[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/09/CM090814.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
September 8, 2014

The Board of Commissioners met at 8:00 am on Monday, September 8, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:02 am). Also in attendance were Treasurer Dinah Reiss. 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. Ron Sandstrom seconds the motion and the motion passed 2-0.

2. Highway Department Report

Kelly Robitaille reports that the tailgate on the International is not closing completely. The latch system released while transporting rip rap stone. The truck will be brought to Albany Service Center for diagnosis. The beacon on the truck and dirt cover will also be checked. All other equipment is in good shape. The Top Kick is being used for placing Calcium Chloride on the roads following grading. The truck is running well at this time. Volvo technician fixed a hose on the backhoe last week. Volvo has been very responsive on any needs relating to the new equipment. The end of Bristenstock was worked last week. Work will continue in this area and will include Salins and the gravel section of Appenvel Way. Grading efforts will be continued through the fall. Ron Sandstrom discusses use of the calcium chloride as a stabilizer for gravel roads. The intersection of Little Shore and Eidelweiss Drive would benefit from treatment with the calcium chloride as may the top section of Oak Ridge Road. The water hook up on Aspen is to be scheduled. Kelly Robitaille turns in the outline of the road priority list stating that the list prioritizes roads by need and condition. Review by the Board is discussed. The need for all work to be known by the Board is outlined. The culvert on Bristenstock at the dead end of the road will be replaced. Removing tree limbs that overhang roads is discussed as many roads need this work. The date of last review or work on any road will be added to the collected information for the priority list. The top section of Oak Ridge Rd is discussed. Remaining pavement along the edge of the road is prohibiting proper ditch lines from being established. Discussion is held on options of replacing the pavement, adding gravel and shaping the area and replacing of the water lines. The culvert in this area must remain open and therefore requires regular checks and maintenance. A plan for this area is to be developed. A quote by ton for asphalt and shimming work on paved roads has been received. Total cost has not been determined as it will be dependent upon the scope of the work to be completed. Kelly Robitaille will work with the contractor for additional information relating to calculating costs for any road. Mike Smith makes a motion to have the DPW crew remove the speed bumps. Ron Sandstrom seconds the motion and the motion passed 3-0. The culvert on Lakeview Drive was replaced last week. Culverts and issues submitted by residents at 21 Chocorua View; 78 Oak Ridge; 30 Oak Ridge; 46 Aspen and 49 Eidelweiss Drive are discussed and reviewed. These areas will be looked at for determination of needed work. The bottom of Oak Ridge Road at the intersection with Eidelweiss Drive is discussed. Ron Sandstrom states that he would like to do this project this year. Ron Sandstrom makes a motion to have the area checked by the DPW for completion this year. Mike Smith seconds the motion. Discussion ensues on the potential that the water service line for 34 Eidelweiss Drive is located where the catch basin is proposed to be placed. Additional review of the water service line location will be needed prior to beginning this project. Discussion on the prior decision to add stone for the winter and review this project in the spring is held. Ron Sandstrom withdraws the motion. The project will wait for the spring. Water hook ups that the DPW will be doing the excavation for are discussed. Valve repairs/replacements that the DPW will be doing the excavation for are discussed. Mike Smith makes a motion to do the repairs on Lucerne and Appenvel valves first with creation of work orders for approval next week. Ron Sandstrom seconds the motion. Ron Sandstrom discusses new hook ups as higher priority. Scheduling and creation of work orders are discussed. Motion is called to a vote and the motion passed 2-0-1 with Larry Leonard abstaining based on his objection that the valve work orders have not been created. The work order procedure is discussed. Mike Smith states that scheduling work should not be held for creation of paperwork. Larry Leonard voices disagreement with this statement. Ron Sandstrom makes a motion to approve and sign the work order for installation of the new service at 19 Aspen Drive. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve and sign the work order for installation of the new service at 12 Blinden. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille questions if the VDOE has a trench box available for use during excavation of water lines. The Board is informed that the VDOE trench box is among the stolen items discovered earlier this year. A replacement will be priced out for review by the Board. Kelly Robitaille is informed that the 6” rip rap stone to be placed at 23 Oak Ridge Road is to be placed. The homeowner will be notified.

Budgets are reviewed. Line items are reviewed and discussed. Mike Smith makes a motion to move $5,000 from Highway Full Time Salary to Highway Part Time Salary. Ron Sandstrom seconds the motion. Discussion is held on the Department of Revenue implied transfer between line items and the need to obtain information on which line items over expend during the year for future planning. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard voting against a transfer of funds within the budgets. A second quote for chains for the equipment this winter will be obtained for review for next week.

3. Water System Planning

Mike Smith states that he has checked Jungfrau station; the punch list for IWS to complete installation of the 20 HP pump is not done. The needed pressure test at Oak station was completed last week and will be discussed with the engineer. A report for SCADA recommendations from Electrical Installations is expected this week. A potential work order for locating the curb stop valve for the house on Waldsbut that a card recording the installation information was never created for is discussed. An additional quote for a flow meter installation at the Jungfrau stations is expected this week.

4. Administration

Scheduling of the Asset Management meeting during the Commissioners meeting is discussed. Ron Sandstrom requests that Larry Leonard not place time limits on necessary business items that the Board intends to address by scheduling another meeting which overlaps in time.

A safety meeting will be held Wednesday at 12:30 with the crew.

A price for updating the Huttwil bulletin board is not yet complete.

The Asset Management Committee will be meeting today.

The PBX for the phone system is installed and in operation.

The recent Public Hearing for proposed updates to the Driveway Ordinance is discussed. Attorney Dan Crean has suggested a small alteration to the wording and has confirmed that the VDOE has authority to apply the requirements to all driveways within the District regardless of when/if permitted. Wording will be incorporated and sent to the Board for review and additional discussion.

NH DES has sent documentation confirming the available award of $250,000 through the State Revolving Loan Fund for the VDOE. The next step is to obtain voter approval at the 2015 Annual Meeting. The date for the meeting is discussed. Ron Sandstrom makes a motion to set the date for the 2015 Annual Meeting for February 28, 2015. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to set the dates for the public hearings on any proposed bond articles, budgets and proposed warrant for January 23, 2015 with the second meeting to be held January 30, 2015 if needed. Ron Sandstrom seconds the motion and the motion passed 3-0.

Accounts with outstanding water bill balances will incur an additional $100 late fee on October 1. Notice of this date and pending additional fee to persons with outstanding balances is discussed. The information will be posted on the website.

5. Accounts Payable

11 checks for $4,575.60 are presented. Mike Smith makes a motion to approve 11 checks for a total of $4,575.60. Ron Sandstrom seconds the motion. The checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 8/25 are presented for review. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present.

The minutes of 8/30 are presented for review. Ron Sandstrom makes a motion to correct PVX to be PBX as related to discussion on the phone system for the office and approve the minutes as amended. Mike Smith seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he was not present.

The minutes of the Public Hearing 8/30 are presented for review. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he was not present.

7. Commissioners Reports

Mike Smith reports that Scott Hayes will be in the VDOE Friday at 9:30 am and expects to take approximately 4 hours to mark the isolation valve locations within the District. This trip will be followed by a discussion with Scott Hayes in the office. Shoveling of pump houses is discussed. Mike Smith makes a motion to obtain quotes for shoveling the pump houses this winter. Ron Sandstrom seconds the motion and the motion passed 3-0. The 2014 Warrant Article for building repairs is discussed. The option of encumbering the funds and completing the repairs in the spring is discussed. Mike Smith makes a motion to contract Garside Construction to do the repairs by May, 2015 and encumber the funds. Ron Sandstrom seconds the motion. Larry Leonard discusses trash that gets deposited into the outhouses and the potential for closing the outhouses and obtaining portable toilets. Mike Smith states that this would be a good option for Porridge Shore Beach as it does not have an outhouse. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against contracting to repair the outhouses. Discussion ensues on the development of a written policy for the 15 minute office visit time limit. This will be created. Discussion on backflow prevention in houses and the need to get information to the residents on the importance of having working backflow prevention is held. Replacing the back up 10 HP pump at Jungfrau station is discussed. mike Smith discusses the option of ordering the pump now for installation and purchase of the VFD controls to follow next year . Discussion is held on including the entire project, including the pump, on the 2015 Warrant as proposed project to be funded through the State Revolving Loan Fund. A hornet’s nest has been noticed at the intersection of Little Shore Drive and West Bergamo. Mike Smith will remove the nest. The backhoe will be needed.

8. Signature Items

A Driveway Permit for Construction for 19 Aspen Drive is presented. Application and site inspection are reviewed. Mike Smith makes a motion to approve and sign the Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Operation for 25 Oak Ridge Road is presented. Inspection report of completed driveway is reviewed. Mike Smith makes a motion to approve and sign the Permit for Operation. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

A request for scheduling of the placement of 6” stone at 23 Oak Ridge Rd has been discussed.

The petition that was submitted by Clerk Jay Buckley at a recent meeting has been distributed.

Granite State Analytical has sent the monthly bacteria testing results. All results are clean.

Recent pond testing results of samples taken by the EPOA for the Volunteer Lake Assessment Program have been received.

NH Retirement System is requesting photos from participating employers. Mike Smith makes a motion to submit the photo of the American Flag reflecting in Little Pea. Ron Sandstrom seconds the motion and the motion passed 3-0.

NH Municipal Association has sent the NewsLink. A webinar outlining what information does not get disclosed under RSA 91-A and other protective laws is being offered September 17th at noon. Nancy Cole has registered to participate in this free webinar.

NH Department of Health and Human Services has announced that a human case of Eastern Equine Encephalitis has occurred in NH. Mosquito pools have tested positive in Conway.

The Property Liability Trust has sent notice of openings for the Board of Directors.

NH Water Works Association has sent information regarding an exam preparation class for obtaining a NH Water Operators License that will be held in October.

The monthly payment from the Coleman Tower site has been received.

Dinah Reiss and Ralph Lutjen have responded that they will participate on the Water Operations Committee voted to be established by the Board.

A report on electric savings since inception of the alternative provider has been received. The District has saved $551 on electricity this summer.

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

At 10:39 am Mike Smith makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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