[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/11/CM100614.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
October 6, 2014

The Board of Commissioners met at 8:00 am on Monday, October 6, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were 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. 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 all trucks are in good shape. Rear lights are needed for the road grader. A rear wiper is also needed. A quote will be obtained for review. The Top Kick is discussed. The frame for the wing plow needs to be welded. The chain quote is discussed. Kelly Robitaille outlines that B-B Chain had the best price for chains for the equipment and Windy Ridge had the best prices for the truck chains. The numbers submitted reflect the best quote obtained for each vehicle. $4,185 is total cost. Budget reviews are discussed. Ron Sandstrom makes a motion to approve up to $4,200 for chains. Mike Smith seconds the motion. Discussion on funding is held. Motion is called to a vote and the motion passed 3-0. Kelly Robitaille reports that Sarnen will be graded this week. Upper Oak Ridge will also be worked on. Low hanging branches will be removed in areas as they are worked on. A culvert is exposed on Porridge Shore and will be covered. Pot holes on Little Shore are discussed. This area will be checked. The large rock across from 33 Little Shore will be removed. The rip rap at the intersection of Eidelweiss Drive and Oak Ridge Road is discussed. The availability of the DPW to remove the stone and place the fill over the culvert once placed is discussed. The quote accepted for the work includes removal of the stone and placing of the fill. Mike Smith makes a motion to have contractor Bob Wirling complete the entire project. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining. Discussion is held on the road review planned to be completed by the Board. The road list is to be updated to reflect the recent work completed. Truck specifications for the new truck to be quoted are discussed. International and Heino are being checked into at this time. Mike Smith makes a motion to focus on International and Heino at this time with consideration for other manufacturers if needed. Ron Sandstrom seconds the motion. Discussion is held on price range, style of truck needed and evaluation of the trucks based upon VDOE terrain. Motion is called to a vote and the motion passed 3-0. Discussion is held on replacing the pavement on Blinden and Aspen where pavement was removed to place water lines. Blinden can be cold patched for the winter. The area of Aspen where the line was placed is in poor shape and can be reclaimed. Mike Smith makes a motion to pave the areas in the spring. Ron Sandstrom seconds the motion and the motion passed 3-0. Budget line items are reviewed and discussed. Purchase of sand from High Street Sand & Gravel is discussed. The DPW will schedule time to pick up sand and stock pile it. Mike Smith makes a motion to approve up to $2,500 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0. The gravel line item is discussed as is the withdrawal request for $5,000 from the Road Maintenance Capital Reserve Fund for the purchase of gravel. Water projects completed last week with the DPW are discussed. One valve repair on Aspen remains to be completed. UNH T2 Center is offering Gravel Road Maintenance in Ossipee on Wednesday of this week. There is room in the class. Ron Sandstrom makes a motion to have the DPW attend Gravel Road Maintenance on Wednesday. Mike Smith seconds the motion and the motion passed 3-0.

3. Water System Planning

Discussion is held on next Monday being a holiday. Ray Seeley of Integrated Water Services will be asked to attend October 20. Ron Sandstrom makes a motion to not have a Commissioners meeting next Monday. Mike Smith seconds the motion. Discussion is held on approval for the Oak Station pump replacement project which would require a meeting. Vote tabled to end of meeting. The Jungfrau pump replacement project is discussed. Leveling of the pump is the remaining item on the punch list. Integrated Water has stated intention to purchase the flexible adaptor needed. Mike Smith makes a motion to add a Non-Public Session to the agenda for this meeting. Ron Sandstrom seconds the motion and the motion passed 3-0. The Oak Station pump replacement project is discussed. Two quotes have been received. Quotes are reviewed and discussed. Larry Leonard makes a motion to select Simply Water for the project. Ron Sandstrom seconds the motion. Discussion is held on materials to be used and the purchase of all materials either by the VDOE or on VDOE accounts. Motion is called to a vote and the motion passed 3-0. Larry Leonard makes a motion to select Simply Water to replace the seal and stack kit at the Summit. Mike Smith seconds the motion and the motion passed 3-0. All gaskets that will be needed will be on hand prior to scheduling the work. Work orders will be produced. Muddy Beach Well #2 is discussed. The pump and pipes have been replaced and chlorinated but still need to be flushed and tested. Larry Leonard discusses a work order that has been produced for Electrical Installation (EII) to replace two antennas. Larry Leonard makes a motion to approve the work order for EII to replace two antennas at a cost not to exceed $1,200. Mike Smith seconds the motion. Mike Smith discusses receipt of the quote by Larry Leonard directly instead of the office. Everything is to go through the office. Larry Leonard responds that he received the quote and coordinated directly with EII over the weekend to have the information ready for this meeting. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to add review of trees at all stations for recommendation on trimming or removal. Ron Sandstrom seconds the motion and the motion passed 3-0. Isolation valves locations are discussed. Mike Smith makes a motion to hire Scott Hayes for an additional 4 hours the week of October 20th to locate valves. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

A safety meeting is scheduled for October 15.

The bulletin boards proposed for the beaches are being quoted by Norm Garside.

The application for the Asset Management grant is being worked on. Discussion on Asset Management is held. Larry Leonard and Nancy Cole will be attending the NH DES seminar on Asset Management this Thursday. A proposed work order for Thorne Surveyors to review information for mapping purposes up to $2,000 is reviewed. Mike Smith makes a motion to approve map work by Thorne Surveyors up to $2,000. Larry Leonard seconds the motion and the motion passed 3-0.

Budgets are reviewed and discussed. Year-end budget projections have been updated and are reviewed and discussed.

The list for compilation of 2015 Warrant Articles is discussed.

A disconnection notice for all accounts with unpaid water bills has been drafted and is reviewed. Mike smith makes a motion to send the disconnection notice with the invoice for the $100 90 day late fee. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to shut off service for non-payment after October 20. Larry Leonard seconds the motion and the motion passed 3-0.

September daily water usage and the quarterly water usage report have been completed and distributed.

5. Accounts Payable

Checks for a total of $5,110.84 are presented. Mike Smith makes a motion to approve the manifest for $5,110.84. Larry Leonard seconds the motion. Checks and invoices are reviewed and discussed. The Integrated Water Service invoice is discussed. 4 hours are charged for isolation valve location with no additional information. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to email a request for documentation on the charge for isolation valve locating. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Minutes

The minutes of 9/29 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 reports that he has reviewed the electrical usage at the pump houses.

8. Signature Items

Habitat for Humanity has requested renewal of the Driveway Permit for Construction for 26 Grison Road. A renewal letter for the Driveway Permit for Construction is presented for review. Documentation and original site inspection for initial approval of the Permit is reviewed. Mike Smith makes a motion to approve the request for renewal of the Driveway Permit for Construction for 26 Grison Road and sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A follow up letter to the Town of Madison Board of Selectmen regarding the property at 14 Aspen is presented for review. Ron Sandstrom makes a motion to sign the letter. Larry Leonard seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Rural Water is offering classes on the new Total Coliform bacteria testing rules. This test is completed on the District water system monthly to comply with NH DES regulations. The new rules change the manner in which the results are calculated.

The NH Department of Revenue is holding training classes on the implementation of electronic filing for all NH DRA required forms. A session will be signed up for.

Pike Industries has sent notification of inventory for sale.

Property-Liability Trust and Health Trust have sent notice of upcoming Annual Meetings and elections for Board of Director positions for each Trust.

Monthly rent has been received for the Coleman Tower Site.

NH Municipal Association has sent the monthly News Link bulletin.

NH Department of Health and Human Services has sent the final arboviral bulletin for the season.

NH Retirement System has sent annual notification for return on investments. Performance was better than estimated.

10. Scheduled Appearances
11. Other Business

Mike Smith makes a motion to formerly disband the Healthcare Committee. Larry Leonard seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to send a Thank you letter to the Committee. Mike Smith seconds the motion and the motion passed 3-0.

12. Public Comments

At 10:35 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. Mike Smith 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.

Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to seal the minutes of the Non-Public session. Mike Smith 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.

At 11:54 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
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