[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/01/CM1214151.pdf"]VILLAGE DISTRICT OF EIDELWEISS
BOARD OF COMMISSIONERS
December 14, 2015

The Board of Commissioners met at 9:00 am on Monday, December 14, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (hwy), Ian Hayes (water), Treasurer Dinah Reiss, Maureen Brooks of GW Brooks and Bruce Davis of All States Paving. 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. Larry Leonard seconds the motion and the motion passed 3-0.

Bid Opening for Middle Shore Drive at Geneva Place road work:
One bid is received from GW Brooks and Son in the amount of $62,525.00.

Maureen Brooks is thanked for the bid and leaves the meeting.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports roads are in good condition. Equipment has been outfitted for winter operations except for the road grader as it is still being used as needed. 3 applications for part time snow plow operators have been received. Work order information is up to date. Supplies are good for salt and sand. Road culvert locations are being worked on. 185 culverts have been identified. Culverts are being cleaned as needed. The status of all culverts will be tracked. Pot holes will be worked on this week. Mike Smith makes a motion to file an application with NH DES for culvert placement near 68 Eidelweiss Drive. Ron Sandstrom seconds the motion. The distance to the road from the pond is 230 feet. All culverts placed, including driveway culverts, will need to be permitted by DES. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to bring Gloria Aspinall in to an upcoming Commissioners meeting for additional discussion regarding drainage. Ron Sandstrom seconds the motion. Discussion is held regarding the potential need to place both the road culvert and the driveway culverts to alleviate the drainage issues in this area. Motion is called to a vote and the motion passed 3-0.
The next meeting date is discussed. Mike Smith makes a motion to move next week’s meeting to Tuesday, December 22 at 8 am. Ron Sandstrom seconds the motion and the motion passed 3-0. A safety meeting will be scheduled following the Commissioners meeting.

3. Water

Water Operator Ian Hayes reports that the Chocorua booster pump received was not the correct pump. The correct replacement pump is expected this week. The work order log is reviewed and discussed. Mike Smith makes a motion to notify Thorne Surveyors to no longer proceed. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining stating notification is not needed. Remaining open work orders are reviewed. Reinach station is discussed. Work order to proceed will be created with submitted prices. The pumps in the chemical injection room will be worked on, the parts have been received. Summit zone is discussed. The small leak detected outside the Summit station a few years ago is outlined. General discussion on assessing water loss within the system is held. A leak detected at the bleeder site on Upper Lakeview has been repaired. Ian Hayes recommends a water audit be performed next spring. Cost to the VDOE would be hours for Ian Hayes and a second man. Granite State Rural Water would be used for the detection equipment. Prioritizing upcoming work is outlined. Completion of isolation valve locations is to be done before a water audit. Dinah Reiss states that if the application for a 2016 NH DES Asset Management Grant is approved, this would be a potential form of funding. The list of curb stop valves noted as bent or broken will be sent to Ian Hayes. The meter at Oak station has been functioning properly. Discussion on Rosemount meters versus Badger meters is held. Ian Hayes prefers Badger meters and states they are the industry standard. Tom Therrien of Electrical Installations has also stated preference for Badger meters. Mike Smith states that Engineer Paul Fluet has recommended Rosemount meters. Larry Leonard disagrees, stating that he had sent a Rosemount meter to Paul for approval; the information did not originate with Paul Fluet. Ron Sandstrom makes a motion to contact Paul Fluet for guidance. Larry Leonard seconds the motion and the motion passed 3-0. The new doors installed at Muddy Beach and Reinach stations are discussed. An email notifying Ian Hayes of the work schedule had been sent, however Ian Hayes states he did not see it. Access to pump houses is discussed. Potential issues that can arise when pump house access is granted are outlined. Security for the water system is discussed. Mike Smith states that the VDOE should not be incurring charges for Ian Hayes to open a pump house for planned work to the building. Ian Hayes responds that a check of any station should be completed following any access by any contractor. All future emails to Ian Hayes will copy in the Commissioners.

4. Administration

The monthly cash flow report is reviewed and discussed. Treasurer Dinah Reiss recommends moving $32,000 from the water usage account to the Water System Capital Reserve Fund. Mike Smith makes a motion to transfer $32,000 to the Capital Reserve Fund. Larry Leonard seconds the motion and the motion passed 3-0.

The status of the audit is discussed. The audit is scheduled the week of January 20, 2016. The Management Discussion and Analysis will be worked on.

Fleet tracking units are discussed. This item will not be pursued at this time and will be removed from the action list.

The mapping for the locations of the VDOE water valves is being worked on by Avitar Associates.

Mike Smith discusses scheduling of a walk through with the insurance company following completion of the building of the required fire wall between the oil tank and the furnace in the garage.

Accounts Payable
6. Minutes
7. Commissioners Reports

Larry Leonard makes a motion to donate the metal detectors to the Toys for Tots campaign sponsored by the Kiwanis Club. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to close the office and DPW at noon on Christmas Eve and New Year’s Eve. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith discusses establishing a special meeting/workshop for review and establishment of the 2016 Budgets and Warrant. This will be discussed further next week.

Off peak metering for the pump houses is discussed. Ron Sandstrom outlines the need for use of electricity to run the SCADA system at all times. Usage during peak hours will be billed at a penalty rate which will offset any potential savings. Larry Leonard adds that he has analyzed the usage at the pump houses and the data shows that no savings would occur. Mike Smith states that he will contact the Eversource rate specialist again for additional information.

8. Signature Items

The transfer request to move $32,000 from the Water Usage Account to the Water System Capital Reserve Fund is signed.

The updated Requisition/Purchase Order Policy, changing the dollar limit to the $200 limit in effect, is presented. Mike Smith makes a motion to sign the updated Policy. Ron Sandstrom seconds the motion and the motion passed 3-0.

A time off request for employee Bob Goddard is presented. Ron Sandstrom makes a motion to authorize and sign the time off request. Mike Smith seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results. All results are clean. The monthly pH readings remain compliant.

A Water Usage survey has been received. Discussion is held on the inability to conclude water usage within a house based on the number of cars in the driveway. Ron Sandstrom adds that a report such as this would need additional data points to draw any conclusions regarding water usage.

Resident Willis Gray has sent a link to a local weather site within Madison. Ron Sandstrom will review. Reliance on such a site is not recommended as the site may be taken down without notice.

NH Municipal Association has sent the bi-weekly News Link. A workshop entitled A Hard Road to Travel, outlining NH laws regarding road work has been scheduled for January. Information on the workshop will be sent to the Commissioners.

10. Scheduled Appearances

Bruce Davis of All States Paving discusses asphalt road needs and manners of preserving pavement life. The process of sand sealing is discussed. Creation of a plan for long term pavement preservation is discussed. Bruce Davis recommends that shoulder work and crack sealing be done on a routine basis on all paved roads. Sand sealing can extend the life of a paved road and should be considered. Shimming of roads should be done with sand sealing completed the following year for the overall best result. A “worst first” plan is not recommended for pavement preservation. Extending the life of roads that are in decent shape with additional funds set to deal with the worst roads is outlined. Annual funding in the amount of $20,000 for paved roads is discussed. A model, using the $20,000, can be created for paved roads for review by the Commissioners. The need to treat as many miles of paved roads as possible each year is recommended by Mr. Davis. Per mile life span of roads can be calculated using preservation intention of crack sealing, shimming and sand sealing. Mike Smith makes a motion to get the footage of Eidelweiss Drive from Rte. 113 to the mailboxes for pricing calculation. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business

Ron Sandstrom discusses limiting the 2016 Warrant articles so as to minimize additional increases in the tax rate. The tax rate with the truck loan should target the 2015 rate of $4.66 per thousand.

12. Public Comments

At 11:10 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Larry Leonard 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.

Ron Sandstrom makes a motion to seal the minutes of the Non-Public Session. Larry Leonard seconds the motion and the motion passed 3-0.

At 12:05 pm Ron Sandstrom makes a motion to exit Non-Public session and recess the meeting for additional discussion on this matter. Larry Leonard seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to approve a check manifest for three checks in the amount of $3,625.00. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator