[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/11/CM102014.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
October 20, 2014

The Board of Commissioners met at 8:00 am on Monday, October 20, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (Highway), Clerk Jay Buckley and Ben from Electrical Installation Inc. (EII). 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 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the Top Kick is being prepared for winter. The sanders are being checked and prepared for use. The fitting on the backhoe for the sweeper attachment is not working correctly. The quick connect adaptor is set to require release of the hose connections prior to releasing. The roller is discussed. Mike Smith makes a motion to obtain pricing for rental of a vibratory roller and purchase of this equipment. Ron Sandstrom seconds the motion and the motion passed 3-0. Tools and other needs of the highway department are discussed. Ron Sandstrom makes a motion to have Kelly Robitaille produce a list of needed equipment. Mike Smith seconds the motion and the motion passed 3-0. A tree at Boulder Beach that has come down is to be removed. Kelly Robitaille reports that the rock on Little Shore has been split. Removal of the pieces of rock will be done. Three of the five rafts have been pulled. The remaining two will be pulled next week. Gravel is needed on Presidential View and will be added. Burgdorf and Konstanz will also be graveled. Cold patch will be picked up and placed on Blinden and Aspen. A tree stump will be removed on Eidelweiss Drive. A stump grinder will be used for this. The large boulder on Burgdorf has been pushed back approximately two feet. The part time snow plow operator positions will be advertised in the Conway Daily Sun this week. The owner of 88 Oak Ridge is expected to contact the office for scheduling of a drainage review for the section of Oak Ridge in front of his property. Truck specifications are being worked on. Two quotes are expected. Sand quotes are being worked on. Chains for all equipment have been ordered.

The road priority list is discussed. A road plan for 2015 is to be worked on. A list of roads that need paving is to be developed. A road review for the Board is to be scheduled. Coordination of this review to include Tony Eldridge will be attempted. Use of the grader for shimming roads is discussed. Ron Sandstrom informs Kelly Robitaille that the Board has voted to change water system operators. 60 day notice of termination of contract has been sent to Integrated Water Systems. Simply Water will be the new operator. The change will occur no later than December 8th. Kelly Robitaille reports that a pipe was exposed when moving the rock on Little Shore and will mark the spot. It is believed to be the curb stop valve for the property. Discussion ensues on repairing while open at this time or waiting. Ron Sandstrom makes a motion to mark the spot, fill the hole with sand and repair in the spring. Mike Smith seconds the motion and the motion passed 3-0.

3. Water System Planning

The leveling of the Jungfrau 20 HP pump is discussed. Mike Smith makes a motion to have Ian Hayes of Simply Water purchase the needed parts and perform the repairs. Ron Sandstrom seconds the motion and the motion passed 3-0.

A work order will be prepared for the shutting off those customers who have outstanding amounts due on water bills.

4. Administration

Mike Smith makes a motion to add a non-public session to the end of this meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Larry Leonard reports that the Asset Management Grant application is being worked on.

The proposed changes to the Driveway Ordinance are discussed. Ron Sandstrom makes a motion to contact Attorney Dan Crean. Larry Leonard seconds the motion and the motion passed 3-0. Discussion with Attorney Crean is held regarding the ability of the VDOE to clean culverts while not taking the responsibility to repair or replace them. Attorney Crean states concern for performing work and being responsible for work on private property. The potential liability exposure and performance of work that benefits an individual property owner is outlined and discussed. Mike Smith discusses that the performance of the work is within the VDOE right-of-way and benefits the road drainage. Attorney Crean states that this argument would be defensible as a statement of benefit to all properties by protection of the road drainage. Concern is discussed that individuals may intentionally place leaves and debris into the drainage ditches and culverts so as to have the VDOE responsible to clean. Attorney Crean outlines that it is a violation of RSA 236 should homeowner’s place debris into the drainage ditch or roadway. Maintenance and needed repair or replacement of a driveway culvert is discussed. This is to remain property owner responsibility. Clerk Jay Buckley discusses the VDOE deeded 40 foot roadway and that some of these culverts may lie within that 40 feet. Ron Sandstrom discusses the ability to overwhelm the DPW with culvert work for driveways. Ron Sandstrom makes a motion to alter the proposed changes to the Driveway Ordinance having the VDOE remain responsible for cleaning of the culverts only and to bring the updated proposed changes to Public Hearing. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to review proposals from alternative suppliers for electricity next week. Ron Sandstrom seconds the motion and the motion passed 3-0.

The payroll report is presented. Ron Sandstrom makes a motion to approve payroll at $4,843.50. Mike Smith 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

14 checks totaling $15,024.70 are presented. Mike Smith makes a motion to approve 14 checks for a total of $15,024.70. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to notify Always on Call that if the requested back up documentation requested for verification of the February billing is not received, the VDOE will classify the billing incorrect and not due. Ron Sandstrom seconds the motion and the motion passed 3-0. Motion to approve manifest called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Mike Smith discusses the isolation valve location review scheduled for Wednesday. Due to the weather forecast, the review will be canceled. The project will be picked up in the spring. Mike Smith makes a motion to close the Lodge by November 17. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith discusses the visit to Mountain Lake Village District that was discussed early in the summer. Mike Smith makes a motion to remove this item from the action list. Ron Sandstrom seconds the motion and the motion passed 3-0. The building contract for action on the 2014 Warrant Article for building repairs will be ready for next week.

Larry Leonard makes a motion to schedule a Commissioners meeting at the Lodge for discussion on asset management and overall planning around November 11. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items
9. Correspondence

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

Suzanne Malkasian has sent a request for a duplicate original of the recent letter sent to her. She has a scanned copy of the original signed document, but the paper original was stated not to have been received. Mike Smith makes a motion to produce and sign a duplicate original and send via certified mail. Ron Sandstrom seconds the motion and the motion passed 3-0.

The NH Department of Health and Human Services has sent the arboviral bulletin. Two persons have contracted Eastern Equine Encephalitis in NH; there are no human cases of West Nile Virus this year.

10. Scheduled Appearances

Ben from Electrical Installations Inc. (EII) recommends that the meters be added to the Oak station project be Mag meters. An analog card will need to be added to the PLC for the additional signals needing to be monitored by the SCADA system. A larger box will be needed to house the electronics at both Oak station and Muddy Beach station. Trees will be checked and marked at Muddy Beach for removal. A 30 foot radius for each antenna should be cleared at these stations. The calibration of the new sensors for Oak station once installed will be handled by EII. EII will also handle the installation of the new panel. The panel will take approximately one week to come in. Purchase approval has already been given for the panel. The Oak station project will proceed in approximately two weeks; once all parts have been received. Ian Hayes of Simply Water will be coordinating the installation. The final result of the path study for the SCADA system antenna signals is expected soon.

Ben returns from measuring the boxes at Muddy Beach and Oak stations and recommends:
Muddy Beach should be changed to a 24 x 24 x 12 panel
Oak station should be changed to a 24 x 20 x 12 panel.
Pricing for the panels will be sent.

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 9:50 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. Larry Leonard 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:

No motions were made during this session.

At 9:58 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard 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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