[gview file="https://vdoe-nh.org/wp-content/uploads/2017/11/CM101717.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 17, 2017

The Board of Commissioners met at 8:00 am on Tuesday, October 17, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Ian Hayes (water operator) and Treasurer Dinah Reiss. 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

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

The concrete pad at the fueling station at DPW II is being poured today. The yard will be smoothed out with gravel once the pad is set. The bollards have been installed to protect the building corners. The catch basin for Eidelweiss Drive across from 68 has been picked up. Installation of the basin is scheduled for next week. Roads are being graded. The Terra Star will be outfitted for winter operations within the next two weeks. The plow assembly and supports on the truck are good; the plow is bent and will be repaired.
Ron Sandstrom states that he stopped at Liberty International to discuss the information stated at the public hearing last Saturday. International has stated that the Terra Star model will be brought back next year with a different engine. Yes, the model has had engines problems which caused International to change the engine on the new truck. The truck the District owns will be supported by International as long as the VDOE owns the truck, many lines of trucks supported by International have engines that are no longer used in current models; the Terra Star is not the only line to have had an engine change. Ron Sandstrom outlines that reclaiming of road materials for use on other road projects was also discussed at the public hearing. Kelly Robitaille outlines that larger stone, like the rip rap in the ditches on Oak Ridge, can be removed, cleaned and re-used. Ditch material cannot be re-used as the material is not gravel; materials from the ditch lines have a mud¬-like quality. Treasurer Dinah Reiss adds that cost for trucking materials versus re-claiming materials should be looked into. The limitations of a two person crew are discussed; no road work would be completed while the crew was ‘reclaiming’ materials. The standard process of hauling two directions; one with fill for delivery and the return with sand is outlined by Kelly Robitaille. Kelly Robitaille adds that any material that would be reclaimed would not be usable for final road grading as it would not be clean gravel.
The fall work list is being completed. Sand and salt supplies are good. Salt may be needed prior to the end of the year should early icing occur. An option to the current vendor is being looked into for salt deliveries. Kelly Robitaille will submit pricing. “Green” salt will also be priced.
The option of purchasing a plow for the backhoe is discussed. Fisher is a local manufacturer and an alternant quote will be requested. The cost may be reduced to around $6,000. The use of a quick connect set-up will allow for easy transfer between the plow and bucket. Kelly Robitaille will submit the options and estimates for next week’s meeting. An email regarding plow operations received from the resident at 54 Huttwil Drive is discussed; Kelly Robitaille has discussed the plow routes with the resident. A new certification program for storm-water management is being offered by UNH T2 Center. The listed classes within the program are reviewed. Ralph Lutjen discusses waiting until a future offering of the certification program to consider enrollment. Ron Sandstrom states that this type of certification program would helpful when the District is ready to design and implement specific storm water management strategies.
A Driveway Permit for Construction application and inspection for 19 Aspen are presented. Mike Smith makes a motion to approve the Driveway Permit for Construction for 19 Aspen. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft letter regarding a complaint received for damage due to road water run-off to the property owner of 30 Saint Moritz is reviewed. Kelly Robitaille states that grading the area is not a fix for this issue. The drainage appears to be working properly; no changes have been made by the District in the area. Ralph Lutjen states that the letter should state that the road grading will be a one-time accommodation. The letter should also recommend that the property owner take action on his property that would supply protection for the septic area. Mike Smith makes a motion to have the draft updated for next week’s meeting as outlined and take no action on this draft. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

Water operator Ian Hayes reports that work is progressing at Muddy Beach. The connection to Eidelweiss Drive will be completed this week. Two curb stop valves will be installed this week. Mike Smith makes a motion to schedule Mass Tank for the inspection of one tank at Reinach and the Jungfrau tank November 2. Ron Sandstrom seconds the motion. Timing for the inspection is discussed; Muddy Beach should be complete and ready. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to request a single line drawing for the interconnection to be completed on Winnigon Road for bypass of the Jungfrau tank. Ralph Lutjen seconds the motion and the motion passed 3-0. Ian Hayes updates that the pump at Muddy Beach has been installed and tested, the VFD is installed and tested, the new meters will be installed tomorrow and the system will be tied into the SCADA programming no later than Friday. The Muddy Beach water tank and piping is currently being chlorinated.
Ian Hayes states that water system flushing and checks on the PRV pits will be scheduled for November. The water system bleeders will be turned on for winter at the end of November.
The water system budget is reviewed. Line items are discussed. The cost of the leak repairs is discussed. The reduction in the overall budget of $17,000 from 2016 is discussed. Electric usage and costs are discussed including the increase in water usage and inefficiency of the booster pump at Muddy Beach currently being replaced. The September water usage is more in line with the historic numbers. Scheduling of additional leak detection within the zones of the water system is discussed. Status of the water pipes within the system and the recent experience of a sequence of repairing one leak to have another surface in the same zone are discussed. Replacement of water mains is a listed priority for the capital improvement plan being developed. Target areas are being identified within the water system. Mapping of the isolation valves is discussed; this will be tool to identify water main locations. Replacing existing valves located in specific areas of the District can be planned going forward.
Discussion is held on electrical needs for Oak station and Jungfrau station. Updating electrical needs at a station prior to other upgrades being completed is outlined. Placing the electrical needs of the DPW and Summit stations on the 2018 Warrant is discussed. Mike Smith makes a motion to approve up to $2,800 for electrical upgrades for Oak and Jungfrau. Ron Sandstrom seconds the motion. Discussion is held on funding the work. Mike Smith moves to amend the motion to add funding from the Water System Extension Fund. Ron Sandstrom seconds the amendment, amendment passed 3-0. Motion, as amended, is called to a vote and the motion passed 3-0.

4. Administration

The September daily water usage numbers are reviewed and discussed.
The motion log report is reviewed and discussed. Over 50 motions have been completed this month.
The kwH report for electrical usage at the pump houses is reviewed.
The fall seasonal work list has been distributed and is being completed.
Treasurer Dinah Reiss reviews and discusses the monthly cash flow report. Additional TAN proceeds will be needed prior to the end of the year. Dinah Reiss will work on the documentation to establish the additional TAN Loan. Discussion is held on the warrant articles for the Lodge and Muddy Beach to identify needed additional operational cash. Mike Smith makes a motion to follow up with Attorney Chris Boldt regarding the issuance of a general obligation loan for a water system project. Ralph Lutjen seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 15 checks for a total of $6,464.26. Ralph Lutjen seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of Oct 3 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve the minutes of Oct 10 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses the lack of updated information from the engineers. Mike Smith makes a motion to place a call to the engineer as follow up after this meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom discusses adding mailboxes to the bank of boxes at Huttwil Drive. Ralph Lutjen makes a motion to obtain the cost for additional mailboxes. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith states that he will be scheduling time with Ian Hayes for additional valve locating.

8. Signature Items

Proposal for development of contractor pricing for Grison and Burgdorf box culverts is presented. Mike Smith makes a motion to approve up to $1,800 for development of contractor pricing for Grison and Burgdorf box culverts by G. W. Brooks. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to the property owner of 22 Jungfrau is presented. Mike Smith makes a motion to sign the letter to the property owner of 22 Jungfrau regarding overflow parking. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 219 is presented. Mike Smith makes a motion to approve purchase order 219 in the amount of $200 for purchase of Lolli-columns to protect DPW II. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 220 is presented. Mike Smith makes a motion to approve purchase order 220 in the amount of $2,500 for purchase of tires for the F-550. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Sherriff Domenic Richardi will attend next week’s meeting for signing of the Cabana contract renewal.
The auditor has supplied dates for preliminary work and completion of field work for the 2017 audit. Mike Smith makes a motion to schedule the 2017 audit with Tamar Roberts of Roberts & Greene. Ron Sandstrom seconds the motion and the motion passed 3-0.
NH Retirement has located an error in the employer portion of the September retirement plan filing; $32 is owed by the District.
NH Municipal Association has sent the bi-weekly News Link.
A person interested in the lot located at 21 Upper Lakeview Drive has asked if the District has intention to close the loop from Upper Lakeview to West Bergamo as this will impact the ability to access the community water system at the lot. Ralph Lutjen makes a motion to obtain a cost for closing the loop between Upper Lakeview and West Bergamo. Ron Sandstrom seconds the motion and the motion passed 3-0.

10. Scheduled Appearances
11. Other Business

The resident willing to donate the couch and chair to the lodge has been notified that the furniture will be picked up by the DPW.
Mike Smith discusses that the average cost of water per gallon for 2017 is $0.004. Ron Sandstrom adds that better efficiency of pumps at Jungfrau is a factor in the ability to maintain this cost per gallon despite higher than expected electric bills being paid in 2017.

12. Public Comments

At 10:15 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Ralph Lutjen seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and Votes of Non-Public Session:
Ralph Lutjen makes a motion to increase Jeff DeMartino’s hourly rate by 3% effective today. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:35 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator