[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/01/CM120715.pdf"]VILLAGE DISTRICT OF EIDELWEISS
December 7, 2015

The Board of Commissioners met at 9:00 am on Monday, December 7, 2015. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also present were Kelly Robitaille (hwy), Bob Goddard (hwy), Treasurer Dinah Reiss, Clerk Jay Buckley and resident Gloria Aspinall. Chad Roberge of Terra Map/Avitar Associates joins the meeting in progress. 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. Ron Sandstrom makes a motion to call Mike Smith. Larry Leonard seconds the motion and the motion passed 2-0. No answer is received.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille discusses intervention needed on the bill from Chadwick BaRoss for the road grader. It is recommended a Commissioner contact the service manager. Ron Sandstrom makes a motion to have Larry Leonard contact Chadwick BaRoss. Larry Leonard seconds the motion and the motion passed 2-0. Kelly Robitaille reports that the culvert on Upper Lakeview was worked on last week. Additional drainage pipes were found in the area running alongside the culvert to be changed. The area has been secured for winter and will be planned for work in the spring. Investigation of these other pipes will be needed. Road culverts are being identified by the closest street address to the road culvert. The GPS unit is now available and the work will continue. Road work that is needed going forward is discussed. A plan for the paved roads is needed. Ron Sandstrom makes a motion to schedule Bruce Davis for an appearance. Larry Leonard seconds the motion and the motion passed 2-0. The outlet work needed at the culverts on Grison Road should be completed this week. Open work orders are reviewed. Two work orders remain open and will be completed. Dinah Reiss questions if the work on Little Shore in accordance with the Warrant Article has been completed and Kelly Robitaille responds that is done. Year to date budgets are reviewed. Line item status is discussed. Highways and Streets is currently running 101.8% of budget; this includes $26,063.55 for the contracted work on Grison and Burgdorf. Ron Sandstrom makes a motion to hear scheduled appearances next. Larry Leonard seconds the motion and the motion passed 2-0.
Kelly Robitaille adds a request for residents to contact the answering service for weather related road conditions. It is outlined that an email was received from a resident on Klausen. Ron Sandstrom states that a new full time resident near the Bern-Huttwil loop, who is pregnant, has stated concern for winter road conditions. Highway related work orders and purchase orders are reviewed and discussed. Kelly Robitaille questions keeping possession of the VDOE Lowe’s card. The Commissioners and Kelly Robitaille are informed that would be against policy for an employee to retain possession of any VDOE credit card. Ron Sandstrom thanks the crew for the good work that has been done.

3. Water

The proposed storage shed for water inventory quote has been received. Quote is for $22,360.

The date for the bids for the tank lining project will be checked into with Engineer Paul Fluet.

4. Administration

A safety meeting will be scheduled when Commissioner Mike Smith returns.

Office manuals are being reviewed and updated. Information on all VDOE policies has been distributed to the Commissioners.

Quotes for GPS tracking units for the VDOE trucks are being pursued.

Optional time of day rates for electricity is discussed. The electric heat and SCADA computer cannot be turned off during daytime hours and will draw power. This draw may offset any potential savings. Information is still being reviewed.

The application for the 2016 NH DES Asset Management Grant was submitted last week.

Line items of the year to date budgets are reviewed.

The payroll report is presented. Larry Leonard makes a motion to approve payroll in the amount of $5,798.44. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

Water system daily usage for November has been distributed.

5. Accounts Payable

The check manifest is presented. Larry Leonard makes a motion to approve 19 checks for a total of $15,730.27. Ron Sandstrom 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 11-23 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 the non-public session of 11-23 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

Work order 1103 to measure the distance from the pond to Eidelweiss Drive near #68 is reviewed. Ron Sandstrom makes a motion to sign work order 1103. Larry Leonard seconds the motion and the motion passed 2-0.

Work order 1104 to build a fire wall between the oil tank and oil burner in the DPW garage is reviewed. Ron Sandstrom makes a motion to sign work order 1104. Larry Leonard seconds the motion and the motion passed 2-0.

Purchase order 128 for chains for the International 7400 is reviewed. Ron Sandstrom makes a motion to approve purchase order 128. Larry Leonard seconds the motion and the motion passed 2-0.

Purchase order 129 for a metal culvert for Upper Lakeview is reviewed. Ron Sandstrom makes a motion to hold this work order for review in the spring. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

Rick Skarinka of NH DES has cautioned the District on placement of the proposed storage shed near the well head and provided guidance should this be the location chosen. As all listed recommendations are included in the proposal, the Board can determine if near the well will be the sheds location.

Jay Buckley has sent a recommendation to add gravel to the shoulders of all paved roads for preservation of the road edges.

Mark Graffam made a 91-A request for communication and invoices related to the Grison and Burgdorf road and culvert repairs.

Engineer Paul Fluet has sent an email reiterating the recommendation that the culverts under Grison and Burgdorf be replaced with box culverts, stating that the new headwalls are not the final repairs for these roads.

Property Liability Trust has sent notice that their request to continue writing coverage beyond 7-1-2016 has been denied. The District will need to replace the property coverage for that date.

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

10. Scheduled Appearances

Gloria Aspinall discusses the drainage work needed in the area of 68 Eidelweiss Drive. Ms. Aspinall is concerned about the amount of water that will be brought to her lot by the proposed new culvert. Her preference is to move water further down the road to the existing culvert near #72. Discussion is held on the need for permits from NH DES for any culvert work in this area. The distance to the pond from the road will be checked. The work will be planned for 2016.
11. Other Business

The motion log is reviewed and discussed. The log will be updated and redistributed.

Treasurer Dinah Reiss recommends the Commissioners transfer $32,000 from the water usage account to the Water System Capital Reserve Fund per the provisions of RSA 38:29. Treasurer Reiss discusses the collection of $12,000 from the water users in 2015 for a payment for the State Revolving Loan Fund that has not been expended.

Clerk Jay Buckley questions ways in which the VDOE can increase participation at the budget hearings and Annual Meeting. Re-establishing the mailing of the Warrant to registered voters is discussed as one action item that can be taken towards the goal of increased participation. Ron Sandstrom states moving the Annual Meeting from the morning to the evening was done in an attempt to increase participation as well.

Chad Roberge of Terra Map/Avitar Associates joins the meeting to discuss the mapping of VDOE assets. The structure of the sequel database and data points to be included is discussed. Details for map layers and the ability to update the information is discussed. The ability to use the information and format in which it can be used by the water operator and highway crew is discussed. Maps will be available in pdf for use in the field without need for an internet connection. Chad Roberge outlines that all map layers and information can be updated. A field to contain maintenance and repair dates and specifics is discussed. Pipe locations can be added as currently known and updated to verified locations going forward. An estimate for including the pipe locations will be sent. Chad Roberge outlines the need to run a specific application to the current database so as to add a converted GPS location to each data point. Upon completion of this, the map will take about a week to produce.

12. Public Comments

At 10:55 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator