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VILLAGE DISTRICT OF EIDELWEISS
Board of Commissioners
February 8, 2016
The Board of Commissioners met at 8:00 am on Monday, February 8, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present was Kelly Robitaille (hwy). Water operator Ian Hayes, SCADA programmer Tom Therrien and Clerk Jay Buckley joined the meeting at 8:50 am. The meeting was taped for Madison TV by Tim Hughes.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
- 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.
- Highway Department Report
Kelly Robitaille reports that roads are in good shape. The International Terra Star suffered a malfunction last week and was towed to Liberty International. The vehicle would not complete a regeneration cycle for the exhaust that was scheduled to be done. The cycle would not reset and the vehicle could not be run. The truck is being returned today, the issue was a crossed wire. Bob Goddard has been picked up by Liberty International and will bring the truck back. The F-550 lost power on Friday and is unusable. A cracked manifold was noted and the part has been ordered. Alan Valladares from Albany Service Center will install the part once received, it is expected tomorrow. The road grader was used where it could be and the International 7400 was used. Snow is predicted for this afternoon and overnight. Bob Goddard and Kelly Robitaille will overlap schedules. The status of salt and sand is discussed. Sand is good, salt is low. 2 loads are needed of salt. Mike Smith makes a motion to approve purchase of 2 loads of salt up to $3,000. Ron Sandstrom seconds the motion and the motion passed 3-0. The 2016 road plan will be worked on for review next week. Kelly Robitaille is informed that tags will be ordered to place on culvert inlets and outlets for all road culverts. Kelly Robitaille states that some culverts are not able to be reached for attaching a tag number, especially those with rock or concrete headers. Locations for placing of the tag numbers for each culvert will be checked on prior to embarking on the project.
Mike Smith states he will plan a safety meeting for this week. Ron Sandstrom requests review of the developed scripts for the answering service to help make sure that the proper information is being sent to the crew.
- Water
Ian Hayes discusses Muddy Beach well #2 and is informed that the request for the purchase order for funding flushing of the well has been approved. Ian Hayes will work with Hartley Well on access and scheduling. The well transducers have been received and will be placed while the well is open. Tom Therrien outlines that the new panels for the electronics have been installed at Muddy Beach and Jungfrau stations. The new pump that was received as a spare for the Sodium Hydroxide system has been installed. Purchase of a back up pump is discussed. Mike Smith makes a motion to order a second pump up to $1,300. Ron Sandstrom seconds the motion. Discussion on available repair kits is held. Ian Hayes outlines that proper set up would include a redundant pump in line with the first in a lead lag rotation. Should one pump fail, the other is already in line. Mike Smith moves to amend the motion to include funding up to $2,000 from the Water System Capital Reserve Fund for purchase and installation of a second pump. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0. Summit station is discussed. Mike Smith makes a motion to approve purchase and installation of a new pump for Summit station in the amount of $3,200 with funding to come from the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes discusses a call from the owners of 1 Bristenstock regarding water pressure at the house. Pressure loss is of unknown origin, possibly the service line to the residence but may be the water main carrying air based on elevation changes of the pipes. An air release added to the water main may alleviate this situation. Work at Reinach station for the booster pump and sump pump has been completed. Work to replace the service line at 5 Saint Moritz has been completed, inspected, and the house has been reconnected to the system. Ian Hayes is informed the hydraulic model review showed the model to be accurate as is and is informed that the next review will be planned for completion in 5 years. Tom Therrien states that now that the panel has been installed in Jungfrau he will coordinate electrician Chad Poulin for completion of the electric work to be done at the station. The Badger meter for the station will be ordered. Expected cost is $3,800. The best pricing will be obtained from vendors prior to order being placed. Ian Hayes confirms that mechanical work for the pump replacement is on schedule for the targeted begin date of March 14. Tom Therrien adds that the radio replacements are also on schedule to be completed by the end of Feb. Manuals for the schematic of Oak station are completed and turned in. The model for off peak pumping of water is being worked on. System protection is being put in place through the set points on the SCADA system. Ian Hayes is informed the tank lining project bids are due Feb 22. The project schedule will be reviewed prior to beginning any work.
- Administration
An Asset Management meeting is scheduled for Saturday, September 13, 2016 at 9 am. All information on the isolation valves has been sent to Chad Roberge for mapping.
Daily water usage for January has been distributed. The leak located at 5 St Moritz shows on the usage report. This leak was isolated and has been repaired.
Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 18 checks for $18,488.81. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
- Minutes
- Commissioners Reports
Mike Smith discusses attendance at the Public Forum with State Representatives held in Albany last Monday night. Nancy Cole was also present and gave input on proposed updates to RSA 91-A. Document storage for required retained documents is being considered to be allowed to be kept electronically in .pdf format. Backups of all documents could be stored off site with electronic access from anywhere by using the Cloud to store documents. Mike Smith was able to discuss receipt of Highway Block Grants by districts within NH with Representative McConkey. Discussion ensues on approaching the Town of Madison as well as State Representatives to pursue funding for Village Districts. Ron Sandstrom makes a motion to approve Office 365 for up to $200 per year. Mike Smith seconds the motion and the motion passed 3-0.
- Signature Items
The 2016 Warrant for the Annual Meeting is presented. Mike Smith makes a motion to sign and post the Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.
The 2016 MS 636; Budget for the Village District of Eidelweiss is presented. Mike Smith makes a motion to sign and post the MS 636. Ron Sandstrom seconds the motion and the motion passed 3-0.
The 2016 Public Works Mutual Aid agreement is presented. Mike Smith makes a motion to sign the agreement. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 135 for flushing of Muddy Beach Well #2 is presented. Mike Smith makes a motion to approve PO 135 in the amount of $3,200. Ron Sandstrom seconds the motion and the motion passed 3-0.
- Correspondence
NH Municipal Association has sent the weekly Legislative Bulletin.
NH Municipal Association has sent the bi-weekly News Link.
A quarterly publication from Homeland Security which outlines some federal municipal grants which may be pursued has been received.
- Scheduled Appearances
- Other Business
Madison Police were made aware of an unregistered car that has been in the Huttwil parking lot for over a week. The car was removed that afternoon.
- Public Comments
Jay Buckley states that he has ordered some NH Municipal Association books for himself and recommends the office have copies. Jay Buckley is informed the office already is in possession of these publications.
At 8:35 am Mike Smith makes a motion to break until the arrival of Ian Hayes and Tom Therrien for the water system discussion. Ron Sandstrom seconds the motion and the motion passed 3-0.
At 8:55 am Ron Sandstrom makes a motion to resume the session. Mike Smith seconds the motion and the motion passed 3-0.
At 9:55 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole, Administrator