ORLEANS BOARD OF FEBRUARY 14, 2018 SELECTMEN 18 MAR " 2 9: 35API NAUSET ROOM ORLEANS TORN CLERK FINAL A meeting of the Orleans Board of Selectmen was held on Wednesday,. Present were Chairman Jon Fuller, Vice Chairman Mark Mathison, Clerk Mefford Runyon, Selectman Alan McClennen, Selectman David Currier, Finance Director Cathy Doane & Town Administrator John Kelly. Chairman Fuller called the meeting to order at 6: 00 p. m. 6: 00 p. m. Meet with Board of Water and Sewer Commissioners Director of DPW and Natural Resources Tom Daley was present. a. Recommendation on water meter technology and replacement project Mr. Daley reviewed the water meter technology and replacement project that is proposed. They have visited other towns that use a cell meter program. In the spring of 2016, Orleans installed 8 cellular meters around town as a trial and the results have been very positive. An RFP was released in December 2017 and we had received 4 responses. An interview committee was put together and the committee and town administrator unanimously agreed to award the project to Badger. Mr. Daley discussed the reasons why the accuracy of the meters diminishes and the regulatory compliances that are required. The meters will improve customer service, billing, daily tracking and the ability to move to quarterly billing. The project schedule was discussed and what the cell meter package would include. Mr. Runyon asked if there is any estimate as to how much of a loss of revenue there is from the meters that lose their accuracy? Mr. Daley said that a reasonable estimate would be a 5% loss over the system. The Board and Mr. Daley discussed overtime costs when the Water Department is called to a house, and some revenue that is received back to the department. Mr. Mathison stated that in terms of cellular connections, there are a few areas around town that have poor cell service at best and he asked how the poor service would affect the program. Mr. Daley responded that as part of the trial, some of the meters were installed in some of the worst cell receptions areas in town. The Board & Mr. Daley reviewed the project timeline schedule. Mr. McClennen moved to accept the recommendation to hire Badger/ Stiles for the cell meter replacement program and to place an article on the May 2018, Annual Town Meeting Warrant in the amount of$ 1, 980,000.00 ( One Million Nine Hundred Eighty Thousand Dollars) to fund said project out of the Water Enterprise Account, 2"" by Mr. Mathison and approved 5-0-0. b. Discuss water use issue at Eldredge Park 1
We are aware that there is a problem with water use at Eldredge Park. There are 4 water fountains on the property that feed off of the system and an irrigation system, which is now served by a well. A portion of the irrigation system was found to still be served by town water and should be transferred over to the well. Mr. Daley stated that he is confident that we are on top of any issues with the shell building. The downside is that we may not be able to make the repairs using in house staff. Mr. Daley asked the Board to think about if we really need to have the water fountains? This is somewhat of a newer problem. Mr. Fuller will have this topic on a future agenda for discussion. Mr. Daley provided the Board with an update on the downtown sewer collection project. There was a pre- construction meeting held a week ago with contractors, engineers, Police Department staff and MassDOT. The biggest issue during this project will be the traffic management. Another meeting was held with the Chamber of Commerce and some business owners from the downtown area. Mr. Daley presented a map of the project layout and discussed potential traffic/ parking issues and what we can do to resolve them. Mr. Fuller feels that the most effective way for communication to residents would be the code red system. 6: 52 p. m. Meet with Ron Collins-Construction cost estimate to replace Admin/ Bathroom at Skaket Beach Ron Collins presented the Board with sketches of the new buildings perspective, plan view, building elevations, project cost estimates and probably or known cost impacts. He also reviewed main goals, eliminating accessibility barriers and improving public safety between the buildings. The downside is that this project is going to be more expensive that first anticipated. Mr. McClennen moved to authorize the use of $2500.00 out of the facilities project fund for the bidding of the administration/ bathroom at Skaket Beach, 2nd by Mr. Runyon and approved 5-0-0. 7: 04 p. m. Public Comment Kevin Galligan from Great Oak Road was present and asked if Mr. Collins has thought about looking at raised buildings on pilings for the Skaket Beach project. Steve Smith was present and commented about last Saturday' s meeting regarding the Lonnie's Pond oyster project. He feels that the plan discussed presents problems with the open free market. Although he realizes what the project' s intent is, he feels that allowing private grants in the pond will restrict public access. 7: 12 p. m. Wastewater Issues- Meet with AECOM, Finance Committee and OWQAP Members Mr. Currier recused himself. Ms. Bruneau called the meeting of the Finance Committee to order. Mr. McClennen called the meeting of OWWAP to order. 2
a. Financial Model Update Tom Parece and Matthew Abrahams were present. Finance Director Cathy Doane stated that the Board had a previous meeting to review the financial model and made some requests for revisions. The objective is to provide an estimate of how much it will cost the average taxpayer for the capital costs of the approved CWMP, as amended, including traditional and nontraditional technologies. Ms. Doane reviewed all of the different methods; noting that they feel method 2 equitable option. is the most Ms. Bruneau asked if there is an estimate on how many properties will likely require a pump? Mr. Parece responded that 15% of total users might need to have some sort of pumping system. Mr. Abrahams discussed average assessed values for both non- residential and residential properties for both sewered and non- sewered. Mr. McClennen is pleased that the cost estimates have come down again. He asked what percentage of our valuation in Orleans is in the downtown area and Meetinghouse Pond area? Hitting some people with betterments has the potential to cause financial damage. We as a community are trying to make sure people can live in Orleans and we have done a lot of work with affordable housing. As we go down the betterment path, we may make it totally unaffordable for people to live and move here. Mr. Renn from the Finance Committee stated that he understands Mr. McClennen' s point to a degree but noted that we need to balance what is happening with the vast majority of the people who will not have any enjoyment of the sewer system, other than being under the umbrella of the Town of Orleans. Fran McClennen from OWQAP was present and stated that one of the variables not mentioned is that 40% of our residents are people who do not live here year round. When you are designing and building a sewer system, you have to design for peak flow, not average flow. Mr. Mathison stated that he finds it difficult to discuss these issues at this time because we are lacking a lot of data and facts. He would like to see more information on who is really living here and what is fair to the residents and what is fair to the investors. We need to figure out what is reasonable to put on the tax base versus the betterment. Mr. Fuller supports Mr. Mathison' s approach and that method 2 is the fairest approach we can get at this time. David Currier was present as a citizen from Bakers Pond Road. He asked if we are talking about installing sewers for businesses to prosper or are we talking about water quality. Mr. Fuller responded that it is primarily for water quality. Mr. Galligan stated that you would want to match your facilities with the services to the users who will benefit from them. This is utility rate making and it is complicated. Mr. Renn feels that method 2 is the most appropriate choice. 3
Mr. Mathison stated that one of our Board members has been excluded from the wastewater discussions because his business is in the small segment of the first phase. We have now shifted this discussion to the entire system with no phasing, and wonders if that member can now take part in the discussions. Mr. Kelly reviewed the conflict of interest discussions that were had with Town Counsel. Mr. McClennen believes we are now at the phase where we are ready to finance this project. Before he would be ready to make a decision on the Capital Plan, he would like additional information. He would like to know from AECOM, what downtown would cost, and an estimate of what Meetinghouse Pond would cost. Mr. McClennen moved that we estimate a capital cost allocation using presented method 2 which includes a collection system for downtown and Meetinghouse Pond that would be paid 100% by betterments and that waste water treatment facility and effluent disposal system would be 100% on the property tax with non-traditional technologies being paid for by the tax payers, 2nd by Mr. Mathison and approved 4-0-0. b. Further Discussion on draft Sewer Assessments Bylaw and scheduling a public hearing Mr. McClennen moved that the Board of Selectmen have Town Counsel update the sewer assessment bylaw and hold a public hearing, 2" d by Mr. Runyon and approved 4-0-0. c. Aquifer Recharge Update and Recommendations- Tom Parece & Mark Owen The town has looked at aquifer recharge a few times now. Mr. Owen reviewed a summary of the testing that has been performed at all sites as well as groundwater modeling updates. Having the 32 Lots Hollow site as the primary discharge site is the best way to get the discharge to Cape Cod Bay. Mr. Owen also discussed the schedule of activities for both 32 and 43 Lots Hollow Road sites. The Board and Mr. Owen discussed the cloverleaf site and Mr. Owen stated that MassDEP had approved the site on February 2. They discussed aquifer recharge recommendations for the cloverleaf site. Mr. Owen stated that he has a sense that MassDOT is willing to work with us. i. Vote to designate 32 Lots Hollow Road as Primary Aquifer Recharge Site Mr. McClennen moved to vote to designate 32 Lots Hollow Road as Primary Aquifer Recharge Site, 2"d by Mr. Mathison and approved 4-0-0. ii. Vote to designate 43 Lots Hollow Road, Route 6 Exit 12 Cloverleaf and 223 Beach Road as backup aquifer recharge sites and/ or primary aquifer recharge sites Mr. McClennen moved to designate 43 Lots Hollow Road, Route 6 Exit 12 Cloverleaf and 223 Beach Road as backup aquifer recharge sites and/ or primary aquifer recharge sites, 2" d by Mr. Mathison and approved 4-0-0. d. Discussion on need/ timing for a qualified Owners Project Manager for new sewer system 4
This will be discussed at a future meeting. Ms. Bruneau moved to adjourn the meeting of the Finance Committee and Mr. McClennen moved to adjourn the meeting of OWQAP at 9: 23 p. m. Mr. Currier returned at 9: 25 p.m. 9: 25 p. m. Review of FY20- FY24 Capital Improvements Plan Tomorrow night there is a hearing on the draft Capital Improvements Plan, which is in draft form at this point. Mr. Kelly reported that the Nauset Beach Retreat Project has been dramatically reduced in scope and does not think that an article for May Town Meeting will be needed. Mr. Runyon asked how the town would go about taking advantage of any opportunities that may arise if the funding is not in the CIP? Mr. Kelly stated that the Board could add a general municipal purpose item in the CIP, which may cover capital costs that are not foreseen. 9: 35 p. m. Vote to transmit the FY19 Budget and FY20- FY24 Capital Improvements Plan to the Finance Committee Mr. McClennen moved to vote to transmit the FY19 Budget and FY20- FY24 Capital Improvements Plan to the Finance Committee, 2nd by Mr._Mathison and approved 5-0- 0. 9: 38 p. m. Any items for future agendas Mr. Fuller stated that he might not be present at tomorrow night' s meeting. Adjourn Mr. McClennen moved to adjourn at 9:40 p. m. 2nd by Mr. Mathison and approved 5-0- 0 Respectfully Submitted, Jennifer Clarke Me' ord Runyon, Clerk Documents in 02. 14. 18 Packet 1. Agenda. 2. Water Meter RFP Review Committee Recommendation dated February 6, 2018. 3. Enhancing Customer Service through Meter Modernization PowerPoint dated February 14, 2018. 4. Eldredge Field Water Service dated February 9, 2018. S. Skaket Beach Administration & Restroom Facility Replacement Project. 6. Amended CWMP Financial Model dated. 7. Draft Sewer Assessment By- law dated December 7, 2017. 5
8. Water Quality and Wastewater Planning Aquifer Recharge Update and Recommendations PowerPoint Dated. 9. Orleans: Route 6 Cloverleaf, BRP WP 83, Approval of Hydrogeologic Evaluation Report dated February 2, 2018. 10. FY19 Annual Budget and FY20- FY24 Capital Improvement Plan dated.. 11. FY20- FY24 Capital Improvement Plan 12. Any other documents submitted at the Meeting. 6