2021-04-01 Commissioners Meeting

BOARD OF COMMISSIONERS MEETING MINUTES

Thursday, April 1, 2021

9:00 a.m.

Kelly Robitaille in office

Call to order 9:01

  1. Approval Agenda
  • Approval of Minutes
    • March 25, 2021
    • March 23, 2021 amended
    • March 18, 2021 amended

SECOND to approve by Jay Buckley, PD second. 3-0

  • Administration
    • Project Report

Jay Buckley no spring restart. Dawson is ready to come back in, but roads are posted currently, roads to access are not

  • 9:15 am Water Report – Ian

Things are still thawing, ice/frozen a foot down. Waiting for things to dry out and permafrost to retreat.

Pump house, piping/pumps will be in place early next week.

Jay Buckley – underground power, lines been pulled yet? No power currently.

Ian – only responsible for piping/pumps only

Jay Buckley – liens and water shut offs. Properties in arrears for more than one year.

Ian – before shut off, confirm if there is an executive order in place RE: shut off of utilities.

Ian – Summit on list for end of April. All materials are here to complete work.

DM – requests info on blow offs/bleeding. Blow offs, end of May but before Memorial Day. Shutting off Bleeders next week.

Ian – available to provide guidance on the Asset Management – a call here and there, a courtesy. Additional work, at a charge.

Ian – meter readings. If there is a reading that is odd or backwards reading, if the usage looks relatively normal then no action. PC in office, anomalies, blips sometimes, but so long as pressure is good and tanks full, don’t spend time chasing down a blip/meter reading. If there is a trend, then research the issue.

Kelly Robitaille – will fix those spots, its too early. Spring issues are usual spring issues.

Ian – need to wait for things to dry up and correct timing.

Kelly Robitaille – yearly flood at “Lake” Reinach.

Ian – may be a slightly higher electric bill due to sump pump. Will pass after spring melt.

  • DPW Report – Kelly

Raking, stone in the wet spots to keep roads passable, occasional potholes here and there, may be able to grade roads sooner this year, hopefully next week. Lots of pine cones, blower would assist with this work.

Truck 3 International – bed is deteriorating. Being serviced for steel plates/welding, bed of this truck is not worth putting significant funds into. Truck is strong, but

Jay Buckley – when will we replace?

Kelly Robitaille – 2022 paving of Eidelweiss Drive, so push expense of truck out to 2023.

Kelly Robitaille – on roads everyday.

Jay Buckley – Chocorua View Drive estimate?

Kelly Robitaille – will provide, has received estimate

Kelly Robitaille – vacation request. April 21 – 23; April 26 – 28.

MOTION by Jay Buckley to approve request; Second by PD. Approved 3-0

  • Administration
    • J&B Invoice 37045

Time billed for administrative time to complete disbursement forms, time to process a change order.

PD - Communication with DES and J&B is project related.

Kathy Koziell – original forms filled out by Chris, one phone call/change. J&B was not completing forms correctly after Chris left. 

PD – call required to clarify.

Jay Buckley – call with Brad Jones RE: performance of contractor that J&B oversees. Are we being charged for every call. Change Orders, part of any project. The Change Order VDOE questioned, was for additional hours/oversight + OM manual. No manual provided yet. Hours have exceeded this change order.

Recommends involving legal to review contracts and billing.

Kathy Koziell – other issue is charge for culvert replacements

PD – has there been a conversation RE: billing? Have a conversation before engaging legal. CA left the firm, now were working with BJ. Does J&B have knowledge to complete forms/disbursements with DES in a manner that will allow the project to be finished? Can we sever ties with J&B and complete with CA? Month away from finishing the project, not prudent to sever ties so close to the completion.

MOTION by Jay Buckley to invite BJ to 4/8/21 meeting; Second PD; Approved 3-0

Kathy Koziell – will be back in person in two weeks. Should we wait until meeting on April 15th?

LIDAR mapping deliverable, basis for Asset Management work.

Kathy Koziell – topographical map of entire district; Reinach work will be added to this map; Assert Management Plan will also add to this map. Overlays on the base LIDAR map.

DM – holding check

Jay Buckley – will put together chronology on billing and contracts

Kathy Koziell – we shouldn’t be paying for their learning curve.

Kathy Koziell – no billable hours yet assigned to the manual portion of the contract.

  1. F550 Truck Bid opening and award
    1. Newsletter/Mail Campaign
      1. April 2021 Newsletter – Kayak Rack sign up, Annual Town Meeting info
      1. Annual Meeting Dates – clarification from NHMA?

PD – are the racks usable and ready to use?

Kelly Robitaille – can do some minor work to better secure racks

                                                MOTION by Jay Buckley to approve newsletter; Second by PD. Approved 3-0

  1. Water Usage Bills

DM -

  • Kayak Rack Signs

MOTION to appropriate $250 for signs; Second by Kathy Koziell second, approved 3-0

  • Old Business/Tabled Items
  • Signature Items
    • Accounts Payable Manifest: 15 checks/debits in the amount of $8,883.83

MOTION by Jay Buckley to approve; second by PD, approved 3-0

Kathy Koziell – question on payment to May 24, 2010 same amount annually

Surety bond – what is coverage and for what project

Office to research bond insurance

  • Commissioner’s Concerns/Reports
    • Motion to transfer authority of filing small claims from office to Commissioners

MOTION by PD to transfer authority to Jay to pursue small claims; Kathy Koziell second; Approved: 3-0

  • Correspondence
    • Culverts
  • Public Comments on Non-Agenda Items

Treasurer Dinah Reiss - Water Committee Meeting update. Publicize the kick-off meeting. Underground assets would be a guestimate.

  • Other Business

Jay Buckley – Lodge lot and survey, lot is attached to the pump houses.

Boundary line survey and adjustment, Jay emailed Ron Briggs for estimate.

            PD – new quote for Chocorua Drive. Kelly Robitaille will forward quote to office.

            Review the power point in advance of next week meeting.

Kelly Robitaille – 350ft to gate, extend past gate for snow removal. 400ft is back of the lot.

            Jay Buckley – Clerkin Property. Class V ends at boundary line with adjacent property

PD – road construction capital reserve account, not listed. $7,207.14

Is this earmarked for specific projects? Is available for use by DPW. Chocorua and Lugano.

On-Call Agreement with Pierce Wright– JM – has this been approved, office instructed to proceed with contract.

Kathy Koziell states that voters have not approved this year’s budget- should wait until after annual meeting.

Dates for Next Board of Commissioner’s Meetings

April 8, 2021

April 15, 2021

Adjourn Motion to adjourn at 10:58AM by Jay Buckley; second by PD. Approved 3-0