[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/CM091217.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 12, 2017
The Board of Commissioners met at 8:00 am on Tuesday, September 12, 2017. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, water operator Ian Hayes, SCADA programmer Tom Therrien and contractor Norm Garside. The meeting was taped for Madison TV by Tim Hughes.
At 8:00 am the meeting was called to order by Chairman Mike Smith.
1. Agenda
Mike Smith makes a motion to approve the agenda. Ron Sandstrom seconds the motion. Mike Smith moves to amend the agenda to enter Non-Public session first. Ron Sandstrom seconds the amendment and the amendment passed 2-0. Motion to approve agenda, as amended, passed 2-0.
At 8:03 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91A: 3 II (d) property. Ron Sandstrom seconds the motion. Motion is called via roll call Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.
Mike Smith makes a motion to seal the minutes of the non-public session. Ron Sandstrom seconds the motion. Motion is called via roll call vote, Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.
At 8:20 am Mike Smith makes a motion to exit non-public session and resume the public meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.
The action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille reports that asphalt work is scheduled for this week. The roller will be delivered today; part time employee Tony Eldridge will be in Wednesday, Thursday and Friday if needed. Eidelweiss Drive, including the ditch line, will be worked on and shimmed. Jungfrau was graded last week. The road needs gravel. Kelly Robitaille reports that an edge is needed for the backhoe; cost is $385. Mike Smith makes a motion to approve a purchase order for a backhoe blade not to exceed $400. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on vehicle inspections; the trucks are due for inspection in October. Kelly Robitaille is informed he will be contacted for pick-up of materials at Muddy Beach when needed. The upcoming salt symposium that is being sponsored by DES is discussed. Kelly Robitaille states that he reviewed the information and the primary topics are the same as the Green Snow-Pro class the crew attended. No numbers have yet been received for cost of pre-treated salt. This will be followed up on. Discussion is held on pouring the containment pad for the dieseling fueling area behind DPW II. Kelly Robitaille will work with Norm Garside to set the size and base for the pad. Norm Garside will frame and pour the pad. Discussion is held on placing bollards at the corners of DPW II. Kelly Robitaille will price pre-cast blocks for this purpose.
3. Water
The service line replacement at 3 Geneva Place is scheduled for September 18. Ian Hayes will schedule the turn off, inspection and connection of the new line. The service line at 6 Interlaken is being scheduled. Ian Hayes is scheduling October 26 at 8 am for the requested shut off at 3 Lakeview Drive.
Two recent complaints regarding high pressure have been received. Both property owners will be sent a pressure testing agreement. Discussion is held on the system psi being maintained at far lower pressure than is being stated by both property owners. The pressure in the water mains has a psi in the 70’s; even with gravity, a pressure of over 125 is unlikely. Ian Hayes will check the PRV pits. Ron Sandstrom outlines the water system content of the meeting to be held October 14. Ian Hayes will be sent the presentation for input.
Discussion is held on chasing leaks in the water system. The recent series of a break occurring immediately upon repair of a leak on the same zone shows that minor leaks can be made worse when a larger leak is repaired. All areas repaired showed signs that the leaks had been present in low amounts for a while. Placing meters in the prv pits to establish baseline flows and better identify zones for leak detection is discussed. The ability to target areas of the District where water main replacement is needed by mapping the locations of leaks is discussed. The current usage numbers since the 5 leaks were repaired are closer to historical average. The time of year, passed the Labor Day holiday, is also a factor in the decrease in daily usage numbers.
Ian Hayes states that addition of isolation valves to reduce outage areas when work is completed on the water mains would also be a high priority for the system needs.
The cost of maintaining the existing pipes versus the long term benefit of expending funds to replace water mains is discussed. As the existing pipes continue to wear the need for repairs will become more frequent. In contrast to continued higher costs for electricity and chemicals due to wasted water through small leaks, excavation and repair of water mains and connections, the cost of replacing lines in a planned manner is more beneficial than maintaining existing long term. Mike Smith discusses establishing an update for the priority list within the master plan based on the current needs of the system. The Asset Management Committee will begin working on water system needs, by priority at the September 26 meeting. Tanks, meters, Reinach Pressure zone establishment, water line replacement, and isolation valve clusters are all priority needs for the water system. Developing of a plan for meeting the needs of the system will be worked on.
Placing of meters in prv pits this fall is discussed. Mike Smith makes a motion to request a number from Paul Fluet for design to upgrade the Como and Jungfrau prv pits with addition of flow meters. Ron Sandstrom seconds the motion and the motion passed 2-0.
Addition of meters at Chocorua, Summit and Jungfrau tank is discussed. Metering flow within these areas will also help with future leak detection efforts.
4. Administration
A safety meeting will be scheduled the end of this month.
The motion log will be reviewed next week.
The monthly cash flow report will be reviewed next week.
Building security is discussed. Mike Smith makes a motion to approve purchase of 6 additional keypad door locks. Ron Sandstrom seconds the motion and the motion passed 2-0.
The next asset management meeting is September 26 at 1 pm. Establishing the capital needs for the water system and priorities to address those needs will be the primary focus of the meeting.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,886.78. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
The August daily water usage report is reviewed. The daily usage in August was down slightly and is more in line with historical levels.
The electricity usage report for the water stations is reviewed. The report shows the higher usage of kwh during winter months due to the electric heat in the stations; changing the stations to propane would be beneficial.
5. Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 1 check in the amount of $4,380.00. Ron Sandstrom seconds the motion. Check and invoices are reviewed and discussed; check is for electrical work at Muddy Beach and Oak station. Motion is called to a vote and the motion passed 2-0.
6. Minutes
The minutes of August 29 are reviewed. Mike Smith makes a motion to approve the minutes of August 29 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of September 5 are reviewed. Mike Smith makes a motion to approve the minutes of September 5 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
7. Commissioners Reports
Ron Sandstrom discusses confusion created for some residents by use of the Eidelweiss crest and name on websites. The use of “EidelweissVillage” by the EPOA is highlighted as potentially confusing; persons could think that these other entities have authority within the District. Increasing communications from the Board is discussed. Ron Sandstrom makes a motion to begin monthly communication from the Board of Commissioners to residents. Mike Smith seconds the motion and the motion passed 2-0.
Ron Sandstrom discusses the updates made to the draft of the presentation for the October 14th meeting.
Mike Smith states that he has contacted the Loon Society regarding the desired presentation to residents next spring.
Ron Sandstrom makes a motion to improve the VDOE web presence with various search engines. Mike Smith seconds the motion and the motion passed 2-0.
Mike Smith discusses the kick-off meeting held this morning for the Muddy Beach project. A propane heater is being added to the project. The station upgrades will be completed by October 13.
8. Signature Items
A letter to the EPOA is presented. Mike Smith makes a motion to sign the letter to the EPOA advising that the lodge may not be available 9/23 and concern regarding the location of new plantings. Ron Sandstrom seconds the motion. Discussion ensues regarding the schedule for the tree removal, the lower level back deck being completed and the new entrance ramp railing being installed. If the building does not have an entrance railing or if the downstairs deck is not complete, the building cannot be used. Motion is called to a vote and the motion passed 2-0. Mike Smith makes a motion to not interrupt contractor’s work to allow for use of the lodge. Ron Sandstrom seconds the motion and the motion passed 2-0.
A request to use the lodge 9/28 has been received. Mike Smith makes a motion to review this request and the EPOA request 9/19. Ron Sandstrom seconds the motion. Discussion ensues on following up on the status of the lodge work prior to next week’s meeting. Motion is called to a vote and the motion passed 2-0.
Purchase order 209 is presented. Mike Smith makes a motion to approve purchase order 209 in the amount of $375 for the purchase of an impact wrench. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 210 is presented. Mike Smith makes a motion to approve purchase order 210 in the amount of $3,335 for the purchase of the Muddy Beach booster pump. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 211 is presented. Mike Smith makes a motion to approve purchase order 211 in the amount not to exceed $10,000 for the purchase of the Muddy Beach variable frequency drive (VFD). Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 212 is presented. Mike Smith makes a motion to approve purchase order 212 in the amount of $7,500 for the purchase of meters for Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 213 is presented. Mike Smith makes a motion to approve purchase order 213 in the amount of $3,000 for the repair of Aspen Drive. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 214 is presented. Mike Smith makes a motion to approve purchase order 214 in the amount of $1,125 for the rental of a roller. Ron Sandstrom seconds the motion and the motion passed 2-0.
The MS 434 has been finalized as voted last week and is presented. Mike Smith makes a motion to sign the MS 434. Ron Sandstrom seconds the motion and the motion passed 2-0.
9. Correspondence
The requested quote from the electrician for the needed electrical work identified by Lee Carroll at the water stations has been received. Estimate for all work is $39,900. This quote and establishment of a plan for implementing the needed work will be discussed further.
10. Scheduled Appearances
11. Other Business
New plants have been placed outside the fence at the playground. Discussion ensues regarding the location of the plants; they are in an area where snow is deposited. No request to establish a new garden has been received. The plants are addressed in the letter signed earlier to the EPOA.
A bench has been placed at the intersection of Grison and Rte 113. The bench is located on private property. The property owner stated he did not know who owned or placed the bench. The property owner has been informed that he has the right to remove the bench from his property if he chooses. The bench is located in an area where snow is plowed to.
12. Public Comments
At 9:55 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator