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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 9, 2017

The Board of Commissioners met at 8:00 am on Monday, January 9, 2017. 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

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 roads are good. Sand is needed and is available at $10.50 per ton from High Street Sand & Gravel. Coleman’s price is $11.00 per ton. Mike Smith makes a motion to approve $5,000 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0. Salt is also needed; the shed can hold 4 loads. Mike Smith makes a motion to approve 4 loads of salt up to $6,000. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that the Terra Star is having an exhaust issue as it did last year. Exhaust enters the drivers cab when the sander is loaded and the truck is plowing on the hills. Liberty International picked up the truck and brought it to Manchester for repair. The truck is expected back Tuesday afternoon. The new sander in the F-550 is reported to be working out great. Loaded weight of the truck and prior issues with damage and wear caused to a 550 by overloading this type of truck are discussed. Kelly Robitaille will load the truck as normal and take the truck to the scales at Coleman’s for the weight to be checked. Kelly Robitaille reports that he received a call from the Sheriff’s department regarding exposed drainage at #7 Oak Ridge Road. The area was coned off and will be corrected. Damage may have been caused by a wing plow or the contractor who plows the driveway. Communication paths are discussed. Kelly Robitaille reports that the District cell phones are used and that the Sheriff’s department and Madison Police have directly contacted him when needed. Radio communication with Madison Highway is possible, but varies with location of drivers. No problems have been noted with the communication paths. Pushing back of snow banks and intersections as well as punch outs in snowbanks is being done.

3. Water

Larry Leonard discusses receiving regular updates on the status of the system and work completed from water operator Ian Hayes. Ian Hayes reports that the heater at Reinach has been installed. SCADA programmer Tom Therrien was in last Friday to review and analyze recent communication failures that have occurred at Summit, Chocorua, Oak and Muddy Beach stations. A failure at Reinach required resetting of the PLC. The antennas may need to be repositioned in the spring. Discussion ensues on programming a shut off for any pump when a communication failure occurs that would be timed based so that the receiving tank would not be overflowed. Lightning protection for the water system is discussed. Ian Hayes states that there are many options and processes that may be available, but the contractors who are familiar with the specifics of the VDOE are in the best position to make recommendations. Discussion with Tom Therrien and Lee Carroll, electrical engineer, may be considered. Basic lightning protection should be done first, beginning with proper ground rods being placed. Ian Hayes recommends having Tom Therrien review lightning protection for each station. Discussion is held on requesting information from NH DES. Ron Sandstrom makes a motion to send a request to Rick Skarinka of NH DES on what other systems are doing for lightning protection and any contractors that DES may recommend. Mike Smith seconds the motion and the motion passed 3-0.
Ian Hayes reports that the replacement of the curb stop valve at 23 Huttwil was postponed due to weather conditions. The valve is off at this time. Replacement will be scheduled for the spring. Seasonal maintenance for the chemical injection room is discussed. Ian Hayes will send an estimate. The sodium bicarbonate delivery system is discussed. Ian Hayes will send a proposal for recommended changings to increase the efficiency of the sodium bicarbonate delivery set up. A follow up will be sent to Tom Therrien on the chemical injection room schematic. Mike Smith makes a motion to send an email to Tom Therrien with a copy to the Electrical Installation Inc. office. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on the Muddy Beach upgrade warrant article. Larry Leonard has produced a document for the proposed upgrades. Document will be reviewed for discussion. Verbiage for the Reinach pressure zone warrant article will be drafted for review. Ron Sandstrom makes a motion for Larry Leonard to do the write up for the proposed warrant articles. Mike Smith seconds the motion. Discussion ensues on the information to be included as an overview of the engineering needed for the new pressure zone. Motion is called to a vote and the motion passed 3-0. Ian Hayes discusses purchase of data loggers for the system. Cost is approximately $500 each. Ian Hayes will check on available units. Mike Smith questions modeling of the off-peak pumping status for the system. Ian Hayes outlines that Muddy Beach is not able to keep up with demands. Muddy Beach is not able to keep Reinach at a safe level and running Muddy Beach is a high risk to the well. Adding meters to the systems stations and the prv pits is recommended by Ian Hayes for the ability to more easily track leaks within the system.

4. Administration

A safety meeting will be held following this meeting.
The Annual Meeting notice is reviewed. Notice will be in the Conway Daily Sun Wednesday, January 11 and again on January 18.
A draft of the handout for the budget hearings is reviewed. Mike Smith makes a motion to have the handout at the budget hearing. Ron Sandstrom seconds the motion and the motion passed 3-0. Other information will be put together for review next week.
The draft of the 2017 Warrant is discussed. The proposed article for instituting permit parking at the beaches was reviewed with Madison Police last week. No parking on one side of the streets at each beach should be added during the summer months with permit parking only on the other side the street. This will allow enforcement and keep persons from parking on the street to avoid the need for a parking permit. Mike Smith estimates up to $400 in signs would be needed.

5. Accounts Payable

The check manifest is presented. Larry Leonard makes a motion to approve 3 checks in the amount of $7,879.51. 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 12/19 are reviewed. 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 01/03 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 discusses contact with Engineer Paul Fluet by Commissioner Larry Leonard while putting together the budget number for Muddy Beach. Mike Smith states that no costs were authorized to be incurred for this budget number to be obtained. Larry Leonard objects. Ron Sandstrom adds that incurring costs for a budget number is not needed; activating engineering resources as well as water operator and SCADA programmer time costs money.
Larry Leonard states that savings can be incurred by swapping the propane provider to AmeriGas. Larry Leonard makes a motion to begin the move to AmeriGas for providing propane for the District. Ron Sandstrom seconds the motion. Discussion ensues on obtaining a written proposal from AmeriGas. Larry Leonard withdraws the motion. Mike Smith makes a motion to have the office contact AmeriGas for a written price quote confirmation of $1.32 per gallon through 2017 with any costs for swapping of the tanks. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items
9. Correspondence

The monthly Coleman Tower Site rental check has been received.
Primex has sent the 2017 training schedule.
NH Municipal Association has sent the 2017 Legislative Bulletin.
NH Municipal Association has sent the biweekly News Link.

10. Scheduled Appearances
11. Other Business

15 new email sign ups have been received by the website based on the postcard notice recently sent. 211 emails were sent Friday when the Annual Meeting notice was posted.

12. Public Comments

At 9:45 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,
Nancy E. Cole, Administrator