[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM042716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 27, 2016

The Board of Commissioners met at 8:00 am on Wednesday, April 27, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:03). Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss, David Cribbie of G. W. Brooks, Nick Sceggell of Fluet Engineering and Oak Ridge Rd project clerk Norm Garside. The meeting was taped 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 the snow storm yesterday went well. The Terra Star was used to plow, salt and sand as needed. Huttwil Drive was graded with part time employee Tony Eldridge last Friday. Gravel will be added to Huttwil. Beaches are being cleaned and readied for summer. New signs are needed for the dam; the “No Entry” signs in place are no longer legible. The roller rental will be arriving on May 16 for 6 weeks. Timing is discussed. Mike Smith advises delaying receipt of the roller until more gravel roads have been graded and are ready for compacting. Kelly Robitaille will list the roads to be worked on prior to the roller rental arriving, and for while the rental is in the District. Driveway culverts are being cleaned. The list received from Gloria Aspinall showing culverts 75-100% blocked is being used. Mike Smith discusses cleaning of ditch lines. Kelly Robitaille reports that ditch lines are being cleaned and shaped with the grader as roads are being worked on. An exhaust issue with the Terra Star was fixed last week. Repair is covered under Warranty. The gravel supply is good at this time. Additional gravel will be picked up as needed up to the allocated purchase order limit. Securing of DPW II is discussed. Mike Smith makes a motion to secure the back of DPW II with a chain and sign for authorized entry only. Ron Sandstrom seconds the motion and the motion passed 3-0. A sign is on order for use at this location. The culvert on East Bergamo at Dorfli is discussed. Kelly Robitaille reports that the culvert is working. No need to change at this time, culvert will be checked for replacement going forward. Mike Smith will work with Kelly Robitaille and Bob Goddard on scheduling clean up for the pump houses. The schedule for repair to Upper Oak Ridge Road and Klausen is discussed. Water operator Ian Hayes has stated that a leak detection survey is scheduled for May 24 and has requested holding this road work until the leak detection is completed. Kelly Robitaille states that he intends to work the ditch line in the area next week. If the area dries, Sunday Paving schedule will not be changed; if the area remains wet, the paving will be delayed. The water level of the ponds and information from the NH Loon Preservation Society are discussed. Water levels are to be established and maintained during Loon nesting time; May – July. Kelly Robitaille reports that the abandoned raft that was at Boulder Beach has been removed.

3. Water

Muddy Beach estimates for upgrades will be reviewed Monday. A follow up will be done with Hartley Well for the per foot cost estimate for repairs to Muddy Beach Well #1. Granite State Rural Water will be setting the pressure transducer/data loggers for the Bristenstock area and performing a leak detection survey on the Summit pressure zone on May 24.

4. Administration

The monthly cash flow report is discussed. Treasurer Dinah Reiss outlines the income that will be received from the Capital Reserve funds will maintain positive cash flow until the August tax check is received.

Asset Management is discussed. The status of maps and printing of the maps is outlined and reviewed. This will be followed up on.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,177.74. 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.

A status information sheet for the water system tank lining project has been drafted. Draft is reviewed and discussed. Mike Smith makes a motion to post to approve the draft and post to the website. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 28 checks for $32,462.02. 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 11, 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 announces that the Kennett High Robotics competitors did very well at the World Championship competition.

Mike Smith makes a motion to look into the option of selling the Lodge, using the proceeds for a new building. Ron Sandstrom seconds the motion and the motion passed 3-0. An advisory committee will be established to look into this option.

Mike Smith makes a motion to send a letter to all local real estate agencies requesting they do not advertise VDOE beaches for property sales outside the VDOE. Ron Sandstrom seconds the motion. Discussion ensues. Mike Smith withdraws the motion.
Mike Smith makes a motion to look into a parking sticker system to limit parking at the VDOE beaches to VDOE residents and guests. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Work order 1113 for clearing the sleuth way for the dam is reviewed. Mike Smith makes a motion to approve and sign work order 1113. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work order 1114 for cleaning of driveway culverts as listed on report by Gloria Aspinall is presented. Mike Smith makes a motion to approve and sign work order 1114. Ron Sandstrom seconds the motion and the motion passed 3-0.

DRA form MS 535 is presented. This form is a financial report of final expenditures of 2015. All information within the report is taken from the 2015 VDOE Audit and the report has been reviewed by Auditor Tamar Roberts. Mike Smith makes a motion to sign the MS 535. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to owner of 23 Diessbach outlining the need to obtain a driveway permit for construction for the curb cut being created at this lot is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the bacteria testing results. Results are clean.

Browning Surveys has questioned the status of VDOE roads as Class V, municipal Public Roads. This has been clarified.

NH DES has sent information regarding regulation of dams to establish water levels that are protective of the Loons.

NH DES has sent a lead pipe survey which has been completed and returned to DES.

Resident Jay Buckley has requested use of the VDOE sandwich board sign at the Huttwil mailboxes for placement of the flyer for Valley Pride Clean up day (May 7). Larry Leonard makes a motion to approve use of the sign. Ron Sandstrom seconds the motion and the motion passed 3-0.

Attorney Dan Crean has announced his retirement the end of June, 2016. Mike Smith makes a motion to request three options for new legal counsel for the VDOE from Dan Crean. Ron Sandstrom seconds the motion and the motion passed 3-0.

10. Scheduled Appearances

David Cribbie of G. W. Brooks, contractor for Oak Ridge Road reconstruction and Nick Sceggell of Fluet Engineering are in attendance to discuss the water main break that occurred during construction last week. Construction plans call for test pits in the area of the main break which were not done prior to excavation. David Cribbie outlines the distance between the estimated location on the plans and the actual location of the water main. G. W. Brooks will not bill for lost man hours or equipment used to dig and repair the water line, and requests that they are not held responsible for water operator Ian Hayes time. Confirmation is made that the VDOE will be responsible for the moving of the water line at the catch basins. The void which exists under Oak Ridge at the water line feed for Saint Moritz is discussed. Replacing of this water line while the area is excavated for road construction is discussed as the best manner of proceeding. This work would be done at time & materials billing by G. W. Brooks, with the VDOE responsible for time of Ian Hayes. The balancing change order done at the end of the project will list and calculate any changes to the contract price based on this work. 6 inches of additional excavation over a 30 foot span is estimated as additional work.

The order to proceed on the project is presented. Mike Smith makes a motion to sign the Order to Proceed. Ron Sandstrom seconds the motion and the motion passed 3-0. Change order #1 is presented. Mike Smith makes a motion to sign Change Order #1. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to hire Norm Garside as Clerk of the Works for the Oak Ridge project. Ron Sandstrom seconds the motion and the motion passed 3-0.
Nick Sceggell and David Cribbie leave the meeting at this time.

Contractor Norm Garside has submitted quotes for building repairs needed at Jungfrau station and Oak station. Mike Smith makes a motion to approve the Oak Ridge station repairs at a cost of $1,350. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve the Jungfrau station repairs at a cost of $2,320. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to fund these projects from the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Norm Garside submit an estimate for repairs to the foot bridge at Boulder Beach. Ron Sandstrom seconds the motion and the motion passed 3-0.
Norm Garside leaves the meeting at this time.

11. Other Business

Ron Sandstrom makes a motion to create a work order for measurement from the edge of road to the pavement placed at 26 Diessbach. Mike Smith seconds the motion and the motion passed 3-0.

12. Public Comments

At 10:35 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator