[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM041116.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 11, 2016

The Board of Commissioners met at 8:00 am on Monday, April 11, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:07). Also in attendance were Treasurer Dinah Reiss and resident Jay Buckley (arrived 8:15). Water Operator Ian Hayes and SCADA programmer Tom Therrien join the meeting in progress at 9:00 and 9:15 am.

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 is not in attendance today. All equipment is in good shape. Updates to the Oak Ridge Road project will be posted on the website as they become available. Detour signs will be posted prior to onset of construction. G. W. Brooks is expected to mobilize next Monday. A recall notice was received on the F-550 which was scheduled and taken care of last week.

3. Water

Ian Hayes advises that Hartley Well has been asked to submit a worst case scenario cost estimate for Muddy Beach Well #1 proposed work. Replacing the well pump is discussed and will be quoted. Replacing the piping within the well will be quoted. All estimates will be based on a 400 foot well depth. Actual well depth is unknown. Mike Smith makes a motion to have Ian Hayes request Hartley Well produce an estimate for replacement of pump and piping, at a per foot cost estimate, for Muddy Beach Well #1; and to provide flushing cost for Well #1 and Well #2 for submission to the office. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes is informed that quotes are being requested for building repairs needed at Jungfrau, Oak and Summit water stations. Ian Hayes recommends spray foam insulation is used at Oak station. Mike Smith informs Ian Hayes that the DPW will be cleaning up the pump houses. Any item to be left will be marked. Mike Smith will be with the crew when they are in the pump stations. Ian Hayes will produce the as built drawings for the pumps and piping at Jungfrau and the chemical injection room. Androscoggin Electric will be producing the electrical design flow for Jungfrau. Electrical Installation will be providing the SCADA flow information. Mike Smith requests Ian Hayes produce estimates for replacement booster pumps for Muddy Beach station. The pumps are to have 300 lb flanges. Labor estimate will also be provided. Ian Hayes discusses replacement of the day tank for the Sodium Hydroxide. The pit would be repainted with the appropriate enamel paint while the tank is removed. Mike Smith makes a motion to have Ian Hayes submit pricing for this project. Ron Sandstrom seconds the motion and the motion passed 3-0.
The contact information for G. W. Brooks personnel assigned to the Oak Ridge Road reconstruction project will be sent to Ian Hayes. Ian Hayes reports that 2 blow off valves need to be repaired; one at dead end of Adelboden and one on upper Aspen. Repairs will be scheduled. Granite State Rural Water Association has been requested to place three data loggers/pressure transducers in the area of 1 Bristenstock. Memorial Day is targeted for data logger information gathering. Ian Hayes discusses the option of using Granite State Rural Water for leak detection survey of the Summit zone. Mike Smith makes a motion to have Ian Hayes submit pricing for a leak detection survey of the Summit zone. Ron Sandstrom seconds the motion and the motion passed 3-0.
Tom Therrien of Electrical Installation, SCADA programmer, is thanked for the good work completed at Jungfrau station. Mike Smith requests Tom Therrien provide pricing for 2 VFD’s and related electrical work for Muddy Beach station by April 27. Tom Therrien states that the pump specifications will be needed to quote the electrical and VFD’s. This will provided when known. Tom Therrien will have the as built drawing schematics for Jungfrau station and the chemical injection room sent to the office. Off peak programming will be completed by the end of April.
Usage of the new pump at Jungfrau station is discussed. Ian Hayes states that he is using the new pump only at this time, with the intent to establish a lead/lag between the two pumps going forward. Mike Smith makes a motion to place Jungfrau station on a lead/lag rotational system between the two booster pumps. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

First review of all VDOE policies has been completed. Mike Smith makes a motion to send all identified policies with proposed updates to Attorney Dan Crean for review. Ron Sandstrom seconds the motion and the motion passed 2-0.

A safety meeting is scheduled for Wednesday of this week at 12:30 pm.

The monthly cash flow report will be distributed this week; the bank statements have been received for reconciliation.

Treasurer Dinah Reiss reports that a blue pickup truck was seen behind the DPW II building, taking gravel from the VDOE stock. This will be reported to the Madison Police.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,535.73. 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 daily water usage for March has been distributed.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 2 checks for $8362.21. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of April 4, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom reports that he will be adding a culvert location information page to the database so that the information can be entered once the driveway culvert location project is completed.

Mike Smith makes a motion to establish a meeting with Eversource and Asplundh Tree regarding the leaving of wood from the downed trees in the District. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send a letter stating that clean up of the downed trees is needed. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Asplundh remove all wood from the VDOE right of way on all future cutting. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to inform Asplundh tree that no additional cutting is to be done until the above meeting has taken place. Ron Sandstrom seconds the motion and the motion passed3-0.
Mike Smith makes a motion to approve bollards for DPW II by Norm Garside at a cost of $275 each. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve the concrete slab for the fueling station at DPW II at a cost of $1,275. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to obtain quotes from Norm Garside for repairs needed at Jungfrau, Oak and Summit water stations. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the DPW crew clean up the pump houses. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Work order 1111 for checking and repairing of the exposed culvert on East Bergamo is reviewed. Mike Smith makes a motion to approve and sign work order 1111. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work order 1112 for removal of construction debris at Jungfrau station is presented. Mike Smith makes a motion to approve and sign work order 1112. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase order 144 in the amount of $10,000 for gravel is presented. Mike Smith makes a motion to approve and sign purchase order 144. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase order 145 in the amount of $3,700 for rental of the compacting roller is presented. Mike Smith makes a motion to approve and sign purchase order 145. Ron Sandstrom seconds the motion and the motion passed 3-0.

Treasurer Dinah Reiss presents updated Oak Ridge Road loan documents. The documents signed last week were not accepted by the bank as only two Commissioners had signed. Dinah Reiss outlines that the loan interest rate is 2.72% for seven years with payments due semi annually on August 28 and February 28. Mike Smith makes a motion to sign the loan documents. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly pH readings for the water system. Readings are compliant.

NH Municipal Association has sent the Legislative bulletin.

The Federal Department of Labor has issued a notice that the minimum salary range for an employee who is salaried, exempt from overtime will be raised to $970 per week. The Board is informed that this will affect the office, as the Administrator is currently salaried, exempt from overtime but is below the new minimum standard for this classification.

10. Scheduled Appearances
11. Other Business
12. Public Comments

At 8:35 am Ron Sandstrom makes a motion to recess the meeting until the 9 am estimated arrival of water operator Ian Hayes. Mike Smith seconds the motion and the motion passed 3-0.

At 9:00 am Ian Hayes joins the meeting and the meeting is reconvened by Chairman Ron Sandstrom.

At 10:00 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