The Board meets on the first and third Monday of each month. Meetings begin at 1:00 p.m. and are held in the department conference room at 65 Lafayette Ave, Littleton. Board meetings are open to the public and time is allotted for public comments at each meeting.
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The regularly scheduled business meeting of the Littleton Water and Light (LWL) Board of Commissioners (BOC) began at 1:00 p.m. on May 6, 2024 in the LWL conference room. Present were Commissioner Linda MacNeil, Commissioner Ralph Ross, Director of Finance Lori Hogan, Line Supervisor Justen Elliott, and Superintendent Thomas Considine.
MINUTES REVIEW:
The minutes of the April 15, 2024 regularly scheduled Commissioners meeting was reviewed. Commissioner Ross made a motion to accept the minutes as presented, seconded by Commissioner MacNeil.
The vote was in favor of the motion 2-0-0
CUSTOMER & PUBLIC CONCERNS:
Mark St. Hilaire discussed the current homeless situation in Littleton with the BOC and the lawsuit that was filed against the Town of Littleton for prohibiting camping on town property. They cannot act in any official capacity to displace the individuals even though the warrant article passed at the town meeting as they have no alternative solutions.
A plan has been proposed to relocate the current occupants of the encampment behind LWL and other places throughout town. A parcel in the vicinity of the wastewater treatment facility along the westerly side near the highway has been suggested. He inquired about LWL running electricity for lighting purposes to this area for safety.
There was some general discussion as to the site proposed which appears to be in the southwest corner of the parcel. This area is well away from any power supply, and it would not be practical.
Mr. St. Hilaire discussed the possibility of installing a solar streetlight and if LWL would consider setting poles and installing lights if the lights were provided?
Mr. Elliott stated that he would need to be able to access the locations with the digger truck and the map does not look promising. Used poles may be available but you need to be able to set the pole and access the site. He is not familiar with the site so he cannot address the access concerns at this time.
Mr. St. Hilaire stated that he wanted the BOC aware of what was being discussed. A couple of weeks ago the garbage was removed from the area behind LWL, no one gave LWL a heads-up as to this activity. Vehicles were going in and out of the area causing some concern with LWL personnel responding to trouble calls that day.
Mr. Considine stated that additional barriers were installed to deter motor vehicles from accessing the ramps and the land behind LWL where the proposed wellhead is located. The cleanup plan was not communicated to LWL, so the road access was sealed off.
Mr. St. Hilaire thanked the BOC for their time and exited the meeting at 1:30 p.m.
DIRECTOR of FINANCE and HUMAN RESOURCES REPORT:
1. Mrs. Hogan discussed cash flow with the BOC. Inventory costs have increased significantly, everything is costing more and taking longer to arrive which is challenging to manage from a cash flow perspective. A typical target operating cash level should be equal to about 2 months of operating expenses. Mrs. Hogan recommends that $690,000 be transferred from the reserves to (operating) checking. This action will also address the projects that Mr. Elliott just discussed and the cost of the new sand for the slow sand filter project which was discussed at a previous meeting. In addition to these projects, new vehicle purchases (Truck 7 and 10) are also drawing down the cash in the account, the transfer recommended should maintain the appropriate level of cash in checking after these transactions.
Commissioner Ross made a motion to authorize the transfer of $690,000 from the respective reserves (as discussed above) to the checking account to address the expected expenditures and to maintain the 2-month desired operating cash level, seconded by Commissioner MacNeil.
The vote was in favor of the motion 2-0-0.
Following some additional discussion related to adequate reserve fund levels. The BOC requested that Mrs. Hogan analyze whether LWL reserves are properly funded to address proposed capital improvements over the next 5-10 years.
SUPERINTENDENT/ GENERAL MANAGERS REPORT:
1. Mr. Elliott (Line Supervisor) briefed the BOC as to the proposed Main Street Flags, Banners and Christmas décor installation and removal schedule that he has established to reduce redundant effort. LWL will be utilizing this schedule going forward to reduce mobilization costs.
2. Mr. Elliott stated that he has scheduled a site survey with the developer to bring power to the property at the top of Paper Road. Apparently, a new cell tower project is moving forward.
3. Mr. Elliott discussed several proposed upgrades to repair poles on Line 30 (Primary power supply) that in his opinion are critical. These poles were identified during the quarterly aerial patrol and confirmed by LWL on the ground. LWL forces cannot access these areas as specialized off road equipment is required. He solicited bids from several contractors for the following projects.
a) Project 1 is to replace four (4) poles and hardware between Burndy Road and the South Street Substation at a cost of about $102,830.
b) Project 2 is to replace 1 pole that is leaning heavily to the side and upgrade another behind the grounding bank on Meadow Street for $120,000. Though it appears less work is being done at the grounding bank poles the work is more involved. The contractor will need to reconstruct/ replace the existing lines as they were not correctly installed. Visible ledge outcroppings and long span lengths of the conductor are problematic and will require specialized equipment and additional labor.
There was some discussion between the BOC and Mr. Elliott about the importance of these proposed repairs and Line 30 in general. Line 30 is the only power source/supply to Littleton and the majority of the LWL electrical customers would be without power if something were to happen.
Commissioner MacNeil made a motion to approve and amended the 2024 Capital Projects and Equipment schedule and add Project 1 to the list as present above, seconded by Commissioner Ross.
The vote was in favor of the motion 2-0-0.
Commissioner Ross made a motion to approve and to amend the 2024 Capital Projects and Equipment schedule and add Project 2 to the list as present above, seconded by Commissioner MacNeil.
The vote was in favor of the motion 2-0-0.
4. Mr. Considine discussed the recently completed Management and Discussion Analysis (MD&A) with the BOC. The MD&A provides a narrative that examines the variances between the current and previous years’ operating activities as noted in the audited financial statement. The MD&A will be added to the 2023 audited financial statements and will be presented as a complete report in accordance with Statement No. 34 of the Government Accounting Standard Board.
5. LWL with the assistance of Daymark Energy unsuccessfully solicited request of proposals for a wholesale power supply resource (peak power) for the FY25-FY27operating years. Expectations were that the cost would come in at about $65/MW well below the current budget though much higher than the spot market. Actual prices bid ranged from $75 - $78/MW. Three (3) suppliers provided bid prices; all were rejected.
The BOC reviewed the graph of power supply closing prices for 2024 to date. It was clear that LWL solicitation should have taken place in mid-February.
The BOC expressed some disappointment and inquired as to the reason why Daymark had not reached out when prices were dropping and not rising. Fortunately, there is no immediate need now to secure these resources and spot market prices are low. The BOC agreed that a discussion between LWL and Daymark take place and evaluate the solicitation process going forward.
GENERAL/OTHER BUSINESS:
As a result of the recent reappointment of Linda MacNeil to the LWL Commission the BOC reorganize the LWL officers for 2024-2025 in accordance with LWL’s enabling legislation. (Written notice will be provided to the Littleton Town Clerk certifying the LWL board reorganization once the minutes are approved).
Commissioner Ross nominated Commissioner Cooper for Board President/Chairperson, seconded by Commissioner MacNeil. Commissioner Cooper accepted in-absentia.
The vote was in favor of the motion 2-0-0.
Commissioner MacNeil nominated Commissioner Ross for Board Secretary, seconded by Commissioner Cooper in-absentia. Commissioner Ross accepted the nomination.
The vote was in favor of the motion 2-0-0.
The BOC agreed that Superintendent Considine remain LWL Treasurer.
MEETING ADJOURNMENT:
There being no further business to come before the board Commissioner Ross made a motion to adjourn the meeting, seconded by Commissioner MacNeil.
The vote was in favor of the motion 2-0-0.
The meeting adjourned at 2:40 p.m.
The regularly scheduled Commissioner’s meeting is held twice monthly on the first and third Monday, at 1:00 p.m., in the Department’s conference room.