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Board Meeting Minutes

The Board of Water Commissioners of the Lynnfield Water District held its regular monthly meeting on Monday, March 13, 2017 at 7:05 p.m. at the District office. The following were in attendance: Ruth E. McMahon, Chairman and District Clerk; John K. Harrigan, Commissioner and Treasurer; Stephan F. Rondeau, D.C., Commissioner; James F. Finegan, Superintendent, and, at the outset, Cindy Joyce of Pillar.

 

1. CINDY JOYCE, PILLAR
Ms. Joyce provided the Board with a benefits comparison study, along with a comprehensive list of suggested policy recommendations to update the LWD’s personnel policy and procedures manual.  She apprised the Board of required Massachusetts laws and discussed LWD’s benefits compared to the study group. The Board asked Ms. Joyce to put together a handbook that would include basic Massachusetts Laws and to incorporate the updates discussed, to its existing policy manual for review at a future Board meeting.  Ms. Joyce then left the meeting.

 

2. BOARD MEETING MINUTES OF FEBRUARY 13, 2017
On a motion duly made and seconded, it was unanimously voted to approve the minutes of the regular Board meeting held on February 13, 2017.

 

3. TREASURER’S REPORT
Mr. Harrigan reported 56 checks were written in February for a total of $113,552.83. We are 67% into the fiscal year, based upon time elapsed. Salaries & Wages and General Expenses and Income are in line with the budget. Water revenues are at 89%, principally due to high usage during the drought conditions in the summer of 2016.

 

4. SUPERINTENDENT’S REPORT
Mr. Finegan reviewed District activities throughout February. A water main break at Carpenter Road was repaired. A hydrant was repaired at 932 Salem Street. Mass DEP’s Annual Statistical Report was submitted. LWD’s unaccounted for water came in under 9%; DEP requires unaccounted for water to be 10% or less. The Superintendent is in discussion with Lynn Water and Sewer to remove trees encroaching on the pumping station area. The District has retained the services of Gravoc of Peabody to develop a new web site. Staff received training on the asset management software, Utility Cloud.  The Superintendent distributed a study from Luna Design Group for a Proposed Office Expansion for review and discussion at a future Board meeting.

Mr. Finegan provided the Board with Change Order Summary #1, which outlines costs out of the scope of the Locust Street and Ingalls Terrace Water Main project, along with costs for the additional water main work on Maple Street, scheduled for spring 2017.  A majority of the overage was due to the removal, storage and disposal of contaminated soil uncovered at the site.  Mr. Finegan recommended the Board accept and authorize the change order.

On a motion duly made and seconded, it was unanimously voted to accept the changes in contract price outlined in Change Order #1, an increase of $160,874.00, for the Locust Street, Ingalls Terrace Water Main Project, and to authorize the Chairman to sign the Change Order.

Mr. Finegan, notified the Board that Jasco Electric, Inc. was the lowest bidder for the SCADA System Upgrade project at $132,600, well within budget, and comes with good references.  He recommended the Board authorize the Notice of Award.

On a motion duly made and seconded, the Board requested the Chairman to sign the Notice of Award for the SCADA System Upgrade project, and it was unanimously voted to accept the bid from Jasco Electric, Inc. in the amount of $132,600, and to authorize the Chairman to sign the Notice of Award.

Mr. Finegan reviewed Peabody Electric’s charges with the Board. To increase pump operating efficiency and reduce energy and demand charges, Mr. Finegan modified pumping operations. As a result, February’s PMLP’s bill saw a 62% decrease, a dollar savings of approximately $756.

 

5. ANNUAL MEETING PREPARATIONS
Mr. Harrigan reviewed with the Board the FY18 budget and the Board was in agreement.
The Board also reviewed the Annual Meeting Warrant. The Clerk confirmed receipt of two letters of intent for re-election: John K. Harrigan for Water Commissioner and Richard H. Thorngren for Moderator.  Mr. Finegan submitted and withdrew a letter of intent for moderator.  The Clerk also provided copies of the Annual Reports to the Board for comment.

9:24PM CLOSING OF ANNUAL MEETING WARRANT

On a motion made and seconded, it was unanimously voted to close the Warrant for the Annual District Meeting to be held Wednesday, April 12, 2017.

 

6. ADJOURNMENT
On a motion, duly made and seconded, it was unanimously voted to adjourn the meeting. The meeting adjourned at 9:37 pm.

 

Respectfully submitted,

Carolyn E. Umbach
Office Administrator

Next Board Meeting – Monday, April 10, 2017