Harwich Water & Wastewater Department

Present: Chairman Donald T. Bates, Jr, Vice Chairman Danette Gonsalves, Clerk George Cavanaugh, Superintendent Craig Wiegand, Secretary Carol M. Connor

Meeting called to order at 8:15 AM.

Bill schedules signed as presented.

Service applications signed for:

1. 3 Stephen Hopkins Rd
2. 50 Sou'West Dr

Abatements signed for services #6131 and 8346.

George Cavanaugh and Craig Wiegand gave a report on the Selectmen's meeting held last evening. An attempt was made to set up a joint meeting with all 5 members of the Board of Selectmen. Donald Bates will call Donald Howell for a meeting date. Enabling Act prevents the Water Dept money from being put into the general funds. Borrowing is done through the town not the Water Dept. An Enterprise Fund would be more fair to the town because indirect costs would be picked up by the Water Dept and not come out of budget. A reference was made by Mr. Howell and Mr. Melville at the meeting as not enough budgetary experience. Someone should be put in place prior to going to an Enterprise Fund per Mr. Melville. Also if changing computer systems, someone with Munis experience would be good, along with having an accounting background. It was also stated that the water tank project seems to be too lengthy. Craig Wiegand presented letters showing correspondence going back to last spring documenting process, and he will send the chronological events to the Selectmen. The project is now complete.

George Cavanaugh made a motion to approve the minutes of 11/05/03 as written. Danette Gonsalves seconded. Unanimous vote to approve.

Discussion regarding revenue turned in to town. $1.3 million billed and so far receipts have totaled $731,271.34. Revenue projections could vary 20% either way due to rainfall and water conservation. The Water Dept will scale back projections to keep in line with revenues per Superintendent Wiegand. Accounting issues are the most important issues to be addressed. Hiring of new employees is a problem due to Blue Cross insurance expenses per Mr. Melville.

Financial discussion - cannot reconcile statement and checkbook balances. The totals have been off since the conversion of the computer software several years ago. Mr. Melville has serious concerns about the ability to account for $2 million dollars with the current system and people in place in the Water Department. There are 3 problems as he sees it:

1. There needs to be a financial person in place in the department to reconcile receipts and expenses.
2. Mr. Melville questioned the ability to perform under the present legislation.
3. Problem of transfer of costs

A meeting with Mr. Lawton and Mr. Mills ofYarmouth was suggested by Mr. Melville as they have previously gone through this. Unanswered questions are also big problems. The bond based on water receipts will be at a higher rate per Standard & Poor in a discussion their representative had with Mr. Melville. Raise and appropriate funds and then use projected water revenues to pay would be the way to go. Articles to borrow structure needs to be discussed with Town Counsel. Wayne Melville will be in touch with Mr. Wiegand as to setting up a date for a joint meeting. He has attempted to set something up on 3 different occasions and will mention it again when he meets with the Selectmen.

Superintendent's report given by Mr. Wiegand.

Meeting adjourned at 10:05 AM.

Donald T. Bates,Jr., Chairman
Danette Gonsalves, Vice Chairman
George Cavanaugh, Clerk
Craig Wiegand, Superintendent