[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/06/CM041315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
April 13, 2015

The Board of Commissioners met at 8:00 am on Monday, April 13, 2015. In attendance were Commissioners Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Ian Hayes (water operator) and resident Gloria Aspinall. The meeting was taped for Madison TV by Tim Hughes.
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At 8:00 am the meeting was called to order by Commissioner Larry Leonard.

1. Agenda

Mike Smith makes a motion to approve the agenda as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that all equipment is in good shape. The sander and plow equipment will be removed from the Ford 550 this week. The Top Kick is scheduled for pick up this Friday. The truck will be cleaned prior to pick up by the dealership. Asphalt roads will be swept this week. Shoulder work along asphalt roads will also be done. The area of 48 Little Shore will be checked for water running across the street. Discussion is held on the use of cold patch on Eidelweiss Drive near Rte. 113. Shimming the area with asphalt is discussed as an option. The roller will be scheduled for repair. The road grader will have a service scheduled with Volvo. The option of adding a defroster blower to the road grader is discussed. Updated pricing for the blower motor is expected. Mike Smith makes a motion to have the office create a maintenance schedule of all equipment. Larry Leonard seconds the motion. Discussion is held on the DPW crew tracking the hours on the equipment to notify the office when maintenance needs to be scheduled. Mike Smith withdraws the motion.

3. Water System Planning

Ian Hayes reports that the meters at Oak Station are not accumulating readings properly. This will be worked on. The Sodium Hydroxide pump is on line and functioning properly. The Sodium Bicarbonate is not on due to lack of running water in this building to fill the tank. The power supply to the bicarbonate pump will be checked. Discussion turns to SCADA communication failures at Muddy Beach. Ian Hayes outlines that the programming that would be required to shut down the booster pumps during a communication failure is more difficult than was thought. Tom Therrien of Electrical Installation has stated that this would require extensive programming changes to the SCADA system. The diagnosis and repair of Muddy Beach Well #2 will be scheduled with Hartley Well once the area around Muddy Beach pump house can be accessed with the needed equipment. The cost of adding a transducer to the well while it is open will be obtained. A transducer for well #1 will be added going forward. Well #2 will be flushed by Hartley Well following the diagnosis and repair of the pump. Access to the well head will be checked as it may require some work prior to the work being done. Discussion is held on locating the water lines under Oak Ridge Rd. Ian Hayes will contact Granite State Rural Water to check on the available options for completing this task. Mike Smith makes a motion to excavate the isolation valves at the intersection of Saint Moritz and Oak Ridge Road for pictures of the electrical conduit and access to the water lines for locating. Larry Leonard seconds the motion. Discussion ensues on the process and procedure to be followed. Mike Smith moves to amend the motion to include Nancy Cole coordinate the project. Larry Leonard seconds the amendment. Motion is called to a vote and the motion passed 2-0. The suggested inventory supply list is reviewed. Mike Smith makes a motion to approve up to $3,500 for inventory. Larry Leonard seconds the motion and the motion passed 2-0. A location for storing pipes is discussed. The pipe rack at the Cabana is discussed. Alternate locations are discussed. The primary storage need is 3” pipe of varying materials. Organization of the water room in DPW II is needed. Ian Hayes estimates one day to organize and clean the water room. Mike Smith makes a motion to approve up to $400 for organizing and cleaning of the water room. Larry Leonard seconds the motion and the motion passed 2-0. Proceeding with the Asset Management project is discussed. Ian Hayes states that information flow and coordination of tasks should be done. Spring work to be scheduled is discussed. Mike Smith makes a motion to shut off the heaters in the pump houses. Larry Leonard seconds the motion and the motion passed 2-0. The year-to-date water budget is reviewed and discussed. Projects to be planned this year and funding of these projects are discussed. Drainage in the area of Reinach station will be checked. The metal detector should be replaced. Ian Hayes will provide information for review on a recommended replacement.

4. Administration

A safety meeting is scheduled for 4/29.

The fuel reconciliation will be worked on this week.

The list of persons available to clean the pump houses with hourly rates will be completed this week.

The paperwork required for the Asset Management Grant is in process.

Work on the Asset Management projects is in process.

The payroll report is presented for review. Mike Smith makes a motion to approve payroll in the amount of $5,409.00. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable
6. Minutes

The minutes of the Non-Public session of 3/27 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The minutes of 4/6 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith requests the updated equipment inventory be sent to the Board.
Mike Smith requests the VDOE contact list of personnel be sent to the Board.
Mike Smith discusses cash flow. Nancy Cole informs the Board that the cash flow spreadsheet is being worked on by herself and Treasurer Dinah Reiss. Treasurer Dinah Reiss will be presenting the information to the Board next week.

8. Signature Items

Work order for repair of the roller is presented. Mike Smith makes a motion to approve the work order. Larry Leonard seconds the motion and the motion passed 2-0.

Purchase order for gravel is presented. Mike Smith makes a motion to approve the purchase order. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

Jay Buckley has sent information on Valley Pride Clean Up which is being held on May 2. Mike Smith makes a motion to place the information on the website. Larry Leonard seconds the motion and the motion passed 2-0.

The NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances

Resident Gloria Aspinall questions replacement of the road sign for the intersection of Appenvel Way and Eidelweiss Drive. Ms. Aspinall is informed the pole and signs were ordered and received last fall and will be installed once the frost is fully out of the ground.

11. Other Business
12. Public Comments

At 9:50 am Mike Smith makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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