[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/12/CM121514.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
December 15, 2014
The Board of Commissioners met at 8:00 am on Monday, December 15, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (Highway) and Ian Hayes (water operator). The meeting was taped for Madison TV by Carol Dandeneau.
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At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Mike Smith makes a motion to add a Non-Public Session and approve the agenda as modified. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Action list is reviewed and discussed.
2. Highway Department Report
The welding on the Top Kick wing plow frame was completed last week. The front plow frame welding will be done this week. Springs on the front plow are worn and need to be worked on. A replacement blade would cost approximately $1,400. To replace the springs only the cost estimate is $1,000. Kelly Robitaille states that the blade will be taken off the truck and checked. All other equipment is reported to be in good condition. The garage door to Bay #3 needs to be repaired. Mike Smith makes a motion to hire the first company who can schedule repairs. Larry Leonard seconds the motion. Discussion ensues on allocation of a dollar amount. Motion is called to a vote and the motion passed 3-0. Kelly Robitaille reports that roads have been pushed back. Salt and sand stock is discussed. A purchase order for a load of salt is presented. Mike Smith makes a motion to approve the purchase order for up to $2,000 for a load of salt. Ron Sandstrom seconds the motion and the motion passed 3-0. Gravel dollars for the 2015 budget are discussed. Ability to place gravel while grading roads as needed is outlined. A quote is expected for the rear wiper install and defroster installation for the road grader. Proposal of a truck for the 2015 Warrant is outlined and discussed. A second F-550 and an International TerraStar are being quoted. Funding options, including a 5 year lease, are being looked into. The ad for additional part time snow plow operators will be run again in the Conway Daily Sun.
3. Water System Planning
Mike Smith makes a motion to share the budgets with Ian Hayes on a monthly basis. Ron Sandstrom seconds the motion and the motion passed 3-0. Oak Station is discussed. Ian Hayes outlines that the new vertical pumps will stand taller than the current horizontal pumps that are planned to be replaced. The access panels the electrical and SCADA will be difficult to access in their current location as they will be blocked by the new pumps. Moving the panels to a higher point in the building prior to replacing the pumps will be needed. Once the new pumps are installed, a platform will need to be built that will allow access to the new panel location. Quotes are expected this week.
The Summit station pump has had the seals and stack replaced but still has a small drip. Ian Hayes outlines that he has discussed this with the representatives from Maltz Pumps and also with a representative from Grundfos, the pump manufacturer. The current information on the performance for this pump states that a small drip is acceptable. An optional seal kit is available if the Board would like an additional attempt made to stop the drip. The drip is not damaging to the mechanical operation of the pump. Discussion is held on leaving the pump alone for now and reviewing again should the drip get worse.
The leveling of the Jungfrau pump is discussed. Ian Hayes states that there is a leak at a gate valve coming into the station that is allowing water passed. This gate valve should be repaired. Mike smith makes a motion to have Ian Hayes supply a quote for parts needed to repair the valve and for a replacement valve for comparison. Ron Sandstrom seconds the motion and the motion passed 3-0. A chain fall system will be installed above the pump prior to attempting to move the pump for leveling. Norm Garside of Garside Construction is expected to build the chain fall system this week.
The broken valve cap on West Bergamo at Visp Rd is discussed. Ian Hayes states that the repair of this valve is a high priority. The VDOE road crew and backhoe can be used to dig the pipe for the repairs to be completed. The new valve cap will be left 6 inches below grade for protection. Mike Smith makes a motion to produce a work order for repair of the gate valve cap. Ron Sandstrom seconds the motion and the motion passed 3-0.
Bleeders are discussed. All bleeders have been turned on with the exception of the one on Altdorf. This bleeder will need to be excavated for repair. Mike Smith makes a motion to produce a work order using the VDOE backhoe for the repair. Larry Leonard seconds the motion and the motion passed 3-0.
Ian Hayes outlines the preference to use a contractor comfortable with digging water mains on any excavation to a main and using the VDOE crew primarily for excavation for valve repairs.
The bleeder installed last year at 15 Presidential View is discussed. The location of this bleeder will keep the VDOE water main which services the house service line from freezing. The need to maintain this bleeder will be reviewed and the bleeder may be removed in the spring.
The relay box in the chemical injection room needs to be reviewed. Ian Hayes recommends that Tom Therrien of Electrical Installations (SCADA programmer) check the controls within the box for proper functioning. A schematic of what each relay is controlling has not been located, so each relay will need to be tested and checked. The chemical injection is not functioning properly for unknown reasons. Diagnosis beginning with the controls to verify proper functioning prior to checking into a possible mechanical failure is the recommended route. Ron Sandstrom questions if the chemical injection system should be the highest priority. Ian Hayes responds that the Sodium Hydroxide system can be unplugged to remove any risk of a harmful amount of the chemical in the water system. Discussion on the chemicals being used and possible alteration of the chemicals going forward is held. Ron Sandstrom makes a motion to have Tom Therrien of Electrical Installation review the chemical injection controls and to take the Sodium Hydroxide off line until the review is complete. Mike Smith seconds the motion and the motion passed 3-0.
The exterior lights at the pump houses will be looked at for replacement with motion sensor lights. Ron Sandstrom makes a motion to obtain a quote for purchase and installation of motion sensor lights at all pump houses. Mike Smith seconds the motion and the motion passed 3-0.
The heater at Jungfrau is not working and needs to be checked.
A pH test kit will be picked up by Ian Hayes and kept at the Jungfrau pump station.
Reinach station is discussed. The sump pump is not working properly. The pit in which the sump pump sits needs to be expanded and a slide control is needed to replace the current float control. Mike Smith makes a motion to have Ian Hayes supply a quote for the suggested modifications to the sump pump and pit. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to replace the float control with the slide control now. Larry Leonard seconds the motion and the motion passed 2-1 with Mike Smith against replacing the control without altering the pit.
Inventory is discussed. Ian Hayes will produce a list of items that should be in stock for review.
Pumping of the PRV pits within the District is discussed. This work will be completed in the spring. A work order will be produced.
The meter measuring output of Muddy Beach Well #2 is not working. This will be repaired. The repair for the valve at the Jungfrau station was authorized previously.
4. Administration
Beach signs are discussed. Mike Smith makes a motion to get the cost estimate completed this week. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining, stating that this is already on the action list.
Shoveling of pump houses following winter storms is discussed. Norm Garside has stated that he will be available should the Board want him to continue with the shoveling. Mike Smith makes a motion to contract Norm Garside to shovel the pump houses at a rate of $30 per hour. Ron Sandstrom seconds the motion and the motion passed 3-0.
A safety meeting will be scheduled for January 14th at 12:30 pm.
The small tree marked for removal next to the Muddy Beach water station will be removed. If the large pine on the adjourning property is to be removed, the Board will need to initiate additional contact with the homeowner for permission. Mike Smith makes a motion to proceed with removal of as many of the marked trees around the pump houses as possible this year. Ron Sandstrom seconds the motion and the motion passed 3-0.
Preparation of the 2015 budgets and Warrant is discussed. Discussion is held on focusing the meeting next week on the budgets and Warrant to be proposed for 2015. The agenda for next week will show Budgets and Warrant discussion beginning at 9 am.
5. Accounts Payable
15 checks for a total of $18,484.73 are presented. Mike Smith makes a motion to approve 15 checks for a total of $18,484.73. 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
The minutes of 11/24 are reviewed. Ron Sandstrom makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.
The minutes of 12/1 are reviewed. Ron Sandstrom makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining as he was not present for that meeting.
The minutes of 12/8 are reviewed. Ron Sandstrom makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
7. Commissioners Reports
Ron Sandstrom makes a motion to send a post card to homeowners outlining the upcoming Public Hearings, Annual Meeting, website information and water bill timing for 2015. Mike Smith seconds the motion. Discussion ensues on including Asset Management on the postcard. Motion is called to a vote and the motion passed 3-0.
8. Signature Items
A letter for depositing the $16,000 into the Water System Capital Reserve Fund from the Water Usage Account is presented. Mike Smith makes a motion to sign the letter for the deposit. Ron Sandstrom seconds the motion and the motion passed 3-0.
An agreement from Granite State Analytical for water testing services for 2015 is presented. Mike Smith makes a motion to sign the agreement to have Granite State Analytical perform the water system compliance testing for 2015. Ron Sandstrom seconds the motion and the motion passed 3-0.
9. Correspondence
The insurance rates for the property and liability insurance for 2015 and 2016 have been received. Actual costs to be incurred have been incorporated into the initial draft of the 2015 proposed budgets. The experience modification factor, which is based on claims history, is the reason for the 2015 rate increase.
The NH Municipal Association has announced that the date for the 2015 Moderator’s workshop is February 21, 2015. This work shop information has been sent to Moderator Bob Ingram. He will be enrolled should he choose to attend.
The Carroll County Attorney’s office has sent notice that Fred Gurley will be appearing on March 31, 2015 and is anticipated to plead guilty to felony theft charges. The District is the victim in this case.
10. Scheduled Appearances
11. Other Business
12. Public Comments
At 10:25 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters. 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:
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 1:28 pm 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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