[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/08/CM073115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 31, 2015

The Board of Commissioners met at 9:00 am on Friday, July 31, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Treasurer Dinah Reiss and resident Dorothy Wondolowski. Tom Therrien of Electrical Installation joined the meeting at 9:30 am. The meeting was taped for Madison TV by Tim Hughes.

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

The Action list is reviewed and discussed.

1. Agenda

Mike Smith makes a motion to 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 requests a purchase order for new brushes for the sweeper at a cost of $487.20. Mike Smith makes a motion to approve a purchase order for $487.20 for new brushes for the sweeper. Ron Sandstrom seconds the motion and the motion passed 3-0. The International latch on the tailgate is not functioning properly. The brakes were smoking when hauling down Oak Ridge Road the other night. The truck will be brought to Albany Service Center to be looked at. An inspection for the truck will also be set up as all trucks will now need to be inspected in September. The International Terra-Star is expected at Liberty International mid-August. Upon notification of the date of arrival, the DPW crew will go to Manchester to inspect the truck. Treasurer Dinah Reiss is working on the financing for the new truck. Some washouts from the recent rains are being repaired. Kelly Robitaille discusses the top of Oak Ridge Road. The ledge pack recently picked up at Ambrose has a high sand content. Kelly Robitaille will check the price for ledge pack at Pike. Ron Sandstrom discusses establishing a work plan for the upper section of Oak Ridge. Ron Sandstrom makes a motion to approve a purchase order for ledge pack repair to 450 feet of upper Oak Ridge not to exceed $4,500. Mike Smith seconds the motion. Discussion on the work process and expected cost is held. Ron Sandstrom withdraws the motion. Kelly Robitaille will put together additional information for next week. A compacting roller is available from MB Tractor in Tilton. Mike Smith makes a motion to approve rental of a roller for one month at a cost of $3,700 beginning in two weeks (Aug 17). Ron Sandstrom seconds the motion and the motion passed 2-0. A printout from the VDOE database on road work is reviewed. Tracking of work for future planning is outlined and discussed. Ability to identify repetitive repairs needed for obtaining a more permanent repair option is discussed. Maintenance, wear & tear, and weather related repairs are to be tracked for the database. Mike Smith discusses focusing on cleaning of culverts for a period of one month this fall. This will be done following return of the roller rental. 46 Aspen repair will be scheduled. 37 & 39 Oak Ridge are discussed. An email from Jay Buckley regarding a culvert at 41 Oak Ridge is discussed. This culvert is not angled properly and the outlet is below grade of the ditch. Mike Smith makes a motion to have Paul Fluet review this, and the intersection of Middle Shore at Little Shore upon his next visit. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom makes a motion to pursue estimates for a 2016 Warrant Article for repair of Middle Shore at Geneva Hill using the specifications provided by Paul Fluet. Mike Smith seconds the motion and the motion passed 2-0.
Ron Sandstrom compliments the DPW on the condition of the beaches. Discussion is held on an email received regarding improperly stored boats on beaches. A notice will be created for posting and removal of these watercrafts.

3. Water System Planning

SCADA programmer Tom Therrien of Electrical Installation Inc (EII) is questioned on the status of the integration of the chemical injection information into the SCADA system. Tom Therrien is informed that Ian Hayes has completed his work. A date for completion of the work by EII is discussed. Tom Therrien states that all work will be completed by August 21. Addition of a level transducer for Muddy Beach Well #2 is discussed. Tom Therrien will forward the information on the transducer most commonly used by EII for review by Paul Fluet. Mike Smith informs Tom Therrien that Hartley Well has completed the work on Muddy Beach Well #2 and the conduit is in place for the transducer. The transducers at Muddy Beach will be placed prior to proceeding with the Jungfrau pump replacement project. Mike Smith makes a motion to approve the purchase of two well level transducers upon approval by Paul Fluet. Ron Sandstrom seconds the motion. Discussion on well depth is held. Ian Hayes will be contacted for the information and the information will be sent to Tom Therrien. Mike Smith makes a motion to approve the purchase of two well level transducers for Muddy Beach not to exceed $2,500. Ron Sandstrom seconds the motion and the motion passed 2-0. Radios for the SCADA system are discussed. Current in use radios are older technology. Tom Therrien recommends replacing all radios within the system at a cost of $1,200 per station. Electrical work is discussed. Tom Therrien will quote the Jungfrau pump replacement project with intent to use Androscoggin Electric. Mike Smith makes a motion to approve EII quoting the Jungfrau pump replacement with use of Androscoggin Electric. Ron Sandstrom seconds the motion and the motion passed 2-0. Adding a transducer to the DPW well is discussed. Piping recommendation from Tom Therrien for running the line to the well is steel piping, not plastic, for protection of the system. In the event of a direct lightening strike, steel will dissipate the energy while protecting the interior wires while plastic will allow the surge to pass through it. System back ups are discussed. A service contract with EII is reviewed. Mike Smith makes a motion to sign a service contract with EII for 4 days of work time at a cost of $3,600. Ron Sandstrom seconds the motion and the motion passed 2-0. A back up of all systems will be done under the service contract, as will an inspection of all panels within the system. A meeting will be established to review the schematic of the Jungfrau pump replacement project.

At 10:50 am a 5 minute break is taken.
At 10:55 am Ron Sandstrom reconvenes the meeting.

4. Administration

The next safety meeting will be set up for the end of August.

Mike Smith makes a motion to have Nancy Cole compile the data for the isolation valves and create an Excel spreadsheet of this information. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to obtain a quote from Paul Fluet for plotting of 150 valves on the VDOE map for field usable results. Ron Sandstrom seconds the motion and the motion passed 2-0.

The numbers from Paul Fluet for the survey and design of drainage on Little Loop and Altdorf have been received. These will be reviewed next week for approval following the budget review.

Accounts Payable

The check manifest if presented. Mike Smith makes a motion to approve 20 checks for a total of $22,190.02. 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 17 are reviewed. 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

Mike Smith discusses need for contact with Ian Hayes and Gloria Aspinall regarding their knowledge of isolation valve locations. Ron Sandstrom makes a motion to approve Mike Smith direct contact with Ian Hayes and Gloria Aspinall regarding isolation valves. Mike Smith seconds the motion and the motion passed 2-0.

Ron Sandstrom reports additional progress on the asset management database.
Ron Sandstrom discusses pursuit of two lap tops that may be available for the VDOE at no cost.

8. Signature Items

Paul & Anne McKenna have signed and returned the Hold Harmless agreement to obtain approval to pave their previously disconnected driveway. Paving this driveway may cause additional water flow onto this property, as outlined in the agreement. Ron Sandstrom makes a motion to countersign the Hold Harmless agreement. Mike Smith seconds the motion and the motion passed 2-0.

The Revised Driveway Permit for Construction for 59 Oak Ridge Road is reviewed. Mike Smith makes a motion to approve and sign the Revised Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.

A thank you letter for the EPOA and Ralph Lutjen for completion of the office garden area 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 property owner Ed Foley outlining the option of a non-standard hook up for the house being constructed on Grachen 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 property owners of 37 Oak Ridge regarding drainage at this location is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

Purchase order 116 for purchase of a metal detector is reviewed. Mike Smith makes a motion to approve the purchase order. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work Order 1081 is presented. Mike Smith makes a motion to approve Work Order 1081 for repair of the valve on Adelboden. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work Order 1082 is presented. Mike Smith makes a motion to approve Work Order 1082 for water pressure testing at 86 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Jay Buckley has sent two emails regarding drainage at 41 Oak Ridge Road that were previously discussed.

Jim Ellis has sent a request for review of drainage at the intersection of Bern Drive and Sarnen Road. A work order will be created.

Robert Grau has sent a request for review of drainage at 21 Chocorua View Drive. A work order will be created.

Mark Graffam has sent an email regarding clogged culverts throughout the District.

Mark Graffam has sent photos of improperly stored watercraft that has previously been discussed.
The Town of Madison Trustees of the Trust Funds have sent the requested withdrawal from the Water System Capital Reserve Fund.

The monthly rental check for the Coleman Tower site has been received.

NH DES has sent final approval from the Executive Council on the loan agreement for the State Revolving Loan Fund approved at the 2015 Annual Meeting.

NH Municipal Association has sent a summary of all bills passed during this legislative session.

NH Municipal Association has sent the monthly News Link bulletin.

10. Scheduled Appearances

Resident Dorothy Wondolowski discusses the corner on Eidelweiss Drive across from Boulder Beach. A gulley has been created off the shoulder on the inside of this corner. This should be addressed for protection of the pavement. Another washout along the edge of the pavement at the corner of Oak Ridge Road and Eidelweiss Drive is requested to be looked at for preservation of the pavement in this area. Shoulder work is also needed at #30 and #37 Oak Ridge Road.

11. Other Business

The proposed Elected Officials Compensation Policy is reviewed. Ron Sandstrom makes a motion to adopt the Elected Officials Compensation Policy. Mike Smith seconds the motion and the motion passed 2-0.

12. Public Comments

At 11:25 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Mike Smith 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 seal the minutes of the non-public session. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 11:55 am Mike 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