COMMISSIONERS July 5, 2012 Minutes. Call to Order. Public Hearings

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1 COMMISSIONERS July 5, 2012 Minutes The Commissioner s meeting convened at 10:00 a.m. in the training room at the Wastewater Treatment Plant, 104 Sawmill Lane North Conway, NH. The following were present: Chairman James Umberger, Commissioner John Santuccio, Commissioner Robert Porter, Superintendent David Bernier, Chief Patrick Preece and Recording Secretary Kristine Cluff. Call to Order Meeting called to order by Chairman Umberger at 10:08 a.m. Chairman Umberger stated the first order of business is to hold a public hearing on the possible refinance of Rural Development Bonds. Public Hearings Chairman Umberger opened the public hearing at 10:10 a.m. and turned the hearing over to Superintendent Bernier to explain the refinancing process. Superintendent Bernier explained many of our taxpayers know we have seen interest rates go down and subsequently the New Hampshire Municipal Bond Bank and USDA Rural Development are collaborating to refinance Rural Development Bonds. Superintendent Bernier stated the Precinct needs to make sure that Rural Development is on board with this refinancing. It would not pay for the Precinct to refinance bonds unless we realize a three (3%) savings. At this time it looks that our savings will be approximately $753, This number will change slightly as it comes time to close on the bond. The Precinct currently holds six Rural Development Bonds and we would be refinancing on five of them. Superintendent Bernier explained that our Note #12 for the Wastewater Plant is not being refinanced because it will be paid off with infrastructure fees from Conway Village Fire District at the time of the sewer interconnection. Superintendent Bernier stated it behooves the Precinct to refinance if possible but does not make sense to refinance Note #12 as we will be paying it off within the next two years. Karen Umberger what bonds are being paid off has the note numbers don t mean anything. Superintendent Bernier explained they would be the contracts for the sewer for the village, Swett Street, Oak Street, White Horse, Cranmore Pump Station, Skimobile Road and Old Bartlett Road. These are Contracts 5A & 5B which is from Artist Falls to Route 16A. It also includes the North South Road. Superintendent Bernier explained this does not include Contract #4 as that was paid off last year. Mrs. Umberger questioned if this includes any bonds on this building (i.e. Wastewater Treatment Plant) and Superintendent Bernier explained it includes Note #13 which was for the wastewater plant and does not include Note #12 for the wastewater plant because that will be paid off with the interconnection with Conway Village Fire District. Mrs. Umberger questioned what the interest rate will be and it was Page 1 of 6

2 explained that has not been determined by the NHMBB until they know all the entities participating and total dollar amount. Superintendent Bernier stated we looked into this and will be speaking with Greg McPherson from Rural Development. Office Manager explained this was brought to us through the NH Bond Bank they asked if we would be interested in looking to see if our RD Bonds could be refinanced. We sent our schedules in and it has gone forward from that point. There was a joint meeting with NH Municipal Bond Bank, Devine Millet & Broth (Bond Counsel) and Rural Development and the entities interested in refinancing to explain the refinance process. This refinance also will reduced five different payments into one payment. The NH Bond Bank is able to provide amortization schedules for both the water and sewer portions of the bonds. Mrs. Umberger questioned if this is a philosophy change on the part of Rural Development. Superintendent Bernier explained Rural Development has always been open to refinancing a bond if you are able. This enables Rural Development to help other entities when money is freed up. Commissioner Umberger asked if there were any other questions concerning the possible refinancing of the Rural Development Bonds. Being no further questions Commissioner Umberger closed the public hearing on the possible refinancing of the Precinct s Rural Development s Bonds at 10:31 a.m. Commission Meeting Commissioner Umberger stated we will now move on to the regular Board Meeting. Board Meeting called to order at 10:32 a.m. by Commissioner Umberger Minutes Motion of Commissioner Umberger seconded by Commissioner Santuccio to accept the public minutes of June 20, 2012 as written. Motion carried by voice vote Fire Department Membership: 38 Members: One new applications pending at this time awaiting the membership approval Personnel: The three explorers (Patrick and Nick Preece and Quinn Duffy) that attended the fire academy did a very good job and got high praises from the instructors. The explorers went to the New England Chiefs show and I got some great feedback. Training: Department training will be doing relay pumping. Engine Three will be doing drafting from a pond as well as hand lines training. Rescue training will be doing patient assessment Page 2 of 6

3 Department Activities: Horsefeathers renovations Spoons is open and passed final inspection and a CO issued. I am in the process of reviewing two large site plans one new hotel / restaurant and Wal-Mart expansion. Final inspection for Wedgewood Crystal has been completed and a new CO has been issued. Final walk through for Toys R Us has been completed and a new CO has been issued. New CO has been issued for Via Roma Sub and Pizza Shop. Emergency Calls: The fire department has responded to 60 calls for the month of June. The department has responded to 496 calls year to date. Apparatus / Trucks Car One the new radios has been ordered as well as the equipment for the accountability system. I will be ordering more equipment this week and next week that we need to pay for up front and the insurance company will reimburse us after we submit the invoices. Equipment Issues: Purchase for New Equipment: Pre build for the new engine one will be on July 23, 2012 I Ocala, Florida. Deputy Chief Anderson and Captain Nelson will also attend the pre-build meeting. Old Business There was no old business discussed at this meeting New Business There was no new business discussed at this meeting Commissioners Report/Superintendent s Report Superintendent s Report The meter and backflow coordinator s truck is in and ready for pickup. Contract 7: We are in the process of completing information for the change order to include sewer installation in Valley View Road. We also conducted site visit the owners and the contractor. Most of Page 3 of 6

4 the residents are aware that we will be commencing work in said area possibly as soon as next week. All water and sewer work in Sunset Hill, Champney Road and Remote trail is done with the exception of cleanup and property restoration. Received plans for the Wal-Mart expansion. I will be asking that we extend sewer across the Wal-Mart property to Hemlock lane via gravity, I will be requiring an emergency generator for the existing Wal- Mart pump station, and I will be making several other request as to capacity and so on. Notified Thorne survey to complete survey and complete property bounds for Wyman Ave, Longview Terrace, Duprey and Sunset cross country area and Valley View cross country. Completed and mailed well #2 abandoned reports to NHDES. Crew has just recently completed restoration of Walsh and Anderson property easement area. Both customers are very pleased with our recent work. We are hoping that Coleman will seek closure with abutters in this area. Attended meeting with Peter LaBonte regarding our upgrade project for the wastewater treatment plant. We are currently reading meters for 2 nd quarter water & sewer billing. We have made significant progress on our arrears and we will look at these again once we are 30 past due on 2 nd quarter billing. Discussion: The accounts that are still in arrears and/or defaulted on their payment plans will be shut off. Commissioner Umberger stated any new pay plans will be done in writing. We produced 239,027 kilo watts of power from June 2011 thru June This is 12.5% more than estimated for the year. Wastewater crew replaced the bearings on the odor control fan and it is now running very quiet and efficient. Discussion: Superintendent Bernier stated the odor control is shut off when the building is unoccupied nights and weekends. Other Business The Board scheduled the third quarter night meeting for September 13, 2012 at 7:00 p.m. at the Precinct Office 104 Sawmill Lane North Conway, NH. Page 4 of 6

5 Chief Preece stated his replacement vehicle is scheduled for delivery on August 6, He would like know where the balance of the money is coming from. Commissioner Umberger stated it will be taken from Fire Emergency Capital Reserve Account. The Precinct received a check from Local Government Center for $14, and the new vehicle is $28, This leaves a balance of $13, to come from the Fire Emergency Capital Reserve. Motion of Commissioner Porter seconded by Commissioner Santuccio to transfer $13, from the Fire Emergency Capital Reserve to the Fire Department Operating Account to be added to the Local Government insurance refund check in the amount of $14, for the purchase of the Chief s replacement command vehicle at $28, Motion carried by voice vote Commissioner Umberger stated the Board has reviewed the Refinancing Resolution as presented and dated July 5, Commissioner Umberger asked if anyone has any questions pertaining to the resolution or possible refinancing. This resolution governs the refinancing of multiple bonds with Rural Development. There were further questions regarding the possible refinancing of the Rural Development Bonds. Motion of Commissioner Porter seconded by Commissioner Santuccio to adopt the Refinancing Resolution dated July 5, 2012 for the possible refinancing of the North Conway Water Precinct s General Obligation Bonds with Rural Development. Motion carried by voice vote Public Comment Bill Hounsell gave a quick update on the deferred state aid. He there was a meeting held at the Local Government Center in Concord with several municipalities on how to get the state to pay. Tim Fortier, Local Government Center, Jennifer Palmiotto, Granite State Rural Water and Steve DelDeo, NH Water Works Association have now come on board. There are 40 towns in New Hampshire that are owed 39 million dollars in sewer and 7 million dollars in water. Everyone is holding off on suing the state and this is one last effort to get them to pay their obligation. Mr. Hounsell stated the state owes the Precinct $500, Signature Documents Sign Checks Board of Commissioners signed the account payable and payroll checks for July 5, 2012 out of session as per the permanent motion. a Note: There is a permanent motion to sign checks out of session Motion of Commissioner Umberger seconded by Commissioner Porter to make a permanent motion to sign checks out of session. This permanent motion carried by voice vote on December 22, Page 5 of 6

6 Non Public Session Motion of Commissioner Porter seconded by Commissioner Santuccio to enter non public at 11: 05 am. for a reputation matter as allowed by under RSA 91-A: 3, II (c) Matters which, if discussed in public, would likely affect adversely the reputation of any person, other than a member of the body or agency itself, unless such person requests an open meeting. This exemption shall extend to any application for assistance or tax abatement or waiver of a fee, fine, or other levy, if based on inability to pay or poverty of the applicant. Motion carried by roll call vote Umberger aye, Porter aye and Santuccio aye. Reentered public session at 11:40 a.m. Adjourn Having nothing further to come before this public meeting, Motioned by Commissioner Porter seconded by Commissioner Santuccio to adjourn this public meeting at 11:42 a.m. Motion carried by voice vote Respectfully, Kristine M. Cluff Recording Secretary Page 6 of 6