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Village District of Eastman

Commissioners’ Meeting - Village District Office

July 23, 2008

Minutes

Notices of this meeting were posted at the Eastman Community Association and Village District of Eastman Offices.

MEETING CONVENED at 3:03 PM: present were Commissioners Sullivan, Fairweather, and Wood, District Manager Donison, Treasurer Wright, Assistant Treasurer Conroy and Clerk Hayward.

MINUTES – June 18, 2008 monthly meeting minutes were reviewed and three changes to the minutes noted:  the date was changed to June 18, in item 3 of Old Business “ Neil is ‘just plugging away’ as he has time.   They have the base maps and he is adding new and updated information to them.” Is revised to correctly state that “Josh and Neil are ‘just plugging away’ as they have time.   They have the base maps and are adding new and updated information to them.”, and, lastly, it was noted that there was no non-public session at the previous meeting and agreed that should be corrected in the minutes as well.

The minutes were approved with the three changes noted.

FINANCIAL REPORT – June 2008   - the Board members reviewed and discussed the financial reports for the month of June.   It was suggested, in connection with the amount spent on the backhoe year-to-date, that we might consider putting a bit more in next year’s budget for older equipment items.  In looking at the amount spent on propane, which looked high, it was determined that an entry for $3,400 was made against the propane account and should have been to the electric account, that correction will be made and should be reflected in next months report.   That aside propane costs are rising and expected to continue to do so.   The District Manager will check with Goodrich Oil Company to see if there are any possibilities to contract for a fixed and/or discounted price for the next year.   It was noted that this should be done by July 31.

‘Unbilled fees” is an account with the amount set by the District’s auditors. This covers the months of November and December 2007.  Regarding the transfers as voted in the annual meeting, they have been approved; but, the actual bank transactions haven’t been completed yet.     It was also noted in connection with the Wellfield Improvement Project that the financials do not show any depreciation at this point.   It is assumed that depreciation would not begin until the Project is fully complete and accepted in writing by the state. The District Manager will check with the auditors to find out when the District financials should begin to show depreciation for that project.

MANAGER’S REPORT

  1. Operations Report, June 2008    June water production is still higher than last year by almost 1 Million gallons, despite the two identified and repaired water breaks.    Water flushing continued in June , but that was true in June 2007 as well.   Contributing to this was a major water main break that occurred on July 4th, at which time there was a loss of about 200,000 gals.  And, also a service leak was found and repaired.   However, that is not enough to explain the entire increase year-over-year.   It seems likely that there remains at least one additional leak.

  1. District Manager Donison noted that there was a lightning strike to probe #6 which is why there was no specific yield number in the data for June.   There is a claim pending and we may put lightning strike preventer in place to insure future data.

  1. The commissioners questioned some of the chemical usage, in particular, the chlorine.   This may simply be a reflection of the greater amount of water used in June, however, District Manager Donison will have Josh check the chemical feed rates for chlorine.

WELL FIELD IMPROVEMENTS PROJECT – STATUS REPORT

1.    Source #5 (BRW); The district is still waiting for the letter from the state which is expected the first week of August.  

 2.    Wellfield Improvements Project(WFIP)– There remains $7,400 left in WIP budget after Gene Schrager’s last billing for the final report.

 3.    The extension on the construction loan has been signed, so now set until Oct as far as the loan goes.

 4.    There may be future costs for monitoring, state will specify in the permit. 

5.    Hopefully the District will have the state’s comments and have responded by next, Aug 20 Meeting. 

6.    In reference to last meeting and the discussion regarding looking at decommissioning wells, it  was suggested that we have Tata & Howard look at the entire question of decommissioning. 

      District Manager Donison will have an inventory of wells for next month’s meeting.

 OLD BUSINESS 

  1. Annual audit report status – Paul Brown to certify draft, receive finals and send to DRA. Journal entry corrections made per accountant audit.  The Commissioners had no specific comments regarding the financials for this past year.  Commissioner Wood did question the notation of a $97,000 payment on principle on the Wellfield Improvement loans for this year.   The District Manager said that, yes, a lump sum payment of principle would be expected to made by year end.

  1. Automatic gate has been installed by Round Hill Fence & Security and, at this time, the Board of Commissioners is requested to approve their invoice for $6840, of which $6350 is covered by the NHDES security grant.   It was stated that the cost is approx $500 above the state grant.   Commissioner Wood moved to approve the payment of the Round Hill Fence invoice and seek reimbursement from the state for $6,350 of that cost.  Commissioner Fairweather seconded the motion and it was voted and approved unanimously.

  1. There was a break in the order of business for two visitors, Ken Ryder, of ECA, and Paul Sirois   of Tata & Howard.  See below under New Business.

  1. Two water main breaks (one a 4” pipe on Longwood and the other a 2” pipe on Winding Wood) have been repaired, Josh was on call and it was taken care of and ECA repaired the roadway.

  1. Repaired the Bright Slope water service break.   It represented a 10 gallon per minute water loss.

  1. There is a potential insurance claim due to a lighting strike at WTP (water meter head, water level probe lightening arrestor, modem in computer and ) the District is curretnly waiting for the costs and then the claim can be made.  The vacuum pump motor failed in pump, building and Pump and motor are being sent out for repairs for one of the two dug well pumps   - the pump bldg has pipes from dug wells, pumps use suction lift and a vacuum pump and that failed and when restarted, the pump motor stopped.  The district has a quote from Barry Miller and the District can re-wind the 37 year old motor or the District can purchase a new motor for $4,500.    The District Manager recommends going with a new premium efficiency motor and notes that there may be a rebate program. The District Manager will check NH for rebates,   The District Manager suggests the funds come from the trust fund for pumps and motors.  The commissioners discussed and authorized the District Manager to proceed and get a new motor installed.

  1. Two homeowners have had their water shut off due to non payments.   One of the two came in and paid and the other is not yet collected.

  1. The District has received the Grantham tax payment of approximately $245K.

  1. Final key sets installed in hilltop tank .  Now all locks are keyed to a common key.

  1. Repairs to the access road to the hilltop tank were necessary and have been done.  Gravel was added and some grading minor repairs done.

  1. Regarding the purchase of a trailer from Vehicle and Equipment Trust Fund, last year there were funds set aside for a mini-backhoe.   There have been discussions about purchasing a “dump” trailer instead for $5,500 and at that time it was suggested that we look at the idea at a future time.   The District Manager says that it would be in lieu of purchasing dump truck and lieu of mini-backhoe.  The District could use the trailer to pull a rented mini-backhoe.  The District Manager will confirm capacity to make sure that it can handle pulling a mini backhoe.   The Board authorized the District Manager to purchase a dump utility trailer after confirming that there are not weight considerations.  It was unanimously voted that such a purchase be funded from the Vehicle & Equipment Trust Fund.

  1. District Manager Search – review resumes in Non-Public Session

NEW BUSINESS: 

  1. Discuss contract with Tata & Howard – see above.  Paul Sirois was present in connection with the two contracts currently being considered for: 1) the District Master Plan and a smaller contract  2) specific analysis of system  regarding South Cove fire protection question (which is a new mini-proposal for $1,800.)and which will address the stated need for 450 gpm for the new fire sprinkler systems and hydrant needs when the new South Cove Facility is built.  Paul Sirois indicated that for the Master Plan, Tata & Howard could have something for the Board meeting in August, for the “mini project” on system capacity for South Cove, they could have a response within a week   The question was how to get static pressure readings through out the system?   It is likely that they will put pressure gages in the several blow offs.  It would be good to have 10 pressure points from throughout the system to make the analysis.   District Manager Donison will ask Neil & Josh to get pressure gage readings.  They will take static pressure then correlate that data to SCADA data,   It was also mentioned that it might be a good idea, in light of the recent break of some gray colored plastic 4” pipe to examine and determine what kind of 4” pipe leads to South Cove.  Ken Ryder offered that Tata & Howard should work directly with ECA’s engineering firm on their water pressure requirements.

  1. The cost is covered by $1,000 already in the budget and the balance could be found in other accounts such as the budget for a hydrogeologist.  Commissioner Wood moved that $1,800 be expended and the agreement executed the move was seconded and approved unanimously.   Also, Commissioner Wood moved that the Master Plan contract for $9700 be funded from the corresponding capital line item Commissioner Sullivan seconded the motion and it was approved unanimously.  All three commissioners signed both contracts, Master Plan and Static Pressure System Analysis for the South Cove Project.

  1. Also discussed was the placement of a pressure reducing point.   It was stated that the best possible situation is above ground small structure.   Ken Ryder suggested that the Board work with the ECA playground group and early in order to get a specific location.   It looks likely that the play ground will go forward next spring in the area of West Cove.

  1. It was noted that the District send certification to NHDES that annual consumer confidence reports were delivered as part of annual report.  This is done every year as the last 3 pages of the annual report.

  1. Water samples will be taken this quarter looking for lead and copper and disinfection byproducts. DDBP samples will be done again in three years.  The volatile organic compounds will be done this quarter also on treated water at plant.

  1. The District Manager met with the Hastings’ on Beaver Fells Rd regarding new water service.   Mr. Hastings wanted the water piped across the island area from nearest shortest point in order to reduce the expected costs.   As policy, the District uses the obvious rights of way and, in this case, that results in a higher cost to the homeowner.   The District Manager explained the policy to the homeowner.

Public Input:

  1.   None

At 5:00 the Board of Commissioners’ moved seconded and voted unanimously to go into Non-Public Session for the purpose of personnel matters pertaining to the review of district manager candidates. They voted to seal the minutes.

Non-Public Session:

1.     District Manager Resumes review

The Board of Commissioners reconvened to the public meeting at 5:36 pm.

The Commissioners’ agreed to schedule the next monthly meeting at the regular scheduled time of 3:00 pm on Wednesday, August 20, 2008.

There being no further business, at 5:37 pm Commissioner Wood  made a motion to reconvene and continue the Public Hearing to Wednesday, August 13, 2008 at 3:00 pm for the purpose of going into non-public session and to interview three candidates for the District Manager position.  Motion seconded by Commissioner Fairweather. All voted in favor of the motion.

Respectfully submitted by:

L. E. Hayward

Clerk

Village District of Eastman

Commissioners’ Meeting - Village District Office

June 18, 2008

Minutes

Notices of this meeting were posted at the Eastman Community Association and Village District of Eastman Offices.

MEETING CONVENED at 3:03 PM: present were Commissioners Sullivan, Fairweather, and Wood, District Manager Donison, Treasurer Wright, and Clerk Hayward.

MINUTES – May 21, 2008 monthly meeting minutes for both the public & non public sessions had been read and it was moved, seconded and voted to accept both sets of minutes as written.

FINANCIAL REPORT – of May 2008 was discussed and it was noted that $107K was billed for water usage and of those billings, $27K remains outstanding.   It was also pointed out that, under Security,  $4,278 was moved from the Trust fund which offsets April security expense.   Additionally, it was noted that the entry under “Security” on the second page of Income and Expenses is a duplicate and will be removed from future reports.

District Manager Donison stated that the District now charges $2,800 for each new connection.   The District currently has 4 connections so far this year, only budgeted for 3; so, we are well ahead this year.

MANAGER’S REPORT

Operations Report, May 2008 was discussed.  Commissioner Wood questioned the amounts listed as the “Daily Average”.   District Manager Donison will go over the spreadsheet and re-check the formulas.

1.    Meter readings showed that water usage went up considerably in May, but it was a very dry month and that combined with the flushings, a significant number of which were performed in May, would increase usage.

2.    In August should know whether water usage has returned to normal levels.

3.    It was also noted and discussed that the report shows back flushing to have been much higher in May than prior months and, also, higher than would have been expected for the level of increase in water usage, water usage was a bit more than 25% higher in May than in January and back flushes were double, 5 in January and 10 in May.   District Manager Donison explained that the amount of back flushing is impacted by, amongst other things, which of the wells is in most use at the time.

The Commissioners than discussed the relative costs of running each of three primary water sources.   It was noted that much of the time there is a blend of water from the two currently used water sources.     The bedrock well requires less treatment, it is very good quality water, but it costs more to pump.   With it though, there will not be the same amount of chemicals or as much backwashing.   It was also noted that the flushing done in May increased water use and will have also impacted the need for backwashing.   The flushing program is now complete.  Finally, it was noted that the District received far fewer complaints than they had during past flushing programs.

WELL FIELD IMPROVEMENTS PROJECT – STATUS REPORT

1      Source #5 (BRW); There was a June 17 public hearing meeting in Springfield.  It went well.   The state will close with that hearing and wait 45 days for any comments.   It is expected we should have review letter by end of second week in August.   And, we would expect to get final response out in late August and get final approval at end of August.

2.    Wellfield Improvements Project (WFIP) – The Expenses & Funding Summary report still shows the obligated contingency funds available at $203K.   The expenses are winding down and the $36K expenses shown includes all that we currently expect to pay out.   And, there is still some equipment that we can auction off that was associated with Wellfield Improvements Project, including a small 6x6 stucco “house” to cover a well.  The possibility of an auction of no longer needed equipment was addressed a year ago, at which time the District did get voter approval to auction off some equipment.  

3.    Other – There was some discussion regarding decommissioning some of the older wells.  District Manager Donison will make a plan of all wells and put together an assessment for each whether it makes sense to decommission.   He will have that for August meeting.    One well still has a pump and we may investigate rehabilitating that one.    This might be something to consider for inclusion in the Master Plan. District Manager Donison says that if state requires we decommission all, we could request specific exception to maintain options on the one we think has the best long term potential.

 OLD BUSINESS

1.    Annual audit report status – The draft has been received and approved and the  draft audit was passed out in the meeting.

2.    Consultant selection for master plan – The consultants were to be here at between 4:30 – 7:30 this evening for interviews.

3.    Computer mapping – see draft maps are available.   Neil and Joshua are “just plugging away” as they have time.   They have the base maps and they are adding new and updated information to them.

4.    In the search for the water leak, the Commissioners did ask ECA to assist in getting the word out and ECA did post on web site, board minutes, and newsletter.  It worked.   Due to the response of a homeowner, we found a leak on Bright Slope.   The leak is on homeowner’s side of the valve; so, it is their responsibility to repair and to pay for repairs.   VDE has the closed the water off at the curbstop.   The homeowner has been notified and has hired a contractor to do the repair.   The commissioners recommend that we send out a “Thank you” for the help from community which will also serve to notify that we did find leak.   As an aside, District Manager Donison said that we did have an opportunity to use the new leak detection equipment and the response to it is positive.

5.    Reminder to close loan in fall 08 with Lake Sunapee Savings Bank – Commissioner Fairweather confirmed that the loan extension is good through October 2008.

6.    Howe Hill meter vault – District Manager Donison reported that the final meter head repair has been completed, the  meters are installed and readings can be made.

7.    The Purchase of a trailer from Vehicle and Equipment Trust Fund is deferred until next month’s meeting.  

8.    Other- none

NEW BUSINESS:

1.    Staff meetings are now held every Wednesday at 1 pm.   This has been done for two weeks now and is working well.   Josh & Neil give an activity report weekly as well.

2.    South Cove Activity Center – VDE cannot provide “fireflow” at 500 gpm as requested by John Carter Sprinkler.   The ECA consultant called and asked regarding the “fire flow” – for sprinklers that are planned for the new buildings.  The amount requested would empty our tanks.   So, we can not provide at the level they requested.   250 gpm would be the maximum that we could provide.   District Manager Donison will have a detailed report next month.

3.    There was agreement that there should be a vote taken to formally approve the Treasurer moving money from the cash accounts to Trust Funds in accordance with the votes on warrants taken at the annual meeting.   These transfers do not spend money, but rather move the money from cash reserves to specific trust funds as per warrant articles as voted in annual meeting of March 19, 2008.  Commissioner Wood moved to authorize the Treasurer to move money from cash accounts to specific trust fund accounts per warrant articles as voted in the annual meeting of March 19, 2008.   At that meeting, voters approved transfers into trust fund and retainage into WFIP per warrant article no’s: #3 ($10,000), #4 ($3,000), #6 ($20,000), #7 ($5,000), #8 ($4,000), #9 ($20,000), #10 ($75,500K), #11 ($25,000), #12($75,500), #14 ($5,000), #16 ($10,000) and #17 ($3,300).   Commissioner Fairweather seconded the motion.   The motion was approved unanimously.

4.    There is a potential insurance claim due to a lightening strike at WTP about 1 ½ weeks earlier.   Today they are working on this and looking to determine the extent of damage District Manager Donison will notify the insurance company today.

5.    Employee Search – The search for a new District Manager has begun.   The Position has been posted in trade publications and it is hoped that there will be applicants to be interviewed the same day as the next meeting.   It was decided that the next meeting be held on July 23rd at 3PM in order for all of the commissioners to be present.

6.    Other – Duncan Wood noted that he received a telephone call from a neighbor praising work done by Neil & Josh when that neighbor had a problem with a leak.

7.    Personnel – It was recommended that the current District Manager, Jim Donison, be retained during the current contract period, allowing him to take accrued vacation of 16 hours per week until all of his vacation is used up and then work 8 hrs a week at $75/hr.  Commissioner Fairweather moved that that arrangement be approved, the move was seconded by Commissioner Wood and so voted unanimously.

Public Input:

  1. None

The Meeting was recessed at 4:30 in order to begin interviews for consultant on the Master Plan

The Board of Commissioners reconvened in public meeting at 7:15 pm. 

1.    The Board discussed and deliberated pro's and con's of the master plan presentations by the three consultant engineering firms (Dubois & King, Provan & Lorber and Tata & Howard).  A motion was made by Commissioner Wood to award the Master Plan Study to Tata & Howard and for the District Manager to enter into an agreement with Tata & Howard for them to start the master plan project within the next week based upon proceeding with a "water system data collection phase" and that the complete scope of work and final fee amount to be discussed and agreed to at the July 23, 2008 Board of Commissioner Meeting.

2.     And, that the District Manager Donison request a separate engineering scope of work and fee from Tata & Howard to evaluate the VDE water system hydraulics specifically for the proposed South Cove Activity Center fire sprinkler system and that this agreement and fee amount be presented to the ECA by the VDE for the purposes of determining whether the VDE water system can accommodate the fire sprinkler needs of the proposed building.  The motion was seconded by Commissioner Fairweather.  All voted in favor of the motion.

There being no further business, at 7:41 pm Commissioner Fairweather made a motion to adjourn the public meeting. It was seconded by Commissioner Sullivan.  All voted in favor of the motion.

Respectfully submitted by:

L. E. Hayward

Clerk

Village District of Eastman

Commissioners’ Meeting - Village District Office

May 21, 2008 3:00 pm

Minutes

Notices of this meeting were posted at the Eastman Community Association and Village District of Eastman Offices.

MEETING CONVENED at 3:02 PM: present were Commissioners Sullivan, Fairweather,  and Wood, District Manager Donison, Treasurer Wright, Ben Conroy, and Clerk Hayward.

 SWEARING IN:   Treasurer Dave Wright, introduced Ben Conroy and he nominated to the position of Deputy Treasurer.   The nomination was accepted and unanimously voted by the Commissioners.  Chairman of the Board Sullivan swore in the new Deputy Treasurer.

 MINUTES – Regarding the April 16, 2008 Monthly Meeting Minutes, a correction was made to the spelling of the outside engineer’s name “Schrager”; and with that correction, the minutes were approved unanimously.  

 FINANCIAL REPORT – It was noted that on page 2 of the Balance Sheet, under Long Term Liabilities, the Long Term Note was up by $5,000 from March 31 to April 30.  District Manager Donison will advise the reason at next month’s meeting.   And it was noted that the last page of the Income and Expense Report does not currently show all reserve fund accounts and include the account numbers for all new funds.  District Manager Donison will have the changes made and they will be shown in the future and account numbers for new funds will be assigned.  Also the report heading will read 2008. 

 District Manager Donison reported that Water Usage, as represented by the amounts just billed, of $106,714 puts the District right on track for the expected $250,000 of revenues for this year.                                          

 MANAGER’S REPORT

  1. Operations Report, April 2008

·         Meter readings for the May billing cycle were completed and the water billings are consistent with last year.  Spring 08 the District billed $106,714 which is similar to Spring 07.  Water production is up 500K to 750K gallons per month, i.e. last April it was 3.8 versus 4.7 Million this April. This higher water production without a corresponding increase in household water usage indicates that it is likely there is a leak somewhere in the system.

·         District Manager Donison recommended we purchase new leak detection equipment.  A discussion followed in which the cost of renting equipment was considered as well as prior history with this type of equipment.  It was noted that Granite State Rural Water Assoc. has helped us find a leak in the past and used their detection equipment.  Also, Manager Donison did some research on leak detection equipment and has determined that the cost of the equipment that would suit District needs is $2,466 which could come from the Operating Fund line item.   

Commissioner Wood moved to approve the expenditure for the leak detection equipment; the move was seconded and approved unanimously.

Commissioner Wood then asked whether we could enlist the help of the community to look and report any place that is unexpectedly wet as a means of identifying where the leak detection equipment should be first applied.    It was agreed that the District should place a notice in ECA monthly mailing and board briefs.

·         Water use is up and quality remains good and production is good, as would be expected at this time of the year.

 WELL FIELD IMPROVEMENTS PROJECT – STATUS REPORT

     1.      GS Environmental submitted Final Report to NHDES for Source #5 on May 9/08.

2 .      Wellfield Improvements Project(WFIP)– There have been no changes in expenses over the last month.   There will be expenses this month for GS Environmental, Gene Schrager.   The District has used $500 and still has $7,500 remaining in contingencies item. 

3.      The Town of Springfield has requested a public hearing which was expected.  Final approval of the Bedrock Well No 5 application is expected 3 to 6 months from now. 

OLD BUSINESS 

  1. Copies of the updated Emergency Management plan have been put together.  They will be signed today by Commissioner Sullivan and Manager Donison and they will then be distributed.   The Emergency Management Plan should be updated every couple of years.
  1. Annual audit report status - The District has not yet heard from the auditors.   District Manager Donison will follow up with auditors by mid-June.
  1. Consultant selection for Master Plan - The District Manager had prepared a draft RFP for review to be sent to four firms.  The Commissioners reviewed the letter and a discussion ensued regarding the appropriate time-line given the timing for development of the CIP Budget.   It was determined that the letter would be revised to reflect the following: receive RFP’s by June 11, the firms should be interviewed on 6/18 and a selection made, then enter into agreement the following week.   That should allow the chosen firm to prepare a draft master plan report for the October 2008 meeting (gives Aug, Sep, Oct to complete draft) and have final completed for November 19 meeting. It was agreed; the District will receive RFP’s by June 11 and the following week interview and by end of week decide and contact first choice, notify on 19th so they could start the following week, which would allow report conclusions to be included in capital budget plan.

The RFP letter will be revised accordingly.  It was voted unanimously by the Commissioners to these changes.  The RFP issued will be sent to the four firms suggested which include: Dubois & King, Provan & Lorber, Dufresne & Associates and Tata & Howard.

  1. ECA rental space sharing agreement has been signed.  The agreement results in a 25% saving for the first year.   The District has already moved out of the space and new carpet has been installed.  Within the next week the new locking door will be installed, completing the physical changes.
  1. Local Officials Workshops – Commissioner Fairweather to attend legal workshop in June.
  1. Computer mapping - draft maps,   District Manager Donison is permitting the use of his CAD mapping equipment for the project to create a detailed map of the water system.

            An initial map has been created using the data input and that map was shown at the meeting.   The map(s) produced will be shared with ECA. 

  1. Water main spring flushing is scheduled to continue through June 12/08. Notices have been posted on the ECA web site and TV station and two signs have been posted, one at each main entrance to Eastman.   The District Manager notes that there have been very little in the way of calls regarding the flushing.
  1. Start to search for water leak. Notice will be posted on ECA web site and TV station as discussed in item no 1 above.  Also to check with Ken Ryder about best ways to get the word out.
  1. Reminder to close the Wellfield Improvement loan in fall 08.   The District does need to sign an extension very soon.   It was recommended that a 6-month extension be signed prior to the next meeting, and if Acceptable to the bank that the Board Chairman, Sullivan sign.   There needs to be confirmation from the bank that only one, not all Commissioners’ signature(s) are required.

 NEW BUSINESS:

  1. Howe Hill meter vault repairs were made yesterday by MJ Hayward.  The only items which remain to be completed is the meter head connection to allow reading to be made.  By previous agreement, The Village District will continue to provide water and ECA will pay for water for the four homes on Howe Hill.
  1. Manager Donison to attend NH Association of Village Districts Annual Meeting on May 22 and VDE to join at $100; need signatures from BOC authorizing Manager Donison to act on behalf of VDE at the May 22 meeting.   The Board of Commissioner signed a letter authorizing Manager Donison to act on behalf of VDE at that May 22 meeting.
  1. A discussion was held on the memorandum entitled Goals and Tasks for VDE in 2008 and defining individual Commissioner’s area of responsibility.   District Manager Donison also put forth that an addition: “#40. Leak detection.”   Commissioner Fairweather suggested to add: “41. Strategic placement of flow meters, with concurrence of Master Plan”, and another line was added: “42. Future office needs”.   With regard to whether to rotate assigned areas specialties for commissioners or fix to maintain continuity, Commissioners Fairweather and Sullivan both spoke supporting rotation.   It was agreed that they would rotate.  Commissioner Fairweather will be responsible for the area of Operations, Sullivan for Administration and Wood for Projects.
  1. Manager Donison to attend Local Government Center accounting class on June 24.
  1. District Manager Donison put forth the suggestion that we not purchase a mini-backhoe per the present direction of the Capital fund account – Vehicles and Equipment.  It may be that the District would rather rent, or hire a local owner/operator to do any backhoe work that would necessitate a mini-backhoe.  This would free up the funds ear-marked for the purchase of a mini-backhoe.   He suggested that we purchase a “dump trailer” at $5,300.   Commissioners agreed to consider the request which involves a change in direction from that given in the annual meeting.   It was agreed that they would reassess the use of the fund and as well as the benefits of a “dump trailer”.   This will be reconsidered at the next meeting.
  1. Joshua Worthen passed his state water exams and now has grade 1 water operations and distribution licenses.   It is customary to give a $.50/hr raise for passing an exam.   Joshua passed two, so a $1.00/ hr raise would be appropriate.  Commissioner Wood moved that Joshua Worthen be given a raise of $1/hr, effective next pay period.   Commissioner Fairweather seconded and it was so voted unanimously.  Now both Joshua and Neil have grade 1 licenses.    It was also discussed whether the VDE should continue with Water Operations Systems, Inc. for on-call services.   Water Operations Systems, Inc is on retainer for night and weekend on-call services at $75.00/month and we also compensate them $60/hr if they come in on nights or weekends (typical total annual compensation of approximately $2K to $4K per year).    So, the question is, do we want to do this “in house” now and do we want to compensate employees on call for the weekend?  The customary rate locally for other water systems for the “page carrier” is $50- $200/wk.    District Manager Donison recommends $100 per weekend if VDE employees were to be on-call.  This would actually increase the expense budget annually from $2-4K to $5.2K or more.   The Commissioners voiced concern that the employees might not fully understand the consequences of being on call, and do they really want to do it?    At least two of the commissioners have previously carried pagers and found it a nuisance.  The discussion did bring forth the fact that, currently, employees might not be putting in for time spent (i.e. compensated) when they are contacted by Water Systems on the weekend or a night to clarify an alarm situation?   It was agreed that, for now, we will continue with Water Operations Systems, Inc, but make sure that employees do put in for any time taken from their nights or weekends to assist Water Operations Systems.   The Commissioners directed the District Manager to discuss this with employees and advise them that they should include any time that they work with Water Operations Systems on the nights and weekend.   This time would be expected to be consistent with Water Systems Operations Inc bills.   There was consensus that was the way to go at this point and only revisit if necessary.

 PUBLIC INPUT:  There was no public input.

 A “non-public” session was called for by Commissioner Sullivan.  He so moved and it was seconded by Commissioner Fairweather.  It passed unanimously.  At 5:03 pm the commissioners went into non-public session to discuss personnel matters.

 The public meeting was reconvened at 5:56 AM.

  1. The commissioners reviewed the May 19, 2008 memo regarding benefit changes prepared by District Manager and  acted on the following items:

 Commissioner Wood moved to approve the change in employee benefits in Dental coverage to Option 3 which will include orthodontic coverage and to increase the Accidental Death coverage from $10,000 to $50,000 for employees and from $50,000 to $100,000 for the District Manager, both as managed by the Local Government Center at an approximate additional annual cost to the VDE of $1,000.  The motion was seconded by Commissioner Sullivan and passed unanimously.

The Commissioners agreed to defer the discussion on increased employee benefit compensation of IRAs until a future date.  Commissioners directed District Manager Donison to investigate the tax implications to the VDE and employees for increases in amounts to IRA’s and also a 401K program.

 There being no further business, Commissioner Fairweather moved to adjourn.  The motion was seconded by Commissioner Sullivan and passed unanimously.  The meeting was adjourned at 6:09 PM.

 These minutes are submitted by:

 L. E. Hayward

Clerk

Village District of Eastman

Commissioners’ Meeting - Village District Office

April 16, 2008 3:00 pm

Notices of this meeting were posted at the Eastman Community Association and Village District of Eastman Offices.

MEETING CONVENED at 3:02 PM: Commissioner Sullivan opened the meeting.   Also, present were Commissioner Fairweather, District Manager Donison, Treasurer Dave Wright, Duncan Wood, and Laurie Hayward.

SWEARING IN:  Commissioner Sullivan was chosen to be the Chairman of the Board, a position vacated by former Board member Bob LaGassa.  Duncan Wood, who was elected to the Commissioner position vacated by LaGassa at the Annual Meeting, was sworn in by Commissioner Sullivan.   It was moved by Commissioner Fairweather and seconded by Commissioner Wood, voted and moved that Laurie Hayward, be appointed Clerk to fill the year remaining on Ron Pippin’s appointment.   Commissioner Sullivan swore in the new Clerk.

It was noted that there should be a search for both a Deputy Treasurer and a Deputy Clerk, both positions were held by now Clerk Hayward.

It was also mentioned that the Village District website should be updated to show the elected and appointed officials and the length of term and including that the Moderator’s, Chuck Woodhouse’s, term goes through 2009 and to correct the Clerk’s name to Laurie Hayward.

MINUTES –The minutes of the March 19, 2008 Annual Meeting have already been signed by the Commissioners.

Regarding the March 12, 2008 Monthly Meeting Minutes, Commissioner Fairweather moved and Commissioner Sullivan 2nd that the minutes be accepted as written, it was so voted and unanimously approved.

It was noted that it is a requirement that minutes should be published within 72 hours of the meeting.   The Village District publishes the minutes of meetings on its website.

PUBLIC INPUT – Commissioners suspended the regular order of business to allow input from Tata & Howard – see below

FINANCIAL REPORT – March 2008

Manager Donison presented the financial report.   The format was discussed and it was decided that, in the future, a rolling three months would be shown, rather than one.   It was noted that the items voted to be transferred have not yet been.  Beyond the Annual Meeting vote, the Commissioners vote to approve the transfer of monies.   Manager Donison recommends waiting until June to make the transfers as money not currently needed can continue to earn interest staying where it is.   Manager Donison also reminded that on May 1, the District  sends out water bills which bring in cash in mid-May to mid-June.  Taxes come in July and again in December.  Overall, the District is in a good cash position.

MANAGER’S REPORT

The Operations Report, March 2008, was discussed including that there was a much higher water usage for last 3 months.   In March, it was over the year previous by 1 Million gallons.   This significant increase in water usage may indicate a leak. Manager Donison thinks  that next meeting there will be a better idea of what the extra Million represents, especially because the District will start reading meters beginning next Monday, Apr 21.   It was noted that overall water quality remains good.  It was requested that the Manager include specific yield information to future reports.

WELL FIELD IMPROVEMENTS PROJECT – STATUS REPORT

1.    Source #5 (BRW); GS Environmental to submit Final Report to NHDES.  Manager Donison met with Gene Schrager who has written a preliminary report which shows no impact to the surrounding wells.   Gene Schrager did however map out a much longer elliptical shaped area which moved further into Springfield.   The District has already sent letters to those in the newly included impact area.   It was also noted that Source #5 reached stabilization at 85 gal/min and that none of the wells with monitoring showed any impact.   It is not expected that there will be any delay in permitting.     Manager Donison stated that it is expected that final approval will come in 6 months.

 2.    An Expenses & Funding Summary for the Wellfield Improvements Project was reviewed.   It is expected that the only expense remaining through the balance of the year is for GS Environmental.   The Contingency balance remains $203,000.

3.    The question came up whether to keep the construction loan open.  It was agreed that it still makes sense to wait until DES has blessed the completed project; especially, as it is expected to be only 6 months to DES approval.   It was decided that the Commissioners would keep it on the agenda and revisit each month.                                   

OLD BUSINESS 

  1. Regarding the Update to the Emergency Management Plan, it was decided that copies of the Updated Plan should be provided to Bob Osgood, Emergency Manager for the Town of Grantham. Copies will also be given to the ECA General Manager, the Chairman of this Board and two employees.   Manager Donison has a copy and will see to the distribution.

  1. The annual independent audit was performed on March 31, 2008.   The draft report should be available in 1 ½ months.

  1. Discussions were held on dividing primary responsibilities and, including having both the Treasurer and a Commissioner sign off on all check “registers.”    It was agreed that Manager Donison would publish a written description of the Board’s primary responsibilities that the Commissioners can use at the next meeting to determine how they might divide tasks.

NEW BUSINESS:

  1. Letter to Dept Revenue Admin sent with necessary annual documents.

  1. The selection of a consultant to help with a Master Plan was discussed.   It was agreed that they would identify and look at 3 or 4 firms, possibly DuBois & King, Tata & Howard and 1 or 2 others.   Commissioner Wood and Manager Donison agreed to write up a draft request for proposals and to have something for next meeting.

  1. ECA rent increase by 3.3% from $14,830 to $15,319/yr ($1277/month). ECA has requested that they use the kitchen/file area (which may be 20% of space).  This reduces available square feet; but, it also reduces costs.  This is would be temporary and any agreement should include a clear timeline.

  1. It was noted that there will be only limited sampling required this year, Q3 for nitrates and Q3 VOC’s.

  1. A handout was passed out showing Local Officials Workshops scheduled for April to June.

  1. Manager Donison to attend Energy workshop on April 22 in Lowell, MA

  1. Neil Perez and Joshua Worthen took water operators exams on April 10 and will know how they did in about a month and a half.

  1. Meter readings are scheduled for the last week of April.

  1. Computer mapping continues and Manager Donison expects to have draft maps for the May Commissioners’ Meeting.

  1. The spring water main flushing is scheduled for May.   It was suggested that we not only post notices of the scheduled flushing and the possibility of discolored water in newspaper and on the Village district website, but, also, see if we can insert in the ECA Board Briefs and on ECA TV, Channel 10.

  1. Employee Benefits were discussed.  Manager Donison gave the Commissioners a handout memorandum with recommendations for benefit changes.   The Commissioners asked Manager Donison to provide more information.   The proposed benefit changes will be taken up again at the May meeting.

  1. The need for approval for expenditure to rekey all Village District Locks was reviewed.   Duncan Wood moved that for security improvement purposes, the Commissioners authorize an expenditure of up to $4,500 to rekey all Village District locks.   Commissioner Fairweather 2nd, it was voted and approved unanimously, and that we request a Fund Transfer from the Trustee for up to $4500 from NH0026 Trust Fund (Security Improvements).  An initial Fund Transfer request will be made for expenditures from Twin State Lock & Key.

  1. Discussed the problems with the gate to the wellfield which has settled and has issues with closing positively.  To address this, the District has sent contract documents to the state and is awaiting approval of grant agreement for funds for security improvements which will be an automatic gate opener.  There may be a similar problem of fencepost settling for the new auto gate so an effort should be made to find a resolution to the settling problem, including going back to the installer.

Public Input:

  1. Jenna Razasa, who is a project manager for Tata & Howard of Nashua, NH, an engineering consulting firm specializing in water systems, spoke with the Board in connection with the search for future engineering consultant services and, in particular working with the Village District to create a Master Plan which she recommended look out 10 years and 20 yrs for supply & storage.    She provided information about the firm and some of the projects it has done, including working with several New Hampshire water systems.

Non-Public Session:  None

ADJOURNMENT:  There being no further business to come before the commissioners, Commissioner Sullivan moved to adjourn at 5:30 PM.  The motion was seconded by Commissioner Fairweather and passed unanimously.

Next meeting to be held May 21 at 3PM at the Village District Offices.

These minutes are submitted by:

L. E. Hayward

Clerk

Village District of Eastman

Commissioners’ Meeting - Village District Office

March 12, 2008 1:00 pm

Notices of this meeting were posted at the Eastman Community Association Office and the Village District of Eastman Office.        .

Commissioner LaGassa opened the meeting at 1:01 P.M.  Also present were Commissioners Sullivan and Fairweather, District Manager Donison, Treasurer Wright, Deputy Treasurer Hayward and Clerk Pippin.

MINUTES – February 20, 2008 Commissioners meeting was reviewed with only one pen and ink change; add the word “computer” under NEW BUSINESS, item 1. Before the word “mapping”.  Commissioner Fairweather moved to approve as amended, it was seconded by Commissioner Sullivan and passed unanimously.  The minutes for the February 20, 2008 Budget Review Meeting were also reviewed.  Commissioner Fairweather moved to approve as written, it was seconded by Commissioner LaGassa and passed by a vote of 2 to 0 with Commissioner Sullivan abstaining due to not having been able to attend the meeting.

FINANCIAL REPORT – February 2008.  The report was discussed by the commissioners and agreed that the District was in sound financial shape.  Commissioner LaGassa discussed ways to more clearly reflect on the report the transfer of funds from one account to another. The commissioners discussed the cost of generator repairs during February, noting that the costs consumed most the 2008 budget for this line item.  It was determined that nearly half of the costs would be more properly charged to a new equipment line as the problem generator was eventually replaced.   

MANAGER’S REPORT - Operations Report, February 2008.  Manager Donison gave a brief explanation of the report and items on the report of interest to the commissioners.  A discussion was held concerning more frequent meter readings.  Manager Donison addressed the idea of looking at new systems that would allow reading meters at a faster rate which would permit more frequent readings at the same labor expenditure. 

WELL FIELD IMPROVEMENTS PROJECT – STATUS REPORT

  1. Source #5 (BRW); GS Environmental is preparing the Final Report to be sent to NHDES. This project is almost fully complete.  Once the final report is submitted and a public hearing is held, the State will be in a position to issue full approval for the use of Source #5.  This action should be complete by the fall of 2008.    

  2. Wellfield Improvements Project (WFIP) – The Expenses & Funding summary was review by the commissioners, noting little change from last month.

OLD BUSINESS

  1. Update Emergency Management Plan - Commissioner LaGassa distributed a draft EM report and discussed it with the other commissioners.  The manager and commissioners will review the draft and revise/approve at a future date.

  2. 2008 Annual Report printed and mailed – the commissioners noted that there has been little public comment on the report.   

  3. Manager Donison announced that one candidate has signed up to run for the 3 year term as commissioner.

NEW BUSINESS:

  1. Appoint new Clerk in after annual meeting – Deputy Treasurer Hayward agreed to accept a one year appointment as Clerk after Clerk Pippin vacates the position following the Annual Meeting.

  2. Manager Donison announced that the annual audit was scheduled to begin on March 31, 2008.

  3. Other Donison announced that the engineering firm DuBois and King would like to discuss the new “master plan” with the commissioners. This will be addressed at a latter meeting. 

  4. Manager Donison announced that the District was awarded a matching grant for security enhancements from the Dept of Environmental Services for $6,275.  This grant will allow the VDE to implement the security improvements that was addressed in the grant request.  Commissioner LaGassa moved “to approve and accept the proposed 2008 Local Source Water Protection Grant as stated in the letter dated January 22, 2008 from the NH Department of Environmental Services”.  Commissioner Fairweather seconded the motion and all concurred. 

5.   The commissioner discussed who would be responsible for addressing which warrant articles during the Annual Meeting.  It was agreed to give a status report on the Wellfield Improvement Project at the beginning of the meeting so that residents understood that this large project was coming to a successful conclusion.

6.   As the outgoing Commissioner, Commissioner LaGassa took a few minutes to    pass along several items that he felt were issue the new Board of Commissioners may what to address in the future.  These items were:

Remediate the area behind the Tombs residence that was disturbed during the search for a new water source.  As some items originally purchased for the Wellfield Improvement Project was not used, sell it as excess.  Cap all well holes drilled when searching for a new water source.  Move an existing storage building down to cover the new Source #5 well head for both security and equipment protection reasons.   

PUBLIC INPUT:  There was no public input.

ADJOURNMENT:  There being no further business to come before the commissioners, Commissioner Fairweather moved to adjourn at 2:50 PM.  The motion was seconded by Commissioner Sullivan and passed unanimously.

These minutes are submitted by:

C. R. Pippin

Clerk

Village District of Eastman

Commissioners’ Meeting - Village District Office

February 20, 2008

 Notices of this meeting were posted at the Eastman Community Association Office and the Village District of Eastman Office.        .

 Commissioner LaGassa opened the meeting at 9:10 AM.  Also present were Commissioner Fairweather, District Manager Donison and Treasurer Wright. 

MINUTES – January 16, 2008 –  Commissioner Fairweather moved the minutes be approved as submitted.  Commissioner LaGassa seconded the motion and it was unanimously approved.

FINANCIAL REPORT - January 2008 financial data was reviewed.  There was discussion about the need to include a line item amount for the Trust Fund Transfer from the Communication Fund. 

MANAGER’S REPORT - Operations Report, January 2008.  The report was addressed by Manager Donison. There was discussion about the flow and pump run time amounts for the Anderson Pond Booster Station and the need to correct those items in the report.  Also discussed was the need to add items for scheduled water quality testing throughout year.

WELL FIELD IMPROVEMENTS PROJECT – STATUS REPORT

1.         Source #5 Bedrock Well - The pump test was completed on Feb 14, 2008.  The pump rate was 125,000 gpd at 85 gpm. GS Environmental will prepare the final report application and submit to NHDES within the next 1-2 months with final approval expected in 6 months.

2.         Tom Allen LCS, has completed the punch list of the automatic SCADA control system at the water treatment plant and that portion of the project is 100% complete.

3.         Wellfield Improvements Project (WFIP) Expenses & Funding summary was reviewed.  There is $63,468 in unexpended costs which remain as part of the permitting of the bedrock well no. 5, which will leave a balance of $200,000 unexpended as part of the Lake Sunapee loan amount of $800K.  There was discussion on proceeding to withdraw the anticipated costs of $63,468 after next meeting and closing out the loan.  Also discussed was the importance of organizing and saving all of the WFIP files for future reference purposes.

OLD BUSINESS

1. Commissioner LaGassa indicated that he would update the Emergency Management Plan before the next Board meeting.

2. Discussion on the Budget Meeting. The Budget meeting is scheduled for 7:00 pm tonight (2-20-08) with a second meeting only if necessary for the following Wednesday (2-27-08).  The commissioners spent about 45 minutes reviewing the budget presentation, warrant articles and financial documents to be included in the presentation.  At the conclusion of the session, assignments were made for addressing the warrant articles and report at the budget meeting.

3. Discussion on the Annual Report.  It will need to be posted at the Grantham Library bulletin board, on the outside bulletin board at the Grantham Post Office (which is managed by the library), and also on the outside bulletin board at the Grantham Town Hall.

4. Commissioner candidate sign up deadline was discussed.  It ends Fri, Feb 22/08, 5:00 pm.

5. Local Government Center Property Liability Trust and Workers Compensation Trust Agreement and Resolution to participate in the “9-9-9” program.  Manager Donison explained that the LGC will perform a reevaluation of the WTP property/building this upcoming summer and that the reevaluation rate would not increase the present rates until after January 1, 2009.  Manager Donison indicated that the proposed 2008 budget amount includes a 9% increase which will be sufficient to cover the cost increase as part of the potential contract increase.

A motion was made by Commissioner LaGassa for a resolution to accept the offer from the LGC property liability trust to enter into a multiyear rate guarantee program.  Commissioner Fairweather seconded the motion for the resolution and it was unanimously approved.   The agreement was then signed by Chairman Lagassa.

           NEW BUSINESS

 1.      The computer mapping of the water system will be proceeding over the next few months.

 2.      A new clerk will need to be obtained to replace Clerk Pippin who will be resigning after the 2008 March Annual meeting.  Clerk has one year remaining in his term.

 3.      The Commissioners signed a letter of support for Manager Donison to be considered as a new board member to New England Water Works Association as the New Hampshire Director.

 4.      Discussion continued on adding a new Capital Improvement Project fund to cover building repairs such as the needed repairs to the operations garage roof which is leaking water.  This will be discussed in the fall when the CIP committee convenes.

 PUBLIC INPUT:  There was no public input.

 ADJOURNMENT:  There being no further business to come before the commissioners, Commissioner LaGassa moved to adjourn at 10:32 AM.  The motion was seconded by Commissioner Fairweather and passed unanimously.

 These minutes are submitted by

James J Donison

Clerk Pro-Temp (Manager VDE) 

Village District of Eastman

Commissioners’ Meeting - Village District Office

 January 16, 2008

Notices of this meeting were posted at the Eastman Community Association Office and the Village District of Eastman Office.        .

Commissioner LaGassa opened the meeting at 9:02 AM.  Also present were Commissioners Sullivan and Fairweather, District Manager Donison and Clerk Pippin. 

MINUTES – December 19, 2007 – Commissioner LaGassa recommended striking the last two sentences on page 2, para 7.  Commissioner Sullivan recommended two corrections to page 3, para 3.  The first being the number “5” in line one should read “6”, and the number “300,000” in line two should read “260,000”.  Commissioner Fairweather moved the minutes be approved as corrected.  Commissioner LaGassa seconded the motion and it was unanimously approved.

FINANCIAL REPORT - December 2007 financial data closes out the year and effectively represents a draft Annual Financial Summary.  Therefore, the commissioners reviewed it closely, with several requests for minor clarification from Manager Donison about several of the balance sheet and income & expenses line items.  There was some discussion about the adequacy of the cash flow until receipts from the first billing period arrived. It was decided there was not going to be a problem given the District’s current cash-on-hand position.  The commissioners also reviewed the reports closely for impacts on the 2008 budget.

MANAGER’S REPORT - Operations Report, December 2007.  The report was addressed by Manager Donison.  He passed out a sheet showing the historical water usage for VDE, which shows a sizable reduction in both water metered and gallons pumped.  As there were two line breakages during the month, there was some discussion concerning the likelihood of having more future leakage and breakage due to the aging of the distribution system.  It was agreed that close monitoring would be required to detect unusual flow amounts.

WELL FIELD IMPROVEMENTS PROJECT – STATUS REPORT

1. Source #5 (BRW); The Final Application proposal is being prepared by GS Environmental, who will also be performing the final pump tests in February.  Assuming   successful pump testing, the Final Application will be submitted in early spring.

2.         Tom Allen LCS, completed punch list of the automatic SCADA control system at the water treatment plant.  There are one or two more minor items to complete and this project will be finished

3.         Wellfield Improvements Project (WFIP) Expenses & Funding summary was reviewed.  Manager Donison assured the commissioners this project will meet the funding objectives set last year.

OLD BUSINESS

  1. Update Emergency Management plan for Bob Osgood – 2003 copy provided to VDE on 1-7-08. Commissioner LaGassa stated he will take this for action.

 

  1. Leak detection program to start in Spring 08; Manager Donison stated this program would begin again once the winter bleeders were turned off for the season.

 

  1. Resolution for participation in the multi year rate guarantee program of the local government center property – liability trust llc dba local government center workers’ compensation trust “9-9-9”.  Manager Donison report that all that was lacking to complete this action was to get a new assessment of the value of the new water treatment plant.  He stated he is working on getting the plant appraised.

 

  1. 2008 Annual Report/budget work session; this item was tabled until the other business of the meeting was completed.

 

NEW BUSINESS:

  1. 2008 meeting schedules; Manger Donison passed out a proposed VDE Business Schedule for the coming year which was informally approved by the commissioners.

 

  1. Annual Meeting Notice; A draft “Commissioner’s Report to the Residents” letter was distributed by Commissioner LaGassa for review and approval by the commissioners.  A few minor changes were recommended which Commissioner LaGassa agreed to incorporate in the final draft. When discussing the upcoming District Annual Meeting, Commissioner LaGassa took a few minutes to explain what the law requires and does not require for the District residence to approve warrant articles. During the discussion of the Capital Improvement Program, Commissioner LaGassa moved that the CIP draft dated Jan 8, 2008 be accepted as the official document.  Commissioner Sullivan seconded the motion and it passed unanimously.  The CIP will be distributed at the budget hearings and at the Annual Meeting for information.  No formal presentation of the 2008 CIP will be given but it will be used as backup information supporting the Budget Proposal by the Commissioners. 

 

  1. New Clerk in 2008; the commissioners discussed what to do about the clerk position as the current clerk is resigning affective the end of the Annual Meeting with one year left on his term of office.  Commissioner LaGassa asked Manager Donison to check the legality of electing a Clerk for 3 years at the upcoming Annual Meeting vise appointing or electing one to fill the remaining term.

 

  1. Payroll 2008 memo; the proposed salary schedule for the coming year was passed out for review by the commissioners.  As it had been agreed too during 2008 budget deliberations, there was little comment.

 

  1. Lot AP318 lot # 18 is for sale, the ECA is to receive bids by 1-18-08 (Anderson Pond area); there was some discussion on the lot and decided that it was not a property VDE would need for future

 

There being no further new business, the commissioners returned to the Annual Report and 2008 budget review session.  The commissioners spent about 45 minutes reviewing the draft report, warrant articles and financial documents to be included in the report.  While there were numerous questions for Manager Donison, there were no substantive changes.  At the conclusion of the session, assignments were made for addressing the articles and report at the annual meeting.

 

PUBLIC INPUT:  There was no public input.

 

ADJOURNMENT:  There being no further business to come before the commissioners, Commissioner LaGassa moved to adjourn at 11:46 AM.  The motion was seconded by Commissioner Sullivan and passed unanimously. 

Village District of Eastman

Commissioners’ Meeting

 Village District Office

December 19, 2007

 Notices of this meeting were posted at the Eastman Community Association Office and the Village District of Eastman Office.        .

Commissioner LaGassa opened the meeting at 9:04 AM.  Also present were Commissioners Sullivan and Fairweather, Treasurer Wright, District Manager Donison and Clerk Pippin. 

Prior to the regular business meeting, the commissioners held a small ceremony for the District employees.  At that time appreciation was expressed for their work during the year and Holiday gifts were presented.

MINUTES - November 20, 2007.  Changes noted and made by pen and ink were:  Page 1, para 8, line 2, should read “$92,150 due in December:  $73,524”.  Also, on page 3, para 3, line 2, remove “from transfer”.  Commissioner Fairweather recommended accepting the minutes as corrected, Commissioner Sullivan seconded the motion and it passed unanimously.

FINANCIAL REPORT - November 2007.  Commissioner LaGassa addressed the financial statement and the schedule for funds payout through the spring of 2008.  There was some discussion on the “Long term Liabilities” line, and the line was changed downward to $2,413,300.

All other comments concerned expense items usage. 

MANAGER’S REPORT - Manager Donison presented the Manager’s Report as follows: 

1. Operations Report for November 2007 - The report reflects an annual reduction in pumped water of about 10% over previous years.  The difference between pumped water and metered for sale water was less than 15%.  This water is used for back-flushing filters at the plant and winter bleed-off to prevent freeze-up.

2. There was a discussion of the compliance letter of December 14, 2007, send to District residents.  No one present reported any negative comments from the residents.

WELL FIELD IMPROVEMENTS PROJECT – STATUS REPORT – Manager Donison also presented the Status Report.

1. Source #5 – the Final Application has been drafted by GS Environmental.  The pump test to judge community impact will be conducted in January 2008.  Manager Donison reported that the cost for the Final Application will be $55,000 payable to GS Environmental.  VDE purchased the12 meters necessary for the pump test at a cost of $7,000 each.

Commissioner LaGassa proposed that VDE pay for the As-Built drawings for the rebuilt water plant from operations rather than capital funds.  This motion was seconded by Commissioner Sullivan and passed on a unanimous vote.

There was some discussion concerning the disposition of the interest that had accrued on the Well Field Improvements Project borrowed funds waiting distribution.  It was decided to contact the Accountant for advice on where to reflect this income in the financial documents.

2. Tom Allen LCS is completing the punch list for SCADA at the water treatment plant.  There was a discussion on from which account this should be paid.   Commissioner LaGassa moved that funds in NH0034 used to reimburse the Well Field Improvements Project account for this communications expense, subject to accountant approval.  Commissioner Fairweather seconded and it received unanimous approval.

3. Well Field Improvements Project (WFIP) – the Expenses & Funding summary was reviewed by the commissioners, with no changes made.

OLD BUSINESS: 

1. Manager Donison reported the results of the November MPA test on Source #6 were good.  The risk score was “0” which is a “low risk” determination.  This means that any future MPA tests on this Source will be at the discretion of VDE, not mandated by the State.

2. Updating of the Emergency Management plan for Bob Osgood of Grantham was discussed.  This is an ongoing project of Commissioner LaGassa, which he intends to complete prior to leaving office in March of 2008. 

3. The commissioners discussed the time-line for producing the 2008 Annual Report and the meeting date for the Annual Meeting.  While the meeting will be held in March, preparation and printing of the report is somewhat tied to closing the books on 2007, which will happen in late January.

4. There was discussion on how to fund the small increase in the proposed 2008 budget without raising taxes by using a little of the contingency funds.   This will require the creation of a warrant article for the District meeting.

5. Manager Donison reported the ongoing Leak Detection Program will restart in the Spring of 2008, after the winter bleed-off is complete.

6. Commissioner Fairweather distributed the final draft of the 2008 Capital Improvement Plan.  He followed with a short discussion of the few changes made over the past month.  Only a couple minor changes were recommended to be included and a final copy prepared for signature by the commissioners.

NEW BUSINESS:

1. The commissioners agreed to continue scheduling monthly meetings for 2008 on the third Wednesday of each month at 9:00 AM.  The next meeting will be January15, 2008.

2. The commissioners discussed the departure of Connie Howard as Trustee of VDE’s Trust Funds.  As her services have been greatly appreciated, Commissioner LaGassa moved that a Letter of Commendation be prepared for her.  The motion was seconded by Commissioner Sullivan and passed unanimously.   

3. Manager Donison reported the 6 winter water bleeders were set for 1 gpm each.  They will bleed off approximately 260,000 gal per month while in use.

4. Manager Donison presented the Project Schedule for 2008.  There were no changes recommended.

5. Manager Donison opened for consideration the idea of purchasing a snow plow, approximate cost of $4,300 for one of the trucks.  A discussion was held on the merits of doing the plowing in-house and how it should be paid for if the decision should be made to take on this task.  The consensus was that it made sense to do it in-house and that the money should come from the Vehicle and Equipment Replacement fund.

6. While it had already been announced in the recent notification to residents, Commissioner LaGassa moved to stop collecting the annual $90 water usage pre-pay.  This was seconded by Commissioner Fairweather and passed unanimously.  

7. There was a short discussion on what should be included in the annual report.

PUBLIC INPUT:  There was no public input.

ADJOURNMENT:  There being no further business, Commissioner Fairweather moved that the meeting be adjourned.  The motion was seconded by Commissioner Sullivan and passed unanimously.  Commissioner LaGassa called adjournment at 11:39 AM.

Respectfully submitted,

C. R. Pippin

Clerk

Village District of Eastman

Commissioners’ Meeting - Village District Office

November 20, 2007

Notices of this meeting were posted at the Eastman Community Association and Village District of Eastman Offices.

Commissioner LaGassa opened the meeting at 9:08AM. Present were Commissioners Sullivan and Fairweather, District Manager Donison, Deputy Treasurer [and acting Deputy Clerk] Hayward.

MINUTES: The minutes of the meeting of October 17, 2007 were reviewed by those present. Commissioner Sullivan moved that the minutes be accepted as written, Commissioner Fairweather seconded. The minutes were unanimously approved.

FINANCIAL REPORT: District Manager Donison reports that as of October 31, 2007 there was $430K available in all of the combined checking and savings accounts. Commissioner LaGassa explained that the District can not spend any of the accumulated interest for the Wellfield project. He went on to explain that is money owned by Village District community and the community must authorize any expenditure. There may be $10-12K in interest going back to maybe 2004. The usual process whereby the District could use that money to offset expenditures is by means of a warrant, asking for authorization to use money in accumulated interest, perhaps against principle on loan. Therefore, the District can’t spend the interest at this time. To do so will require a vote. The commissioners should consider the warrant request to utilize the interest probably on the 2009 Warrant.

Commissioner LaGassa cautioned that we must be careful not to exceed what was authorized previously. There was a total amount of $517.5K authorized this year for expenditure and the District can’t go over that amount.

Next, discussion centered on the balance remaining in the Lake Sunapee account, Pat Conroy was requested to advise how much had been withdrawn. She checked and reported that roughly $272.8K had been withdrawn which would leave approximately $32K.

District Manager Donison reports that the end of November billing is expected to add $110K to the Usage total, making usage for the year $249K.

It was noted that connections are down; but, partially offset by reduced labor costs.

Expenses are in line or under in Distribution area. Wages and low communications expenditures have helped. On the other hand, propane may be a bit high by year end.

It was noted that under water treatment expenses there is $2.6K in instrumentation for which $1.7K was for the LCS system.

There was some discussion regarding what happened to our conservation costs. Most years there is some mailing or mailings regarding conservation issues. It was noted that letters to residents in the wellhead protection area and letters to all residents are not the same letters. The question was posed: do we wish to send out a conservation letter at this point.

The annual interest payments to two banks, Northway and Lake Sunapee Bank were mentioned. There is a total $92,161 due annually in December: $73.535 for the 1st loan with Northway Bank and $18,626 due for the 2nd which is with Lake Sunapee Bank. There will be a $7K deferral of interest this year.

MANAGER’S REPORT:

Operations Report, October 2007. District Manager Donison reports the District has used 43 Million gal to date of which 4.4 Million gal was used in October, giving avg gal per day of 107 gal.

It was noted that it would be good, at some point in time, to have flow meters, hooked into SCADA. This would really help on identifying leaks quickly. But this may not be cost effective at this point in time. This approach may be useful, in the future, and just for problem areas. It is something to keep in mind.

Backwashes are down. It is likely that this is due to the new media in place in October. It was reported that we only need to backwash once a week now, which is good news.

Finished water data show unusual numbers alkaline down chlorine up and the ph looks odd, j Donison will re-check and let the Commissioners know where there is a revision.

Regarding the bleeders, it was stated that we turn them on depending on weather frost etc., usually around Christmas. Last year was unusually warm so the bleeders did not go on until January.

WELL FIELD IMPROVEMENTS PROJECT – STATUS REPORT:

Source #5 (BRW); Final Application and proposal by Gene Schrader 9/21/07. District

Manager Donison passed out a proposal for the final pump test which was quoted at $75 – 88K depending on whether the District rents or buys data loggers. The costs could come under the Wellfield improvement project. The final pump test will use 12 data loggers and of the type that Gene Schrader recommends which is current state of the art. Commissioner Sullivan is in favor of buying them. District Manager Donison says he will look for best price.

There are three major considerations: 1. Data loggers buy or rent, 2. Monitoring 24/7 for 7 days: do we want to go with GS Environmental entirely or use in house resources for some of the coverage? 3. There is reason to believe that the cost quoted for the report, $25.6K, is high. Regarding the data loggers, it was noted that buying data loggers would permit the District to sell later and get a capital reduction on the Wellfield Project. Regarding the cost, both Commissioners LaGassa and Sullivan felt the quote well exceeded what would be expected based on original discussions 2 years ago. Commissioner Sullivan indicated that, from original quote a couple of years ago, he would expect an additional $36K only. Commissioner LaGassa explained that he would expect it really should be $65K not $75-88K, especially in light of the fact that 2 yrs ago the District was quoted $55K for 2 wells. Based on this discussion, the Board declined to sign off on this quote at this point.

It was noted that within 1 to 2 weeks the District should have DSA letter telling us to go ahead with pump test.

Bonacci Easement SIGNED, to be recorded by Gardner Fulton Waugh. It was completed at a cost of $2K

Tom Allen, of LCS, is to complete the punch list of SCADA at WTP and still needs to

come back. He is pushing to complete punch list by year end.

Wellfield Improvements Project(WFIP)– the Expenses & Funding summary was

Reviewed and it was noted that there is in the obligated column, $3.5K as-bilt for which District Manager Donison has the proposal. Commissioner LaGassa questioned the need for as-bilts at this point and, if so, does it have to be done with project $’s? There was agreement that every effort should be made to get the price for the testing to $65K and to further bring total down through labor changes as well as reduced report costs.

D&K As-Builts proposal – Record Drawings see above

OLD BUSINESS

October meter readings showed water usage $140,169

MPA test on well #6 in November was done last week District Manager Donison to call to find when results expected. (Dec 1?)

Update Emergency Management plan – leave for future meeting

2008 budget work session (proposed changes to personnel policy, salary increases, overtime, pager compensation, life insurance increase, medical and dental, cash flow in 08 and not to "pre-bill) $90 in Jan,

NEW BUSINESS:

Leak detection program was to start in December with the placement of sensors at street. These sensors id possible unusual activity which might indicate leaks. It was indicated that this is "filler work" done as time becomes available. And, now that it is likely that the District will be doing the final pump test in December and we will likely use our personnel, it will be deferred until springtime and better weather.

There was discussion of the need to start to monitor specific yields of wells. The Commissioners would like to see the District develop a format and include well yields as part of monthly report.

Need resolution for participation in the multi year rate guarantee program of the local property liability insurance. The commissioners request that District Manager Donison get the cost history. Also, the question arose whether the insurance company has looked at appraising the property since the Wellfield project has neared completion. That would be a new appraisal for buildings and also the entire infrastructure. Should we now get PLT people in to appraise water treatment plant? We insure through Local Government Insurance, the pool of local governments which self-insure. Insurance runs 7/1 – 6/30, so there is no haste. The Commissioners can invite PLT to come and meet w/ us for the next board meeting. There was general agreement that we need more information on this option to curb costs. Any actions were deferred until the commissioners can get more information.

The need to transfer money from Trust funds was discussed. Commissioner LaGassa moved to request transfer from NH NBI Nh 001 for Office Equipment, specifically 2 computers for a total $2,399.58 to reimburse Commissioner LaGassa for the purchase. Commissioner Fairweather 2nd. The motion was unanimously approved.

A discussion ensued regarding the proper use of Capital Trust Funds and Expendable Trust Funds. It was decided that the commissioners might want, by warrant, to re-class media to an expendable trust fund.

Commissioner LaGassa moved to withdraw all remaining funds from NH 0032 to cover costs of filter media, rental forklifts, catch basin cleaners in the amount of $5,782.27 that move was 2nd by Commissioner Sullivan and approved unanimously. Any remaining balance owed will come from the Operations budget.

On Well renovation, divers, valves, etc. The commissioners may want, by warrant, to re-class renovation to an expendable trust fund. It was moved by Commissioner Sullivan to move $16,006.06 for well renovation and that motion was 2nd by commissioner LaGassa and, then, approved unanimously.

On item 1 $2,261.30, inventory Commissioner LaGassa questions the number from Inventory HA , may be different amount auth subject to final concurrence on actual number NH-0036 MBIA.

This year there has been enough of build up of funds, so that going forward we may not need to add any or much to the Hardware fund to keep it at the targeted roughly $30K.

Regarding the timing for the 2008 town budget meetings:

2/13/08 filling period opens 2/20 7PM 1st budget meeting town hall

 2/27 if 2nd needed wed 3/19 at 7PM annual meeting at Town Hall.

There was some discussion regarding a DES violation letter, issued because the District forgot to take a water quality sample for volatile organics. The sample will be taken this week. The District must send a letter to everyone within the district, explaining that we have the violation. The water quality test firm has said they would expedite report on the new sample. It was agreed that we would like to hold the violation letter for sample results. District Manager Donison will confirm that it is permissible to hold sending letter for results.

It was noted that two opportunities for gaining useful information. There will be an energy efficiency class in Hartford, 12/14, District Manager Donison will attend. Also, there will be a 1st Annual Joint NH Association of Village Districts and Granite State Rural Water Association symposium, to be held in Concord, 12/10, Mr. Anderson is speaking. It was discussed that Commissioners Fairweather and Sullivan, as well as District Manager Donison would all attend.

District Manager Donison made a request for an end of year bonus $250 each for 3 employees and also that same be included in next year budget, to be at discretion and based on performance. He pointed out that the Districts financial condition is good and expected to be so through the coming year. Discussion ensued, including that historically wages have remained fairly level, increased simply based on Northeast Region Urban Wages 3rd qtr (CPI increase in wages in Jan) and sometimes a step stipend. This past year was 1st yr for merit increases. It was agreed that the commissioners have both the authority and money to be able approve bonuses if it makes sense. It was agreed that this has been a good year, busy and productive commissioners LaGassa and Sullivan both offered that they were very happy with current conditions within the operation. The commissioners suggested $500 for each of three hourly employees in recognition of job well done LaGassa moved, Sullivan 2nd. Commissioners so voted, unanimously.

Next meeting will be scheduled for Wednesday, 12/19/07, at 9am.

Public Input: none

Non-Public Session: none

There being no further business, Commissioner Lagassa moved to adjourn.  The motion was seconded by Commissioner Sullivan and passed unanimously.  The meeting was adjourned at 11:45 AM.

Respectfully submitted,

Laurie Hayward

Acting Deputy Clerk

VILLAGE DISTRICT OF EASTMAN

COMMISSIONERS MEETING

DISTRICT OFFICE

October 17, 2007

Notices of this meeting were posted at the Eastman Community Association Office and the Village District of Eastman Office.

Commissioner LaGassa opened the meeting at 9:04 AM.  Also present were Commissioner Fairweather, Deputy Treasurer Hayward, District Manager Donison and Clerk Pippin.  Commissioner Sullivan joined the group at 9:14 AM.

MINUTES:  The Minutes for September 19, 2007 were reviewed by those present.  Commissioner Fairweather moved the minutes be accepted as written with one typo pen and ink correction and Commissioner LaGassa seconded the motion.  The minutes were approved unanimously.

FINANCIAL REPORT:  Manager Donison reported that VDE is in good financial shape with excellent cash flow reserves.  There have been no unusual or unplanned expenditures to derail the established FY 2007 financial plan.  Commissioner LaGassa commented that all expenditures appear to be coming in under-budget at this point, with the exception of fuel costs.  He noted that fuel costs are approaching the budgeted amount for the year.  Manager Donison stated that while fuel consumption is flat, the unanticipated increases in the cost of gasoline were the driving factor.

As some accounts appear to reflect excess funds available, and as the other two commissioners are relatively new to the VDE budgeting process, Commissioner LaGassa gave an explanation of what happens to excess funds that go unused during the fiscal year.

MANAGER’S REPORT:  Manager Donison Addressed the Operations Report for September 2007.  He notes that there was no unusual conditions to report.  The annual tests for lead went very well with VDE passing all the tests requirements.

WELL FIELD IMPROVEMENTS PROJECT – STATUS REPORT:  Manager Donison provided the status on the following items in the project:

1. Source #5 (the bed-rock well):  A draft of the Final Application is being prepared by GS Environmental.  Submission of the Final Application will be in the spring of 2008, while approval can be expected some time within the next year.

2.  The Bonacci Easement has been signed and will be recorded by Gardner, Fulton & Waugh. 

3.  Pump Station renovations are complete, with the second pump now operating.

4.         Tom Allen, of LCS, will complete the remaining items on the punch list for SCADA at the water treatment plant.

  1. Well field Improvements Project (WFIP) Funding – The Expenses and Funding

Summary was reviewed by the Commissioners.  It was noted that the projected expense plan was on track but there are still several actions to take that could impact the expense plan and jeopardize the projected funding surplus of $200,000 savings from the 2006 authorized $800,000 bank construction loan.

  1. DuBois & King As-Built plans proposal for Record Drawings is due by the

end of November of this year.

OLD BUSINESS

1.  Need to correct Plodzik & Sanderson 2006 audit report.  Manager Donison has taken this item for action.

  1. Manager Donison has forwarded the NHDRA: Forms MS35 & MS34, Revised

Estimated Revenues.

3.         The remaining action on the Anderson Pond Booster Station rebuild is to plant three trees as a buffer to the Keeling home.  This will be done as weather permits.

NEW BUSINESS:

  1. Flushing will start again this November.  The full system will be completed by

the end of November.  This should reduce any water discoloration that residents are now experiencing.

  1. Replacing the water treatment plant filter media will be completed October 17th.

Commissioner LaGassa discussed new technology that can help determine if the filter material was entered correctly and the back flushing done properly.

  1. A Leak Detection program will start in December.  This will be done with

electronic sensors to isolate the leaks and facilitate repairs.

4.         Manager Donison addressed the need to start monitoring specific yields of each of the wells.  This data will help determine the overall efficiency of the well field.

  1. MPA testing on Source #6 will be conducted the week of October 22.  If the well

passes the test, VDE will not need this source tested for MPA in future years.

  1. Meter readings will start the week of October 22.

  1. Manager Donison met with Robert Osgood, Grantham Emergency Management

Director to provide the VDE Emergency Management Document.  A short discussion on possible changes to the plan followed, with the consensus that no specific changes were required at the present.  However, this would be an on-going review to insure the plan remained current.

  1. The November meeting is scheduled for the day before Thanksgiving.  It was

decided that the meeting date should be changed to Tuesday the 20th at 9:00 AM.

  1. Scheduling a work session for 2008 budget.  Manager Donison had proposed a

2008 budget for discussion with the commissioners which was distributed.  The commissioners agreed that his proposal was a very good first start and will work with him to finalize the budget.  No specific work session was scheduled.

  1. Commissioner LaGassa asked Commissioner Fairweather  to comment on his

discussions with Eastman Community Association (ECA) representatives regarding the rent and use of the VDE office space.  Commissioner Fairweather discussed the options addressed with the ECA but stated the discussions were on-going, with nothing specific being proposed by either side at this time.

  1. Manager Donison stated that Ms. Pat Conroy had been reclassified as the VDE

Officer Manager.  He stated the new title is a much better description of her duties and responsibilities.

PUBLIC INPUT:  There was no public input.

A “non-public” session was called for by commissioner LaGassa.  He so moved and it was seconded by Commissioner Fairweather.  It passed unanimously.  At 10:25 the commissioners went into non-public session to discuss a legal and personnel matters.

The public meeting was reconvened at 10:43 AM.

There being no further business, Commissioner Fairweather moved to adjourn.  The motion was seconded by Commissioner Sullivan and passed unanimously.  The meeting was adjourned at 10:44 AM.

These minutes are submitted by:

C. R. Pippin

Village District of Eastman

Commissioners’ Meeting - Village District Office

September 19, 2007 9:00 am

Notices of this meeting were posted at the Eastman Community Association and Village District of Eastman Offices.

The meeting was opened at 9:00AM.   Present were Commissioners Sullivan and Fairweather, as well as Treasurer Wright, Deputy Treasurer [and acting Clerk] Hayward and District Manager Donison.

MINUTES – The minutes of August 15, 2007 were addressed and Commissioner Fairweather moved they be approved, Commissioner Sullivan seconded and the motion passed unanimously.

FINANCIAL REPORT – District Manager Donison addressed the financial reports of July 31, 2007.    He noted that the District is on track after next billing to be at about $250K for year and operations expenses at roughly 48% of forecast for 66% of the year.   Therefore, it is expected that the District will end the year in good shape cash wise.                            

DISTRICT MANAGER’S REPORT –  District Manager Donison reviewed the Operations Report, noting that the Operations Report shows average daily water consumption of 135 gal per day which is up again, but, that is not unusual for the summer season.   It was noted that there was an error in the reported average gal backwash, which should be roughly 40K; Commissioner Donison agreed to redo the YTD average column on the report.

It was also noted that the pH average of 7.8 is very good.  And, it was suggested that was, at least, in part due to new chemical feed pump.

WELL FIELD IMPROVEMENTS PROJECT – STATUS REPORT

1.         Source #5 (BRWl); Barry Miller replaced pump motor/electrical cable ($2600 + $8415).

The electric motor that was replaced is pumping up to 190 gal per min.  The 7 day pump test will likely happen in January if all goes well and NHDES approves soon.   That is not the most favorable season for the pump test.   They will need to determine discharge location and that may result in overflow in storage tank.    It is suggested that prior to pump test, the District plan to finalize approval from people who agree to allow test monitors in their wells for 7 day pump test.   It usually takes 2 months to submit test results to state and then public hearings take place.   If the process is extended, it could be as much as a year from now to complete the entire process.   Commissioner Sullivan asked if we can put monitors in place early, to avoid placement in January.   It was suggested that that be considered, but there may be as many drawbacks as benefits.

2.         Final Application by GS 9/21/07, DES Approved Water Conservation Report.

3.       The Bonacci Easement is signed and ready to be recorded by Gardner Fulton Waugh by 9/21/07.  District Manager Donison is waiting for the mylar then the easement can be submitted to registry of deeds.   This should happen within a week or two.

4.        Pump Station renovations – Pump Systems Inc needs to repair 2nd pump and that is   expected to take place relatively soon.

5.         Tom Allen of LCS is expected to complete the punch list for SCADA at WTP

Inc next week and should be here to finish SCADA.   Also, it was noted that in the event of a crash of the SCADA system, there should be a backup notification system.  Equipment for this could be purchased for roughly $1,800 plus a Verizon line for about $10 per month.

6.      Wellfield Improvements Project (WFIP) – the Expenses & Funding Summary was       addressed.  Need to address problem with backup lighting in each room.  Currently, when power goes there is no lighting.   District Manager Donison will look into the question of lighting.

7.      Bottom line, $294K is still in the contingency fund, with the major remaining item being the final permit for the bedrock well.   A detailed proposal will be forthcoming from GS Environmental once final NHDES approval is in place.   That final process may be as much of $90K which will leave a balance of $200K.   The District might need also to place private well monitors if state requires that as an approval contingency.  It may involve 10 temporary well monitors s w/ 2 long term / permanent well monitors which would cost $24,000.    Our bedrock wells 7 & 8 will be included in the tests.    Monitors rent for $1000/mo.   We could buy for $2000 and they last for years, but we are unlikely to need again so probably rent.

8.      Loan was extended to October 07 with Lake Sunapee Bank.   Because the project is not done the District and the bank must extend the loan.

9.      It is expected that a proposal from D&K for the As-Builts Drawings will be obtained by Oct 07.                       

OLD BUSINESS 

  1. Audit – Paul Brown complete with independent Financial Statement as part of new Audit requirements, Plodzik & Sanderson to finalize audit by 9/21/07 then District Manager Donison to send MS-35 to NHDERA.  Paul Brown may come by today and is expected to have the letter for NHDRA.
  2. NHDRA: Form MS34 Revised Estimated Revenues report is expected by 9/21/07.
  3. Video complete of the dug wells which was part of rehabilitation.   Will need sediment cleaned in the spring 2008.  Divers used a video camera which shows up to 3 feet (typically depth was 12”) of sediment in wells.   The District will need to clean that out “sometime”; but, not likely until spring 08. 
  4. Steve Hasting to finish painting Anderson Pond Booster Station.   He was waiting for good weather and it may be done by now.
  5. The District still needs to plant 3 trees at Anderson Pond Booster Station as a buffer for the abutting property, owned by the Keelings.
  6. Received FEMA $1200 dollars for APBS damages (represents the Deductible and tree removal) for the April storm which took care of deductible on the insurance claim.

 NEW BUSINESS: 

  1. Watermain flushing of the system is planned for this September and November.   The plan is to replace WTP filter media in October and go back to complete the watermain flushing in November.  Flushing at least once a year is a good idea.   Because of the water ban, it was last done three years ago.   The media replacement will help in fewer  backwashes and there should be fewer discolor complaints.   Include notice/update about status of the Wellfield Project in the Nov 1 billing.
  2. Replacing WTP filter media in October.   It takes about 1 week per filter.
  3. Leak detection program to start in December after the replacement of media program, we will start the leak detection program.  Still investigating the best way to accomplish leak detection; one possibility is to use sensors in gate valves which could be rented and left overnight.  These would sense watermain “noise” with indicates likelihood of a watermain leak.   With this information, the District could then use a more sophisticated test to find actual leak location.  The program may involve cleaning a number of valves in some of the wetter areas within the district.
  4. Pavement patch repairs to #7 Troon Drive to be performed as part of service repairs.  Generally repairs are the responsibility of the property owners.
  5. Need to start to monitor specific yields of wells.   Will start developing a program to monitor well capacity which can indicate when well cleaning will be needed.
  6. Need MPA test on well #6 this fall, which is a requirement as part of gravel pack well nhdes approval for testing.   Will be receiving test kit soon.  Test will require 1 gal per minute for 8 hours is required.
  7. The question of next meeting at 9 am or 1 pm was entertained.  Deputy Treasurer Hayward indicated that 1PM would be better for her outside work,   Because 9 AM was better for the larger number of members of the Board, it was decided that meetings from this point going forward would continue to be held at 9AM.
  8. Discussion was held regarding another special work session for the budget, which should be finalized by end of year and for annual meeting.   It was decided that members of the board should meet after next meeting to finalize the budget so that it can go to printer.   This should be an item for discussion at the next meeting.
  9. There have been two new connections, one at #29 Winding Wood and one at #56 Fairway
  10. District Manager Donison noted that the upcoming Oct 31 Water Expo at the Center in Manchester was a good opportunity to learn and the he encouraged Neil, Josh, and Pat all District employees to go and take advantage of the seminars offered.   He also suggested that the commissioners go.

 Next meeting scheduled for 10/17 9AM

PUBLIC INPUT:

No public comments: No one from the public attended the meeting.

NON-PUBLIC SESSION:

The public session of the Village Water District was concluded and the commissioners went into non-public session and sealed the minutes at 9:54 AM, returning to public session at 10:10AM

ADJOURNED:

At 10:11 AM motion was made by Commissioner Sullivan to adjourn the meeting, with motion was seconded by Commissioner Fairweather and the session concluded by unanimous vote.

 These minutes are submitted by:

L. Hayward

Deputy Clerk

VILLAGE DISTRICT OF EASTMAN

COMMISSIONERS MEETING

DISTRICT OFFICE

August 15, 2007

Notices of this meeting were posted at the Eastman Community Association Office and the Village District of Eastman Office.        .

Commissioner LaGassa opened the meeting at 9:02 AM.  Also present were Commissioners Sullivan and Fairweather, Treasurer Wright, Deputy Treasurer Hayward, District Manager Donison and Clerk Pippin.  Resident Bill Stevenson also attended the meeting.

MINUTES:  The minutes for the July 18, 2007 meeting were considered, with Commissioner Fairweather requesting a “pin and ink” change to line 5, page 2, strike the ward “State”.  Commissioner Sullivan moved to approve the minutes as corrected and Commissioner Fairweather seconded the motion, with a unanimous vote.

FINANCIAL REPORT:  The report was addressed by Manager Donison.  He explained that the money received from the insurance company for theft and storm damage was not reflected on the report but would be included in next month’s report. 

MANAGER’S REPORT:  Addressed by Manager Donison.  It was noted that water usage was up due to watering yards.  He also explained that due to age and the number of homes that have incoming waterlines lying on rock ledges, we are seeing and increase in leaks outside the house.

Commissioner LaGassa noted that chemical usage was up due to the bedrock well being off line, whose water is very pure and relatively free of iron.

Manager Donison noted that it was time to do the annual household water sampling.  The quality of the sampling is dependent on the residents knowing how to take proper samples.  Manager Donison stated that he was preparing a detailed list of instructions to insure the residents know how to get proper samples.

WELL FIELD IMPROVEMENTS PROJECT – STATUS REPORT. 

Manager Donison reported the entire unused stock of pipe sold to Ferguson Waterworks has been picked up, and payment in the amount of $20,803.44 has been received.

The replacement mortar for Source #5 will be installed shortly with all needed electrical cable included.  The cost will run around $11,000.

Manager Donison has now lined up the needed eight locations for monitoring Source #5 during the pump test.

Dr. and Mrs. Bonacci have signed the Easement needed to go ahead with the permitting of Source #5.  The commissioners then took a minute and also signed the easement to complete this task.

The installation of the SCADA (Supervisory Control and Data Acquisition) system at the Anderson Pond Pumping Station has been completed.

There was a short discussion of the costs remaining to fully complete the Improvements Project. 

OLD BUSINESS:

It looks like the Audit will be completed before the end of the month.  This audit has been a little more complicated this year because of all the work done on the Well Field.

Commissioner Fairweather gave an update on the CIP 2008 (Capital Improvement Plan).  He presented the working groups draft plan which will be finalized in November when the full FY 2008 budget is developed.

Manager Donison reported on his discussions with PSNH concerning discount rates for electricity.  He was instructed to use his judgment in determining which plan would work best for VDE and to implement that decision.

Commissioner LaGassa addressed the Water Treatment Plant Open House, scheduled for Friday August 24th.   The Commissioners will personally invite all former VDE officers and employees to the event.

A short discussion was held about how to identify and head-off future catastrophic well failure. It was agreed that there was a need to watch and log how each water source performs, so that signs of failure can be acted on before the well is lost.

NEW BUSINESS:

Commissioner LaGassa presented a letter addressed to VDE residents’ stating what was done to get the water needed for the community via the Well Field Improvements Project.  After a few minutes of discussion concerning what needed to be addressed, Commissioner LaGassa moved to “approve and send the letter as written”.  Commissioner Fairweather seconded the notion.  During subsaquent discussion, Commissioner Fairweather moved to amend the letter by stating “the final cost of the Well Field Improvements Project is expected to be $200,000 less than authorized by district residents.”  The amendment was approved by a vote of two in favor and one abstention.  The amended letter was approved by a vote of two in favor and one abstention.  

Commissioner LaGassa addressed a recent inspection of water Source #1.  One of the 19 wells had collapsed near its bottom causing concern that it may not fill properly.  The other 18 wells are in good shape.  Commissioner LaGassa stated the District needs to find out if we have a larger problem or just a flaw in the concrete on that one well.  Manager Donison will take this item for action.

PUBLIC INPUT:

Mr. Stevenson asked if anything unusual was found in the Source #1 wells during their inspection and cleaning.  Manager Donison responded that there was nothing but a little iron buildup and some silt.

Commissioner LaGassa moved to a nonpublic session to discuss a personnel matter.  Commissioner Fairweather seconded the motion and it passed unanimously.  The time was 11:06AM.

The public meeting resumed at 11:29AM.

ADJOURNED:

Commissioner LaGassa moved to adjourn at 11:30AM; it was seconded by Commissioner Sullivan and passed unanimously.

These minutes are submitted by:

C. R. Pippin

Clerk

 

 

Village District Of Eastman

Commissioners’ Meeting - Village District Office

July 18, 2007

Notices of this meeting were posted at the Eastman Community Association and Village District Of Eastman Offices.

Commissioner LaGassa opened the meeting at 9:00AM. Also present were Commissioners Sullivan and Fairweather, Treasurer Wright, Deputy Treasurer Hayward, District Manager Donison, and Clerk Pippin.

Minutes – The minutes for June 20, 2007 were addressed by Commissioner LaGassa, and three changes were recommended:

 Page 3, paragraph 2, line 1, add “s” to the word District.

 Page 3, paragraph 4, line 5, delete “all agreed” and replace with “passed unanimously”.

 Page 4, next to last paragraph, line 1, “field expansion” and replace with “exploration and development”.

Commissioner Lagassa moved and Commissioner Sullivan seconded a motion to make the changes by “pen and ink”. The motion passed unanimously.

 Financial Report – District Manager Donison addressed the financial report ending June 30, 2007. While there were several questions from the commissioners, there were no changes made nor required.

 District Manager’s Report – District Manager Donison noted that the most significant item on the report was that while water sold to District customers is up for the month of June, the gallons pumped from the ground is at historical lows, reflecting renovated treatment plant efficiency and success in finding and repairing system leakage. He noted that Sources One and Six were providing the water for the District.

 Well Field Improvements Project- Status Report – Commissioner LaGassa noted that many of the action items on the status report were so close to completion that no action was required by the commissioners. Therefore, he asked District Manager Donison to only address them when they had been fully completed or a problem required the commissioners’ attention. Mr. Donison stated that this was certainly agreeable with him and would save time during the Commissioners’ Meeting.

- District Manager Donison announced that the modifications to the Water Treatment Plant were complete, and the action item would be removed from the project list.

- Source Five (Bed Rock Well) – District Manager Donison reminded the commissioners that they were scheduled to meet at the Springfield Town Office on August 2nd at 7PM for an informational meeting with the citizens of the Town. This meeting is part of the permitting process for Source Five. Mr. Donison has obtained survey maps from ALW Surveyor to do a “windshield survey” (drive the area to identify properties and wells that could possibly be impacted by the Source Five Well). District Manager Donison also stated he was preparing a revised Water Conservation Report for the State.

- Bonacci Easement Status – District Manager Donison and Commissioner LaGassa each discussed their meeting on July 2nd with the Bonaccis. The meeting did not produce a signed easement, but did give all parties a chance to understand the other positions on the issue. District Manager Donison will prepare a new Easement Document for signature based on the information taken from the meeting, and requests of the Bonaccis. It was made clear to the Bonaccis that an easement is required soon in order to prevent delays in the permitting process.

- Wellfield Improvements Project (WFIP) – The Expenses and Funding Summary was reviewed by the commissioners. It was agreed that the financial assumptions made at the Annual Meeting, as to final costs hold true: the project will be completed within the $600,000 ceiling of the 2006 Lake Sunapee Bank Loan.

 Old Business – District Manager Donison announced that our auditor’s have notified us of a new federal accounting rule (Statement on Auditing Standards #12 – SAS112) during the course of the annual audit. This new standard makes it a deficiency for auditing firm to also prepare the Independent Financial Statement, which was the past practice. Mr. Donison will obtain a separate source to prepare the Financial Statement to comply with the state ruling. However, this change will cost the District an extra $500. The District will hire an accountant to provide independent monthly review of District financial records to satisfy this new rule.

- District Manager Donison stated that insurance claims checks had arrived in the amount of the losses, less deductible, for the Anderson Pond Booster Station (storm damage) and stolen pump and copper wire. As the bulk of the costs were due to storm damage, he would pursue some additional reimbursement from FEMA towards the deductible. Accounting questions were discussed on how to get this money back into the accounting records.

- Commissioner Fairweather addressed the actions of the Capital Improvement Program(CIP) working group in its deliberations on developing the 2008 CIP. This group will be meeting over the next several months to finalize the CIP. One of the major concerns was to determine long-range housing for the District Office.

- District Manager Donison announced that he is working with PSNH to reduce costs to the District. He said that at present, it appears going to a “Flat Rate Plan” would be more cost effective than trying to pump at off peak times, due to possible additional labor costs. He was instructed to continue his review and select the option that best served the needs of the District.

- A short discussion was held on the recent security survey completed by Commissioners LaGassa, Sullivan, and District Manager Donison. It appears that the enhancements needed will fall well within the funds available by grant from NHDES. Mr. Donison will work on applying for a grant so that the enhancements can be completed.

- While it has been determined that the Deputy Treasurer can also serve as Deputy Clerk, as long as the Deputy Clerk does not handle any funds involved with the Clerk’s duties, all concerned agreed that having a separate Deputy Clerk was more desirable. The District will continue to seek an individual willing to serve as Deputy Clerk.

- Commissioner LaGassa reported that his review of District Property/Liability & Workers Compensation insurance coverage is still ongoing. He will report at a future meeting.

- The date for the Village District of Eastman Public Open House was set for Friday August 24th from 3PM to 6PM. This was moved forward due to a golf tournament on Saturday the 25th. A letter announcing the Open House and giving an update concerning District issues will be mailed a little closer to the time of the event, around August 1st.

- The lawn mower discussed last month was purchased and advice was sought from Connie Howard, Trustee of the Trust Funds, as to where the money spent should be reflected in the budget. It was determined that the funds should come from the Vehicle Replacement Fund. Commissioner LaGassa moved to take $1,500 for the grass riding mower from the Vehicle Replacement Fund. Commissioner Sullivan seconded the motion, and it passed unanimously.

- District Manager Donison stated that Mr. Schaefer had called on June 20th to say that he will be pursuing legal action regarding the District denying his request for a digital list containing the names and addresses of customers served by the Village District property owners. The commissioners discussed the issue again and decided their original decision regarding personal privacy was still valid and decided not to provide the list.

 New Business – DRA has asked that the District revise the Annual Meeting Minutes for Articles 6 and 8, as they should have said that a 2/3 majority was required for approval/passing rather than a majority vote. It was further stated that hand written notes with signatures added to the minutes will be acceptable. This presents a larger problem as the minutes were a verbatim statement of the Warrant Articles. That would also require changing the Warrant as well. As the articles passed unanimously, there doesn’t seem to be much of a problem. The commissioners stated further study was required, before taking any action.

- Commissioner Sullivan announced that the Eastman Community Association (ECA) was selling Lot #26 in the well field area. The ECA contacted property owners whose property abuts Lot #26, but did not contact the Village District. When questioned about this, the ECA representative stated that the District was not technically an “abutter” that required notification. The commissioners disagree with this, and Commissioner LaGassa stated he would take it for action.

- District Manager Donison announced that the District had received a tax payment from the Town of Grantham in the amount of $264,585.50 for the first half of 2007 taxes.

 Public Input – There was no public input.

 There being no further business, at 11:20AM, Commissioner Sullivan moved to adjourn the meeting. It was seconded by Commissioner Fairweather, and passed unanimously.

 C.R. Pippin

Clerk 

Village District of Eastman

Commissioners’ Meeting - Village District Office

 June 20, 2007

Notices of this meeting were posted at the Eastman Community Association and Village District Offices.

Commissioner LaGassa opened the meeting at (9AM. Also present were Commissioner Sullivan, Treasurer Wright, Deputy Treasurer Hayward, District Manager Donison, Clerk Pippin, Water Plant Operator Perez, and Assistant Plant Operator Worthen. Commissioner Fairweather joined the meeting at 9:30AM.

Minutes – May 16, 2007 – Commissioner LaGassa noted a typo on page 3, paragraph 7, line 12, first word. It should be changed to “consumed”. All concurred. The minutes were approved as corrected.

Financial Report – The May 2007 Report was addressed by District Manager Donison. The District’s insurance carrier is settling as expected, less deductible, on items that were stolen from the District during the work on the Well Field Improvement Project. He also noted that the insurance carrier will also cover the repairs needed to a booster station damaged by a recent storm. There was little additional discussion on the report.

Manager’s Report – District Manager Donison discussed the Operations Report of May 2007. The District used an average of 132,000 gallons of water per day during the month, which confirms residents are still conserving water even though the water ban has been lifted. Water is being supplied by Sources #1and #6, while Source #5 is shut down for the permitting process. Mr. Donison stated everything is running fine with no issues to note.

Well Field Improvements Project – Status Report - Source #6 – District Manager Donison displayed a pipe joint that had been cracked causing the leak that was of concern in Source #6. A new joint connector has been installed and works fine. The well pumps at 110 to 120 gallons per minute with the level in the well remaining stable at that rate.

Source #5 – It has an electrical shortage in it. An electrical contractor will be pulling the pump next week to determine and correct the problem. This does not impact plant operations as Source #5 is off line during the Source Water Permitting process with the State of New Hampshire.

Water Treatment Plant Modifications – Final plant modifications are being completed this week. Ewing Electrical has finished its electrical work and is cleaning up loose ends. Ferguson Waterworks is to pick up 1776 linear feet of unused pipe for a restocking price of $21,631.68.

District Manager Donison reported the power shift has been completed by PSNH and the old transformers will be removed soon.

Source #5 Preliminary Application Report to NHDES has been submitted. The state has provided their initial comments on the application and the District Manager is working with our contractor to address the issues identified. The general assessment is that there were no particular issues that would cause the District difficulty in preparing the final application or conducting the pump test. Mr. Donison addressed the time frame on getting the remaining action items completed.

The Bonacci Easement status was discussed and it was noted that he had informed District Manager Donison that he is waiting on a property evaluation to see if there would be any impact before signing the easement. A discussion followed on the issue and how to bring it to a resolution at a reasonable cost. Commissioner LaGassa proposed preparing a draft letter of notification of Village District of Eastman intent to take legal action, if necessary, to compel an easement, should the Bonacci’s fail to agree to the easement negotiated. Commissioner Fairweather seconded the motion and all were in favor. District Manager Donison and Commissioner LaGassa will meet with Dr. Bonacci on July 2nd to discuss the issue.

District Manager Donison reported Pump House renovations are also near completion. Pump Systems, Inc. installed the second pump but they still need to finalize piping to the pump. Mr. Donison reported the vacuum pump system needed repair or replacement and had a quote for $1,500 to replace it. He will determine which way to proceed in the next few days. The District Plant Operators will paint the floor to the pump house once the other work is complete.

Well Field Improvements Project (WFIP) Expenses & Funding Summary was discussed. One issue was to spend $2,000 to re-duct the dehumidifier to take care of some of the moisture problems in the plant. The total expenses for the whole project are still on tract to come in within the 2007 Budget Plan authorized at the Annual Meeting.

Old Business – Audit (April 23-24/07) – District Manager Donison reported he had the draft report and will get back to the commissioners once he has reviewed it. Once the Audit Report is finalized the NHDRA Form MS32 will be completed, signed, and mailed to the State with a copy of the Audit Report.

District Manager Donison reported that inspection and cleaning of both storage tanks by Underwater Solutions, Inc. was completed on 6-12-07. Very little cleaning was required and the tanks are in very good shape.

There was a short discussion on taking advantage of PSNH off-peak discount rates for pumping to the storage tanks.

Mr. Donison announced he is looking at NHDES Security Grants for security improvements to Village District facilities. Commissioner LaGassa and Sullivan, with the assistance of the District Manager, will conduct a security survey of the District to define prudent Security Improvements in the Capital Improvements Project for that effort.

New Business – District Manager Donison announced that the second half of the water system flushing will not take place until September. This delay is necessary to not overtax the system during the high water use months.

District Manager Donison reported that the District Attorney was preparing a response to John and Leslie Keeling of 2 Link Lane, concerning a pump house abutting their property.

The Eastman Community Association and the Village District of Eastman have developed a joint proposal to procure the services of T.F. Bernier to prepare/convert District maps to the USGS state plane coordinate system. The cost will be about $8,000 and will be shared on a 50-50 basis. This will allow using GPS units to locate piping systems, components and other services operated by the District and the ECA within Eastman. The commissioners agreed this would be very advantageous. Commissioner LaGassa moved to authorize the GPS mapping, with a $5,000 expenditure limit, and Commissioner Sullivan seconded the motion. All approved.

The authority of the District Manager to expend budgeted operations funding was addressed by Commissioner LaGassa. He “moved to allow the district manager to expend the operational funds in the budget up to the limit of the budgeted items in the line and if he is going to exceed that limit the district manager then has to receive the commissioners’ concurrence to exceed that limit”. Commissioner Sullivan seconded and all agreed.

Commissioner LaGassa addressed the issue of District Property/Liability & Worker’s Compensation insurance coverage. He discussed the need to do an insurance review and stated that he would volunteer to conduct such a review and report at the next meeting.

It was decided to prepare an information status letter to the District membership which would include an invitation to an “Open House” at the Water Treatment Plant. District Manager Donison was asked to work on the letter and to determine a date for the open house.

A short discussion was held concerning the conversion of Lake Sunapee Bank WFIP construction loan to a 20 year fixed rate mortgage. The commissioners decided to extend the construction loan until October 2007 because the final application for permitting Source #5 would not be paid until then.

The search for a Deputy Clerk was discussed. As no one has come forward to accept the position, the Deputy Treasurer, Ms. Hayward, was asked to fill both Deputy positions until such time as a Deputy Clerk can be found. District Manager Donison will check with state authorities to insure such an action is permitted.

District Manager Donison addressed the idea of purchasing a used grass mower from Neil Perez for $1,500. A discussion was held on buying vs. current contracting of grass mowing. It was determined that the mower will pay for itself in a year and a half, and for the first time in several years there was a full staff so a person could be made available to do the mowing. There was further discussion on whether it would be a “capital asset” or an “operational expense”. If it is capital (lasting at least 5 years), it will have to be paid for out of the vehicle trust fund. Commissioner Sullivan moved to purchase the mower and Commissioner Fairweather seconded the motion. All were in favor.

District resident Phillip Schaefer has requested a digital file providing contact information for all property owners within the District. The District has established that such information would be an invasion of the privacy of District members, and is exempted in the Right to Know Law. Mr. Schaefer had been previously advised of this. Commissioner LaGassa moved that the District Manager provide final notification to Mr. Schaefer of its decision. It was seconded by Commissioner Fairweather, and all concurred.

District Manager Donison announced that he has been informed by Mr. Ryder that the ECA will not be paving roads this year. This means a savings for the District in 2007 expenditures to relocate/adjust water distribution system valves affected by repaving.

Public Input – There was no public input.

The business meeting was closed at 10:45AM.

Workshop On 2008 Capital Improvement Program – All present resumed duties at the workshop at 11:05AM.

Commissioner LaGassa got the workshop underway by addressing how to determine the money available for the CIP. He discussed the assumptions sheet he had provided via e-mail prior to the meeting. Most of the assumptions concern the operating budget rather than the CIP. However, assumptions were:

            Employee benefits and wage growth should not exceed 5%.

            The District should strive to prevent any increase in taxes.

            The operating budget should be constrained to the FY2007 level plus wages and benefits.

            Any budget growth should be funded from usage and services revenues.

            Should try to increase CIP to $125,000.

District Manager Donison discussed the option of not building a new storage tank in the Anderson Pond area. A general discussion followed as this is a big driver in the CIP.

Other topics discussed were putting money into a well field expansion fund; options for a new office; and the building of a “clear well” (a large holding tank) at the Treatment Plant.

Commissioner LaGassa appointed a working group to develop the CIP, consisting of, Chairperson – Commissioner Fairweather, members – District Manager Donison, Treasurer Wright, Deputy Treasurer Hayward, and Clerk Pippin.

Having no further business to come before the board, Commissioner LaGassa moved to adjourn the meeting. It was seconded by Commissioner Sullivan, and all concurred. It was 11:50AM.

These minutes are submitted by:

C.R. Pippin

Clerk

VILLAGE DISTRICT OF EASTMAN

COMMISSIONERS MEETING

DISTRICT OFFICE

May 16, 2007 

Notices of this meeting were posted at the Eastman Community Association and Village District Offices.

Commissioner LaGassa opened the meeting at 1:05PM. Also present were Commissioner Fairweather, District Manager Donison, Treasurer Wright, Deputy Treasurer Hayward, Clerk Pippin, Water Plant Operator Perez, and Assistant Water Plant Operator Worthen. 

Minutes – Commissioner Fairweather moved to approve the minutes for the April 18, 2007. Commissioner LaGassa seconded the motion and all were in favor. 

Financial Report – The Financial Report for April 2007 was presented by District Manager Donison. Commissioner LaGassa commented that the District appeared to be in a favorable cash position, given the time of the year. A short discussion on the projected billing receipts followed with District Manager Donison stating that about $44,000 would be collected for the May Billing. 

On the remainder of the report, there were no unusual items noted. 

Manager’s Report – District Manager Donison discussed the Operation’s Report for April 2007. Commissioner LaGassa noted that water usage is still going down. District Manager Donison commented that this is due to fixing system leaks and increased conservation by the home owners. Commissioner LaGassa asked how many service connections were recently made. Plant Operator Perez stated that only one was made in this past month. He also stated that 21 service turn-on’s were made for returning summer residents. 

Well Field Improvements Project – Status Report – The pitless adapter for Source #6 has been repaired by GS Environmental. Penta and Ewing will repair Variable Frequency Drive within the next few days. Source #6 will be back on line next week.

Water Treatment Modifications – Penta and Ewing are cleaning up and addressing a few minor final punch list items. Completion should be about the end of June 2007. 

Ferguson Waterworks will pick up 1776 linear feet of Ductile Iron Pipe by the end of June. This will complete the pipe buy-back action. 

The power shift has been completed by PSNH. The removal of the old transformers will be completed soon, which will finalize the power shift project. 

The Preliminary Application Report for Source #5, prepared by GS Environmental, is being reviewed by New Hampshire Department of Environmental Services. There have been no comments from NHDES on the Report. The only response from interested parties was from the Town of Springfield, but after the comment period had expired. The State will conduct an informal meeting between the parties to address their concerns, but it will not be a regulatory hearing. 

Bonacci Easement Status – The District has had the Bonacci property surveyed and is waiting on an appraisal before selecting potential solutions to obtaining the easement. The commissioners discussed the options of financial payment versus “eminent domain” proceedings, noting that Dr. Bonacci’s lawyer has been apprised of the potential for legal action. Commissioner Fairweather asked if the District was under any time constraints on this issue. District Manager Donison stated there was no real pressure at this point. District Manager Donison was asked to get cost and schedule impact figures for either of the potential actions. 

Pump Station Renovations – Penta and Ewing have nearly completed the necessary electrical work. Pump Systems, Inc. will install the second pump once the building work is complete, which should be by the end of May. The vacuum pump system needs repair or replacement. The concrete floor of the pump house needs to be cleaned and be painted. 

Tom Allen of LCS Controls has been requested to complete Supervisory Controls and Data Acquisition work by the end of June. District Manager Donison has also asked for a proposal to add a SCADA Radio Transmission Unit at the Anderson Pond Booster Station. 

Well Field Improvements Project Expenses and Funding Summary Statement was quickly discussed as there is little change from the previous month. It was anticipated that the Wellfield Improvement Project would be formally completed by the end of June 2007. 

Old Business – A new employee, Joshua Worthen started on May 14, 2007, as the Assistant Water Plant Operator Technician. He was introduced by District Manager Donison. This fulfills the long term search to fill the fourth and final position at the Village District for a second field employee.  

The Annual Audit was completed on April 23-24, 2007 by Plodzik and Sanderson. We are waiting for the signed Audit Report.

Local Government Center Insurance Claims Status – Anderson Pond Booster Station Damage costs will exceed $28,000; stolen pump valued at $6,000, and wire valued at $5-8,000, are the items for which the District is awaiting payment. There was some discussion on modifying the Booster Station Pumping System at the same time of the repairs to the Pump House. It was determined that it could not be done since it would be a Capital Improvement and there is insufficient funds in the reserve fund for that purpose. 

The District has received three quotes for inspecting and cleaning both storage tanks. District Manager Donison stated he intended to go with Underwater Solutions, Inc. bid of $4,875. 

There is a need to schedule a work session for the annual update of the Capital Improvements Plan for 2008. Commissioner LaGassa announced he would like to have a short workshop as part of the June Meeting to discuss how to proceed with the CIP Update. All present agreed that would be helpful. 

District Manager Donison announced the District will need to complete the NH Department of Revenue Administration form MS-32, and submit it to the State once the audit report is received from our auditors. 

New Business – Water flushing is scheduled for May 14 through 24. There may be some calls about “brown water” during this period. However, there have been none to date. 

The Administrative Assistant, Pat Conroy, will be on vacation the week of May 21 through 25. 

A letter from John and Leslie Keeling of 2 Link Lane, has asked for changes to the appearance of the Anderson Pond Booster Station. The commissioners agreed to make the changes. 

The District has received an abatement request from a resident who received a very large water bill this past billing period. The owner was present to address this issue. She was told by a plumber that there was a small leak in the bathroom toilet and water was flowing through it. The total amount of usage was about 10 times the normal family usage per day over a period of about six months. The owner was informed that the meter could be tested. If the meter was faulty, the issue can be reconsidered. However, if it was good, she would also be charged for the test. The owner chose not to have the meter retested. The commissioners advised that they could not forgive the payment of the bill since it was the owner’s responsibility for all water communed, and that it was common each billing period to have a few residences with leaking water appliances that were discovered only after the semi-annual meter reading. The commissioners have not forgiven similar incidents in the past, and could not forgive this instance, as a matter of fairness. The owner was advised the District policy was to work out a plan with owners to repay the bill, and that an owner could request relief by letter in the case of financial hardship. 

Commissioner Fairweather asked to move the time of the meetings to 9AM. It was agreed to do that starting with the June 2007 meeting. 

Public Input – There was no Public Input. 

There being no further business, Commissioner LaGassa moved the meeting be adjourned at 2:44PM. Commissioner Fairweather seconded the motion, all were in favor. 

These minutes are submitted by: 

C.R. Pippin

Clerk 

 

Village District Of Eastman

Commissioners’ Meeting

Village District Office

  April 18, 2007

 

Notices of this meeting were posted in the ECA and Village District Offices.

Commissioner LaGassa called the meeting to order at 1:06PM. In the absence of Moderator Woodhouse, Mr. LaGassa swore in Robert Fairweather as Commissioner, and Laurie Hayward as Deputy Treasurer. Also in attendance were Commissioner Sullivan, Treasurer Wright, District Manager Donison, Pro-tem Clerk Conroy, and Water Treatment Operator Perez.

Whereas, Laurie Hayward had been sworn in to serve as Deputy Treasurer, replacing Russell Keat until the next Annual Meeting, Mr. LaGassa directed the District Manager to delete Mr. Keat from the authority to sign Village District of Eastman checks in the Now Account and Statement Savings Account at Sugar River Savings Bank, and the Well Field Projects Account at Lake Sunapee Bank, the Operations and Retainage Accounts at NHPDIP, and to assign Laurie Hayward in his stead as Deputy Treasurer.  

Commissioner LaGassa recommended the following Commissioner Assigned Areas of Responsibility for 2007 – Chair Robert LaGassa, Operations William Sullivan, and Projects Robert Fairweather. Commissioner Fairweather made a motion to accept the recommendations of assignments, seconded by Commissioner Sullivan. All were in favor and the motion passed unanimously.

Commissioner LaGassa discussed his proposals for goals and tasks for the District for 2007.

Minutes – The minutes of March 14, 2007 were approved with a motion made by Commissioner LaGassa, seconded by Commissioner Sullivan. All were in favor and the motion passed unanimously.

Financial Report – Commissioner LaGassa went over the Balance Sheet and the Revenue and Expense Statement. The District’s financial situation is good.

Manager’s Report – District Manager Donison discussed the Operations Report, which had nothing of extreme concern.

Wellfield Improvement Project -  District Manager Donison reported that we have been unable to replace the pitless adapter on Source #6(GRW #4R) because of weather conditions. He also reported that the Water Treatment Plant Improvements are 99.5% completed.

Mr. Donison stated that Ferguson Waterworks will purchase back the Ductile Iron Pipe at the agreed price.

The Preliminary Report for Source #5(Bedrock Well) has been sent out by GS Environmental and Groundwater. As of this date, there have been no comments from the abutters. Also, three property owners have agreed to have their wells monitored during the 5 day pump test.

Dr. Bonacci is requesting a survey of his property, including the area we are requesting for the conservation easement. ALW Survey indicated the cost would be $500.

The District Manager stated that Penta Corporation had almost completed the Pump House Renovations, making it a more secure facility. Tom Allen of LCS will be back on site to complete the SCADA system once Penta Corporation is finished.

The Well Field Improvements Project’s Expense and Funding was reviewed and discussed.

The Anderson Pond Booster Station received extensive damage during the Patriot’s Day Nor’easter when a tree blew down through the middle of the building, crushing it. District Manager Donison reported the insurance adjuster would be here soon. The District will receive a quote from Steve Hastings for demolition and rebuilding. Notably, the Anderson Pond region only had a few hours of interrupted service before our supplier provided us with a portable generator. Also, a tree damaged the fencing around the lagoon in the Well Field, from the same storm. Despite the fact that the District lost power to the Water Treatment Plant for a day and is still without normal power at both of the booster stations, all District customers had service throughout the period, except as noted above.

Old Business – The District received 12 resumes’ for the Assistant Water Operator position. The Commissioners will go into Executive Session at the end of the meeting to discuss the applicants.

The Annual Audit of the District will occur on Monday and Tuesday by Plodzik and Sanderson.

It was reported that Commissioner Sullivan attended the Greensward Special Place Meeting, and briefly explained the status of the District.

Mr. Donison reported he met with LGC to sign forms to set Village District employees up for Section 125 pre-tax medical expenses.

The insurance claim for the stolen property at the well field is still being processed.

District Manager Donison will be getting quotes for the inspecting and cleaning of both storage tanks for this summer.

Mr. Donison will prepare the NHDES Security Grant Application for the District which is due in October.

New Business – District Manager Donison reported he met with Bob Anderson of NHDRA. All forms have been submitted and the Audit Report will be included when the audit is finalized.

The ECA rent increase for office space for the District has increased 1.4%, beginning April 1, 2007, consistent with the ECA’s October 2006 Northeast Urban-Wage CPI measure.

Mr. Donison stated that the District has joined the annual membership of the AWWA.

The Workman’s Comp. Audit is scheduled for tomorrow, April 19th.

 Public Input – There was no public input.

 A motion was made by Commissioner LaGassa, seconded by Commissioner Fairweather to go into Non-Public Session, to discuss personnel matters. They went into session at 2:37PM.

 The regular meeting was reconvened by Commissioner LaGassa at 3:22PM.

 Mr. LaGassa announced that the Commissioners have agreed to offer Joshua Worthen the Assistant Water Operator Job.

 Commissioner LaGassa made a motion for adjournment, seconded by Commissioner Sullivan. All were in favor and the meeting was adjourned at 3:23PM.

 Respectfully submitted,

 Patricia L. Conroy

_________________________________________________________________________________________________

VILLAGE DISTRICT OF EASTMAN

COMMISSIONERS MEETING

DISTRICT OFFICE

March 14, 2007

Notices of this meeting were posted at the Eastman Community Association Office and the Village District of Eastman Office.

Commissioner LaGassa opened the meeting at 1:01PM. Also present were Commissioners Sullivan and Stevenson, District Manager Donison, Clerk Pippin, District Moderator Woodhouse, District Plant Operator Perez, and resident Robert Fairweather.

Minutes – Commissioner Sullivan moved to approve the minutes for the February 21st meeting with Commissioner Stevenson seconding the motion. All were in favor.

Financial Report – Commissioner LaGassa addressed the financial report. He stated that the District has about a $400,000 cash balance on hand. District Manager Donison addressed an accounting issue, concerning how to apply costs that were incurred in 2006, and paid in 2007.

Commissioner LaGassa questioned the higher than normal postage and electrical costs for the past month. These were explained as due to two mailings to each customer during the month, and running several extended pump tests for the new well Source #6.

District Manager’s Report – District Manager Donison reported that water usage remains low, with only 135,000 gallons used per day for both January and February. Mr. Donison stated there was a minor problem with Source #6, as it has a seal leak. The installers have been contacted and will be onsite later during the week to make the necessary repairs.

Chemical usage has not been high this month, as Source #6, which requires the most treating, was not on line extensively during the month.

Well Field Improvements Project – Status Report - District Manager Donison discussed the cause of the leak in Source #6 in more detail for the Commissioners. Concerning the Water Treatment Plant Modifications, he stated a final action items list had been given to the contractors so that the modifications to the Water Treatment Plant can be closed. Also, PSNH has completed the shift-over to 440 volt power throughout the well field.

District Manager Donison reported that the application for State approval of Source #5 is in draft form and letters have been mailed to all property owners with wells that may be affected by the District’s use of Source #5. As Source #5 has been in use for over a year without problems or complaints, none are expected. Progress is being made on gaining an easement on the Bonacci property. There are some legal matters yet to be resolved.

Demolition and reconstruction of the pump house is nearing completion. District Manager Donison stated he is considering purchasing a SCADA emergency communications system called WIN 9/11 at a cost of $2,390 as a backup to the use of cell phones within the District. Poor spot reception on cell phones has always been a problem with Eastman and employees must be able to make emergency calls. The Commissioners agreed that as it is an operations issue and there is money within the budget for it, it is the District Manager’s discretion on buying the software.

A discussion of the costs to complete the Well Field Improvements followed. The commissioners were in general agreement that the costs would be within the 2007 budget estimate, which is $200,000 under the original estimates. Mr. Donison stated he was negotiating the restocking of excess materials for the Well Field Projects with our suppliers.

Old Business – Commissioner LaGassa reviewed the actions required to prepare for the Annual Meeting.

There was some question as to whether voters would have to be re-checked after casting their ballots or not. No decision was reached at that time; it was left to the Moderator to resolve.

Moderator Woodhouse gave a rundown of how he would conduct the Annual Meeting and assignments were made as to which Commissioner would address each Warrant Article.

District Manager Donison announced that there were eight applications so far for the Assistant Water Plant Operator Technician position. Several look promising.

New Business – Commissioner LaGassa stated that the first regular meeting after the Annual Meeting would be an organization meeting, to make assignments to the new Commissioners and to establish what the District’s goals and objectives were during the coming year. Clerk Pippin stated that he would like to see action plans developed for each of the items in the Capital Improvement Plan, plus develop the Operating Budgets for at least three years in advance. This would make it much easier to avoid large spikes in spending.

It was agreed that, in the absence of Commissioner LaGassa, one of the other commissioners would attend the Greensward Special Place Meeting to address any water issues that may arise.

Mr. Donison announced that the employees are looking into health Savings Accounts as a way of reducing personal income taxes and reducing some medical costs.

Commissioner Sullivan made the motion to go into Executive Session to discuss a personnel issue. It was seconded by Commissioner Stevenson, and passed unanimously. Commissioner LaGassa called the Executive Session at 2:48PM.

The meeting returned to the regular session at 3:03PM.

Public Input – There was no public input.

Commissioner Sullivan moved to adjourn, and Commissioner Stevenson seconded, with all in favor. Commissioner LaGassa adjourned the meeting at 3:04PM.

 These minutes are submitted by:

 C.R. Pippin

Clerk

VILLAGE DISTRICT OF EASTMAN
PUBLIC HEARING
GRANTHAM TOWN HALL
February 21, 2007

Notices of this Public Hearing were posted at the Grantham Town Hall, Dunbar Free Library, Lake Sunapee Bank, the Grantham Post Office, a Village District of Eastman Status Letter, and in the Kearsarge Shopper.

Village District of Eastman Moderator Woodhouse opened the Public Hearing at 7:05PM. He introduced the District Officers and explained how the meeting would proceed.

Chairman of the Board of Commissioners, Mr. LaGassa, gave the briefing of the Village District of Eastman’s 2007 Proposed Budget. Major points were:

The Capital Improvement Program (CIP), was first addressed to show how the funding model in it set the limits for the 2007 Budget development and how a recommended 2007 CIP of $100,000 was established. The 2007 CIP is at the same funding level as in the 2006 and constrained from an initial capital requirement of $235,000. The CIP funding model also projected a 2007 Operating Budget of $543,000 after inflation adjustment using the Northeast Region-Urban CPI (3Q06) (3.92%).

A detailed explanation of the Operating Budget was given, showing how a careful scrub of expenses had reduced the recommended 2007 Operating Budget requirement to $517,500 (a 4.5% reduction from 2006). He explained that the budget assumes that the Well Field Improvement Project (WFIP) would be completed with less than $600,000 of the $800,000 financing authorized in the 2006 Warrant, thereby reducing debt service. $290,300 of this construction loan was expended in 2006 and the Commissioners expect to expend up to another $309,700 in 2007 to complete the project. This remaining financing brings the recommended 2007 District Budget to $1,153,000.

The source of revenues for the recommended budget were described. Projected water usage fees and services will raise $292,500; financing from the 2006 WFIP Note will raise up to $309,700 (to complete the project) leaving a tax revenue requirement of $551,000. Thus, 2007 District property taxes will be about 2.5% less than 2006. From the standpoint of the CIP Report, the 2007 Budget represents an “average cost per connection” of $639, about the same as in 2006 and less than the $658 projected in the funding model.

Commissioner LaGassa went on to explain each of the Warrant Articles that the District membership will be asked to vote on at the Annual Meeting on March 21, 2007.

The meeting was opened to questions from the floor. The following is a brief summary of the questions and responses:

There were questions about the wording of some of the proposed warrant articles; whether they were legally accurate and would thus be binding if approved. Commissioner LaGassa explained that the NH Department of Revenue Administration auditor had reviewed the articles and the Commissioners agreed to revalidate them before formally posting the articles for the Annual Meeting.

Responding to a question, District Manager Donison addressed the permitting process for the new Bed Rock Well, Source #5, explaining the steps involved and the time and cost of the process. He pointed out that the variables involved in the State’s process could take 12 to 18 months to complete and cost an additional $30,000 to $80,000 of the WFIP contingency funds.

The majority of the other questions from the floor centered on the WFIP and the funds that were approved by the voters in 2006 for this project. Commissioner LaGassa explained that the total cost for the WFIP can not be known until the permitting of Source #5 is complete, but the above cost variables had been factored into the 2007 budget assumptions and there was sufficient contingency funds to complete the project with the projected 2006 note for $600,000.

There being no further questions, the Public Hearing was adjourned at 9:02PM.

C.R. Pippin, Clerk

VILLAGE DISTRICT OF EASTMAN
COMMISSIONERS’ MEETING
Grantham Town Hall
February 21, 2007 (After the Public Hearing)

Notices of this meeting were posted at the Eastman Community Association and Village District of Eastman Offices.

Commissioner LaGassa opened the meeting at 9:12PM. Also present were Commissioners Sullivan and Stevenson, Treasurer Wright, District Manager Donison, Clerk Pippin, residents Mr. Schaefer, Mr. Parker, and Mrs. LaGassa.

Minutes – Commissioner Sullivan moved to approve the January 17, 2007 Minutes, which was seconded by Commissioner Stevenson, and approved unanimously.

Financial Report – District Manager Donison addressed the financial report of January 31, 2007. The major item addressed was the cash position. As it is very good, the Commissioners discussed the option of not requiring customers to do a 15, 000 gallon pre-buy of water in 2008. This would mean the January 2008 bill for $90 would not be necessary.

District Manager’s Report – District Manager Donison explained there were no major changes from the previous month on the Operations Report. However, next month there could be significant change from placing the Bed Rock Well (Source #5) in standby during the permitting process and shifting to the new replacement Gravel Packed Well #4R (Source #6), which is much more acidic and high in iron and manganese. Source #6 will require heavier use of chemicals although less electrical power.

Well Field Improvements Project – Status Report – Source #6 is now on-line, which permits the lifting of the water ban.

WTP Modifications – These are substantially complete. A final “punch list” inspection with the project engineer will be conducted soon to allow payment of the construction contractor for this phase of the project. The contractor will then agree to begin the final Pump House phase of the WFIP.

Power shift and upgrade by PSNH took place February 21, 2007, as scheduled. The Water Treatment Complex is now upgraded to 460 volt, three phase power with its new emergency generators providing back-up power.

Source #5 Preliminary Application Report, being prepared by GS Environmental, will be submitted in mid to late March. Under discussion was the monitoring of private wells in the influence zone of Bed Rock Well (Source #5) during the official pump test as required by the permitting process. The influence zone is elliptical in shape and extends upwards of 10,000 feet from the well. Testing has to show that other wells in the zone are not adversely impacted by the District operating this new large ground water source. Noting that people with individual wells in the influence zone may not want to cooperate if they don’t believe they have been affected by the past year of operation of this source. Commissioner LaGassa moved to authorize District Manager Donison to offer $100 to $500 to four well owners for the use of their wells for the tests in order to avoid significant costs of having to drill additional test wells in the influence zone of the Bed Rock Well. Commissioner Sullivan seconded the motion, and it passed unanimously.

Bonacci Easement Status – The surveyor flagged out limits of the easement required on the Bonacci property. Mr. Bonacci stated he would discuss it with his attorney.

Pump House Renovations – The work on the new Pump House is underway, with the old house being demolished to make way for the new construction.

Well Field Project Expenses and Funding – Commissioner LaGassa identified the remaining known obligations to complete construction and the unknown variable costs in the permitting process for water source #5. At present, $320,000 of the 2006 WFIP supplemental note has been expended through January 2007. Another $145,000 has been obligated for known remaining efforts with $335,000 contingency left of the originally planned $800,000 note. As discussed before, the Commissioners expect to expend less than $600,000 of the authorized $800,000 note to finish the project.

Old Business – The Village District status letter was sent out February 16, 2007. This explained the shift to the new Source #6, and the removal of the water ban.

Review of the 2007 Budget Proposal for any changes – Commissioner LaGassa stated he would take for any action getting the wording correct on the Budget Warrant Articles.

Issue of voter checklist accuracy – Grantham supervisors of the checklist now have the ability to print a checklist specific to Village District of Eastman Voters per their January 31, 2007 letter. Springfield and Enfield already do this.

Grantham sent a letter confirming that a check for $2,913 for withheld District tax collections has been sent to the District. This completes action on this item.

New Business – The Village District Office will be closed during periods of Pat and Jim’s absence – A notice on the door will be posted stating when the office will be open.

Advertisements have been posted for Assistant Water Operator Technician in the Union Leader, Valley News, and at trade groups such as NHDES, NHAWWA, NEWWA, and NHCTC. A new job description for the position has also been prepared.

Web Site – District Manager Donison announced that the District’s Web Site is now being updated weekly.

Obtaining accounting assistance as part of April Audit – District Manager Donison announced the the District is looking for some accounting assistance to help prepare for the audit scheduled for April 23rd and 24th, 2007.

Purchase new office equipment – Mr. Donison addressed the need for a scanner to scan in documents that we want to have on the web site, 2 new computers for Pat and himself(i.e. Best Buy has an HP 2056 MgHz with 500 GB storage for approximately $1,500, which includes data transfer/setup), and a Webpage creator (such as Frontpage $100) to replace old equipment. There is money in the budget for these items.

The Commissioners agreed that as part of the next capital budget development review, they will establish a Capital Improvement Project (CIP) funding exploration and development a new water source, as a backup should any of the three existing sources fail. They expect that the gravel Packed Well (Source #6) will last a typical 10-20 years but are concerned about the initial high level of iron in the well that is now requiring increased chemical treatment and twice the rate of filter back-washing. Should a premature failure of this well occur, they discussed the option of reallocating existing reserve funds (with voter authorization) to quickly develop another Gravel Packed Well in the Glenwoods region of the District where a hydraulic study shows potential usable water near a 1995 test well. In the mean time, the focus of the new CIP would be to determine if there is potential for another Bed Rock Well on District property north of the well field complex, adjacent to the eskers that run along Bog Brook and in the proximity to the fracture zone that resulted in Bed Rock Well (Source #5). Development of that source would take a few years once the CIP is established and funding provided.

Public Input – Mr. Schaefer inquired about the missing wire and pump reported several months ago. He was advised that a police report had been filed and that the District’s insurance company has accepted the claim and indicated they would make payment. However, payment has not been received.

Mr. Schaefer requested that at the Annual Meeting, voters and on-lookers be separated, to prevent any mistaken votes during “show of hands” ballots. The Commissioners agreed this was a good idea and will take it for action.

Mr. Schaefer questioned how the costs for contract labor were determined in the proposed FY 2007 Budget. Commissioner LaGassa explained where the costs came from and how they were calculated.

There being no further questions, Commissioner Sullivan called for adjournment at 10:09PM. It was seconded by Commissioner Stevenson and passed unanimously.

These minutes were submitted by:

C.R. Pippin

Clerk

VILLAGE DISTRICT OF EASTMAN
COMMISSIONERS MEETING
DISTRICT OFFICE
January 17, 2007

Notices of this meeting were posted at the Eastman Community Association Office and the Village District of Eastman Office. .

Commissioner LaGassa opened the meeting at 1:01 PM. Also present were Commissioners Sullivan and Stevenson, Treasurer Wright, District Manager Donison and Clerk Pippin.

MINUTES: December 20, 2006 Meeting. A minor pen and ink change was made to correct a typo. Commissioner Stevenson moved to approve the minutes and it was seconded by Commissioner Sullivan. The approval vote was unanimous.

FINANCIAL REPORT: December 2006. Commissioner LaGassa addressed the report as he had prepared it when he was the acting District Manager. The VDE has received the tax revenues from all there towns for 2006. There are minor issues on these tax revenues that will have to be worked out with the Towns of Springfield and Grantham. This concerns the rounding of tax rates and will be accomplished by meetings between the Select Boards of the two towns and the Commissioners.

December was a big month for water turn offs as many residents leave for warmer locations during the winter. The report reflects this increase in service charges.

It was noted that VDE spent about half of what was budgeted for chemicals during the year because the Bed Rock Well water is so pure little treatment is required. Chemical usage will now go up as the Bed Rock Well will be off-line until fully permitted by the State. Water will now be pumped from the Dug Wells and the new Gravel Packed Well. As the water coming from these two sources is closer to the surface it requires more treatment.

VDE’s cash-flow position going into the new year is excellent.

MANAGER’S REPORT: Manager Donison stated that as December data was in, he could make comparisons with previous years. He reported the daily water usage for 2006 was down over the two previous years. As the District was under a water ban during all three years, the reduction is due to several reasons; finding and repairing system leaks, more efficient plant operations and conservation on the part of the District home owners. Water quality remained very high during the year and the amount of water in the wells is very high as well, due to having had 67 inches of rain in 2006.

WELL FIELD IMPROVEMENTS PROJECT: Status Report. As Commissioner LaGassa will continue to manage this project until completion, he gave the report.

GPW #4R Connected. We are very close to using the water from this well. There are only a few minor items to complete.

WTP Modifications Status. The contractors are just about finished. Once the final work is completed VDE will develop a plan to dispose of some items purchased that were not required due to the change in the third source well location.

Source #5 (Bed Rock Well) permit package is nearly complete and will be submitted as soon as possible.

Bonacci Easement status. The Attorney’s are finishing the package and it will be submitted to Mr. Bonacci for his consideration. This is being done because part of the 400 foot sanitary radius for the Bed Rock Well falls within the Bonacci property.

Review Restructured WFIP Expenses & Funding. As the program nears completion, it is now certain that overall costs will be significantly less than anticipated and authorized by District residents.

OLD BUSINESS:

Review 2007 Budget Proposal. Commissioner LaGassa briefed a couple of minor changes to the proposed budget approved last meeting by the Commissioners. It was agreed to include these changes.

Issue of voter check list accuracy. All three towns have been asked to prepare voter check list for the annual district meeting. Every effort will be made to insure the accuracy of the lists this year.

Correction to Inventory Hardware Reserve Fund withdrawal. To correct a minor accounting error, Commissioner LaGassa moved that $1,605.01 be added to the Inventory hardware fund. Commissioner Stevenson seconded the motion and all were in favor.

NEW BUSINESS:

Employee Work Clothing Allowance. Due to working with caustic chemicals and the general work environment, Treatment Plant Operators have been authorized a clothing allowance of $500.00 a year. The Commissioners agreed to change the Employee Manual to reflect just which clothing items would be covered and to state the value as approximately $500. When the manual was rewritten, this paragraph had unintentionally not been included. Commissioner LaGassa moved the correction be made and Commissioner Sullivan seconded the motion. All were in favor.

Posting of CIP on Web Site. Commissioner LaGassa asked to have the Capital Improvements Program (CIP) posted on the VDE web site. All the Commissioners agreed this would be appropriate.

VDE Status Letter. Commissioner LaGassa presented the proposed status letter to District residents to inform them about the new manager assuming his duties and the well field status. There was discussion on how to better communicate with the district residents so they are better informed of district issues and affairs.

Obtaining Accounting Assistance. Manager Donison was authorized to look into getting some accounting assistance in the office if he felt it was needed.

PUBLIC INPUT. There was no public input.

ADJOURNED: The meeting was adjourned at 2:57 PM by a motion from Commissioner Stevenson, seconded by Commissioner Sullivan, with all in approving.

These minutes are submitted by:

C. R. Pippin

Clerk