Tri-Town Board of Water Commissioners

TRI TOWN BOARD of Water Commissioners Braintree, Holbrook, Randolph Braintree Town Hall MINUTES August 9, 2017 PRESENT: Chairman, Joseph Sullivan, Mayor, Town of Braintree; Richard Brewer, Town of Randolph, Timothy Gordon, Town Administrator, Town of Holbrook. IN ATTENDANCE: Jim Arsenault, Ben Fehan, Paul Gabriel, Barbara Mello, Mike Walsh, and Robyn LaFrance. Mayor Sullivan opened the meeting at 11:10 am and introductions were done. MINUTES: the minutes of the June 14 meeting were reviewed and accepted MOTION: by Rich Brewer to accept the minutes SECOND: by Tim Gordon VOTE: unanimous MINUTES: the minutes of the May 11 meeting were reviewed and accepted MOTION: by Tim Gordon to accept the minutes SECOND: by Mayor Sullivan VOTE: 2:1 (abstaining: Rich Brewer) Great Pond Dam Construction Progress: Mike Walsh  Mike Walsh reported that the contractor is on site and general clearing is happening. He noted that conservation was at the site the previous week to review. Mike reported that the contractor will perform the work in September and October, and complete the work in November. He reported that all permits are in place.  Ben Fehan reported that all issues are covered. He explained that he began on August 2 and he will provide a monthly report going forward.  Mayor Sullivan asked Barbara Mello to clarify the issue of the contingency fund. She explained that there would normally be an extra 10-15% of the contract cost available for unforeseen events. However, in this case, the lowest bid only allowed for a $4,000 contingency fund. There is concern that this may not be enough. The Board agreed to take this issue up at the next meeting. Contract for Environmental Monitoring: Barbara Mello, Jim Arsenault  The Braintree Conservation Commission requires an independent environmental monitor during the project.  The Conservation Commission referred a specific consultant, LEC Environmental Consultants, Inc., Wakefield, MA.  The cost is estimated to be $12,000. No funds are identified. 1   Mayor Sullivan asked why the cost for environmental monitoring was not built into the contract, and the response was that it is not contractor related and it would be a conflict for the contractor to select the company to perform this task.  Environmental monitoring is not a requirement on all projects.  It was asked if all three communities will share the cost of the environmental monitoring or if Braintree will pay it entirely. The Board members discussed this briefly and agreed that it should be a cost split between all three towns.  Jim Arsenault will obtain the contract for the environmental monitoring, the estimate for the job, and the final invoice and share it will each board member. MOTION: By Tim Gordon to approve the environmental monitoring cost of the Great Pond Dam project in the amount of $12,000. SECOND: by Rich Brewer VOTE: Unanimous RFQ for Water Treatment Plant OPM: Barbara Mello, Jim Arsenault  Barbara Mello distributed copies to the Board. Barbara Mello and Jim Arsenault discussed the RFQ proposal explaining that the OPM will be incorporated in two phases, and that this is phase one.  It was reported that the document also explains that as long as the Tri Town Board is pleased with the first phase of work there is an option to keep the same person/firm throughout the project.  Mayor Sullivan inquired about the process of selecting the OPM and Barbara Mello and Jim Arsenault explained that the usual process is to rank candidates in order of preference and then negotiate a fee.  Tim Gordon asked if the OPM was always included in the budget. It was explained that in a design/build process the OPM would be built into the cost but this was different and is a design/bid/build.  It was explained that the OPM will review the design and offer input to reduce costs.  The cost of the OPM including engineering fees will be $800-900,000 just until construction, in the first phase. Total cost, then it will is estimated to be $1.5-2 million over the entire build out of the water treatment plant which includes two or more years of regular monitoring and managing the project. The cost was explained to be 20-25% of the design fee.  The first role of the OPM will be to reestablish the budget.  The proposal for the water treatment OPM was taken under advisement and will be reviewed by all three Town Solicitors and this will be put on the next meeting agenda for approval in September. Contract with Environmental Partners Group for System-wide Hydraulic Study: Paul Gabriel  Paul Gabriel provided a brief status report on the ongoing combined hydraulic modeling and master planning analysis for the Tri Town member communities.  Paul explained that the pipes in all three hydraulic models are up to date with the most recent water main upgrade projects. 2   Six nights of flow testing have been performed. and Randolph and Holbrook testing is complete, and o. One more night in Braintree is needed.  Model calibration is underway, awaiting billing data from Holbrook.  Storage volume analysis is underway.  Reports will be issued to each Town documenting completion of the individual models by the end of August. Will Paul Gabriel will schedule a meeting with superintendents of all 3 water systems in mid- September to discuss the preliminary findings and potential interconnection options. They will discuss different scenarios and this will be very productive. Paul explained that the findings are very interesting and there are no issues.  A dDraft master plan report to will be submitted in late September-e / Early October. Contract with Woodard & Curran for study of Cochato River and Riccardi Reservoir: Helen Gordon  Helen explained that a kick off meeting will be scheduled. Tri Town web page:  A picture was taken of the Tri Town Board members by Mayor Sullivan’s office and Tweeted after the meeting.  The Town of Braintree is in the process of developing a new website with Civic Plus. Over the next 6 months, information needs to be compiled between all three towns for content to develop the Tri Town Board page. The Tri Town page will be located on the Braintree Water & Sewer Department and Holbrook and Randolph can link to it. Other:  There was a brief discussion to do a fall tour/road trip in October of Braintree, Holbrook and Randolph in preparation for fall town meetings. Mayor Sullivan reported that the first of October is good for Braintree. Rich Brewer said the second week of October is good for Randolph, and Tim Gordon reported that Holbrook Town Meeting is in November.  There was discussion about the need to develop a Water Treatment Plan community informational presentation. The idea is that one presentation will be developed and utilized by all three communities to explain the history of the Tri Town Board, the need for the new tri town water treatment plant, and the process of the work of the Tri Town Board. The OPM will be critical in the development of this presentation. Mayor Sullivan directed Jim Arsenault, DPW Director, Town of Braintree, to start to create this presentation.  Barbara Mello will include “public presentations” to the RFQ.  Mike Walsh reported that CDM submitted the PEF electronically this week. He explained that the list will be out in December and the Tri Town scoring should be very good. The DEP program is a low interest (2%) loan from the state revolving fund Clean Water Trust. The next meeting is scheduled for September 12 at 11am Braintree Town Hall. MOTION: By Tim Gordon to adjourn meeting at 12:10 pm. SECOND: by Rich Brewer VOTE: Unanimous 3 Respectfully submitted, Robyn LaFrance, Recording Secretary 4