[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/09/CM082815.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
August 28, 2015

The Board of Commissioners met at 9:00 am on Friday, August 28, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (hwy), Jim Ramsey of Liberty International and Treasurer Dinah Reiss. Resident Gloria Aspinall joined the meeting in progress. Tim Hughes of Madison TV was unable to film the meeting due to technical difficulties with the camera.

At 9:05 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 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille outlines that the roller does not have a scraper blade. Due to this, the crew was unable to compact Oak Ridge Road once it began to rain. MB Tractor has stated they will get the scraper blade attached. Road work scheduling and planning is discussed. Ron Sandstrom discusses the need to account for the purchased gravel. Ron Sandstrom makes a motion to have the purchased gravel accounted for by road. Larry Leonard seconds the motion and the motion passed 3-0. The cutting edge for the backhoe is discussed. The edge arrived with an incorrect hole pattern to match the bucket. The bucket itself may be incorrectly lined. This will be looked into by Chadwick Ba-Ross. The new truck was viewed this week. Bob Hackett of HP Fairfield informed the crew the truck may not be fully outfitted for delivery until early November. Discussion on the delay is held. Jim Ramsey will discuss the time line with HP Fairfield. Carbide blades for the plows are discussed. Mike Smith makes a motion to purchase two carbide blades at a cost of $1,700. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on placing of debris from road work is held. Some debris has been placed on private property. This will not be done going forward. Areas will be cleaned up from placed debris. Placement of the no parking signs at Boulder Beach is discussed. Ron Sandstrom makes a motion to place the signs in a manner removable for winter. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to not allow trucks with plows to travel around the side of DPW II. Ron Sandstrom seconds the motion. Discussion is held on holding this for additional discussion next week. Placing of bollards at the corners of the building is discussed. Mike Smith tables the motion for one week. Driveway permits for construction that were submitted for last week are discussed. 24 Jungfrau is approvable with addition of a 15 inch culvert the length of the new opening. 67 Eidelweiss Drive is approvable with replacement of the driveway culvert to a new 15 inch culvert and placement of the channel drain as designed. 26 Diessbach will need to agree in writing for placement of a culvert at the end of this driveway. Permits will be updated.
3. Water System Planning

The estimates have been received from all vendors for the Jungfrau pump replacement project. Total estimated cost is $35,401. Discussion on funding is held. Addition of the flow meter is discussed. The lack of inclusion of a time schedule following approval is discussed. This will be requested.
Larry Leonard leaves the meeting at 10 am.

Mike Smith makes a motion to send an email to each vendor requesting the schedule, the cost of the flow meter with detachable mount, and to request a 10% reduction from each. Ron Sandstrom seconds the motion and the motion passed 2-0.

The obtaining of flow information from Muddy Beach Well #1 is discussed. Ian Hayes will be pursuing this project after Labor Day.

The specification for the tank lining project is being finalized with Fluet Engineering so as to be ready for release upon completion of the 30 day comment period that is currently ongoing.

4. Administration

Little Loop and Altdorf drainage issues reviewed by Paul Fluet on his recent visit are discussed. Mike Smith makes a motion to place the survey and engineering on the 2016 Warrant. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to send letters to the effected property owners regarding this plan. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Policy book has been reviewed. 8 of 31 policies within this book are current. Some of the information within this book is to be moved to the Ordinance book as there are historical versions of the water ordinance, driveway ordinance and beach ordinance within this policy book. Ron Sandstrom requests that the 8 policies be distributed to the Board of Commissioners for review for next week. This will be done.

The weekly Asset Management meeting has been moved to Sunday at 9 am. This will be posted. The Board of Commissioners attendance at Asset Management meetings will also be posted.

Mike Smith states that he will begin working on additional locations for isolation valves with Ian Hayes next week.

Mike Smith and Nancy Cole have begun work on the presentation for the upcoming meeting to outline the repairs for Oak Ridge Road. The Engineer’s estimate for the road construction has been received. The presentation will be finalized and sent to the Board for review and discussion. Mike Smith makes a motion to schedule the public hearing on September 26 at 12 pm at the Lodge. Ron Sandstrom seconds the motion and the motion passed 2-0.

The requested owner and tax value of the lot next to Geneva Beach has been distributed. Mike Smith makes a motion to send a letter to the owner to request discussion on sale or donation of the lot to the VDOE. Ron Sandstrom seconds the motion and the motion passed 2-0.
An upcoming Hazardous Material disposal day has been announced. Ron Sandstrom makes a motion to place the information on the web site and bulletin boards. Mike Smith seconds the motion and the motion passed 2-0.

5. Accounts Payable

Mike Smith makes a motion to approve 13 checks for a total of $117,978.49. 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 8/21 are reviewed. Mike Smith makes a motion to correct flow meter from pressure transducer in the Jungfrau pump discussion and approve the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom states that work is continuing on the database for assets.

Ron Sandstrom discusses ability for Commissioners to isolate VDOE materials from personal items. Google docs for Governments is an application that may be usable by the District to allow access to documents and email in a separate location from personal emails and documents on any persons home computer. This would eliminate the need to buy software for a laptop or tablet. A Chrome Book can be purchased for less than $300. Cost for use of Google docs is $5 per user per month; estimated at $300 per year. Ron Sandstrom makes a motion to allow contact with Google docs for Governments to explore this option up to $400 annually. Mike Smith seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to send an email to Ian Hayes for the cost of the coupler needed to be on hand for Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to submit the Asset Management progress update to NH DES. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to obtain a price for a 20 x 24 shed for storing of water system parts. Ron Sandstrom seconds the motion. Discussion is held on placing of a shed near the well head to allow one location for all water system storage needs, including pipes. The need to obtain permission from NH DES for placement of a building within the well head radius is discussed. This permission will be obtained prior to pricing of the shed. Motion is called to a vote and the motion passed 2-0. If approved by DES, both wooden and metal building prices will be obtained.

Mike Smith discusses pressure data loggers. The VDOE owned two of these and the current location of this equipment is unknown. Discussion is held on purchasing two for the District. This will be discussed at a later time.

Mike Smith makes a motion to go to Eversource for information on optional time of day metering. Ron Sandstrom seconds the motion. This program could save the District money on electricity for every pump station. Motion is called to a vote and the motion passed 2-0.

Mike Smith discusses weeding of the VDOE gardens. Following discussion with Ralph Lutjen, an estimate of $500 per year for a landscaper to weed the gardens would be sufficient. Discussion on placing a request for additional volunteers is held. Ralph Lutjen will be approached with this suggestion and will be informed that the VDOE will budget up to $500 annually through the Parks and Recreation line item for weeding.

8. Signature Items

The Driveway Permit for 24 Jungfrau is discussed. Mike Smith makes a motion to require a 15” culvert the length of the driveway and approve the Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Driveway Permit for 67 Eidelweiss is discussed. Mike Smith makes a motion to require replacement of the driveway culvert with a 15” culvert with installation of the channel drain as submitted and approve the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Driveway Permit for 26 Diessbach is discussed. Mike Smith makes a motion to obtain in writing an agreement to place a 15” culvert at the bottom of this driveway prior to approving the permit and to have the drawings completed. Ron Sandstrom seconds the motion and the motion passed 2-0.

The MS 34 for the NH Department of Revenue has been updated to include the $30,000 offset to taxes by use of the Unassigned Fund balance. Mike Smith makes a motion to sign the MS 34. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to the homeowners at 86 Oak Ridge outlining the outcome of the pressure testing agreement for this property 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 NH DES requesting copies of all correspondence relating to 23 Diessbach Drive 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 Town of Madison Code Enforcement requesting copies of all correspondence relating to 23 Diessbach Drive is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work order 1089 for the approved Warrant Article work for Little Shore is reviewed. Mike Smith makes a motion to approve Work Order 1089. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work order 1090 for the approved Warrant Article work for Bristenstock culvert header placement is reviewed. Mike Smith makes a motion to approve Work Order 1090. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work order 1091 for the approved Warrant Article work for Old Town Road culvert replacement and check dam placement is reviewed. Mike Smith makes a motion to approve Work Order 1091. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The Town of Madison Trustees of the Trust Funds have sent the check for the installation of the new air conditioning and heating unit from the Office Equipment CRF.

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

10. Scheduled Appearances

Jim Ramsey of Liberty International has attended the meeting to transfer paperwork and receive the check for the new truck. Jim will work with HP Fairfield to meet the requested delivery of the new truck by mid-October. Jim Ramsey outlines the ability to add back up cameras to the truck. The State of NH has now outfitted all trucks with backup cameras as has the Town of Bow. Pricing will be sent. The Warranty for the new truck is discussed. The District has 6 months in which to enroll in extended warranty plans as outlined. The total cost for the extended warranty is $7,020.

Ron Sandstrom makes a motion to sign the Liberty International warranty paperwork. Mike Smith moves to amend to pursue the extended warranty now with remaining warrant article or budget funds with a final payment by February 1. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0.

11. Other Business
12. Public Comments

Gloria Aspinall discusses the cleaning of the catch basin placed across from her property. The catch basin was cleaned, but the materials were deposited onto her property and have now blocked the other culverts. Mike Smith makes a motion to have the DPW crew clean the catch basin and culverts, remove all debris, and correct the angle of the check dams along Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 8:00 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, Larry Leonard yea and the motion passed 3-0.

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 3-0.

At 9:00 am Mike Smith makes a motion to exit Non-Public session. Ron Sandstrom seconds the motion. Motion called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.
At 11:20 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) legal 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 settle the case on 15 Jungfrau as recommended by the Attorney and Property-Liability Trust. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 11:30 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator