[gview file="https://vdoe-nh.org/wp-content/uploads/2017/04/CM040417.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 4, 2017
The Board of Commissioners met at 8:00 am on Tuesday, April 4, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy). The meeting was filmed 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
Kelly Robitaille reports that the F-550 was repaired last week; ball joints were replaced on both sides. While plowing Saturday morning a tire chain broke and wrapped around the axle on the F-550. The brake line was broken by the chain. Discussion is held on the need to replace ball joints in the truck. Kelly Robitaille discusses the weight of the front plow on the truck; heavy use of the truck while plowing is also outlined. The F-550 is reported to be in good shape overall, the truck runs and handles well. The Terra Star is reported to be working great. The wing plow is extremely beneficial while clearing roads. The crew will be working the storm today; rain is reported the rest of the week.
The locations of the punch outs have been listed; punch outs will be replaced following the storm.
The Basics of a Good Road class was attended last week; class was very informative.
The Green Snow Pro Class will be attended Thursday. Discussion ensues on the use of brine for pre-treating roads. Information on brining, the setup of equipment needed to brine roads, and overall effectiveness of this method will be looked into. Currently, there are both good and bad results being reported.
The year-to-date budget expenditures for Highway Operations are reviewed. Line items are discussed. Addition of purchase orders to the system to show approved allocations as withdrawn from available funds remaining within that line item is discussed. The salt and sand PO’s that were approved to allow the Highway Foreman to order supplies as necessary are discussed. No funds are currently allocated as the approved PO would zero the line items; actual expenditures to date are shown. Mike Smith discusses approval of up to $5,000 only; the motion wording will be checked.
Fuel is discussed. The use of the State DOT fueling stations when possible is outlined. The use of gasoline in equipment is discussed. Ralph Lutjen outlines that the usage to purchase ratio for the fuel in the diesel tank is appropriate. The fuel log is discussed; this is a means of verification of usage, not a means to control DPW work. Kelly Robitaille discusses process that would be followed should an error occur in the fuel log; would not want a mistake to be automatically perceived as an intentional act. Ralph Lutjen outlines a prior time when the log did not verify and it was determined that one employee was not logging the usage when fueling equipment. The employee was informed to log all fueling and the issue resolved. Moving forward with the team acting in the best interest of the District is discussed.
3. Water
A follow-up is being sent to Lee Carroll for recommendations on lightning protection for Muddy Beach station.
The meeting has been scheduled with the Engineers for April 18 at 1 pm.
The review of the work scheduled for Oak station with electrician Justin Montelin went well. Mike Smith outlines the damaged PLC found at Reinach station; a mouse had been in the panel. Tom Therrien of Electrical Installations (EII) was authorized to replace the unit. Discussion ensues on checking of all PLC’s under the contract with EII. Summit station was also reviewed with the electrician. A rough estimate for electrical upgrades is up to $6,000. SCADA upgrades would be additional.
4. Administration
The safety meeting will be held next week due to the ongoing storm.
Motion log will be reviewed April 18.
The meeting with the Engineers has been confirmed for April 18.
The Asset Management Committee met last week. Donny Boynton of Granite State Rural Water attended. It was a good meeting with parameters set for moving forward.
Year to date budget expenditures are reviewed. Line items are discussed.
The meeting scheduled with the Engineers on April 18 is discussed. A draft agenda is reviewed. Ralph Lutjen outlines that he included one Reinach tank and the Jungfrau tank for inspection this year with lining the tanks following inspection if appropriate. Mike Smith makes a motion to reconsider the motion of last week to one Reinach tank and the Jungfrau tank. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on input from the engineers prior to planning work. Inspection of the tanks is needed to identify the need to repair and line or replace. The use of Muddy Beach while Jungfrau would be off-line is discussed. A request for proposal will be developed. Mike Smith makes a motion to re-work the bid specification for tank inspection and lining without the State Revolving Loan Fund requirements. Ron Sandstrom seconds the motion. Discussion ensues on development of a request for proposal, not a bid specification. This should be a small project; affordable this year. Mike Smith withdraws the motion. Ralph Lutjen makes a motion to send an outline to the engineer on desire to inspect and possibly line one tank at Reinach and the Jungfrau tank, or alternative tanks if determined by the engineers, with the engineer to develop a request for proposal. Mike Smith seconds the motion. Discussion ensues on sending an email to the engineers for a recommendation on the tanks. Requesting an estimate for the cost of developing an RFP is recommended. Ralph Lutjen amends the motion to have the engineer estimate cost for a bid specification and/or request for proposal. Mike Smith seconds the motion to amend. Motion, as amended, is called to a vote and the motion passed 3-0. The draft agenda will be updated and distributed.
5. Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 30 checks for $52,076.80. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
6. Minutes
The minutes of March 14 are reviewed. Ron Sandstrom makes a motion to approve the minutes of March 14 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of March 21 are reviewed. Ralph Lutjen makes a motion to approve the minutes of March 21 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The minutes of March 28 are reviewed. Ralph Lutjen makes a motion to approve the minutes of March 28 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
7. Commissioners Reports
Ralph Lutjen discusses a storm water management manual that is available from NH DES, recommending three copies be obtained. Discussion ensues on the DPW also having a copy; four copies will be looked into – office, EPOA, Asset management team, DPW.
Mike Smith discusses placement of the culvert along Eidelweiss Drive that was permitted last year. Mike Smith makes a motion to add placement of this culvert to the action list. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith discusses the recommendation to look into protective devices for houses. A house which is unoccupied for any length of time should be properly shut down.
8. Signature Items
The Manifest Review Policy is discussed. Ron Sandstrom makes a motion to withdraw the policy draft for the Manifest Review Policy. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 181 is presented. Mike Smith makes a motion to approve Purchase Order 181 in the amount of $1,115.02 for repairs to the F-550. Ron Sandstrom seconds the motion and the motion passed 3-0.
9. Correspondence
Resident Andrew Harteveldt requested information on the water system; information has been sent. Mr. Harteveldt also sent a recommendation on quantifying the amount of water used at each bleeder.
Resident Mark Graffam sent photos of culverts near Geneva Beach. The DPW is aware of this exposed culvert.
The NH Municipal Association has sent the News Link.
10. Scheduled Appearances
11. Other Business
A non-public session will be placed on next week’s agenda.
12. Public Comments
At 9:40 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator