[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/11/CM101915.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
October 19, 2015

The Board of Commissioners met at 9:00 am on Monday, October 19, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived (9:03 am). Also present were Kelly Robitaille (hwy), resident Bob Ingram (EPOA), Ian Hayes (Water Operator) and Tom Therrien (SCADA programmer). 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. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that he is formulating a work plan to execute the Work Order for the ditching on Little Shore Drive. Ditching both sides of the road is discussed. Work will be done as approved on the Warrant and listed on the work order. The new International Terra Star should be ready for pick up next week at HP Fairfield. The crew is preparing sanders for winter operations. Culverts are being cleaned. Mike Smith makes a motion to have plows and sanders on the trucks by October 31. Ron Sandstrom seconds the motion and the motion passed 3-0. Sand and salt supplies are reported to be good at this time. Kelly Robitaille discusses attendance at a winter maintenance class last week by the DPW. A pavement preservation class was attended the week prior. Good information was received at both classes. The work order for removal of the rafts will be done this week. The sandwich board at the mailboxes is discussed. The No Fireworks sign will be moved to the bulletin board for winter. Ron Sandstrom makes a motion to remove the sandwich board for winter plow operations. Mike Smith seconds the motion and the motion passed 3-0.

3. Water System Planning

Open work orders are discussed. The flow meter at Oak Station is still not functioning as expected. Tom Therrien will contact the factory rep for review. Ron Sandstrom makes a motion to forward the work order list to Ian Hayes. Mike Smith seconds the motion and the motion passed 3-0. The Muddy Beach draw down test has been completed. The range is from 165 feet to 150 feet. Jungfrau has been put back into operation following a low tank at Reinach. The low tank alarm, showing that over 20,000 gallons was used during an overnight time period is discussed. Ian Hayes adds that no cause of this water usage has been determined and the usage has not continued nor been repeated. The ability of Muddy Beach to sustain the system during the pump change at Jungfrau is discussed. The transducers for the Muddy Beach wells are discussed. Muddy Beach well #1 needs 250 feet of cable and well #2 needs 110 feet. Mike Smith makes a motion to have Tom Therrien provide a final cost for purchase and installation of the transducers. Ron Sandstrom seconds the motion and the motion passed 3-0. Increasing the panel at Muddy Beach station is discussed. Tom Therrien estimates $500 for the correct size panel. Installation of the panel could be done within the service contract with Electrical Installation. An additional $300 in parts and connectors should be anticipated for a panel replacement. Mike Smith makes a motion to approve up to $800 for changing of the panel at Muddy Beach station with funds to come from the Water Extension Fund. Ron Sandstrom seconds the motion and the motion passed 3-0. The changing of the electric at Jungfrau station is discussed. Tom Therrien states that changing the electric at this time would be beneficial to the completion of the project next spring. Mike Smith makes a motion to change the electric and panel at Jungfrau station now with the pump and piping to be replaced in the spring. Ron Sandstrom seconds the motion and the motion passed 3-0. Tom Therrien will work with Chad Poulin of Androscoggin Electric for scheduling the electric change over. Replacing radios within the entire SCADA system is discussed. Tom Therrien states that each radio is $1,150 with an additional $160 for proper power supply protective equipment. Total cost is estimated at $9,500. Mike Smith makes a motion to approve up to $9,500 for radios. Ron Sandstrom seconds the motion. Addition of a spare radio to have on hand should a failure occur is discussed. Motion is called to a vote and the motion passed 3-0. Tom Therrien will check on the Oak station flow meter today. The programming in the chemical injection room will also be completed today. Off peak metering is discussed. The ability to establish a model for off peak metering through the SCADA programming is outlined. Mike Smith makes a motion to have Tom Therrien update the programming for Muddy Beach, DPW and Jungfrau stations for off peak metering by November 15. Ron Sandstrom seconds the motion and the motion passed 3-0. Isolation valves are discussed. 7 additional valves have been identified between Big Loop and Muddy Beach. The valve boxes should be extended on all of these valves. Discussion on the need to work on the valve outside Muddy Beach and the three valve cluster at Thusis ensues. The work order for repair of 7 valves and other work that will need to be done within the remainder of the season is discussed. Mike Smith makes a motion to approve up to 2.5 days for additional valve repairs. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes will prioritize the order of repair for the valves. A report on water usage and the outage at the Summit zone in April is discussed. Ian Hayes will review trends more often within the system. Ron Sandstrom makes a motion to change the password for log-me-in access to the SCADA. Mike Smith seconds the motion and the motion passed 3-0.

4. Administration

Chief Eldridge of the Madison Fire Department canceled the safety walk through. This will be rescheduled.

The new railing in the chemical injection room is discussed. Mike Smith makes a motion to approve $160 for addition of a chain across the remaining section of the pit. Ron Sandstrom seconds the motion and the motion passed 3-0.

The updated motion tracking log has been distributed.

The monthly Treasurer’s report for cash flow is reviewed.

The Asset Management meeting Saturday, October 24 will include a presentation by Avitar Associates for mapping of VDOE assets.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of 4,095.87. 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.

The list of customers with overdue water bills is presented. There are 6 customers to be sent certified notice for shut off from the system for non-payment. Mike Smith makes a motion to send the notice of shut off by certified mail today, post the houses November 1 and shut off any unpaid customers November 15. Ron Sandstrom seconds the motion and the motion passed 3-0.

The monthly water usage has been distributed.

Isolation valve descriptive information has been compiled and distributed.

A request for alteration of a driveway permit for construction for 17 Middle Shore has been received. Paul Fluet will be asked to review this information Wednesday.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 23 checks for $9,592.51. 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 09/28 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of 10/05 are reviewed. 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

Mike Smith discusses carpooling for travel to the upcoming Asset Management conference

8. Signature Items

Work order 1090 for DPW seasonal work is presented. Ron Sandstrom makes a motion to approve work order 1090. Mike Smith seconds the motion and the motion passed 3-0.

Work order 1091 for DPW completion of a road by road culvert inventory is presented. Ron Sandstrom makes a motion to approve work order 1091. Mike Smith seconds the motion and the motion passed 3-0.

Work order 1092 for DPW placement of pea stone in the runoff down from the flagpole is presented. Ron Sandstrom makes a motion to approve work order 1092. Mike Smith seconds the motion and the motion passed 3-0.

Work order 1093 for excavation of 7 isolation valves is presented. Mike Smith makes a motion to approve work order 1093. Larry Leonard seconds the motion and the motion passed 3-0.

Work order 1094 for Ian Hayes to provide an estimate for work needed at the Reinach station is presented. Ron Sandstrom makes a motion to approve work order 1094. Mike Smith seconds the motion and the motion passed 3-0.

A water hook up outcome form is presented for 17 Middle Shore. The psi at this location is over 100 and no degradation of service to others will occur. Ian Hayes has recommended that the service line be sleeved for this location. Wording for requirement of the sleeve is added. Ron Sandstrom makes a motion to approve the water system hook up. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to install this hook up this fall if time allows, spring 2016 if needed. Ron Sandstrom seconds the motion and the motion passed 3-0.

A written estimate for the Timbren Suspension addition to the new Terra Star has been received from HP Fairfield. Mike Smith makes a motion to accept the estimate and sign the form. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly water test results. All results are compliant.

Resident Bill Gray has sent a question relating to the Google map on the website and the inaccuracies noted within this map.

Resident Jim Guthrie of 46 Aspen has sent a thank you and nice job for the repair in front of his house.

A water report outlining the April outage at the Summit zone has been received and discussed with water operator Ian Hayes.

The Coleman Tower site monthly rental check has been received.

Property Liability Trust has sent an update on their attempt to gain approval to continue to write new insurance business.

The Department of Health and Human Services has sent the arboviral bulletin.

NH Municipal Association has sent the monthly News Link.

10. Scheduled Appearances

Ron Sandstrom makes a motion to hear scheduled appearances following the Highway Report. Mike Smith seconds the motion and the motion passed 3-0.

Bob Ingram of the Eidelweiss Property Owners Association (EPOA) has attended the meeting to discuss the proposed tree removal for clearing of the view from the Lodge. The EPOA would like to hold on funding this project for approval of their members at their Annual meeting. The work to be done is discussed. Mike Smith discusses including the full amount of the proposed work on the 2016 Warrant. Costs incurred by the EPOA for beach testing are discussed. These costs could also be placed on the 2016 Warrant. Mike Smith makes a motion to include $5,000 on the 2016 Warrant for tree removal and beach testing. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business
12. Public Comments

At 11:35 am 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, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to pursue the exchange of lots if agreed to. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have Paul Fluet review the lot for survey and design of retention pond. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to contact the EPOA and request contact to their members to send notice to NH DES with a copy to the Governor’s office if upset with the disturbance of the wetlands on Diessbach Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 12:05 pm 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