New London/Sunapee Selectmen & Water & Sewer Commission Joint Meeting
April 26, 2012
Sunapee Town Offices
PRESENT: Theodore Gallup-Chairman, David Cain, Charles Smith, Peter Hill, Kenneth Meyer, Paul Manson.
Also present: Holly Leonard, David Bailey, Donna Nashawaty-Sunapee Town Manager, Sunapee Selectmen: Frederick Gallup-Chairman, Susan Gottling, Shane Hastings, Joshua Trow, Emma Smith.
New London Selectmen: Mark Kaplan, Peter Bianchi.
Kimberly Hallquist-New London Town Administrator, Neil Cheseldine & Peter Atherton of Wright-Pierce.
ABSENT: Kurt Markarian.
The Chairman called the meeting to order at 5:31 p.m.
The table introduced themselves.
Inter-town Agreement Revisions: The Chairman asked if anyone had any questions, changes, or suggestions regarding the agreement. Charles S. stated that the agreement is fine except for page two paragraph three. Charles S. stated that the agreement mentioned in this section of the agreement is because New London owns the pump station in Georges Mills and the pipe down Jobs Creek Road to the Library, and in order for Sunapee to pay New London for the use of their property this other agreement had been established. Charles S. explained the metering system and the problems in the past with metering issues having caused constant problems between New London and Sunapee. Charles S. presented that Jessie Levine had proposed amending the metering system of billing to alleviate
payment issues between the two Towns, and that New London and Sunapee had agreed to a different means of establishing the billing percentages charged by each Town to the other. Theodore G. gave an explanation of what had occurred with regards to the billing issues and stated that he feels this agreement being presented does not need changing immediately. Frederick G. suggested adding the words “and as amended by the agreement of…”. Donna N. stated that both the current agreements are being operated under with the revisions to the billing that had been decided on by the Commission and New London’s Select-board. There was some discussion regarding the wording of the agreement. Charles S. questioned if it was ethical to send something that is wrong to USDA.
Donna N. explained that the two boards had amended both agreements as they are allowed to at a posted public meeting. There was some discussion regarding how often the agreements could be amended and the fact that the one for approval at the moment states that it holds for a period of 30 years. Kim H. feels that the agreement should be able to be amended from time to time. Paul M. suggested adding the wording “and any other revisions since that date.
Neil C. stated that the 1995 agreement simply grants permission for Sunapee to use New London’s facilities and that he would suggest updating the 1995 agreement at a later date.
Peter B. stated that he is upset that the agreement can’t be changed for 30 years. There was much discussion regarding the two separate agreements.
Mark K. questioned how the means of billing was ever changed at a meeting. Charles S. stated that the amendments should have been done via the Selectmen. Donna N. pointed out that the agreement does contain provisions for New London and the Commission to discuss and change the way the agreement is being upheld and suggested attaching the minutes of such meetings to the agreement as amendments.
Susan G. made a motion to approve the agreement, seconded by Shane H., the Selectmen voted unanimously in favor of the motion, so declared by the Chairman.
Mark K. made a motion to accept the agreement as discussed, seconded by Peter B., New London voted unanimously in favor of the motion, so declared by the Chairman.
David C. made a motion to accept the agreement as discussed, seconded by Kenneth M., the Commission voted 5 in favor, 1 opposed, the motion passed in the majority, so declared by the Chairman.
Interim Construction Financing:
Donna N. announced that Sugar River was awarded the 2.5 million interim financing at .95% with a $1,000 origination fee.
Sunapee Selectmen adjourned the meeting at 5:58 p.m.
Wastewater Treatment Highlights: Dave B. reported that there were some alarm problems over the weekend and it turned out that a woodchuck had chewed the wires.
Dave B. reported that EPA has received the application for renewal of the discharge permit and that they will be looking for comments on the draft permit soon. There was some discussion regarding the permit.
Wastewater Treatment Plant Construction Engineering Contract: Neil C. stated that the preliminary documents were submitted to the funding agencies in December, and that the finalized documents were submitted the end of March and that both DES and RD are good with advertising for bidding. Neil C. stated that the 30 day bidding period would begin with the newspaper advertisement, that the bids would be opened June 5th and a contract would be executed sometime after that.
There was some discussion regarding going with the low bidder. Kenneth M. questioned if references were checked on the bidders. Peter A. answered that Wright-Pierce does check references and bank reserves to ensure that the low bidder can actually carry through with the construction. Peter B. questioned what the bidding climate looks like currently. Neil C. stated that they had opened bids on several larger projects and that they came in around 10% under the estimated cost.
Neil C. passed out the original cost estimate on the project that was used to come to the total cost of 8.5 million. Charles S. questioned the line item for financing. Neil C. stated that this item is to cover the interest on the interim financing. Charles S. quested the expended to date and if it included the $24,000 for the UV option. Neil C. explained that the UV option had been removed from the approved project. Charles S. questioned if Sunapee had been billed for the UV option. Neil C. explained where the total of 581,000 came from and when it had been approved. David C. questioned if there would be any improvement done to the contact chamber. Neil c. stated that there is nothing in the current plans for upgrading the chamber or the chemical storage facilities, but that if the bids come in under and
there is extra money that would allow something will be done to upgrade the contact chamber and the chemical storage situation.
Neil C. explained the construction engineering contract and what would be provided for that cost.
There was some discussion regarding going out to bid.
Peter B. made a motion to approve the construction engineering contract subject of review by DES and RD, after much discussion regarding the cost of the contract, seconded by Paul M. Kenneth M. stated that he did not like some of the wording in the contract. Neil C. explained that the wording is from a standard DES document. Kenneth M. questioned who would be the Resident Project Representative from Wright-Pierce. Neil C. stated that they are in the process of choosing one and gave some information on the person that they have in mind whom is retiring from DES. Charles S. questioned the construction contingency. Peter A. and Neil C. gave some information on what contingencies were for. New London voted unanimously in the affirmative, Sunapee voted 5 in favor, 1 opposed, the motion passed in the majority,
so declared by the Chairman.
There was some discussion regarding who signs the contracts.
Neil C. stated that interim financing and bond counsel opinion are the only things holding up going to bid currently
New London and Wright-Pierce departed at 7:00 p.m.
Submitted by Holly Leonard.
Approved by the Water & Sewer Commission and New London Selectmen
this ______ day of __________________, 2012.
_________________________________ __________________________________
Theodore Gallup-Chairman David Montambeault
_________________________________ __________________________________
David Cain Peter Hill
_________________________________ __________________________________
Charles Smith Kenneth Meyer
_________________________________ __________________________________
Paul Manson Tina Helm
_________________________________ __________________________________
Peter Bianchi Mark Kaplan
| 
