Board of Commissioners Meeting
March 27, 2014
Sunapee Town Offices
PRESENT: Theodore Gallup- Chairman, Kenneth Meyer, Kurt Markarian, David Cain, Douglas Gamsby, Peter Hill.
Also present: Holly Leonard, David Bailey, Neil Cheseldine, Charles Hirshberg.
The Chairman called the meeting to order at 5:30 p.m.
Election of Officers: David C. nominated Theodore G. for Chairman, seconded by Kenneth M., David C. nominated Peter H. for Vice-Chairman, seconded by Kenneth M., voted unanimously in favor of Theodore G. for Chairman, voted unanimously in favor of Peter H. for Vice-Chairman, so declared by the Chairman.
Forms for Signing:
February 27, 2014 Meeting Minutes: David C. made a motion to accept the minutes as written, seconded by Peter H., voted unanimously in favor, so declared by the Chairman.
February Sewer Purchase Journal: David C. made a motion to accept the Sewer Purchase Journal as written, seconded by Peter H., after some discussion regarding Underwood Engineers, the Perkins Pond Sewer Project and the closing on the Wastewater Treatment Plant Loan, voted unanimously in favor, so declared by the Chairman.
February Wastewater Treatment Plant Upgrade Check Register: Kenneth M. made a motion to accept the check register as written, seconded by David C., voted unanimously in favor, so declared by the Chairman.
February Water Purchase Journal: David C. made a motion to accept the Water Purchase Journal as printed, seconded by Kurt M., voted unanimously in the affirmative, so declared by the Chairman.
Wastewater Treatment Highlights:
Dave B. reported that the plant has been running pretty decently. He has sent out a mixer to be repaired and has ordered a rotor gear box to fix the broken one. Dave B. reported that there have been more mixer problems and that there is an issue with the sludge that needs to be removed from ditch 2 and too much ice. Dave B. stated that even after putting a mixer on line in the ditch the weather is too cold and there is little to no melting going on. Dave B. reported that he and Brian Stearns are working on different options for the sludge removal from the ditch. There was some discussion regarding having to drain the sludge from ditch 2 in order to complete some work that Penta needs to do. Neil C. explained why the ditch being drained is necessary for finishing the piping and tying in the entire upgrade
so that it can be put on line. There was some discussion regarding how much sludge is in the ditch and the cost of disposal versus the budget. There was some discussion regarding when all of the new equipment may be up and working. Neil C. stated that he thinks that by the middle of May the dewatering equipment may be up and running. Theodore G. questioned how the schedule for the upgrade is looking. Neil C. reported that he has change order #5 with him and that it includes a 28 day extension of time. He also stated that there may be another request for a time extension due to the extreme cold weather. There was some discussion regarding the ice in the ditch and what to do with it.
Penta Corp Pay Requisition # 21: Neil C. presented the pay requisition in the amount of $172, 052.72, Douglas G. made a motion to accept the pay requisition as presented, seconded by Kurt M., voted unanimously in the affirmative, so declared by the Chairman.
Monthly Upgrade Budget Report: Neil C. presented the budget report to the Chairman for signing.
Neil C. presented change order #5 which included the 28 day extension of time, the up charge for the handicap shower, the overrun on the ledge and other items discussed previously amounting to $2,223.90. David C. made a motion to approve change order #5, seconded by Kenneth M., voted unanimously in the affirmative, so declared by the Chairman.
Neil C. stated that there will be another change order for an extension of time and the cost of constructing what can be done on the chemical building. Neil C. expects the quote from Penta on the chemical building work by April 4th and suggested that there be a special meeting held on the 9th to discuss what course of action to take with the chemical building. There was some discussion regarding what would be quoted and how Neil C. had asked for it to be split out into phases. There was some discussion regarding interest on the interim financing and more discussion on what items for the chemical building may be covered in the project funding. The meeting was tentatively set for the 10th of April at 5:30 p.m.
Perkins Pond Sewer Project: Dave B. reported that the cross country route is mostly completed except for a portion where there had been an issue with depth and possible equipment crossing the pipe. Dave B. stated that after much discussion and investigation it has been decided to utilize what is called blue brute pvc pipe and that the change order for this has been approved. There was some discussion regarding the Town Manager’s authority with this project. The Commission would have the Chairman request that the Town Manager consult them on any change orders and such decisions regarding the project. Dave B. reported that the other part of the change order involves the end of Burma and Piney Point Road where a property owner has requested that the line be bored to lessen the impact to the dead end
roads. Dave B. has requested that a 6” line be bored and have the 3” line pulled through the 6” and this resulted in the other half of the change order. Dave B. and Underwood Engineers are currently working with the homeowner at the end of Burma Road on moving the easement as the homeowner may wish to construct a garage, where the sewer line had been planned to go, in the future. Dave B. stated that the issue he is having involves an existing shed that is where the line would have to be moved to, and even if the boring procedure works here he does not want to allow the existing shed to remain on the line indefinitely. After much discussion regarding the line and the shed, The Commission would state in the agreement with the land owner that the shed does not have to be moved immediately, if the boring process goes according to plan, but that it must be removed from the easement within 5 years from completion of the line.
Water Intake Repair/Replacement: Douglas G. recused himself from the conversation regarding the water intake. Charles H. joined the table and passed around the bidding documents that he had assembled. Charles H. would advertise that the bids need to be in to the Town Offices by 2:00 on the 22nd of April. He has put it in so that the bids will be split into 7 items and have unit prices on materials. Charles H. gave his reasoning for some of the items included in the bidding documents and stated that the work would be scheduled to go from September 2nd to be completed by November 14th. Charles H. believes that the boat launch would be a good location to fuse the pipe and float it into the lake. There was some discussion regarding the depth of the
intake and if it is actually the 30 feet deep and that this is important because the intake structure itself is approximately 7 to 9 feet high. Charles H. questioned if there should be a pre bid meeting. The Commission decided to let the bids come in a month later so the bid opening will be on May 22nd and a pre bid meeting will be set depending on who is interested and picks up packages to bid on. There was some discussion regarding who might bid on the project, where good staging areas in the harbor are as well as boat and vehicle traffic issues in the harbor. Tentatively a pre bid meeting is scheduled for April 16th at 10:00 a.m.
Water Treatment Highlights: Dave B. reported that the last filter has been drained and that he is waiting until Michael Metcalf looks into how much sand is left in the filter, to clean it. Dave B. stated that the filters started with 30” of sand and that planning for adding sand should start if it is down 18”.
Dave B. reported that he had sent specifications on a mixer that Peter H. had given him to DES for approval and that he has not heard yet if DES will approve it for potable water. David C. suggested checking into pricing on the solar bee mixer.
Old & New Business:
Perkins Pond Financial Help Options: Dave B. reported that there have been people questioning what can be done if they are not able to afford the connection to the new sewer mains. There was much discussion regarding the costs of attaching to the sewer for this project. The Commission would have the residents that need help come before the Commission to discuss options.
Oak Ridge Road frozen sewer main: After some discussion regarding the issue in the letter from a sewer customer on Oak Ridge Road, the Commission decided to split the cost incurred due to the issue by the customer and pay them back $154.75 which is half of the Henniker Sewer & Drain Bill they received.
Dave B. stated that he has hired a new employee who has been working for the highway department and that the employee will be starting for the Water & Sewer Department on April 17th.
8:15 p.m. Kurt M. made a motion to adjourn, seconded by Peter H., voted unanimously in the affirmative, so declared by the Chairman.
Submitted by Holly Leonard.
Approved by the Water & Sewer Commission this ______ day of __________________, 2014.
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Theodore Gallup Paul Manson
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David Cain Kurt Markarian
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Douglas Gamsby Kenneth Meyer
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Peter Hill
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