Town of Bristol, New Hampshire - Newfound Lake Sewer Project
Meeting Minutes - Kickoff Meeting (Project Meeting No. 1, October 7, 2009)

Kevin Olson, Peter Atherton and Victor Krea of Wright-Pierce met with the Town of Bristol to kickoff the above referenced project.  The meeting attendees for the Town included:

Paul Weston
Burt Williams
Don Millbrand
Jeff Chartier
David Carr
Joe Deming
Juanita Gilman

The meeting was held at the Bristol Town offices from 6:30 PM to approximately7:45 PM.  A summary of the items discussed is presented below:

Introductions

The meeting opened with introductions of all representatives from the Town and Wright-Pierce.

Administrative Items

Pete Atherton noted that the contract has been approved by DES.  Wright-Pierce will sign the contract and forward such to Paul Weston for signature.  Wright-Pierce will then forward to DES and USDA for final signature.  Fully executed copies will be distributed to all parties.

Burt Williams indicated that he would like to be included in all correspondence (through Paul Weston).  Wright-Pierce will also provide hardcopies of all correspondence to Burt Williams at his home address.

Project Interest and Goals

The Town is primarily interested in:

• Getting the project moving forward
• Maximizing grant funding for the project
• Completing the Peer Review of the draft PDR
• Executing a public education/participation campaign that culminates in a successful Special Town Meeting vote for project funding in the Spring of 2010

Data and Collection and Initial Task Completion

• DES and USDA both have a copy of the draft PDR (September 2008 report).  It was noted that neither has reviewed such.
• The Town is in receipt of the draft PDR in electronic format (CDM has transmitted a CD to the Town).
• The Town has completed their "seasonality analysis" and submitted such to USDA.  The Town will forward a copy of this to Wright-Pierce
• The Town will forward the septic system survey of the lake area to Wright-Pierce

Scope of Services Review

Pete Atherton provided a copy of the scope of services to all attendees.  Pete then reviewed the project tasks.  The following tasks have already been completed:

• Review CDM preliminary design contract and develop a list of deliverables
• Coordinate submission of draft PDR to DES and USDA

The following tasks remain to be completed:

• Perform Peer Review of PDR
• Coordinate preparation and submission of final PDR to DES and USDA
• Confirm permitting requirements
• USDA funding coordination - submit application and environmental report (assumes that PDR will suffice as env. report)
• Assist Town with supplemental funding pursuits - STAG, CDBG and other funding sources will be pursued
• Develop funding/financing scenarios
• Prepare for and attend monthly meetings and annual/special Town Meeting in winter/spring of 2010

The Town intends to implement Phases 1 and 2 for the sewer extension project.  Phase 3 will be completed in the future.

Funding Update

Burt Williams noted that he assumes that Phase 1 will require the most project funding as it has the least amount of new services (customers) to be connected to the sewer system.  Burt also noted that Phase 2 sewers should be funded by 90-05 percent betterments (5-10 percent tax rate).

Vic Krea gave an update of his discussions with Scott Johnson of USDA.  Vic noted that they have funding available for this project.  If the Town can get DES to send a letter to USDA stating that the sewer extension will provide the benefit of protecting the water quality of Newfound Lake, they could get up to 75 percent grant funding.  The septic system failure survey results will assist in garnering USDA funding.  The Town submitted its seasonal population study results to USDA - the results of this study confirm that there is more than 50 percent of the population in the lake area that are "year round" residents.

Pete Atherton noted that the DES SAG program is gone for now and perhaps for good.

Peter Atherton noted that Wright-Pierce will pursue other funding sources for the Town for this project.  Wright-Pierce will pursue CDBG funding - contact will be made near term with Donna Lane of CDBG.  Wright-Pierce will pursue STAG funding as well.  Wright-Pierce to prepare letters for Town signature to be sent to the politicians.  Paul Weston to provide electronic copies of stimulus letters to Wright-Pierce.

Wright-Pierce to evaluate the possibility of utilizing Bike Path funding to assist with sewer project funding (perhaps the bike path extension on West Shore Road to Wellington State Park).

Project Coordination Issues

Several project coordination issues were discussed and are generally summarized below:

• The Route 3A paving project was discussed and how this project could be coordinated with the sewer project.  The conclusion was that NHDOT will need a decision from the Town regarding the sewer project this December.  Given that the Town will not vote on the sewer project funding until March 2010, the Town will not be able to definitively give NHDOT an answer this December.  A "hedge" plan was discussed, which would encourage NHDOT to move forward with their paving project, but not award such to the contractor until after the March 2010 Bristol Town Meeting vote.  If the sewer project does not move forward, the NHDOT project would move forward on its own schedule.  If the sewer project is a "go", NHDOT could wait until 2011 and combine their project with the sewer project, or wait until 2012 to complete the paving project.  Wright-Pierce will communicate with NHDOT near term (with David Smith) to coordinate the two projects.
• The existing sewer capacity on Lake Street (8-inch diameter sewer) was discussed.  Wright-Pierce will review the PDR to assess whether this existing sewer has capacity for the Phase 1 and 2 sewer project flow
• The Avery Crouse Beach drainage project was discussed.  It was agreed that combining this project with the sewer project may make financial and political sense.  Coordination of this project with the sewer project to be evaluated going forward.
• Paul Weston noted that the Town needs to develop a "marketing campaign" to involve the public regarding the sewer project if it wants to be successful at the March Town Meeting.  Kevin Olson noted that this is a critical step in the process and that Wright-Pierce will closely assist the Town on this task.  A public information meeting prior to the Town Meeting may be very strategic as part of the public participation efforts.
• It was noted that the Library and Police may have "competing articles" at the March Annual Town Meeting.
• Several meeting attendees noted that the sewer project needs to be "priority one" in the Town's CIP for next year.

Project Schedule/Action Plan

The project schedule was reviewed.  The following task schedule was established:

• Submit draft PDR to DES/USDA - completed in summer of 2009
• Complete Peer Review of draft PDR - November 30, 2009
• Coordinate submission of final PDR to DES/USDA in December 2009
• Complete funding/financing evaluation and coordination - March 2010

Preliminary Phase 1 and 2 design schedule is included in contract, but will be revised if/as necessary in March of 2010.

Near Term Action Plan

• Complete contract execution - one week
• Prepare STAG application - 1-2 weeks
• Prepare letters to support STAG application two weeks - 1-2 weeks
• Complete data/information collection - 1 week
• Commence work on Peer Review

Project Meeting Schedule

The next meeting will be held on Wednesday, 11/4/09 at 6:30 MM at the Bristol Town Offices.  It was agreed that meetings will be held the first Wednesday of each month at the same time and location.  The third project meeting will be held on Wednesday, December 2, 2009.

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