Costs have escalated substantially since 2012 and are currently estimated at $39,568 plus the cost of lateral connection with no apparent ceiling. There is a perception that the WPCA has not established a budget and is not focused on cost containment
In 2012 OLSBA approved the appropriation of $9.7M for the sewer and water project effectively establishing a cap of $50,520 per household. The cost of this plan in 2012 dollars was estimated ti be between $28,000-$41,000 per parcel paid over 20 years at 2% interest. In addition, each homeowner would be responsible for their own lateral connections to the system. We acknowledge that there was some confusion regarding how the lateral connections would be paid for and actually explored the feasibility of including these costs in the overall project. In the end, we reaffirmed that each homeowner should be responsible for their own connection costs since these costs vary widely by residence. All other costs of the shared infrastructure will be divided equally amongst the 192 homeowners.
Unfortunately most of the last eight years have been spent working to get the project off the ground by securing approvals from the four towns involved, multiple state agencies, and the three beach communities that are collaborating on the project and a number of other stakeholders. Thankfully, we secured enough approvals to acquire state funding to move into the detailed design phase of the project in 2019. Fuss & O’Neill has continued as our Project Manager/Engineer on the the project and has been continually updating cost projections as the design process has progressed. As expected, costs have increased since 2012. Fortunately we have had some offsets to these increases by cost sharing with two other beaches and now the Town of Old Lyme. However, the current estimate of costs is $39K plus the cost of individual connections. This estimate is still being reviewed and we are looking at opportunities to reduce engineering & inspection costs and will be able to refine actual construction costs, contingencies, etc. after we receive construction bids. The obvious goal is to keep total costs as low as possible and within the range of our original projections.
There is a perception that items are being added to the plan that are beyond the original scope of sewers, drinking water, hydrants, drainage, roads.
The scope of the project has not changed since 2012. It encompasses the following:
Wastewater– A new waste water system that pumps sewage through East Lyme and Waterford to New London rather than draining into our ground and surface water and then into the Sound where we and our families swim.
Drinking water-A new drinking water delivery system. The current system is 80+ years old and inefficient during the summer holidays when most beach homes are full. The new line will be below the frost line and available year round to any resident who deems to use it.
Fire protection– We only have four fire hydrants located on our beach. The plan is to add 12-16 hydrants, (3-4 per street on advise of the Fire Marshall) from the seawall to the railroad tracks. This is a safety issue that is long overdue. NOTE: CT Water Co, is paying for the installation of the water mains and hydrants. OLS is paying for the design and layout of the water project.
Drainage– As many of you know, when it rains heavily we have significant flooding and puddle problems everywhere on the beach. We want to put in new drainage pipes and culverts that flow to the Sound and minimize backyard flows and backups out of existing culverts.
Roads– All new roads with proper substructure that should last 50 plus years. The current roads are crowned and cracked and need to be replaced.
While additional infrastructure items have been suggested (Underground electrical, additional showers at the beach, etc.) none has been approved by the community or officially included in the project plan.
It is unclear who is making decisions. Too much overlap and/or confusion regarding the roles and responsibilities of the BOG and WPCA
There is a lack of understanding about the Fuss & O’Neill costs and how increases are being approved. The contract amendment process is not transparent enough.
Critical documents and decisions should be reviewed more broadly before being approved.
With project activity accelerating now, there is acknowledgement that a clarification of the decision-making process is warranted. At a high level, the community elects the Board of Governors and according to the ordinance passed in 2012 by the membership, the BOG appoints the members of Water Pollution Control Authority (WPCA). This WPCA ordinance requires “ at least two members of said Authority shall at all times also be members to the Board of Governors”. The WPCA has full authority to plan, design, construct and administer the wastewater management system on behalf of the OLS Beach Association according to Connecticut state law. The OLS Board of Governors as the Municipality is the responsible financial entity and as such, the Board President (in many cases along with the WPCA Chair) is required to sign financial, inter-municipal contracts, etc. The decision-making approach has been to review and approve items at the WPCA and authorize the WPCA Chair to take the recommendations to the BOG for review and approval.
Aside from an overlap in financial approvals between the BOG and WPCA, there is also some overlap in project activity due to the scope of the OLS project. As noted above, the project encompasses wastewater, drinking water, fire protection, drainage and roads. While wastewater is clearly the responsibility of the WPCA and the WPCA is providing oversight on the overall design and implementation all aspects of the project, it was felt that components of the project required more than WPCA involvement (for example, decisions around the road reconstruction). This may be part of the reason for some confusion on the part of OLS residents.
Recommendation: The BOG and WPCA clearly document roles and responsibilities, areas of overlap, and the decision-making process.
A recommendation was made to hire an outside project manager to work on behalf of the WPCA to oversee Fuss & O’Neill and improve communications.
The combined boards of OLS, Old Colony and Miami Beach have employed a project manager/qualified engineering firm (Fuss & O’Neill) as required by the State of CT in order to secure State funding. There are representatives from three communities reviewing bills, plans, etc. from F&O. While board members are volunteers, the WPCA does not see the value in hiring another party to act as a liaison between the WPCA Board and F&O. This would add costs and not likely add value to the project. However, we do agree that an action plan can be developed to improve the level of communication and transparency to the Association at this phase of the project.
A recommendation was made to hold more regular WPCA meetings.
We agree with this recommendation now that the pace of activity is increasing and will be publishing a schedule of meetings by the end of January for the upcoming year along with the method for calling special meetings during the year, if required.
Concerns have been raised about the unilateral repurposing of the OLS ball field into a chemical/industrial station. Can this be relocated? Mixed opinions on deed restrictions?
Fuss & O’Neill requested that the OLSBA lot on Gorton Avenue be used as the Odor Control site because it was the only location that met the DEEP requirements. The BOG reviewed the request and before deciding, consulted our attorney and determined that there were no restrictions and that the BOG could approve the use.
We have been assured by our engineers and DEEP that this facility is environmentally safe and contains no hazardous substances. Secondary containment is to be provided for tanks, pumps and pipes. This is primarily a passive facility with limited supply deliveries. Based on discussions with residents on Gorton Ave., the proposed fence around the Odor Control and OLS storage sheds will be located 30 feet from the street. OLS will be compensated for a new shed and site improvements from Old Colony and Miami Beach.
Some are questioning whether the project should move forward.
In 2018 the State of CT issued an updated consent decree to the three beaches requiring that our wastewater remediation plan involving the sewer system be implemented. We are in a binding contract with these parties.