[gview file="https://vdoe-nh.org/wp-content/uploads/2017/04/CM032817.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 28, 2017

The Board of Commissioners met at 8:00 am on Tuesday, March 28, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and Ian Hayes (water operator, arrived 8:30 am). The meeting was filmed for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that punch outs will be reviewed and added to as necessary this week. All punch out locations will be documented.
The rubber edge on the plow blade of the Terra Star is working well.
Snow banks will be pushed back with the grader when possible.
The F-550 has been taken to Albany Service Center. The ABS light and engine light are on. The work needed will be verified for any possible warranty items prior to being repaired. Discussion is held on approval for the repairs; cost is not known at this time. Ron Sandstrom makes a motion to approve a purchase order not to exceed $1,000 for repairs to the F-550. Mike Smith seconds the motion and the motion passed 3-0.
Discussion is held on salt supply. Kelly Robitaille states that one load of salt will be ordered. Discussion is held on ordering two loads; there is room in the tent for two. Kelly Robitaille will order two loads of salt; purchase is covered within an existing authorized purchase order.
The crew will be attending the Basics of a Good Road class tomorrow.
Culvert markers will be straightened and moved back where needed.
A safety meeting will be held next week; proposed bollard locations at the garages will be marked following the meeting.

3. Water

Water Operator Ian Hayes has joined the meeting to discuss a recent email from a resident regarding the water system that copied in Rick Skarinka of NH Department of Environmental Services Drinking and Groundwater Bureau. Ian Hayes outlines frustration with residents putting negative information on line. Ian outlines that he has been discussing water loss with the Board since and the need for meters to isolate areas to look for leaks since he came back to the District. Four leaks have been repaired since December. None of these repairs have resulted in significant reduction of water usage. The pipes are aged; repairing one section can force other smaller leaks to open further along the pipes and can also put extra flow into any larger leaks that exist along the pipe. With over 14 miles of pipe in the ground, leaks could be anywhere in over 2/3 of the system. Oak station and Summit water usage are steady following the repairs on Upper Lakeview and Forclaz; that 1/3 of the District is not the target zone to look for significant water loss. Ralph Lutjen questions pro-active steps that could be taken now to help this issue. Placement of meters to monitor inflow and outflow within the booster stations and storage tanks would help locate areas to check for leaks; placement of isolation valve clusters is also extremely beneficial in further isolating leaks. Calibration of existing meters is discussed. Population within the District is also a factor and is an unknown.
Ian Hayes outlines that his priorities for the system would be meters; isolation valves; water line replacement and zone connections.
The need to identify an area to pursue excess usage is discussed. Meters placed within the stations would cost between $2,500 and $3,500. Upgrading of the Master Plan as a means to order the priorities for the system is discussed. The use of the Master Plan as a guide is outlined. Moving forward to a point where the system is receiving improvements instead of chasing repairs is the goal. Ian Hayes outlines the role of the System Operator and the importance of good communication with the Board.
Action items: Add outlet meter at Reinach;
Turn isolation valves and check for water flow within the isolated area;
Adding of additional isolation valve clusters to further isolate areas to be checked;

Water usage listed by month since 2011 has been prepared as a chart and is reviewed.
Discussion is held on the reported loss of pressure at 3 Geneva Place. Ian will check with the property owner following this meeting.
Ian Hayes will provide a cost estimate for the needed meters.
Ian Hayes will also list out target isolation valves to be turned to check areas for leaks.

4. Administration

The Sustainable Management for Water and Wastewater Utilities seminar held by Granite State Rural Water was attended last week by the Asset Management Committee. Commissioner Ralph Lutjen also attended. Some very good information on analysis of system components for placement into priority groups was received. The Asset Management Committee will be meeting this Thursday at 1 pm.
Mike Smith discusses holding a meeting with Engineer Paul Fluet upon completion of the Grison and Burgdorf designs, and to review the Reinach Pressure Zone proposal and Little Loop Road during the visit. Ralph Lutjen discusses accelerating this item and setting the meeting now. Ralph Lutjen makes a motion to communicate the intent to hold a meeting to Paul Fluet to review the Grison and Burgdorf designs, the Reinach Pressure Zone proposal, and view Little Loop Road for drainage needs. Ron Sandstrom seconds the motion and the motion passed 3-0.
Storm Water Management is discussed. Dinah Reiss mentions the drainage study previously done for Emerson Mountain. Engineer Paul Fluet has been contacted for a copy of this document. Ralph Lutjen makes a motion to add Storm Water Management as a discussion point with the Engineers. Ron Sandstrom seconds the motion and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $7,477.05. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses tank inspections and lining. The moratorium published on the failed attempt to bid this project two years ago is reviewed. Discussion ensues on inspecting the Reinach tanks. Ralph Lutjen makes a motion to create a bid specification for inspection of the Reinach tanks only. Ron Sandstrom seconds the motion. Mike Smith discusses replacing the tank at Muddy Beach next year during the second portion of the station upgrades. Inspection and the value of the information that would be obtained are discussed. Requirements for proceeding one tank at a time to be outlined in the specification. Ralph Lutjen moves to amend the motion from creation of a bid specification to creation of a request for proposal from Mass Tank for inspection of the Reinach tanks. Ron Sandstrom seconds the motion to amend. Motion, as amended, is called to a vote and the motion passed 3-0.

Ron Sandstrom makes a motion to add the monthly summary total of water usage page to the monthly water usage logs. Ralph Lutjen seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to include replacement of the Muddy Beach tank with the funding to be proposed on the 2018 Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to include an article on the 2018 Warrant for deposit of all late fees collected on water usage bills be deposited into the Water System Tanks Capital Reserve Fund. Motion failed for lack of a second.

8. Signature Items

The Manifest Review Policy is presented. Mike Smith makes a motion to adopt and sign the Manifest Review Policy. Ron Sandstrom seconds the motion. Discussion ensues on the policy; the need for it; the review of invoices during a meeting; individual review of invoices by members of the Board; percent of disbursements over $1,000; awareness of expenditures by the Board; the purchase order approval for expenditures; and the value of reviewing invoices during the public meeting. Ron Sandstrom makes a motion to amend the policy review amount to $100. Ralph Lutjen seconds the motion. Discussion continues. Ron Sandstrom withdraws the motion. Mike Smith moves to table the discussion until next week. Ron Sandstrom seconds the motion and the motion passed 3-0.
Treasurer Dinah Reiss presents the signature cards for the operating account; all forms are signed as indicated by Dinah Reiss.

9. Correspondence

Information regarding a missing stop sign at Appenvel way and Eidelweiss Drive has been received from resident Mark Graffam. The sign has been replaced temporarily until it can be re-installed.

A 91-A request for water system information regarding leak detection actions has been received from resident Mark Graffam. Request will be responded to; the information that is available can be viewed at the office.

Granite State Analytical has sent additional chemical testing results. All results are in compliance.

The Town of Madison Trustees of the Trust Funds have released the check for withdrawal of the $20,000 from the Medical Insurance Capital Reserve Fund.

A Commissioner from Copple Crown Village District has sent a ‘friend request’ for sharing of information and challenges facing Village District’s in NH.

NH Municipal Association has sent the Legislative Bulletin.

The third party electric report has been received for February.

10. Scheduled Appearances
11. Other Business
12. Public Comments

At 11:02 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