[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM062215.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 22, 2015

The Board of Commissioners met at 8:00 am on Monday, June 22, 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, resident Ralph Lutjen and Gloria Aspinall. The meeting was taped for Madison TV.
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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 add Ralph Lutjen to the agenda 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

The roads are holding up well. Effort for the DPW crew will be cleaning culverts this week. The hills will be first for culvert cleaning. Removal of tree limbs over roads will be planned. A compacting roller is being priced through Coleman Rentals. Mike Smith makes a motion to have Kelly Robitaille look into available options, including the auction house in Tamworth. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that the Big Loop culvert needs attention daily for cleaning. The beavers are busily attempting to fill the culvert inlet. The culvert report sheet and road work report sheet are being updated for use. The culvert worksheet will be distributed for review. The goal is to track work completed for ability to predict future needs; creation of a model for road work. The list of roads that received cold patch will be turned in. Crack sealing quotes are being pursued. Options for repair of the broken pavement at the top of Oak Ridge are discussed. A follow up will be done with Bob Wirling on the status of the requested quotes. No Fireworks signs are discussed. Three signs have been ordered. Mike Smith makes a motion to order 3 additional No Fireworks signs for a total of 6 and to place one at each beach. Ron Sandstrom seconds the motion. The locations for placement of the three signs on order are discussed. Huttwil, Middle Shore and the back entrance of the VDOE will be the locations for the signs. Motion held until after the 4th of July. Construction on the outhouses is completed. The outhouses will be stained. An email regarding back dragging with the road grader has been received. Done properly, this should not damage the machine. Kelly Robitaille states that techniques for back dragging were taught at grader school.

3. Water System Planning

The repair for Muddy Beach Well #2 will be scheduled. A meeting with Tom Therrien of Electrical Installations will be scheduled. Attorney Dan Crean has been requested to review the contract for the State Revolving Loan Fund. Mike Smith discusses hiring of a project manager for the tank inspection and lining project. Discussion on oversight for the project is discussed. Paul Fluet is recommended. Mike Smith makes a motion to hire Dubois & King as VDOE representation on the tank lining project. Ron Sandstrom seconds the motion and the motion passed 3-0. This will be discussed with Paul Fluet on his scheduled visit July 1.

4. Administration

A safety meeting will be held Wednesday at 12:30 pm.

The Treasurer’s report is distributed by Treasurer Dinah Reiss. $56,000 will be transferred in June from the Water Usage Account to the Bank of NH operating account. $25,000 is being requested from the Water System Capital Reserve Fund. The Building project Warrant Article expenditures will be updated to actual at the end of this month. Dinah Reiss is working on establishing the truck loan documentation and a Tax Anticipation Note

The Policy Book will be reviewed for needed updates and to remove materials currently found in other document books, such as the employee handbook.

Asset Management is discussed. Thorne Surveyors will be in attendance at next Monday’s meeting. Ron Sandstrom requests any available member of the Asset Management Committee attend. Larry Leonard states that Thorne has good data on the District. Mike Smith makes a motion to have the Asset Management Team attend next Monday’s Commissioners meeting for Asset Management Team input. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to not televise the discussion with Thorne Surveyors. Ron Sandstrom seconds the motion and the motion passed 3-0.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,747.10. 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.

Accounts Payable
6. Minutes

The minutes of 06/03 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

Ron Sandstrom reports that work is progressing on creation of a database for the Asset Management Committee. This will be reviewed Saturday at the scheduled meeting.

Mike Smith discusses the requested purchase order from the Asset Management Committee for tools for the curb stop valve location project. This will be discussed by the Asset Management Committee this Saturday. Varying GPS units and the actual application of use of the data are discussed. During a storm or the middle of the night, a location within three feet is close enough to use the metal detector to locate the valve. The inability to reproduce survey grade GPS coordinates during an emergency situation is discussed. Isolation valves and deeded road coordinates would benefit from the additional accuracy of a survey grade GPS. Mike Smith makes a motion to have the Asset Management Committee schedule meetings for the next three months. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion that all minutes of Asset Management Committee meetings be distributed to the Commissioners. Ron Sandstrom seconds the motion and the motion passed 3-0.
The eggs laid by the loons are expected to hatch this week. A live cam is available on the Loon Society web site.
The letter regarding road damage during construction at 12 Blinden will be done this week.
Mike Smith makes a motion to order the replacement pump for Jungfrau now. Ron Sandstrom seconds the motion. Discussion ensues on pricing for the pump. Mike Smith tables the motion for pricing review.
Mike Smith questions the discussion held during a recent Asset Management Committee meeting on exercising valves. This is not within the scope of, nor will it be pursued by, the Asset Management Committee.

8. Signature Items

A letter to the owner of 23 and 26 Diessbach is reviewed regarding construction of an unpermitted driveway. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to the owner of 25 Eidelweiss Drive regarding cleaning up of trash strewn about the property is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

NH Department of Environmental Services has sent information on a leak detection survey that is being offered.

Granite State Analytical has sent the monthly bacteria testing results. All results are clean.

The invitation from the Board of Selectmen for appearance at the June 30 meeting has been discussed.

The email from Mark Graffam regarding back dragging with the grader has been discussed.

Payment one of two expected this month from the Coleman Tower site has been received.

10. Scheduled Appearances

Ralph Lutjen is thanked for the work done to create the office entrance garden. Ralph Lutjen thanks Kelly Robitaille for his assistance during the project. The tree moved on Friday will need to wait to be pruned; this will be done next spring. The shrubs and mulch were placed by volunteers over the weekend. The garden should produce color throughout the summer and fall months. The cost to the VDOE for this garden is labor by the DPW calculated at a burdened rate to be $420. The cost to the Eidelweiss Property Owner’s Association is over $1,000. Ron Sandstrom states that the area looks good and is a vast improvement. Mike Smith adds that in making the District buildings look better there is a win-win for all.

Treasurer Dinah Reiss discusses a request from the Town of Madison to appear at the Selectmen’s meeting June 30 at 5:30 pm. Nancy Cole and Dinah Reiss will attend. Four items are listed for discussion; request to alter Treasurer’s agreement, tax on telephone poles, tax abatements, address changes. Discussion on advice from Attorney Crean is held. Mike Smith makes a motion to have Nancy Cole and Dinah Reiss contact Attorney Crean. Ron Sandstrom seconds the motion and the motion passed 3-0.

Gloria Aspinall discusses the catch basin on Eidelweiss Drive near her property. Mike Smith makes a motion to have the DPW clean the catch basin. Ron Sandstrom seconds the motion and the motion passed 3-0. Gloria Aspinall questions camping on the beaches and under what parameters the Commissioners would grant permission to camp on a beach. The wording of the Ordinance restricts camping. Discussion is held on the wording on the new beach signs and the ability of the Commissioners to grant permission.

11. Other Business

A question has been raised regarding a permit for digging a well at 29 Grachen. This is not within the scope of VDOE control; the homeowner is responsible for obtaining the proper permits from NH Department of Environmental Services.

Paul Fluet will be asked to review drainage and the proposed work for Middle Shore at Geneva Shore Place.

12. Public Comments

At 10:05 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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