[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/04/CM031014.pdf"]The Board of Commissioners met at 8:00 am on Monday, March 10, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway), Treasurer Dinah Reiss, Mike Ouellet of Chadwick-BaRoss and water operator Ray Seeley. The meeting was taped for Madison TV by Tim Hughes. Commissioner Larry Leonard arrived at 8:03am. Commissioner Mike Smith left the meeting at 8:25 am. Water Operator Ray Seeley left the meeting at 8:30 am. Mike Ouellet of Chadwick-BaRoss arrived at 8:35 am.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom. [expand title="More Text"]
1. Agenda
Ron Sandstrom makes a motion to move scheduled appearances first, beginning with Ray Seeley. Mike Smith seconds the motion and the motion passed 2-0.
2. Accounts Payable
8 checks for a total of $6,916.95 are presented. Checks and invoices are reviewed and discussed. Ron Sandstrom makes a motion to approve 8 checks for $6,916.95. Larry Leonard seconds the motion and the motion passed 2-0.
3. Minutes
The minutes of 2/11 are reviewed. Ron Sandstrom makes a motion to approve the minutes of 2/11 as presented. Larry Leonard seconds the motion and the motion passed 2-0.
The minutes of 2/19 are reviewed. Ron Sandstrom makes a motion to approve the minutes of 2/19 as presented. Larry Leonard seconds the motion and the motion passed 2-0.
The minutes of 2/25 are reviewed. Ron Sandstrom makes a motion to approve the minutes of 2/25 as presented. Larry Leonard seconds the motion and the motion passed 2-0.
The minutes of 2/28 are reviewed. Ron Sandstrom makes a motion to approve the minutes of 2/28 as presented. Larry Leonard seconds the motion and the motion passed 2-0.
The minutes of 3/3 are reviewed. Ron Sandstrom makes a motion to amend Other Business report to read ‘upcoming goals and objectives for the District’ and approve the minutes of 3/3 as amended. Larry Leonard seconds the motion and the motion passed 2-0.
4. Highway Department Report
Kelly Robitaille reports that sand and salt inventories are good at this time. A storm is expected Wednesday into Thursday with 6-12 inches of snow predicted. All trucks are ready for the impending storm. The International is due for inspection and will be sent as soon as possible. The International tire chains need to be repaired or replaced. The cost will be looked into, but is expected to be less than $200. Worksheets for the storm report information have been placed in each truck. Each employee will be expected to complete a report for their shift(s). Kelly Robitaille will compile the information provided onto a final storm report for submission. Part time employees are being instructed that they are not to add fluids to any truck. The full time employee on shift will be responsible for any fluid additions to vehicles. The kit to hard wire the 550 sander has been ordered but not yet received. Opportunities to alter the materials used to create longer lasting harder travel surfaces will be explored. Steve McLean of McLean’s Trucks has stated he will give the VDOE credit for the unused sander parts purchased previously. Returning the parts to McLean’s will be scheduled.
5. Road and Driveway Review
6. Water System Planning
7. Scheduled Appearances
Water Operator Ray Seeley advises that the wrong seals were received for the Jungfrau pump. The correct seals are expected this week. The work at the water line for 15 Presidential View is discussed. The line was found to be insulated but had frozen 15 to 20 feet prior to the curb stop valve. A couple of frozen spots were located while defrosting the line. A bleeder was installed at the curb stop valve. Work on this will need to be completed in the spring. Project documentation is discussed. Ray Seeley advises that pictures were taken and will be sent to the office. Ray Seeley mentions placement of coordinates onto VDOE tax maps. Ron Sandstrom states that the raw data is to be provided. The sequel server with the VDOE card stock will be updated and put back on line. Pumps are discussed. Muddy Beach has been put on line and has not had the communication error issues that were being experienced. The seals at the Summit could be replaced. Alternative would be to replace the pump with a 3 phase that could be added to the SCADA system to monitor the tank level for the Summit Pressure zone. This tank is not currently monitored by the SCADA system. Ron Sandstrom discusses obtaining quotes for projects as all projects will need to remain within the budget or be proposed as an article for next year’s Warrant. Mike Smith makes a motion to obtain the price for replacing and installing the seals on the pump at the Summit and to obtain the cost of a single phase pump with 3 phase control panel. Ron Sandstrom seconds the motion and the motion passed 3-0. Ray Seeley will provide this information. One pump at Muddy Beach has a bad bearing and has been off for many years. The design for replacing the pumps at Muddy Beach with a skid will be pulled for review. Oak Station has one pump with a leaking seal. This will be quoted for repair. The water budget is reviewed. Ray Seeley outlines potential savings within the buildings themselves such as insulation for heat retention. Mike Smith informs Ray Seeley that off-peak hour for pumping is being looked into and may contribute a cost savings. The Water Ordinance is discussed. Ray Seeley is informed that he should submit any suggestions for alterations within the document that he may have. Development of a strategy for implementation of Water System Master Plan items is discussed. Spring valve repair projects are outlined and discussed. Documentation on all repairs is stressed. Discussion on the use of VDOE personnel and equipment for planned projects is held. Documentation for the Huttwil project will be sent to the office.
Mike Ouellet of Chadwick-BaRoss outlines that the new Volvo grader will send information to the VDOE computer automatically for any service needs. Discussion is held on the backhoe to be purchased also having this capability. Mike Ouellet informs the Board that for the backhoe this would be an option and cost would be around $10,000. Upcoming compliance changes for EPA regulations will alter the engines of heavy equipment going forward. Recommendation is made to order the road grader now so that it will be completed prior to the changes going into force. Payment options and timing are discussed. The grader will take 10 weeks for production and outfitting. There is also 8 to 10 week lead time for the backhoe. Treasurer Dinah Reiss cautions the Board on cash flow and payment timing. Mike Ouellet outlines that the backhoe could possibly be delivered for July 1 with a payment due date of August 15. The financing and options for payment timing will be reviewed and looked into by Mike Ouellet and he will advise of any other options after discussing the situation with his corporate offices. Ron Sandstrom makes a motion to commit to purchase of the road grader today. Larry Leonard seconds the motion and the motion passed 2-0. Maintenance for the equipment is discussed. Mike Ouellet informs the Board that there is a maintenance program in place close to here that would allow Volvo to easily respond to any needs with the equipment. Discussion on committing to purchasing both pieces of equipment is held. Training of employees on the equipment is discussed. Mike Ouellet states that Volvo will train the employees when the equipment arrives. Additional training is also available through the UNH Road Scholar program. Larry Leonard makes a motion to sign the purchase orders for both the grader and the backhoe. Ron Sandstrom seconds the motion and the motion passed 2-0.
8. Warrant Articles
9. Commissioners Reports
Ron Sandstrom reviews the framework for the 2014 District goals. The detail of the document is to be reviewed for discussion. Overview of highlights completed and discussed. RSA 91-compliance is reviewed and discussed.
Larry Leonard discusses potential electricity savings by swapping to an independent supplier. The automatic return to PSNH is in the contract. Larry Leonard makes a motion to approve the 7 month contract for electricity supply with First Point Power. Ron Sandstrom seconds the motion and the motion passed 2-0. Nancy Cole will notify White Column Solutions and authorize the necessary paperwork.
10. Signature Items
The NH Department of Revenue MS-32 is presented. Form is reviewed and discussed. Ron Sandstrom makes a motion to sign the MS-32. Larry Leonard seconds the motion and the motion passed 2-0.
11. Correspondence
2013 District Clerk Dorothy Wondolowski has sent a notice of apology for missing the Annual Meeting.
Health Trust has sent two checks representing refunding overpayment of premiums from 2012. This refund is secondary to the 2013 Secretary of the State review of the LGC.
The NH Municipal Association has sent the weekly Legislative Bulletin.
Granite State Analytical has sent the March bacteria test results. Results are clean.
12. Administration
13. Old Business
The water and driveway Ordinance update proposals are to be reviewed.
14. Other Business
Backflow prevention testing for residences attached to the water system is discussed. A document from the manufacturer states that testing of these devices is not needed; the homeowner is responsible for any pollutants that may contaminate the water secondary to a cross connection. Should a program be put into place certifying these devices, the District may be exposed to additional liability and caution proceeding is advised.
15. Public Comments
Treasurer Dinah Reiss discusses cash flow and Tax Anticipation Note (TAN) information. She will obtain the information from the bank on taking of a TAN as it has been many years since the VDOE has taken one. The information will be distributed for review and discussion should a TAN be needed.
At 10:00 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
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