[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM031416.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 14, 2016

The Board of Commissioners met at 8:00 am on Monday, March 14, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Kelly Robitaille (hwy), Treasurer Dinah Reiss and resident Gloria Aspinall. Water Operator Ian Hayes and SCADA programmer Tom Therrien joined the meeting in progress. The meeting was filmed for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. 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.

2. Highway Department Report

Kelly Robitaille reports that some raking was done last week. Some gravel was added as needed to fill pot holes. Roads will be worked on when possible to rake; roads are too soft to use the grader at this time. Parts for the backhoe 1000 hour service have been picked up. The grader plow and wing plow have been removed for spring. The pavement plan for the upper section of Oak Ridge Road and Klausen is being scheduled for mid-April. Phones are discussed. The cost of a replacement phone is $150; the data plan will add $30 monthly to the bill. Approval to proceed with the replacement is discussed. Ron Sandstrom makes a motion to approve $150 for a replacement phone. Mike Smith seconds the motion. Discussion on approval of the monthly charges being included is held. Ron Sandstrom withdraws the motion. Mike Smith makes a motion to approve a contract price increase with Verizon at $30 per month. Ron Sandstrom seconds the motion and the motion passed 2-0. The water project at Jungfrau station is discussed. The Highway crew will need to bring the pump to the station with the backhoe. Removal of old parts and pump will need to be done once the project is complete. DPW II is discussed. Mike Smith makes a motion to have Ralph Lutjen complete a design and estimate for the area. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille is informed that the monthly safety meeting will be Wednesday at 12:30.

3. Water

Mike Smith discusses inclusion of a postcard to the property owners of the 32 curb stop valves not located last summer. An update on the Asset Management Committee will also be developed for inclusion with the bills.
Mike Smith makes a motion to have Ian Hayes shut down the bleeders and pump station heat within the next two weeks. Ron Sandstrom seconds the motion and the motion passed 2-0. Ian Hayes will notify the office when complete. Year to date water expenses are reviewed. The installation of the second pump for the Sodium Hydroxide will be completed by the end of March. Muddy Beach well transducers will be installed after completion of the pump change over at Jungfrau. The pump at the Summit station has been installed. Mike Smith discusses project management for water projects. Ian Hayes states that he can summarize work completed in a weekly email to the office, which will be distributed to the Board. Mike Smith makes a motion to have project oversight on small water projects. Ron Sandstrom seconds the motion and the motion passed 2-0. Tank lining project is discussed. Ian Hayes will attend the meeting with the contractor set for March 28 at 11 am.
Tom Therrien reports that the new radios have been installed. Some adjustments to the direction of radio traffic have been made. Additional adjustments will be needed before system updates to polling logic and sequence are completed. One day of work is expected for this. Mike Smith makes a motion to have Tom Therrien update the radio system and provide the VDOE with a direction of communication and polling sequence schematic. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom makes a motion to have Tom Therrien submit any other recommendations for SCADA system upgrades. Mike Smith seconds the motion and the motion passed 2-0.
The electrical and SCADA panel work at Jungfrau is ready for the installation of the new pump.
The light outside Jungfrau station, on the pole, is broken. Mike Smith makes a motion to have Chad Poulin of Androscoggin Electric repair/replace the light up the $400. Ron Sandstrom seconds the motion and the motion passed 2-0.
The process for the replacement of the 10 HP pump at Jungfrau is outlined by Ian Hayes.
Ian Hayes is notified that bleeder valve location sheets and blow off valve location sheets have been developed and will need to be completed when the bleeders are turned off for summer.

4. Administration

Safety meeting will be Wednesday, March 16 at 12:30 pm
Asset Management is discussed. Mike Smith makes a motion to hire Gloria Aspinall for road culvert data collection at a rate of $7 per sheet. Ron Sandstrom seconds the motion. Discussion ensues on having the highway crew mark the culverts with the tags and then have Ms. Aspinall record the information and take the GPS location data. Motion passed 2-0. Mike Smith makes a motion to have Alex Manning and Gloria Aspinall begin driveway culvert locating at $6 per sheet. Ron Sandstrom seconds the motion and the motion passed 2-0.
A follow up on the status of the maps from Avitar will be made following this meeting.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,414.91. 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.
The monthly cash flow report is reviewed and discussed. Treasurer Dinah Reiss outlines the timing of loan payments, the new loan for Oak Ridge Road reconstruction approved this year, and overall cash flow for the VDOE.
Establishing the 2016 water rate is discussed. Mike Smith makes a motion to set the water rate for 2016 at $370.00. Ron Sandstrom seconds the motion. Discussion ensues on setting of the rate, water system needs, and proceeding in a manner which will best protect the VDOE water system. Placing of a Warrant Article for raising funds to deposit into the water CRF for transparency is discussed by Treasurer Dinah Reiss. Open discussion on projects completed and planned to be paid for from Capital Reserve Funds is also recommended. Motion is called to a vote and the motion passed 2-0. Mike Smith makes a motion to place an Article on the 2017 Warrant for deposit of dollars (amount to be determined) into the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.
The listing of Class VI roads with houses has been distributed. The process of changing classification of a Class VI road to Class V will be outlined into a separate document for distribution.

5. Accounts Payable
6. Minutes

The minutes of Feb 29 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom states that he attended the Town of Madison Annual Meeting this past Saturday.

8. Signature Items

Work order 1109 for replacement of the Summit pump is presented. Mike Smith makes a motion to approve Work Order 1109 for replacement of the Summit pump. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work Order 1108 for marking of water valves prior to Oak Ridge Road construction is presented. Mike Smith makes a motion to approve Work Order 1108 for marking of water valves prior to construction on Oak Ridge Rd. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to Rick Skarinka of NH DES questioning timing aspects for the approved State Revolving Loan Funds is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

Purchase Order for sand is presented. Mike Smith makes a motion to approve Purchase Order 141 in the amount of $3,000 for sand. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

NH Municipal Association has sent the Legislative Bulletin. The bill to alter RSA 91-A to require a government to produce records in any format requested by a citizen has failed.

10. Scheduled Appearances

Gloria Aspinall has come to the meeting to discuss summer work options. Ms. Aspinall is informed of the vote taken to hire her as road culvert data collector. Mike Smith makes a motion to hire Gloria Aspinall for cleaning of the outhouses. Ron Sandstrom seconds the motion and the motion passed 2-0.

Gloria Aspinall discusses needed road work on Eidelweiss Drive. Mike Smith recommends that the paving company fill/patch the area when in for planned work on Oak Ridge and Klausen. Ron Sandstrom makes a motion to create a work order for review. Mike Smith seconds the motion and the motion passed 2-0.

Engineer Paul Fluet may be asked to discuss drainage on Eidelweiss Drive with Gloria Aspinall on March 28, depending on time available.

11. Other Business
12. Public Comments

At 10:00 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator