VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 9, 2015
The Board of Commissioners met at 8:00 am on Monday, March 9, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Kelly Robitaille (highway) and Ian Hayes (water operator). The meeting was taped for Madison TV by Tim Hughes.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
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1. Agenda
Mike Smith makes a motion to approve the agenda as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The Action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille is informed that the truck article passed Saturday night at the reconvened session of the Annual Meeting. Mike Smith makes a motion to put the results of the meeting on the website. Ron Sandstrom seconds the motion and the motion passed 2-0. The purchase of the new truck will be pursued. Mike Smith makes a motion to park the Top Kick unless needed for an emergency. Ron Sandstrom seconds the motion. Discussion is held on use of the truck for winging back if needed. Motion is called to a vote and the motion passed 2-0. Kelly Robitaille reports that all equipment is in good condition. The trucks are being cleaned. Softness of the roads with the recent warmth is discussed. Mike Smith makes a motion to post the roads. Ron Sandstrom seconds the motion and the motion passed 2-0. Salt and sand supplies are reported to be good. A complaint about the narrowing of Little Shore was received. The resident went to the home of Mike Smith. Discussion ensues on attendance at a Commissioner’s meeting as the proper place for a resident to make a complaint and not go to a commissioner’s house. The area of the road was cleaned up the following morning. Discussion is held on the DPW attempts to not fill driveways with snow while pushing back and winging back. The articulating bucket for the backhoe is currently at DPW II. Mike Ouellette of Chadwick-BaRoss will be informed that the Article passed for purchase of the bucket. The grader and backhoe are ready for servicing. Volvo will be notified. The International engine hours will be checked to see if service is needed. Punch outs will be made in the snowbanks. Culvert outlets and inlets will be opened with punch outs to allow drainage during spring run-off. The bottom of hills, corners, and dead ends will be cleared. Use of chains on the soft roads is discussed. Damage to the asphalt is reported on the hill on Middle Shore at Geneva. Mike Smith makes a motion to remove the chains from the Top Kick. Ron Sandstrom seconds the motion and the motion passed 2-0. The old pumps outside of Oak Station will be picked up. Scheduling of road work will begin over the next month. Kelly Robitaille is informed a safety meeting will be scheduled for March 23 at 12:30 pm.
3. Water System Planning
Ian Hayes is informed that the Article for the tank inspection and lining was approved. Ian Hayes reports that the pump replacement at Oak pump house is complete. SCADA calibration of the meter and interface to the computer are still to be done. The platform can now be installed at the pump house. Contractor Norm Garside will be informed. Muddy Beach SCADA programming is to be updated to include a shut off of all pumps after a set amount of time following a communication failure and all pumps are to remain off until communication restores with the system. The sodium bicarbonate is being adjusted based on pH readings. The pH at Jungfrau has been reading 6.5 to 6.8. The effects of a low pH within a system and the causing of a green/blue discoloration based on piping components such as copper pipes. The State regulations for pH are based upon passage of the lead and copper testing systems are required to complete every three years. Addition of in-line pH meters is discussed for reporting of pH values to the SCADA system. Sites for these meters could include DPW, Jungfrau, Reinach and Muddy Beach. Mike Smith makes a motion to take a pH reading at the Summit tank. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to send the budgets to Ian Hayes monthly. Ron Sandstrom seconds the motion and the motion passed 2-0. Tom Therrien of Electrical Installations is expected this week for SCADA interface work at Oak and in the chemical injection room. The Sodium Hydroxide pump should be operating within a couple of weeks. Information will be written out as upgrades are completed for creation of an Operations & Maintenance manual. Leveling of the Jungfrau pump will be completed in the next two weeks. Potential for water outage in the Jungfrau distribution zone will be posted. All outages reported will be listed out for future review of the water lines to which the houses are attached. No outages are actually anticipated during this work. Ian Hayes will submit the list for recommended stock items with prices for approval. Upcoming work will include shutting down the bleeders, VDOE sites curb valve turn on for summer and repair of curb stop valves hit by plow operations over the winter. The valve at 6 Interlaken will be checked once the snow has melted. Valves that are noted to be in jeopardy of being hit during winter will be discussed for possible lowering for protection. Continues work on isolation valve location is to be planned for this summer. Leak detection for valves will be planned going forward. Focus for this year will be the pumps and tanks. Asset management will be helpful for identification of future replacement needs. Discussion on potential for water main breaks as the thaw occurs is held. Any area that has frozen could thaw and break. Discussion is held on assistance to homeowners with line freezes. Should water lines within a home break, the closing of the curb stop valve is the response for the VDOE. Digging of valves with the VDOE backhoe instead of hiring an excavator will be done when appropriate. The approval for purchase of the articulating bucket and the improvement in the ability to maneuver the bucket for digging is discussed. Contractors with larger equipment will be used when necessary.
4. Administration
The completion of the fuel log reconciliation will be targeted for April 13th.
The paperwork required for acceptance of the Asset Management Grant will be obtained as will the information on the requirements for access to the approved State Revolving Loan Fund.
The beach sign design will be completed.
5. Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 15 checks for a total of $15,057.02. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
6. Minutes
The minutes of 2/9 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of 2/11 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of 2/16 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of 2/16 non-public session are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of 2/23 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of 2/23 non-public session are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of 3/2 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
7. Commissioners Reports
Mike Smith makes a motion to pay the Supervisors of the Checklist $200. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith thanks Nancy Cole for her work Saturday night at the reconvened session of the Annual Meeting. Mike Smith makes a motion to move the Annual Meeting to Saturday night in 2016. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to establish the 2015 Water Usage Fee. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion on the rate ensues. Ron Sandstrom makes a motion to set the rate at $390. Mike Smith seconds the motion and the motion passed 2-0.
8. Signature Items
9. Correspondence
10. Scheduled Appearances
11. Other Business
Letter from Jim Ramsey of Liberty International regarding the sale of a Terra Star to the District is discussed. Mike Smith makes a motion to notify Jim Ramsey of the passing of the Article at the reconvened session and establish a meeting on March 23. Ron Sandstrom seconds the motion and the motion passed 2-0.
12. Public Comments
At 9:45 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
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