2016-07-11 Commissioners Meeting

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM071116.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 11, 2016

The Board of Commissioners met at 8:00 am on Monday, July 11, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:04 am). Also in attendance was Gloria Aspinall, Treasurer Dinah Reiss (arrived 9:10 am) and Ian Hayes (arrived 9:15 am). 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 accept the agenda as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

2. Highway Department Report

Kelly Robitaille is not in attendance as part highway employees Tony Eldridge and TJ Eldridge are in the District for planned road work.
Gloria Aspinall has completed the data collection for all road culverts. The list of culverts needing attention is reviewed. Culverts are listed by number and location. 191 road culverts have been identified.
No issues have been reported with the equipment.

3. Water

Ian Hayes states that Muddy Beach Well #1 has been chlorinated and tested. He is waiting for the test results prior to putting the well on line. Information on the possible interconnection of the two wells at Muddy Beach will be looked at by the Engineers. Additional information will be collected going forward once the wells are on line. SCADA programming can be used to protect the wells from drawing down to levels that may damage the pumps. The cost of the pole needed at Reinach is still outstanding. Ian Hayes states that Tom Therrien of Electrical Installation will be in the District Thursday and is the contact person for that quote. The polling sequence, DPW transducer status and off peak programming will be followed up on with Tom Therrien when he is here Thursday. The new panel for Reinach has been ordered.
Ian Hayes adds that the secondary containment and new day tank for the Sodium Hydroxide has been installed. A new pump should be ordered for the Sodium Bicarbonate. Mike Smith makes a motion to hold action on a new bicarbonate pump until the end of the year. Ron Sandstrom seconds the motion and the motion passed 3-0.
1 Bristenstock is discussed. An outline of the field findings created by Ian Hayes is being reviewed and discussed with the Engineers. The temporary feed to this property is holding flow with a psi around 35. Some peaks and valleys show on the graph. Discussion ensues on factors that may be effecting the flow and pressure at this house. Once Muddy Beach is on line; any effect of that station on the pressure at 1 Bristenstock will also be captured. Ian Hayes reports that one of the transducers has been installed at 19 Blinden to show flow and pressure at the far end of the water line that serves 1 Bristenstock. The property owners at 19 Blinden have had the same periods of reduced pressure and flow that have been observed at 1 Bristenstock.
Having the data loggers available for use as needed in different sections of the water system would be beneficial in diagnosing issues. Ian Hayes will approach Granite State Rural Water to see if they may sell the data loggers being used by the District at this time to the District.
Ian Hayes will send the quote for the valves needed to establish the set up for calibration of the DPW well flow meter.

4. Administration

A safety meeting will be scheduled.
All policies have been placed on the website. Minutes were also added.
An Asset Management meeting was held yesterday. Nancy Cole outlines that pump house information is being compiled with all valves and pumps that will be placed within each pump house upon completion. The Jungfrau data sheet has been completed and is reviewed.
Maps with isolation valves for the North side of the District have been ordered. Testing of valves will be a future project. Locations and verifying accuracy of the locations on the maps is the current priority. The number of isolation valves within the District that have been located has exceeded expectations – it was not known that over 100 isolation valves existed within the system.
Mike Smith makes a motion to approve purchase of directional arrows for pipe flows for the pump houses not to exceed $400. Ron Sandstrom seconds the motion. Discussion ensues on marking the pipes to show flow direction in each pump house. Motion is called to a vote and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,794.11. 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 year to date budget is reviewed and discussed. All areas within the budget are within normal range for this time of year.
The outstanding balance report for water bills is reviewed. The Town of Madison will be approached regarding the outstanding balance at 19 Aspen, which was recently deeded by the Town. Mike Smith makes a motion to file in small claims for any balance due over $1,500. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to create a policy that any outstanding water bill is filed with small claims at $1,500. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include a request for protection of, or removal of, the car on the lot at 19 Aspen as a safety issue in the letter to the Town of Madison. Ron Sandstrom seconds the motion and the motion passed 3-0.
The June daily water usage report is reviewed.
The quarterly report of water usage has been submitted to the State.
17 Oak Ridge Road and the received quote for altering the drainage in front of this property is discussed. Mike Smith makes a motion to approve the G. W. Brooks proposal, with a request for billing to be on a time and material basis not to exceed the $9,883 proposal. Ron Sandstrom seconds the motion and the motion passed 3-0. A letter will be drafted to the property owner outlining the acceptance of the proposal for completion of this work.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 25 checks for $22,898.42. Mike Smith 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 June 27 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The minutes of June 28 are presented. 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

Mike Smith reports that he discussed the guardrail amendment request with the property owners at 17 Middle Shore. Nancy Cole informs the Board that the proposed wording has been sent to legal counsel for review.
Mike Smith discusses the needed updates from Tom Therrien on project work.
Muddy Beach wells are discussed. The wells are ready to be put back on line. The draw down from MB Well #2 noted during flushing of MB Well #1 will be watched to determine if the two wells are in the same vein of the aquifer. Mike Smith makes a motion to inform Engineer Paul Fluet about the initial draw down relationship shown between the two wells. Ron Sandstrom seconds the motion and the motion passed 3-0. The make, model and depth of installation of each well pump will be collected; as will the depth and information on the transducer for each well. Discussion is held on additional review of the Muddy Beach wells draw down and any risk to the system that may result.
Mike Smith makes a motion to have Kelly Robitaille pick up the old pump at the Muddy Beach well field and bring for recycling. Ron Sandstrom seconds the motion and the motion passed 3-0. A work order will be created.
Mike Smith makes a motion to have Kelly Robitaille block access to the Muddy Beach well field and place boulders at the well heads. Ron Sandstrom seconds the motion and the motion passed 3-0. A work order will be created. The manner of blocking the road with a chain is discussed. Bollards may be placed, or the chain may be installed to a tree.
Mike Smith makes a motion to begin the ground work for distributing information on Class VI to Class V road conversion, including instructions and communications required to complete the process, in time for the 2017 Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

The bank amendment to the TAN loan documents, altering to a line of credit from a single disbursement is presented. Ron Sandstrom makes a motion to sign the TAN loan amendment document. Mike Smith seconds the motion and the motion passed 3-0.
Purchase order 150 for 8-foot sign posts is presented. Mike Smith makes a motion to approve purchase order 150 in the amount of $350.06. Ron Sandstrom seconds the motion and the motion passed 3-0.
Driveway permit for operation for 23 Diessbach is presented. Mike Smith makes a motion to approve the Driveway permit for operation. Ron Sandstrom seconds the motion and the motion passed 3-0.
The schedule of exposures for the new Primex Liability policy is presented and reviewed. Mike Smith makes a motion to sign the schedule of exposures. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

PLT has sent information regarding a public hearing to be held on July 21 at 9:30 am at the PLT office in Concord for proposed changes to the by-laws of the company that are required to handle run-off of any claims now that PLT can no longer write coverage. Mike Smith makes a motion to have Nancy Cole attend the hearing. Ron Sandstrom seconds the motion and the motion passed 3-0.
NH Municipal Association has sent the bi-weekly NewsLink.
The third party electric supplier has reported that the District saved $54 in June.
NH DES has sent a congratulatory notice to all systems awarded funds through the Asset Management Grant.

10. Scheduled Appearances
11. Other Business

The Asset Management Committee meeting minutes of June 11 were distributed.
The Lodge Sale Review Committee met and will be exploring ability to sell the Lodge.

Mike Smith makes a motion to have Tom Therrien repair or replace the DPW well transducer when in the District this coming Thursday not to exceed $2,000. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard voting against as no work order has been created or approved.

12. Public Comments

Dinah Reiss updates the Commissioners on the Eidelweiss Property Owner’s Association (EPOA) meeting held last weekend. The EPOA discussed the proposed option of selling the Lodge and questioned maintenance on the building until such time as a sale may be made. Ron Sandstrom states that the District has received a quote for $30,000 of repairs to be completed at the Lodge and that the Board will place this item on the 2017 Warrant.
Dinah Reiss questions why Kelly Robitaille is not the operator of the road grader when part time employee Tony Eldridge is in; adding that Kelly would gain more experience by operating the machine. Ron Sandstrom responds that it has been reported to the Board that Kelly Robitaille is getting much better with the grader; however, when Tony Eldridge is in the District he is handling the more difficult work with the machine for the most cost effective results for the District.

At 10:15 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