[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/06/CM042215.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
April 22, 2015

The Board of Commissioners met at 8:00 am on Wednesday, April 22, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Treasurer Dinah Reiss. 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 Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to approve the agenda as presented. 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 the Top Kick was picked up by Liberty International on Monday. Tony Eldridge was in on Friday and the roller has been welded. Once water is available, the weld on the roller will need to be tested. Asphalt roads are being swept. Gravel roads are being prepped for grading. Tony Eldridge is available on Mondays, Thursdays and some Fridays. Basil was graded and graveled last week. Overtime hours during the summer months for highway personnel is discussed. Overtime would be used to maximize the benefit of Tony Eldridge’s hours operating the grader. Scheduling would be weather permitting. The lack of running water in this building is discussed. The roller cannot be filled nor can the water tank. Mike Smith makes a motion to have the water turned on at the entry garden. Ron Sandstrom seconds the motion and the motion passed 3-0. The heavy rain from the other night is discussed. The overflow culverts on Burgdorf were blocked by a tree branch. Some water went over the road in this area. The culverts were cleared and no damage to the road was done. Discussion is held on the inlet of the bottom culvert on Burgdorf. This culvert needs to be repaired. This will be looked at over the summer months. The intersection of Diessbach and Interlaken is discussed. Drainage in this area should be improved and will be looked at. An exposed valve cover on Porridge Shore is discussed. Mike Smith makes a motion to dig the area and cut & re-cover the pipe below grade. Ron Sandstrom seconds the motion. Discussion on doing this work, potential closing of three small roads while work is completed, and the project overall is held. Motion is called to a vote and the motion passed 3-0. A work order will be produced.
The recent update to the road list and work planner is discussed. This document will be redistributed for review and discussion.
Kelly Robitaille is informed that a tree has been marked across from Porridge View Drive as a potential location for placement of the mirror purchased by John Lynch, a resident of Porridge View. The location will be checked.

3. Water System Planning

The SCADA work needed at Oak station is discussed. This work has not yet been completed. Tom Therrien of Electrical Installation will be followed up with. The work in the chemical injection room is progressing. The Sodium Hydroxide is on line. The Jungfrau pump has been leveled. The spare parts inventory has been ordered. Quotes are expected for transducers that will be placed into the Muddy Beach Wells. A recommendation and quote is expected for replacement of the metal detector. Maintenance agreement options for a contract with Electrical Installations are discussed. Tom Therrien will be scheduled for a discussion with the Commissioners. Intermediary costs for alternative options will be requested prior to the discussion occurring. Treasurer Dinah Reiss discusses the State Revolving Loan Fund, outlining that the program is on a reimbursement basis. Specific bid processes and contract requirements are in place for use of these funds. Mike Smith makes a motion to get the parameters required for the State Revolving Loan Fund. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

Cleaning of the pump houses is discussed. Amy Thompson has responded that she will clean the pump houses for a rate of $13 per hour. Mike Smith makes a motion to hire Amy Thompson to clean the pump houses and office. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he is related to Ms Thompson. Mike Smith makes a motion to have the cleaning for the pump houses and office done quarterly. Ron Sandstrom seconds the motion and the motion passed 3-0.

Valley Pride Clean Up day is Saturday May 2.

Thorne Surveyors are expected as a scheduled appearance April 27th.

An office procedure manual is being developed.

A request for Permit for Driveway Construction has been received for 59 Oak Ridge Road. Requirements for reconnecting the original driveway are discussed. Ron Sandstrom discusses placement of a channel drain into the current opening in the pavement. Mike Smith makes a motion to approve the application with all construction costs to be paid by the homeowner at the altering of an existing driveway cost of $75.00. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to require a channel grate, the same ratings as the one placed in the existing driveway, and to have a Driveway Permit for Construction ready for next Monday’s meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 21checks for a total of $16,733.20. 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 4/13 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

Ron Sandstrom announces that Kennett High School finished 16th overall in the World Championships for robotics.

Mike Smith discusses that it is time to turn off the heat in the pump houses.

8. Signature Items

The final application for the State Revolving Loan Fund is presented. Mike Smith makes a motion to approve and sign the application. Ron Sandstrom seconds the motion and the motion passed 3-0.

Exhibit A and B of the Asset Management Grant paperwork are presented. Ron Sandstrom makes a motion to sign the paperwork. Mike Smith seconds the motion and the motion passed 3-0.

A letter to the new owner of 24 Interlaken is presented. The letter notifies the owner of the outstanding balance due on the property for water usage fees which were not collected at the time of the closing as the VDOE was not contacted prior to the transfer. Mike Smith makes a motion to sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1066 for placement of a stop sign and road names at the intersection of Appenvel Way and Eidelweiss Drive is presented. Mike Smith makes a motion to sign the work order. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1067 for turning off of the water system bleeders is presented. Mike Smith makes a motion to sign the work order. Larry Leonard seconds the motion and the motion passed 3-0.

Work Order 1068 for checking and cleaning of the Pressure Reducing Valve (PRV) pits for the water system is presented. Mike Smith makes a motion to sign the work order. Larry Leonard seconds the motion and the motion passed 3-0.

A day off request for Nancy Cole is presented. Mike Smith makes a motion to approve the day off. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results. All results clean.
Attorney Dan Crean has sent his schedule for the next month.
NH Municipal Association has sent the monthly Legislative Bulletin.
NH Municipal Association has sent the weekly NewsLink.
Luis Adorno of NH DES has reviewed the Asset Management Grant paperwork.

10. Scheduled Appearances

Treasurer Dinah Reiss presents a cash flow analysis. Average monthly expenditure is based on the average of 2014 expenditures. The spreadsheet is reviewed and discussed. Approved expenditure planning for available cash flow is outlined. Dinah Reiss states that the Commissioners have direct control over the timing of expenditures for projects. Discussion on the potential need for a Tax Anticipation Note (TAN) this fall is held. The spreadsheet will be updated monthly to reflect actual bank balance and monthly expenditures. Discussion is held on the frequency that the Board would like to receive updates as this tool is being provided for their use. Ron Sandstrom makes a motion to update and distribute the spreadsheet monthly. Mike Smith seconds the motion. Mike Smith moves to amend the motion to include adding the Capital Reserve Funds and Water Extension Fund. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0. The Commissioners thank Dinah Reiss for her work in creating this document.

The Treasurers agreement for tax payments from the Town of Madison is discussed. Dinah Reiss outlines that she intends to recommend altering the agreement so that the VDOE receives payment 30 days after the due date of the taxes to the Town. Dinah Reiss has requested an appointment with Town of Madison Treasurer Catherine Tilton.

11. Other Business
12. Public Comments

At 10:00 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters. 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.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to give each part time snow plow operator a bonus of $300. Ron Sandstrom seconds the motion. Mike Smith moves to amend the motion to $300 for Paul Costello and Kevin Thomas and $200 for Peter Graham. Ron Sandstrom seconds the motion to amend. Motion as amended is voted and the motion passed 3-0.

Mike Smith makes a motion to follow up with employees on status of health insurance. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:10 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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