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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING November 5, 2013

The Board of Commissioners met at 2:30 pm on Tuesday, November 5, 2013. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley and Chris Weismann (highway), Mike Ouellet of Chadwick-BaRoss, Nick Sceggell of Paul Fluet Associates, Ray Seeley of Integrated Water Service, and Treasurer Dinah Reiss. The meeting was taped by Tim Hughes.

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2:30 pm the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to accept the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0.

2. Accounts Payable

18 checks for a total of $13,331.21 are presented. Checks and invoices are reviewed. Mike Smith makes a motion to approve 18 checks for $13,331.21. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Minutes
4. Highway Department Report

Recent work is outlined and discussed. Plows are being readied for winter. The two bicycles that were recently found have been turned over to Madison Police. Grachen Drive will be graveled this week. The rock discussed at 27 Middle Shore was looked at and appears to have been in that location for a while; it was not recently placed. The road in front of the recent driveway repair at 15 Jungfrau has materials placed on it. The contractor will be contacted to clean the area. Debris was also noted in the ditches and will also be mentioned for clearing. A water test to check the placement of the drain across the driveway is recommended and will be discussed with the contractor. Chadwick-BaRoss representative Mike Ouellet discusses the proposed Volvo grader lease. Volvo would allow a delay in receipt of the VDOE grader until the 2014 Annual Meeting was completed. Ron Sandstrom discusses the 2013 Warrant Article. Ron Sandstrom makes a motion to include an Article on the 2014 Warrant proposing a 10 year lease purchase of a new grader. Mike Smith seconds the motion and the motion passed 2-0. Mike Ouellet will send numbers for the Warrant Article in January once the 2014 pricing for the grader is available. Mike Ouellet is thanked for his time. The snow plow policy updates will be reviewed next week. The review of the backhoe will be done the week of November 18. The Oak Ridge Road project is discussed. The water main was hit yesterday in front of #1 Oak Ridge Road when the contractor attempted to remove a large boulder. The water main is located in the ditch line. The center line was marked by surveyor Carl Johnson. The culvert in front of #1 Oak Ridge has been raised and moved closer to the center line. The project is still progressing. Engineer Nick Sceggell recommends addition of insulation at the deepest point of the excavation which would be covered by one foot of sand and then the fabric and rip rap stone would be placed. Mike Smith makes a motion to instruct Stewart Heath of R. L. Heath and Sons to place 4

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inches of rigid foam insulation at the deepest point of excavation within the ditch lines for the remainder of the project as outlined by the Engineer for protection of the water main. Ron Sandstrom seconds the motion and the motion passed 2-0. Stewart Heath will be asked to supply a price for the additional work so that a change order can be created.

The Highway portion of the budgets is reviewed. The budgets are in line for November.

5. Road and Driveway Review 6. Water System Planning

Ray Seeley of Integrated Water Service (IWS), the water system operator, is thanked by Ron Sandstrom for yesterday’s response to the water main break. Ray Seeley outlines that a priority is located all valves around the District and determining what lines are shut down with which valves. Marking of the valves will be done as the valves are located. Discussion turns to keeping valves accessible and not buried. An outline of the overall status of the system is given to the Board by Ray Seeley. Muddy Beach has a booster pump with a bad bearing. The 10 HP pump will be looked at for repair. Mike Smith outlines the engineered pump skid replacement for Muddy Beach. The information will be sent to IWS for future planning. The need to exercise all valves on a routine basis is discussed. The location of the water main under Oak Ridge Road will be updated on the maps. The phases of the reconstruction of Oak Ridge Road are outlined. Replacing the water main down St Moritz as part of the project is discussed. Ray Seeley will send a list of inventory items needed for the water system storage room. The Sodium Hydroxide tank will be repaired prior to the next filling. Calibration columns are recommended for the chemical tank pumps. A probe could be placed in the water line for testing and reporting the pH level. Pricing will be checked and priorities will be established. The system runs well overall. Jason Roache of Northeast System Controls may be asked to increase the time of a communication failure before sending notification. One half hour without a station responding is recommended. The Huttwil water main extension is discussed. The plans will be sent to IWS. Discussion turns to the VDOE purchasing the pipe and valves for the project. This has been done on projects in the past to take advantage of municipal discounts. Mike Smith makes a motion to pursue pricing for all supplies needed for the project. Ron Sandstrom seconds the motion and the motion passed 2-0. The curb stop valve installation for 30 Bern Drive is scheduled for the week of November 18. The sanitary survey to be completed by Rick Skarinka of NH Department of Environmental Services (DES), is scheduled for Monday November 18. The information on the Jungfrau Pump Skid will be forwarded to IWS for review. Backflow prevention is discussed. An update to the Water Ordinance may be proposed based upon the final regulation for testing of all backflow devices within a Public Water System. Water testing for the required DES sampling is discussed.

Mike Smith makes a motion to have Integrated Water Service handle the water testing effective January 1, 2014. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Scheduled Appearances

Appearances handled throughout the meeting.

8. Warrant Articles
9. Commissioners Reports

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10. Signature Items

A Driveway Permit for Construction for 11 Jungfrau Rd is reviewed. The area has been checked and it is recommended to approve the 30 foot culvert. Ron Sandstrom makes a motion to approve the Driveway Permit for Construction. Mike Smith seconds the motion and the motion passed 2-0.

11. Correspondence

The Property-Liability Trust has sent the 2014 renewal information. The information will be distributed for review.

The NH Municipal Association has sent the monthly NewsLink Bulletin. The Coleman Tower rental has been received.
12. Administration
The budgets through November 1, 2013 are reviewed and discussed. The October daily water usage report has been distributed.

13. Old Business

Ordinance updates are discussed. The proposed updates will be reviewed next week. Additional wording on the proposed Driveway Ordinance updates will be done.

14. Other Business 15. Public Comments

At 4:45 pm Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment issues. Mike Smith seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea, and the motion passed 2-0.

Mike Smith makes a motion to ask Jon Eldridge to cover for the next two weeks beginning Tuesday, November 12. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to make part time employee Paul Costello eligible for a higher year-end bonus. Ron Sandstrom seconds the motion and the motion passed 2- 0.

At 4:52 pm Ron Sandstrom makes a motion to exit Non-Public Session and adjourn tne meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted, Nancy E. Cole Administrator

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