[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/03/CM022916.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 29, 2016
The Board of Commissioners met at 8:00 am on Monday, February 29, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (hwy) and Treasurer Dinah Reiss. Ian Hayes joined the meeting in session at 9 am.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Mike Smith makes a motion to add swearing in of Officers and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.
Nancy Cole is sworn in as Clerk.
Mike Smith is sworn in as Commissioner.
The action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille states that the Town of Madison has posted roads for spring. Mike Smith makes a motion to post the VDOE roads March 1. Ron Sandstrom seconds the motion and the motion passed 3-0. Scheduling of projects for the summer is discussed. Kelly Robitaille would like to schedule the approved work under the pavement preservation Article. Mike Smith makes a motion to have Kelly Robitaille pursue pavement plan for Upper Oak Ridge and Klausen. Ron Sandstrom seconds the motion. Discussion ensues on adding 25 feet of pavement to Oak Ridge at a cost of $1,000. Total plan, as recommended, would cost $13,120. Mike Smith moves to amend the motion to include the additional 25 feet of pavement. Ron Sandstrom seconds and the motion passed 3-0. The backhoe is in need of a 1000 hour service. Kelly Robitaille will obtain quotes for approval of a purchase order. Kelly Robitaille informed that the reconstruction of Oak Ridge Road article also passed. Discussion is held on the request for a Public Hearing prior to beginning of construction with discussion to occur on cost saving measures that can be taken within the project. Mike Smith discusses hiring a clerk of the works for the project. David Chase from Conway is mentioned as an option. Mike Smith makes a motion to contact David Chase for an hourly rate for project oversight. Ron Sandstrom seconds the motion and the motion passed 3-0. Establishment of a construction schedule and manners in which costs can be controlled or reduced is discussed. Mike Smith makes a motion to send a letter to G. W. Brooks notifying them of funding approval and request scheduling of a kick off meeting. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to notify Fluet Engineering of funding approval of the Oak Ridge Road project. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to request filming of the kick-off meeting. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Ian Hayes mark all water valves prior to the onset of construction. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to place the Asplundh tree work notice on the website and email the post to subscribers. Ron Sandstrom seconds the motion and the motion passed 3-0.
3. Water
Ian Hayes states that Hartley Well will wait until after road postings are removed to do the work on Muddy Beach Well #2. The access road is too soft. Ian Hayes states that he would like Muddy Beach work to be completed prior to changing the pump at Jungfrau. The radios for the SCADA should also be installed prior to the work at Jungfrau. Mike Smith makes a motion to send an email to Tom Therrien of Electrical Installation stating that the radios and Muddy Beach transducers are to be installed prior to the March 14 begin date for the Jungfrau project. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send an email to Chad Poulin of Androscoggin Electrical that the electrical swap at Jungfrau needs to be completed prior to March 14 work at Jungfrau beginning. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes states that the new pump for the Summit station has been received and will be installed this week. The pump that is being removed will be stored. The tank lining project is discussed. Ian Hayes outlines his meeting with the contractor that bid on the project. Questions on the bid spec were raised by the contractor. Discussion is held on the engineer’s lack of recommendation for proceeding with this contractor is held. Ron Sandstrom makes a motion to contact Attorney Dan Crean for review of the email from Paul Fluet and advise if the Board needs to pursue additional information. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to pursue additional funding for the project for next year and put back in front of the voters. Ron Sandstrom seconds the motion. Discussion ensues on options for financing. Larry Leonard recommends discussion with DES on the DES requirements within the bid spec. Limiting the spec to specific tanks is discussed, as is the impact on mobilization charges should the project be broken up. Ian Hayes discusses pursuing cost to replace the tanks for comparison. Mike Smith makes a motion to call Nick Sceggell of Fluet Engineering. Ron Sandstrom seconds the motion and the motion passed 3-0. No answer is received. Ian Hayes discusses contact with the homeowners of 1 Bristenstock. The house has intermittent pressure issues that are possibly being caused by air build up in the water lines along Bristenstock. The homeowner may need to contact a plumber to check the internal system. Ian Hayes states that an air release valve pit placed at the highest point in the water main near #1 may be the best option. Estimated cost to place the air release valve pit would be $7,000 to $10,000. Ron Sandstrom makes a motion to contact Paul Fluet for possible air release valve pit location based on the hydraulic model. Mike Smith seconds the motion and the motion passed 3-0.
4. Administration
Safety meetings will be held the second Wednesday of each month.
The audit has been completed and will be removed from the list.
The pavement plan has been finalized and approved and will be removed from the list.
Mike Smith makes a motion to work with Nancy Cole on the VDOE policies. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to request Highway Block Grant information from the Town of Madison. Ron Sandstrom seconds the motion and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,339.72. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
The motion log is reviewed.
5. Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 2 checks for $4,966.00. Ron Sandstrom seconds the motion. Checks and invoice are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
6. Minutes
The minutes of 02-15 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The minutes of 02-22are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
7. Commissioners Reports
Ron Sandstrom discusses the need for the VDOE website address to be more prevalent at the Huttwil mailbox area. Ron Sandstrom makes a motion to approve up to $250 for a sign matching the front office sign for placement at the mailboxes. Mike Smith seconds the motion and the motion passed 3-0.
Discussion is held on the late fees for the water system. Outline of covering incurred costs for shut off of a non-pay and reconnection after payment has been received is discussed. Though punitive in appearance, the $100 late fee at 90 days was set to cover incurred costs, which include certified mail, posting of house, and water operator time to locate and shut off valve. The $100 reconnection fee covers water operator time.
Opening of a purchase order for approved engineering expenses is discussed. Ron Sandstrom makes a motion to create purchase orders for engineering projects. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith discusses options for engineering. Ron Sandstrom states that he will start discussion with a local engineer, targeting May 15 for distribution of information.
Mike Smith makes a motion to send a 91-A request to NH DES for information on the person(s) who reported the work on Grison and Burgdorf. Motion failed for lack of a second.
Mike Smith makes a motion to list Class VI roads for conversion to Class V. Ron Sandstrom seconds the motion. Discussion ensues on the path for conversion to a Class V road. Motion is called to a vote and the motion passed 3-0.
Mike Smith makes a motion to obtain an estimate for crack sealing Lugano for the 2017 Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include Little Loop and Altdorf drainage designs on the 2017 Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.
8. Signature Items
Purchase order 139 for salt in the amount of $3,000 is reviewed. Mike Smith makes a motion to approve purchase order 139 for salt in the amount of $3,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 140 for sand in the amount of $3,000 is reviewed. Mike Smith makes a motion to approve purchase order 140 for sand in the amount of $3,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
9.Correspondence
Granite State Analytical has sent the remaining results for first quarter chemical testing. All results are compliant with standards.
NH Municipal Association has sent the Legislative Bulletin.
10. Scheduled Appearances
11. Other Business
The tank lining bid is further discussed.
The audit representation letter has been signed and the audit has been completed. Bound copies will be received.
12. Public Comments
At 11:00 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator