[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/10/CM091514.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
September 15, 2014
The Board of Commissioners met at 8:00 am on Monday, September 15, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (Highway) and Ray Seeley of Integrated Water Systems (water operator). Resident Bob Simmons joined the meeting in progress. The meeting was taped for Madison TV by Tim Hughes and Carol Dandeneau. [expand title="More Text"]
At 8:02 am the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Mike Smith makes a motion to approve the agenda. Larry Leonard seconds the motion and the motion passed 3-0.
2. Highway Department Report
Kelly Robitaille reports that all equipment is in good shape. Bristenstock, Salins and Appenvel have been worked on. This area will be finished this week. Discussion is held on the amount of gravel needed. Mike Smith makes a motion to withdraw $5,000 from the Road Construction Capital Reserve Fund for the purchase of gravel. Ron Sandstrom seconds the motion. Discussion is held on road needs and continued maintenance. Motion is called to a vote and the motion passed 3-0. The gravel will be purchased and stockpiled. The top of Oak Ridge Road where the pavement was removed is discussed. This area will be checked for repair. The culvert at the corner of Grachen, Aspen and Grachen Extension is discussed. Kelly Robitaille reports that this culvert has been crushed and needs to be replaced. Discussion is held on the possibility of intentional abandonment of the culvert around 5 years ago. This will be looked into. An updated quote from the asphalt company has been requested. Chains for winter use for all equipment have been quoted at $3,200. The road review by the Board of Commissioners is to be scheduled. The crew is learning to operate the grader. Graffiti was placed on the road signs and entry sign over the weekend. Clerk Jay Buckley left a message informing the office of the graffiti and stated he was notifying the Sherriff’s department of the vandalism. The crew will clean the road signs. Madison Police will be notified. Specifications are being worked on for obtaining quotes for a new truck to replace the Top Kick. 19 Oak Ridge Road is discussed. Area is to be checked for replacement of the berm that was previously removed. 6” rip rap has been placed in the swale in front of 23 Oak Ridge Road.
3. Water System Planning
Ray Seeley states that he will plan the installation work for the new water system hook ups for Tuesday and Wednesday of next week. An email confirming this will be sent. The water system budget is reviewed with Ray Seeley. Line items are discussed. Pump house heat is discussed. Ray Seeley is informed that November or December is normal time frame for turning on the heat. Tree removal is needed around the pump houses. Ray Seeley is informed that a quote is being worked on for trimming of trees around the stations. Information relating to the antenna pathways for the SCADA system is expected from Electrical Installations Inc. The Jungfrau pump replacement project is discussed. Mike Smith and Ray Seeley will meet at the pump house later this morning to review the remaining items on the punch list. Oak station is discussed. Placing of the pump that will remain in service to the system outside the pump house during the installation of the new concrete slab, pumps and piping is discussed. Mike Smith suggests building a shelf that would hold the pump inside the building for security purposes. Discussion turns to pouring of the new concrete slab. Pouring the slab outside and moving it into the building once cured is discussed. Gilbert Block will be asked for a price to fabricate the slab. A bid sheet will be developed this week for review. Coordination of delivery of the slab and pumps in one day to maximize use of the crane that will be needed to lower these items into the building is discussed. All parts for the job are to be on site prior to the beginning of installation. Discussion turns to the option of a VFD control panel or a soft start set up for the new pumps. The engineer has stated that a soft start set up would be alright for use in this station as this station is an in line booster station only. Minimal benefit would be gained by a full VFD control panel. Discussion is held on addition of a flow switch or pressure sensor on the inlet sides of the pumps so as to protect the pumps. Options for replacing the seals on the pump at the Summit station are discussed including having a factory technician do the work. Discussion is held on a reduction in confidence in the work of Integrated Water Systems based on the Jungfrau pump replacement project. The pump seals that were replaced but also leaked at the Jungfrau station earlier in the year are discussed. Ray Seeley responds that the shaft was damaged on the pump, which caused the seizing. Mike Smith states that the shaft on the pump at the Summit has been checked and moves freely. Ray Seeley states that the VDOE should schedule the factory rep for the install; he will not be bidding on the work. Muddy Beach Well #2 is discussed. An estimate from Hartley Well has been received for the Well #2 work. Discussion on the unknown status of the piping and potential replacement as stated on the Hartley Well estimate is held. The work order will be developed to state that additional costs for piping or other repairs determined to be needed once the well is opened will need approval prior to completing the work. The option of adding a transducer in the well to measure well draw down and recovery times while pumping is discussed.
4. Administration
A safety meeting was held last week. Mike Smith makes a motion to add a safety line item to the budget for next year. Ron Sandstrom seconds the motion and the motion passed 3-0.
Larry Leonard discusses Asset Management. A statement of work for the proposal from Thorne Surveyors is to be drafted. Larry Leonard will handle development of the initial draft. Pictures of water stations are being taken and schematics of piping are being produced. A grant is being offered by NH DES for development of Asset Management programs that Larry Leonard suggests the VDOE consider applying for.
The revised Driveway Ordinance will be updated and sent to legal counsel for review and discussion of adoption by the Commissioners. Mike Smith makes a motion to define “driveway”, “curb cut” and “road access” as interchangeable terms in the Driveway Ordinance. Ron Sandstrom seconds the motion and the motion passed 3-0.
Discussion is held on notification from the insurance company that a release of funds for reimbursement of the stolen inventory items is pending.
Options for alternative electricity suppliers are being reviewed. The current agreement with First Point Power as electricity supplier ends November 1.
An ad for part time snow plow drivers is presented and reviewed. Ron Sandstrom makes a motion to approve the ad for publication Wednesday and Saturday. Mike Smith seconds the motion and the motion passed 3-0.
A request for submission of prices for the shoveling of pump stations following any snowfall event of greater than 2 inches is presented and reviewed. Ron Sandstrom makes a motion to post the request for pricing. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith leaves the meeting to meet with Ray Seeley at the Jungfrau pump station.
The payroll report is presented for review. Ron Sandstrom makes a motion to approve payroll in the amount of $6,442. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
5. Accounts Payable
6. Minutes
The minutes of 8/29 are presented for review. 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 9/8 are presented for review. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Asset Management Committee minutes of 9/8 have been distributed.
The Safety meeting minutes have been distributed.
7. Commissioners Reports
Mike Smith discusses the Hartley Well quote for work at Muddy Beach Well #2, stating that this work is just a part of what is needed at that station. Discussion ensues on three projects for Muddy Beach station; the well, the booster pumps, the communication/SCADA issues. Discussion continues on the project and the acknowledgement that the condition of the pipes will be unknown until the well is opened. It is stressed that any additional costs related to this well will need to be approved by the Commissioners prior to any work being authorized. A review of the proposed pump for the well by Engineer Paul Fluet will be done. Larry Leonard states that prior approval for additional costs will be stated in the work order. Mike Smith discusses the Asset Management Committee as the group that is to be obtaining information in one central location to make the information usable by the Commissioners for planning purposes. Mike Smith adds that the managing of the assets, including establishment of a long term plan to identify future replacement and upgrade needs is the responsibility of the Board of Commissioners; not the Asset Management Committee. The Committee should be focused on listing the assets and not on making suggestions on how to handle those assets. Mike smith reiterates the need to keep the Committee focused and to keep clear the responsibilities.
Larry Leonard is in possession of the GPS coordinate sample that was requested from Integrated Water Systems. The information will be scanned and distributed.
8. Signature Items
The proposed work orders for repair of the curb stop valve at 13 Lucerne and the valve box on Appenvel Way are presented. Mike Smith makes a motion to approve and sign work order 1016 for repair on Appenvel Way. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve and sign the work order for repair of the curb stop valve at 13 Lucerne. Ron Sandstrom seconds the motion and the motion passed 3-0.
9. Correspondence
The owner of 23 Oak Ridge Road has sent a thank you to the office for notification of approval of the work to be done in front of this property.
The NH Retirement System has sent the contribution rates for 2015/2016 for employees and employers. The VDOE portion will be calculated for the 2015 proposed budgets.
The NH Department of Health and Human Services has sent notification of additional mosquito pools testing positive for Eastern Equine Encephalitis. The threat from mosquitoes will remain active until the first hard frost.
The NH Department of Health and Human Services has sent notification of the first positive influenza case for the 2014/2015 flu season. The department recognizes that it is very early in the flu season for the first positive case.
10. Scheduled Appearances
Bob Simmons questions if an agreement exists for discounts on propane that the VDOE may have negotiated that would be available to residents. Mr. Simmons is informed that the Eidelweiss Property Owners Association has an agreement for residents with AmeriGas.
11. Other Business
12. Public Comments
At 10:35 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
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