[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/10/CM100515.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
October 5, 2015

The Board of Commissioners met at 9:00 am on Monday, October 5, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (hwy), and Dorothy Wondolowski (resident). The meeting was taped for Madison TV by Tim Hughes.

At 9:03 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 the roads held up well during last week’s rain. The overflow culverts on Grison and Burgdorf were flowing. Concern for the Burgdorf culverts is discussed. The bottom culvert blocks with debris during all storm events. Larry Leonard and Kelly Robitaille met last week to update the completed road work information. A road segment report has been created for referencing the identity of the segments. Capturing of data will continue. Level of data to be captured is discussed. Kelly Robitaille reports that he met with Bruce Davis of All States Asphalt last week. Report of estimated costs for paved roads developed by Bruce Davis is reviewed. Sand sealing is recommended for many of the roads to help preserve them. Additional information for roads listed as not sealable will be pursued. These roads may need to be fully reclaimed. Two upcoming classes through UNH T2 program have been identified for the crew to attend. Ron Sandstrom makes a motion to send Kelly Robitaille and Bob Goddard to Pavement Preservation on October 7. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send Kelly Robitaille and Bob Goddard to Winter Maintenance on October 15. Ron Sandstrom seconds the motion and the motion passed 3-0. Middle Shore at Geneva Place is discussed. Mike Smith makes a motion to have GMI quote this project for the 2016 Warrant. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against stating that the difference between NH State standards and the Engineers design should be understood. Mike Smith makes a motion to have the DPW pull the speed bumps after Columbus Day. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the DPW pull the rafts from the ponds after Columbus Day. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the DPW remove the rope fence at the flag pole. Ron Sandstrom seconds the motion and the motion passed 3-0. The outhouses at the beaches are discussed. Prior vote to lock the outhouses for the winter months is reviewed. Mike Smith makes a motion to lock the outhouses at Thusis Beach only. Ron Sandstrom seconds the motion. Discussion on leaving one outhouse available at each beach for winter use is discussed. Mike Smith moves to amend the motion to lock the outhouses at Thusis and one outhouse at Boulder Beach, Eidelweiss Beach and Geneva Beach for winter. Ron Sandstrom seconds the amendment. Motion passed, as amended, 3-0. Kelly Robitaille adds that culvert cleaning is being done. Old Town Road and Little Shore will be worked on the end of this week. The overage of materials delivered by Ambrose is discussed. Ambrose is requesting $1,926.41 for the overage. Mike Smith makes a motion to approve $1,926.41 for Ambrose. Ron Sandstrom seconds the motion and the motion passed 3-0. The Asset Management initiative for marking of culverts is discussed. A complete list with inlet and outlet GPS coordinates is to be developed. Ron Sandstrom makes a motion to have Kelly Robitaille and Bob Goddard collect the road culvert information. Mike Smith seconds the motion. Discussion ensues. Motion passed 3-0. The year to date budget status of the highway department is reviewed and discussed.
Water flow and drainage at the intersection of Saint Moritz and Basil is discussed.

3. Water System Planning

The draw down information on Muddy Beach Well #1 will be followed up on with Ian Hayes. Discussion on isolation valve locating is held. Ron Sandstrom makes a motion to have Ian Hayes identify the seven isolation valves on Eidelweiss Drive. Mike Smith seconds the motion. Discussion on timing and risk is held. Discussion on priority of work is held. Motion passed 2-1 with Larry Leonard against proceeding on this at this time. Mike Smith makes a motion to proceed with the electrical change over and panel at Jungfrau station now. Ron Sandstrom seconds the motion. Discussion is held on completing this portion for the project now so that it is ready when the pump is installed. Mike Smith tables the motion for additional discussion with Ian Hayes and Tom Therrien on October 19. A meeting will be set for the conference call with Paul Fluet regarding the hydraulic model update and bid specifications for the tank lining project.

4. Administration

Safety walk through of all buildings is scheduled for Friday at 12:30 pm.

A quote for replacing the door to the DPW garage has been received from Garside Construction. Mike Smith makes a motion to approve the quote for the new door at $645. Ron Sandstrom seconds the motion and the motion passed 3-0.

A quote for placement of a concrete slab under the diesel fill port at DPW II has been received. Mike Smith makes a motion to approve the quote for the concrete slab at $1,275. Ron Sandstrom seconds the motion and the motion passed 3-0.

A time off request is reviewed. Mike Smith makes a motion to approve Kelly Robitaille’s requested days off. Ron Sandstrom seconds the motion and the motion passed 3-0.

The motion log will be updated and distributed.

The initial data collection for the curb stop valves has been completed.
5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 17 checks for $8,877.18. 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 for the public hearing of 9/26 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom reports that the updates to the asset database have been completed.

Mike Smith makes a motion to purchase 6 radios for $7,200 from Electrical Installation. Ron Sandstrom seconds the motion. Discussion on initial quote and cost for installation is held. Mike Smith moves to amend the motion to obtain a quote for 6 radios including installation from EII. Ron Sandstrom seconds. Motion passed 3-0.

Mike Smith makes a motion to obtain a quote for the water storage shed now regardless of whether it is placed near the well or someplace else. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Ron Sandstrom makes a motion to approve the requested waiver of certified plot plan for the property owner at 1322 Conway Road. Larry Leonard seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to sign the letter to the proper owner on Interlaken Circle with the rope line in Big Pea Porridge Pond. Mike Smith seconds the motion and the motion passed 3-0.

9. Correspondence

Ron Sandstrom makes a motion to approve the quote for cleaning of the furnace with a quote for the power vent repairs needed. Mike Smith seconds the motion. Ron Sandstrom withdraws the motion for clarity. Mike Smith makes a motion to approve the cleaning of the furnace at $130. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain a quote for repairs to the power vent. Ron Sandstrom seconds the motion and the motion passed 3-0.

NH Department of Environmental Services (DES) has sent the 2015 water rate survey.

NH DES has sent the approved statement of no significant impact for the tank lining project.

Chief Eldridge of Madison Fire & Rescue has requested Friday Oct 9 at 12:30 for the safety walk through of all buildings.

NH Municipal Association has sent the monthly NewsLink.

10. Scheduled Appearances

Dorothy Wondolowski discusses water runoff at the garden across from the dam at Boulder Beach. The water appears to be coming from Little Shore. Discussion on the drainage improvement for Little Shore is held. Filling in the runoff for winter is discussed. Mike Smith makes a motion to place and spread one ton of pea stone at the runoff after completion of the fence removal. Ron Sandstrom seconds the motion and the motion passed 3-0.

Dorothy Wondolowski states that good information was discussed at the Oak Ridge Road meeting on Sept 26.

11. Other Business
12. Public Comments

At 11:05 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (d) property. Mike Smith seconds the motion. Motion is voted via roll call vote; Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

At 11:15 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator