronically from CDM, maps? Leven will ask. Miller: Electronic copy of the eRoom? DVD? Original files. There was some discussion of what is available. Leven: Will send links to the committee. Narrative, what is next in Phase II —The outline. Namskaket Marsh, Orleans Waste Water Treatment Plant There was some discussion of conservation commission involvement in the past. Late 80's Hughes, P: They (CC) claimed jurisdiction of the plume discharge. Under construction tri town facility. It was unclear as to how this was resolved? Sue and Pat will be attending the 3/1 CCC meeting. They will present the BOS letter. Taylor, Miller, Hughes, J and Hughes, P discussed the topic further. Hughes, P: If we are serious about regional solution --The CCC should be working with the town Hughes, J: Recondition tri town becomes their sewer system. When whole town is sewered that area can't handle Orleans. Questions about where is there room for Brewster? Average annual daily flow?What about in the summer time? That capacity of Namskaket is not enough. Hughes, P: Who knows how much of the plume may break out in bay? More of the plume could show up in the marsh. Many questions have not received attention. The main decision seems we are putting our plant here and deal with the issues later. Letter BOS is signing is asking Orleans to work with us. Schell: Which county agency should be dealing with regional aspects of Brewster/Orleans share of Namskaket marsh? Taylor& Lipman: CCC, DEP There was a discussion involving questions about participating in a regional plan, land available, placement, viable options, waste water treatment, etc. Other Business: Review Minutes from 1/24/11, 2/14/11 1/24/11 Hughes, J made a Motion to accept as corrected (Pat gave Kelly minor edits) Skidmore Second All Aye Vote, 6-0-0, John Lipman abstain 2/14/11 Lipman Made a Motion to accept as written Taylor Second All Aye Vote, 6-0-0, Joanne Hughes abstain Leven: Should we get estimate to reproduce flyer? If CDM produces more flyers, remove as of 6/10, from FAQ's— reproduce in black and white, better paper? Miller: Suggested getting the source files, make edits and reproduce. Conservation Commission Update: Gallagher: They meet 1st and 3`d Tuesdays. 7:00 pm. The Commission would like an update regarding Orleans Waste Water Treatment Plan. Roles, their concerns, environmental impact, where they fit in? Boundary lines between this group and the conservation commission. You could recruit a new member to replace Amy Usowski. There is one potential member who is interested. (Bruce Evans) Pat can do it 3/15. Pat and Sue and any other members are welcome. CWPC 2-28-11.doc Audio recording—CWPC_022811_audiominutes Taylor: ACEC protection? Miller and Gallagher: We don't have anything that defines. Pleasant Bay has one. We don't have one for Namskaket. Some protection but not specific guidelines and protocols. It might have regulations but who is enforcing them? It is a selection box on our application. Hughes, P: We need another member to replace Jane Johnson. Leven: Will check in with Ed Lewis and see if he knows of anyone. Next Meeting: Monday, March 14, 2011 at 4:30 pm Invite Kathy Lambert to attend Moving forward with bridge projects We will decide on CDM Miller: Are you looking for comments on Phase ll outline?Yes. Taylor made a Motion to adjourn Lipman Second All Aye Vote, 6-0-0 Meeting ended 6:06 pm Respectfully stted, Olikeetift iftaFaB # ave Be 77:-filirr Kelly Moore, Sr. I pt. Assistant Planning CWPC 2-28-11.doc Audio recording—CWPC_022811_audiominutes Action Items: Updated 3(1111 CWPC Meeting 2/28/11 Action Item: Comments: Status: • CDM REPORT, FINAL VERSION: Send a Web site address to Young re: open space numbers. Taylor Pending? REF: 32.7%,State numbers... Committee to review the final report from CDM received Send any comments to Leven ASAP. ASAP 2/28/11. Available in hard copy and CD. Ask CDM what the committee can have electronically:eRoom Leven 3/14/11 on DVD?Ma•s?Source files for the er? BRIDGE PROJECTS AND PHASE II: Send committee links and the narrative of what is next for Leven 3/14/11 Phase II.Updated outline. Send comments regarding the Phase II outline Miller 3/14/11 Talk to Bob Bersin Leven-Water distribution line exists within data layer? 3/14/11 Can the committee talk to SEA contact? Invite Kathy Lambert to come for a discussion regarding Leven 3/14/11 databases and BMSI, GIS, etc. Call or meet with Kathy Lambert regarding BOH records and Skidmore 3/07/11 databases. Ask Kathy Lambert about GIS for build out Leven 3/14/11 Create a list of the data we currently have for build out Leven and Miller 3/14/11 Provide Leven a list of all build out questions and any CWPC COMMITTEE MEMBERS 3107111 assumptions(accessory apts.,zoning,,golf course, etc.) Research:Has anyone written a RFP for build out analysis? Leven 3/14/11 Planner Community MISC: Send a recommendation to BOS re: postponing money to the Leven/Hughes 3107/11 fall town meeting Contact Ed Eichner re: pond work and ask for a scope and a Leven 3/14/11 budget Follow up with the Cranberry Growers Association.Who are Leven Information has been requested.Pending the Brewster Members? Hard copy of Blue Book to the next meeting. Hughes, P. 3/14/11 CWPC 2-28-11.doc Audio recording—CWPC_022811_audiominutes