[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/06/CM050415.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
May 4, 2015

The Board of Commissioners met at 8:00 am on Monday, May 4, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Clerk Jay Buckley. The meeting was taped for Madison TV by Tim Hughes.
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At 8:05 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to approve the agenda as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Work was done on the road grader by Volvo on Friday. The cause of the braking system alarm is being corrected. Chadwick-BaRoss has offered to sell the defroster blower for the grader to the VDOE for $450.00. The installation is to be scheduled with warranty work. Mike Smith makes a motion to add the defroster motor to the next work scheduled not to exceed $500. Ron Sandstrom seconds the motion and the motion passed 3-0. Oak Ridge Road is discussed. Fluet engineering has sent a cost for development of the Engineer’s estimate of construction. Mike Smith makes a motion to approve up to $600 for creation of the Engineer’s Estimate for Construction. Ron Sandstrom seconds the motion. Discussion on the project is held. The intent to obtain the numbers and hold meetings to outline the project to the voters is discussed. The road design and specifications are discussed. Mike Smith moves to amend the motion to include a description of the specifications. Ron Sandstrom seconds the motion to amend. Discussion continues on verifying the specifications prior to creating an estimate to construct the project. Motion is called to a vote and the motion failed 0-3. Ron Sandstrom makes a motion to obtain the specifications used for the road construction. Mike Smith seconds the motion and the motion passed 3-0. Kelly Robitaille joins the meeting in progress. The rabid raccoon on Huttwil Drive that he had been watching as requested by the Police until an officer was on scene has been taken care of by the Madison Police. Kelly Robitaille reports that the Volvo technician will be returning to finish the corrections to the computer causing the brake system alarm on the road grader. Volvo will also be working on the backhoe as the attachment point for the bucket has seized. Part time employee and grader operator Tony Eldridge will be in this afternoon to grade Eidelweiss Drive. The spreadsheet for road work will be updated on a weekly basis. The next area for grading and graveling will be to complete the Chocorua View, Basil, St Moritz section that was started last week. Grachen Drive, Salins and Bristenstock will follow. Grachen also needs ditch work will be completed. Culvert repairs and cleaning are being handled as each road segment is worked on. Discussion on predictive modeling of gravel costs for road work is discussed. Planning and execution of a plan for road work is discussed. The old shed in the DPW yard is discussed. The Town of Madison has stated that the transfer station is unable to accept this amount of construction debris. A price for delivery of a construction dumpster could be obtained. Alternatives such as obtaining a burn permit are discussed. The metal will be removed and brought to North Country Recycling. The fire scene at 14 Aspen is discussed. Mike Smith makes a motion to send a letter to the Town of Madison requesting an update on the status of making the scene safe. Ron Sandstrom seconds the motion and the motion passed 3-0. The upper section of Oak Ridge Road where the pavement was removed Patchwork repairs could be made to Klausen and Oak Ridge. The area will be reviewed and discussed further.

3. Water System Planning

Ian Hayes will be at next week’s meeting. Within the budgets, funds expended this year on the Oak pump replacement project and the Jungfrau pump replacement project have been charged to pump house repairs. Some of these expenditures will be moved to the Water Extension Fund. Information from the water operator requesting the status of projects will be requested by email. The requirements for the State Revolving Loan Fund for the tank lining project are discussed. Discussion is held on establishing milestones for the project and a timeline for completion is held.

4. Administration

A safety meeting is scheduled for Wednesday at 12:30.

Expenditures to date for the Jungfrau pump replacement completion and the Oak pump replacement project are distributed and discussed. Charges from Electrical Installation for the SCADA programming are outstanding and will be added to the project costs when received.

Larry Leonard outlines an inventory sheet which has been established for tracking inventory in the DPW garages. Discussion on the level of information to be collected is held. Basing the list on the cost of items is discussed. Ability to update and maintain the list is discussed. Ron Sandstrom makes a motion to track inventory with a value of $100 or more. Larry Leonard seconds the motion. Discussion on the need for this information is held. Motion is called to a vote and the motion passed 2-1 with Mike Smith against this project.

The fuel reconciliation is being worked on.

Ron Sandstrom states that he will not be available on May 23rd.

Asset Management grant tasks are being worked on.

Norm Garside of Garside Construction is expected this week to begin work on the beach outhouses. The beach signs are expected this week.

Paul Fluet has responded to the request for information on the intersection of Diessbach and Interlaken. Paul Fluet will be asked to review the area the next time he is in the District.
5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 7 checks for a total of $9821.99. 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 4/22 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of the Non-Public session of 4/22 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of 4/27 are reviewed. Mike Smith makes a motion to approve the minutes with correction of the typographical error of house to hose. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Larry Leonard discusses a spreadsheet that he is putting together to track DPW planned work and scheduling.

Ron Sandstrom discusses the pond level. Removal of a board from the dam is normally done in spring. Ron Sandstrom makes a motion to pull a board from the dam. Mike Smith seconds the motion. Discussion on the lack of rain recently or predicted is held. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against removing a board.

Mike Smith makes a motion to begin the beach cleaning. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Work Order 1072 for summer water turn on at 55 Oak is presented. Mike Smith makes a motion to approve and sign the work order. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1073 is presented. Mike Smith makes a motion to approve and sign the work order. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1074 for restoration of the berm on the property of 19 Oak Ridge is presented. Mike Smith makes a motion to approve and sign the work order. Ron Sandstrom seconds the motion and the motion passed 3-0.

Times off requests for Nancy Cole are presented. Mike Smith makes a motion to approve May 15th. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve May 26 – 29. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Resident LeeAnn O’Hara has requested permission to park a coach on occasion at the Huttwil parking lot. The coach to be parked may be up to 46 feet. Mike Smith makes a motion to approve the request and the coach is to be parked in the back corner of the lot. Ron Sandstrom seconds the motion and the motion passed 3-0. A letter of approval will be prepared for next week.

The monthly rental check for the Coleman tower site has been received.

The NH Municipal Association has sent the weekly Legislative Bulletin.

The NH Municipal Association has sent the monthly News Link. Outlined is information relating to the change of PSNH to Eversource. Increasing of the stranded electric costs and delivery costs targeted customers who purchase electricity from third party suppliers has been proposed to the Utilities Commission.

10. Scheduled Appearances
11. Other Business

Nancy Cole and Treasurer Dinah Reiss will be attending the Government Finance Officers seminars Thursday and Friday of this week.

Larry Leonard will be attending the Granite State Rural Water Association Line location and Leak Detection seminar on May 12.

Ron Sandstrom will be attending the Local Officials Workshop by the NH Municipal Association on May 15.

Updating the spreadsheet for the road work being done is discussed. The size of the spreadsheet and the information contained within are discussed. Larry Leonard requests a simplified summary that could be printed. Defining the terms of “fair”, “poor”, and “good” as relating to road conditions is needed.

Water billing collections to date are discussed. A report will be prepared for next week.

An outline of the Commissioners meeting scheduled for May 23rd will be developed.

Ron Sandstrom will work on providing the costs to supply the DPW with email and a manner of accessing it.

12. Public Comments

At 10:35 am Mike Smith makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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