[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/08/CM082115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
August 21, 2015

The Board of Commissioners met at 9:00 am on Friday, August 21, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Treasurer Dinah Reiss, Clerk Jay Buckley and water operator Ian Hayes. SCADA programmer Tom Therrien and electrician Chad Poulin will be met at Jungfrau pump house at the end of this meeting. 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. Larry Leonard seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

The highway crew is working on the upper section of Oak Ridge Road today. This work was begun yesterday and will be completed today. No issues have been reported with the equipment or trucks. Ron Sandstrom will meet with the crew next week for updating the road status information. A 91-A request for road maintenance was received this week. In compliance with the law, the information on record was released. Cleaning of culverts is discussed. This will be the work focus in late September and October. Mike Smith makes a motion to proceed with the ditch work on Little Shore and the culvert header on Bristenstock per the 2015 Warrant Article and encumber the remaining funds to use as offset for the 2016 Middle Shore at Geneva Place Warrant Article. Ron Sandstrom seconds the motion and the motion passed 3-0. Oak Ridge Road Warrant Article for drainage at Saint Moritz is discussed. Bids will continue to be pursued. Jay Buckley discusses the NH Department of Environmental Services (DES) homeowner program called Soak up the Rain. Discussion on a prior attempt to purchase a lot on Middle Shore for creation of a silt retention pond prior to drainage traveling into the Pea Porridge Ponds is discussed. Steps that a homeowner and steps the District can take to mitigate silt flow into the ponds are discussed. A vacant lot next to Geneva Beach is discussed as a potential location for a silt collection pond. Mike Smith makes a motion to check the tax assessment and current owner information for this lot. Ron Sandstrom seconds the motion and the motion passed 3-0. The No Parking signs have been received. The DPW will install these signs at Boulder Beach and the Veteran’s garden area along Eidelweiss Drive. A tree that came down on Middle Shore at West Bergamo is discussed. Mike Smith makes a motion to have the DPW clean up the fallen tree. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water System Planning

Ian Hayes and SCADA programmer Tom Therrien are working in the chemical injection room. The work to connect the chemical injection flow rates is being completed. This will allow for SCADA based control over the pump speeds going forward. The final conversion box will be installed in two weeks. Tom Therrien will be providing the updated schematics once the project is completed. Mike Smith makes a motion to have Ian Hayes and Tom Therrien provide a sequence of operation diagram for the chemical injection room. Ron Sandstrom seconds the motion. Discussion is held on the level of schematic needed. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to have Ian Hayes provide a single line drawing of the Oak Station for the as built diagram. Ron Sandstrom seconds the motion and the motion passed 3-0. The pressure sensor at Oak Station is not reading correctly. An air release valve is recommended. Installation is estimated to be 2 hours. Mike Smith makes a motion to purchase and install an air release valve not to exceed $1,000. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith will work with Ian Hayes on identifying potential storage locations for water pipes. The District has entered the 30 day public comment period required for acceptance of the State Revolving Loan Fund. The data loggers for obtaining the current system pressures for comparison to the study done in 2012 are installed. They will be removed Monday and the information will be downloaded. Ian Hayes discusses placement of the transducers in the wells at Muddy Beach prior to beginning the Jungfrau pump replacement project. A draw down test for Muddy Beach Well #1 is discussed and should also be completed prior to taking Jungfrau offline for the pump replacement. The anticipated down time for the Jungfrau station during the pump replacement project is discussed. The station could be off line for three weeks to a month. Mike Smith makes a motion to have each vendor submit a time schedule with the estimate for the Jungfrau pump replacement project. Ron Sandstrom seconds the motion. Discussion on Muddy Beach testing ensues. Motion is called to a vote and the motion passed 3-0. Preparation for known potential issues with Muddy Beach is discussed. Ian Hayes will price a shaft coupling to have on hand in case needed. Recognition of communication outages that can occur at Muddy Beach and a plan for manual operation should it be needed is discussed. Risk reduction for the Jungfrau pump replacement project is discussed. Acquiring of all parts prior to onset of the project is outlined. Mike Smith makes a motion to purchase a shaft coupling for Muddy Beach. Ron Sandstrom seconds the motion. Discussion ensues of receipt of a full list of all parts needed for the Jungfrau project including any parts needed to be available for Muddy Beach is held. A list will be produced for next week. Mike Smith withdraws the motion. The placement of the transducers in the wells at Muddy Beach is discussed. Ian Hayes recommends a draw down test for Muddy Beach Well #1. The process is outlined. The testing would take up to one week in which Muddy Beach Well #1 would be used exclusively for the system. This test will indicate the stability of Well #1 and give a sustainable usage rate from this well. Ian Hayes states that 4 hours of his time would cover the testing. Mike Smith makes a motion to allow up to 4 hours for a draw down test on Muddy Beach Well #1. Ron Sandstrom seconds the motion. Discussion ensues on performing this test after Labor Day. Motion is called to a vote and the motion passed 3-0. Ron Sandstrom questions if the Jungfrau project will effect system distribution and it will not. Ian Hayes outlines that the pressure test was completed at 86 Oak Ridge Road in accordance with the agreement. The curb stop was not connected to the distribution line. This has been corrected. Ian Hayes discusses a need for replacement of stock parts, including corporations, valves, and saddles for water hook ups. A purchase order request will be put submitted. Mike Smith makes a motion to approve up to $1,500 for inventory. Ron Sandstrom seconds the motion. Discussion ensues on receipt of a list for next week with pricing. Mike Smith withdraws the motion. Ian Hayes outlines the need to allot time and funds for repair of valves being identified as bent or damaged. Work orders will be produced for each valve location. The status of the ongoing valve location projects is discussed. Ian Hayes requests inclusion on project plans. Mike Smith makes a motion to reconvene this session at Jungfrau pump station at 12:00 pm with Ian Hayes and Tom Therrien. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 12:40 pm the meeting is reconvened at Jungfrau Pump Station. Mike Smith, Larry Leonard, Nancy Cole, Ian Hayes, Tom Therrien and Chad Poulin are present.

The project for replacing the 10 HP pump with the new 20 HP pump is discussed. Power needs for the building and the VFD panel are outlined and discussed. The station will need to be updated. Adding a fan for ventilation within the building is discussed. Time lines, cost estimates and scheduling of the work is discussed. All vendors will submit time and cost estimates to the office for review next Friday.

4. Administration

A safety meeting will be scheduled.

The status of the Asset Management projects has been discussed.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,366.35. 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.

A proposal for removal of the shed in the DPW yard has been received from Garside Construction. Mike Smith makes a motion to accept the proposal for removal of the shed in the DPW yard at a cost of $750. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against paying a contractor for this work.

Mike Smith makes a motion to place the establishment of a roof over the sander rack in the back of the DPW building on the 2016 Warrant in the amount of $7,650.00. Ron Sandstrom seconds the motion and the motion passed 3-0.

The DPW II heat detector and warning light have been installed.

The monthly water usage report has been distributed.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 20 checks for $17,601.30. 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

The minutes of Aug 7 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of the non-public session of Aug 7 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 discusses addition of an export button for addition of photographs to the information linked to each property within the new database. Echo Group is being contacted for pricing on hosting the database. Ability to update the database going forward is discussed.

Mike Smith makes a motion to have a work order created for the establishment of a ditch line on Little Shore with the work to be done in September. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have the VDOE test the water from the culverts on Middle Shore near Geneva Place. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on the history of a septic failure at #7 Middle Shore.
Mike Smith makes a motion to remove Larry Leonard from the Asset Management Committee as requested by the Committee. Ron Sandstrom seconds the motion. Discussion is held on the lack of participation recently by Larry Leonard with the Committee. Motion is called to a vote and the motion passed 2-0-1 with Larry Leonard abstaining. Mike Smith makes a motion to name Ron Sandstrom and Mike Smith as alternates for the Asset Management Committee. Ron Sandstrom seconds the motion. Discussion is held on Larry Leonard’s option of becoming active with the Committee going forward. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard voting against the motion. Ron Sandstrom makes a motion that any Commissioner can meet with the Asset Management Committee. Larry Leonard seconds the motion and the motion passed 2-1 with Mike Smith voting against.
Mike Smith makes a motion to post the Asset Management Committee meetings for attendance by the Board of Commissioners. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to purchase 3 tablets for use by the Commissioners. Ron Sandstrom seconds the motion. Discussion ensues on protection of personal computer equipment and separation of VDOE data. Estimated cost is $650 per unit. Motion is called to a vote and the motion passed 2-1 with Larry Leonard voting against stating that this is not an issue.
Mike Smith makes a motion to have the office delete all emails that are not safety related. Ron Sandstrom seconds the motion. Discussion ensues on not distributing all emails received to the Board of Commissioners, direction of emails to proper personnel, i.e. highway, water. Encouragement from the Board to all residents for input on all VDOE matters is discussed. Motion is called to a vote and the motion failed 1-2 with Larry Leonard and Ron Sandstrom voting against deletion of emails received.
Mike Smith makes a motion to have Mike Smith work with Nancy Cole on preparation of the materials for the public meeting on Oak Ridge Road reconstruction. Ron Sandstrom seconds the motion and the motion passed 3-0.
8. Signature Items

A purchase order for sand is presented. Mike Smith makes a motion to approve the purchase order for sand in the amount of $6,500. Ron Sandstrom seconds the motion and the motion passed 3-0.

A purchase order for a 10 foot ladder is presented. Mike Smith makes a motion to approve the purchase order for a 10 foot ladder in the amount of $245.90. Ron Sandstrom seconds the motion and the motion passed 3-0.

A purchase order for a cutting edge for the backhoe is presented. Mike Smith makes a motion to approve the purchase order for a cutting edge for the backhoe in the amount of $460. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Operation for 59 Oak Ridge Road is presented. Mike Smith makes a motion to approve the Driveway Permit for Operation. Ron Sandstrom seconds the motion and the motion passed 3-0.

Driveway Permits for Construction applications and inspection reports for 67 Eidelweiss Drive, 24 Jungfrau and 26 Diessbach are presented. Mike Smith makes a motion to hold the Driveway Permits for Construction for Board of Commissioners review. Ron Sandstrom seconds the motion and the motion passed 3-0.

The NH Department of Revenue Form MS 535 is reviewed. This form is an accounting of 2014 and has been reviewed by Auditor Tamar Roberts. Mike Smith makes a motion to sign the MS 535. Ron Sandstrom seconds the motion and the motion passed 3-0.

Correspondence

An email received from resident Kevin Dorney regarding the lot on Bern Drive that is used for storage is discussed. Mike Smith makes a motion to have the office outline the use of this lot by the DPW during projects and the intent to clean up the lot when done. Ron Sandstrom seconds the motion and the motion passed 3-0.

The NH Department of Health and Human Services has sent the weekly arboviral bulletin. No cases of Eastern Equine Encephalitis or West Nile Virus have been confirmed in NH this year.

The NH Department of Revenue has sent a bulletin outlining the tax rate setting impacts of the unapproved/contingent State Budget and Carroll County budget issues.

NH Department of Environmental Services has announced a fall Asset Management Seminar. Information will be distributed to the Asset Management Committee.

Granite State Analytical has sent the monthly bacteria test results for the water system. All results are clean.

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

The third party electric report has been received. VDOE has saved $2,712 in 2015.
Health Trust is seeking a new executive director via a national search effort.

The NH Municipal Association has sent the weekly NewsLink.

10. Scheduled Appearances

Treasurer Dinah Reiss presents and discusses the loan documentation for the International Terra Star. The loan documents have been reviewed by Attorney Dan Crean. Two payments of $11,998.65 will be made annually; February and August. The interest rate on the loan is 3.3%. Mike Smith makes a motion to sign the Bank of NH loan documents in the amount of $109,590 for purchase of a 2015 International Terra Star. Ron Sandstrom seconds the motion and the motion passed 3-0. The monthly cash flow report is reviewed and discussed. The Unassigned Fund balance and establishment of the 2015 estimated tax rate are discussed. Mike Smith makes a motion to assign $30,000 from the Unassigned Fund balance to offset the 2015 taxes. Ron Sandstrom seconds the motion. Discussion on future year’s impact and cash flow by use of the Unassigned Fund balance is held. Motion is called to a vote and the motion passed 3-0.

11. Other Business

The next Board of Commissioners meeting will be Friday August 28.
The schedule following that meeting will be as follows:
Friday September 4.
Monday September 14
Mondays at 8 am weekly.

12. Public Comments

At 12:00 pm Mike Smith makes a motion to take a 5 minute recess. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 12:05 pm Chairman Ron Sandstrom calls the meeting back to order.
At 12:22 pm 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, Larry Leonard yea and the motion passed 3-0.
Motions and votes of Non-Public Session:
Ron Sandstrom makes a motion to post a non-public session for 8 am on Friday, August 28. Mike Smith seconds the motion and the motion passed 3-0.
At 12:30 pm Mike Smith makes a motion to exit Non-Public session and recess the meeting for reconvening at the Jungfrau Pump Station. Ron Sandstrom seconds the motion. Motion called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.
Meeting reconvenes at 12:40 at Jungfrau Pump Station.
At 1:35 Mike Smith makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,
Nancy E. Cole, Administrator