Tri-Town Board of Water Commissioners

TRI TOWN BOARD Of Water Commissioners Braintree, Holbrook, Randolph Braintree Town Hall MINUTES August 31, 2016 PRESENT: Chairman, Joseph Sullivan, Mayor, Town of Braintree; Richard Brewer, Town of Randolph, Timothy Gordon, Town Administrator, Town of Holbrook. IN ATTENDANCE: Bob Campbell, Lou Dutton, Ben Ecord, Barbara Mello, Kelly Phelan, Mike Walsh, Robyn LaFrance, recording secretary. Mayor Sullivan opened the meeting at 11:15 am. MINUTES: the minutes of the April 12, 2016 meeting were reviewed. MOTION: by Rich Brewer to accept Minutes of 4/12/16. SECOND: by Tim Gordon VOTE: Unanimous Water Ban Phase 4: Lou Dutton, Mayor Sullivan  Mayor Sullivan explained that Braintree has entered Phase 4 of a water ban. Holbrook and Randolph are in the same situation. All Board members confirmed that their residents are being notified of the water ban by way of an automated phone call and website notices. No outside water use is allowed.  Lou Dutton discussed the water ban, the current drought, and the daily report of the reservoirs. Lou reported that the Richardi Reservoir is shut off, there is no incoming water. The current level of capacity is at 61%.  Also discussed was the total capacity of the Richardi Reservoir (350 million gallons of water) and the bathymetric survey that was performed 2 years ago. Today’s water level is reported to be 61% of the 1.7 billion gallon capacity of the overall reservoir system.  It was noted that the communities of Braintree, Holbrook and Randolph use a combined total of approximately 8 million gallons of water daily.  Water use, the summer season’s high temperatures, and evaporation rate was discussed.  The drought is reported to be a 60 year occurrence, and the change in regulations over the past several years are contributing factors to what we are experiencing now.  There was some discussion regarding the MWRA access into Braintree from Quincy, and then to Randolph and Holbrook connections. The prohibition of adding chlorinated water to the reservoirs was discussed. Mayor Sullivan asked Lou Dutton to look into this MWRA water connection issue.  Question was asked how long it might take for the 61% water level to drop to 50% and become a water emergency. A Phase 3 water ban occurs at below 70% and that began on August 8, 2016. If the current conditions remain the same with no rain in the immediate future, it could be 3 more weeks until a Phase 5 is necessary. 1   Discussion concerning whether or not the Board wants to look into re-opening the Cochato River. The Tri Town Board, and specifically the Town of Holbrook, would have to make a formal request to the Department of Environmental Protection (D.E.P). to do this.  Mayor Sullivan suggested a two-step process. o Option 1.) Look into dredging opportunities at the Richardi Reservoir to increase capacity. Permits are needed for this and Kelly Phelan, Bob Campbell, and Lou Dutton would look into this. o Option 2.) Look at the water supply of the Cochato River. The Tri Town Board/Town of Holbrook would need to Petition D.E.P. to review this. MOTION: By Rich Brewer to look into Option 1 and Option 2 SECOND: by Tim Gordon VOTE: Unanimous Great Pond Dam Repair Project update: Mike Walsh, Barbara Mello, Kelly Phelan  Mike Walsh explained delays that have affected the timeline of the project and he reported on the current status. The need to incorporate a fish ladder, and permitting were reasons that the project was delayed and contributed to an increase in cost.  Kelly Phelan, Braintree Conservation Planner, explained that the Conservation Commission become involved with regard to the permitting process, a paving issue, and drainage. Kelly explained the conservation issue.  It was reported that the design is complete, permitting is nearly done, and the project is ready to go to bid.  Barbara Mello strongly suggested the best approach moving forward would be to appoint a Tri Town Board “Owners’ representative” who is a professional engineer to oversee the construction phase engineering on the Board’s behalf. She reported that the project is both over budget and behind schedule and should have been in the construction phase in October 2015 making this one year behind schedule.  Additional CDM invoices need to be approved (for the additional unexpected work).  It was reported that the Conservation Commission wants the wetlands re-flagged. They were originally flagged in 2010, and flagging is only good for three years. There was a discussion of whether that would be the responsibility of the design engineer (CDM) or the construction team.  Mayor Sullivan thanked Barbara Mello for her diligent work handling all of the administrative responsibilities of this grant project.  Bob Campbell, Braintree Town Engineer, and Ben Ecord, Holbrook Public Works Superintendent, were asked their professional opinion to determine if there is a staff person already involved who could accommodate the need, or if the Board must look elsewhere. Ben Fehan’s name was mentioned. He was not present at the meeting.  Mike Walsh expressed the interest of CDM to remain involved in this project due to their in depth knowledge and history of it. He reported that as the first task of the construction phase, CDM could do the conservation work if they were selected. He also suggested a two day per week person, rather than a full time person, to keep costs down. He noted that CDM generally does the design and construction phase services of a project and could only recall one case in 30 years in which this did not happen.  The CDM correspondence to Barbara Mello dated May 16 was distributed to the Board for review. It was a proposal for the bidding and construction phase services. 2   Concern was raised about CDM being over budget and adding invoice cost. Mike Walsh explained that when a contract is awarded, CDM meets with the contractor to discuss it.  Mayor Sullivan acknowledged the frustration and reasonable argument concerning the CDM costs. Mayor feels the Board is prepared to move forward and to tighten up controls and cost.  Barbara Mello informed the Board that another company submitted a proposal also and both will need to be reviewed before a final determination is made.  It was requested that Barbara Mello prepare a memo to the Board members that includes the two proposals received for the Great Pond Dam Repair Project Engineering Services. Board members will review the two proposals for discussion at the next Tri Town Board meeting. This will give the opportunity for the other firm to be present at the meeting.  It was agreed that the Tri Town Board will meet again in two weeks on September 13 at 10:30 am at Braintree Town Hall. Other: Action items  Barbara Mello will provide a memo and summary of the two proposals to the Board.  An update on the new Tri Town treatment plant was postponed until the next meeting. Mayor Sullivan noted that he and Senator Keenan have discussed this.  Next meeting date was set for September 13 at 10:30 am at Braintree Town Hall. MOTION: By Mayor Sullivan to adjourn meeting at 12:10 pm. SECOND: by Tim Gordon VOTE: Unanimous Respectfully submitted, Robyn LaFrance Recording Secretary 3