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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING October 15, 2013
The Board of Commissioners met at 10 am on Tuesday, October 15, 2013. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Tom Mason of Lakes Region Water. Following the first appearance were Ray Seeley and Jeremy of Integrated Water Systems.
[expand title="Search Text"] 10 am Ron Sandstrom calls the meeting to order and makes a motion to enter Non- Public Session pursuant to RSA 91-A:3, II (d) property matters. Mike Smith seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea, and the motion passed 2-0.
The Board of Commissioners met at 2:30 pm on Tuesday, October 15, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance were Fred Gurley and Chris Weismann (highway). The meeting was taped by Tim Hughes.
At 2:30 pm the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Mike Smith makes a motion to accept the agenda. Mark Graffam seconds the motion and the motion passed 3-0.
2. Accounts Payable
3. Minutes
4. Highway Department Report
Recent work is outlined and discussed. The drainage pipe at Reinach has been backfilled. The docks have been removed. Buoys were used to mark the chains. The roof extension over the door at DPW II has been completed. Tree trimming has continued over roadways. The culvert at Thusis has been cleaned for the second time recently. Pictures of the hose rail are reviewed. The purchase was previously authorized and the rail will be ordered. Tires for the winter are discussed including the pros and cons of studding the tires. A second set of rims for each truck to facilitate usage of summer and winter tires is discussed. Mark Graffam makes a motion to obtain a quote for a second set of rims for the trucks. Ron Sandstrom seconds the motion and the motion passed 3-0. Tree trimming over and along roads will continue this week. The S-turn on the upper section of Oak Ridge Road has rocks on the pavement that will be cleaned. The solution for this recurring issue is replacing the pavement at the top of Oak Ridge. The corner of Grachen and Eidelweiss Drive is discussed. The loam recently placed shows the path of the water around the corner. The slight swale that had been along Eidelweiss Drive has been loamed and seeded to the pavement’s edge. Drainage is discussed. The road assessment will be reviewed with the DPW Thursday morning and then distributed. The International Terra-Star is available to be brought to the VDOE for viewing next week. Mike Smith makes a motion to have the Terra-Star brought for viewing. Ron Sandstrom seconds the motion. Discussion on this being a new model and therefore and then distributed. The International Terra-Star is available to be brought to the VDOE for viewing next week. Mike Smith makes a motion to have the Terra-Star brought for viewing. Ron Sandstrom seconds the motion. Mark Graffam discusses this being a new model and therefore not yet tested in the field and cautions that the VDOE should not be a testing ground for an untried truck. Motion is called to a vote and the motion passed 2-1 with Mark Graffam voting against an unproven vehicle. The grader is discussed. Mark Graffam makes a motion to ask Volvo to supply a lease proposal with the first payment at or below $25,000. Ron Sandstrom seconds the motion. Discussion on the Warrant Article wording and known need to place the remaining years of the proposal on the 2014 Warrant is held. Motion is called to a vote and the motion failed 0-3. Discussion on recommendations for 2014 Warrant Articles and review of all Ordinances is held. Mark Graffam discusses that there was equipment left by a contractor on Jungfrau Road overnight. Boulders and rocks have been placed into the ditch line. The area will be checked.
Contacting the office for permission to use the Huttwil parking lot for non-overflow parking of personal cars and enforcement of Ordinances is discussed. The Oak Ridge Road Phase 1 construction is scheduled to begin this week. The fire extinguishers were brought for inspection but the shop was not open and the person did not show up when the number on the door was called. Additional options are being looked into. Discussion turns to employees being volunteer fire fighters with the Madison Fire Department. Chris Weismann states that he does not intend to leave during working hours for a call. Discussion on adopting a policy for VDOE employees who volunteer on a Fire Department is held. Discussion on impounding of improperly stored watercraft is held.
5. Road and Driveway Review 6. Water System Planning
The new licensed Water Operators for the District is Integrated Water Services from Moultonborough. Ray Seeley is the owner of the company and primary contact. The contract will be developed and reviewed for signing. Mark Graffam makes a motion to retract the vote to apply for a grant of $25,000 for as built drawings. Ron Sandstrom seconds the motion. Discussion is held on available grants from the State of NH Department of Environmental Services (DES). Maps are one part of asset management and a separate grant is available for this purpose. Motion is called to a vote and the motion passed 2-1 with Mike Smith voting against. Mark Graffam makes a motion to apply for a $1,500 grant for as built drawings with the matching $1,500 to be allocated from the Water Line Extension Fund. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to apply for the Asset Management Grant in a dollar amount to be determined. Ron Sandstrom seconds the motion. Discussion on ability to include hardware and software in the grant allocations is held. Motion is called to a vote and the motion passed 3-0. Links to the NH DES web page with the grant information on it will be sent to the Board. The report from the water monitor and chemical room consultant for the water system is reviewed and discussed. Safety extensions for the ladders at the vault and Oak Station are discussed. Ron Sandstrom makes a motion to share the information with the new Water Operators for input. Mike Smith seconds the motion and the motion passed 3-0. Discussion on requesting input from Integrated Water Systems on the chemical injection system and notification to NH DES on the status of the pumps. Regulations and compliance are discussed. Roles and responsibilities going forward will be altered to shift responsibility to appropriate persons. The electrical updates proposed by Northeast System Controls to clean up the connections to the chemical injection room are discussed. Ron Sandstrom makes a motion to have Integrated Water Systems review all information on the water system including the electrical, check valves, calibration columns and other recommendations for input on the plans. Mike Smith seconds the motion and the motion passed 3-0. Mark Graffam questions use of contractors for excavation and the billing of that work. Mike Smith outlines that all work will be billed directly to the VDOE for now and details will be worked out as necessary. The letter to be drafted to the Bank of NH regarding the wording on the existing Jungfrau to Reinach Forced Main loan documents is to be drafted as outlined by Attorney Dan Crean. Ron Sandstrom makes a motion to send the information from Paul Fluet relating to the Huttwil water main to Attorney Dan Crean for review. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve $2,800 for the engineering and design of the 400 foot water line extension on Huttwil Drive. Ron Sandstrom seconds the motion. Discussion on input from the Attorney occurring prior to the award of the engineering proposal is held. Motion is called to a vote and the motion passed 3-0.
7. Scheduled Appearances 8. Warrant Articles
9. Commissioners Reports 10. Signature Items
A draft for a policy for Unassigned Fund Balance retention is presented for review. The policy outlines that the target balance for the Unassigned Fund Balance is 33% of the previous year’s General Government/Highway Operations Budget. Ron Sandstrom makes a motion to adopt and sign the policy. Mark Graffam seconds the motion and the motion passed 3- 0.
11. Correspondence
The Property-Liability Trust has sent notification that the claim for the lightning strike damages has been approved and the first payment has been received.
The Property-Liability Trust will be holding Public Hearings for the establishment of the 2014 rates.
NH Department of Homeland Security has sent notification that the claim for the February snow disaster is going to be paid out. Additional notice showing the amount of the award should be received shortly.
NH Retirement System has issued a bulletin relating to employment of retirees and the reporting requirements on a retirees work hours.
The beach cleaners, Larry Leonard and Amy Thompson have submitted a report for the end of the year. All sand was spread as permitted on each beach. Ron Sandstrom compliments the work of the beach cleaners and the report.
12. Administration
The payroll report is presented. Report and time cards are reviewed. Ron Sandstrom makes a motion to approve payroll at $6,008.57. Mike Smith seconds the motion and the motion passed 3-0.
13. Old Business
Discussion is held on the proposed Ordinance Updates. The proposed updates to the Driveway Ordinance are discussed. The current requirement for a driveway to intersect the road at a negative grade is discussed. Crowning of driveways and possible enforcement of maintenance to the driveway grade are discussed. Mark Graffam suggests that the engineers be contacted for input on the proposed changes and any potential repercussions to road drainage resulting from the proposed update. Discussion continues on road drainage, the need for engineered designs, Ordinances, and the RSA’s that outline procedures for drainage. Mark Graffam makes a motion to establish an appointment with engineer Nick Sceggell for review of the proposed updates to the Driveway Ordinance. Ron Sandstrom seconds the motion and the motion passed 3-0.
14. Other Business
Increased use of the ability of the SCADA system to send emails instead of phone dialing will result in a cost savings due to the reduction of calls that will be answered and followed up on by the answering service.
15. Public Comments
Motions and votes of 10 am Non-Public Session:
Mike Smith makes a motion to hire Integrated Water Systems as the new licensed Water Operator. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to allow up to $500 for time spent by Iron Mountain Water Systems on the transition to the new operators. Ron Sandstrom seconds the motion and the motion passed 2-0.
At 12:15 pm Mike Smith makes to exit Non-Public Session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea, and the motion passed 2-0.
At 5:05 pm Ron Sandstrom makes a motion to adjourn the meeting. Mark Graffam seconds the motion and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole Administrator
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