[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM060815.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 8, 2015

The Board of Commissioners met at 8:00 am on Monday, June 8, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Ian Hayes (water operator) and residents Ralph Lutjen and Ed Foley. 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 hear scheduled appearances first and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that work is being done on Huttwil. Ditching and graveling are being done. The speed bumps will be put in this week. The air conditioning in the road grader was repaired by Volvo last week. Discussion is held on the drainage basin at the back of the Huttwil parking lot that is being filled in. Ron Sandstrom questions the ability to be able to identify these items without documentation available on what was there. Ron Sandstrom makes a motion to have the office check for information on the placement of this drainage basin. Mike Smith seconds the motion. Discussion on locating historical information is held. Motion is called to a vote and the motion failed 1-2 with Mike Smith and Larry Leonard against stating to wait and see if needed and review then. Ron Sandstrom has distributed an updated road document. Discussion is held on compiling the information. A form for Kelly Robitaille to report work completed will be created by Ron Sandstrom. Discussion is held on inclusion of planned work within the information to be turned in. The document will be worked updated. Discussion on drainage at the entrance to Little Shore is held. The approved Warrant Article is discussed. Any work to be done in this area will have a work order created. Kelly Robitaille reports that some cold patching was done last week. Prices for sand are being looked at. Trash behind the playground will be picked up. Trash at the Chocorua pump house was picked up last week. Mike Smith makes a motion to send a letter to the homeowner across from DPW II regarding cleaning up the trash on the property. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to include a picture that Kelly Robitaille and bring to the office. Ron Sandstrom seconds the motion and the motion passed 3-0. Construction on Diessbach Drive is discussed. Ron Sandstrom has taken a picture that will be sent to NH Department of Environmental Services. Kelly Robitaille will check on the reported existence of a new driveway to the house across the street.

3. Water System Planning

Ian Hayes reports that he has completed the price list for the parts needed to rebuild the platform over the Sodium Bicarbonate tank. Cost is $200 and 4 hours of labor. Mike Smith makes a motion to approve $200 for parts for the Sodium Bicarbonate tank set up. Ron Sandstrom seconds the motion and the motion passed 3-0. The chemical injection room will be fully on line upon completion of this work. Ron Sandstrom outlines defining work and the ability to control costs. Discussion on structured budgets for all aspects of planned work is held. Ron Sandstrom makes a motion to include not exceeding totals on all future work orders. Mike Smith seconds the motion and the motion passed 3-0. Completing work in a timely basis is discussed. Change of scope during a project and the increases in time to complete that can result is discussed. Mike Smith makes a motion to have Ian Hayes complete the chemical injection room work by June 29. Ron Sandstrom seconds the motion and the motion passed 3-0. The pressure readings from the PRV pits have been turned in and will be sent to Engineer Paul Fluet. A discussion with Paul Fluet is scheduled for next week’s meeting. Ian Hayes will attend. Spare parts inventory has been received. The metal detector is discussed. Approximately $700 would be the cost for replacement. Mike Smith makes a motion to approve ordering of a replacement metal detector not to exceed $1,000. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Nancy Cole request Paul Fluet have a specification for a recommended transducer for the Muddy Beach Wells for next week. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion turns to the needed work on Muddy Beach Well #2 and warranty for the pump as it is less than a year old. Should the work be covered under warranty, would that coverage include the labor to pull the pump? Ian Hayes states that the issue does not appear to be the pump; sediment in the well blocking the inlet is the most probable cause. Flushing of the well is estimated to cost $2,000; labor to pull the pump is estimated at $1,200 and time allotment for Ian Hayes is estimated at $400. Mike Smith makes a motion to approve the work for Muddy Beach Well #2 at a cost not to exceed $3,600. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to obtain a cost estimate from Electrical Installations (EII) for addition of a well transducer to the SCADA system. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to obtain pricing for replacement booster pumps and control panels at Muddy Beach station. Ron Sandstrom seconds the motion. Discussion ensues on the order of projects. Motion is called to a vote and the motion failed 1-2 with Mike Smith and Ron Sandstrom stating this should wait until discussed with Engineer Paul Fluet next week. The water system and DPW well as the primary source for the system is discussed. Jungfrau station as the critical path for ability to supply water is discussed. Discussion is held on the need for input from Tom Therrien of EII on radio and antenna needs is discussed. Estimates are also needed. The chemical injection room is discussed. Mike Smith makes a motion to approve $400 for running of conduit from the Sodium Bicarbonate tank in the chemical injection room. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain and estimate from EII for completing the work in the chemical injection room. Ron Sandstrom seconds the motion and the motion passed 3-0. A railing for the unused chemical pit in the chemical injection room is to be quoted. The option of placing a platform over the open pit is discussed. Mike Smith makes a motion to have the office contact the Madison Fire Department for requirements for fire rating of a platform. Ron Sandstrom seconds the motion and the motion passed 3-0. The creation of a bid specification for the tank inspection and lining project is discussed. Nancy Cole will work with Larry Leonard on this. Discussion is held on a project manager for this project. Mike Smith makes a motion to have the office work on obtaining available persons and pricing. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against stating it is premature to do this at this time. The program XL reporter that is available for the SCADA system to compile report information automatically is discussed. The program will be reviewed for possible purchase this fall. Oak Station is discussed. Mike Smith makes a motion to request the as built information from Ian Hayes. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

A safety meeting is scheduled for June 24.

Drainage at 4 Little Loop is discussed. Mike Smith makes a motion to have Paul Fluet review the drainage in this area. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Paul Fluet review the intersections at Interlaken and Diessbach; Little Shore and Eidelweiss; and Geneva Hill on Middle Shore. Ron Sandstrom seconds the motion. Larry Leonard discusses inclusion of updating the hydraulic model for the water system. Mike Smith moves to amend the motion to include this update. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion passed 3-0.

Three (3) picnic tables are expected to be available for pick up by the DPW this week.

Asset Management Grant tasks are in progress. Discussion on use of interns or students for hire on the data collection portion of the curb stop valve location project. Larry Leonard makes a motion to advertise for the position. Ron Sandstrom seconds the motion and the motion passed 3-0. Nancy Cole and Dinah Reiss will work on creation of the ad. Work on compiling available data and linking the information to the property map and lot numbers is being done. Ron Sandstrom makes a motion to give access to the database of valve locations to the asset management committee members. Mike Smith seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to copy the isolation book. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom will work on this.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,918.60. 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 daily water usage for May has been distributed.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 1 check for $835.64. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Mike Smith makes a motion to have the Asset Management Committee approve unanimously for any funds for an individual and submit the vote to the Commissioners. Larry Leonard seconds the motion. Discussion is held on pre-approval for an individual to be paid. Mike Smith moves to amend the motion to be a pre-approval. Ron Sandstrom seconds the motion to amend and the motion passed 3-0. Mike Smith makes a motion to establish the wage for asset management work at $12 per hour. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against the hourly rate.

Mike Smith reports that work on the outhouses at the beaches is progressing. Costs for repairs to this building may need additional review as the building has deteriorated since the original estimate was completed.

Mike Smith makes a motion to allocate $50,000 to offset taxes in August. Ron Sandstrom seconds the motion. Discussion ensues on cash flow and the Unassigned Fund Balance. Motion is tabled for a later date.

Ron Sandstrom makes a motion to move the weekly Commissioners meeting to Friday mornings at 9 am for July and August. Mike Smith seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to have Nancy Cole obtain pricing for vehicle tracking systems as time allows. Mike Smith seconds the motion. Discussion on the safety reasons for implementing this type of system is held. Motion is called to a vote and the motion passed 3-0.

8. Signature Items

A time off request is presented. Mike Smith makes a motion to approve the requested time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

NH Department of Environmental Services has sent the approval of the Asset Management Grant application. The signed documentation from the State will be sent.

David Maudsley has sent a picture of trash outside the Chocorua pump house, reporting it has been there for 10 days. The DPW was informed of the trash upon receipt of the information by the office and has cleaned up the area.

Clerk Jay Buckley has sent information on pending rate changes for Eversource.

Mark Graffam has sent information and a picture regarding established drainage in the Huttwil parking lot that is being filled in by the DPW. Discussion on awareness of drainage locations within the District and lack of documentation on the drainage is held.

The NH Municipal Association has sent the Legislative Bulletin.

10. Scheduled Appearances

Ralph Lutjen outlines the plan for creation of a garden in front of the office. The major work would be placement of the landscape timbers for the walkway. The Eidelweiss Property Owner’s Association (EPOA) would reimburse the District for the cost of the timbers. The walkway would be filled with gravel. Ralph Lutjen outlines that the EPOA volunteers would not be able to place the gravel, the DPW will be requested to perform that function if approved. The mulch that was picked up at the Madison Transfer Station is reported to have pine cones, sticks and debris mixed in. Ralph Lutjen will check the mulch prior to placing. Larry Leonard states that mulch can be purchased for $15 per ton. The DPW will also be asked to remove a taxus that is obstructing the view onto Rte 113 at the entrance garden. Kelly Robitaille requests that Ralph Lutjen be present for guidance if the DPW is to place the landscape timbers. This will be arranged. Snow plowing and the effects this garden may have on where the DPW puts snow in front of the building is discussed. Snow will need to be plowed to the other side of the access road. Placing of gravel in the walkway is discussed. Kelly Robitaille reports that the VDOE has gravel available that could be used. Ralph Lutjen outlines that the entire project for the DPW portion could be completed in one and ½ days. Mike Smith makes a motion to have Kelly Robitaille work with Ralph Lutjen on creation of the office garden up to 12 hours. Ron Sandstrom seconds the motion. Larry Leonard discusses addition of color to the garden at the entrance. Ralph Lutjen outlines that the garden was planted last summer; the first year is the hardest as some of the plants may not have survived the first winter. Some annuals could be added going forward. Motion is called to a vote and the motion passed 3-0.

Ed Foley discusses his application for water hook up at 29 Grachen Drive. Mr. Foley is informed that all additional information requested by the Engineer has been sent. No official pressure reading from the Engineer has yet been received. Original report is that the pressure will not be adequate to meet the requirements for hook up. Mr. Foley requests a refund of the application fee. Mike Smith makes a motion to refund $8,000 to Ed Foley. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business
12. Public Comments

At 11:30 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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