[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/07/CM060214.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 2, 2014

The Board of Commissioners met at 8:00 am on Monday, June 2, 2014. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also in attendance were Kelly Robitaille (highway), and resident Joe Rosenberg (entered the meeting in progress). The meeting was taped for Madison TV by Tim Hughes.

At 8:03 am the meeting was called to order by Chairman Ron Sandstrom. [expand title="more text"]

1. Agenda

Ron Sandstrom makes a motion to approve the agenda. Larry Leonard seconds the motion and the motion passed 2-0.

The Action List is reviewed and discussed.

2. Highway Department Report

Budgets will be reviewed next week. Kelly Robitaille reports that the equipment is in good shape. The other two speed bumps will be installed at Boulder Beach to complete the coverage of Eidelweiss Drive. Cold patch is being placed to fill potholes. Three new picnic tables have been picked up. Amy Thompson will stain the tables. Both Kelly Robitaille and Bob Goddard attended a culvert maintenance class last Thursday. The class was very informational. Both members have now been certified as Culvert Maintainers. One focus of the class was for stream crossings. Culverts are recommended for placement at a depth of three feet. The driveway culvert at 23 Huttwil is damaged and in need of replacement. It is an old metal culvert and is located under pavement. If it is to be replaced, replacing the pavement may need to wait for other paving to be done later in the season. The Board will look at this culvert. Grader trainer can be established with a local grader operator. The grader is expected to be in the District June 20. The walk through of lower Oak Ridge Road is being scheduled with the Engineer. Wednesday June 11th at 10 am will be targeted. Ron Sandstrom makes a motion to have the Commissioners and Highway Personnel review Oak Ridge Road with the Engineer on Wednesday, June 11 at 10am. Larry Leonard seconds the motion and the motion passed 2-0. Kelly Robitaille states that a large portion of pavement should be replaced on Aspen Dr. To fill the hole with cold patch would be $300 to $400. The Commissioners road review is discussed. June 16th will be targeted. Aspen Dr will be viewed during the review. The discussions at the Public Hearing regarding allowance of a second driveway are outlined. Kelly Robitaille states that he does not see an issue for the DPW should the Ordinance be updated. The contractor for 29 Oak Ridge Rd has been informed that a Driveway Permit is needed for this construction. An application and the Ordinance were emailed. A driveway has been paved on Eidelweiss Drive. A letter to the homeowner stating the need for a permit has been drafted. Kelly Robitaille discusses the heavy trucks traveling Oak Ridge for the construction and the damages that are occurring to the road. The steel tracked equipment traveled between the two lots under construction on the road, the tracks are obvious in the pavement. Means of enforcement through Madison Code Enforcement and Madison Police are discussed. The area will be watched for any additional damage that may occur. Trash has been picked up that was left alongside Eidelweiss Drive.
3. Water System Planning

A corrected quote for the Allen Bradley control panel for the pump on order for the Jungfrau Station has been received. The quote includes over sizing the panel to handle the single to three phase electric conversion. Ron Sandstrom makes a motion to approve the purchase of the Allen Bradley panel as quoted by Jason Roache. Larry Leonard seconds the motion and the motion passed 2-0. The electrician and SCADA programmer are in touch with each other for prep work and installation of the new panel. Work orders for this or any project within the water system are discussed. It is outlined that no procedure is in place currently for production of work orders when a specific contract is not developed. Larry Leonard makes a motion to implement a work order process for the water system. Ron Sandstrom seconds the motion and the motion passed 2-0. A quote for the repair of the radio removed from Jungfrau station previously has been received for $660. Discussion on the newer technology radio installed at Muddy Beach last month is held. Ron Sandstrom makes a motion to not repair the old radio and request return of the equipment. Larry Leonard seconds the motion and the motion passed 2-0. Discussion on outstanding quotes requested for other pump stations within the District are discussed. Quotes have not yet been received. The price list for the parts discovered missing from the water supply stock room is also still outstanding. Discussion ensues. Larry Leonard will follow up with Ray Seeley. Discussion turns to last week’s water break of a service line on Eidelweiss Drive. Granite State Analytical, the company which does the compliance testing for the system, was on site but not able to obtain a sample within the affected area. Monthly compliance testing will be done this week. The water bills are being sent. Ron Sandstrom makes a motion to post the information being sent with the water bills and the rate on the website. Larry Leonard seconds the motion and the motion passed 2-0.

4. Administration

The entrance garden site on Eidelweiss Drive is discussed. The EPOA contractor will be on site this morning beginning work. Larry Leonard will stop by and discuss the plans with Ralph Lutjen. The road drainage and easement document produced by Attorney Dan Crean is discussed. This document will be discussed with the Asset Management Team. The Commissioners will schedule a work session on this document for July. July will also be targeted for the proposed updates to the Huttwil bulletin board and beach signs. Speed limit signs are discussed. Madison Police have informed the VDOE that 25 mph is the lowest enforceable limit without a traffic flow study. Ron Sandstrom makes a motion to purchase four (4) 25 mph speed limit signs for posting on Eidelweiss Drive. Larry Leonard seconds the motion and the motion passed 2-0. The PBX for the phone system has been installed, but not yet implemented. The draft of the wording to be used will be reviewed and discussed.

Larry Leonard discusses enrolling in the Asset Management class being offered at the end of June. Cost is $200. Larry Leonard makes a motion to attend. Ron Sandstrom seconds the motion. Discussion is held on traveling daily or staying overnight in the Portsmouth area. Larry Leonard moves to withdraw the motion on the floor. Motion to withdraw seconded by Ron Sandstrom. Ron Sandstrom makes a motion to approve attendance of Larry Leonard at the Asset Management seminar at a cost of $200 plus mileage. Larry Leonard seconds the motion and the motion passed 2-0.

The payroll report from last week is presented. Report and time cards are reviewed and discussed. Larry Leonard makes a motion to approve payroll in the amount of $5,827. Ron Sandstrom seconds the motion and the motion passed 2-0.

The calibration column for the Sodium Hydroxide tank has been quoted at $175. Larry Leonard makes a motion to purchase the calibration column. Ron Sandstrom seconds the motion and the motion passed 2-0.

A beach report has been received. The beaches were cleaned prior to the Holiday weekend. All outhouses were stocked with toilet paper. 3 picnic tables have been purchased and will be stained this week. Trash was left in one of the beach outhouses.

5. Accounts Payable

21 checks for $7,954.56 are presented. Checks and invoices are reviewed and discussed. Ron Sandstrom makes a motion to approve 21 checks for $7,954.56. Larry Leonard seconds the motion and the motion passed 2-0.

6. Minutes

The minutes of 5/19 and 5/24 are discussed. Ron Sandstrom states that he has not had an opportunity to review these documents. Minutes will be reviewed for approval next week.

7. Commissioners Reports

Larry Leonard discusses the two curb stop valves listed for repairs. Exercising of valves is discussed as a needed addition to the water system work list.

8. Signature Items

A draft of a letter for the property owner at 23 Oak Ridge Road responding to his recent correspondence regarding landscaping and drainage at this property is presented. Letter is reviewed and discussed. Larry Leonard makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A draft of a letter for the property owner at 56 Eidelweiss Drive regarding recent paving without a permit is presented. Letter is reviewed and discussed. Larry Leonard makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A draft of a letter to the Madison Zoning Board of Appeals requesting notification as an abutter to all variances applied for within the District is presented. Letter is reviewed and discussed. Larry Leonard makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Ralph Lutjen has sent notification that the contractor hired by the EPOA will be working at the garden site this morning.

Clerk Jay Buckley and resident John Cooper have sent comments and concerns on the proposed changes to the garden.

The NH Municipal Association has sent the weekly Legislative Bulletin.

The NH Department of Environmental Services has sent notice that a pre-application for the 2014 State Revolving Loan Fund is due June 27 for any system that would like to be considered for funding of projects through the State program.

10. Scheduled Appearances
11. Other Business

The inventory for the items stolen from the water stock room with the prices has not yet been received. Larry Leonard will follow up with Ray Seeley.

12. Public Comments

Joe Rosenberg discusses the level of the ponds and states they seem low. Mr. Rosenberg is informed that the boards are in the dam. The levels of the ponds do not seem low to others.
Joe Rosenberg asks if the 2013 audit and 2012 audit for the District are available. Mr. Rosenberg is informed the audits are available and is handed copies.

At 9:42 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Larry Leonard seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0.

Motions and votes of Non-Public Session:

Ron Sandstrom makes a motion to seal the minutes of the Non-Public Session. Larry Leonard seconds the motion and the motion passed 2-0.

At 10:00 am Ron Sandstrom makes a motion to exit Non-Public Session and adjourn the meeting. Larry Leonard seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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