Harwich Water & Wastewater Department

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

Also Present: Wayne Melville, Peter Hughes, Donald Howell, Brian Widegren & Harry McCafferty Meeting called to order at 8:15 AM by Chairman Bates.

Bill schedules signed as presented.

Service applications signed for:

1. 765 Depot Street
2. 424 Great Western Road
3. 56 Kelley Road
4. 5 Raneo Way
5. 24 Burton Avenue
6. 541 Route 28

Abatement for service #4580 signed by Board members.

Minutes of 11/18/03. Danette Gonsalves made a motion to approve the minutes as written. George Cavanaugh seconded. Unanimous vote to approve.

New source investigation contract with Environmental Partners Group signed in the amount of $32,400.00.

Water mains line item #364 contract with Environmental Partners Group signed in the amount of $29,400.00.

Correspondence from Town Counsel Kopelman & Paige reviewed re: Stagg Chevrolet reply with offer of settlement. Danette Gonsalves made a motion to deny the request as full settlement of the account should be paid. George Cavanaugh seconded. Unanimous vote to approve the denial.

Letter from Det Sgt Thomas Gagnon read regarding an investigation of tampering at the Ashland Water Dept treatment plant.

Superintendent Wiegand reported that the office staff has been reviewing the receipts of the past few years and believe they have found a discrepancy that did occur. Receipts are still in the review process. Also regarding Munis, we will need to have everything in place before any type of conversion of software is done. Also how to budget is a factor. This might have to be in next year's budget. Discussion regarding the budget - might need both '04 and '05 figures before going into town meeting this year per Wayne Melville. Revenues are not as high as projected due to a wet summer season, and we will need to budget on a low year figures.

Wayne Melville presented correspondence from Town Counsel regarding the Enabling Act not needing to go before town meeting to be resolved.

Informal discussion started with Peter Hughes and Brian Widegren regarding the areas of concern for their committees. Both Board of Selectmen and Finance Committee support at town meeting is desired. Peter Hughes agrees that a joint meeting of the full boards is necessary. Superintendent Wiegand asked what are the concerns of the Board of Selectmen and the Finance Committee? Indirect costs are a concern, such as insurance, workman's comp, benefits, etc. Charges to town departments for water and fire protection should zero out all figures. George Cavanaugh explained the possible change to Munis software system and the hiring of an experienced accounting person for the staff. Donald Howell appeared at this time and stated that he would not be staying because this was not supposed to be the format. He would like the Water Commissioners to request to be put on the Selectmen's agenda. George Cavanaugh said that issues need to be addressed and the Board is attempting to do so. Discrepancies in funds seem to have been found and the Commissioners will be meeting with Munis next week. Issues should be aired first, and solutions could be found at a joint meeting. Peter Hughes said he was ready to talk about issues. Donald Howell said he has a problem as he feels the open meeting law is in question. (This meeting was posted and is open to the public). This is a fact finding matter rather than a decision making session per Mr. Cavanaugh. Peter Hughes would like to lay out concerns on the table that will need to be addressed. Brian Widegren agreed.

Questions: What are the advantages or disadvantages of the Enterprise Fund? What about adding sewage? What about debt service? What about transition and budgeting and labor negations? Regarding revenues and obligations, what about shortfalls? How does the capital plan and capital needs overlay work out? What about privatizing the Water Department? Cost control is a concern per Donald Howell. Is it going to be a benefit to the Town? Mr. Howell questioned the cash outflow - controls would still be Board of Selectmen, Finance Committee, and Water Commissioners. There was no comprehensive capital improvement plan in place for infra-structure improvements for the past 30 years. An Enterprise Fund would be the way to finance the capital improvement plan. Mr. Howell also questioned bonding and how it would be done and at what rate? Previous debt assumption was also discussed and whether the Water Dept could carry it as it presently stands. Brian Widegren asked for information on what it would cost to assume all prior debt. What is the cost of fire protection? All other figures are known but this one. If all debts are assumed per Mr. Wiegand it would be over in FY'10. All scenarios need to be worked out to be presented to the taxpayers. Transfer of payments is what is being discussed per Mr. Melville. Surplus would be applied to indirect costs of the department if not earmarked for another purpose by Department of Revenue. A big issue is what do you do with the existing debt obligation of the Water Department per Peter Hughes. Public hearings would need to be held per Mr. Cavanaugh so as to keep tax and rate payers informed and so as to make a presentation at town meeting. The Chairmen of the 3 boards need to communicate with each other and work on getting answers as soon as possible. They need o narrow the process and focus on a direction. It should be a workshop process per Peter Hughes. Brian Widegren suggested an initial public meeting as soon as possible so as to also get TV and press coverage. A suggestion was made to meet on 12/15/03 and Donald Howell will check the Board of Selectmen agenda. The public needs to be re-educated on the Enterprise Fund first and what the purpose of it is.

Meeting adjourned at 11:05 AM.

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