[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/05/CM041414.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
April 14, 2014
The Board of Commissioners met at 8:00 am on Monday, April 14, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway), Treasurer Dinah Reiss and Ray Seeley (water operator). The meeting was taped for Madison TV by Tim Hughes.[expand title="More Text"]
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Mike Smith makes a motion to approve the agenda. Larry Leonard seconds the motion and the motion passed 3-0.
The Action List is reviewed and discussed.
2. Highway Department Report
Sand is being recovered from receding snow banks and will be piled for later use. Salt inventory is alright. Raking is being done on gravel roads. The grader is being used. The tines on the York rake are in need of replacement. A purchase order is presented. Mike Smith makes a motion to authorize the purchase of 45 tines at $16.50 each for a total of $742.50. Ron Sandstrom seconds the motion and the motion passed 3-0. The Stop sign on Big Loop at Eidelweiss Drive has been fixed. The bottom of Oak Ridge Rd is discussed. This will be viewed once the snow is gone. Kelly Robitaille reports that Fred Gurley has placed a culvert on Bern Drive at the intersection with Huttwil Drive. The cost of properly placing a culvert is being checked into. The culvert placed was put in as a temporary measure to move water from the area into the woods. The highway crew is looking forward to the new equipment being received.
3. Water System Planning
A water system walk through is scheduled for this morning. Muddy Beach is discussed. Integrated Water Services’ (IWS) Jeremy Reinbold has stated that well #2 is not producing flow and may be dewatered. Ray Seeley of IWS states that he has seen the email with the above information but believes that it is most likely a piping issue, not failure of a well. The well pump is recommended for removal and checking. This would require a boom truck to remove. Ray Seeley will put a quote together and submit for the Board to review. Discussion continues on the need to have a reliable system and the need to protect this system. The 25 horsepower pump at Jungfrau, which just had the seals replaced, is leaking again. This pump is recommended for replacement to maintain system reliability. Ray Seeley adds that the impellor on this pump was not changed. Water operations year to date budget is reviewed and discussed. Heat in the pump houses is discussed. The danger of a station freezing has passed for this winter. Mike Smith makes a motion to turn the heat off in the stations. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to turn the water system bleeders off. Ron Sandstrom seconds the motion and the motion passed 3-0. Bleeders will be shut off as the valves become accessible. Discussion turns to annual timing events, such as bleeders and heat being turned on and off and seasonal flushing of the water system. Board of Commissioners approval for such events is discussed. The need for the Board to authorize work for the system and the weather dependency of when the recommendation will be made by the water operator is outlined and discussed. There are no specific dates for these events; the variations in timing are temperature and weather related. The SCADA system is discussed. Communication errors from Muddy Beach are still occurring. The report of a water break in a home on Oak Ridge Rd is discussed. Ray Seeley outlines discussion with Nancy Cole Friday night and the agreement that, however unfortunate, the damage to the house was already done and the curb stop valve would be shut down in the morning. Attempting to locate a curb stop valve, potentially buried in snow, at night, would be timely and cost prohibitive. Additional information received later Friday night removed the need for any water system response as a neighbor was able to contact the owners, gain admission to the residence, and shut down the water from the interior shut-off valve. The Commissioners state that the situation was properly handled.
4. Administration
The payroll report is presented. Report and time cards are reviewed and discussed. Ron Sandstrom makes a motion to approve payroll at $4,557.40. Mike Smith seconds the motion and the motion passed 3-0.
Establishing the 2014 Water Usage Rate is discussed. Addition of 5% administration fee to the base rate is discussed. Rounding of the final figure to the nearest dollar is discussed and recommended. Mike Smith makes a motion to establish the 2014 Water Usage Fee at $345.00. Ron Sandstrom seconds the motion and the motion passed 3-0.
5. Accounts Payable
6. Minutes
The minutes of 4/7/14 are reviewed and discussed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining as he had not had a chance to review prior to the meeting.
7. Commissioners Reports
Mike Smith reports on the recent safety meeting. An egress ladder for the office window will be priced out for review. The salt shed door is to be looked at for repair; the door is difficult to open. The number of cones available and the need for additional cones to safely mark work zones will be checked into. If additional cones are needed, they will be priced for approval prior to purchase. First aid kits and a company to service the kits annually will be looked into. Mike Smith adds that he will attend the Right to Know Law presentation that the Town of Madison Board of Selectmen has arranged to be presented by a NH Municipal Association Attorney on May 13th at the Madison Elementary School. Mike Smith discusses that he will need updated copies of electric bills showing usage figures for additional review.
Larry Leonard reports on the recent Healthcare Committee meeting. Information on plans available and related costs are being put together for review and discussion at the next committee meeting. Larry Leonard discusses Valley Pride clean up day, scheduled for May 3rd beginning at 8:30 am. Posting of the information on the website is discussed. Ron Sandstrom makes a motion to post the information on the website. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom discusses scheduling a work shop session for proposed Ordinance updates. Discussion on scheduling is held. Ron Sandstrom makes a motion to schedule the Ordinance work session for Friday, April 18 at 8 am. Larry Leonard seconds the motion and the motion passed 3-0.
8. Signature Items
9. Correspondence
The weekly NH Municipal Association Legislative Bulletin is reviewed.
10. Scheduled Appearances
11. Other Business
12. Public Comments
At 9:00 am Mike Smith makes a motion to enter Non-Public Session for a site review and assessment of the water system pump houses and stations. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0. Town of Madison Emergency Manager Richard Clark is in attendance for the site review.
At 11:30 am Mike Smith makes a motion to exit Non-Public Session and adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator
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