2014-06-09 Commissioners Meeting

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/07/CM060914.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 9, 2014

The Board of Commissioners met at 8:00 am on Monday, June 9, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (entered late). Also in attendance were Kelly Robitaille (highway), Treasurer Dinah Reiss and Water Operator Ray Seeley. Resident Gloria Aspinall enters the meeting in process. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom. [expand="More Text"]

1. Agenda

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

The Action List is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the equipment is in good shape. Kelly Robitaille discusses the need for a pressure washer to clean the equipment. There is one on sale at Lowe’s. Mike Smith makes a motion to authorize the purchase of a pressure washer not to exceed $300. Ron Sandstrom seconds the motion and the motion passed 2-0. The culvert list that was put together previously is being reviewed and updated. Kelly Robitaille will be taking his CDL exam tomorrow. The crew will be off premises most of the day. The review of the construction at the bottom of Oak Ridge Road is scheduled for Wednesday at 10 am. The upcoming road review is discussed. An interview with a grader operator who could train the crew on techniques of grading roads is scheduled for Friday at 11 am. Four speed limit signs at 25 mph are being priced. The highway budget is reviewed and discussed. Mike Smith will show Kelly Robitaille the area used to check the level of the pond this afternoon.

3. Water System Planning

Ray Seeley states that the pump for the Jungfrau station has arrived in Mass. Installation can be scheduled. Ray Seeley outlines a discussion with Cindy Klevens of NH Department of Environmental Services (DES) that he had recently. Well #2 at Muddy Beach may be to be rehabbed and brought back on line. Rehab of an existing well does not require the same permits required for a new well. Oak Station is discussed. Ray Seeley states that he is exploring the option of placing booster cans at this location in lieu of replacing the pump. This option would result in a manhole cover being placed on the Oak Ridge side of the station. If replacing the pump is done it will be a three phase control panel installed. Quotes for the options will be sent. Discussion returns to the installation of the pump at Jungfrau. The install will be scheduled for Tuesday, June 17. Jungfrau Road will be closed in the area of the station beginning at 9 am for approximately 3 hours while the crane is on site. Follow up will be done on the status of the control panel. SCADA programmer Jason Roache and electrician Brian Bailey will be informed of the install date. Documentation is discussed. A new work order is being developed by Larry Leonard. The draft of the new form is reviewed. The State Revolving Loan Fund application deadline is the end of June. Projects to be included will be discussed. The depth of the wells at Muddy Beach is discussed. Documentation on the depth has not been located. Ray Seeley will discuss the rehab of Well #2 with Rick Skarinka of NH DES. Curb stop valves are discussed. The valves which are extended will be lowered. Discussion turns to the curb stop valve for 6 Interlaken. This repair will be put onto the work list. Exercising valves is discussed; isolation valves and curb stop valves would be included. Protecting valves is discussed. Ron Sandstrom discusses the 30 hours that are included for service to the water system in the monthly fee paid to Integrated Water Services. If the VDOE were to bring the water monitoring back in house, the 30 hours could be used to locate valves and respond to other needs for the system. Ray Seeley states that he wants to have Jeremy Reinbold going into the pump houses at least once a week. The chemical room fills will be done within one hour twice a week. Ray Seeley states that he is in possession of GPS coordinates for many of the valves within the VDOE. Ron Sandstrom requests a sample of the information being collected for review. The water budgets are reviewed and discussed. Quotes are still outstanding for the Summit station. Ray Seeley will work on these. Ray Seeley is informed of a new water hook up request which has been reviewed by the Engineer. The Water System Application results are reviewed. The new hook up at 12 Blinden will have sufficient pressure and not degrade the system. Timing of the installation of the curb stop valve is discussed. The Water Ordinance calls for installation within 90 days of the approval. Mike Smith makes a motion to approve the water hook up for 12 Blinden Drive with the curb stop valve to be installed within 90 days. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have a pressure reading taken on all new installations and record the actual pressure on the install information. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

Mike Smith will schedule a safety meeting. The VDOE goals document will be set for review in July. The delivering of the water operator strategy report is to be determined. Asset Management is discussed. The Warrant Article authorized creation of web based data, which could be used for purchasing an asset management database program.

The payroll report is presented. Mike Smith makes a motion to approve payroll at $4,452.00. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

5. Accounts Payable

3 checks for $3,348.60 are presented. Checks and invoices are reviewed and discussed. The Integrated Water Service invoices are discussed. Multiple invoices were received for hours over 30 for May. Ray Seeley will be reminded that one invoice is to be sent. Mike Smith makes a motion to approve 3 checks for $3,348.60. Larry Leonard seconds the motion and the motion passed 3-0.

6. Minutes

The minutes of 5/19 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of 5/24 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom discusses the importance of capturing data during construction. Varying options for creating a database for this information are being looked into. The database needed will depend on the information to be captured and the amount of information to be kept on each data point.

Mike Smith discusses a curb stop valve that is in the road at Porridge Shore and Waldsbut. A work order will be created to have this moved off the road. Using the new work order system should help the flow of information relating to projects.

Larry Leonard discusses the insurance claim and loss of the supplies for the VDOE. The State Revolving Loan Fund pre-application should be worked on for next week’s meeting.

8. Signature Items

A permit for operation and the inspection report for the driveway at 30 Bern Drive are presented. Inspection report is reviewed. Mike Smith makes a motion to approve the Driveway Permit for Operation for 30 Bern Drive. Larry Leonard seconds the motion and the motion passed 3-0.

The approval for water hook up at 12 Blinden Drive was signed previously in the meeting.

A transfer request to Treasurer Dinah Reiss for moving $22,710 from the Water Line Extension Fund into the Operations account is presented for review. Mike Smith makes a motion to sign the request for Treasurer Dinah Reiss to transfer $22,710 from the Water Line Extension Fund to the Operations account. Ron Sandstrom seconds the motion. The amount of the transfer is discussed. The amount is the total of the cost for the 25 HP pump purchased for Jungfrau station and the VFD panel purchased. Installation and electrician charges are not included in this number. Motion is called to a vote and the motion passed 3-0.

A purchase order for three toner cartridges from Quill Office Supplies is presented. Ron Sandstrom makes a motion to sign the purchase order for three toner cartridges at a cost of $265. Mike Smith makes a motion to review alternative purchase sites for toner. Larry Leonard seconds the motion and the motion passed 3-0.

9. Correspondence

The monthly check for the rental of the Coleman Tower site has been received.

NH Municipal Association has sent the Legislative Bulletin. All Committees are finishing their recommendations for bills that were sent to a committee by either the House or Senate.

NH DES has confirmed that new beach signs could be put up to replace the current kiosks with no permit provided no equipment is put onto the beach to place the signs. The wording that would appear on the new signs is discussed. Larry Leonard asks if wording has been previously approved and is informed that it has not been.

10. Scheduled Appearances
11. Other Business

A bill for the excavation of the curb stop valve for 43 Eidelweiss Drive has been received as requested. The use of the on-site excavator Joe Rogerson by Integrated Water to excavate the valve once it was determined that excavation was needed is outlined and discussed. The VDOE would have paid George Fadden for excavating the valve had it been determined earlier that the valve needed repair. Implementation of the Work orders will assist in obtaining prior cost estimates to repairs to or placement of a curb stop valve. If a work order to turn on or off a valve is authorized and the valve needs repair, this will require an alteration of the work order with estimate for repair to be submitted for approval by the Board. Ron Sandstrom makes a motion to authorize payment to J Rogerson Excavation in the amount of $1,400.00 for excavation of the curb stop valve at 43 Eidelweiss Drive. Mike Smith seconds the motion and the motion passed 3-0.

The curb stop repair at 6 Interlaken is discussed. The homeowner has submitted a copy of the invoice he received for this work as requested. Mike Smith makes a motion to reimburse the homeowner $810 for repairs to the curb stop valve. Ron Sandstrom seconds the motion and the motion passed 3-0. Invoices to the District for this event from Integrated Water Services will be pulled for review. A letter to the homeowner outlining the payment will be drafted for review.

Repair of a curb stop valve at 17 Little Shore is scheduled for tomorrow. The date of repair was set by Integrated Water. Larry Leonard makes a motion to approve the repair to the curb stop valve at 17 Little Shore Drive. Mike Smith seconds the motion and the motion passed 3-0.

The proposed updates to the Ordinances discussed at the Public Hearing on May 24, 2014 are reviewed and discussed.

The Driveway Ordinance is discussed. Review of RSA 236:13 and the application of this RSA to local roads have been reviewed by Attorney Dan Crean. The sections of the RSA that outline access to public roads and require 400 foot of frontage for an additional access to be granted to any property are discussed. Different interpretations have been received. Guidelines for proper line of sight for the access to be reviewed as criteria for a driveway to be permitted should be stated. The cleaning of culverts under driveways as VDOE responsibility is to be looked into for reverting back to this action as a property owner’s responsibility. Ron Sandstrom discusses holding an additional public hearing on this Ordinance after receipt of Attorney Dan Crean’s review of the Ordinance

The Highway Regulations is discussed. Mike Smith makes a motion to implement the proposed changes as presented at the Public Hearing on May 24. Larry Leonard seconds the motion and the motion passed 3-0

Ron Sandstrom discusses legal review of all proposed changes prior to adoption. Ron Sandstrom makes a motion to have Attorney Crean review all Ordinance amendments prior to adoption. Mike Smith seconds the motion. Discussion is held on need for review as situational without need to incur charges for these amendments. Motion is called to a vote and the motion failed 1-2 with Mike Smith and Larry Leonard voting against expending legal funds for these updates.

The Water Ordinance is discussed. Mike Smith makes a motion to strike the word ‘seasonal’ in relation to turn on or off services and to adopt the amendments as proposed at the Public Hearing May 24. Larry Leonard seconds the motion and the motion passed 3-0.

The Beach Ordinance is discussed. Ron Sandstrom makes a motion to not adopt the proposed amendments, making no changes to the Ordinance. Larry Leonard seconds the motion and the motion passed 3-0. Mike smith may draft alternative wording for consideration.

12. Public Comments

Treasurer Dinah Reiss discusses the curb stop valve repair on Little Shore Drive and questions if isolation valves for the area have been identified. She recommends this be done prior to all work on the water system. Dinah Reiss discusses Integrated Water Services being in possession of data that is not authorized by or in possession of the District. Ron Sandstrom responds that a sample has been requested to review the information being collected. Dinah Reiss questions the statement by Ray Seeley that he will need to block a leaking valve to facilitate the placement of the new pump at Jungfrau. Does this valve need to be replaced prior to the pump replacement? This question will be posed to Ray Seeley.

At 10:58 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]