[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/08/CM070714.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 7, 2014
The Board of Commissioners met at 8:00 am on Monday, July 7, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille and Bob Goddard (highway). 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 as presented. Larry Leonard 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 brushes for the power sweeper are expected this week. The crew is concentrating on cutting limbs from trees that are over the roads and cleaning culverts and ditches. A compressor was rented for a day last week at a cost of $85. The compressor worked really well at removing leaves from the ditches and from rip rap stone. Care was taken to not put leaves into or along driveways and yards. Purchase of a tow behind compressor like the one rented would be beneficial going forward. The unit may be rented again. Klausen will be worked on. The pavement is not in bad shape, but the shoulders need maintenance. Dust control is discussed. Magnesium Chloride will need to be ordered. No stock has been located. The new grader is expected the middle of July. Eidelweiss Drive will be graded first. Ron Sandstrom informs the crew that a database of curb stop valve locations by street is available. The database can be reviewed prior to working on a road to help identify valves that may be near or in a ditch line or the road. Mike Smith states that a concentrated effort is to be placed on road grading. Ron Sandstrom compliments the crew on the work placing stone and neatening the appearance of the stone at the bottom of Oak Ridge Rd. The area looks finished and is much improved. The even side of Oak Ridge Rd is discussed. The drawing has not yet been received from Engineer Paul Fluet. New road signs have been ordered and are expected this week. Culvert cleaning is discussed. Kelly Robitaille states that many driveway culverts are blocked. A list of culverts needing cleaning will be compiled. The priority given will be based on the potential for road damage. Budgets are reviewed. Line items within Highway and Streets are reviewed and discussed. Wright Communications and the potential need for new radios for the new equipment are discussed. Yard sale signs left along Eidelweiss Drive will be picked up and disposed of. Trash around the roads will be picked up as scene. Larry Leonard reports that trash is being placed into the commodes in the outhouses. No trash disposal signs will be placed. A call received regarding missing kayaks has been referred to Madison Police. Ron Sandstrom discusses referring persons to Madison Police for enforcement of Ordinances. Residents should be encouraged to make reports with the Police when needed. Line painting of the eight stop lines was completed last week.
3. Water System Planning
The new pump has been installed at Jungfrau and is in operation. Mike Smith discusses the slow response and delays on parts related to the installation. A vent or air conditioning unit may be needed at the Jungfrau station to keep the new VFD panel from overheating. This will be looked into. A flow meter is needed to measure the flow from the Jungfrau tank to Reinach. A punch list of remaining items to complete the project will be developed. Mike Smith will work on this. Yesterday’s water usage was 119,836 gallons. Muddy Beach has been off line since last week’s thunder storms. The tree across from the station is to be trimmed back to remove branches which overhang the driveway and building at Muddy Beach. Mike Smith makes a motion to have the tree limbs cut. Ron Sandstrom seconds the motion. Discussion is held on contact with the property owner. An attempt for a phone number will be made and a letter will follow up. A quote for the work will be obtained from an outside tree service. A boom lift will also be priced for comparison of doing the work in house. Muddy Beach and Jungfrau will be reviewed for the quotes. If a boom lift is rented, antenna work needed on top of the DPW building may also be scheduled. Larry Leonard outlines antenna work and radio output improvements can be worked on separately. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to obtain a price from a tree service and for a rental high lift. Ron Sandstrom seconds the motion and the motion passed 3-0. A quote needed for a flow meter for the Jungfrau station is discussed. Mike Smith states that the piping configuration may require two flow meters are placed. Larry Leonard outlines that a flow meter cost in the vicinity of $3,000. Jason Roache has a used one that he could sell the VDOE for $1,000.00. Varying meter styles discussed. Mike Smith states that an external meter is preferred so as to not cut the pipe for insertion an immersible meter. Discussion is held on the need for numbers from the vendors. Mike Smith makes a motion to obtain a direct quote for the same type of external flow meter as the unit placed in the DPW vault. Ron Sandstrom seconds the motion and the motion passed 3-0. The option for applying for the leak detection survey grant being offered by NH DES is discussed. Locating isolation valves is discussed. Mike Smith states that he contacted Scott Hayes last week and he would consult for the VDOE at a rate of $75.00 per hour for locating isolation valves. This would probably be scheduled for September. GPS coordinates could be taken as valves are located. Mike Smith makes a motion to hire Scott Hayes for consulting work at a rate of $75.00 per hour with funds to be from the asset management Warrant Article. Larry Leonard seconds the motion. Discussion follows. Motion is called to a vote and the motion passed 3-0. A meeting with Scott Hayes may be established prior to his scheduled work in the District. Ron Sandstrom states that he has created access to the on line curb stop valve location database. Access information will be sent today. Discussion on getting the information in one location is held. The current information is to be coordinated and additional information can be added. A sample of the GPS information collected by Water Operator Ray Seeley has been requested. Larry Leonard outlines that there has been a large increase in water usage over the past 18 months. Discussion on increasing demands on the system and calculations from prior years is held.
4. Administration
A safety meeting is scheduled for July 16.
The information on the proposed design for the Huttwil bulletin board will be forwarded to the Board for review.
Asset management is in progress. The next Committee meeting is July 28th.
The PBX is discussed. A new phone line is needed so that the system will be able to dial out for transfers. Ron Sandstrom makes a motion to add a third line through Vonage up to $32 per month. Mike Smith seconds the motion and the motion passed 3-0.
Driveway Ordinance proposed updates are reviewed and discussed. The latest version has been declared fully defensible by the VDOE Attorney, Dan Crean. Ron Sandstrom discusses scheduling of a Public Hearing for Driveway Ordinance proposed updates. Mike Smith makes a motion to schedule a Public Hearing for August 30th at 10 am at the Lodge. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to post the proposed updates on the VDOE website. Mike Smith seconds the motion and the motion passed 3-0.
Work orders are being used.
A general overview of the SCADA system programming for the water system has been put together and distributed. Discussion is held on obtaining a quote from SCADA programmer Jason Roache for development of an operations manual.
An office work flow has been drafted and distributed.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,908.50. 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.
A schedule will be made for cleaning of the office floor.
5. Accounts Payable
6. Minutes
The minutes of 6/26 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 6/30 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
Larry Leonard outlines gathering the information from the surveys sent with the water bills. The remaining surveys could be tabulated by an Excel tally. Larry Leonard will work on this.
Ron Sandstrom adds that he has added email addresses to the online database. Mike Smith suggests presentation of the survey results at the Public Hearing on August 30th.
Mike Smith discusses placement of pavement this summer. Kelly Robitaille is obtaining a quote for the paving of the swale at the S-turn on Oak Ridge Road. No Warrant Article for road work is available. Discussion turns to the request to turn on the water at 37 Oak Ridge. The Board is informed that this was scheduled previously and canceled; the valve has already been marked and checked. Mike Smith makes a motion to purchase 5 pumps for the water system for use in Oak pump house, Summit pump house and Jungfrau pump house. Ron Sandstrom seconds the motion. Discussion is held on modeling costs and available funding. Mike Smith adds that VFD panels could then be planned for purchase next year. With the pumps purchased now, a pump failure would not create a crisis. Larry Leonard states that this information has previously been requested from the water operators. Larry Leonard adds that he will follow up on the request with water operator Ray Seeley of Integrated Water and SCADA programmer Jason Roache of Northeast System Controls. The use of VDOE accounts with vendors while obtaining pricing is discussed. Mike Smith withdraws the motion. Discussion on the quotes and the pumps to be quoted is held. Discussion on review of pumps by Engineer Paul Fluet is held. Mike Smith states that the engineer should specify the pumps and control panels to be quoted. Funding is discussed. Mike Smith makes a motion to have Engineer Paul Fluet specify the 3 phase pumps to be ordered for Oak pump house and Summit pump house. Ron Sandstrom seconds the motion. Additional discussion on funding and expenditure of engineering funds ensues. Motion is called to a vote and the motion passed 3-0.
8. Signature Items
A draft of a letter to the homeowner of 23 Huttwil regarding replacement of a damaged culvert is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion. Discussion on the fee for an application for a Driveway Permit for Construction is held. Mike Smith discusses altering the letter to state that the application fee is being waived. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to alter the later to state waiving of the application fee, approve the letter as amended and sign out of session once available. Mike Smith seconds the motion and the motion passed 3-0.
A draft of a letter to the homeowner of 1 Oak Ridge Road regarding an offer by the Eidelweiss Property Owner’s Association to plant shrubs below the driveway on the slope above the ditch line is reviewed. Ron Sandstrom outlines a discussion he had with the homeowner this weekend. The homeowner was informed that the work on the rip rap stone has been completed. The letter will need to be updated to reflect this. The updates to the letter should include a request for an estimated dollar amount charged for the bushes that were removed above the driveway. The culvert header at the driveway is discussed. The area at the side of the driveway at the culvert header has been washed out. The letter update will include a statement that this will be reviewed for corrective action. Mike Smith makes a motion to update the letter as discussed, approve the letter as amended and sign out of session once available. Ron Sandstrom seconds the motion and the motion passed 3-0.
The updated Highway and Parking Regulation is presented. Mike Smith makes a motion to adopt and sign the Highway and Parking Regulation. Ron Sandstrom seconds the motion and the motion passed 3-0.
The updated Water Ordinance is presented. Mike Smith makes a motion to adopt and sign the Water Ordinance. Ron Sandstrom seconds the motion and the motion passed 3-0.
9. Correspondence
A 91-A request for information was received from Mark Graffam and responded to.
Bill Ingram has requested approval to continue to park the commercial vehicle he drives for work at the Huttwil parking lot. Ron Sandstrom makes a motion to approve the continued use of the parking lot by Bill Ingram for the commercial vehicle he uses for work. Mike Smith seconds the motion and the motion passed 3-0.
Notification of openings for a grader operator training course through UNH Technology Transfer Center has been received. Ron Sandstrom makes a motion to send Kelly Robitaille and Bob Goddard of the Highway Department to grader operator training. Mike Smith seconds the motion. Discussion on the need for attendance at a class is held. Motion is called to a vote and the motion passed 3-0.
The monthly rent for the Coleman Tower site has been received.
The coverage documents for the Property-Liability Insurance have been received.
10. Scheduled Appearances
11. Other Business
The insurance claim for the theft discovered in April is progressing. Requested information is being sent to the Property-Liability Trust.
Ron Sandstrom discusses placing of the non-emergent phone number for the Madison Police for reporting of fireworks and other disturbances that may occur. Wording will be drafted and the board at the Huttwil parking lot will be updated.
A request has been made by the homeowner of 23 Oak Ridge to place smaller stone than the 6 inch erosion stone used elsewhere along the road. The DPW are aware to place the stone below the plow line.
12. Public Comments
At 10:48 am Larry Leonard makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator
[/expand]