[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/10/CM092815.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
September 28, 2015

The Board of Commissioners met at 9:00 am on Monday, September 28, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (hwy), Ian Hayes (water operator) and resident Gloria Aspinall. 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 reports that MB Tractor will allow the two free weeks of rental next summer. If machine is rented for a period of two months, an additional 15% discount will be applied. The International has been looked at by Albany Service Center for inspection. The brakes need repair and the regen system for the exhaust needs service. Cost estimate is $633.70. Mike Smith makes a motion to approve $633.70 for International repairs. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that Old Town Road was worked on last week. The culvert has been replaced. The shoulders of the road are in bad shape. Ledge pack can be used to stabilize for winter. Mike Smith makes a motion to place ledge pack on the shoulders of Old Town Road now and obtain a price to asphalt the road for next year. Ron Sandstrom seconds the motion. Discussion on including the project on the 2016 Warrant is held. Discussion on where this road falls on a road plan is held. Motion passed 3-0. Kelly Robitaille will turn in the list of culverts that he has developed. Gravel is discussed. Mike Smith makes a motion to approve $300 for purchase of gravel. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith discusses isolation valves that need repair. Additional valves have been identified on Eidelweiss Drive. There is a note in the Isolation valve book that states valves are located every 500 feet. Discussion is held on digging to expose these valves. The backhoe would be used. The risk of excavating these valves is discussed. Digging the valves at Thusis is discussed. Mike Smith recommends digging all valves from Muddy Beach to Big Loop Rd. Discussion is held on creation of a work order. Ian Hayes adds that proper capping of the old hydrant lines should be done concurrent with digging the valves. Mike Smith makes a motion to excavate the isolation valves between Muddy Beach and Big Loop Road. Ron Sandstrom seconds the motion. Motion failed 1-2 with Larry Leonard and Ron Sandstrom against excavating these valves at this time. Ron Sandstrom makes a motion to excavate the isolation valves at Thusis and outside Muddy Beach station. Mike Smith seconds the motion. Discussion ensues. Motion passed 2-1 with Larry Leonard voting against excavating the valves at this time. Ron Sandstrom makes a motion to approve isolation valve repairs up to 2 days. Mike Smith seconds the motion and the motion passed 3-0.
3. Water System Planning

Discussion is held on the chemical injection room. The work order remains open. A railing for the open pit has been quoted at $525. Ian Hayes discusses the need for foot access to the tanks and pumps. Mike Smith makes a motion to approve the railing at $525. Ron Sandstrom seconds the motion and the motion passed 3-0. Open work orders are discussed. Oak station air release valve, valve repairs and the caustic fill port repair remain open. The Muddy Beach Well #1 draw down test is continuing. The test will continue this week. The well was initially at 61 inches. First day level was 60 feet from initial 5 feet. The level today was 160 feet. The level of the well is still dropping. The test will continue until the level stops dropping daily to determine a recovery level. Pump depth will not be determined by this testing. The Jungfrau pump replacement project is discussed. Holding approval until next week following completion of the draw down test is discussed. Project time line and other work that will require time during the same time frame is discussed. Releasing of funds for ordering of all parts for the project with work to commence in spring is discussed. Ron Sandstrom makes a motion to approve ordering of all materials for the Jungfrau pump replacement project. Mike Smith seconds the motion. Discussion is held on cash flow. Motion passed 2-1 with Larry Leonard against stocking of parts now. The technical specifications for the water tank lining project are discussed. Ian Hayes will be sent a copy for review. Stock materials needed for the water system are discussed by Ian Hayes. An updated list will be submitted. Reinach is discussed. The booster pump is in need of replacement and the sump pump pit needs work. Cost is estimated at $1,000 for parts and two days of time. Mike Smith makes a motion for Ian Hayes to submit price for the booster pump and tank with an estimate of work time including labor on the sump pump pit. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes discusses use of an excavator while digging near water mains. The last bill included hours for excavation. Ian Hayes will continue to make the determination if the backhoe or contracted excavation is needed for work.

4. Administration

A safety review of property is scheduled for Oct 1. Chief Eldridge of Madison Fire will be contacted for confirmation.

The Public Hearing held Saturday for input on reconstruction plans for Oak Ridge Road is discussed. Mike Smith makes a motion to have Paul Fluet provide an estimate for creation of specifications for the reconstruction of Oak Ridge Road with open drainage ditches. Ron Sandstrom seconds the motion and the motion passed 3-0.

Asset management data collection is discussed. Mike Smith makes a motion to establish interviews for the two applicants. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have Paul Fluet plot the isolation valves at a cost of $500. Ron Sandstrom seconds the motion. Discussion ensues. Motion is called to a vote and the motion passed 2-1 with Larry Leonard voting against having Paul Fluet plot these valves separately.

The payroll report is presented. Mike Smith makes a motion to approve payroll at $4,694.00. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion passed 3-0.

A water hook up application has been received from property owners of 17 Middle Shore Drive. Water operator Ian Hayes is recommending a sleeve for the service line. Mike Smith makes a motion to send the information to Rick Skarinka of NH Department of Environmental Services for approval. Ron Sandstrom seconds the motion and the motion passed 2-0.

The tracing of the water line at 3 Waldsbut for attempting to locate the curb stop valve is discussed. Mike Smith makes a motion to allocate time for tracing of the line by Ian Hayes. Ron Sandstrom seconds the motion and the motion passed 2-0.

The setting of the 2016 Annual Meeting is discussed. The last Saturday in February is February 27. The time for the meeting is discussed. Mike Smith makes a motion to set the 2016 Annual Meeting for February 27, 2016 with voting to begin at 5 pm and the deliberative session to begin at 7 pm. Ron Sandstrom seconds the motion. Discussion ensues. Motion passed 2-0.

5. Accounts Payable
6. Minutes

The minutes of 09/21 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

Ron Sandstrom is obtaining prices for the culvert tags needed for the asset management culvert location project. A long term plan for roads is being worked on.

Larry Leonard will meet with Kelly Robitaille this week for information on road work completed. Larry Leonard discusses the ability to work with the data going forward and difficulty working with the format of the information. Identification of the road segments is discussed.

Mike Smith discusses off peak metering for the pump houses. The report on the electricity usage will be updated and distributed for review. Larry Leonard will send the Excel file to the office.

Larry Leonard leaves the meeting at 11:30 am.

8. Signature Items
9. Correspondence

An inquiry of status of the repair of the apron at 46 Aspen has been received. Kelly Robitaille will be asked for a target date for completion.

NH Department of Environmental Services has requested a time frame for which the information related to the lot on Diessbach is wanted. Mike Smith makes a motion to request 10 years of information. Ron Sandstrom seconds the motion. Discussion ensues. Ron Sandstrom moves to amend the motion to 5 years. Mike Smith seconds the motion to amend and the motion passed 2-0.

10. Scheduled Appearances

Gloria Aspinall discusses the catch basin across from her property on Eidelweiss Drive. The drainage is not working properly in the area. Gloria Aspinall request that the drainage ditch be extended to move the water to the next culvert down the road. Kelly Robitaille will review the area with Ms. Aspinall. Discussion on having Engineer Paul Fluet review the area on his next visit to the District is held. Mike Smith makes a motion to have Paul Fluet review on his next visit. Ron Sandstrom seconds the motion and the motion passed 3-0. Placing of a water storage building near the well head is discussed. Gloria Aspinall is informed that NH DES has been contacted for approval prior to obtaining a quote.

11. Other Business
12. Public Comments

At 12:05 pm Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) property. 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 request access to the outside spigot at 12 Klausen. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 12:30 pm Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator