Meeting Minutes : Water & Sewer Commission




July 27, 2011


Water and Sewer Commission Members Present – Allen Hitchcock, John Lapre, Hope Rantanen, and Helen McKinlay.  Absent:  Bob Harnish.   Others present:  Mike Smith (via conference call), Tom Carrara, Dorothy Parkinson, John Haverstock and Kelly Giard – Recording Secretary.

Allen Hitchcock Chairman, called the meeting to order at 6:30 PM.


Public Comment:

None presented at this time.



Determination of Phase II Project Scope:

Mr. Smith presented the revised budget summary for review.  Mr. Smith indicated that the revised budget summary reduced the original bid of $1.399 million to $1.2 million to Belden Construction.

There is currently $35,000 remaining in the Water project funding.  Rural Development indicated that it is not possible to transfer this funding to the sewer project as the Water project funds included Federal Stimulus funds, which carried several “Buy American” stipulations and special labor rates.


A. Hitchcock inquired how critical Mechanic Street is compared to Pleasant Street.  Mr. Smith indicated that the sewer lines on Pleasant Street run “cross-lots” and are undersized, whereas, Mechanic Street lines are not deeply buried, in the worst condition, and would require ledge removal.  J. Haverstock indicated that the proposed sidewalk would run down Arch Street to Pleasant Street, therefore, making the most sense to do the construction now on Pleasant Street.  Mr. Smith indicated that the Arch Street portion of the sewer project would be such that the manhole on the end of Mechanic Street could be connected at a later date.


A. Hitchcock inquired about the savings from reducing the depth of the pavement from 5” to 4”.  Mr. Smith explained that there was a proposed increase in depth on Arch Street due to the fact that there is more truck traffic on Arch Street than the side streets.  The general consensus was to decrease the pavement to 4”.  However, this decision could be reviewed at the time that the pavement is done.


J. Lapre inquired whether, if the Mechanic Street section is removed, Belden Company would still the low bidder.  Mr. Smith explained that the contract should be signed as presented, as this was submitted as required by advertised specs, then, issue change orders.  In any event, he stated that Belden Company would still be the low bidder.

The Arch Street culvert was discussed and the topic was deferred to the Select Board for discussion at their meeting on August 3, 2011.


The Water & Sewer Commission agreed to remove the Plains Road segment, lower the paving depth to 4”, and to remove the Mechanic Street segment.  These proposals were discussed and reviewed at great length.


Motion by J. Lapre and seconded by H. Rantanen to approve the scope of the project at the base bid less the Plains Road segment, reducing the paving depth to 4 inches, and eliminating the Mechanic Street segment.  Motion passed unanimously 4 – 0.


Motion by J. Lapre and seconded by H. Rantanen to issue the Notice of Award for Phase II to Belden Company, assuming that the changes in the above motion have no effect on the low bid status.  Motion passed unanimously 4 – 0.


J. Haverstock reminded the Commissioners that Highway Foreman Shawn Erickson feels that $102,000 was too high for the culvert replacement.  Erickson also feels that $87,000 is too high.  However, the Commission’s recommendation to the Select Board will be to have Belden Construction replace the culvert at the proposed cost of $87,000.



J. Haverstock reported that there will be a Neighborhood Impact Meeting including the Water & Sewer Commission, project engineer, contractor and Town Manager on August 4, 2011 at 6:30 PM at the Lothrop School gym.


T. Carrara inquired if the paving funds could be shifted from the Furnace Road to Phase II of the sewer project.  A. Hitchcock deferred this to the Select Board for consideration at the August 3, 2011 meeting.



The Commission adjourned at 7:23 PM.

The next regular meeting will be held on August 16, 2011.

Respectfully Submitted

Kelly Giard, Recording Secretary                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                          _________________________________

Allen Hitchcock, Chair


 John Lapre, Vice Chair


 Hope Rantanen


Helen McKinlay


Bob Harnish