[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM040416.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 4, 2016

The Board of Commissioners met at 8:00 am on Monday, April 4, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Kelly Robitaille and Bob Goddard (hwy).

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

1. Agenda

Mike Smith makes a motion to add a Non-Public session pursuant to RSA 91-A3: II (a) employment matters and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that gravel is being used as road grading is done. A stockpile of gravel is requested. The gravel will then be readily available during a job. The dollar amount for the purchase order is discussed. Mike Smith makes a motion to approve a purchase order in the amount of $10,000 for gravel with $5,000 available to spend now and an additional $5,000 to resupply the stock when depleted. Ron Sandstrom seconds the motion and the motion passed 2-0. The rental for the compacting roller is discussed. MB Tractor will be renting the machine to the VDOE for 2 additional weeks with no additional charge. Monthly rental fee is $3,700. Should the machine be rented for two months, the cost would be reduced to $3,300 per month for a total of $6,600. Discussion ensues on maximizing use of the machine for while it is rented. Rental for one month would result in 6 weeks for the roller to be in the District. Mike Smith makes a motion to approve $3,700 for 6 week rental of the compacting roller. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille reports that three (3) picnic tables are needed. They are now available at Lowes for $90 each. Mike Smith makes a motion to approve up to $300 for purchase of picnic tables. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom reports that a resident came to his house to report a drainage issue at the intersection of Big Loop and Diessbach. This issue is on the resident’s property and this puddle has formed for many years in the same location. The area will be reviewed.
Budgets are reviewed. A work order to place asphalt to fill pot holes on Eidelweiss Drive and to correct the depressed areas near the entrance will be created for review. Kelly Robitaille adds that an option would be to shim coat the area to fill the depressions. The road grader could be used for this; project would be less expensive than contracting the repair. An earlier quote received will be redistributed for review. Use of a pre-mixed liquid for dust control in lieu of the bags that the crew mixes into the tank is discussed. There are benefits to the pre-mixed solution as the solution is at the correct ratios and properly dissolved. The VDOE owns a tank for this solution and, at one time, used this method for dust control. Cost for the pre-mixed Calcium Chloride solution is $1 per gallon. The VDOE tank will hold 2,000 gallons. Mike Smith makes a motion to approve a purchase order up to $1,100 for liquid Calcium Chloride. Ron Sandstrom seconds the motion and the motion passed 2-0. The supply of bags of Calcium Chloride on hand will be used prior to ordering the liquid.
Removal of construction debris at Jungfrau pump house is discussed. Mike Smith makes a motion to have the DPW remove all construction debris from Jungfrau pump house. Ron Sandstrom seconds the motion. Mike Smith outlines the cost effectiveness of the DPW removing the pump, pipes and other materials instead of the water operator. Motion is called to a vote and the motion passed 2-0.

3. Water

Mike Smith discusses work needed on the building of the Jungfrau pump house. A meeting with Norm Garside will be scheduled to create a cost estimate for the work. Interior holes created by removal of the old pipes, pump and electrical panels need to be repaired. The doors need replacing. The exterior needs to be stained. Sheetrock for the interior of the Oak Station will also be quoted. This was overlooked during the station rehab that was completed last year. The piping changes in the chemical injection room and placement of the second pump on the Sodium Hydroxide has been completed. Mike Smith makes a motion to obtain quotes for the rehabilitation of Muddy Beach pump house including electrical panel, SCADA control variable frequency drives, booster pumps, flow meters and related piping upgrades. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to have Nancy Cole coordinate pricing of the pumps and flow meters. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to approve the purchase order for Androscoggin Electric to place a mechanical louver vent in Jungfrau pump house at a cost of $750. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

April’s meeting schedule for Commissioners meetings is discussed. Ron Sandstrom makes a motion to cancel the weekly meeting scheduled for April 18 and move the meeting scheduled for April 25 to April 27 at 8 am. Mike Smith seconds the motion and the motion passed 2-0.

Water bills were completed and mailed last week.

The 2016 VDOE Water System Consumer Confidence Report has been completed and will be placed on the website.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 10 checks for $24,912.90. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of March 28, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith discusses an option of proposing use of the $12,000 collected in 2015 from the water users via the water user fee that was not expended on the tank lining project as the funding for the new Capital Reserve Fund for Water Tank replacement. This will be looked at in the fall. Options for heaters in the pump houses that do not require electricity to operate will be looked into. This would be a significant reduction of any day time usage of electricity should the off-peak metering program be put into place for the water system.

8. Signature Items

Draft for a letter to Rick Skarinka of NH Department of Environmental Services (DES) outlining the decision to not pursue the tank lining project at this time is presented. Mike Smith makes a motion to sign the letter informing DES of the decision to not pursue tank lining. Ron Sandstrom seconds the motion and the motion passed 2-0.

The loan documents for the Oak Ridge Road loan are presented. Mike Smith makes a motion to pursue the loan and sign the documents. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The report of electric usage and savings from Neighborhood Energy has been received. The District has saved nearly $200 in one month.

NH Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business
12. Public Comments

At 8:55 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public session:
Mike Smith makes a motion to increase Nancy Cole’s salary as outlined. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to increase Kelly Robitaille’s hourly wage as outlined. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 9:55 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator