[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/CM121916.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 19, 2016
The Board of Commissioners met at 8:00 am on Monday, December 19, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy) and Ian Hayes (water operator). 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
Larry Leonard makes a motion to approve the agenda. Mike Smith 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 roads are good. The crew did a great job over the weekend with the snow and ice. The Commissioners commend the crew on the work done keeping the roads clear for travel. Kelly Robitaille states that all equipment is in good condition. Studded snow tires are discussed for the F-550. Cost will be looked into. Sand and salt supplies are good, additional salt will be needed soon. Mike Smith makes a motion to order one load of salt at the end of the week at a cost of $1,500. Ron Sandstrom seconds the motion. Discussion is held on the budget and additional purchases. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to schedule an additional load of salt for delivery after 1-1. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on sending an email through the website regarding the tax payer sand pile. Information is on the website. The year to date budgets are reviewed and discussed.
3. Water
Ian Hayes reports that the NH DES sanitary survey of the water system was performed last week with Rick Skarinka. Discussion with DES included the need for a long term plan that includes pipe replacement for elimination of the bleeders. A report from DES is expected to be received in early 2017. Discussion was held regarding funding of projects and funds available through low cost loans and grants for upgrades needed to the water system. Discussion ensues on electric versus propane heat for the Reinach station. Maintenance of heaters for the pump stations and costs to install and run the heat in the stations is discussed. Ian Hayes outlines that even with propane heat in the pump houses, the electric heaters should remain in place as a backup if needed. Ian Hayes also discusses use of pilot heaters for a propane heating source so that the heat would not be dependent on electricity to turn on. This would eliminate the concern over a station freezing should the power and heat go out.
The beginning of the testing of off peak pumping for the DPW well and Jungfrau stations is discussed. Ian Hayes is informed the Board would like to begin the testing Wednesday, December 21. Ian Hayes states that the system is not ready to begin this testing. Oak station and Chocorua station are currently pumping during off peak hours only. To place the DPW well and Jungfrau station on off peak pumping would place additional demand on Muddy Beach. Without the well transducers, it is unknown if Muddy Beach can sustain the system for an extended time; prior use of Muddy Beach has shown that the well production will not sustain the system for any extended time frame. Ian Hayes adds that production of Muddy Beach well #2 is down. Without the transducers in the wells, the reason for this lower production is unknown. Discussion continues on the water system, daily usage demands and well production. Installation of Variable Frequency Drives (VFD) at Muddy Beach during the planned station upgrade will allow additional control over flows. Ron Sandstrom makes a motion to not begin the off peak testing until the system is ready. Mike Smith seconds the motion. Discussion is held on input from Engineer Paul Fluet on the off peak pumping; the Engineers have requested well level information from the transducers in order to be able to analyze the system capabilities to handle off peak pumping. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to install the well transducers at Muddy Beach after the first of the year, but not hook up until lightening protection has been installed. Ron Sandstrom seconds the motion. Discussion ensues on opening the wells during winter months. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against opening the wells during winter.
Discussion is held on the need to change the curb stop valve at 23 Huttwil. This valve failed when the attempt to turn off for non-pay was performed at this location. It is an old style bleeder valve, any of which should be replaced when discovered. The work is scheduled for next week.
The recent gasket failure at Oak Station is discussed. The gasket was replaced and the Chocorua tank filled. The flood alarm at Oak Station will be re-installed.
4. Administration
A safety meeting will be scheduled for early January.
The monthly cash flow report is reviewed and discussed. Moving of additional funds from the TAN line of credit to the operating account will be discussed with Treasurer Dinah Reiss.
The 2017 Asset Management Grant application has been submitted to NH DES.
The 2017 proposed budget is reviewed and discussed. The updated proposed budget form with the year to date expenditures will be placed on the website.
Discussion is held regarding placing of the proposed water system upgrades to Muddy Beach on the 2017 Warrant. Mike Smith states that he is against including this on the Warrant.
The payroll report is presented. Larry Leonard makes a motion to approve payroll in the amount of $7,041.27. 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 motions log is reviewed and discussed.
Ron Sandstrom makes a motion to place a copy of the recently mailed post card to home owners on the website. Larry Leonard seconds the motion and the motion passed 3-0.
5. Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 8 checks in the amount of $5,653.40. Larry Leonard 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 December 13 are reviewed. 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 suggests a conference call with Eversource regarding the off peak pumping option for the water system. Mike Smith makes a motion to have the office set up a conference call with Eversource to occur during a Monday Commissioners meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
8. Signature Items
Purchase order 167 is presented. Mike Smith makes a motion to approve and sign purchase order 167 in the amount of $6,600 for purchase of a new sander for the F-550. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 168 is presented. Mike Smith makes a motion to approve and sign purchase order 168 in the amount of $3,000 for two load of salt. Ron Sandstrom seconds the motion and the motion passed 3-0.
A withdrawal request has been completed for withdrawal of $2,719 from the Heavy Equipment Capital Reserve Fund for the recent repairs to the backhoe. Discussion ensues on contact with Chadwick BaRoss regarding the hourly rate being charged for this service. Ron Sandstrom makes a motion to have Larry Leonard contact Chadwick Ba-Ross regarding the service rate on the invoice. Larry Leonard seconds the motion and the motion passed 3-0. The withdrawal request will not be acted on at this time, the expense will be covered with budgeted highway funds.
9. Correspondence
Granite State Analytical has sent the December bacteria testing results for the water system – clean.
Granite State Analytical has sent the December pH testing results – in range.
Season’s greetings are being received from vendors.
10. Scheduled Appearances
11. Other Business
12. Public Comments
At 10:18 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