[gview file="https://vdoe-nh.org/wp-content/uploads/2018/05/CM051518-V2.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 15, 2018
The Board of Commissioners met at 9:00 am on Tuesday, May 15, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille and water operator Ian Hayes. 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. Motion passed 3-0.
The action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille reports beaches are being raked and cleaned.
Tank for dust control will be made ready for use.
Cleaning culverts for today’s predicted rain is discussed. Goal is to clean all culverts at 100% this summer. Marking posts will be replaced as needed. Kelly Robitaille will document the culvert posts that need to be replaced to formulate a long-term replacement plan.
Picnic tables are discussed. Four are needed. Purchase of pressure treated tables is discussed. Ralph Lutjen makes a motion to purchase 4 pressure treated picnic tables. Ron Sandstrom seconds. Motion passed 3-0.
The 550 is waiting for the dump body and then the truck will be ready. All other repairs are completed.
Ditching as a priority this summer is discussed.
Availability of compost at Madison Transfer Station is discussed. Kelly Robitaille will work with Madison to obtain the compost. Offering to tax payers is discussed. A tax-payer pile will be established.
All other equipment is good.
Fence around flag pole area and rafts will be placed this week.
Thusis culvert replacement is discussed. Paul Fluet stated returning to original design is best solution. Catch basin placement would require cleaning a couple of times per year. This article may not be able to be completed this year due to the amendment made at the Annual Meeting. This will be revisited and discussed further. Primary concern is possible collapse of the failed culvert under Eidelweiss Drive causing a road failure.
Beaches will be added to the Action List for the summer. Gloria Aspinall is handling the outhouse cleaning for the summer. Posting the position of beach raker for the summer is discussed. Will be put on website and bulletin boards. Posting of grass cutting person is discussed. Ron Sandstrom makes a motion to post both Positions. Mike Smith seconds. Motion passed 3-0.
Ron Sandstrom will work on input of the culvert information into the asset management database.
3. Water
Ian Hayes outlines cost of repairs for emergency response to a home owner on Diessbach. Ian Hayes will send through a separate bill to send to property owner with details explaining the costs. Ian Hayes outlines the scenario. Ralph Lutjen outlines that the VDOE should not be responsible for costs incurred by a property owner.
Ian Hayes outlines consideration of penalties when a property owner proceeds with unauthorized/unscheduled work.
Ian Hayes will submit a spring work order. Blow off and bleeder on Winnegon will be repaired.
Muddy Beach upgrades are progressing.
Reinach Pressure Zone specifications are discussed. Phase 1 for the line connections will be set as a lump sum bid with progress payments. No bond will be needed. A 10% contingency will be held for one year. Phase 2 will need performance and payment bonds. Invitation to bid is anticipated for October 1 with bid opening scheduled for October 30. The drawings are discussed; Ron Sandstrom questions if the drawings are complete enough to show what valves are to be placed where. Ian Hayes recommends listing specifics for valves, pipes, etc. to be included in the project. A cross-section detail will be requested for each valve location. Ralph Lutjen will discuss with Paul Fluet. Discussion on specifics for certain contract provisions is held; dispute resolution for change orders under the contract includes review of contractor’s financials. The potential of hitting ledge is discussed; will be covered within contract details. These provisions are standard within these documents.
The tank inspections completed yesterday are discussed. Reinach tank failed inspection. Large dent along a seem was failure point. Recommendation from Mass Tank is going to be to replace the tank. Unknown if lining could even be an option. Inspection was limited as it was stopped when dent discovered. Incorporating the Reinach Pressure Zone into a tank replacement strategy at Reinach is discussed as an option. Increasing storage is also an option with a tank replacement strategy. Having Paul Fluet review the report for recommending options going forward will be discussed. Inspection of the second tank at Reinach is discussed as an option for comparison. Discussion on expected capacity for the water system is held. DES will become involved in a tank replacement program.
Mike Smith makes a motion put tank at Reinach back on line. Ralph Lutjen seconds. Motion passed 3-0. Notice will be posted regarding possibility of air or discolored water in system.
Summit tank is discussed. This tank had been lined when installed. Lining is gone at this time. Tank had substantial build-up inside as has not ever been cleaned. Lining is probable recommendation for this tank. Leaving this tank off line until lined is discussed as best scenario. Review of report prior to determining if tank should be lined is discussed. Discussion on cleaning tank is held; needed prior to putting on line. Mass Tank will be asked if cleaning can be separated from lining. Storage supply is sufficient even with the tank off line.
Ian Hayes outlines current usage and ability for capacity to refill tanks from Chocorua if needed. Mike Smith makes a motion contact Mass Tank for schedule to line Summit tank. Ralph Lutjen seconds. Discussion on allowing timing to determine if tank should be refilled. Motion passed 3-0.
Ian Hayes outlines water outage yesterday morning. Was not anticipated. Ian altered set up for draining Summit tank to restore water to residents effected in under an hour.
Discussion continues on tanks and options for the water system.
4. Administration
A safety meeting will be held today.
Motion log is reviewed and discussed.
Cash flow report will be reviewed next week.
A follow up will be done with Tom Therrien on the SCADA panels and Reinach Pressure Zone pricing.
Asset Management meeting is today at 1 pm.
Ron Sandstrom discusses mapping and will need to return to the original data points to organize the data for mapping the updates.
Final curb stop valve location will occur in June. Ian Hayes will be involved. Ralph Lutjen makes a motion to approve up to $200 for curb stop valve locating. Ron Sandstrom seconds. Motion passed 3-0.
Discussion on reporting the funds within the accounting system. Ralph Lutjen makes a motion to create purchase orders for all approved appropriations. Ron Sandstrom seconds. Motion passed 3-0.
Establishing a policy for an emergency notification by any person who receives information from a resident regarding a situation. Kelly Robitaille, Ian Hayes and the office will now all send an email when contacted by a resident for resolution of a situation. Will be a signature item next week.
Discussion on Driveway Ordinance is held. Cost sharing when an existing driveway needs a culvert is outlined. Ordinance is clear on this issue.
5. Accounts Payable
Mike Smith approve 20 checks for a total of $23,676.72. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.
Mike Smith approve held check to Chadwick-BaRoss in the amount of $1,080.41. Ralph Lutjen seconds. Motion passed 3-0.
6. Minutes
Mike Smith makes a motion to approve the minutes of 5-1. Ralph Lutjen seconds. motion passed 3-0
Mike Smith makes a motion to approve the minutes of 5-8 Ralph Lutjen seconds. Motion passed 3-0.
7. Commissioners Reports
Ralph Lutjen discusses follow up with UNH for survey. Ralph Lutjen will contact.
Ralph Lutjen discusses Little Loop. Information from resident states that it will be another two weeks for determination if signing easement. Ralph Lutjen will notify contractor Bob Wirling that project will not proceed in June.
Ron Sandstrom discusses Communication Committee meeting yesterday. Team will meet next Monday to review May newsletter for submission to Board. Intern job position description was finalized. Will be sent to local schools and colleges to see if intern is available.
Ralph Lutjen states will not be available for EPOA meeting May 26. Discusses missing of communication opportunity by not allowing Commissioners to give an update. Ron Sandstrom discusses input of membership of EPOA on decisions being made. Discussion on vote of membership to not have EPOA be involved in political issues taken at meeting last year is discussed.
Mike Smith discusses Loon Society Committee presentation on May 26 at 6 pm. Will be posted on bulletin boards and included in May newsletter.
8. Signature Items
Mike Smith makes a motion to sign PO 250 in the amount of $275 for grader blades. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 251 in the amount of $500 for purchase of a laptop for the office. Ralph Lutjen seconds. Motion passed 3-0
Mike Smith sign PO 252 in the amount of $1,500 for purchase of Calcium Chloride. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith sign withdrawal form for $6,882.33 from Highway Equipment CRF for Terra Star repairs. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith sign withdrawal for $1,080.41 from Highway Equipment Capital Expense CRF for grader repairs. Ron Sandstrom seconds. Motion passed 3-0.
9. Correspondence
Little Loop – permit by notification will be needed.
Fill request received. Resident will be asked to complete form for each fill request.
Nancy Cole will attend the road class 5-31 in Plymouth.
Mark Graffam has sent an email requesting the Board resign. Discussion is held on overage of budget for 2017; the Department of Revenue has been notified. Board acknowledged overage in the Management Discussion and Analysis within the audit.
NH Municipal Association has sent the bi-weekly Newslink and the Legislative Bulletin.
10. Scheduled Appearances
11. Other Business
12. Public Comments
At 9:55 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91 A-3: II (e), legal. Ralph Lutjen seconds. Motion is voted via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.
Motions and votes of non-public session:
Ralph Lutjen question legal counsel on need for 2019 Warrant Article for $42,000 return of water funds. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion pay Tony Eldridge as a part time employee at $25 per hour. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion have Norm Garside handle Muddy Beach roof replacement and hold siding until pump repair cost is known. Ron Sandstrom seconds. Motion passed 3-0.
Ron Sandstrom makes a motion Post Beach Cleaning position at $13 per hour. Ralph Lutjen seconds. Motion passed 3-0.
At 10:10 am Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds. Motion is voted via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator