COMMISSIONERS Meeting Minutes July 28, 2017 The Commissioner s meeting convened at 10:00 a.m. in the meeting room at the North Conway Water Precinct 104 Sawmill Lane North Conway, NH. The following were present: Commissioner John Santuccio, Commissioner Suzanne Nelson, Commissioner Porter, Superintendent David Bernier, Chief Patrick Preece, and Recording Secretary Kristine Cluff. Chairman Santuccio delayed the start of this meeting so the Board could meet with Precinct Counsel prior today s Board meeting. Call to Order Chairman Santuccio called the meeting to order at 10:30 a.m. Minutes Motion of Commissioner Nelson seconded by Commissioner Porter to accept the public minutes of July 12, 2017 as written. Motion carried by voice vote 3-0-0. Membership: 39 Members No new applications at this time. Personnel: Fire Department (copied from Chief s Report) Training: Department Training. For August has not been set up yet until the officer meet next week. Engine 3 Training. Performed pump operator training along with CAFS Training, this went well no problems to report with the new truck. Rescue Training: trained with the boat in the river; they trained removing a victim from the water onto the boat and boat operator training. Page 1 of 5
Discussion: The river training on the Saco River went well and gave everyone the chance to train moving victims in and out of the water. It also provided training for members in the operation of the rescue boat. Department Activities Reviewed and approved the site plan for the new amenities building at Mt. Cranmore. Reviewed and approved the Petco sprinkler drawings. Performed the fire alarm test for the new Michael Store and the fire alarm passed the test. Settlers Green Streetside building project update. By the second week of August there will be three store ready to open for business. Columbia, Polo and the Loft stores Discussion: Chief Preece explained the amenities building at Cranmore will be located next to the fitness center. It was questioned if these are stores moving from the old Settlers Green Complex and Chief Preece explained Columbia, and Loft are new stores and Polo is moving from across the street. Emergency Calls: The fire department has responded to 105 calls for the month of July. The department has responded to 647 calls year to date for 2017 Discussion: Chief Preece stated that Henry Villaume always felt there was a correlation between emergency calls and when water and sewer consumption was up - emergency calls are up. Apparatus / Trucks: Equipment Issues: The SCBA air packs got their annual flow test done and all packs passed. The SCBA compressor got its annual service and air test done and the air test came back good with no problems to report. Purchase for New Equipment: Old Business There was no old business discussed at this meeting. New Business Commissioners Report/Superintendent s Report Superintendent s Report (copied from the Superintendent s Report) Page 2 of 5
WWTF CAROSEL TRANSFER: We have been on the new aeration system for 10 consecutive days and we are very pleased with the results of the new aeration system. However, plant staff has had to work very hard to transfer and remove all of the solids and grit from the emptied carousel. Do date we have had to borrow multiple pumps, hire a crane and rent a skid steer loader to help us with the emptying of the carousel. In addition we had to purchase a plow box for the skid steer in an effort to clean it all up; this device should be delivered tomorrow. We have made a strong effort to reduce cost of this operation as much as possible and we so far have exceeded this endeavor. Discussion: Superintendent Bernier stated we have been on the new system for ten days and we are really pleased with the results. By working linearly the plant manager can program the dissolved oxygen this will allow the plant to run more efficiently. Superintendent Bernier explained we have been running the west carousel for fifteen years and we transferred it to the east carousel which was never operated. Previously, we had a contractor come in and clean out of the west carousel. This time we are cleaning it ourselves with our staff. The plant manager feels at this point he needs more help and we have staff from the water department helping out. Everyone is doing something that they don t normally do. Superintendent Bernier explained we are using our own staff and equipment with the exception of the small bobcat that we rented and a crane to put it in the carousel. We will blend the solids in with the mix liquids and this will eliminate the cost of hauling it to the landfill. Superintendent Bernier stated we purchased a plow box which is like a big squidgy to help with this process. Down the road when we purchase a small bobcat, we will already have the plow box. While Well #2 is in a holding pattern, using our own staff was perfect timing and cost effective. WELL #2: Last week we completed the directional drilling under the Conway Scenic Railway for both the water main and the electrical conduit. We did encounter a serious problem when the sleeve and the drilling steel with reamer got stuck almost under the railway. It took us 6 hours with two excavators and a bull dozer along with the drilling rig to get it freed up. We were successful with our effort and staff did a great job. We got the sleeve in at 1830 hrs. On Tuesday evening and the entire project done before noon the next day. Discussion: Superintendent Bernier explained the railroad crossing is completed. The first phase was to get the 14 sleeve for the 8 watermain across and the second phase was to get the 14 pipe bullhead and reamer across. This is done at a 1.5% slope east to west in the event there is a leak it will flow to the west side of the railroad tracks. We were 2/3rds of the way across and it got stuck. Superintendent Bernier explained our Assistant Foreman, Artie Hill and Henry Shaw used excavators and a bulldozer and was finally able to get it to move a foot, then an additional four feet and then it let go. Staff did a great job no one got hurt and no equipment was damaged and it was finally wrapped up about 8:00 p.m. Page 3 of 5
2015 AUDIT: We are in receipt of the draft 2015 audit, Kris and I have gone thru it and have commented on a few of the auditor s notes. We would like to schedule a meeting with the BOC and auditor ASAP. Discussion: Superintendent Bernier stated we are finally in receipt of the 2015 draft Audit. Administrative Assistant Cluff and I have gone through it. Administrative Assistant Cluff has made responses to the auditor s notes. Superintendent Bernier stated we have hired outside personnel to do certain functions and those functions are not always accurate. This is being resolved. INFRASTUCTURE REIMBURSEMENT FEES: I have completed calculations for Settlers Outlets building K &M&N as well as the new restaurant, as well as fees for Cranmore Mountain Condo s. I hope to calculate fees for Michaels Crafts, PetSmart and the restaurant once I know the number of seats the restaurant will have. These fees combined will net over $100,000.00. Discussion: Superintendent Bernier explained the Settlers Green Streetside complex infrastructure fees were abated with the credit due them from the old L. L. Bean complex. The majority of their infrastructure fees is coming from the new restaurant - 154 seats and outside seating this buy in will be approximately $29,000 and change. Also, did the buy in for Cranmore Mountain units which is $10,000 in water and $41,000 in sewer for $51,000 and change. All totaled, $80,000 and change. Superintendent Bernier stated he will be working on the Pet Smart and Michael s buy in but they haven t given him any information on the restaurant. Chief Preece stated the restaurant might change to retail space. Superintendent Bernier may do a partial buy in for Pet Smart and Michael s and then the additional space at a later date. Having said all of this, the infrastructure CRF will be over a half a million dollars and the perfect project for these funds would be the first phase of Village at Kearsarge project. This would allow this project to be self-funded at no cost to the taxpayers. We will need a warrant article to accomplish this with the funding coming from the Sewer Infrastructure Capital Reserve Fund. Phase I of this project is the looping of the watermain. This provides the Precinct the ability to know where the water lines are in the Village at Kearsarge and better fire protection. There was no public comment at this meeting Committee Reports Other Business Public Comment Signature Documents Page 4 of 5
There were no signature documents at this meeting. Sign Checks Motion of Commissioner Nelson and seconded by Commissioner Porter to ratify the accounts payable dated July 27, 2017 and Payroll dated July 2017 signed out of session. Non Public Session Adjourn Having nothing further to come before this public meeting, Motioned by Commissioner Nelson seconded by Commissioner Porter to adjourn this public meeting at 11:07 a.m. Motion carried by voice vote 3-0-0. Respectfully, Kristine M. Cluff Recording Secretary Page 5 of 5