[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM061316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 13, 2016

The Board of Commissioners met at 8:00 am on Monday, June 13, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille, Treasurer Dinah Reiss, Ian Hayes (Water Operator), Tom Therrien (SCADA programmer), Suzanne Malkasian, Martin Malkasian and Mark Sheridan of 19 Oak Ridge Road. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

Ron Sandstrom makes a motion to modify the agenda to move scheduled appearances to first. Mike Smith seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that ditches on Altdorf and Interlaken have been worked on. Tony Eldridge will be scheduled for a week to help in the ditching effort. All equipment is reported to be in good condition. A valve is needed for the Calcium Chloride (CaCl) tank, cost is $390.38. Mike Smith makes a motion to approve $390.38 for the valve. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that 10 bags of CaCl remain in stock. Approval to purchase liquid CaCl once in stock supply is depleted was previously granted. Culvert stakes are being placed with the marker numbers and Gloria Aspinall has been working on obtaining the GPS coordinates and condition information. Fill agreements are discussed; Kelly Robitaille will schedule deliveries. Holes on Sarnen are discussed. These will be filled and smoothed. Placing a board in the dam is discussed. Mike Smith makes a motion to place a board in the dam. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

Ian Hayes and Tom Therrien join the meeting. The transducer at Muddy Beach Well #2 will be installed following this meeting. The placing of the transducer at 325 feet for Muddy Beach Well #1 is discussed. The site tube size may need to be increased to facilitate placement of the transducer at this depth. Erin Hartley will be notified. A new transducer for this depth will be ordered with an alternate cable that will help in placement. The final prep work for the site is placement of a valve to allow for flushing of the well.
Tom Therrien informs the Board that the off-peak programming will be completed today so that the data can be collected for review of this option going forward.
Tom Therrien and Ian Hayes will look at the telephone pole at Reinach station to see if the existing pole could be used for the new antenna that will be placed.
Ian Hayes will schedule a time to clean the pump houses.
The chemical injection day tank pit was worked on last week. The concrete is damaged. Ian Hayes recommends placing a containment tray under the day tank instead of fixing the concrete to repaint the pit. Ian will send a cost estimate for this option.
May water usage is discussed. Water main breaks and system flushing contribute to the higher than average usage numbers. Suspected water loss from the Jungfrau area is being looked into. Granite State Rural Water will be scheduled to assist in leak detection from the DPW well to the Jungfrau tank. Ian Hayes will order directional arrows for the pipes within all pump houses to show flow direction.
Ian Hayes rejoins the meeting to inform the Commissioners that the cost of the containment container is $275. Ron Sandstrom makes a motion to approve $275 for the spill containment. Mike Smith seconds the motion and the motion passed 3-0.

4. Administration

A safety meeting was held last week.
Policy review for all District policies, incorporating comments from Attorney Dan Crean will be done by the end of the month.
The Asset Management Committee met last weekend. Mike Smith outlines that Nancy Cole has been voted as Chair and Tommy Gunn was voted as Vice-Chair. Tommy Gunn will also act as the new Secretary for the Committee. Discussion was held on sending the curb stop valve locations to Engineer Paul Fluet for his records. Mr. Fluet will be asked if he would like that information. A date of September 1 was set for sending all isolation valve information to Paul Fluet for updating of the water model. NH DES has informed the office that the VDOE will be approved for $6,797.14 reimbursement through the Asset Management Grant. The next meeting for Asset Management will be Sunday, July 10 at 10 am.
The permit from NH DES for placing of culverts at 69 and 71 Eidelweiss Drive has been received.
$293 was received from North Country Recycling for materials brought from recent projects.
May water usage was distributed.
The emergency contact list was updated and distributed.
Total cost for Oak Ridge Road reconstruction is $218,517.
Mike Smith makes a motion to request a Tax Anticipation Note in the amount of $100,000. Ron Sandstrom seconds the motion and the motion passed 3-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 10 checks for $78,926.72. 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 June 6, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0 1 with Ron Sandstrom abstaining as he was not in attendance.
The non-public minutes of June 6, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0 1 with Ron Sandstrom abstaining as he was not in attendance.

7. Commissioners Reports

Ron Sandstrom discusses placing of a VDOE sign at the mailboxes.

Mike Smith makes a motion to hire Attorney Chris Boldt of Donahue Tucker & Ciandella (DTC) as legal counsel for the VDOE upon retirement of Attorney Dan Crean June 30, 2016. Ron Sandstrom seconds the motion. Discussion ensues. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to send a thank you letter to Attorney Peter Malia. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to request estimated transition costs from DTC. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have Nancy Cole obtain a price for a new American Flag. Ron Sandstrom seconds the motion. Discussion is held on the fading of the colors on the current flag. Motion is called to a vote and the motion passed 3-0.
Mike Smith makes a motion to have the pipe samples removed from Oak Ridge Road tested and to obtain testing facility options from Engineer Paul Fluet. Discussion is held on the need to test these pipes. Ron Sandstrom moves to amend the motion to ask Engineer Paul Fluet if testing the pipes is recommended. Mike Smith seconds the amendment and the move to amend passed 3-0. Motion, as amended is voted and the motion passed 3-0.

8. Signature Items

The Engineer’s review and recommendation for payment #4 for G. W. Brooks is presented. Mike Smith makes a motion to sign the payment request. Ron Sandstrom seconds the motion and the motion passed 3-0.
Transfer request to move $35,468 from the water usage account to the operations account for the remaining portion of the 2016 water budget is presented. Mike Smith makes a motion to sign the transfer request for remaining portion of water budget to the operations account. Ron Sandstrom seconds the motion and the motion passed 3-0.
Transfer request to move $370 from the water usage account to the operations account for reimbursement of payments made to water users is presented. Ron Sandstrom makes a motion to sign the transfer request to reimburse the operations account for expenses paid. Mike Smith seconds the motion and the motion passed 3-0.
A letter to Treasurer Dinah Reiss for establishing a retainage account for Oak Ridge Road is presented. Ron Sandstrom makes a motion to sign the letter requesting Treasurer Dinah Reiss establish a retainage account for Oak Ridge Road in the amount of $4, . Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to send a copy of the letter to Engineer Nick Sceggell and Contractor G. W. Brooks for their records. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to the property owner at 29 Grachen Drive regarding the Driveway is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to the property owner at 34 Little Shore Drive regarding the requested driveway permit for construction is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work order 1124 for placement of the culverts at 69 & 71 Eidelweiss Drive, in compliance with the NH DES permit, is presented. Ron Sandstrom makes a motion to approve work order 1124 for placement of the driveway culverts at 69 and 71 Eidelweiss Drive in compliance with the NH DES permit. Larry Leonard seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining.

9. Correspondence

A report of trash left in the road on Appenvel Way was received and responded to.
A report of a blocked culvert near 9 Barden Place was received. Kelly Robitaille will check on this.
An ongoing discussion regarding placement of signs at the gardens and canoe racks within the District is occurring among EPOA members. A sign has been developed for review by the EPOA. The EPOA has been requested to submit a formal request for placement of any signs within the District.
A resident has stated intention to take a survey of beach goers at the District beaches. A request has been made for a copy of the results should the resident proceed with this survey.

10. Scheduled Appearances

Suzanne Malkasian discusses the letter sent to the Board on April 27. No written response to this letter has been received. The letter is reviewed. Ron Sandstrom outlines that the issue of drainage at 17 Oak Ridge Road has been reviewed and discussed with the Engineers. The stone placement at #17 is to spread and slow any water that may enter that property. Suzanne Malkasian claims that the stone is directing water to the property, and that damage is resulting on the property. Ron Sandstrom states that this will be discussed with the Engineers and that a course of action will be requested. Natural drainage throughout the area is discussed. Martin Malkasian discusses new culverts at other properties, and discusses the 2007 paving of the middle portion of Oak Ridge Road. Property owners state that the water flow is compromising their ability to place a shed on this lot. Mike Smith makes a motion to have the Engineers review and provide a resolution report to the Commissioners. Larry Leonard seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to move to water next on the agenda. Mike Smith seconds the motion and the motion passed 3-0.

11. Other Business
12. Public Comments

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

Respectfully submitted,

Nancy E. Cole
Administrator