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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 19, 2018

The Board of Commissioners met at 8:00 am on Tuesday, June 19, 2018. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance were water operator Ian Hayes, Treasurer Dinah Reiss and resident Adam Leiser. 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

Ron Sandstrom makes a motion to approve the agenda. Mike Smith seconds. Motion passed 2-0.
The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille is on vacation this week.
Roads and equipment in good shape.

3. Water

Ian Hayes joins the meeting.
Leak detection has been moved to next week.
A 12-inch dent was identified in the second tank at Reinach; the inspectors verbally stated that the tank has failed. Final information will be included in the report anticipated from Mass Tank. Pitting was noted to be worse in the second tank at Reinach. Tank thickness was found to be as low as 0.02; original thickness 0.25. Report will be sent to Paul Fluet once received for input from the engineers on proceeding forward. Ian Hayes outlines future needs inspections of tanks. Working plan for cleaning all tanks every five years is needed. Increasing system capacity storage by building a new concrete tank at Reinach is discussed. This would help secure the system storage for many years into the future. Addition of a tank cleaning scheduled being added to the water system is discussed. The ability to incorporate the Reinach pressure zone into the new tank site is discussed. This will be investigated and discussed with the engineers. Ian Hayes outlines recent SCADA alarms. Failure occurred last night with the electrical storms. Tom Therrien was in this morning; Reinach and Chocorua stations have been reset. The Reinach tank will be cleaned and chlorinated today. May be early next week prior to being put back on line. Electrical updates at Chocorua are being planned.
Ian Hayes adds that the water noted at Lugano can be verified as a leak. The flow changed when the area was flushed. Site of leak is not known and will be checked with GSRWA next week. Repair of leak, when located, will cause water service interruptions on that side of the District. Placing an isolation valve cluster while doing the repair is discussed. The connections on the lines are discussed; adding valves will be looked into. The top of Salins at Bristenstock is another area that would benefit greatly from addition of a valve cluster.
Low pressure concern from 20 Winnegon received last Friday. Ian contacted the property owner; issue is not new. The pressure testing check document can be sent to the residents; placing a data logger at the home is also an option. Mike Smith makes a motion to establish testing with data logger at 20 Winnegon. Ron Sandstrom seconds. Discussion on agreement being in place prior to placing a data logger in the home. This will be worked up for future use. Motion passed 2-0.

4. Administration

Ron Sandstrom makes a motion to post the Asset Management CIP plan. Mike Smith seconds. Discussion on document as a work in progress; this plan is updated regularly. Motion passed 2-0.
Ron Sandstrom is working on the mapping issues for isolation valves.
Mike Smith will schedule CSV locating with Ian Hayes.
Mike Smith makes a motion to approve payroll in the amount of $6,774.38. Ron Sandstrom seconds. Report and time cards reviewed and discussed. Motion passed 2-0.
Cash flow report is reviewed and discussed. Income from water system has been updated to include all income anticipated by warrant article approval. $65,000 has been added to August expenditures for approved CRF deposits. Ron Sandstrom discusses use of 3 year rolling averages by month to establish the cash planning. Would like the document revised to reflect the heavy front load of cash expended early in the year and also reflect lower spending averages for summer months.

5. Accounts Payable
6. Minutes

Ron Sandstrom makes a motion to approve the minutes of 6-12. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom discusses report requests from the Treasurer to the Board on a monthly basis. The ability to separate reports from the office information by creation of reports from the Treasurer’s records will help maintain checks and balances. Verification of balances are discussed. Treasurer Dinah Reiss highlights ability to create monthly reports with documenting on a separate report fund movement between funds. Creation of this report will be done. The Trust funds are discussed; including all trust funds with updates from the Trustees will be worked on for including in this report.
Ron Sandstrom makes a motion to have the Treasurer create the Treasurer’s report independent from the office. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to post the monthly Treasurer’s report on the website. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to have the District office produce the monthly cash flow report with information from the Treasurer’s report. Mike Smith seconds. Motion passed 2-0.
Treasurer Dinah Reiss confirms agreement with all changes; this information will be beneficial going forward.
Mike Smith makes a motion to have the Treasurers report to the Board for third week of the month. Ron Sandstrom seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to increase the Loon Preservation Committee donation be increased to $210 with $70 from each Commissioner. Mike Smith seconds. Discussion ensues on the donation. Motion passed 2-0.
Ron Sandstrom makes a motion to add a category for water usage reports to the website. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to update the website with the office hours policy. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to add the 2017 year-end road report to the DPW section of the website. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom highlights work with Communication Committee member Paula Doyle on the VDOE website. Updating the organizational structure of the site will help allow persons to navigate the site. Adding a home page to the website will also be looked into as an option.
Thanks Paula!

8. Signature Items

Mike Smith makes a motion to sign the office hours policy and update the website. Ron Sandstrom seconds. Motion passed 2-0.

9. Correspondence

Resident stating issue with the level of Big Pea Porridge Pond has been responded to with information from John Cooley of the Loon Preservation Committee.
Resident John Lynch stopped in to discuss the high-water pressure at his house. Discussion on need to upgrade the PRV pit to correct this issue.
Granite State Analytical has sent the monthly bacteria testing results for the water system – clean.
Granite State Analytical has sent the monthly pH readings; readings are questionable as there was difficulty with the equipment.
Josh McAllister of Bergeron Engineering has sent the HEB price list.
NH DES has sent preliminary information on hazardous materials collection days – Conway will be holding a hazardous collection day on Saturday, September 22, 2018. Mike Smith makes a motion to post the information. Ron Sandstrom seconds. Motion passed 2-0.
10. Scheduled Appearances
11. Other Business

Little Loop is discussed. Matter is between the VDOE engineer and the resident’s engineer at this time.
Adam Leiser questions a statement made by Mike Smith regarding the failure of the PRV pit upgrades at the VDOE Annual Meeting. Clarification of PRV warrant article is discussed; pit upgrades were included in the proposed bond and removed on the floor of the Annual Meeting by the passage of the amendment to the Article and the individual article (Article 20) proposing the upgrades failed.

At 9:53 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 2-0.

Respectfully submitted,
Nancy E. Cole; Administrator