[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM061515.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 15, 2015

The Board of Commissioners met at 8:00 am on Monday, June 15, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Ian Hayes (water operator), Treasurer Dinah Reiss and resident Ralph Lutjen. Engineer’s Paul Fluet and Nick Sceggell participate telephonically. 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

Ron Sandstrom makes a motion to add Ralph Lutjen to the agenda and approve the agenda as amended. Mike Smith seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille discusses the rental authorized from MB Tractor. The equipment to be rented was reviewed and is not the correct equipment. ProQuip in Gorham NH has been contacted for a potential rental. Burnham Company of Conway is also being contacted. Discussion turns to the worksheet created for tracking road work on a weekly basis. The spreadsheet did not print in a usable manner. The sheet will be reworked. Old Town Rd is discussed. This road is in need of asphalt repair. Klausen is also in poor shape. Obtaining information on the areas in need of repair is discussed. Mike Smith makes a motion to have Kelly Robitaille create a list of asphalt roads in need of repair. Ron Sandstrom seconds the motion and the motion passed 3-0. Pricing for repairs will be done through the office once the list has been developed. Kelly Robitaille outlines that the State of NH is currently placing gravel over pavement in some areas. This may be a viable option for Klausen, but would not be done on a steep slope. Kelly Robitaille will discuss this further with Tony Eldridge. The pot hole at the end of the pavement on Oak Ridge will be filled in. The Big Loop culvert was cleaned Friday. The culvert needs to be cleaned again. The beavers are very active in their attempts to block the culvert. The culvert on Thusis Beach will be cleaned as will the culvert on Winnegon. The culvert on Porridge Shore will be checked. An email from Jay Buckley stating that many blocked culverts were noticed on Oak Ridge Road is discussed. These will be checked. Mike Smith discusses a visit to be scheduled with Engineer Paul Fluet for roads including Little Loop, the intersection of Diessbach and Big Loop, Altdorf, Little Shore. Burgdorf will also be checked. Report of a chair on Adelboden is discussed. Ron Sandstrom requests that reports for items such as this be made when first noticed. The policy book is reviewed. Updating of the book is discussed. Knowledge of current policies is discussed. Confirmation is given that it is policy that the DPW crew is responsible for removal of trash from the road and VDOE right of way along the roads. Ron Sandstrom makes a motion to have Nancy Cole review the book and create a current policy book and a historical policy book. Mike Smith seconds the motion. Discussion ensues. Motion is called to a vote and the motion passed 3-0.
Mike Smith discusses road signs. Mike Smith makes a motion to order 6 Dead End signs. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to replace the parking regulation signs at the entrances. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to order No Fireworks signs. Ron Sandstrom seconds the motion. Discussion ensues on the number of signs to be ordered. The Commissioners are informed that three No Fireworks signs are on order and expected next week. Mike Smith withdraws the motion. Ron Sandstrom discusses the drafted notice on when to contact the Police. The drafted notice will be distributed to the Board. The office will discuss the notice with Chief Mullen. Mike Smith makes a motion to request the Madison Police speed sign. Ron Sandstrom seconds the motion. Discussion ensues on the office to handle coordinating use of the sign with the Police. Motion is called to a vote and the motion passed 3-0. Discussion on house numbers and the letter to be sent to the homeowner across from DPW II where the animals have scattered the trash is held. Lack of visible house numbers on three houses concurrently creating difficulty in identifying the property is outlined. The letter to clean the property with a picture will be prepared for next week.

3. Water System Planning

The PRV pit readings have been taken and the pits cleaned. The information has been distributed to the Board and Engineer Paul Fluet. Mike Smith makes a motion to have the office create an Excel spreadsheet for the PRV pits. Ron Sandstrom seconds the motion and the motion passed 3-0. The spare parts inventory has been received but is not yet put away. Ian Hayes states that the parts are on order for the chemical injection room. Ian Hayes adds that he has spoken to Tom Therrien of Electrical Installations (EII) on scheduling of the SCADA hook up. Mike Smith makes a motion to schedule Tom Therrien for an upcoming meeting. Ron Sandstrom seconds the motion. Discussion on establishing a contract with EII is held. Ian Hayes recommends that a review of anticipated hours be done to determine the contract hours needed. Motion is called to a vote and the motion passed 3-0. An item list for discussion with Tom Therrien will be distributed.
Engineer’s Paul Fluet and Nick Sceggell are contacted by phone. The priority of projects for the District water system is discussed. Discussion on additional use of Muddy Beach recently is held. Direction from Paul Fluet is requested. Paul Fluet outlines the design of the system with the DPW well as the primary source and Muddy Beach as the secondary source; expected to supply 15 to 20 percent. Based on DPW as the primary source, Jungfrau station is the critical path of water flow to the Reinach tanks. The reliability of the 10 HP pump that is currently the second pump at the Jungfrau station is unknown. The 20 HP primary pump is less than a year old; but should a failure occur the system would be in danger of not being able to supply the District under peak demands. Paul Fluet recommends replacement of the 10 HP pump at Jungfrau prior to replacing the booster pumps at Muddy Beach. Paul Fluet outlines that a variable frequency drive with soft start is needed when any pump is replaced. Three phase power is also required. Paul Fluet agrees that Well #2 at Muddy Beach should be investigated for repair/flushing as needed and that addition of well transducers is recommended. The specification for a well transducer is discussed. Paul Fluet states that if EII has a model they have used effectively, it would be Ok to go with that. Ron Sandstrom makes a motion to request EII send information on the model of well transducer they have used to Paul Fluet. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to proceed with the second 20 HP pump at Jungfrau to be funded from the Water System Capital Reserve Fund. Mike Smith seconds the motion. Mike Smith moves to amend the motion to include piping, flow meters and the VFD. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion passed 3-0.

A visit to the District by Paul Fluet and Nick Sceggell will be scheduled.

29 Grachen water hook up application is discussed. The psi numbers will be sent.

The curb stop valve replacement on Lucerne Drive will be postponed. Ian Hayes will advise the new date. Mike Smith makes a motion to have Ian Hayes schedule the valve work on Lucerne with the DPW. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

The drainage issue at 4 Little Loop is discussed. The draft letter to the homeowner is reviewed. Ron Sandstrom makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.

The picnic tables have been picked up and are in the DPW II garage for staining.

The total amount expended on the Oak Station booster pumps replacement project is reviewed. Mike Smith makes a motion to withdraw $10,000 from the Water Extension Fund and $15,000 from the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion. Discussion on options for funding is held. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to withdraw $25,000 from the Water System Capital Reserve Fund. Mike Smith seconds the motion and the motion passed 3-0.

A requested purchase order from the Asset Management Committee for tools needed for the curb stop valve location project is reviewed. Mike Smith makes a motion to approve the purchase order for the Asset Management Committee in the amount of $3,250. Ron Sandstrom seconds the motion. The specifications of the GPS model to be ordered are discussed. Mike Smith withdraws the motion for additional information. The help wanted ad for data collection persons is reviewed. Ron Sandstrom makes a motion to place the ad in the Conway Daily Sun and distribute to the available interns from UNH. Mike Smith seconds the motion and the motion passed 3-0. Dinah Reiss discusses the intention of the Asset Management Committee is to review prospective hires and make recommendations for the Commissioners to review.

The Asset Management Committee has voted unanimously to recommend that the Commissioners not pursue additional work from Thorne Surveyors. Larry Leonard speaks against stopping the process with Thorne Surveyors. Ron Sandstrom speaks in favor of following the Committee’s recommendations. Mike Smith makes a motion to put Thorne Surveyors on hold. Ron Sandstrom seconds the motion. Mike Smith moves to amend the motion that if Thorne does not produce the already requested work by June 29 for review, the order will be canceled. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion passed 3-0.

The purchase order for $7,500 for gravel has $2,150 remaining after today’s payment for gravel.

Mike Smith makes a motion to obtain estimates for the replacement pump at Jungfrau for next week. Ron Sandstrom seconds the motion and the motion passed 3-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 12 checks for a total of $20,193.63. 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

Mike Smith discusses the work on the outhouses. He has spoken to contractor Norm Garside. Once the outhouses are completed, this building will be worked on next. A review of remaining funds will be done once the DPW is complete prior to working on the cabana.

Work on a property on Diessbach is discussed. A new driveway appears to have been created. Mike Smith makes a motion to send a letter to the homeowner to apply for a driveway permit. Larry Leonard seconds the motion and the motion passed 3-0. NH DES and the Town of Madison are reviewing the construction across the street at the wetlands.

The isolation valve project will resume with Scott Hayes in July.

Larry Leonard reports that a new rake has been purchased for the beach cleaners.

8. Signature Items

The State Revolving Loan Fund documentation is reviewed.
Mike Smith makes a motion to sign Forms 5, 4, and 3. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign Form 6. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the Executive Summary. Ron Sandstrom seconds the motion and the motion passed 3-0.

The denial for water hook up for 29 Grachen is reviewed. Mike Smith makes a motion to deny the hook up and have Nancy Cole add the psi numbers upon receipt from Engineer Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 3-0.

The draft Vendor Notice is reviewed. Mike Smith makes a motion to sign the vendor notice. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence
10. Scheduled Appearances

Ralph Lutjen discusses the work completed last week on the new garden being built in front of the office. The initial work has already improved the appearance. Ralph Lutjen outlines that Salyards in Conway has a mature green Japanese maple tree that is available. The tree would require the backhoe to be removed from the ground. Mike Smith makes a motion to approve the use of the backhoe to get the tree. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom adds that the area out front is improved and looks good. Larry Leonard questions the time that will be needed to get the tree and is informed approximately 2 hours. Kelly Robitaille states that he is alone this week and someone will be needed to drive a truck to bring the tree back. Part time employee Tony Eldridge will be asked if he is available. Ralph Lutjen states that he will arrange for the mulch and loam to be delivered to the front of the building. Volunteers are expected next weekend to spread the loam and mulch as well as plant the new shrubs. The total dollars expended by the Eidelweiss Property Owner’s Association (EPOA) and the District personnel time and equipment will be calculated upon completion of the project. Ralph Lutjen adds that a place for annuals may be added for additional color going forward.

Resident Kay Mastrolia discusses drainage at the property located at 37 Oak Ridge Road. This area was reviewed by the Board two years ago. Mike Smith makes a motion that the Commissioners review to see if the area should be included for review by Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 2-0. Larry Leonard had stepped away during this vote.
11. Other Business
12. Public Comments

At 11:15 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91A 3:II (e) Legal matters. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.
At 11:18 am Ron Sandstrom makes a motion to exit Non-Public Session. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0

Tom Therrien of Electrical Installation will be scheduled to appear at an upcoming meeting. Tom will send information to the office on the transducer for the Muddy Beach wells.

At 11:25 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91A-3:II (e) Legal matters. Mike Smith seconds the motion. Motion is called via roll call 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 pay Integrated Water Systems $425 through the Deductive Change Order for the Jungfrau pump replacement project and mark the check “Final Payment”. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 11:35 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 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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