[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/08/CM071715.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 17, 2015

The Board of Commissioners met at 9:00 am on Friday, July 17, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present was Bev Mattatall of the Eidelweiss Property Owner’s Association (EPOA) and resident Joe Rosenberg. The meeting was taped for Madison TV by Tim Hughes.

At 9:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Ron Sandstrom makes a motion to hear scheduled appearances first. Mike Smith seconds the motion. Mike Smith moves to add a non-public session. Ron Sandstrom seconds the motion. Motion is called to a vote and the motion passed 2-0.

The Action list is reviewed and discussed.

2. Highway Department Report

The crew is grading roads; part time employee Tony Eldridge is in today. The completed work list from last week is reviewed. Volvo is working on the backhoe fittings at the corporate level; this problem exists with the backhoe, not the VDOE’s attachments. The International Terra Star is expected to arrive at Liberty International on August 15. Kelly Robitaille and Bob Goddard will inspect the truck prior to transfer to HP Fairfield for outfitting. The delivery information will be sent to Bob Hackett of HP Fairfield. The need for a compacting roller is discussed. Nancy Cole states that an online search for used equipment could be done. Mike Smith makes a motion to have Nancy Cole check these sites for a roller. Ron Sandstrom seconds the motion and the motion passed 2-0. Gravel is discussed. The purchase order for $7,500 has been expended. A new purchase order for $5,000 is presented. Mike Smith makes a motion to approve the purchase order for $5,000 for gravel. Ron Sandstrom seconds the motion and the motion passed 2-0. No parking signs for the area around Boulder Beach are on order. These are needed prior to the police taking action as there is no posted restriction for parking at this time. Ron Sandstrom makes a motion to have Kelly Robitaille informed to notify office when a valve is hit. Mike Smith seconds the motion and the motion passed 2-0. Ron Sandstrom discusses the area above 37 Oak Ridge. The homeowner has altered drainage to divert the water flow in the area. Mike Smith discusses contact with the homeowner for water flow via culvert with an offer to work with their septic designer and VDOE Engineer for a solution to the problem. Mike Smith makes a motion to send a letter to the homeowner outlining the VDOE’s willingness to work with their engineer for a solution to water runoff at this lot, with all correspondence to go through the office. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water System Planning

Seasonal turn off/on requests has been calculated. 20 requests were responded to last year, with an average cost of $50. Turn offs during the winter months average $200 per valve due to extra digging time needed to expose the valves. Mike Smith makes a motion to track these costs annually. Ron Sandstrom seconds the motion and the motion passed 2-0. The new pump for the Jungfrau station is expected to be delivered Monday. Funding options for the installation of the new pump are discussed. The water line extension fund and the capital reserve fund are available funding options. Mike Smith makes a motion to have Mike Smith work on the pipe storage needs. Ron Sandstrom seconds the motion and the motion passed 2-0.

The bid specification for the tank lining project has been completed and sent to Paul Fluet. Mike Smith makes a motion to send the specification to Attorney Dan Crean for review after approval by Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

The next safety meeting will be July 29.

Blue tooth devices for the highway cell phones are being obtained.

Chemical list of all chemicals in the garage is to be created by Kelly Robitaille and turned into the office by the end of the month.

Interviews for the data collector applicants are being scheduled.

The minutes of the Safety meeting of July 6 are reviewed.

A quote has been received for the installation of heat detectors with an exterior warning light for DPW II. Mike Smith makes a motion to approve the quote received from Chip Johnson at $860.00. Ron Sandstrom seconds the motion and the motion passed 2-0.

Options for repair or replacement of the office air conditioning unit have been received. Mike Smith makes a motion to approve the purchase and installation of a Mitsubishi 1.25 ton Hyper Heat and A/C mini split system by JG Burner Service at a cost of $3,937.21. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to fund the Mitsubishi Hyper Heat and A/C system from the Office Equipment Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.

The open invoice report for balances remaining on water user fees is reviewed and discussed.

The worksheet developed for reporting culvert conditions and maintenance is reviewed. Ron Sandstrom makes a motion to adopt the culvert data collection sheet. Mike Smith seconds the motion and the motion passed 2-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 18 checks for $13,293.00. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of July 10 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom reports that work is progressing on the asset management database.

Mike Smith makes a motion to return the beach comber metal detectors and apply the funds toward refurbish of the mag locator. Ron Sandstrom seconds the motion and the motion passed 2-0.

33 isolation valves have been located with GPS coordinates. Work is being done in zones and will continue next week.

Mike Smith discusses a recent report submitted on water usage.

Mike Smith makes a motion to send a formal thank you to the EPOA and Ralph Lutjen for the new office entrance garden. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith discusses the requested information on the transducer and is informed that the information was received from Ian Hayes this morning and forwarded to Paul Fluet.

Mike Smith makes a motion to establish a 15 minute limit for scheduled appearances. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

A letter to the McKenna’s regarding the signatures required on the hold harmless agreement prior to release of a revised driveway permit for construction is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to the Merrill’s regarding waiver of the driveway permit application fee as this driveway had been permitted before but construction was not completed at the site. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Driveway Permit for Construction for the Merrill’s property at 17 Middle Shore Drive is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.

An approval for a requested water hook up at 26 Grison is presented. An error is noted on the document. Mike Smith makes a motion to sign the corrected form when completed. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to the Sheehan’s outlining the process through which the Water Ordinance was updated last year is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A time off request for highway department employee Bob Goddard is presented. Mike Smith makes a motion to approve the time off request. Ron Sandstrom seconds the motion and the motion passed 2-0.

A time off request for highway department employee Kelly Robitaille is presented. Mike Smith makes a motion to approve the time off request. Ron Sandstrom seconds the motion and the motion passed 2-0.

A requested purchase order for asphalt is reviewed. Mike Smith makes a motion to approve the purchase order for $1,000 in asphalt. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has forwarded the monthly bacteria testing results for the water system. All results are clean.

Neighborhood Energy has sent the savings report on the third party electricity supply. Total saved on electricity is $2,483 to date.

The Town of Madison has sent the fully signed and recorded update to the Treasurer’s Agreement for Payment of Taxes.

The Town of Madison has sent the final approved application for voluntary change of address for the property located at 31 Saint Moritz Drive.

The Town of Madison has sent notification that the NH DOT has changed the required month for municipal fleet inspections to September.

David Maudsley has sent a report on the water usage data relating to the leak under Geneva Place.

Mark Graffam has sent a picture of a valve hit by the road grader on Adelboden.

Mark Graffam has sent pictures of cars parked along Eidelweiss Drive at Boulder Beach. No parking signs are on order to be placed at this location.

Jim Ramsey of Liberty International sent the production schedule for the ordered Terra Star.

10. Scheduled Appearances

Beverly Mattatall of the EPOA requests use of the Lodge for a meeting on 7/26 and the pig roast being scheduled for 8/15. Mike Smith makes a motion to approve use of the Lodge by the EPOA on July 26. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve use of the Lodge by the EPOA on August 15. Ron Sandstrom seconds the motion and the motion passed 2-0. Bev Mattatall outlines that the EPOA would like to post information on membership and the pig roast on the outhouses at the beaches. Mike Smith makes a motion to approve the EPOA posting notices and application information on the outhouses. Ron Sandstrom seconds the motion and the motion passed 2-0. The beach cleaners will be notified that the postings are approved. Bev Mattatall discusses opening of the view from the scenic overlook and the Lodge. Cost sharing between the EPOA and the VDOE is discussed. Mike Smith makes a motion to have the EPOA work with the office for obtaining quotes. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom and Mike Smith thank Bev for the work the EPOA volunteers have done on the gardens.

11. Other Business
12. Public Comments

Resident Joe Rosenberg has come to the meeting to request a review of West Bergamo in front of his property. Mr. Rosenberg states that since the reduction in size of the berm he had created in front of his property occurred, water flows across the end of his driveway and creates damage. West Bergamo was ditched and graded last week. Kelly Robitaille will be asked to look at this area.

At 10:20 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to have the DPW as primary for beach cleaning for the remainder of the summer with Amy Thompson or Larry Leonard as backup. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to approve the DPW on call employee for overtime for Saturday and Sunday beach cleaning. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to have the DPW completed the beach raking by 8 am. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to have the 2 hour minimum call in apply to beach cleaning. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 10:35 amMike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator