[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/07/CM063014.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 30, 2014

The Board of Commissioners met at 8:00 am on Monday, June 30, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (highway), Treasurer Dinah Reiss and Clerk Jay Buckley. The meeting was taped for Madison TV.

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 add a Non-Public Session and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Action List is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the trucks are in good shape. The cost of brushes for the power broom has been quoted at $8.80 each. Total cost will be $440. Mike Smith makes a motion to approve up to $500 for brushes for the power broom. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that road culverts are being cleaned and low hanging limbs over roads are being cut. Water valves in ditch lines are being marked. The primary focus is to prepare the roads for the grader. The bottom of Oak Ridge Rd is discussed. A drawing has been requested from Engineer Paul Fluet. Quotes will be requested once the drawing is received. Mike Smith makes a motion to have the DPW proceed with placement of the rip rap stone at the culvert outlet/inlet at #1 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 3-0. Nancy Cole advises that the EPOA has contacted her to offer to place shrubs above the rip rap along the banking at #1 Oak Ridge. Ron Sandstrom states that the EPOA could be referred to the homeowner to make this offer directly. Mike Smith discusses coordination of work in the area through the office. Mike Smith makes a motion to coordinate the contact between the EPOA and the homeowner through the office. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining. Line painting is expected to be done this week. Road signs needed are discussed. Road signs have been priced at $461.18. Mike Smith makes a motion to purchase the needed road signs. Ron Sandstrom seconds the motion and the motion passed 3-0. The grader is expected for delivery to the VDOE mid-July. The backhoe is also expected in July with a billing due date of August. The Work Order procedure that is being implemented is discussed. Kelly Robitaille questions appropriate locations for placing debris removed while ditch work is completed. The area behind DPW II is the place where most debris has been deposited. Kelly Robitaille outlines that the area is being filled and the remaining area appears wet. Mike Smith makes a motion to check with NH DES on depositing of debris behind the DPW II site. Ron Sandstrom seconds the motion and the motion passed 3-0. A report that the speed bumps near the dam and bridge at Boulder Beach are being driven around has been received. A resident has requested placement of a rock or other obstruction to keep vehicles from driving on the edge of the walk way. A grade stake will be placed off the edge of the pavement to keep cars on the paved roadway and off the walk way. Beach signs and no fireworks signs will be quoted. Mike Smith makes a motion to replace the No Fireworks sign on the display board with larger font. Ron Sandstrom seconds the motion and the motion passed 3-0. Crack Sealing is discussed. Clerk Jay Buckley questions planned use of the crack sealing machine on paved roads and is informed that no plans for crack sealing have been made. The area across from 68 Eidelweiss Drive is discussed. Two check dams have been installed at this time. A third one will be added once the ditch is cleaned and the road is graded.

3. Water System Planning

Installation of the new pump at Jungfrau is discussed. The pump will be piped in today. The electrician is scheduled for this week to complete the connection to the new panel. Jason Roache is also scheduled this week to program the panel once it has power. Notice of the installation of the piping will be sent to the electrician and Jason Roache today. Mike Smith will contact Iron Mountain Water for discussion on the location of isolation valves.

4. Administration

A safety meeting was held last week. The next meeting has been scheduled for July 16.

The design for the road map to be made for the Huttwil Bulletin Board area is discussed. The information received earlier will be redistributed for review.

A grant through NH DES for leak detection is available. The information will be distributed to the Board for review and discussion.

The proposed changes to the Driveway Ordinance have been commented on by Attorney Dan Crean. The draft will be revised to include the Attorney’s recommendations. The Water Ordinance as voted and the Highway Regulations as voted will be prepared as signature items for next week.

5. Accounts Payable

17 checks for a total of $44,674.95 are presented. Mike Smith makes a motion to approve 17 checks for a total of $44,674.95. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Addition of a flow meter to the Jungfrau station is discussed. The negative account balance on the manifest form is discussed. The VDOE Treasurer will move funds from the water usage account to the operations account prior to authorizing release of the checks. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 6/16 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 6/18 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of 6/23 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 road classifications. A document outlining procedure for changing classification from Class VI to Class V is being worked on by and will be discussed going forward.

Larry Leonard attended an Asset Management workshop last week. An outline of the assistance granted to a system by having the proper information available was presented by Dave Bernier of North Conway Water Precinct. The first VDOE Asset Management meeting is scheduled for 10 am today. Work order procedure developed was discussed at the meeting and good feedback was received on using this method to collect working information.

Mike Smith makes a motion to place Ron Sandstrom on the Water Operations Strategy Committee. Ron Sandstrom seconds the motion. Discussion ensues. Motion is called to a vote and the motion passed 2-0-1 with Ron Sandstrom abstaining. Mike Smith states that his response to the submitted strategy report is not yet completed. Mike Smith makes a motion to make the Committee a 4 person board with Mike Smith, Ron Sandstrom, Dinah Reiss and Ralph Lutjen as members. Larry Leonard seconds the motion. Discussion ensues. Dinah Reiss outlines that a response to Larry Leonard’s questions and comments on the report has been submitted by email. This will be distributed. Dinah Reiss adds that the Board of Commissioners must decide the next step. Ron Sandstrom states that he would like the Committee to obtain additional detail. Dinah Reiss accepts appointment to the Committee and states that Ralph Lutjen will need to be asked. Jay Buckley states that he would be available as a resource to the Committee. Motion is called to a vote and the motion passed 3-0. Dinah Reiss will approach Ralph Lutjen on this matter.

8. Signature Items

A draft thank you letter for the work at the entry garden to the EPOA and Ralph Lutjen is presented. Mike Smith makes a motion to sign and send the letter. Larry Leonard seconds the motion and the motion passed 3-0.

A draft letter to the owner of 23 Oak Ridge responding to his latest correspondence retracting his application for a Driveway Permit for Construction is presented. Mike Smith makes a motion to have the DPW proceed with placement of the rip rap stone in the ditch line at this location. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A driveway permit application has been received as requested from the property owners at 56 Eidelweiss Drive. Mike Smith makes a motion to approve and sign the Driveway Permit for Construction for paving at 56 Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve and sign the Driveway Permit for Operation for 56 Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Construction for 49 Huttwil is presented. The engineering report on controlling water flow from this lot has been received as requested. The permit calls for compliance with the engineer’s recommendations. Mike Smith makes a motion to sign the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

The request for retraction of the application for the Driveway Permit for Construction for 23 Oak Ridge Road was received.

WIN 911, the SCADA alarm program, has sent the information on the renewal recently purchased for upgrades to this software.

Mark Graffam has sent a picture of a boat chained to a tree at Thusis Beach. Discussion is held on compliance of the Ordinance. Boats that are not in the way will not be removed.

Mark Graffam has sent a picture of a hole in the pavement on Aspen. This road issue is already on Kelly Robitaille’s list of areas to be reviewed with the Commissioners.

10. Scheduled Appearances
11. Other Business
12. Public Comments

Treasurer Dinah Reiss comments that the funds transfer from the water usage account to the operations account will be completed today.

At 9:33 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. 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.

A legal consultation is held by the Commissioners with Attorney Dan Crean.

Mike Smith makes a motion to seal the minutes of the Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:08 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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