[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM082216.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 22, 2016

The Board of Commissioners met at 8:00 am on Monday, August 22, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy), Ian Hayes (water operator), Tom Therrien (SCADA programmer), Treasurer Dinah Reiss and resident Mike Massimi. 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

Ron Sandstrom makes a motion to add resident Mike Massimi to the agenda, hear his appearance first, and accept the agenda as amended. 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 the S-turn on Oak Ridge Road was worked last week. 6” stone was placed in the ditch line. The driveway at 84 Oak Ridge is washing out with every rain. Kelly Robitaille recommends a culvert be placed under the driveway; 12 inch by 20 feet culvert would be used. Mike Smith makes a motion to start the process of placing a culvert at 84 Oak Ridge Road and send notice to the homeowner. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that work was done on the intersection of Porridge Shore, Waldsbut and East Bergamo. Some grading was done on Eidelweiss Drive, Grachen and Grison to remove potholes. Maintenance is being completed on the equipment as needed. Documentation for work completed is discussed. Budgets, cash flow and upcoming needs for the highway department are discussed. Rake tines and sweeper brushes will be needed this fall.

3. Water

Ian Hayes outlines the damage that was done to Muddy Beach during the recent lightning strike. The tank was flushed last week to turn over the water that has been sitting within the tank. The tank was tested for bacteria, clean results were received, and Muddy Beach was put back on line. The transducers in the wells are not working, nor are the flow meters. A relay in the SCADA system and the starter motor for Well #1 were also damaged. No warranty coverage or insurance coverage exists for this strike. $4,424 is estimate for SCADA repairs, not including the flow meters or recommended replacement conduit for the wires. Discussion is held on budgeting this amount next year. Discussion is held on the need for the well level transducers to be operational so as to analyze the effect each well has on the other over sustained use. Discussion turns to the expected effect on the pressure zones by having Muddy Beach on line. Ian Hayes outlines that Muddy Beach is mechanically operational and that any effect on the pressure zones will be measured without the transducers on line. It is the ability to size the replacement booster pumps next year that needs the well levels. Though mechanically operational, the station is not SCADA operational. Mike Smith makes a motion to purchase and install transducers at the Muddy Beach wells. Motion fails for lack of a second. Discussion on what is needed now and what can wait for next year is held. Ian Hayes outlines that the information is needed now to move forward with proper booster pump replacement next year. Mike Smith makes a motion to purchase two transducers, install and fund the expense from the Water System Capital Reserve. Ron Sandstrom seconds the motion. Discussion ensues. Mike Smith moves to amend the motion to include up to $4,500. Ron Sandstrom seconds the amendment. Motion, as amended, is called to a vote and the motion passed 3-0. Protection for the wiring is discussed. Mike Smith makes a motion to purchase the 1” conduit and install at time & materials billing. Ron Sandstrom seconds the motion. Discussion ensues on obtaining an estimate prior to approval. Ian Hayes outlines that the work would not be completed for at least two weeks. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against approval prior to receipt of the estimate. Ian Hayes will send an estimate.
Tom Therrien outlines that there have been no communication issues since the polling sequence has been updated. Tom recommends that the planned replacement of the antenna at Reinach and installation of the telephone pole to house the antenna be placed on hold at this time. The programming change appears to have corrected the issue. Ron Sandstrom makes a motion to not proceed with the telephone pole and replacement antenna at Reinach. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the electrician go through each pump house and recommend lightning protection. Ron Sandstrom seconds the motion and the motion passed 3-0. Tom Therrien will schedule the new panel installation for Reinach as the platform needed to access the wall has been built. Ron Sandstrom makes a motion to schedule the installation for mid-September. Mike Smith seconds the motion and the motion passed 3-0. Tom Therrien will send updated numbers for renewal of the service contract with Electrical Installations Inc. The Operation and Maintenance book for Jungfrau station is turned in. Off peak programming for electricity usage at the pump houses is 90% completed. The remaining programming at each pump house will be completed when Tom Therrien is in for replacement of the Reinach panel in mid-September.
Mike Smith discusses located isolation valves during the asset management initiative to locate and obtain GPS coordinates for all valves. 11 of the valves are believed to be 2 or 3 feet below the surface. Extensions are needed for these valves so as to have them available for testing and use when needed. Mike Smith recommends these valves be dug up and extension boxes placed, stating a quick estimate would be up to $1,500. Discussion is held on waiting until next year for placement of the extension boxes. Budget and cash flow are discussed. Ian Hayes recommends proceeding with placement of the extension boxes to allow for future testing of the valves and to allow access should an emergency arise. Mike Smith makes a motion for up to $1,500 for extension boxes and placement of these boxes for up to 15 isolation valves. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard recommending holding on this work for now. 1 Bristenstock is discussed. Information is needed from the Engineer’s on protecting this line for winter. Ian Hayes outlines an option of digging the valve for connection, insulating the temporary line and placing a bleeder at the house. The Engineers will be consulted. Ian Hayes reports that a chemical valve failed resulting in the day tank for the sodium hydroxide overflowing the secondary containment and into the concrete pit. Ian Hayes recommends adding a secondary valve when the repair is made. Mike Smith makes a motion to have Ian Hayes clean the pit and install the valves up to $800. Ron Sandstrom seconds the motion and the motion passed 3-0. Access to the water buildings is discussed. Ian Hayes would like to see no access available; siting the DES No Trespassing signs placed at each site. One key for access in an emergency, which would be kept in the office, is discussed. Combination codes that could be personalized for each person with access are discussed. Units that record all access and are programmable would be preferred. Combination lock units and re-keying the water system access keys will be priced for review.

4. Administration

The office procedure manual has been completed.
Larry Sodano of the Asset Management Committee will be taking the photos of the tagged valves at Chocorua, Oak and Summit pump houses which will be added to the spreadsheets being created for each pump house.
The title search has been completed on 11 Lakeview Drive and has revealed a potential paperwork issue with the 1991 Town of Madison Tax Deed for this property. Attorney Chris Boldt has advised that this would only be a potential issue should the District sell the property in the future; adding that the property has changed ownership since this deed without issue. Mike Smith makes a motion to move forward with the acceptance of the 11 Lakeview Drive lot donation from Mike & Heidi Gervino. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 13 checks for a total of $36,189.28. Larry Leonard 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 August 15 are presented. 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 at the meeting.

7. Commissioners Reports

Mike Smith makes a motion to follow up on the removal of the car from 14 Aspen with the Town of Madison one month from the prior letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith discusses having a letter created to the Malkasian’s for submission of any questions for the Engineer’s to the office in advance of the visit with the letter to state that discussion during the visit will be limited to the Board and the Engineers.
Larry Leonard questions the list and letter for Eversource regarding the issue with the trees left in and near ditch lines within the District and is informed that the list has not yet been created by the Highway Department for creation of the letter. Mike Smith makes a motion to add creation of the list to the Action List. Larry Leonard seconds the motion and the motion passed 3-0.

8. Signature Items

Driveway Permit for Operation for 21 Saint Moritz is reviewed. Mike Smith makes a motion to approve the Driveway Permit for Operation for 21 Saint Moritz. Ron Sandstrom seconds the motion and the motion passed 3-0.
Driveway Permit for Operation for 29 Grachen Drive, with all wording as recommended by Attorney Boldt, is reviewed. Mike Smith makes a motion to approve the Driveway Permit for Operation for 29 Grachen Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Water Billing Policy, as updated with wording to reflect the $1,500 limit prior to submission to NH Small Claims Court, is presented. Mike Smith makes a motion to adopt the revised Water Billing Policy. Ron Sandstrom seconds the motion and the motion passed 3-0.
A time off request for employee Nancy Cole is reviewed. Mike Smith makes a motion to approve the time off request. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. All results are good.
A 91-A request was received for all documentation relating to any permits issued by the District for 17 Middle Shore Drive. The information was sent.
A 91-A request for the estimate of repairs needed at the Lodge received from Garside Construction was received. The information was sent.
A report of a TV at Thusis Beach driveway was received. Discussion is held on the amount of time reported that the TV was there and other information obtained which states a far shorter time frame.
Information on the washout at the S-turn on Oak Ridge was received. This area has been cleaned and repaired as previously reported by Kelly Robitaille.
Pot holes on Eidelweiss Drive near Thusis were reported and repaired. The intersection at Thusis was also worked.
Grison Road was reported to have a hole near the access to Route 113 which has been repaired.
Pavement issues and holes on Chocorua View were reported on and are known about.
The NH Department of Health and Human Services has sent the weekly arboviral report. No cases of Eastern Equine Encephalitis or West Nile Virus have been detected in NH.
Property-Liability Trust has reported that though the reinsurance sell off recommended by the PLT Board was approved by the members, the State Board of Securities has denied the transaction. PLT will re-open negotiations for standard re-insurance of the projected liability claims run off.
NH Retirement System has issued a frequently asked questions bulletin regarding a recent report of large pensions being paid by the System.

10. Scheduled Appearances

Resident Mike Massimi has come to the meeting to request a waiver of the fine and return of his impounded kayaks. The kayaks were tied to a tree. Ron Sandstrom outlines that enforcement of Ordinances is a challenge; it is not always predictable when enforcement will occur. The Ordinance was adopted following a Public Hearing where all tax payers have the ability to give input on the regulations. Ron Sandstrom adds that it would not be a good precedent to waive the fee as others have already paid to retrieve their watercraft. Mike Massimi states that he has been traveling and was not aware the boats had been posted for removal or he would have removed them. Mr. Massimi adds that this is the first year he was unable to get a space on the canoe racks for his boats. Larry Leonard speaks against enforcement of the Ordinance, stating that he feels the designated area for storage is not clearly defined, and that if the boats are off to the side they should not be taken. Mike Massimi discusses rack space and potential use of the racks by persons who are not property owners in Eidelweiss. Ron Sandstrom outlines that the racks were donated and are not managed. Mike Smith states that a permit process with a fee, completed through a lottery system, may be a solution for rack space. Parking passes will also be discussed for parking at the beaches. Mike Smith adds that controls are needed for these issues. Ron Sandstrom states that leaving boats tied to trees is not a designated area. Mike Smith makes a motion to reduce the fine to $50. Larry Leonard seconds the motion and the motion passed 2-1 with Ron Sandstrom against reducing a fine for one resident. Additional discussion is held. Ron Sandstrom clarifies that is a reduction of fine for this resident only. Ron Sandstrom makes a motion that this is a fine reduction for one individual to $50. Mike Smith seconds the motion and the motion passed 2-1 with Ron Sandstrom against reducing a fine for one person. Mr. Massimi pays $50 for release of his two impounded kayaks.

11. Other Business

Ron Sandstrom outlines the potential liability exposure to the District should the vote for approval of beach camping stand. As Mr. Sandstrom voted against the approval, he cannot move to re-open the motion; requesting that either Mike Smith or Larry Leonard does so. With no motion to re-open the prior motion, Ron Sandstrom re-iterates that he is not in favor of this and concludes the discussion.

12. Public Comments

Dinah Reiss states that the recent membership drive done by the Eidelweiss Property Owners Association (EPOA) has been successful. The EPOA would like to volunteer to replace the American Flag. Ron Sandstrom makes a motion to approve replacement of the American Flag by the EPOA. Mike Smith seconds the motion and the motion passed 3-0.

Dinah Reiss, District Treasurer, discusses the available budget funds remaining within the approved 2016 budgets for both Highway/Operations and Water, adding that the budget should be looked at prior to consideration of withdrawal from savings. Ron Sandstrom discusses cash flow and the desire to reduce any TAN impact.

Discussion is held on the $5,000 approved Warrant Article for Asset Management stating that these funds may want to be considered for use for the isolation valve extensions.

At 10:25 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