[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM051616.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 16, 2016

The Board of Commissioners met at 8:00 am on Monday, May 16, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy), Ian Hayes (water operator), Tom Therrien (SCADA), Engineers Paul Fluet and Nick Sceggell, Erin Hartley of Hartley Well, Dave Cribbie of G. W. Brooks (Oak Ridge Contractor), and Treasurer Dinah Reiss.

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. Larry Leonard seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the pavement preservation project on Upper Oak Ridge and Klausen was completed last Thursday. The area was ditched prior to the asphalt being placed. The shoulders will be worked in the area. Pavement now extends an additional 25 feet beyond the prior cut location to ease transition around the top of the S turn. Porridge Shore was ditched. Bern Drive and Sarnen will also be ditched. Seasonal work to be done by Memorial Day is discussed. Mike Smith makes a motion to put the rafts in on a good day. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to put the speed bumps in on Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 3-0. The fence at the veterans garden will be placed after Oak Ridge Road construction is complete. The list of roads planned for work is reviewed and discussed. A work session for road work is scheduled for 1 pm today. Discussion is held on cleaning ditches and culverts around the ponds first. Cleaning of road culverts, pavement shimming and shoulder work needed on suggested roads is discussed. The marking of road culverts is discussed. Kelly Robitaille shows a metal garden stake, painted yellow at the top with a number tag attached. Kelly Robitaille informs the Board the stakes cost $2.20 each. Each culvert requires two for a total cost under $1,000. Three days is estimated as completion time of painting and tagging the garden stakes. Priority of work for the department is discussed. Mike Smith discusses option of canceling the roller rental. The ability to have roads prepared in advance of the rental is discussed. Mike Smith adds that he would like to see a priority on ditching and culvert cleaning with grading of roads to follow. Discussion on process of road work continues. The need for a place to deposit materials during road work is discussed. Road work and priority discussion will continue in the reconvened session. Scheduling of the session is discussed; Tuesday at 1 pm.

3. Water

Mike Smith will work with Ian Hayes on isolation valve locating. Beginning date is discussed. Ian Hayes states able to begin Wednesday, June 1 at 1 pm. Work on locating and obtaining GPS coordinates for the valves will continue weekly at 9 am on Wednesdays beginning June 8. Pricing for the replacement of the booster pumps at Muddy Beach is stated by Ian Hayes to have been sent last night to the office, total cost, including pumps, is estimated at $23,000. The pricing for replacement of the day tank for the Sodium Hydroxide with repainting of the pit is estimated at $1,400 - $600 in parts and $800 in labor. Ron Sandstrom makes a motion to proceed with the replacement of the day tank for the Sodium Hydroxide, including repainting of the protective paint in the pit, up to $1,400. Mike Smith seconds the motion and the motion passed 3-0. The quote for the booster pump and piping replacement at Muddy Beach is discussed. Ron Sandstrom outlines that no action will be taken on the booster pump replacement until the work is completed on the wells and production is assessed. Off peak metering for the water system is discussed. Tom Therrien states that the program will be added to the stations this week. Tom Therrien discusses the height of the antenna at Reinach station. The antenna is too low and should be placed on a telephone pole next to the station to at a height of 30-35 feet. Mike Smith makes a motion to obtain pricing for purchase and placement of the telephone pole and placing of the antenna. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain pricing for the larger enclosure needed for Reinach station. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain pricing for updating of the SCADA system polling sequence with a sequence of operation report for the VDOE. Ron Sandstrom seconds the motion and the motion passed 3-0. The water outage on May 8 is outlined as being caused by a polling sequence failure. Tom Therrien leaves the meeting at 9:30 am.
The work needed on the wells at Muddy Beach is discussed with Erin Hartley of Hartley Well, Water Operator Ian Hayes, Engineers Nick Sceggell and Paul Fluet of Fluet Associates, a division of Dubois & King. Surging of Well #2 is outlined as the best means of cleaning the well to stop the sediment clogging the well pump. Well #2 is 110 feet at pump depth. Mike Smith makes a motion to shut off the camera for this discussion. Ron Sandstrom seconds the motion. Discussion is held on the information to be discussed as public information. Motion is called to a vote and the motion failed 1-2 with Larry Leonard and Ron Sandstrom stating the information is public. Muddy Beach Well #1 is discussed. Ian Hayes outlines that the production of this well reduces to 35 gallons per minute (gpm) with regular use. Once recovered, the well will return to 85 gpm production. Erin Hartley recommends pulling of the pump from Well #1, surging the well while open and placing a new pump. Size of the pump for the well is discussed. Ian Hayes states that if 35 gpm is the long term production for this well, the pump should be sized in that range, in lieu of an 85 gpm pump. The difference in horse power of the pump will make a large difference in the price and lead time needed to obtain. Well #2 will be flushed and put on line prior to removing the pump from Well #1. When the pump is removed from Well #1, the well will be tested by Hartley Well for production. This test will give a short term production capability; not long term sustainable rate of production. Paul Fluet states that information on the production rate should be used to size the pumps so that the pumps give a production rate which matches the flow. Paul Fluet adds that he agrees that Well #2 should be flushed and put back on line prior to removing the pump from Well #1. The transducers which will be placed in the wells while they are open will give the needed information on the flow ability of these wells. The cost estimate for the work is discussed. Worst case for Well #1, which would include a 10 HP pump for 85 gpm flow capability is $26,500. Well #2 is estimated to cost $3,700 to $5,200. Total budget for the project is $30,000. Scheduling is discussed. Erin Hartley states can be scheduled for phase 1 the week of May 30. Upon completion of phase 1, the information obtained about the short term production ability of Well #1 will be sent to the Engineers who will size the replacement pump. A two week lead time for receipt of the new pump for Well #1 will be needed and the new pump and piping will be installed as phase 2. Mike Smith makes a motion to authorize up to $35,000 for this project. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith leaves the meeting at this time to view the access to the Muddy Beach wells with Erin Hartley and Ian Hayes. Kelly Robitaille is contacted and requested to go to Muddy Beach station to review the access needs for the equipment of Hartley Well.

4. Administration

The monthly safety meeting will be held Tuesday at 12:30 pm.
The motion log has been distributed for review.
The work order log has been distributed for review.
The updated job description for the highway foreman has been distributed. This document will be discussed in the reconvened session of this meeting scheduled 5/17 at 1 pm.
Attorney Dan Crean has reviewed the fill agreement. Recommendation is that the Board sign these agreements, not the Highway Foreman. Mike Smith makes a motion to update the fill agreement to reflect signatures of the Board and approve use of the fill agreement as amended. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining stating he did not read the document.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 16 checks for $9,609.85. 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 May 9, 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

Mike Smith reports that minor trimming of tree limbs and moving of a few rocks is all that is needed to prepare the access area for the Muddy Beach well field. The DPW will handle the work.
Mike Smith discusses the Commissioners Report to be given at the Eidelweiss Property Owner’s Association meeting Saturday May 28, 2016. Placing of identification in watercraft is discussed.
Mike Smith discusses the Asset Management meeting held last Saturday. The Asset Management Committee has voted to recommend to the Board of Commissioners that efforts to collect funds from the State of NH Asset Management Grant be stopped after May 31. Larry Leonard discusses contact with Luis Adorno of NH DES from the Board. Larry Leonard makes a motion to send a letter to Luis Adorno of NH DES inviting him to a Commissioners meeting. Ron Sandstrom seconds the motion and the motion passed 2-1 with Mike Smith voting against stating that contact has been made and not responded to; additional contact is not needed.
Mike Smith makes a motion to approve up to $400 for printing of maps once all data points are established for the isolation valve locations. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against production of the isolation valve maps.

8. Signature Items

Work order 1117 for seasonal water turn on for VDOE is presented. Mike Smith makes a motion to approve work order 1117 for seasonal water turn on. Ron Sandstrom seconds the motion and the motion passed 2-0. (Commissioner Leonard stepped away)
Work order 1118 for seasonal water turn on for a resident is presented. Mike Smith makes a motion to approve work order 1118 for seasonal water turn on. Ron Sandstrom seconds the motion and the motion passed 2-0. (Commissioner Leonard stepped away)
Work order 1119 for seasonal water turn on for a resident is presented. Mike Smith makes a motion to approve work order 1119 for seasonal water turn on. Ron Sandstrom seconds the motion and the motion passed 2-0. (Commissioner Leonard stepped away)
A driveway permit for construction for 23 Diessbach Drive is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft of a letter to Eversource regarding tree cutting is presented. Draft is reviewed and discussed. Draft held for additional discussion.
Transfer of funds request to Treasurer Dinah Reiss for movement of $100,000 from the Water Usage Account to the Operations Account is presented. Ron Sandstrom makes a motion to sign the Transfer of Funds request. Mike Smith seconds the motion and the motion passed 3-0.

9. Correspondence

Ralph Lutjen has sent notification that resident Melissa hatch has agreed to weed the gardens and mow the lawns for the season at a cost of $200. Mike Smith makes a motion to approve allocation of $200 for garden and lawn maintenance. Ron Sandstrom seconds the motion. Larry Leonard questions if specifics for the job have been outlined, the number of and location of the gardens, the number of and location of the lawns and if a work order or signed agreement will be in place. Larry Leonard is informed there are 5 gardens, 2 lawns, and that the job was posted for over a week with no other response. Mr. Leonard begins to ask additional questions. Mike Smith moves to call the question. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against, stating he has additional questions. Motion to approve the $200 for garden and lawn maintenance is called to a vote and the motion passed 2-0-1 with Larry Leonard against.

Mike Smith makes a motion to approve the request for parking of a trailer, occasionally with a boat on it, at the Huttwil lot for the summer. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard recused from the vote as he is the requesting resident.

NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances

Dave Cribbie of G. W. Brooks & Son, contractor for the Oak Ridge Road project joins the meeting to discuss project status with the Engineers and Board. Correction of the raised catch basin on Eidelweiss Drive at the intersection with Oak Ridge Road is proposed as Change Order #3. Cost for purchase and placement of the C-throat is $645. Nick Sceggell states that this is the correct solution and gives verbal approval of the change order. Ron Sandstrom makes a motion to approve Change Order #3 based on verbal approval of the Engineers. Larry Leonard seconds the motion and the motion passed 3-0. Final paperwork will be forwarded by Nick Sceggell for signing. Paul Fluet discusses placing the base asphalt layer at this time with final top coat to be done in the fall. Dave Cribbie will obtain pricing for this option. The pipe at catch basin #2 at the intersection of Saint Moritz needs to be extended 5 feet. Cost for this is $280 and will be calculated with the final balancing change order vial alteration of the unit amounts (5 feet of culvert piping will be added). The rocks removed from the project and unsuitable materials removed during preparation of the road bed remain to be calculated and approved. Some rocks are outlined as having been destroyed prior to VDOE verification of measurements. Exchange of a headwall for a catch basin is discussed. If VDOE keeps the headwall once removed, cost will be $2,300. If G. W. Brooks keeps the headwall the cost will reduce to $2,100. Mike Smith makes a motion to approve the work at a cost of $2,300 with the VDOE keeping the headwall. Ron Sandstrom seconds the motion and the motion passed 3-0.
The driveway at #18 Oak Ridge will need additional apron work to tie into the new road surface. One load of gravel, compacted and sloped, will be needed. The class C erosion stone in the ditches at the lower portion of the road will need to be moved to lower the ditch line. The stone will be used in other areas of the ditch line up hill. Cost for additional labor to move the stones is $1,200. Mike Smith makes a motion to approve up to $1,250 for movement of the class C erosion stone. Ron Sandstrom seconds the motion and the motion passed 3-0. The components of the current mix of asphalt being produced at Pike have not been released for 2016, but have not changed from 2015. Approval of the asphalt mix based on 2015 published data is discussed. No changes to the mix are known. Mike Smith makes a motion to recommend Fluet Engineering approve the asphalt mix based on the 2015 publication. Ron Sandstrom seconds the motion and the motion passed 3-0. Dave Cribbie will send the information to the Engineers. Dave Cribbie leaves the meeting at 11:20 am.

Discussion ensues with Paul Fluet and Nick Sceggell regarding Grison and Burgdorf engineering as approved at the VDOE Annual Meeting. Mike Smith makes a motion to act on the Warrant Articles and begin engineering, design and permitting of permanent repairs for the culverts on Grison and Burgdorf. Ron Sandstrom seconds the motion. Discussion ensues with Larry Leonard speaking against this project. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against stating that he does not think this is needed.

Paul Fluet is informed that off peak pumping for savings on electric costs for the water system is being modeled and looked into.

11. Other Business

Ron Sandstrom makes a motion to post the paving schedule for Oak Ridge Road on the website. Mike Smith seconds the motion and the motion passed 3-0.

12. Public Comments

At 12:00 pm Mike Smith makes a motion to recess the meeting until Tuesday, May 17 at 1:00 pm. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator