[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/06/CM051115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
May 11, 2015

The Board of Commissioners met at 8:00 am on Monday, May 11, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Ian Hayes (water operator) and Wes Smith of Thorne Surveyors. 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 trucks are in good condition. The grader has been worked on by Volvo. The air conditioning is not working in the unit. Chadwick-BaRoss will schedule recharging the system. No resolution has been found for the grader’s computer brake system alarm. All aspects of the braking system have been tested by the technician and are functional. New edge blades are needed for the grader. Kelly Robitaille will submit a purchase order. The roller weld did not hold. The option of leasing a vibratory compactor for the summer is discussed. Mike Smith makes a motion to have the office price rental costs per job and for the season. Ron Sandstrom seconds the motion and the motion passed 3-0. The fittings for the bucket connections on the backhoe are difficult to maneuver. Chadwick-BaRoss will be replacing the fittings. Ron Sandstrom outlines that the road status spreadsheet has been put into a sequel server database for ease of use. Ron Sandstrom distributes an updated printout. Discussion on updating of this form is held. Inclusion of upcoming work planned is discussed. Ron Sandstrom makes a motion to have Kelly Robitaille report weekly the work completed that week and the work planned for the next two weeks. Mike Smith seconds the motion and the motion passed 3-0.
Discussion on the use of work orders for larger projects and manners of determining when a work order should be used is held. Kelly Robitaille reports that at this time maintenance is being done. The information on work completed and planned will be brought to the office weekly. Cleaning of culverts, including driveway culverts is discussed. The year to date expenditures on the budget for part time employees and overtime are discussed. Stockpiling of sand is discussed. High Street Sand & Gravel will reduce the price per ton by $2.00 if the VDOE hauls the sand. Calcium Chloride is needed. Mike Smith makes a motion to approve the purchase of Calcium Chloride up to $1,200. Ron Sandstrom seconds the motion and the motion passed 3-0.

Discussion is held on last week’s water main break during the valve repair on Porridge Shore Drive. Ability to improve work flow going forward is held. The ability to minimize additional issues during work on the water system is discussed. Proper isolation of the affected area so as to minimize the resulting water outage and timely notice of the resulting water outage from the office were well handled. Location of, and addition of, isolation valves to be able to properly isolate areas is discussed.

Three picnic tables are needed. Mike Smith makes a motion to purchase three picnic tables. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to put the rafts out. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike smith makes a motion to put out the speed bumps. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to remove the spring load limit. Ron Sandstrom seconds the motion and the motion passed 3-0.

Broken water pumps for the water at the Lodge are discussed. Mike Smith makes a motion to hire a plumber to repair the Lodge water lines. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water System Planning

The year to date budget status for the water system is reviewed with water operator Ian Hayes.
Discussion is held on moving the Oak Station pump replacement charges to the Water System Extension Fund in the amount of $23,000. Ian Hayes discusses being part of all plans for projects. Having funds available for emergency work that may be needed is discussed. Ian Hayes reports that the chemical injection room should be fully on line this week. Combining work with other SCADA work is discussed. The bleeders have been turned off. The heat is off at all pump houses. Water system flushing will be posted for next Tuesday and Wednesday. The Pressure Reducing Valve pits will be cleaned and checked this week. Seasonal turn ons for the water system are being done. The delivery for the spare parts ordered recently is expected. The make and model of the proposed metal detector replacement will be sent by Ian Hayes. Transducer model for the wells has been requested from Paul Fluet, water system Engineer. Clearing of the pump for Muddy Beach Well #2 is discussed. Hartley Well will be scheduled to diagnose the issue. Ian Hayes discusses the rationale for locating the pipes along/under Oak Ridge Road. Though Granite State Rural Water offers the locating equipment and personnel free of charge, multiple dig sites would be needed along Oak Ridge to gain entry to the pipes. The option of having Granite State Rural Water attend an upcoming Commissioners meeting is discussed.

4. Administration

The next safety meeting is scheduled for June 24th.

The VDOE inventory list for the garages has been started. Discussion ensues on completing and verifying the list.

A meeting will be held on Saturday May 23 at 12:30 pm in the Lodge.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,708.92. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

The status of the water billing collections to date and remaining open accounts is reviewed and discussed. There are currently 93 accounts with an open balance.

5. Accounts Payable

2 checks for $1,684.83 are presented. Mike Smith makes a motion to approve 2 checks for a total of $1,684.83. Ron Sandstrom seconds the motion. Checks and invoices are reviewed; one is health insurance for the month and the other is the NH Retirement System contribution. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 5/4 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Mike Smith makes a motion to have the office contact Rick Skarinka of NH Department of Environmental Services (DES) to determine if State Revolving Loan Fund monies through the DES program could be used to pave a road following water line replacement. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith asks the office to obtain the status of the Lodge smoke detectors and DPW II heat detectors. This will be followed up on. Mike Smith makes a motion to have Paul Fluet review the proposed order of water system projects. Ron Sandstrom seconds the motion. Discussion ensues. Mike Smith withdraws the motion for additional discussion next week.

Ron Sandstrom discusses caution needed to be used by an individual commissioner to not commit the VDOE.

8. Signature Items

A draft of a letter to the Town of Madison Selectmen requesting information on the status of the property located at 14 Aspen is presented. Mike Smith makes a motion to approve and sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A draft of a letter to resident Leanne O’Hara approving her request to occasionally park a coach up to 46 feet in length in the Huttwil parking lot is presented. Mike Smith makes a motion to approve and sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

The NH Municipal Association has sent the weekly Legislative bulletin.

Jay Buckley has sent a Thank You to the Board for posting the Valley Pride Clean Up day information.

10. Scheduled Appearances

Wes Smith from Thorne Surveyors is present to show the Commissioners what Thorne Surveyors could create for maps for the Asset Management System. Information that Thorne Surveyors has on file has been compiled. Discussion on the information on record and the information needed for the VDOE maps is held. Wes Smith outlines that surveyed lot lines are an example of information on record with Thorne that is not needed on the VDOE maps. Discussion is held on the ability to add the information available on curb stop locations to the maps is held. The valves would be added as an overlay. Marking items on the map as GPS location or calculated locations via color or some other means is discussed. Cost going forward and cost of the initial map creation is discussed. Wes Smith outlines that he would need to see the amount of information available in order to be able to compile the needed pricing. Pricing for four levels of potential service will be calculated: 1. Base map creation; previously quoted at $1,200; 2. Addition of VDOE data as overlay; 3. Field work of additional surveyed locations; 4. Ongoing costs for maintenance and updating of the maps.
Wes Smith recommends that he be allowed to review the Fluet Engineering information and the VDOE information on file for ability to complete the cost estimates and create a time line for completion of the initial project. Mike Smith makes a motion to have the office obtain the information from Paul Fluet and the curb stop card data for review by Wes Smith. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business

The Oak Ridge Road specification from the Annual Meeting was given to Bob Wirling last week.

12. Public Comments

At 11:10 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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