[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/05/CM042114.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
April 21, 2014

The Board of Commissioners met at 8:00 am on Monday, April 21, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway), Treasurer Dinah Reiss and resident Mark Graffam. The meeting was taped for Madison TV by Tim Hughes. [expand="More Text"]

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to approve the agenda. Ron Sandstrom seconds the motion. Mike Smith moves to amend the agenda to handle scheduled appearances as soon as Mark Graffam has collated the handouts. Ron Sandstrom seconds the amendment. Motion, as amended is called to a vote and the motion passed 3-0.

Ron Sandstrom announces that Fred Gurley is no longer employed by the VDOE as of Friday, April 18.

Mike Smith makes a motion to handle accounts payable and then move to scheduled appearances. 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 equipment is in good shape. Road conditions are discussed. Standing water along Upper Lakeview Drive is reported to be drying up; the area will continue to be checked. Kelly Robitaille will produce a list of culverts that need to be cleaned. The wood purchased to make the new boards for the dam has been located. The ability to ship lap the boards will be checked into. Trash has been dumped in the woods on Burgdorf Drive. Madison Police will be notified. A listing of seasonal work will be developed. Ron Sandstrom discusses speed limit signs on Eidelweiss Drive. Ron Sandstrom makes a motion to place 4 speed limit signs on Eidelweiss Drive, two for each direction of traffic. Mike Smith seconds the motion and the motion passed 3-0. Raking of roads is being done. Stumps left by Asplundh tree while doing the cutting along the power lines this winter still remain. Mike Smith makes a motion to send a letter to PSNH to have their subcontractor return and cut the stumps. Ron Sandstrom seconds the motion and the motion passed 3-0. Some trees on Little Shore and Big Loop were not cut up after being felled. This will be included in the letter.

3. Water System Planning

The water system walk through went well last week. Tank lining was discussed as an option to replacement. Engineer Paul Fluet’s input would be wanted prior to proceeding with this option. The 25 HP pump at Jungfrau could be looked at for in place replacement. Muddy Beach communication issues are still occurring and the station is primarily off line. Pumps at Oak station and the Summit station may be repaired or replaced dependent upon the cost and availability of parts. A water system planning meeting will be scheduled. Some of this work may be able to be funded through the Capital Reserve fund and completed this summer. Larry Leonard makes a motion to establish a meeting for water system planning the end of next week. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to have Engineer Paul Fluet validate tank lining as a strategy for the water tanks. Mike Smith seconds the motion. Discussion ensues. Mike Smith suggests separating the tanks from the pumps while discussing potential projects. Ron Sandstrom states that the two tie together as the pumps may need to be able to obtain a height 10 feet beyond the current Reinach tank locations. Motion is called to a vote and the motion failed 0-3. The cleaning of the caustic soda tank in the chemical injection room is discussed. This will be incorporated into the water operation strategy that is to be developed going forward.

4. Administration
5. Accounts Payable

16 checks for a total of $10,491.92 are presented. Checks and invoices are reviewed and discussed. Always on Call payment is discussed. The February payment is still being held for receipt of the detail call list. Mike Smith makes a motion to approve 16 checks for a total of $10,491.92. Larry Leonard seconds the motion and the motion passed 3-0.

6. Minutes

The minutes of 4/14 are reviewed and discussed. Ron Sandstrom makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom makes a motion to post the draft of the proposed updates to the Ordinances on the website. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to post the date and time of the scheduled Public Hearing on the proposed Ordinance updates. Larry Leonard seconds the motion and the motion passed 3-0.

Larry Leonard questions security. The locksmith will be contacted for updates to the system.

8. Signature Items
9. Correspondence

The NH Municipal Association has sent the monthly NewsLink.

10. Scheduled Appearances

Mark Graffam discusses the asset management project approved at the Annual Meeting. A handout listing 15 items for inclusion in the project is distributed. The need to note when an asset such as a water main is shown as current information but has not been verified within this project is outlined by Mark Graffam. The use of Microsoft Cloud and Excel for the project so as to allow links to pictures from individual cells within the document is outlined as the intended route for development of the maps. NH Department of Environmental Services (DES) Administrative rules state that the accuracy for new construction asset management guideline is within 3 foot accuracy. GPS units are discussed. Mark Graffam suggests that the VDOE purchase the GPS unit for use in developing asset management and recommends discussing actual experience of neighboring systems with them. A Panasonic handbook with GPS costs $3,300. The beginning card stock data is reviewed. A selection of cards with no street addresses or lot numbers exist as do cards which reference distance from trees. This information will need to be updated, corrected and verified. Every road will need to be visited at each lot to complete this database. An updated map of a lot for which the information has been verified is shown. Map includes driveway entrance; water curb stop valve location and culvert locations. Park Graffam proposes how the specification could be drafted for bidding this project and outlines a payment scale by map number. Mark Graffam states that he will produce the bid specification at a cost of $240. Ron Sandstrom makes a motion to have Mark Graffam produce the bid specification for $240. Motion failed for lack of a second. Ron Sandstrom thanks Mark Graffam for his work on this and invites him to a future meeting once the Commissioners have had a chance to review the documentation provided.

11. Other Business

Treasurer Dinah Reiss advises the Commissioners that the interest rate on a TAN loan is 2.85% for up to $100,000. The due date for the loan would be 2-15-2015. Cash flow is discussed. Mike Smith questions if borrowing up to $125,000 would be an option. Dinah Reiss will look into this.

Ron Sandstrom makes a motion to cancel the meeting scheduled for Monday, April 28. Larry Leonard seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:30 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds the motion. Motion called via roll call vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public Session

Mike Smith makes a motion to seal the minutes of this session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:15 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard seconds the motion. Motion called via roll call vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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