[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/10/CM092115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
September 21, 2015

The Board of Commissioners met at 9:00 am on Monday, September 21, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (hwy), and Treasurer Dinah Reiss. 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

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

Kelly Robitaille outlines that MB Tractor has offered a 2 week extension to the roller rental beginning once the scraper plate is added; which is anticipated this week. Discussion is held on using the 2 weeks at a later time. Mike Smith makes a motion to request the two week addition for next year with the VDOE to pay transportation charges. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that the crew went to HP Fairfield to see the truck and discuss the cab control locations. The right front suspension should be supported to take the extra weight of the wing plow. A Timbren kit is recommended and has been quoted at $460. Mike Smith makes a motion to purchase the Timbren suspension kit up to $500. Ron Sandstrom seconds the motion. Discussion is held. Motion passed 3-0. Mike Smith makes a motion to amend the approval amount to $460. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille states that a metal replacement culvert for Old Town Road will cost $300. Mike Smith makes a motion to proceed with the metal culvert at a cost of $300. Ron Sandstrom seconds the motion and the motion passed 3-0. Cold patch and the filling of potholes on asphalt are discussed. The need to use asphalt to fill some of the holes is outlined by Kelly Robitaille. Entering of road data updates into the database is discussed. Kelly Robitaille is working on this with Larry Leonard. Secondary containment for the waste oil drum in the garage has been priced at $220 plus shipping. Mike Smith makes a motion to approve up to $250 for the secondary containment. Ron Sandstrom seconds the motion and the motion passed 3-0. The need for a 12x12 concrete pad under the diesel fuel dispenser is discussed. Mike Smith makes a motion to have Norm Garside provide a quote for the concrete pad. Ron Sandstrom seconds the motion and the motion passed 3-0. The gravel line item of the budget is discussed. Kelly Robitaille outlines the need to have gravel available for potholes and washouts. 32 Bristenstock is discussed. Homeowner has requested intervention as road water is washing out his driveway. Referring formal requests to the office is discussed. Culvert information is discussed. The culvert book shows locations for 50 culverts. This is a beginning point for culvert information being included within the asset database. Kelly Robitaille states that he has begun a list of culverts as they have been worked on. The list will be brought to the office for distribution to the Commissioners. Damaged culverts on Bern Drive are discussed. Formulation of a work plan for cleaning culverts is discussed. Mike Smith discusses repairs needed on water valves within the District. The DPW may need to dig some of these for the water operator. The locations of the valves will be reviewed with Ian Hayes and Kelly Robitaille. Kelly Robitaille submits a time off request. Mike Smith makes a motion to approve Kelly Robitaille time off request. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water System Planning

Ian Hayes will be in attendance at next week’s meeting. The work order list will be redistributed for status review. The Jungfrau pump replacement project is discussed. Funding for this project is discussed. Mike Smith makes a motion to have the project vendors submit the longest lead time items for review. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on requesting information from Chad Poulin of Androscoggin Electric on the power supply change by Eversource is held. This information will be requested. Holding of a kick off meeting is discussed. Larry Leonard discusses production and approval of work orders for each vendor once project is approved. The specification for the tank lining project is discussed. Paul Fluet has finished the technical specifications. Mike Smith makes a motion to have Paul Fluet begin the bid process for the tank lining project. Ron Sandstrom seconds the motion. Discussion ensues. Mike Smith withdraws the motion. Mike Smith makes a motion to meet with Paul Fluet by phone on October 5. Larry Leonard seconds the motion and the motion passed 3-0.

4. Administration

The Fire Department Safety walk through has been requested for October 1.

The new motion log is discussed. Larry Leonard will send an electronic copy for distribution.

The review of all policies for the VDOE will be discussed. All policies on record will be distributed.

Tracking units for the VDOE trucks are discussed. Garland Transportation is using a system that is working well in this area and is being priced.

The fuel log reconciliation has been completed for all of calendar year 2014. The difference between logged fuel and purchases falls within anticipated variance based on fuel remaining within equipment and the tank. The 2015 log through September 1 shows more fuel logged than purchases by 1,204 gallons.

The Oak Ridge Road presentation for September 26 is reviewed and discussed. Dinah Reiss will obtain the estimated annual payments based on 5 and 10 year options. The proposed update to the Beach Ordinance is discussed. A recommendation for the proposed amendment from the Board to review at the meeting for purpose of creating a presentation is requested. No update to the Ordinance will be presented. A discussion may be initiated with residents on enforcement of the Ordinance as relates to watercraft outside a canoe rack.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,924.92. Ron Sandstrom seconds the motion. Report and time cards are reviewed. Motion passed 3-0.

Two beaches have been identified as having an additional No Dogs on Beach sign. Question is asked if additional signs should be purchased or the two signs removed. Mike Smith makes a motion to purchase three No Dogs on Beach signs. Ron Sandstrom seconds the motion. Discussion is held on purchasing these signs next spring. Mike Smith withdraws the motion.

A time off request for Bob Goddard is presented. Mike Smith makes a motion to approve the time off request. Larry Leonard seconds the motion and the motion passed 3-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 6 checks for $8,143.24. 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 9-4 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 9-11 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 has been working on the isolation valve information within the Asset Database.

Mike Smith makes a motion to have Nancy Cole send a letter with return postcard to the 53 homeowners whose properties curb stop valves have not been located inquiring if the property owner may know where the valve is located. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve up to $2,250 for culvert locating work as follows: $500 tools, $250 tags, $1,500 data collection. Ron Sandstrom seconds the motion and the motion passed 3-0.

Request for reimbursement from the State through the Asset Management grant is discussed. This will be done upon completion of the data collection for curb stop valves expected to occur within a few weeks. An associate from Avitar is being requested to attend an Asset Management meeting to discuss production of maps in October.

Mike Smith makes a motion to place the sign at the bottom of Oak Ridge for the meeting Saturday. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to send a certified letter to the owner of 26 Diessbach for an appearance, by phone if requested, to discuss the driveway paving. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items
A letter to the owner of 13 Interlaken regarding removal of the rope line placed in Big Pea Porridge Pond is presented. Mike Smith makes a motion to sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to the owner of 23 Diessbach regarding removal of the rope line placed in Big Pea Porridge Pond is presented. Mike Smith makes a motion to sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Road Construction Capital Reserve withdrawal form for the Oak Ridge work is presented. Mike Smith makes a motion to sign the form. Larry Leonard seconds the motion and the motion passed 3-0.

A letter to the owner of 1 Altdorf regarding drainage at the property and road is presented. Mike Smith makes a motion to sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to the owner of 4 Little Loop regarding drainage at the property and road is presented. Mike Smith makes a motion to sign the letter. Larry Leonard seconds the motion and the motion passed 3-0.

A letter to the owner of 6 Little Loop regarding drainage at the property and road is presented. Mike Smith makes a motion to sign the letter. Larry Leonard seconds the motion and the motion passed 3-0.

9. Correspondence

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

David Rowe sent an email outlining the need for attention to the outhouses. The DPW was informed and cleaned the outhouses Friday.

The NH Department of Health and Human Services has sent an alert that the first mosquito batch has tested positive for West Nile Virus.

Heath Trust has appointed an interim Executive Director.

NH Municipal Association has sent the monthly News Link.

10. Scheduled Appearances

Treasurer Dinah Reiss discusses the cash flow report through September 1. Paperwork for a TAN loan will be obtained.
11. Other Business
12. Public Comments

At 12:00 pm Ron Sandstrom makes a motion to conclude public business, enter a work session with Ron Sandstrom and Larry Leonard reviewing the asset management database entry and to stop filming at this time. Mike Smith seconds the motion and the motion passed 3-0.

At 12:40 pm Ron Sandstrom and Larry Leonard conclude the review of input to the database and the meeting is adjourned.

Respectfully submitted,

Nancy E. Cole
Administrator