SPECIAL COMMISSIONERS MEETING August 24, 2011 MINUTES

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1 SPECIAL COMMISSIONERS MEETING August 24, 2011 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 Robert F. Porter, Commissioner James Umberger, Commissioner John Santuccio, Superintendent David Bernier, Chief Patrick Preece and Recording Secretary Kristine Cluff. Call to Order Meeting called to order by Chairman Porter at 10:00 a.m. Commissioner Porter explained this is a makeup meeting for last week because there were not enough of us here to have it. Public Hearings No public hearings were held during this meeting. Minutes Motion of Commissioner Santuccio seconded by Commissioner Porter to accept the minutes of August 3, 2011 as written. Motion carried by voice vote with Commissioner Umberger abstaining because he did not attend the meeting. Fire Department Membership: 39 Members: One new member Cindi Savard has been assigned to Engine Three for her primary assignment. 2 members on light duty 2 members on six month leave of absence. Personnel: Training: Department Training for September will be doing training with the N.H. Electric Co-op electrical awareness safety for fire and rescue responder s. Page 1 of 9

2 Engine one, Engine Three and Engine Four conducted relay pumper training using the Z valve and the training went well. Rescue training was training setting up and using the rope Z system and repelling from the hose tower. I will be taking a class on Fire Service Law What every fire chief should know Sponsored by LGC. 9/16/11 I will be taking a class with Firehouse Software for four days on the set up of accounts receivables and invoicing as well as running the needed reports. September 27 th -the 30 th they only offer this training once a year. Discussion: Chief Preece explained this training will include A/R, invoicing and PCR reports and a bunch of stuff we need to get trained on. Department Activities: The Lilliputian School at 65 Seavey Street should be ready to open at the end of the month and all code issue taking care of. I give a letter to the Conway Scenic Railroad hand delivered to Russ Seybold outlining if the NCFD responds mutual aid for a fire caused by locomotive 573 the Precinct would bill them at the NCFD Rates. He wants to express his thanks to the Board of Commissioners for their understanding in this matter. The new American Eagle Outlet located in Settlers Green the construction and renovation should be complete by the end of the week and I will be conducting the final inspection and testing of the life safety systems on Thursday. Emergency Calls: The fire department has responded to 77 calls for the month of August. The department has responded to 736 calls year to date. Apparatus / Trucks: Engine One starter for the generator has been installed and working properly again. Engine Three new rear springs has been replaced. The repairs ran over by $ if the board could amendment its vote to read $3, from $3, this take cover the cost that ran over. The main reason for the increase was the labor time that it took to get the old springs off from the truck. Motion of Commissioner Santuccio seconded by Commissioner Umberger to increase the withdrawal from the Fire Emergency Fund by $ from $3, to $ to cover the additional labor costs to repair springs on Engine 3. Motion carried by voice vote Equipment Issues: Purchase for New Equipment: Page 2 of 9

3 Other Fire Department Issues: Chief Preece stated he received a request from North Conway Ambulance to update their letter of reference and questioned if it is okay with the Board to do this like we have worked together for the last twenty five years and they have provided good service to the Precinct. Chief Preece will put together a letter and bring it to the next Board Meeting on August 31, Commissioner Umberger had a question from the minutes of August 3, 2011 with regard to the fees for the Chief s truck and Assistant Chief s Truck being charged. Chief Preece explained if they respond to an incident and it is a billable situation their vehicles would be charged. It would be charged the same as the apparatus. Commissioner Umberger concerned about billing any taxpayer as they have already paid for the truck. Commissioner Umberger questioned if it would be billed for fire calls and that we are not invoicing for what we normally do and Chief Preece stated no. Commissioner Umberger had a question on how we will be invoicing and Chief Preece explained on inspections the permit is based on room count. Commissioner Umberger stated the checks would be made out to the Precinct and Chief Preece stated they would be made out to the fire department and deposited in the Commissioners Account. Commissioner Umberger stated this would have to be used to reduce taxes and Chief Preece agreed. Karen Umberger questioned if the fire department is going to invoice how are you going to clear the invoice. The payment will be entered into the system with a date and check number and dollar amount. Commissioner Umberger questioned if this training is on old things or new and Chief Preece explained it is old item that we never used. Karen Umberger questioned there is a part time person at the station isn t this job and Chief Preece explained he is the administrator and I am the one that sets this all up in the system. I will then train her just like I trained her on the original system. This is four days of training for me. Karen Umberger stated that is the job of this person. Chief Preece explained she is not going to training this year probably will send her next year. Firehouse only holds this training once a year. Commissioner Porter questioned what portion of the training is on this. Chief Preece would have to look at the schedule. Commissioner Santuccio stated they probably would have to sign up for the whole training. Chief Preece stated it would be $ The training is being held in Texas. Commissioner Umberger questioned how Chief Preece is going to get her up to date. Chief Preece state he will train her when he returns. Karen Umberger questioned if the Lilliputian School is a new school or transfer from someplace else. Chief Preece believed it transferred from Jackson. The Seavey Street location is the original location of Head Start. There were a lot of code upgrades that needed to be made. Page 3 of 9

4 Karen Umberger stated Chief Preece had approval to move the $ from FCIP what is the balance in the account and Chief Preece stated $36, Mrs. Umberger asked if this is the only withdrawal and Chief Preece stated yes. Old Business There was no old business discussed. Commissioners/Superintendent s Reports Commissioner Porter stated he wanted to discuss the storage tanks and Superintendent Bernier stated he could do that first. Hurricane and Pine Hill Tanks: During the pressure washing and cleaning procedure, we noticed some minor cracking of the tank extensions and the lack of any remaining protective coating on the domes of both tanks. It was determined that we should coat both tanks with two cots of Tammscoat approved and preferred product by Natgun at a final cost of $35, per tank. By working with Natgun personnel and providing labor and lifts for said coating we have realized a $28, savings in cleaning and $48, savings in coating over last year s written estimates. Based on the need and the savings, notified the Chairman who concurred with the decision to do the work to both tanks this year. For the record, Pine Hill tank was put in service in 1987 and Hurricane in 1998 and this is the first time we have done any maintenance of either tank. Discussion: Superintendent Bernier reminded the Board he was soliciting bids last year to recoat the tanks. Pine Hill was put in service in 1983/1984 and Hurricane in and 23 years respectively. Re-solicited quotes for cleaning, pressure washing and chlorine cleaning inside of tank. Superintendent Bernier passed around pictures of the tanks. The cleaning quote was $10, to $20, per tank. Superintendent Bernier budgeted $10,000 and decided to rent a lift and do the work with our staff. During the cleaning process, we found issues with holes on the dome. Natgun will repair structural deficiencies at their cost. It only makes sense to recoat the tanks at the same time and we received a quote for $59, If the tanks have been cleaned and I give them staff they would reduce the cost to $36,000 per tank. Superintendent Bernier asked about painting them an earth color. Natgun has just finished a huge project and has a lot of adobe and summer colors left over which are earth colors. Using this left over paint, we were able to reduce the cost to $35, for each tank. This is a net savings of close to $70, Commissioner Umberger questioned what this coating is. It is a tammscoat it keeps shotcrete from further cracking and is high UV resistant. We have rented a second lift and are cleaning Pine Hill Tank. Commissioner Umberger stated we have no choice but to do it. Superintendent Bernier stated we will take it out of the Infrastructure Capital Reserve as that has a healthy balance. Motion of Commissioner Umberger seconded by Commissioner Santuccio to move $70, from the Water Infrastructure Capital Reserve to cover the costs of the exterior coating of Pine Hill Storage Tank and Hurricane Mountain Storage Tank and we will do our best to put this back at the next annual meeting. Motion carried by voice vote Page 4 of 9

5 Commissioner Porter stated Superintendent Bernier asked me last week and I said to go ahead and do it. Commissioner Umberger questioned if this could be paid by Natgun and Superintendent Bernier explained any structural deficiencies are covered by Natgun but they don t cover upkeep. Once you own a Natgun Tank - structural deficiencies are handled perpetually. Karen Umberger dealing with fact we cleaned the inside of the tanks last year - do we have to do that again. Superintendent Bernier explained they have to be cleaned every five years per AWWA recommendations. We first cleaned them in 2005 and then again in They are not due for inspection until Motion to ratify the decision of Commissioner Porter to authorize the Superintendent to recoat the Pine Hill and Hurricane Mountain Water Storage Tanks. Motion carried by voice vote Well #5 is back in service with a new check valve and a complete cleaning and redevelopment of the well. The well yield is up over pre-production and original startup of 740 gpm to 790 gpm. Replaced burnt out pump wire and installed new connections for all three phases. Discussion: Superintendent Bernier explained they pulled the well and found the connector had burnt all the way through. The wire fried all the way through. We redeveloped the well the original 740 gpm is now 780 gpm. This well has not been pulled in 15 years. Because of this issue, Superintendent Bernier stated it is important to have redundancy. The cost is a little over $16, when all is said and done. Commissioner Umberger questioned if it is time to consider replacing that motor. We should at least look at the wells every 10 years. Bill Hounsell stated the value of redundancy is also with the Inter-municipal Agreements Lower Bartlett has some pretty fine wells north of us. Motion of Commissioner Umberger seconded by Commissioner Santuccio to move $16, from Water Infrastructure Capital Reserve to cover the repairs for Well #5. Motion carried by voice vote Superintendent Bernier stated on the first day of redeveloping the well they were able to get 608 gpm or 32 gpm more than the original well and on the third day they got 868 gpm or 33.4 gpm more than the original. Well #2: the phone line was shut off along with SCADA leg. Power is due to be shut off this week. Good news is the DES groundwater staff has given approval to NCWP to allow future indefinite permission to replace Well #2 in the future under the (replacement well citing criteria). I have also put together a hazard mitigation grant request letter of intent for the replacement of said well. Discussion: Steve Roy of NHDES will allow us to reestablish a replacement well without going through the Large Groundwater Process. The loss of water isn t that important to us as is the location of the well. It is the only well source on the south end of the Precinct. Pennichuck found another well source on the other side of the river and maybe it would be amenable to re-permitting in that area. Page 5 of 9

6 Well #6 most of the SCADA is up and running and we can operate both Well 3 & 6 from here and at the new chemical feed area. The generator is planned to be installed (8/24) today. Final punch list items are in the process of development and completion. We expect to hear word from NHDES that we can put this well on line this week. Discussion: Superintendent Bernier explained he will have to do trigger monitoring for the new well. The trigger monitoring can be adjusted provided we give DES more information. The original information was not enough and we have given them more information. Commissioner Umberger questioned if we would still go to the Water Resources Board as discussed previously and Superintendent Bernier stated we could hold off on that. Christine Bowman has notified Superintendent Bernier Well #6 can go on line we have met the criteria for the Large Groundwater Withdrawal Permit. A & D Instruments will be August 30 th to compete the SCADA controls. Commissioner Umberger questioned if the contractor has met all the requirements for construction. Superintendent Bernier noted the level transducer and generator transfer switch needs to be completed. Contract #7: Yellow Brick Road water and sewer completed, need to hookup four homes to new watermain and final grade road and pave apron. Duprey Road is 100% complete with exception of pump station installation and retaining wall. Wyman Avenue the first half of roadway from Intervale Crossroads to Longview intersection is 100% complete paving and all water and sewer work completed in this area, crews are working on installing sewer in Longview (they hit ledge half way up road and expect to see this area along with Crestwood completed and paved by end of September. We should see a savings on telephone and power we have terminated power to Well #3 and Well #2 and removed the phone lines to Well #2. Superintendent Bernier met with NHEC saved more than anticipated on off peak power. We have approximately a 35% reduction and saved $12, to date on off peak electricity. The stranded costs will be going away as of December This was the payment that NHEC settled for the Seabrook Nuclear Power Plant and we should see a small decrease. Reviewed and approved plans for Cranmore Mountain to install a new gravity sewer line from the Eating House to Old Bartlett Road. This will eliminate the pumping station that currently services that area. Superintendent Bernier stated he hoped the Board noticed the new plant sign as you drove in this morning. Commissioner Umberger questioned the status of Valley View Road. Superintendent Bernier stated they were still in conversations with Rural Development. We are working to convince Rural Development to pay for the pump station on Duprey Road and use the remaining funds to the extra work going into Pendexter Woods. Jennifer Osgood from CDM was requested to provide Rural Development with information of grinder pumps versus pump station for Valley Page 6 of 9

7 View. Once we have approval from Rural Development, we will issue the go ahead to CDM to start design on Valley View Pump Station. Commissioner Umberger questioned if the canoe issue at Well #6 is still a problem. Superintendent Bernier stated yes. We had an issue of getting into the property and then we could not leave the property. Earle Sires asked Superintendent Bernier to use the south side of first bridge and Superintendent Bernier allowed this as construction was almost completed. Now the livery people use both sides of the road and block off the north side so you can walk your dog or get to the outside faucet. The selectmen are forming a committee regarding what can and cannot be done. Superintendent Bernier has volunteered to be on this committee. Commissioner Umberger stated the Town of Conway hasn t done anything to resolve this matter. Superintendent Bernier stated the town doesn t want them using the north side because of erosion but would put our well in jeopardy. Commissioner Umberger stated if they block the access then they should be towed. The livery people have had a couple meetings with the selectmen but have ignored us. It is getting worse and this is a drinking water supply. Commissioner Umberger agrees we need to protect our well. The canoe/kayak issue at Well #2 cost the Precinct a lot of money because of the road and we ended up in a lawsuit to defend our position. Commissioner Umberger questioned if it is time to get a legal opinion to see what our rights are at this point. The Town of Conway is placing the buck in our hands. Superintendent Bernier stated the only other property is on the south side and we issue a permit. If they create a problem then we do not re-permit them. Commissioner Umberger feels we need to have a hard nose attitude on this and tell the Town of Conway they need to deal with it too. Commissioner Umberger feels we have a responsibility to our taxpayers. Superintendent Bernier stated this is going to start to dwindle down for the fall and we should let the committee form. Chief Preece noted the Town of Conway has the snow dump land on the east side of the river. Superintendent Bernier they can make a canoe launch there. Committee Reports No Committee Reports at this meeting. Other Business Commissioner Umberger stated he has traveled all over and there is no better water than at the North Conway Water Precinct. That is why he is so passionate about protecting our drinking water and wells. People should be proud of this and protect it. Public Comment Tinker Kiesman questioned if the Board had been approached by the livery people and Superintendent Bernier explained he has only spoken with Peter Gagne. Mr. Kiesman feels Page 7 of 9

8 that out of five or more livery people it seems they don t want to work on the problem. The area on the east side of the road is a recreational area and the Town of Conway should look at this for a launch site. As a taxpayer, Mr. Kiesman stated it is the responsibility of the Town of Conway. Mr. Hounsell updated the Board on the meeting with Tim Fortier of the LGC. Mr. Fortier is formerly from the McLane Law Firm and he is writing an article on green energy from the water end of things. The article is about what water and wastewater entities need and come from a municipality perspective. This will address concerns of municipalities. Mr. Hounsell noted the Precinct has been the lone cry on this issue. They have asked for Superintendent Bernier to provide quotes for the article along with Bob Beauregard from Manchester. Mr. Hounsell noted there is a 2.3 billion dollars need in the State of New Hampshire over the next twenty years and we need to look at the global approach. The Precinct has been pursuing this year after year. Commissioner Porter asked Superintendent Bernier to bring the Board update on the CVFD. CVFD has a formal application into RD for the August pool. CVFD has shaved off 1.1 to 1.2 million dollars on the project by coming up Route 16 instead of going the West Side Road. Underwood has had some quality talks with Rural Development to move the project forward. Commissioner Porter questioned if the state if now paving Rte 16 will they disturb the new pavement. Superintendent Bernier explained it is their intent to directional drill a large portion of the proposed route (i.e. under the Saco River and possibly Bowling Alley Hill). This is the same way we went under the Saco River. CVFD now has a 10 million project down from 21 or 22 million dollars. Mr. Hounsell questioned the inside diameter of the pipe and Superintendent Bernier explained depends on the class 160 psi or 200 psi is 14 inches while DR9 has 12 inside diameter DR11 is 160 psi and 13 inside diameter. Signature Documents No signature documents at this meeting Sign Checks There were no checks signed at this special meeting. Non Public Session Motion of Commissioner Umberger seconded by Commissioner Santuccio to enter a non public session for a personnel matter at 11:15 a.m. 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 Page 8 of 9

9 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 11:41 a.m. Chairman Porter stated there is nothing to report from the Non public session. ADJOURNMENT Having nothing further to come before this public meeting, Motioned by Commissioner Umberger seconded by Commissioner Santuccio to adjourn this public meeting at 11:42 a.m. Respectfully, Kristine M. Cluff Recording Secretary Page 9 of 9