[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/10/CM092914.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
September 29, 2014

The Board of Commissioners met at 8:00 am on Monday, September 29, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was resident John Lynch. The meeting was taped for Madison TV by Carol Dandeneau. [expand title="More Text"]

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Ron Sandstrom makes a motion to amend the agenda to hear appearances first and approve the agenda as amended. Mike Smith seconds the motion and the motion passed 3-0.

2. Highway Department Report

The DPW team is attending UNH Technology Transfer grader operator class today and tomorrow. The roads and intended road view by the Commissioners is discussed. The final quote for the installation of the proposed new beach signs is expected this week. Eidelweiss Drive was graded last week. The S-turn and upper section of Oak Ridge Road are this week’s intended target area. The quote for the chains needed for all vehicles prior to winter will be reviewed next week. The expected updated quote from the paving company will be discussed with Kelly Robitaille. A budget review will be done next week.

3. Water System Planning

The Jungfrau punch list is discussed. The bleeder valve wanted for the pump will be checked into. Larry Leonard outlines the need to add a flexible adaptor to level and properly secure the pump. Quotes for the needed adaptor are expected this week. Invoices relating to work on the Jungfrau pump house are discussed. Invoices will continue to be held until the work is completed. Ron Sandstrom makes a motion to add a non-public session at the end of the meeting. Mike Smith seconds the motion and the motion passed 3-0. Oak Station is discussed. The flanges and pipe needed will be ordered by the contractor on VDOE accounts. A stock list of needed valves will be requested. The seals and stack kit for the Summit station are in process of quoting. The preliminary communication study completed by Electrical Installations is discussed. Additional information on the communication pathways is still expected. The initial review states that 2 antennae are bad and the radios used are an older technology. Mike Smith makes a motion to obtain a price for two antennae and installation. Ron Sandstrom seconds the motion. Discussion ensues on pricing needed for other work in addition to the antennae. Motion is called to a vote and the motion passed 2-0-1 with Larry Leonard abstaining as he states this is already in progress. Ron Sandstrom makes a motion to price radios for the pump stations. Larry Leonard seconds the motion and the motion passed 3-0. The water hook up was completed on Aspen Drive last week. Charges to the water system for DPW hours and equipment are discussed. The VDOE policy outlining the hourly charges for personnel and equipment is reviewed. The water outage at 18 Aspen reported the end of last week is discussed. The homeowner had not been at the house since the installation was completed. A new isolation valve was installed on the water main during the excavation and installation of the service line for the new hook up. This valve was left off as it was believed that the service line for 18 Aspen was prior to the new valve. The new valve was opened and the service was restored. The records will be marked to show that the service line for 18 Aspen is beyond the new isolation valve. Isolation valve locations will continue to be pursued with Scott Hayes of Iron Mountain Water this Thursday at 9:30 am. The curb stop valve for 14 Upper Lakeview was requested for turn off. Ray Seeley has reported that the curb stop does not turn and will need to be replaced. Due to landscaping and large granite pillars near the location of the valve, Ray Seeley has stated he is not comfortable with digging this valve. Property manager Jim Everett stated that Bob Wirling did the installation of this line and recommends he be contacted to do the replacement. Mike Smith makes a motion to have Bob Wirling look at and price the work for 14 Upper Lakeview. Ron Sandstrom seconds the motion and the motion passed 3-0. The bottom of Oak Ridge Road is discussed. The contractor is expected to be in to discuss the work this week. The homeowners at 34 Eidelweiss Drive and 1 Oak Ridge Road are to be notified.

John Hartley of Hartley Well contacts Larry Leonard by phone regarding Muddy Beach Well #2. 105 feet of galvanized pipe needs to be replaced, as does the pump and control box. A bad breaker in the control box will be replaced. Discussion on placing a transducer to measure the static level of the well is discussed. An update to the estimate received which includes the price for the piping will be received for approval prior to completion of the work. Discussion is held on authorizing a not to exceed number so that the quote can be approved without an additional meeting. Discussion on the option of placing a transducer in the well with intention to connect to the SCADA system in the future is held.

At 10:37 am Public Session is resumed. Commissioners Ron Sandstrom and Larry Leonard are present.

Discussion on the estimate to replace the pipe is held. A 2 HP motor was in the well, not the 5 HP believed to be there. Larry Leonard makes a motion to approve replacement of the Muddy Beach Well #2 with a 2 HP, 33 GPM pump and motor. Ron Sandstrom seconds the motion and the motion passed 2-0.

Ron Sandstrom makes a motion to approve up to $2,000 additional for Hartley Well to complete the rehabilitation of Muddy Beach Well #2 including pump, motor, piping and control box. Larry Leonard seconds the motion and the motion passed 2-0.

4. Administration

A safety meeting will be held Wednesday, October 15. Always Accurate Garage Doors has been contacted and will be in to look at the garage doors and salt shed door in two weeks. Updating of smoke detectors is expected to be quoted this week.

Larry Leonard is working on the Asset Management Grant Application and will distribute the application for review.

The Driveway Ordinance proposed updates are discussed. A list is to be compiled of available vendors to clean driveway culverts. Mike Smith states that he is against the change to put the responsibility to the homeowner. Ron Sandstrom suggests discussion with Attorney Dan Crean on the matter. This will be set up for next Monday at 9:30 am. Mike Smith adds that public opinion at the meeting was against this proposed change.

The quote for trimming of trees is to be reviewed. A second quote will be sought.

Mike Smith makes a motion to discuss electric supply options on October 15. Ron Sandstrom seconds the motion and the motion passed 3-0.

An initial list of items to be considered for the 2015 Warrant has been distributed by Ron Sandstrom. The list will be reviewed and updated.

The payroll reported is presented. Mike Smith makes a motion to approve payroll in the amount of $5,145.88. 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.

5. Accounts Payable
6. Minutes

The minutes of 9/12 are presented. Mike Smith makes a motion to approve the minutes of 9/12 as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of 9/15 are presented. Mike Smith makes a motion to approve the minutes of 9/15 as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of 9/22 are presented. Mike Smith makes a motion to approve the minutes of 9/22 as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of 9/23 are presented. Mike Smith makes a motion to approve the minutes of 9/23 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he was not in attendance at that meeting.

7. Commissioners Reports

Mike Smith discusses the possible release of email addresses by the VDOE and is informed that no request for this information under RSA 91-A has been received. Ron Sandstrom discusses other mechanisms in which persons can receive notification of updates to the web site such as an RSS feed. The instructions to update to this feature have been added to the VDOE website. Larry Leonard makes a motion to post a notice on the website regarding the possible release of email addresses should they be requested and the ability to unsubscribe your email address and sign up for the RSS feed. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to prepare shut off notices for overdue water bills for mailing after 10-1. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to start non-pay shut offs on October 15. Ron Sandstrom seconds the motion. Discussion is held on timing. Mike Smith moves to amend the motion to start non-pay shut offs on October 20. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion, as amended, passed 3-0. Ron Sandstrom makes a motion to post the approved shut off notice on the website. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send the notices by registered mail. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to send a second letter to Madison for securing of 14 Aspen Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.

A report of DPW personnel speeding within the District has been received. The report is for speeding on Huttwil Drive and Eidelweiss Drive. Mike Smith makes a motion to reinforce the speed limit with the DPW crew. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send an email thanking the resident for the report and to advise that the matter is being addressed with the crew. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith discusses beach cleaning and the expected reduction in hours after Labor Day, with completion of beach raking after Columbus Day. Mike Smith outlines that the beaches should be prepared for weekend use only. Larry Leonard responds that weekend preparation and checking of the outhouse supplies is all that has been done since Labor Day. Mike Smith makes a motion to have the DPW crew pull the rafts at the beaches. Ron Sandstrom seconds the motion and the motion passed 3-0.

Larry Leonard discusses need for a higher level of awareness of DPW work and scheduling for the Commissioners. A work plan needs to be developed and implemented. A weekly/monthly/seasonal outline should exist. Mike Smith states that verbal reports on Monday are his preferred manner of receiving updates. Larry Leonard outlines the need to be able to track completed work and identify areas that require frequent repair.

Ron Sandstrom discusses meeting with the Healthcare Committee and Water Operations Committee last week. A proposal for review by the Board has been submitted by the Healthcare Committee. Discussion is held on the benefits to the budget should the Committee recommendation of limiting the VDOE portion of the premiums to the 2 person level. The recommendation of the Committee is read. Ron Sandstrom makes a motion to move forward with the recommendation of the Committee. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith discusses looking into the establishment of a Healthcare Capital Reserve Fund. Unexpended funds from the medical benefits line item could be voted for placement into the fund. Discussion on the procedure for establishing a Capital Reserve Fund is held. Mike Smith makes a motion to place establishment of a Healthcare Capital Reserve Fund with a proposed deposit equal to the amount of any unexpended budget funds for medical insurance. Ron Sandstrom seconds the motion and the motion passed 3-0.

Information from the Water Operations meeting of last week is outlined and discussed. Mike Smith makes a motion to cancel tomorrow’s scheduled meeting and send an email to the Committee for rescheduling. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

The drafted Visitation Policy is presented for review. Mike Smith makes a motion to approve and post the Visitation Policy. Ron Sandstrom seconds the motion and the motion passed 3-0.

An application for a Driveway Permit for Construction for 12 Blinden Drive is reviewed. Mike Smith makes a motion to approve the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

NH Retirement System has sent information on training sessions for the implementation of Government Accounting Standards Bureau (GASB) Regulations 67 and 68.

Primex and HealthTrust have sent notifications on upcoming Public Hearings scheduled for 2015 rate establishment and Annual Meetings.

10. Scheduled Appearances

John Lynch of 4 Porridge View Drive has attended the meeting to discuss drainage on this road. The road is in need of gravel and grading. The road gets very muddy in the middle section during and after rain. This road is relatively hidden, and pulling onto Oak Ridge Road from Porridge View Drive can be challenging. The residents of Porridge View Drive would like to donate a mirror which could be attached at the intersection to show any vehicles traveling down Oak Ridge. Resident Patricia Farren has offered to purchase the mirror. The mirror would be donated to the District for installation by the DPW. Ron Sandstrom makes a motion that if a mirror is donated, the DPW will install. Mike Smith seconds the motion and the motion passed 3-0. Discussion ensues on the need to fix the low area on this road to stop the puddle from forming.

11. Other Business

The provider looking to quote alternative energy suppliers for the VDOE has sent an email stating that the VDOE will not be responsible for charges incurred for obtaining information from PSNH. The form requested to be signed states that the VDOE will be held responsible. As form will not be altered by the provider, it will not be signed.

12. Public Comments

At 10:15 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.

No motions were made during Non-Public Session.

At 10:36 am Mike Smith makes a motion to exit Non-Public session. 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 leaves the meeting at this time.

At 11:27 am Larry Leonard makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]