[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/06/CM051815.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
May 18, 2015

The Board of Commissioners met at 8:00 am on Monday, May 18, 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

A quote for a new cutting edge for the grader has been received in the amount of $229.54. Kelly Robitaille outlines that two cutting edges are desired. Mike Smith makes a motion to approve the purchase of two cutting edges not to exceed $500. Ron Sandstrom seconds the motion and the motion passed 3-0. Road work updates will be added to the database created by Ron Sandstrom. Kelly Robitaille reports that all equipment is in good shape. Little Shore was ditched on Friday and will be graveled and graded this week. Cold patch will be placed on asphalt roads with pot holes this week. Kelly Robitaille outlines issues with the pavement on Klausen. This area is in poor shape. Kelly Robitaille will discuss the area with Russ Lanoie for obtaining options to repair the area. The weld on the compacting roller is holding at this time. The work list for the upcoming week is discussed. The berm restoration at 19 Oak Ridge Road has been completed. Mike Smith makes a motion to send a letter to the homeowners stating work is complete and hope it meets expectations. Ron Sandstrom seconds the motion and the motion passed 3-0. The reconstruction of Oak Ridge Road is discussed. Nancy Cole asks the Board if the Engineers estimate for construction for the road should be ordered. This request will continue to be held. Estimates for roller rentals, should one be needed, are discussed. Nancy Cole will obtain estimates for review. The culvert at the end of Porridge Shore is discussed. This culvert will be cleaned. Discussion on the culvert located at 68 Eidelweiss Drive is held. This culvert is OK at this time. The culvert across from 68 Eidelweiss Drive will be cleaned.

3. Water System Planning

A follow up with Ian Hayes on the status of completing work orders will be done. A follow up will also be done on the quote for the metal detector. A quote is expected from Hartley Well for Muddy Beach Well #2 repairs. A follow up will be done with Paul Fluet on the transducers for the wells. Input from Paul Fluet on project plans is also expected. Discussion on the plans for projects and concern for the project cost for Muddy Beach is held. Ron Sandstrom makes a motion to follow up with Paul Fluet on the proposed project list. Mike Smith seconds the motion and the motion passed 3-0. Locating water lines under Oak Ridge Road as a project is discussed. Mike Smith makes a motion to hold this project. Larry Leonard seconds the motion and the motion passed 3-0. SCADA software is discussed. An upgrade is available to the software that will automatically compile the water usage information needed for reports to the NH Department of Environmental Services. Information on the software and costs will be obtained for review. Mike Smith makes a motion to update the hydraulic model for the water system upon receipt of the fifth water hook up application. Ron Sandstrom seconds the motion. Discussion on the priority of updating the engineer’s hydraulic model ensues. Cost of updating the model is discussed. Mike Smith moves to amend the motion to contact Paul Fluet and Ian Hayes for costs to update the model. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion, as amended, passed 3-0. The total costs for the Jungfrau and Oak station pump projects are discussed. Jungfrau costs are $5,179. Oak costs are close to $20,000. Discussion on ability to transfer funds from the Water Extension Fund or the Water System Capital Reserve Fund is held.

4. Administration

The next safety meeting is scheduled for June 24.
The DPW inventory has been drafted. Discussion on having the DPW team review and update the list is held. Ron Sandstrom makes a motion to have the DPW update the inventory list. Larry Leonard seconds the motion and the motion passed 3-0.
An update on Asset Management will be delivered at the EPOA meeting this Saturday. Larry Leonard will give the presentation. Slides will be developed. General update slides will be included for informing those present as to the current status of planned work. Discussion on scheduling an Asset Management Committee meeting is held.
The monthly water usage for April has been distributed.
An application for water hook up for the lot located at 29 Grachen Drive has been received. The information on the request has been submitted to Engineer Paul Fluet for approval. Mike Smith makes a motion to obtain the pressure readings at the gauge when water is turned on to a property and to note that reading on the curb stop location card. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Lodge is being worked on for correction of the water leaks and installation of the smoke detectors this week. The heat detectors in DPW II will also be installed this week.

The new beach signs have been installed.

A quote for the road work outlined in the approved Warrant Articles is being pursued.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 19 checks for a total of $7,366.06. 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
7. Commissioners Reports

Larry Leonard discusses the level of the brook, stating that the level is very low.

Ron Sandstrom discusses attendance at the Local Officials Workshop sponsored by the NH Municipal Association last week. Ron Sandstrom makes a motion to pursue establishing pricing for separate email accounts for each Commissioner. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith discusses continued work on location of isolation valves within the VDOE. Scott Hayes of Iron Mountain is tentatively scheduled for Thursday, June 4 at 9:30 am. The intent will be to meet weekly for this work to be completed. Larry Leonard makes a motion to collect hours for reimbursement of the Commissioners from the Asset Management Grant. Mike Smith seconds the motion. Discussion ensues. Ron Sandstrom states he is against any model that includes payment to the commissioners. Mike Smith states that he is volunteering his time for this work and will not turn in hours for reimbursement. Discussion continues. Motion is called to a vote and the motion passed 2-1 with Ron Sandstrom against the motion to allow payment to commissioners. Mike Smith makes a motion to establish the rate at $13 per hour for reimbursement. Ron Sandstrom seconds the motion. Discussion ensues. Larry Leonard states that a higher reimbursement rate should be established. Mike Smith moves to amend the motion to a rate of $16 per hour. Larry Leonard seconds the amendment. Motion is called to a vote and the motion passed 2-0-1 with Ron Sandstrom abstaining from the vote as he is against the idea of paying commissioners for work done that benefits the VDOE. Mike Smith makes a motion to review the payment information, hours and rate in 60 days. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

A permit for construction of Dorfli Road is presented. Mike Smith makes a motion to approve the permit for construction of Dorfli Road. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Construction for 2 Splugen Place is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to the Town of Madison, Trustees of the Trust Funds to close the Expendable Equipment Trust Fund and withdraw all monies is presented. Mike Smith makes a motion to sign the letter to close the trust fund by withdrawing all funds. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter and form for voluntary correction of the address for the house listed as 31 Basil Street to 31 Saint Moritz Drive is presented. Mike Smith makes a motion to sign and send the letter and form for correction of this non-standard address. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

NH Municipal Association has sent the monthly News Link.

Part time snow plow operator Kevin Thomas has sent a Thank You to the Board for the end of season bonus he received.

10. Scheduled Appearances

Treasurer Dinah Reiss distributes and discusses the monthly cash flow report. $50,000 will be transferred from the Water Usage account to the Operating account. Delivery date of the ordered truck is discussed. Dinah Reiss will obtain the loan information and documentation needed. Jim Ramsey of Liberty International will be contacted for the delivery date.

11. Other Business

Classification change of Class VI roads to Class V roads is discussed.

12. Public Comments

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

Mike Smith makes a motion to seal the minutes of the non-public session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:15 am Mike Smith makes a motion to exit Non-Public Session and resume the public session. 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.

Discussion is held on the next Commissioner’s meeting date. The meeting scheduled for June 1 will be moved to June 3 at 8 am in the District office. The meeting will be posted.

Mike Smith makes a motion to send for the Engineer’s Estimate of Construction costs for the reconstruction of Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:25 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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