[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM102318.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/Agenda-10-23-18.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 23, 2018

The Board of Commissioners met at 8:00 am on Tuesday, October 23, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), water operator Ian Hayes, Treasurer Dinah Reiss, residents Adam Leiser, Kathy Koziell, Gloria Aspinall, Carol Rosenblith and Paula Doyle. The meeting was filmed for Madison TV by Tim Hughes with filming beginning at 8:08 am.

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. Mike Smith seconds. Mike Smith motion to amend the agenda to reflect no scheduled appearances unless invited by Board. Ralph Lutjen seconds the amendment. Agenda approved as amended 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that all culverts have been inspected and cleaned. Some culverts will still need to be flushed. All outlets have been cleared to allow for any debris to be cleaned through the pipe. Leaf blowing will be worked on.
The Terra Star is being outfitted for winter operations.
Kelly Robitaille has borrowed a tire stud machine to re-stud the winter tires. Some chains have also been worked on and repaired for protection of the budget.
All equipment is in good condition.
Jeff DeMartino is removing the pile of debris from the end of Forclaz.
Discussion on possible snow is held.
A load of salt has been ordered.
Sand is ok for now.
Kelly Robitaille has replaced the circulation pump on the furnace for this building. Heat is now working in the building.
NH DES has notified the VDOE that someone has built a dam at the outlet of Big Pea Porridge Pond. Mike Smith makes a motion to have the Madison Police investigate the building of the dam. Ralph Lutjen seconds. Discussion is held on the structure that has been built. Motion passed 2-0.
An updated drawing has been received for the culvert at Thusis Beach area under Eidelweiss Drive. All drainage will be directed to VDOE property to remove any use of the neighboring property. Kelly Robitaille will review the drawings. Some of this work may be able to be done in house. One large tree and a boulder that need to be removed may need a contractor. This project will be placed on the 2019 Warrant.
UNH T2 is conducting a survey around the State regarding winter plow budgets. Information will be sent to the Board as Town’s respond to the survey.

3. Water

Ian Hayes joins the meeting. Water system flushing is being done this week.
Granite State Rural Water may be able to be in for a couple of hours next week or the week after to help locate water lines for the remaining two curb stop valves to be located. Mike Smith makes a motion to approve up to 4 hours of Ian Hayes time for located CSV’s. Ralph Lutjen seconds. Motion passed 2-0.
Repairs for bent curb stop valves are being scheduled.
PRV pits will be pumped down next week; information will be sent to Engineer Paul Fluet.
Water system bleeders will be turned on within the next few weeks.
Mike Smith informs Ian Hayes that Norm Garside has been approved to do the siding on the Muddy Beach pump house.
Reinach cast in place tank and pressure zone specifications are being advertised this week.
A pre-bid meeting is being scheduled for November 6 with a bid-due date of November 20. Specifications do not include the cross connections quoted by Ian Hayes last year. Depending on the chosen contractor, this may be part of the project or done in house. The longer line on Bristenstock is the biggest portion of the cross connections needed. SCADA controls may also be handled outside the contract. The plans will be sent to Ian Hayes for review.
Ian Hayes will be unavailable 11-26 through 12-3. Coverage will be in place.
Scheduling a meeting for the tax payers regarding the Reinach tank project is discussed, a date will be scheduled.
Ian Hayes will meet with Mike Smith and Nancy Cole to review projects for the 2019 Warrant – Monday, October 29th at 11 am.
Ian’s priority list for the water system is reviewed. Updated electrical is top priority. A rehab of the Chocorua pump house is also high priority for electrical, meters, SCADA, and piping. The pumps will not need to be replaced at this time. Isolation valves are an issue within the system and lack of valves on the Reinach side limits the ability to isolate a leak on this side. Three priority intersections have been identified. Placing the pressure reducing valve pits as the fourth priority is outlined. Ian states that many areas of the District have high pressure. Making these corrections can be handled over a period of years if needed based on budgetary concerns. As water operator, reducing interruptions in the distribution system is highest priority.
Replacing the Muddy Beach tank is a high priority. Scheduling replacements for Jungfrau and Chocorua going forward is discussed.
Ralph Lutjen discusses allocating the remaining funds within the authorized loan to cover many of the water system projects. Discussion continues on the projects. Ian Hayes outlines that excavation is the most difficult number to establish as costs can change annually and there are always unknowns when digging. Pipe replacement is a future and continuous project for the VDOE. Funds should be saved annually for this project.
Adding a VFD to the Summit hydro system is discussed when that tank is replaced going forward.
Water system budget is reviewed and discussed. Line items are reviewed.

4. Administration

Mike Smith makes a motion to approve payroll in the amount of $6,405.38. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
The monthly cash flow report is reviewed and discussed. Treasurer Dinah Reiss outlines the deposits made from the water usage to the operating account cover the water budget for this year. No additional funds are due to the operating account. One loan payment is due the end of October. Review of fund balances is completed. Dinah Reiss outlines that remaining funds available in the TAN loan is $100,000.
A safety meeting will be scheduled for November.
Water billing status will be updated for next week.
The monthly email newsletter will be reviewed for next week.

5. Accounts Payable
6. Minutes

Mike Smith motion approve the minutes of 10/16. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen has updated the water calculation spreadsheet to show that the bank can approve a loan for the Reinach water tanks for a 20-year term. The interest rate for use of State funds has been updated to reflect the rate of 2.7%. The difference between using State funds and using bank loan funds is negligible at $13 per year. Given potential cost increases on the project if using State funds, the bank loan could be more beneficial. Indication is that the water bill will be in the high $500 range for the term of the loan.
Review of the 5,000-gallon tanks is done. All information regarding the proposal for replacing the tanks has been reviewed by Carl Horstmann of Mass Tank. Carl Horstmann has stated that the VDOE plan to replace the tanks is reasonable and the replacement analysis appears complete.
Mike Smith has covered his work in other areas.

8. Signature Items

Mike Smith makes a motion to sign PO 268 for one load of salt in the amount of $2,000. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign PO 269 for a circulator pump for the boiler in the amount of $290.00. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen makes a motion to sign the cancelation of the software order letter. Mike Smith seconds. Motion passed 2-0.

9. Correspondence

Information from Mass Tank has been reviewed.
The dam at Big Pea has been discussed.
Granite State Analytical has sent the monthly bacteria test results; system is clean.
Larry Sodano has sent the waiver used by Habitat for Humanity volunteers for review and possible adoption by the District for use in projects to be completed by volunteers. Mike Smith makes a motion to update the volunteer waiver and send to LGC for review. Ralph Lutjen seconds. Motion passed 2-0.
Engineer Paul Fluet has sent the Reinach Tank specifications.
Engineer Paul Fluet has sent the updated drawings for the Thusis area culvert replacement under Eidelweiss Drive. Drawings will be sent to Kelly Robitaille.
Eversource has sent notice that construction crews will be using drones to inspect the lines.
DES has sent information regarding a cyber attack in North Carolina on a water system.
Third party electric provider has sent the monthly utility report.
UNH T2 center is doing a survey of municipalities regarding establishment of winter plow budgets and overtime.
Adam Leiser has sent information that he would like to see included in the minutes. Mike Smith reports that no updates were made.
Adam Leiser has requested a scheduled appearance regarding the tank information previously discussed. Mr. Leiser is informed that the information is available through a 91-A request.
Lee Loyer has requested a viewing of the lodge as she would like to use the building for her wedding next summer. An appointment has been set for 6 pm.

10. Scheduled Appearances
11. Other Business

Project review with Ian Hayes has been scheduled for next Monday at 11 am.
Discussion on the 2019 Warrant list is held. List is updated.

At 9:27 am Ralph Lutjen makes a motion adjourn the meeting. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator