[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM071015.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 10, 2015
The Board of Commissioners met at 9:00 am on Friday, July 10, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 10:15). Also present were Ian Hayes (water operator), Treasurer Dinah Reiss and resident Ed Foley. The meeting was taped for Madison TV by Tim Hughes.
[expand title="More Text"]
At 9:00 am the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Mike Smith makes a motion approve the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0.
The Action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille is not in attendance as part time grader operator Tony Eldridge is in and the crew is grading Burgdorf. Kelly Robitaille did report that the roller that was to be rented was sold by the auction house. A replacement option is being looked into. A culvert worksheet will be drafted for review. The list of roads where cold patch has been placed will be obtained. The calculation for ledge pack as an option for the final surface on Oak Ridge Road will be followed up on. Replacement for the signs at the entrances to the District on Eidelweiss Drive regarding parking regulations is being priced. Budgets year to date are reviewed and discussed. Mike Smith makes a motion to formalize a plan for cleaning ditches and culverts. Ron Sandstrom seconds the motion and the motion passed 2-0.
3. Water System Planning
The withdrawal from the Water System Capital Reserve Fund has not been received. The budgets will be offset when funds are charged to the CRF deposit. Ian Hayes reports that the chemical injection system is on line. Discussion is held on reporting pH readings to the office for distribution to the Commissioners. Discussion ensues about an independent testing monthly of the pH for the system by Granite State Analytical when obtaining the bacteria testing samples. Mike Smith makes a motion to have Granite State Analytical take pH readings monthly. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ian Hayes reports that the Pressure Reducing Valve pits have been cleaned and checked. Muddy Beach Well #2 is discussed. Hartley Well will be followed up with for scheduling. Mike Smith makes a motion to have the office follow up with Hartley Well for the scheduling of work at Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0. The replacement of the 10 horse power pump at Jungfrau is discussed. Mike Smith makes a motion to approve $1,200 for creation of a schematic for the replacement pump and associated valves and pipes with a request it be completed next week. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion that upon receipt of the schematic quotes be requested for the controls, electric work, meters and installation costs with not to exceed numbers. Ron Sandstrom seconds the motion and the motion passed 2-0. The bid and contract documents for the tank lining project are being worked on. Sending of the documents to Paul Fluet for review once completed is discussed. Mike Smith makes a motion to approve up to $10,000 for Fluet Engineering Associates, a division of Dubois & King, to handle project management with funds to come from the State Revolving Loan Fund. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve up to $1,000 for updating of the Water System Hydraulic Model by Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on duplicating the data logger information by Granite State Rural Water. This will be done the end of July or first week in August. The information will be sent to Paul Fluet for comparison with the data collected in 2011.
Ian Hayes reports that the work in the chemical injection room has been completed. Tom Therrien of Electrical Installation will be scheduled to complete the SCADA system connections. Hartley Well is expected the end of next week for work at Muddy Beach Well #2. Placing of conduit for addition of a transducer is discussed. Mike Smith makes a motion to approve up to $400 for placement of the conduit. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Ian Hayes submit transducer information to Paul Fluet for approval. Ron Sandstrom seconds the motion and the motion passed 3-0. A procedure for assigning funds for work orders will be established for logging of approved expenses. Ian Hayes outlines upcoming work. A curb stop valve needs to be placed on Lakeview. An isolation valve will be added while the work is being done. 86 Oak Ridge Road pressure agreement has been returned. This work will be scheduled. A repair of a valve on Adelboden that was struck by the road grader will be scheduled. Any other valves struck by the road grader or plows will be identified for scheduling.
Budget for the water system is reviewed and discussed. The deposit from the Capital Reserve Fund has been received or allocated. Use of funds from the Water Line Extension Fund is outlined.
System maintenance and returning of completed work orders is discussed. Mike Smith makes a motion to have Ian Hayes complete the as built information for Oak Station by July 31. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes is informed that Scott Hayes will be in the District on Tuesday’s and Thursday’s for isolation valve location reviews.
4. Administration
A safety meeting was held last week. Blue tooth devices will be obtained for the highway phones to comply with the new hands free regulation. Material Data Safety Sheets will be updated for all chemicals in the garage. A list has been requested from Kelly Robitaille of all chemicals in the garages to be turned in by the end of July. An inspection of all buildings will be scheduled with the Madison Fire Department and the insurance company for August.
Mike Smith makes a motion to have the office obtain quotes for iron and aluminum options of a railing at the unused chemical pit in the chemical injection room. Ron Sandstrom seconds the motion and the motion passed 2-0.
Quotes will be obtained for placement of a motion sensor light outside the back door of the DPW garage and to move the location of the interior motion sensor light so the light comes on upon entry to the room.
Drainage on Little Loop is discussed. Mike Smith makes a motion to proceed with the survey and design. Ron Sandstrom seconds the motion. Discussion is held on creation of warrant articles for repairs to roads. Mike Smith withdraws the motion. Mike Smith makes a motion to obtain the cost of the survey only. Ron Sandstrom seconds the motion and the motion passed 2-0.
The Engineer’s recommendation for the hill on Middle Shore at Geneva is discussed. The Engineer has advised that this area should remain paved. Mike Smith makes a motion to take no action on the Warrant Article for Middle Shore at Geneva. Ron Sandstrom seconds the motion and the motion passed 2-0.
The drainage ditch for Little Shore will be done by the DPW. Placement of a header on the culvert on Bristenstock will also be done by the DPW.
Mike Smith makes a motion to pursue pricing for the drainage work for Oak Ridge Road from BE Quint III and Jon Cyr. Ron Sandstrom seconds the motion and the motion passed 2-0.
The Engineer’s estimate for construction for Oak Ridge Road is discussed. Mike Smith makes a motion to approve $500 for the Engineer’s estimate of construction. Ron Sandstrom seconds the motion and the motion passed 2-0.
Treasurer Dinah Reiss discusses cash flow. The numbers from the check reconciliation of June 30 are reviewed and discussed.
Dinah Reiss discusses the Town of Madison Selectmen’s meeting attended by herself and Nancy Cole on June 30. Additional tax income from utility poles will be received going forward. The Town has determined that the VDOE is 20% of all taxes for the Town and will therefore receive 20% of the taxes collected from Eversource and Fairpoint for utility poles. The Treasurer’s agreement between the VDOE and Town of Madison will be updated to reflect the agreement to pay all taxes due to the District 30 days after due date to the Town. This 15 day reduction from the current 45 day agreement for payment will help with cash flow and will be effective with the second tax check of 2015. Abatements were discussed and will be reviewed annually by the Town for discussion with the Commissioners on any refund that may be requested from the District.
Dinah Reiss will work on establishing the truck loan and a tax anticipation note.
The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $5,019.10. Mike Smith seconds the motion. Report and time cards reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
A water hook up request for 26 Grison has been received. Mike Smith makes a motion to send the request to Paul Fluet for approval. Ron Sandstrom seconds the motion and the motion passed 3-0.
Accounts Payable
6. Minutes
The minutes of June 22 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The minutes of June 29 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The minutes of July 1are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
7. Commissioners Reports
Larry Leonard states that he will not be in attendance at next week’s meeting.
Mike Smith makes a motion to have the DPW rake the beaches from 7-13 to 7-18. Ron Sandstrom seconds the motion. Discussion ensues on Saturday raking. Motion is called to a vote and the motion passed 3-0.
Mike Smith makes a motion to have the Asset Management Committee begin the process of culvert locating. Ron Sandstrom seconds the motion. Discussion on committee focus is held. Ron Sandstrom requests feedback from committee prior to approving a motion. Mike Smith moves to amend the motion to ask the Asset Management Committee for feedback on the concept of locating culverts with size, location, GPS coordinates and material at the same time as curb stop valves. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0.
Mike Smith makes a motion to contact Madison Police regarding cars parking next to the rocks along Eidelweiss Drive at Boulder Beach. Ron Sandstrom seconds the motion and the motion passed 3-0.
8. Signature Items
Work order 1078 for ditch work at 37 Oak Ridge Road is reviewed. Mike Smith makes a motion to approve work order 1078. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work order 1079 for ditch work and gravel at Geneva hill. Mike Smith makes a motion to approve work order 1079. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work order 1080 for repair of asphalt at 46 Aspen is reviewed. Mike Smith makes a motion to approve work order 1078. Ron Sandstrom seconds the motion and the motion passed 3-0.
Letter to the homeowner at 46 Aspen regarding the work order is reviewed. 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 NH DES regarding the denial for water hook up on Grachen Ext is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter granting permission to park a trailer at the Huttwil lot for Denise Noel is reviewed. Mike Smith makes a motion to approve the camper parking, sign and send the letter. Larry Leonard seconds the motion and the motion passed 3-0.
A letter granting permission to park a boat and trailer at the Huttwil lot for Larry Leonard is reviewed. Mike Smith makes a motion to approve the parking of the boat and trailer, sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he requested the permission.
The agreement for pressure testing at 86 Oak Ridge Road has been signed and returned. Mike Smith makes a motion to approve the pressure testing for 86 Oak Ridge Road and sign the agreement. Ron Sandstrom seconds the motion and the motion passed 3-0.
9. Correspondence
Granite State Rural Water Association has sent their upcoming class listing.
Jay Buckley has sent an outline of his impression of the presentation by Wes Smith of Thorne Surveyors.
Jay Buckley has sent an alternative method on repairing the old road roller. This would leave impressions within the road that could retain water and increase pot holes.
NH Municipal Association has sent the monthly News Link.
NH DES has confirmed receipt of all documents needed for the State Revolving Loan Fund application. The District’s loan agreement is on the Executive Council agenda for their next meeting, scheduled July 22.
The owner of the properties on Diessbach that was contacted for unpermitted driveway creation has responded that these areas will be loamed and seeded; no driveway will exist.
10. Scheduled Appearances
Resident Ed Foley discusses the recent denial of his application for water hook up for the property on Grachen Drive. Mr. Foley asks if alternatives could be pursued, such as a booster pump inside the house and/or at the Jungfrau station. Mr. Foley is informed that NH Department of Environmental Services does not allow booster pumps in private homes connected to a public water system. Mr. Foley is informed that establishment of a separate pressure zone for one house is not feasible. An alternative, non-standard connection from the Aspen zone, which would require extension of the water main from #4 Aspen down Grachen to the new construction, is discussed. Mr. Foley questions if any other property has been denied hook up and is informed yes, there was a denial at the top of Aspen a few years ago. Ian Hayes informs Mr. Foley that there are other areas within the District that would also be denied based on pressure. Obtaining confirmation of water availability to a property prior to proceeding with construction is discussed. Mr. Foley questions if anyone has done this. Mike Smith responds with information regarding a hook up request by property owner Tom Verrochi for a lot upon which no house has been built to date; the property owner pays a water fee each year. The option of engineering a non-standard hook up is further discussed. Non-standard hook up would be performed at the property owner’s expense. The ability to include other properties on the Class VI section of road and therefore cost share the expense with other property owner’s is discussed. Engineering review and approval would be needed prior to completion of a cost estimate. Mr. Foley is informed he will need to re-apply for a water hook up should he want to explore this option further.
11. Other Business
Mike Smith makes a motion to establish interviews for data collectors for the Asset Management project Sunday, July 19 after 11: am. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have the Asset Management Committee produce bid specifications for maps for water and roads. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have the Asset Management Committee to supply a list of recommended bidders and turn the list in with the specifications. Ron Sandstrom seconds the motion and the motion passed 3-0.
12. Public Comments
At 11:45 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
[/expand]