[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM032816.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 28, 2016
The Board of Commissioners met at 10:00 am on Monday, March 28, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Water Operator Ian Hayes joined the meeting at 10:30; Engineer Nick Sceggell joined the meeting at 10:50; 3-G Construction owner Stan Graton and manager Derek Elfstrom joined the meeting at 11:00; Kelly Robitaille (hwy) joined the meeting at 1:30 with G. W. Brooks’ representatives Dave Cribbie and Scott Brooks. The meeting was filmed for Madison TV.
At 10:00 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.
2. Highway Department Report
The culvert near the property at 7 Grison Road has been reported to have a sinkhole. Kelly Robitaille has been asked to check on this. Mike Smith makes a motion to have Kelly Robitaille check the culvert on East Bergamo and report on the condition. Ron Sandstrom seconds the motion and the motion passed 2-0.
The Oak Ridge Road pre-construction meeting will be held at 1:30 pm.
3. Water
The meeting to review qualifications for the bidder on the tank lining project will be held at 11:00 am.
Mike Smith makes a motion to place creation of a Water System Capital Reserve Fund for water tank relining and replacement on the 2017 proposed Warrant Article list. Ron Sandstrom seconds the motion and the motion passed 2-0.
4. Administration
The policy book will be reviewed following completion of the Jungfrau project and water billing.
An Asset Management meeting was held Saturday. Tags for culverts and pump house valves are being ordered. Arrows for water flow direction will be purchased; Ian Hayes will handle installation. A master list for valves and control functions within each pump house will be created; copies will be posted at the pump houses. The next Asset Management meeting will be April 16th.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,494.00. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
5. Accounts Payable
6. Minutes
The minutes of March 23, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of the safety meeting of March 16, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
7. Commissioners Reports
Ron Sandstrom discusses altering the meeting schedule the end of April. Discussion ensues on changing weekly meetings to Friday. Mike Smith states preference for the Monday meetings, but arrangements will be made to accommodate needs.
Mike Smith requests an update to the emergency contact list. This will be done.
Mike Smith makes a motion to contact Norm Garside for review of the Jungfrau pump house for needed work. Ron Sandstrom seconds the motion and the motion passed 2-0.
8. Signature Items
A request for time off has been received. Mike Smith makes a motion to approve Bob Goddard’s time off request. Ron Sandstrom seconds the motion and the motion passed 2-0.
9. Correspondence
10. Scheduled Appearances
Ian Hayes joins the meeting at 10:30 am. The Jungfrau pump replacement project is discussed. Ian Hayes states that a mechanical louver vent is needed in the station. Mike Smith makes a motion to obtain quotes for purchase and installation of a mechanical louvre vent for Jungfrau pump house. Ron Sandstrom seconds the motion and the motion passed 2-0.
Nick Sceggell joins the meeting at 10:50 am. The tank lining project is discussed.
Stan Graton and Derek Elfstrom of 3-G Construction, the only bidder on the tank lining project, join the meeting at 11:00 am. The tank lining project is discussed, experience of the bidder with tanks for a public water system is discussed. Though the company has extensive experience with the mechanics of tank lining projects, there is no specific public water system tank experience. At 11:45 am Stan Graton and Derek Elfstrom of 3-G Construction leave the meeting.
Discussion is held on the contractor’s ability to safely manage a public water system project.
Mike Smith makes a motion to disqualify the bid of 3-G Construction based on lack of company references. Ron Sandstrom seconds the motion and the motion passed 2-0.
The possibility of replacing the tanks at Reinach at a higher elevation for creation of the Reinach pressure zone is discussed as an alternative to lining those tanks. Pressure issues reported from 1 Bristenstock may require steps to begin creation of this needed pressure zone within the water system. Should tank lining be pursued, beginning with the Summit tanks would be recommended. Mike Smith makes a motion to have Dubois & King prepare a report for budget numbers to sandblast and clean, inspect and evaluate, and line, if needed, each of the water tanks independently for each station. Ron Sandstrom seconds the motion and the motion passed 2-0.
Muddy Beach is discussed. A check of the pump in Well #1 is needed. The transducer will be placed while the well is opened for checking the pump. The depth of the well pump will also be obtained.
Mike Smith makes a motion to notify Rick Skarinka at NH DES that the District will not be pursuing the approved State Revolving Loan Fund tank lining project funding. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to approve Ian Hayes scheduling of Hartley Well to pull Muddy Beach Well #1 following the scheduled work on Muddy Beach Well #2 and to fund this work through the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to allocate any expenses against the funding for the Water System Tank lining project to the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.
At 1:30 pm Dave Cribbie and Scott Brooks, representatives from G. W. Brooks, the company awarded the Oak Ridge reconstruction project, join the meeting. Highway Foreman Kelly Robitaille also joins the meeting. Discussion on the project and starting date for work is held. The required bonds are reviewed. Turnaround time for payment requisitions and submission of payment requests are discussed. The contract documents are reviewed. The first payment application will be submitted two weeks following beginning of the project. A spreadsheet identifying workers on site for G. W. Brooks will be submitted. District contacts will be distributed to G. W. Brooks personnel. The submittals for all project materials will be sent to Nick Sceggell. Contractor personnel will work with homeowners during construction that will affect the ability to access any property individually as it occurs.
Ron Sandstrom makes a motion to send notice to the homeowners to sign up on the website for email notification of updates regarding this project Mike Smith seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to place detour signs prior to construction on the road beginning. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille will handle the placement of the signs.
Work on the project will begin with tree work scheduled for Monday, April 4.
11. Other Business
12. Public Comments
At 10:20 am Mike Smith makes a motion to recess the meeting until the scheduled appearance at 10:30. Ron Sandstrom seconds the motion and the motion passed 2-0.
At 10:30 am Ron Sandstrom calls the meeting back to session.
At 2:25 pm Mike Smith makes a motion to recess the meeting until Tuesday, March 29; if needed. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom leaves the meeting at this time. Meeting is not reconvened. Adjourn.
Respectfully submitted,
Nancy E. Cole
Administrator