[gview file="https://vdoe-nh.org/wp-content/uploads/2018/11/Agenda-11-06-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/11/CM110618.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 6, 2018
The Board of Commissioners met at 8:00 am on Tuesday, November 6, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were residents Adam Leiser, Paula Doyle, Gloria Aspinall, and Kathy Koziell. The meeting was filmed for Madison TV by Tim Hughes.
At 8:00 am the meeting was called to order by Chairman Mike Smith.
1. Agenda
Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Mike Smith motion to add non-public. Motion passed 2-0.
The action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille is out today.
The illegal dam created at the outlet of Big Pea has been removed. A second board has been removed from the actual dam.
3. Water
Pre-bid meeting for the new Reinach tank will be held at 10 am this morning.
4. Administration
An update has been completed on the CIP for the Asset Management Team.
Mike Smith makes a motion to approve payroll in the amount of $5,274.38. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
Budget is reviewed and discussed. Expenditures for 2018 will be close to the budgeted amounts. A budget workshop for 2019 proposal will be held next week.
Water usage for October is reviewed. Usage by month and historic usage is discussed. Usage shows benefit of leak detection work.
Pump house electric usage and cost is reviewed and discussed. VFD placement has improved electric usage.
Quarterly water usage for third quarter has been submitted to and accepted by DES.
5. Accounts Payable
Mike Smith makes a motion to approve the manifest of 1 check in the amount of $1,951.20. Ralph Lutjen seconds. Check and invoice are reviewed and discussed. Motion passed 2-0.
6. Minutes
Mike Smith motion approve the minutes of 10/30. Ralph Lutjen seconds. Motion passed 2-0.
7. Commissioners Reports
Ralph Lutjen has updated the 3- and 5-year average spend reports for the District. Report is reviewed and discussed. This will be used during the budget preparation for 2019 that will be held next week. Variances between the years are discussed and reviewed. Continued improvements going forward will need to be budgeted.
A follow up will be done on the cancelation of the billing software.
8. Signature Items
Mike Smith makes a motion to sign PO 272 in the amount of $600 for replacing pavement at the driveway of 15 Jungfrau. Ralph Lutjen seconds. Motion passed 2-0.
9. Correspondence
Adam Leiser has sent a 91-A request for financial information stating he intends to do work on a long term plan.
Health Trust has sent the nominee listing for officers to be voted on at their upcoming annual meeting.
Adam Leiser has sent a request that the VDOE cover a charge his mortgage company Mike Smith states he is not in favor of paying the fee for review/signing of the easement that will be charged to Mr. Leiser by his morgage company, adding that he will not make or second a motion to pay this charge. Ralph Lutjen states agreement.
Ralph Lutjen makes a motion to have the VDOE Attorney review the sideline easement information previously reviewed and ask for his opinion. Mike Smith seconds. Both the title company and previous attorney have stated the sideline easement can be used. Additional discussion on need for easements to complete this project. Motion passed 2-0.
Mike Smith motion send to NHMA Legal Inquiries. Ralph Lutjen seconds. Motion passed 2-0.
10. Scheduled Appearances
11. Other Business
At 8:25 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters and (e) legal matters. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.
No motions or votes made during non-public session.
At 8:56 am Ralph Lutjen makes a motion to exit non-public session and recess the meeting until 10 am. Mike Smith seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
Mike Smith and Ralph Lutjen reconvene the meeting at 10 am for the scheduled Pre-bid meeting for Reinach tank project. Mike Smith limits comments and questions to contractors, Board and water operator.
Five contractors present as well as Nick Sceggell from D&K, water operator Ian Hayes and resident Paula Doyle.
Nick Scegell outlines the project. 90,000-gallon twin cell cast in place concrete storage tank to be built to replace the existing steel tanks.
Bids are due 10 am Tuesday, November 20. A bid bond is required to be submitted with the bid. Concrete company must submit proof of completion of three potable water tanks in last ten years.
All questions due by November 14th; should an addendum be created, it will be available November 15th. Questions received to date will be reviewed during this meeting; an addendum will be issued if needed. Special conditions are reviewed.
Discussion ensues on escalation of bid cost based on notice to proceed. National average index is outlined and questioned as valid. A cost review of any schedule of values received from the successful bidder will be reviewed and updated prior to the notice to proceed. Increases in the Davis Bacon wage will also be considered prior to issuance of notice to proceed.
Ralph Lutjen outlines the importance of the deduct alternate for use of bank funds and not State/Federal funds as this is a factor that VDOE will use to determine which financing to pursue.
Discussion is held on the existing tanks and possible removal as part of this project.
The tank inspections completed by Mass Tank will be made available to the contractors. No as built is available for any connections to the existing tanks.
Nick Sceggell outlines ability to have all cost specifics reviewed and approved prior to issuance of the notice to proceed.
Testing is discussed, question if this is on the VDOE or the contractor is raised. Item 7 of supplemental conditions state that testing is responsibility of contractor.
Discussion on weight limit for roads is held. This project will need multiple trips of very heavy loads to Reinach.
10:40 am meeting is recessed for travel and review of the project site.