[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/10/CM092214.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
September 22, 2014

The Board of Commissioners met at 8:00 am on Monday, September 22, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. The meeting was taped for Madison TV by Carol Dandeneau. [expand title="More Text"]

At 8:02 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Ron Sandstrom makes a motion to add a non-public session and budget discussion and approve the agenda as amended. Mike Smith seconds the motion and the motion passed 3-0.

2. Highway Department Report

Kelly Robitaille is not in attendance at today’s meeting. Ron Sandstrom discusses completing the Oak Ridge Road project at the intersection with Eidelweiss Drive this year. Discussion is held on the update of additional funds available that can be expended within the budgets. Ron Sandstrom discusses the benefits of completing phase 1 construction prior to placing phase 2 or phase 3 of the Oak Ridge Reconstruction Project onto the Warrant for voter approval. Mike Smith makes a motion to move forward with the placement of the catch basin and culvert for $7,760. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have a final cost for all chains needed for next week for approval. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water System Planning

Mike Smith makes a motion to send an email to Integrated Water Services stating that any items on the Jungfrau pump installation punch list that are still outstanding Friday, September 26 will be hired out to a different contractor with a deductive change order to IWS for any charges incurred. Ron Sandstrom seconds the motion. Discussion on contact with IWS prior to sending this email is held. Mike Smith moves to amend the motion to include a call to IWS prior to sending the email. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion, as amended to include a call first and then deductive change order if work remains incomplete, passed 3-0. Oak station is discussed. A request for proposal has been completed. Bid request is reviewed and discussed. Mike Smith makes a motion to add placement of a sump pump at ground level and approve the bid request. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to have the bid request sent to Iron Mountain Water, L.R.W., FX Lyons, IWS and Simply Water. Ron Sandstrom seconds the motion and the motion passed 3-0. The Summit station is discussed. Mike Smith makes a motion to purchase the seal kit from Maltz Pump. Ron Sandstrom seconds the motion. Discussion on purchase of the stack assembly in addition to the seal kit is held. Discussion on installation and bidding the work is held. Larry Leonard outlines second need to open the pump if the stack is needed and not available while the seals are being replaced. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against purchase of the seal kit only. Ron Sandstrom makes a motion to purchase the seal kit and stack kit from Maltz Pump. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to hire Maltz Pump to do the installation of the seals and stack kit. Ron Sandstrom seconds the motion. Discussion is held on bidding the work. Motion is called to a vote and the motion failed 1-2 with Larry Leonard and Ron Sandstrom against assigning the project without a bid process for the work. Ron Sandstrom makes a motion to request bids for the work from Iron Mountain, LRW, FX Lyons, Simply Water and Maltz Pump. Larry Leonard seconds the motion and the motion passed 2-1 with Mike Smith against bidding this work. Mike Smith makes a motion to order two CR-20-2 single phase pumps for Oak Station. Ron Sandstrom seconds the motion and the motion passed 3-0. Muddy Beach is discussed. Ron Sandstrom makes a motion to approve and sign the work order for the diagnosis and repair of Well #2 to be completed by Hartley Well Co. Larry Leonard seconds the motion and the motion passed 3-0. A transducer may be needed for the well. Mike Smith makes a motion to obtain pricing for two transducers for the Muddy Beach well field. Ron Sandstrom seconds the motion and the motion passed 3-0. The concrete pad needed for the new pump installation at Oak Station is discussed. Gilbert Block can fabricate off site and deliver the pad to the station. A quote has not yet been received. Mike Smith makes a motion to order the concrete pad from Gilbert Block. Ron Sandstrom seconds the motion and the motion passed 3-0. Information from Electrical Installations Inc on the SCADA antennas and radios for the water system was received yesterday. Information will be forwarded for review and discussion. Mike Smith makes a motion to obtain a quote from EI on the sensors and SCADA tie in for Oak station. Ron Sandstrom seconds the motion and the motion passed 3-0. Installation dates for approved work orders are expected this week for scheduling additional valve work needed within the District. Mike Smith will schedule Scott Hayes for an additional 4 hours for isolation valve and water system review.

4. Administration

Budgets and yearend projections are discussed. It is outlined that the yearend projections included funds for medical insurance for all employees. It has since been learned that the highway crew will not be taking benefits through the VDOE this year. This will leave additional funds available at the end of the year than originally projected. The spreadsheet will be redone and distributed for future discussion.

The grant request submission for the Asset Management Grant being offered by NH Department of Environmental Services is being worked on. The application will be completed and submitted to the Board for review and approval.

The Driveway Ordinance proposed updates are discussed. The document incorporating all changes is reviewed. Ron Sandstrom makes a motion to approve the updates to the Ordinance and sign the document. Larry Leonard seconds the motion. Discussion is held on implementing the change back to property owner responsibility for the maintenance of driveway culverts. Mike Smith states that the property owners’ lack of cleaning the culverts over many years was creating road damage situations. It is outlined that this was the reasoning for altering the Ordinance two years ago. Mike Smith suggests that a list of available parties to clean culverts for homeowners be available at the office prior to implementing the change in the Ordinance. Ron Sandstrom withdraws the motion pending receipt of additional information on the available options for a homeowner to contract culvert cleaning services.

Ron Sandstrom will produce a list of proposed warrant article projects for next week.

5. Accounts Payable

19 checks for a total of $7,816.62 are presented. Mike Smith makes a motion to approve 19 checks for a total of $7,816.62. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

Minutes of 9/12 and 9/15 will be reviewed next week.

7. Commissioners Reports

Mike Smith makes a motion to have the DPW grade Lucerne Drive following replacement of the valve at #13 Lucerne. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have the gravel section of Aspen graded following the placement of the new water service at #19 Aspen. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

The withdrawal form for the funds voted to be withdrawn from the Road Construction Capital Reserve Fund is presented. Mike Smith makes a motion to request the withdrawal and sign the form. Ron Sandstrom seconds the motion and the motion passed 3-0.

A draft letter to the owners of 34 Eidelweiss Drive regarding work on the ditch in front of their property as previously discussed is presented. Mike Smith makes a motion to not send this letter based on the vote taken earlier today. Ron Sandstrom seconds the motion and the motion passed 3-0. A new letter will be drafted outlining today’s vote to proceed with the work.

A draft letter to the owners of 19 Oak Ridge Road regarding reinstating the protective berm that was removed by the DPW in 2012 is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Driveway Ordinance will be held as discussed earlier.

The Muddy Beach well #2 repair work order was signed previously in this meeting.

Energy supply alternative providers have sent forms for authorization of release of information from PSNH for obtaining usage information needed to provide quotes. Mike Smith makes a motion to sign the Energy Professionals order form for quote. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to reject the proposal from Northeast Utilities which requires a $50 payment for production of a quote. Ron Sandstrom seconds the motion and the motion passed 3-0.
9. Correspondence

NH Department of Health and Human Services has sent the weekly arboviral bulletin.

NH Municipal Association has sent the monthly NewsLink magazine.

10. Scheduled Appearances
11. Other Business

Information on the VDOE web site viewing and pages reviewed by persons visiting the site has been compiled by Ron Sandstrom. Visits to the site are increasing.

New chairs for the office are discussed. Ergonomic mesh chairs can be purchased for $199 each. Mike Smith makes a motion to approve the purchase of 4 chairs at $199 each. Ron Sandstrom seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:24 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 vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Mike Smith makes a motion to establish a non-public session with each member of the highway department. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 9:37 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]