[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/11/CM110215.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
November 2, 2015

The Board of Commissioners met at 9:00 am on Monday, November 2, 2015. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also present were Kelly Robitaille (hwy), Bob Goddard (hwy), resident Gloria Aspinall 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

Larry Leonard 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

The road grader would not shift gears when an attempt was made to grade and ditch Little Shore. The issue was reported to Chadwick BaRoss. The warranty was for one year and expired in July. Discussion is held on pursuing coverage for this failure. Kelly Robitaille has contacted Mike Ouellette, the sales rep for Chadwick BaRoss. The repair is estimated at $2,800.00. Ron Sandstrom makes a motion to approve up to $3,000 for grader shifter repairs. Larry Leonard seconds the motion and the motion passed 2-0. The new International Terra Star was picked up last week. Kelly Robitaille requests purchase of studded snow tires for the truck at a cost of $285 each; $1,710 total. Purchase of an additional rim is discussed for use as a spare tire at $115.54. Total purchase order request $1,825.54. Ron Sandstrom makes a motion to approve up to $1,830 for tires and a spare rim for the International Terra Star. Larry Leonard seconds the motion and the motion passed 2-0. Purchase of an extended warranty for the Terra Star will be looked at prior to the end of the year. The Big Loop culvert is discussed. The culvert is actively being blocked. Kelly Robitaille recommends contracting with a boom truck operator to clear the culvert. Stubby Heath has quoted the job at $200. Ron Sandstrom makes a motion to approve up to $200 for clearing of the Big Loop culvert. Larry Leonard seconds the motion and the motion passed 2-0. The sinkhole that has developed on Burgdorf Drive is discussed. The road is closed to through traffic. All houses are reachable from the respective ends of Burgdorf; Aspen, Konstanz or Grandval. The Engineer was up on Friday to see the area and will be developing a repair. The culverts on Grison are recommended to be watched closely as they are showing signs of wear along the edges of the culverts and could also develop a sinkhole. Kelly Robitaille reports that part time employee Kevin Thomas will be available to return this winter. The GPS locating for the road culverts is being planned. Ron Sandstrom makes a motion to put a picture of the new truck on the website. Larry Leonard seconds the motion and the motion passed 2-0. The year to date budget expenditures are reviewed and discussed.

3. Water

Ian Hayes is expected at next week’s meeting. Security for the water system will be discussed in Non-Public session. The lack of flow from Muddy Beach Well #2 will be discussed with Ian Hayes when he appears. Meters for the pump houses are discussed. Larry Leonard makes a motion to allow Larry Leonard to investigate Badger meters. Ron Sandstrom seconds the motion and the motion passed 2-0. Larry Leonard makes a motion to obtain numbers for Muddy Beach pump house upgrades for the 2016 Warrant. Ron Sandstrom seconds the motion. Discussion is held on the current plan for completion of Jungfrau pump house. Motion is called to a vote and the motion passed 2-0. The work scheduled for last week on Lakeview Drive has been postponed. The posting will be updated when the work is rescheduled.

4. Administration

The next safety meeting will be the Fire Department review.

The motion log will be reviewed November 23.

The monthly cash flow report will be delivered November 23.

A quote has been requested for the GPS locating system for the trucks.

The asset management meeting is discussed. The Asset Management Status report as requested by NH DES is reviewed. Ron Sandstrom makes a motion to submit the report to NH DES. Larry Leonard seconds the motion. Discussion is held. The inventory completion line is to be reduced to state 80% completed. Ron Sandstrom moves to approve submission of the status form as amended. Larry Leonard seconds and the motion passed 2-0. Dinah Reiss discusses mapping options through Avitar Associates. Obtaining additional quotes is discussed. Ron Sandstrom makes a motion to have the Asset Management Committee obtain three quotes. Larry Leonard seconds the motion and the motion passed 2-0.

The bid specification for the work on Middle Shore to be included in the 2016 Warrant is reviewed. Ron Sandstrom makes a motion to approve the specification and advertise the bid. Larry Leonard seconds the motion and the motion passed 2-0.

Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 15 checks for a total of $22,062.47. Larry Leonard seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of 10-21 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of 10-26 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports
8. Signature Items

An amended driveway permit for construction for 17 Middle Shore allowing for the U shaped driveway to be created is presented. Larry Leonard makes a motion to approve the amendment and sign the Permit. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work order 1096 for programming of off peak hours for running of the water system pumps is presented. Ron Sandstrom makes a motion to sign work order 1096. Larry Leonard seconds the motion and the motion passed 2-0.

Work order 1097 for updating of log me in access to the water system SCADA program is presented. Ron Sandstrom makes a motion to sign work order 1097. Larry Leonard seconds the motion and the motion passed 2-0.

Work order 1098 for work on isolation valves is presented. Ron Sandstrom makes a motion to sign work order 1098. Larry Leonard seconds the motion and the motion passed 2-0.

Purchase order 121 for radios with power supplies for the SCADA system in the amount of $9,500 is presented. Ron Sandstrom makes a motion to approve purchase order 121 in the amount of $9,500. Larry Leonard seconds the motion and the motion passed 2-0.

Purchase order 122 for a new power supply panel at Muddy Beach in the amount of $800 is presented. Ron Sandstrom makes a motion to approve purchase order 122 in the amount of $800. Larry Leonard seconds the motion and the motion passed 2-0.

HP Fairfield has sent a quote for the addition of the carbide blades for the plows on the new Terra Star. Ron Sandstrom makes a motion to sign the quote. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

Zee medical, the company that supplies the first aid equipment, has sent notice that they are now part of Cintas Corporation.

Neighborhood Energy has sent the electric usage report. The District saved $179 in September.

NH Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances

Gloria Aspinall discusses drainage on Eidelweiss Drive. The Engineers reviewed this area October 21. Discussion is held on the recommendation to place a culvert across Eidelweiss Drive that would remove the water and debris prior to entering the culvert that crosses near the driveway of Ms. Aspinall. A drainage easement would be needed in order to place this culvert. Gloria Aspinall states that she will agree to the easement. The secondary recommendation is to attempt to move the water further down Eidelweiss Drive to the next existing culvert. This option would require addition of driveway culverts at two properties. Ron Sandstrom makes a motion to obtain estimates for both options. Larry Leonard seconds the motion and the motion passed 2-0. Nancy Cole will work on establishment of the drainage easement and culvert placement for the primary recommendation. Kelly Robitaille will estimate cost of placing the driveway culverts and extension of the ditch line along Eidelweiss Drive.

11. Other Business

The minutes of the last Asset Management Committee meeting have been distributed.

12. Public Comments

Dinah Reiss discusses the recent visit by the Engineer and the comments noted about a lack of a proper crown on VDOE roads. The road work done with the grader this summer has not produced proper crowns or drainage ditches within the District. Dinah Reiss adds that she is looking forward to the repair planned at the intersection of Little Shore and Eidelweiss Drive. Overall, however, she had hoped for better results. West Bergamo and the work completed on that road, without creating significant improvement are outlined by Dinah Reiss. The need for collection of data on work done for the asset management initiative is discussed. Ron Sandstrom outlines the need for additional and continued improvement moving forward. Additional road work still needed this fall is discussed.

At 10:40 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) property. Larry Leonard seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0.

Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to seal the minutes of the Non-Public session. Larry Leonard seconds the motion and the motion passed 2-0.

At 11:20 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator