[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM072516.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 25, 2016
The Board of Commissioners met at 8:00 am on Monday, July 25, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Treasurer Dinah Reiss. The meeting was taped for Madison TV by Carol Dandeneau.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Mike Smith makes a motion to accept the agenda as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
2. Highway Department Report
Kelly Robitaille reports that some minor washouts occurred with the rainstorm. The availability of the compacting roller will be checked on. The ditch work done recently held up well during the storm. Discussion ensues on the 2 weeks’ roller rental due to the District from MB Tractor. Mike Smith makes a motion to have Kelly Robitaille negotiate a buy out of the two weeks of roller rental from MB Tractor if they are unable to deliver a unit. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille reports that the week of work with Tony Eldridge and TJ Eldridge went very well. All equipment is in working order. A battery is needed for the Ford 550. Maintenance is due on the equipment and will be done. Some gravel is needed. Additional hauling of fill to High Street will be coordinated. Kelly Robitaille states that TJ Eldridge would be available to haul fill out from behind DPW II evenings. Mike Smith makes a motion to have TJ Eldridge haul fill from behind the DPW II building 3 to 4 nights per week for up to 4 hours per night for 2 weeks. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom discusses obtaining quotes for needed work on Middle Shore Drive at Geneva Place; one for a full rebuild of the road and the other for a resurfacing only. The driveway at 55 Eidelweiss Drive was paved recently without a permit. A letter was sent to the property owner who has contacted the office and stated the application for a driveway permit will be completed and sent. An inspection will be ordered upon receipt. Kelly Robitaille reports that he has seen the driveway and a negative grade exists prior to intersecting the road. The functionality of channel grates in driveways is discussed. Surface calculations of the driveway and drainage area may be needed to properly size the channel grates. A follow up will be done with Eversource regarding tree removal in the District and the leaving of trees in ditch lines. Kelly Robitaille will take photos to be sent with the follow up.
3. Water
The reported lightning strike at Muddy Beach last week is discussed. The well transducers are not working. Mike Smith makes a motion to send an email to Tom Therrien questioning if the transducers or wiring is damaged. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to ask Tom Therrien if the transducers are damaged, can the company repair? If the wiring is damaged it is to be replaced. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to obtain the cost for the spare parts recommended to be kept in stock by Hartley Well. Ron Sandstrom seconds the motion and the motion passed 2-0. The worksheet listing of the remaining isolation valves that have been located will be worked on. Location information from the field will be added to the spreadsheet.
4. Administration
A debt analysis for the District has been put together by Treasurer Dinah Reiss. The report is reviewed and discussed. All loans and annual obligations are outlined. Treasurer Dinah Reiss recommends organization of priorities for water, roads and equipment. Long term capital needs are discussed. Saving for upcoming needs in lieu of taking of loans is discussed. Consideration for upcoming needs and incorporating these needs into a plan is discussed. Mike Smith makes a motion to explore the setup of a short term (5 year) and long term (10 year) outline for capital improvement needs. Ron Sandstrom seconds the motion and the motion passed 2-0. The need to update the water system master plan is mentioned as an item to be included in the above mentioned outline. Ron Sandstrom adds that the road plan on a 4-year cycle should also be outlined. Mike Smith makes a motion to establish a work shop for developing the Capital Improvement Plan. Ron Sandstrom seconds the motion and the motion passed 2-0. October will be the target time for this workshop.
The District has received notification from Mike and Heidi Gervino that they would like to donate a lot to the District. Mike Smith makes a motion to except the donation of 11 Lakeview Drive as offered by Mike and Heidi Gervino and to start the deed process. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to have the VDOE incur the costs for the deed. Ron Sandstrom seconds the motion and the motion passed 2-0.
5. Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 14 checks for $78,168.87. 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 July 18 are presented. 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 isolation valves that have been located that need repair. Mike Smith makes a motion to repair isolation valves as needed. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ron Sandstrom discusses that the Lodge Sale Review Committee meeting has been rescheduled to this week.
8. Signature Items
9. Correspondence
A trip hazard on Boulder Beach was reported and has been fixed.
Suzanne Malkasian has sent an email requesting contact from Commissioner Larry Leonard. The request is discussed. No response is needed at this time as all information requested was discussed during their recent appearance.
Water Operator Ian Hayes has sent the requested quote for installation of a gate valve in the DPW yard. Parts, excavation and labor cost estimates total $5,890. The benefits to the system of having this valve and blow off are discussed. The cost is discussed. Ron Sandstrom recommends placing this item on the 2017 Warrant for inclusion in the 2017 water usage fee. Mike Smith states that he would like to see this done this year. Discussion ensues on placing this item on the action list for review in September. This will be done.
NH DES has sent a request to all water systems to voluntarily test the water sources for perflourinated compounds. Estimated cost is up to $2,100. Mike Smith makes a motion to obtain a quote for this testing and for inclusion in next year’s water testing budget. Ron Sandstrom seconds the motion and the motion passed 2-0.
Granite State Analytical has sent the beach testing results. All results are good.
NH Municipal Association has sent the bi-weekly News Link.
Continued discussion between Engineers Paul Fluet and Nick Sceggell with water operator Ian Hayes as diagnosis of the water pressure issue at 1 Bristenstock continues has been received. Analysis of pressure and flow data via the data loggers is continuing.
10. Scheduled Appearances
11. Other Business
Establishing of an interview with a candidate for the DPW position is discussed. The interview will be set for Wednesday at 4:30 pm. Mike Smith makes a motion to move the Lodge Sale Review Committee meeting to 4:00 pm on Wednesday with the interview to follow. Ron Sandstrom seconds the motion and the motion passed 2-0.
Canoes and watercraft on the beaches and tied to trees are discussed. Mike Smith makes a motion to mark the watercraft for removal August 10. Ron Sandstrom seconds the motion and the motion passed 2-0.
Two trailers are located in the Huttwil parking lot. Mike Smith makes a motion to notify Madison Police for removal of the trailer. Ron Sandstrom seconds the motion. Discussion is held on posting the trailer for removal and checking on the approved request by Larry Leonard for parking of his boat in the lot. The request of Larry Leonard is pulled and it is verified that approval included parking of the trailer in the lot; the other trailer will be noticed for removal. Motion is called to a vote and the motion passed 2-0.
12. Public Comments
At 9:10 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator