[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/03/CM022017.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 20, 2017

The Board of Commissioners met at 8:00 am on Monday, February 20, 2017. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were resident Jay Buckley and Ian Hayes (water operator, arrived 9 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 approve the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Highway Foreman Kelly Robitaille is not in attendance as today is a holiday. Only one complaint of an icy road was received during the recent storms; the DPW handled the storms well. Sand and salt supplies are discussed. Supplies were ordered as needed during the recent storms, a purchase order will be put together for next week. The 2017 proposed budget will be checked against expenditures to date. An increase to the salt and sand line items may be needed.

3. Water

Ian Hayes reports that a leak was detected on the service line for 4 Salins. Service to the house has been disconnected until repaired. 27 Upper Lakeview Drive will have water service restored today; the leak at this property has been repaired. The curb stop valve for 23 Huttwil will be replaced in the spring. The gate valve and blow-off to be placed on the water line to the chemical injection pit will also be done in the spring. Ian Hayes adds that water usage has been high for this time of year; there are most likely undetected leaks. Ian Hayes is informed of the data logger purchase order approved for up to $1,500. Ian will order the units.
Mike Smith discusses the work that was approved but not completed in 2016 for extending of the isolation valves to proper depth. Mike Smith makes a motion to approve up to $3,000 for valve extending. Ron Sandstrom seconds the motion. Discussion ensues. Ian Hayes outlines the intent to focus on known valves that will most benefit the ability to isolate different areas of the system. The valves at the bottom of Lugano will be included. Ian adds that some of this work will be scheduled with Kelly Robitaille, some will require outside excavation. The option of using the Water Extension fund for this project is discussed. Motion is called to a vote and the motion passed 2-0. Installation of flood alarms at the pump stations is discussed; Ian Hayes will install the units. Ian outlines electrical work needed at Oak station. An estimate has been obtained and will be forwarded to the office. Tom Therrien will be in the District next week to check on the recent communication failures at Reinach. Discussion ensues on establishing a safeguard within the SCADA system that would shut down pumps sending water to a station should that station have a communication failure. Lightning protection is still being pursued. Ian Hayes states that he will forward a proposal on needed maintenance and upgrade for the Sodium Bicarbonate set up in the chemical injection room. The pressure issues on Bristenstock and Blinden are holding with the new pumping schedule.

4. Administration

A safety meeting will be held next week.
The audit is in process. Schedules and draft expected this week.
The cash flow report is reviewed and discussed. The use of and need for a TAN is discussed. Focusing on ditching with the highway department can be done to help preserve cash flow. Jay Buckley questions if the Unassigned Fund Balance should be listed along with the reserve funds shown on the report and is informed the UFB is not part of the monthly cash flow report.
The Asset Management update submitted by Tommy Gunn will be included in the handout for Saturday’s Annual Meeting.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,933.40. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Jeff DeMartino of the Highway Department passed his CDL; his rate has been changed as voted by the Board to take effect upon obtaining CDL licensing. Motion is called to a vote and the motion passed 2-0.
Discussion is held on the 12 hour limitation for highway shifts. Ron Sandstrom makes a motion to adopt the State of NH DOT regulations regarding shift limitations. Mike Smith seconds the motion. Discussion is held on requiring breaks, compliance with DOL standards and safety of the crews. Motion is called to a vote and the motion passed 2-0. A policy will be developed for approval by the Board.
NH Retirement System has completed the compliance audit for FY 2016. VDOE is compliant with NHRS requirements and reporting.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 18 checks in the amount of $13,394.32. 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 January 30 are reviewed. Mike Smith makes a motion to approve the minutes of January 30 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of February 6 are reviewed. Mike Smith makes a motion to approve the minutes of February 6 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith makes a motion to have the office contact the Conway Daily Sun regarding placing of a newspaper pick up box at the Huttwil parking lot. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith discusses checking of the sand and salt supplies and expenditures against the proposed 2017 budget funding levels.
Ron Sandstrom reviews the completed road work report, which includes three years of road maintenance information.
Ron Sandstrom outlines the completed wage and benefit survey; stating that the VDOE falls into the lowest 13% for health insurance contribution and lowest percentile of employee salary levels.

8. Signature Items
9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results; clean.
The monthly rental check for the Coleman Tower site has been received.
Attorney Chris Boldt has confirmed he will attend the Annual Meeting next Saturday.
The third party supplier for electricity has sent the renewal packet. Three options for suppliers are included in this rate comparison. Discussion ensues on obtaining additional proposals. The agreement reached with the current vendor to return to Eversource as electricity supplier automatically at the conclusion of the contract is discussed; not all vendors would include this provision.
Mark Graffam has sent a compliment on employee Jeff DeMartino; stating that Jeff appears to be doing a good job operating the equipment. The email and recommendation included within to train Jeff DeMartino on the road grader is discussed; training to be given will be determined by the Commissioners and Foreman Kelly Robitaille.
NH Municipal Association has sent two legislative bulletins and the bi-weekly News Link.
Of note, the NH House of Representatives has killed a bill that would have required municipalities to pay the legal expenses of any person successful in a 91-A case regardless if the municipal officials were aware or should have been aware of the violation.

10. Scheduled Appearances

Resident Jay Buckley discusses the replacement of the culvert at 34 Oak Ridge Road in 2005 during the construction on the middle section of Oak Ridge Road. Jay Buckley is given the property folder so that he may locate a document received from the Commissioners in 2005.
The letter from the Commissioners in 2005 that responded to Mr. Buckley’s claim of inappropriate culvert installation is reviewed and discussed. The response to Mr. Buckley from the Commissioners in 2005 states the culvert installation was correct. The letter also states that the driveway would be reviewed for the non-standard 30 foot width should Mr. Buckley wish to pursue this further. Jay Buckley references completion of the re-installation of a driveway culvert across from his property at 44 Oak Ridge Road. Mr. Buckley states that he would like his culvert re-installed at the proper length. It is outlined that his neighbor received a letter from the Commissioners in 2005 stating that the VDOE would take corrective action which was not taken until 2016 while the letter to Mr. Buckley states the culvert length installed in 2005 was correct. The issue of the timing of bringing forward this complaint from 11 years ago is discussed. Jay Buckley states that he feels this Board is open to such discussions where prior Board’s may not have been. Mike Smith responds that Mr. Buckley chose not to bring this issue to prior Boards; therefore he does not know if they would have taken action. Discussion is held regarding the 30 foot width of the driveway in question as the standard is 20 feet. Ron Sandstrom makes a motion that if the driveway was approved at 30 feet, the VDOE should correct the culvert. Mike Smith seconds the motion. Discussion on the need to see the permit is held. Jay Buckley will submit his driveway permit, which he states approved the 30 foot driveway for safety reasons entering/exiting the roadway. Ron Sandstrom withdraws the motion pending review of additional documentation.

11. Other Business

The information packet to be distributed at the Annual Meeting is discussed. Items to be included: Warrant, budget detail, budget informational sheet, warrant article detail sheets for each article.
Set up for the Annual Meeting is discussed. Saturday at 3:30 pm is discussed as the time to meet at the school for set-up. Time will be confirmed later in the week via e-mail.

12. Public Comments

At 9:31 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator