2016-01-18 Commissioners Meeting

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VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

January 18, 2016

 

The Board of Commissioners met at 8:00 am on Monday, January 18, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:05 am). Ian Hayes (water operator) and Tom Therrien (SCADA programmer) join the meeting at 9:00 am.

 

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

 

  1. Agenda

 

Mike Smith makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0. 

 

The action list is reviewed and discussed.

 

  1. Highway Department Report

 

District holiday, Highway crew is not in attendance.

Better cleanup of pump stations is discussed. The crew will be informed.  Ron Sandstrom states that he will work with Kelly Robitaille on the road plan this week.  The road plan will be presented at the Annual Meeting.

 

  1. Water

 

Ron Sandstrom outlines the lack of impact that the contract with Electrical Installation has had on scheduling of work on the SCADA system. Tom Therrien accepts responsibility for the perceived lack of progress in the last two months.  Tom Therrien adds that the electrical panel at Jungfrau could not have been ordered earlier because the space available for the panel was unknown.  As the electric change at the telephone pole for the power supply to the building has now been completed, the available space will be measured today and the panel should be received by the end of February.  Tom Therrien adds that the new radios and program cards needed for the SCADA system will add to the size of the panel needed in every pump house.

The Muddy Beach well transducers that were approved last year but not yet ordered are discussed. Tom Therrien outlines lack of information available on the depth of Muddy Beach Well #1.  Without knowing the depth that the transducer is needed at, the transducer cannot be ordered.  Ian Hayes states that the depth of Well #2 will require 120 feet of cable.  The depth of Well #1 draw down test ranged to 160 feet.  200 feet of cable will be ordered for Well #1.  Tom Therrien states that it will take 2 – 3 weeks for the materials to arrive.  The week of February 8th will be targeted for installation of the transducers, with a completion date of February 12th.  Open projects are discussed.  Chemical injection room programming into the SCADA system will be done.  Tom Therrien states that he will be in tomorrow to work on this, with a completion date by January 29th.  Tom Therrien will follow up on the Oak pump house schematics for the new pumps; information to be received by January 29th.

Ian Hayes states that the Sodium Hydroxide pump is off line. The pump ordered as the authorized spare pump will be installed upon receipt.  A spare will still be needed going forward.  A work order for installation of the pump with estimated pricing will be created.  Ian Hayes will supply the parts estimates and labor hours.  The pump will be installed by the end of January.  The order for the new radios for the SCADA system is discussed.  Tom Therrien states that all radios will be installed by the end of February.  The radio units will be in the District the end of January.  Tom Therrien will schedule Chad Poulin of Androscoggin Electric for completion of the remaining electrical work at Jungfrau pump house.  Adding flow meters to the system and purchase of the meters for Jungfrau are discussed.  Discussion is held regarding standardizing use of one manufacturer; Rosemount or Badger.  The ability to work on the Badger meters and familiarity of both Ian Hayes and Tom Therrien with Badger meters is discussed.  The prior vote of the Board to use Rosemount meters and the purchase and installation of Rosemount at Oak pump house is outlined by Mike Smith.  Ron Sandstrom makes a motion to standardize on Badger meters for the water system and use Badger meters moving forward. Larry Leonard seconds the motion.  Discussion on potential unforeseen issues that could arise with a different meter is held.  Ron Sandstrom withdraws the motion. Mike Smith makes a motion to use Badger meters for the Jungfrau project.  Ron Sandstrom seconds the motion and the motion passed 3-0.  Discussion ensues on the timing for the replacement pump at Jungfrau to be installed.  Installation is currently scheduled for spring 2016.  Mike Smith discusses installing the pump following completion of the electrical and SCADA panel work; target early March.  Discussion on the amount of time to complete the pump replacement is held.  Ian Hayes states that with the piping changes within the station, the work will take 2-3 weeks.  Mike Smith makes a motion to have the pump replacement work begin March 14, 2016. Ron Sandstrom seconds the motion and the motion passed 3-0.  Completion of the SCADA programming to model off peak pumping is discussed.  Oak station and Chocorua station are discussed for inclusion to pump during off peak hours; 8 pm to 7 am Monday through Friday.  Weekends and holiday hours will be looked into.  The system will be programmed to call for water to fill tanks throughout the District during the specified hours.  All stations will have an override to allow for filling of tanks if needed between 7 am and 8 pm.  Mike Smith makes a motion to include Oak and Chocorua stations in the off-peak programming model. Ron Sandstrom seconds the motion and the motion passed 3-0.  Establishing monthly meetings during projects with Tom Therrien is discussed.  Tom Therrien will attend the second meeting of each month.  Tom Therrien will update the Commissioners on the status of all projects discussed on February 8th.  Mike Smith makes a motion to have Ian Hayes obtain pricing for a replacement booster pump for Summit station. Ron Sandstrom seconds the motion.  Discussion ensues on full replacement or replacement of the pump only without the motor.  Motion is called to a vote and the motion passed 2-1 with Larry Leonard against full replacement.

 

  1. Administration

 

A safety meeting will be scheduled for early February.

The motion log is reviewed. 291 motions have been made since July 1, 2015.

The cash flow report is reviewed. The ending balance on December 31, 2015 in the operating account was $9,638.  A Tax Anticipation Note (TAN) was taken for $25,000.  The tax check from the Town of Madison was received last week in the amount of $245,733.  The TAN note will be paid off this week.  Payoff is including in today’s manifest for approval.  The Capital Reserve Fund (CRF) balances on the report are the reported balances as of 12-31-15 received from the Trustees of the Trust Funds.

VDOE policies will be placed on the website was the final review is completed.

The 2015 VDOE Annual Report is being worked on. The report is due to the Town of Madison early next week.

Information received on the options for new phones for the DPW crew will be distributed.

Asset Management mapping is in progress with Chad Roberge of Terra Map/Avitar Associates. The draft maps received are reviewed.  Mike Smith makes a motion to request Jay Buckley forward the isolation valve download from the GPS unit for inclusion on the maps. Ron Sandstrom seconds the motion and the motion passed 3-0.  A single field for direction of shut off flow will be used on the maps.

Ron Sandstrom has scanned in the sheets on the 192 road culverts.

Articles for the 2016 Warrant are reviewed and discussed. A statement of intent for the Warrant will be drafted for the Budget Hearing this Friday.  Wording for this statement is discussed; flat tax rate, new savings account for medical with removal of those funds from the budget upon passing of the Article, place money into existing reserve funds, self-funding of heavy equipment warranty through reserve fund, begin plan for funding pavement preservation work.

Oak Ridge Road reconstruction article is discussed. The numbers for the amount to be raised will remain as currently listed until the contract is awarded.  The bid specification document and maps will be brought to the Hearing Friday night.  The specification book will be posted to the website.  Discussion is held on future year’s tax impact of this project.  The bid numbers will be shown on a slide for the Budget Hearing Friday.

Medical Trust Fund Article is discussed. Intent is to protect the funds and remove the funds from the budget; reducing the proposed Operations/Highway budget to $397,727.

The Operations/Highway budget and Water budget proposals are reviewed and discussed. The Terra Star loan is a new addition to the Operations/Highway budget and the State Revolving Loan Fund for the tank lining project is a new addition to the Water budget.

Article 6 to prepare for a permanent fix for Grison and Burgdorf is discussed. Completion of the engineering, design and permitting will allow for construction costs to be estimated.

Article 7 is to begin a pavement maintenance program.

Article 8 is to purchase an extended warranty for the Terra Star.

Article 9 for testing of the water at the VDOE beaches is discussed. The EPOA has been funding this service for the benefit of the District for years; the District will now be covering these expenses.

Standard wording for authorization to use Water Extension Fund monies is Article 10.

Use of assigned Asset Management funds beyond May 31, 2016 completion of the approved Grant is the purpose of Article 11.

Article 12 is to self-fund repairs to heavy equipment in lieu of purchasing very expense, short term warranties.

Articles 13 and 14 are to begin funding existing CRF’s for the first time since 2011.

Mike Smith makes a motion to approve the Warrant as amended, post the Draft of the Warrant on the website and have available for the meeting on Friday. Ron Sandstrom seconds the motion and the motion passed 3-0.  Mike Smith makes a motion to post the proposed 2016 Operations/Highway and Water budgets to the website.  Ron Sandstrom seconds the motion and the motion passed 3-0.    

 

The payroll report will be reviewed next week.

 

Accounts Payable

 

The check manifest is presented. Mike Smith makes a motion to approve 10 checks for $26,942.62. Ron Sandstrom seconds the motion.  Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

 

  1. Minutes

 

The minutes of January 4 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

 

The minutes of January 11 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

The minutes of January 15 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

  1. Commissioners Reports
  2. Signature Items    

 

A transfer request for $3,000 from the Water Extension Fund to the Operating Account to Treasurer Dinah Reiss is reviewed. Ron Sandstrom makes a motion to sign the Transfer Request. Mike Smith seconds the motion and the motion passed 3-0.

 

  1. Correspondence

 

The monthly check for the Coleman Tower rental has been received.

 

Granite State Analytical has sent the monthly bacteria testing results. All results are clean.

 

Jim Ramsey of Liberty International has responded to the Thank you sent by the Board.

 

 

 

 

 

 

  1. Scheduled Appearances
  2. Other Business

 

Release of information, specifically the extended warranty quotes for the road grader and backhoe, is discussed. Compliance with 91-A and the definition of a public document is discussed.

 

The minutes of the Asset Management Committee meeting of November 28th have been distributed.  Ron Sandstrom makes a motion to accept the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

 

The minutes of the safety meeting of December 22 have been distributed. Ron Sandstrom makes a motion to accept the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

 

  1. Public Comments

 

 

At 8:35 am Ron Sandstrom makes a motion to enter non-public session pursuant to RSA 91A-3,II (e) Legal matters. Mike Smith seconds the motion.  Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0. 

At 8:45 am Mike Smith makes a motion to exit non-public session and resume the Public session. Ron Sandstrom seconds the motion.  Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

 

At 11:15 am Mike Smith makes a motion to adjourn the meeting.  Larry Leonard seconds the motion and the motion passed 3-0.   

 

Respectfully submitted,

 

 

Nancy E. Cole

Administrator