2016-09-19 Commissioners Meeting

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM091916-1.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 19, 2016

The Board of Commissioners met at 8:00 am on Monday, September 19, 2016. In attendance were Commissioners Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy), Ian Hayes (water operator) and Tom Therrien (SCADA programmer). The meeting was taped for Madison TV by Gary Boyd.
At 8:00 am the meeting was called to order by Commissioner Mike Smith.

1. Agenda

Mike Smith makes a motion to approve the agenda as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille states that asphalt work is planned for this week. A quote for brush cutting along and over roads has been requested. A quote for a leaf blower/vacuum system for cleaning ditches has been requested. All trucks are due for inspection in September. The F-550 was brought last week. Tires were needed. Cost is $275 per for the 6 tires needed. The inspection was completed. The Terra-Star and the 7400 will be scheduled. The asphalt work planned for this week includes Middle Shore at Geneva and Chocorua View Drive. Shimming of asphalt roads will be done if time allows. A quote for the culverts needed has been received from EJP at $157; Paris Farms charges $265. Kelly Robitaille states that a 12-inch culvert will be obtained for the driveway at 84 Oak Ridge due to ledge in the area. Mike Smith outlines that a 15-inch culvert is standard. Kelly Robitaille recommends a metal culvert be used if 15-inch as this size culvert would not be deep enough for proper top protection. A metal culvert will be used. The road review is discussed. Kelly Robitaille states that this will be completed today. The ad for part time snow plow operators will be in the Conway Daily Sun this week.

3. Water

Muddy Beach is discussed. The electrical work needed is discussed. Ian Hayes requests a non-public session with the Board. Upon resuming public session, the conduit for Muddy Beach is discussed. The installation will be quoted by the electrician as Ian Hayes does not have the tools necessary to work with the conduit. Tom Therrien outlines that the conduit is lightning protection for the wires running between the station and the wells. Mike Smith makes a motion to have Justin quote needed lightning protection for the wells. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith makes a motion to obtain a quote for lightning protection at the pump houses; with a breakdown of needed protection and cost per pump house. Larry Leonard seconds the motion and the motion passed 2-0. Tom Therrien outlines that the pump houses likely to sustain a lightning strike may need a grounding grid; where as other pump houses may just need grounding rods placed. The well transducers are discussed. The metal conduit will be placed prior to replacing the transducers. The meters at Muddy Beach are discussed. Ian Hayes outlines that the meters are operational, but the SCADA interface is not; therefore no read for daily usage is being captured by the SCADA system. Mike Smith makes a motion to have Ian Hayes submit monthly water usage for Muddy Beach to the office. Larry Leonard seconds the motion and the motion passed 2-0. Tom Therrien informs the Board that the off-peak programming and placement of the new panel at Reinach are scheduled for next week. Discussion is held on a recommendation from Engineer Paul Fluet to scale back the Oak station pumps and to pump only at night. The information obtained from the data loggers to analyze the pressure loss at 1 Bristenstock and on Blinden is discussed. A meeting with Paul Fluet to review the information is discussed. Mike Smith makes a motion to establish a meeting with Paul Fluet for review of the pressure loss and suggestions for creation of the Reinach pressure zone. Larry Leonard seconds the motion and the motion passed 2-0. The target time line will be first week of October. Ian Hayes and Tom Therrien will be notified once scheduled. Winterizing the line at 1 Bristenstock will also be discussed. Should an issue occur with the temporary line; the house could be returned to the original line.
Tom Therrien reiterates that the Reinach panel will be installed next week; off-peak programming will be completed next week; the schematic for the chemical injection room will be completed by the end of the month.
The placing of a gate valve for the DPW well field is discussed. Benefits include ability to calibrate the well meter, ability to de-pressurize the DPW line for work in the chemical injection pit, as well as an additional blow off and bleeder site for system flushing. Extending of valves located along Eidelweiss Drive to Little Shore as approved by the Board is discussed with Ian Hayes. This will be scheduled for October. Ian Hayes adds that the repair for the leak that was found on Aspen is scheduled for this week. The cleaning of the containment pit for the day tank for the sodium hydroxide will be completed next week. A visual marker will be set on Grandval Way for the air release valve located near the manhole entrance. Ian Hayes adds that the sodium hydroxide tank needs to be filled. A delivery will be ordered.

4. Administration

A safety meeting will be held following this meeting.
The motions log will be distributed for review next week.
The monthly cash flow report has been distributed. The District will most likely need to use TAN loan proceeds beginning in December.
An Asset Management meeting is scheduled for Sunday, September 25.
The report on outstanding water bills is reviewed. 5 customers will receive notice of intent to discontinue services for non-payment. Mike Smith makes a motion to send the certified notice for shut off of services for non-payment on October 3, 2016 stating a shut off date of November 7, 2016 if the balance remains unpaid. Larry Leonard seconds the motion and the motion passed 3-0.
A quote for removal of the marked trees at the Lodge is reviewed. The quote is for $3,200. Discussion is held on additional quotes requested but not yet received. These will be followed up. Mike Smith makes a motion to have Kelly Robitaille pressure wash the entry ramp to the lodge to remove the moss this week. Larry Leonard seconds the motion and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 12 checks for a total of $9,512.48. Larry Leonard seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of August 29 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0.
The minutes of September 12 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0.

7. Commissioners Reports
8. Signature Items

The agreement for engineering services for Grison and Burgdorf culverts has been clarified at $15,500. This will be held for next week.
The Reinach pressure zone agreement has been received. This will be reviewed with Paul Fluet upon his visit to the District.
A letter to Carroll County Registry of Deeds for filing of the deed for 11 Lakeview Drive is presented. Mike Smith makes a motion to sign the letter. Larry Leonard seconds the motion and the motion passed 2-0.
Purchase order 157 is presented. Mike Smith makes a motion to sign purchase order 157 for a tire for the International 7400 at a cost of $630. Larry Leonard seconds the motion and the motion passed 2-0.
Purchase order 158 is presented. Mike Smith makes a motion to sign purchase order 158 for 6 tires for the F-550 at a cost of $1,740. Larry Leonard seconds the motion and the motion passed 2-0.
Purchase order 159 is presented. Mike Smith makes a motion to sign purchase order 159 for gravel at a cost of $500. Larry Leonard seconds the motion and the motion passed 2-0.
Purchase order 160 is presented. Mike Smith makes a motion to sign purchase order 160 for culverts at a cost of $1,325. Larry Leonard seconds the motion and the motion passed 2-0.
Work order 1129 is presented. Mike Smith makes a motion to sign work order 1129 for filling of potholes on Middle Shore at Geneva. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria and pH test results. All results clean.
The Town of Madison has sent notice of filing of a tax deed for 14 Aspen. The outstanding water bill balance and request for removal of the car on this lot will be sent to the Town.
The Zoning Board of Adjustment has sent notice that a public hearing will be held regarding development of 17 Middle Shore on Wednesday, September 21, 2016 at 7 pm.
The Town of Madison has sent notice that two additional lots are being offered to abutters. One is on Class V Bristenstock and the other is on Class VI Waldsbut. The District has no lots in the area of either of these available lots.
Mark Graffam sent a 91-A request for the draft minutes of August 29. The information was sent.
The Eidelweiss Property Owner’s Association is discussing having an expert review the VLAP information on the ponds for analysis of the pond conditions.
Eversource has sent notice that the downed trees within the VDOE right of way will be removed.
EJP has sent notice of a third party who is requesting information on EJP contracts.
NH Retirement has sent a bulletin regarding the 2018/19 fiscal rates for employer contributions that will go into effect on July 1, 2017.
The August VLAP testing results and the first of the September VLAP results have been received and distributed.
NH Health and Human Services has sent the arboviral bulletin. No cases of West Nile Virus or Eastern Equine Encephalitis have been detected this year.
HealthTrust has sent notice of IRS forms that will be required for reporting on health insurance for calendar year 2016.
NH Municipal Association has sent the bi-weekly NewsLink.

10. Scheduled Appearances
11. Other Business

Larry Leonard questions if mowing and weeding is going to be done. This will be followed up on.

12. Public Comments

At 8:15 am Larry Leonard makes a motion to enter non-public session pursuant to RSA 91-A:3, II (c) reputation. Mike Smith seconds the motion. Motion is called via roll call Mike Smith yea, Larry Leonard yea and the motion passed 2-0.

No motions or votes were made during non-public session.

At 8:20 am Mike Smith makes a motion to exit nonpublic session and resume the public meeting. Larry Leonard seconds the motion and the motion passed 2-0.

At 9:35 am Mike Smith makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator