[gview file="https://vdoe-nh.org/wp-content/uploads/2017/06/CM041117.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 11, 2017

The Board of Commissioners met at 8:00 am on Tuesday, April 11, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and water operator Ian Hayes (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

Ron Sandstrom makes a motion to approve the agenda. Ralph Lutjen 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 messy. The roads still have frost; they are not ready for grading. The York rake will be used this week.
Gravel has been purchased. A purchase order for gravel is requested. Mike Smith makes a motion to approve a purchase order in the amount of $5,000 for gravel. Ron Sandstrom seconds the motion. Discussion on place of purchase and type of gravel being purchased is held. Ambrose is used to purchase ledge pack; gravel is purchased from Coleman. Motion is called to a vote and the motion passed 3-0.
Discussion is held on stockpiling of sand over the summer. Mike Smith makes a motion to have High Street Sand & Gravel remove fill while delivering sand during the summer of 2017. Ron Sandstrom seconds the motion and the motion passed 3-0.
Kelly Robitaille will turn in the punch out location list.
The F-550 sander has been removed for summer.
Plowing the last storm was difficult as the roads were soft.
Salt and sand supplies are good.
Ron Sandstrom discusses creating an open PO list for review with the monthly budgets.
The crew attended the Green Snow Pro class last week. Good information was received on use of salt; the amount of salt to be used for best effect and salt alternatives including pre-treatment. Application of pre-treatment requires a truck to be outfitted with a tank. Kelly Robitaille states that salt is used properly for the conditions.
Ralph Lutjen outlines the decline in the ponds over the last 20 years. Increased materials in suspension within the ponds are part of the decline that has occurred. The ponds are still above average; however the decline over the last 10 years shows in the results of the pond testing. An increase in residences around the ponds over the last ten years and the varying sources of tributaries that flow into the ponds are discussed. Use of Magnesium Chloride may be better for the ponds over time. Benefit vs cost would need to be analyzed. The decline in the overall pond quality is recognized as a cumulative issue; taking action to control those factors possible is recommended.
Discussion is held on a call from a resident on Grison Road. Kelly Robitaille reports that he returned, plowed and treated the area. The road was slushy, but not in bad condition. Mike Smith states that he drove the road following the complaint and thought the road was good. Kelly Robitaille outlines a discussion with the property owner; responses to all calls from the property owner over the winter were outlined. Addressing of a complaint to the office for referral to the Board for resolution and discussion with property owners is outlined. Directing property owners to the office by the Highway crew is outlined by Ralph Lutjen. Ron Sandstrom states that total calls during the past few winters are far less than the historical average; Kelly Robitaille has done a good job handling issues as they occur. Ralph Lutjen responds that a perception by a resident of special treatment can create other problems; requested alteration to the plow routes should be directed to the Board. The Board will create actions to be taken. Mike Smith outlines safety as the primary concern for residents. Continued discussion on directing of any complaint to the office; the use of social media by some residents; and encouragement to contact the Board through the office for official District response is held.

3. Water

The year to date budget will be reviewed with Ian Hayes next month. Ian Hayes did receive a copy of the budget as expended through April 1.
Ian Hayes will complete a list of valves to be extended with Kelly Robitaille.
The DPW gate valve will be scheduled with outside excavation as it will require digging at the water main.
The water system bleeders will be shut down and seasonal flushing will be scheduled.
The PRV pits will be inspected.
The seals and valves for the chemical injection pumps will be changed.
Flood alarms have been ordered for the pump houses.
Lightening protection for Muddy Beach will be determined by the engineers; a follow up has been sent to Lee Carroll for recommendations.
Ian Hayes outlines lightening protection should be looked at for all stations.
Mike Smith makes a motion to have Ian Hayes attend the meeting with the Engineer next Tuesday at 2 pm. Ron Sandstrom seconds the motion and the motion passed 3-0.
The pricing for electrical upgrades needed at the pump houses has been requested.
Mike Smith makes a motion to approve the Just Electric quote for the electrical upgrades at Muddy Beach in the amount of $8,600. Ron Sandstrom seconds the motion. Ralph Lutjen discusses receipt of as built drawings prior to final payment being made. Mike Smith withdraws the motion. Ralph Lutjen makes a motion to adjust the proposal to reflect initial 50% payment on or after May 15th and include requirement for submission of an as built drawing prior to final payment. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes outlines that the project will be completed after Memorial Day.
Ian Hayes outlines the costs for meters for the water system are:
2 inch meter $1,988
3 inch meter $2,217 plus $500
4 inch meter $2,289
To the cost of each meter add $500 for flanges and shipping. Standard delivery time is up to 6 weeks. Installation costs would include two persons for 1 day at $1,500 average.
Discussion ensues regarding the ability to read the new meter(s) to be installed through the SCADA system. Ian Hayes outlines that the remote locations would not be tied into the SCADA system, the PRV pits would be remote locations.
Discussion on increased ability to detect leaks by zone metering is held. Analysis of tank trends as a means of identifying that there are leaks within the system is discussed; comparison of 2 pm to 2 am could be done. Furthering the abilities of the SCADA system to detect flow changes within zones is outlined as a goal. The current use of more standard programming and materials is outlined. The development of the SCADA system from the original telemetry to current is outlines. The cost for upgrades versus the benefits of the increased information is discussed. Ian Hayes states that the VDOE system is good for the cost expended to date.
Ian Hayes recommends placement of a meter at Reinach – 3” meter, installed, at approximately $4,000. Tom Therrien, SCADA programmer, will be asked for a quote to add the meter to SCADA. Once the meter is placed, dead end sections of the Reinach zone could be isolated for leak detection; Ian Hayes estimates two persons for 2 – 3 days. Granite State Rural Water will then be contacted to perform leak detection on any section showing positive signs of a leak. If a large leak is found and repaired, cost could run from $4,000 to $12,500 depending on location. Ian Hayes outlines that with the age of the pipes in this system; repair of one leak can potentially worsen another or, in some cases cause a weak area to begin to leak. The possibility of many small leaks and/or one or two larger leaks within the system is discussed. A large leak, if located, would need to be repaired.
Ralph Lutjen states to place the meter at Reinach and embark on isolating dead end areas. The Board may determine any repairs to be done. Ralph Lutjen makes a motion to place and program for SCADA a meter at Reinach at a cost of $4,500. Ron Sandstrom seconds the motion. Discussion on allowance of an additional $500 for programming the meter into the SCADA system is held. Ralph Lutjen moves to amend the motion to allocate up to $5,000 for the placement and programming of a meter at Reinach. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0.
Discussion is held on inspecting the Reinach tank. Ian Hayes outlines the monitoring of the tank levels being at the top of one of the tanks. Prep work would need to be done to move the system to the other tank.

4. Administration

Ralph Lutjen is working on updates to the highway department job descriptions.
Discussion of the development of a capital improvement plan (CIP) for the District is held. Financing of water projects is discussed. Dinah Reiss outlines the need for general counsel approval to review the possibility of issuance of a general obligation note for a water project. Dinah Reiss would like to discuss this with the VDOE Attorney. Ron Sandstrom makes a motion for Dinah Reiss to contact Attorney Chris Boldt for guidance. Mike Smith seconds the motion. Discussion is held on two Commissioners being present for a call with the Attorney. April 25 will be the target date for discussion. Motion is called to a vote and the motion passed 3-0.
The agenda for the meeting with the engineer April 18 is reviewed. Water system will be discussed first, roads second. Mike Smith makes a motion to revise the agenda as outlined and distribute to Paul Fluet and Nick Sceggell. Ralph Lutjen seconds the motion and the motion passed 3-0.
The VDOE-nh domain host has been moved from FatCow to GoDaddy. The website has been moved to BlueHost for better control and cost effectiveness. Cost for the domain and website was reduced from the FatCow renewal of $466. to $106 for three years with BlueHost.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,580.71. 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.
5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 1 check for $3,239.89. Ron Sandstrom seconds the motion. Check is monthly deposit to the NH Retirement System. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of April 4 are reviewed. Mike Smith makes a motion to approve the minutes of March 14 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen reviews three years of historical expenditures for the ability to forecast future budget levels. Projects from the CIP can be entered onto the budget forecast for review of financing needs. This tool can be used to forecast costs that the District can expect to incur going forward for road and water system needs. Increases in medical insurance, payroll items and loan payments are outlined as factors affecting base budget increases. The increase in fixed payments and debt level are reviewed.

Mike Smith discusses project management for the repairs to the lodge. Mike Smith makes a motion to have Mike Smith be project manager for the lodge repairs. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have the office produce an attendance list for Asset Management meetings. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith will work on getting an estimate for small repairs needed at Oak pump house. The work would be done after the electrical work is completed. The quote is expected in a few weeks.
Locks for pump houses are discussed. This item will be added to the action list.

8. Signature Items

Purchase order 182 is presented. Mike Smith makes a motion to approve Purchase Order 182 in the amount of $552.83 for repairs to the F-550. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 183 is presented. Mike Smith makes a motion to approve Purchase Order 183 in the amount of $245 for stamps for the water bill mailing. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

Resident Jim Ellis has sent a request for repair of the asphalt apron at Sarnen and Rte.113. Mr. Ellis has also suggested placing a remote sand supply at the intersection of Sarnen and Bern Drive; permission would be granted to place the supply container on Mr. Ellis’ property at that intersection. Ralph Lutjen states he is not in favor of placing remote supplies based on the logistics of checking/filling and repair/replacement of containers. Mike Smith states that the resident can do this if he chooses; the VDOE will not pursue.

10. Scheduled Appearances
11. Other Business

Dinah Reiss states that her curb stop valve cover has been knocked off by a plow. Water Operator Ian Hayes will be informed.

A cost per gallon analysis over the last five years for the water system is reviewed and discussed. Cost per gallon of water for 2016 was $0.004. Cost of system operations over the same period of years has been relatively steady. The water loss due to running the bleeders is discussed. An analysis done in 2005 to bury all water lines within the District so as to be able to remove the bleeders showed it was not feasible in a cost vs benefit review.

12. Public Comments

At 10:32 am Mike Smith makes a motion to recess the meeting until 11 am at the Lodge. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 11:00 am Mike Smith reconvenes the meeting at the Lodge. Ralph Lutjen seconds the motion and the motion passed 2-0.
Present were Commissioners Mike Smith and Ralph Lutjen, Dinah Reiss, Nancy Cole and contractor Norm Garside.

Norm Garside outlines that the building is safe with the support structure that has been placed; it could be used as is.
The roof will be repaired with the existing chimney flashing removed; shingles pulled back and checked; placement of new flashing and re-shingling of the area.
The improper shingling of the valley of the roof line leading to the chimney will be corrected.
The paneling along the fireplace wall will be removed and wall beams checked.
Paneling will be replaced upon completion of repairs to any beams and placement of new insulation with pine.
Downstairs is also showing signs of water damage around the chimney area. Area will be checked and beams will be repaired or replaced as needed.
The electrical connections and panel will be reviewed. Norm Garside will schedule electrician Chip Johnson to estimate any repairs or upgrades needed.
Deck boards will be replaced as needed. Railings on both upper and lower decks will be replaced with 42” railings as specified by codes.
The dishwasher on the lower deck will be removed.
The entrance railing and trees abutting the entry way will be next on the work list. This will be done after Memorial Day.
Fire Extinguishers will be given to Norm Garside for placement in the Lodge.

At 12:10 pm Ralph Lutjen makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator