[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/12/CM111615.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
November 16, 2015

The Board of Commissioners met at 9:00 am on Monday, November 16, 2015. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Commissioner Mike Smith participated telephonically. Also present were Kelly Robitaille (hwy), Ian Hayes (water) and Treasurer Dinah Reiss. The meeting was taped for Madison TV.

At 9:06 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. Ron Sandstrom makes a motion to call Mike Smith. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith joins the meeting.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that all equipment is in good condition. The grader will be outfitted for winter operations next week. Volvo has repaired the grader. All computer error codes have been cleared. The drive shaft tower did not need to be replaced. The machine will be watched for any error codes. The culvert repair project on Grison and Bergdorf is being done by contractor Jon Cyr. Concrete walls have been built for the inlet sides of both culvert sets. The outlets will also be stabilized with concrete walls. Kelly Robitaille reports that a small machine for blowing leaves has been rented from Russ Lanoie. Cost is below $200 per day. Leaves will be blown from ditches this week. Some road grading, including West Bergamo will be done this week. The work on Little Shore has been completed. The area that was washed out along Eidelweiss Drive downhill from the intersection with Little Shore has been repaired. Part time help for snow plowing is discussed. One application has been received. Ron Sandstrom makes a motion to run the ad again. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. Two copies of insurance information required to be distributed to all employees regarding financial assistance programs available for medical insurance for employees and dependents are given to Kelly Robitaille. Kelly Robitaille will deliver the second copy to Bob Goddard.

3. Water

SCADA programmer Tom Therrien was in last week. Updates were made to the security of the system. Muddy Beach Well #2 is pumping. Unknown if any intervention was done. The Commissioners will be sent the follow up request to NH DES for placement of the planned water storage building near the well head. Mike Smith outlines that an alternate location behind the DPW garage could be used if necessary. The bid process for the tank lining project is discussed. The pre-bid meeting is scheduled for December 1. Bids will be due December 14. Ian Hayes joins the meeting and confirms that computer passwords have been changed. Log me in user ID and password are also being changed. The SCADA computer in the office now requires a password to remove the screen saver. Ian Hayes states that a wiring issue was found and corrected in the motor control for Muddy Beach Well #2. The booster pump for Chocorua station has been ordered. The upcoming work list submitted by Ian Hayes is reviewed. The chemical injection pumps need servicing. New diaphragms and check valves are needed. Discussion on a future plan for purchasing redundant pumps for the chemical injection system is held. Ian Hayes will update the work order list with current status of each work order that remains open. Reinach station is discussed. Ian Hayes outlines the need to perform this work this year. Mike Smith states that prior approval was given for the work needed at Reinach. Larry Leonard adds that review of outstanding work orders and pending work should be completed. The program update for off peak pumping for the well pumps is not yet completed.

4. Administration

The monthly cash flow projection is reviewed.

The year to date budget is reviewed. The budget information has been put into the Excel spreadsheet used at the Annual Meeting for beginning discussions on establishment of the 2016 proposed budget.

Electric supply and usage is discussed. Ron Sandstrom makes a motion to pursue the question of off peak pumping programs that may be available through the third party electric supply company. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
Discussion ensues regarding establishment of a warrant article for electricity purchase arrangements.

Engineer Paul Fluet has sent the costs for the bid phase for the planned Oak Ridge Road reconstruction. Cost for proceeding with completion of the specification and handling of the bids is $4,500. Discussion is held on the need to expend these funds at this time so as to have a contracted number for the 2016 Warrant. Discussion tabled for next week.

The October daily water usage report has been distributed.

Insurance renewal information has been distributed.

NH DES has confirmed the need for permits prior to placing of a driveway culvert within 250 feet of the ponds.

Garside Construction has submitted the estimate for replacing the doors at Reinach station and Muddy Beach station. Cost is $1,540. Mike Smith makes a motion to move forward with replacing the doors at Reinach and Muddy Beach for a cost of $1,540 with funds to be withdrawn from the Water Extension Fund. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0-1 with Larry Leonard abstaining.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 14 checks for a total of $5,599.51. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

6. Minutes

The minutes of 11-09 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith abstained from this vote as he was not in attendance at that meeting.

7. Commissioners Reports

Mike Smith questions if the 2015 audit will be scheduled for January so as to be available for the Annual Meeting and is informed yes.

8. Signature Items

Purchase order 127 for office supplies is presented. Larry Leonard makes a motion to approve purchase order 127 for office supplies in the amount of $332.57. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

A letter to the property owners at 17 Geneva for moving of an invisible fence which was placed in the ditch line along the road is presented. Larry Leonard makes a motion to sign and send the letter. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The health insurance renewal includes a 3.2% increase. Plan changes that will take effect on January 1 2017 are discussed. A full review of the plans offered by the District will benefits advisor Peter Chapel of Health Trust is recommended for the spring of 2016. Ron Sandstrom makes a motion to accept the insurance renewal at 3.2% increase. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The Health Trust member agreement for 2016 is reviewed. Ron Sandstrom makes a motion to sign the member agreement. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The Asset Management Committee has completed a reimbursement request in the amount of $3,003. Ron Sandstrom makes a motion to sign and submit the request for reimbursement. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The submitted proposal for the replacement of the doors at Reinach and Muddy Beach stations is presented. Ron Sandstrom makes a motion to sign the proposal. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

9. Correspondence

An email regarding Sarnen Road has been received. The resident will be informed that the area will be reviewed and thanked for his input.

Notification has been received from JG Burner that the DPW oil burner is not installed correctly. Code calls for 5 feet minimum between the burner and the oil tank; there is only 4 feet between the two in the garage. The Fire Chief has been contacted and options will be pursued. The cleaning and service will be scheduled once the Fire Chief has approved working on the equipment in its current location. The technician did review the boiler. The filter will need to be moved for future ability to access the filter. The timer gauge is not working. JG Burner has updated the quote to include worst case repairs needed. The updated quote is not to exceed $1,000. Ron Sandstrom makes a motion to proceed with the cleaning and repairs up to $1,000. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

10. Scheduled Appearances
11. Other Business

The minutes of the Asset Management meeting of 11-7 have been distributed.

12. Public Comments

At 10:40 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator