Town of Chatham, MA - Selectmen's Meeting Minutes 1/22/08

Selectmen’s Meeting as

Water & Sewer Commissioners

Tuesday, January 22, 2008

ATTENDING: Chairperson: David Whitcomb

Selectmen: Ron Bergstrom, Sean Summers, Debbie Connors, Douglas Bohman

Town Manager: William Hinchey

Water & Sewer Departments’ Director: William Redfield

Water and Sewer Advisory Committee: Charles Bartlett, Al Haven

Recording Secretary: PersonNameColleen Furber

Guest Speaker: Bob Duncanson, Charles Bartlett

DIRECTOR’S REPORT FOR THE MONTH OF NOVEMBER AND DECEMBER

Bill Redfield reviewed his Director’s Report for the month of November and December, 2007. Below are some of the highlights:

Mr. Redfield reviewed his Sewer Bank Annual Report submitted to DEP on January 7, 2008, and said that there are presently no flows available in commercial set aside and that there is a negative balance of 65 gallons per day in public facilities. However, when the TAG meets next they will transfer flows into public facilities set aside from the health and environment set aside.

Mr. Redfield said that water consumed and dollar amounted billed for FY2008 are above the amount consumed and billed for FY2007 during the same time periods. However, due to the Town changing its accounting software resulting in the bills being issued late the cash receipts are slow coming in, but receipts are up and will match fairly soon to the billed amount. It is expected that the Water Department will meet its commitment for FY2008.

Mr. Redfield said that Earth Tech has submitted an application to DEP requesting permission to perform two prolong pumping tests at two of the proposed Mill Pond well sites. DEP and the Town meet in December to review the operations and plans for the Nickerson wood processing facility that abuts the well site. DEP did not have any objections with the Town’s plans for both wells’ or the wood processing facility’s operation and approved the application on December 28, 2007.

Mr. Redfield informed the board of DEP’s registration of four 1981 pre-existing wells, South Chatham Wells #1, #2, #3, and Indian Hill Well #4. The registration is for a 10 year period and it now includes conditions. The conditions under the registration letter may be much more stringent than the newer wells conditions permitted under the Water Management Act and there are enforcement provisions that have not been developed and spelled out at this time that may be imposed if the conditions are not met. Mr. Redfield said that he has talked with Bruce Gilmore, Town Counsel, about submitting an appeal to the conditions of this registration letter. Mr. Redfield said that he would have more information about this at a future meeting.

Wastewater Facilities Improvements’ Website

Bill Redfield reported that he had requested Louise Redfield, Treasurer/Collector to place a notice on the water bills informing the public that they can find out the latest information on the wastewater facility by going to its website.

Comments on Mr. Redfield’s Report

David Whitcomb said that he was relieved that DEP did not have a problem with the wood processing operation on the T.W. Nickerson land especially since the land is Town owned and leased out.

Charles Bartlett, Water and Sewer Advisory Committee Chairman, addressed the board stating that he wanted to bring to their attention the fact that the Sewer Bank was almost exhausted, and the Town should continue to pursue DEP’s removal of the flow restriction to the treatment facility.

UPDATE ON COMPREHENSIVE WASTEWATER MANAGEMENT PLAN

Bob Duncanson told the board that the wastewater planning has been focusing on two main directions for the last several years, the Preliminary Draft of the Comprehensive Wastewater Management Plan (CWMP) and to begin the design for the new wastewater treatment facilities.

Bob Duncanson informed the selectmen that a Preliminary Draft of the CWMP has been reviewed by the CAC and that they expect to submit the Preliminary Draft of the CWMP to Massachusetts Environmental Policy Act (MEPA) in February. MEPA will then initiate an agency and public review process with sessions to be held in CityplaceChatham.

Bob Duncanson said that the preliminary design for the wastewater facilities has undergone a third party value engineering study which produced additional alternatives representing a savings of $4,800,000 with a possible additional savings of $760,000. The preliminary design is being revised to incorporate some of these alternatives and the design will be incorporated into the Draft CWMP to be submitted to MEPA.

Bob Duncanson reminded the board that several months ago the board initiated a policy requiring capital projects in excess of $1M to be reviewed by a Design Review Committee. Dr. Duncanson asked the board if they wished to exempt this project from that policy due to the extensive reviews it has already undergone?

Sean Summers said he did not think a citizen’s review necessary unless a lot of office space is also attached to the project.

Bob Duncanson said that there is office space for administration and operational staff of the Water and Sewer Departments and laboratory space.

Sean Summers and Douglas Bohman both agreed that a citizen review should take a quick look at the plans.

Ron Bergstrom expressed concern that the review processes not delay the project.

Charles Bartlett addressed the board and said that the value engineering study had addressed the treatment process but did not review office space.

Sean Summers made a motion that the Citizens Review Board reviews the administrative areas of the wastewater treatment facilities preliminary design.

Douglas Bohman seconded the motion.

The boards voted 3 to 2 in favor of having the wastewater treatment facilities preliminary design reviewed by the Design Review Committee. Selectmen Debbie Connors, Douglas Bohman and Sean Summers voted in favor of the review.

END OF MEETING OF THE SELECTMEN, AS WATER AND SEWER COMMISSIONERS

The board ended their meeting as Water and Sewer Commissioners at 4:45 pm.

Respectfully submitted,

PersonNameColleen Furber

Selectmen’s Meeting

Tuesday, January 22, 2008

ATTENDING: Chairperson: David Whitcomb

Selectmen: Ron Bergstrom, Sean Summers, Debbie Connors, Douglas Bohman

Town Manager: William Hinchey

Recording Secretary: PersonNameColleen Furber

Guest Speakers: Brooke Linnell, Jennifer Petit, Ted Keon, D. Jeanloz, Ray Braz, William Gray, Brian O’Keefe, K. Murdock, Gary Anderson,

MINUTES OF JANUARY 15, 2008

The selectmen reviewed the Minutes of their meeting on January 15, 2008. Debbie Connors made a motion that the Minutes be approved. Douglas Bohman seconded the motion. The selectmen unanimously approved the Minutes of January 15, 2008.

Brooke Linnell addressed the selectmen and requested that the post holes be filled on addressStreetMill Hill Road, the post holes were left behind when the barn was demolished on the Town owned Nickerson property and have become a safety issue to people, horses and other animals using the area.

The selectmen agreed to have the post holes on the Nickerson property filled and thanked Ms. Linnell for bring the matter to their attention.

Appointment of Election Workers

This item was pulled from the agenda and is scheduled to be considered after the proposed election workers have been contacted to see if they are still residing in town and wish to be reappointed.

Bond Anticipation Notes

Jennifer Petit, Finance Director, informed the selectmen that Eastern Bank was the low bidder for the Bond Anticipation Notes (BANS) with an interest rate of 2.528%, which is significantly lower than the projected 4%. Tonight she is asking that the board vote to award Eastern Bank, one Bond Anticipation Note in the amount of $14,444,000 at 2.528%, with an issue date of February 1, 2008, due July 25, 2008.

Debbie Connors made a motion that the board vote to award Eastern Bank, one Bond Anticipation Note in the amount of $14,444,000 at 2.528%, with an issue date of February 1, 2008, due July 25, 2008. Douglas Bohman seconded the motion. The board voted unanimously to approve awarding Eastern Bank, one Bond Anticipation Note.

Regional Transit Authority

Ron Bergstrom, Town Representative for the Regional Transit Authority (RTA), addressed the selectmen asking them to sign a letter to be sent to Deval Patrick, Governor of Massachusetts, asking him to support supplementing the budget and full funding the budget for FY2009 of the RTA. Mr. Bergstrom commented on the need for transportation options especially on the lower Cape and that with proposed fare increases a working budget may be in the near future for the RTA.

Debbie Connors made a motion to endorse Mr. Bergstrom’s letter on the RTA to Deval Patrick, Governor of Massachusetts. Douglas Bohman seconded the motion. The board voted unanimous, Mr. Bergstrom abstaining from the voting.

Budget Review Follow-up

Capital Exemption – Mill Creek Dredge

Ted Keon addressed the board with visual displays to show the shoaling problem at the mouth of Mill Creek. He stressed the importance of dredging to maintain and return the channel to its previous configuration. This project is a capital exemption which will be a warrant article. The cost is approximately $125,000 with permitting. This project will be up for a vote by the selectmen next week.

Chamber of Commerce Budget

Danielle Jeanloz and Ray Braz from the Chamber of Commerce addressed the board. They said that the Chamber was asking for an additional $20,000 in the FY2009 budget over the $64,000 they are currently receiving from the Town. The additional funds would be used to provide dedicated economic development staffing.

Sean Summers said that he thought with the Chamber’s recent decision to dissolve the Chatham Merchants Association and the business community in dissent he did not think it was the time to be increasing funds

Douglas Bohman said she agreed with Mr. Summers, and said she would like to see the situation resolved first. She also said that economic development means different thinks to different people and the board of selectmen should clarify their vision of what economic development means.

William Gray, Marleys Restaurant, board member of former Chatham Merchants Group and member of Chamber of Commerce, said the Chamber is doing a great job when it fills the role it originally was designed to fill, but he did not support the Chamber moving into economic development.

Brian O’Keefe, Campari’s Bar and Grill, who is not a member of the former Chatham Merchants Association or the Chamber of Commerce, said that an entirely separate entity should be in charge of encouraging economic development and that a lot of opportunities to encourage foreign visitors are not being developed.

Sean Summers made a motion that the board level funds the Chamber of Commerce budget for next year. Debbie Connors seconded the motion. The board voted 3 to 2 in favor of removing $20,000 from the draft budget and level funding the Chamber of Commerce FY2009 Budget.

Maritime Festival

Ms. K. Murdoch, Women of Fishing Families, addressed the board and requested funds from the FY2009 budget for the Maritime Festival in May.

Debbie Connors said she thought that this was the one day that was for the people in Town not the visitors and she supported the festival.

The board agreed that the group could have $10,000 from the Public Ceremonies Committee’s FY2009 budget for the Maritime Festival.

Parks and Recreation

Gary Anderson addressed the board for the Parks and Recreation Committee and discussed the budget and fees for the new community center.

Ron Bergstrom wanted to know how the function room fee charges were determined, was there a % of operations budget formula?

Mr. Anderson offered the fitness room as an example of where the center may cover its cost. The cost of membership is $125-$250, the cost of the equipment was $35,000 to $40,000, there are no instructors, but it will mean being open more hours, and may mean more staff to cover those hours. He said that they are just getting an idea on what it costs to run the facility in the way of utilities, what the basic fees and use might be, and what level of volunteer help they can expect.

placeDouglas Bohman said as a former physical therapist, kids, especially adolescents have a tendency to over due on the athletic equipment. She asked if there was going to be someone in attendance or a spotter in the fitness room.

Mr. Anderson said that they are not planning to have a fitness room attendant; however, there will be someone who makes the rounds to check up.

Sean Summers expressed concerns regarding present staffing productivity before hiring new people.

Bill Hinchey said that if staffing needs to be addressed we will, but we need to see what the needs of the community center are with a year’s worth of information under our belt in order to be able to address those concerns and needs. The job of a Director is in the 5 yr plan not in the budget, and the $30,000 is for the part time position to cover addition hours in the exercise room. And whether or not another janitor on a seasonal basis is needed, this is all going to tested out. He said that these staffing decisions were based on conversations with the Town of Harwich and their findings when they had a new community center but realized they did not have enough people to run and maintain the facility, also remember there are volunteers and we need to see what level of participation there is going to be before hire more staff.

David Whitcomb said the selectmen were hoping to offset more of the budget with fees and it appears we are going to need about a year’s information to get a better picture.

Revolving Fund Review

Jennifer Petit addressed the board giving them a description and update of the Town’s revolving funds; in particular, the Waterways Improvement Fund, Airport Revolving Fund, and the Shellfish Revolving Fund. She explained where the funds came from and the current balance in each fund.

Executive Session (Land Purchase)

Debbie Connors suggested that they adjourn to executive session. The board unanimous agreed.

END OF MEETING OF THE SELECTMEN

Debbie Connors made a motion to adjourn today’s meeting. Ron Bergstrom and Douglas Bohman seconded the motion. The board unanimously voted to adjourn. The selectmen ended the public portion of their meeting at 6:55 p.m.

Respectfully submitted,

PersonNameColleen Furber