[gview file="https://vdoe-nh.org/wp-content/uploads/2017/04/CM040417.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 4, 2017

The Board of Commissioners met at 8:00 am on Tuesday, April 4, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy). The meeting was filmed for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Ron Sandstrom 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 F-550 was repaired last week; ball joints were replaced on both sides. While plowing Saturday morning a tire chain broke and wrapped around the axle on the F-550. The brake line was broken by the chain. Discussion is held on the need to replace ball joints in the truck. Kelly Robitaille discusses the weight of the front plow on the truck; heavy use of the truck while plowing is also outlined. The F-550 is reported to be in good shape overall, the truck runs and handles well. The Terra Star is reported to be working great. The wing plow is extremely beneficial while clearing roads. The crew will be working the storm today; rain is reported the rest of the week.
The locations of the punch outs have been listed; punch outs will be replaced following the storm.
The Basics of a Good Road class was attended last week; class was very informative.
The Green Snow Pro Class will be attended Thursday. Discussion ensues on the use of brine for pre-treating roads. Information on brining, the setup of equipment needed to brine roads, and overall effectiveness of this method will be looked into. Currently, there are both good and bad results being reported.
The year-to-date budget expenditures for Highway Operations are reviewed. Line items are discussed. Addition of purchase orders to the system to show approved allocations as withdrawn from available funds remaining within that line item is discussed. The salt and sand PO’s that were approved to allow the Highway Foreman to order supplies as necessary are discussed. No funds are currently allocated as the approved PO would zero the line items; actual expenditures to date are shown. Mike Smith discusses approval of up to $5,000 only; the motion wording will be checked.
Fuel is discussed. The use of the State DOT fueling stations when possible is outlined. The use of gasoline in equipment is discussed. Ralph Lutjen outlines that the usage to purchase ratio for the fuel in the diesel tank is appropriate. The fuel log is discussed; this is a means of verification of usage, not a means to control DPW work. Kelly Robitaille discusses process that would be followed should an error occur in the fuel log; would not want a mistake to be automatically perceived as an intentional act. Ralph Lutjen outlines a prior time when the log did not verify and it was determined that one employee was not logging the usage when fueling equipment. The employee was informed to log all fueling and the issue resolved. Moving forward with the team acting in the best interest of the District is discussed.

3. Water

A follow-up is being sent to Lee Carroll for recommendations on lightning protection for Muddy Beach station.
The meeting has been scheduled with the Engineers for April 18 at 1 pm.
The review of the work scheduled for Oak station with electrician Justin Montelin went well. Mike Smith outlines the damaged PLC found at Reinach station; a mouse had been in the panel. Tom Therrien of Electrical Installations (EII) was authorized to replace the unit. Discussion ensues on checking of all PLC’s under the contract with EII. Summit station was also reviewed with the electrician. A rough estimate for electrical upgrades is up to $6,000. SCADA upgrades would be additional.

4. Administration

The safety meeting will be held next week due to the ongoing storm.
Motion log will be reviewed April 18.
The meeting with the Engineers has been confirmed for April 18.
The Asset Management Committee met last week. Donny Boynton of Granite State Rural Water attended. It was a good meeting with parameters set for moving forward.
Year to date budget expenditures are reviewed. Line items are discussed.
The meeting scheduled with the Engineers on April 18 is discussed. A draft agenda is reviewed. Ralph Lutjen outlines that he included one Reinach tank and the Jungfrau tank for inspection this year with lining the tanks following inspection if appropriate. Mike Smith makes a motion to reconsider the motion of last week to one Reinach tank and the Jungfrau tank. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on input from the engineers prior to planning work. Inspection of the tanks is needed to identify the need to repair and line or replace. The use of Muddy Beach while Jungfrau would be off-line is discussed. A request for proposal will be developed. Mike Smith makes a motion to re-work the bid specification for tank inspection and lining without the State Revolving Loan Fund requirements. Ron Sandstrom seconds the motion. Discussion ensues on development of a request for proposal, not a bid specification. This should be a small project; affordable this year. Mike Smith withdraws the motion. Ralph Lutjen makes a motion to send an outline to the engineer on desire to inspect and possibly line one tank at Reinach and the Jungfrau tank, or alternative tanks if determined by the engineers, with the engineer to develop a request for proposal. Mike Smith seconds the motion. Discussion ensues on sending an email to the engineers for a recommendation on the tanks. Requesting an estimate for the cost of developing an RFP is recommended. Ralph Lutjen amends the motion to have the engineer estimate cost for a bid specification and/or request for proposal. Mike Smith seconds the motion to amend. Motion, as amended, is called to a vote and the motion passed 3-0. The draft agenda will be updated and distributed.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 30 checks for $52,076.80. 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 March 14 are reviewed. Ron Sandstrom makes a motion to approve the minutes of March 14 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of March 21 are reviewed. Ralph Lutjen makes a motion to approve the minutes of March 21 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The minutes of March 28 are reviewed. Ralph Lutjen makes a motion to approve the minutes of March 28 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses a storm water management manual that is available from NH DES, recommending three copies be obtained. Discussion ensues on the DPW also having a copy; four copies will be looked into – office, EPOA, Asset management team, DPW.

Mike Smith discusses placement of the culvert along Eidelweiss Drive that was permitted last year. Mike Smith makes a motion to add placement of this culvert to the action list. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith discusses the recommendation to look into protective devices for houses. A house which is unoccupied for any length of time should be properly shut down.

8. Signature Items

The Manifest Review Policy is discussed. Ron Sandstrom makes a motion to withdraw the policy draft for the Manifest Review Policy. Ralph Lutjen seconds the motion and the motion passed 3-0.

Purchase order 181 is presented. Mike Smith makes a motion to approve Purchase Order 181 in the amount of $1,115.02 for repairs to the F-550. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Resident Andrew Harteveldt requested information on the water system; information has been sent. Mr. Harteveldt also sent a recommendation on quantifying the amount of water used at each bleeder.
Resident Mark Graffam sent photos of culverts near Geneva Beach. The DPW is aware of this exposed culvert.
The NH Municipal Association has sent the News Link.

10. Scheduled Appearances
11. Other Business

A non-public session will be placed on next week’s agenda.

12. Public Comments

At 9:40 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/04/CM032817.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 28, 2017

The Board of Commissioners met at 8:00 am on Tuesday, March 28, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and Ian Hayes (water operator, arrived 8:30 am). The meeting was filmed for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that punch outs will be reviewed and added to as necessary this week. All punch out locations will be documented.
The rubber edge on the plow blade of the Terra Star is working well.
Snow banks will be pushed back with the grader when possible.
The F-550 has been taken to Albany Service Center. The ABS light and engine light are on. The work needed will be verified for any possible warranty items prior to being repaired. Discussion is held on approval for the repairs; cost is not known at this time. Ron Sandstrom makes a motion to approve a purchase order not to exceed $1,000 for repairs to the F-550. Mike Smith seconds the motion and the motion passed 3-0.
Discussion is held on salt supply. Kelly Robitaille states that one load of salt will be ordered. Discussion is held on ordering two loads; there is room in the tent for two. Kelly Robitaille will order two loads of salt; purchase is covered within an existing authorized purchase order.
The crew will be attending the Basics of a Good Road class tomorrow.
Culvert markers will be straightened and moved back where needed.
A safety meeting will be held next week; proposed bollard locations at the garages will be marked following the meeting.

3. Water

Water Operator Ian Hayes has joined the meeting to discuss a recent email from a resident regarding the water system that copied in Rick Skarinka of NH Department of Environmental Services Drinking and Groundwater Bureau. Ian Hayes outlines frustration with residents putting negative information on line. Ian outlines that he has been discussing water loss with the Board since and the need for meters to isolate areas to look for leaks since he came back to the District. Four leaks have been repaired since December. None of these repairs have resulted in significant reduction of water usage. The pipes are aged; repairing one section can force other smaller leaks to open further along the pipes and can also put extra flow into any larger leaks that exist along the pipe. With over 14 miles of pipe in the ground, leaks could be anywhere in over 2/3 of the system. Oak station and Summit water usage are steady following the repairs on Upper Lakeview and Forclaz; that 1/3 of the District is not the target zone to look for significant water loss. Ralph Lutjen questions pro-active steps that could be taken now to help this issue. Placement of meters to monitor inflow and outflow within the booster stations and storage tanks would help locate areas to check for leaks; placement of isolation valve clusters is also extremely beneficial in further isolating leaks. Calibration of existing meters is discussed. Population within the District is also a factor and is an unknown.
Ian Hayes outlines that his priorities for the system would be meters; isolation valves; water line replacement and zone connections.
The need to identify an area to pursue excess usage is discussed. Meters placed within the stations would cost between $2,500 and $3,500. Upgrading of the Master Plan as a means to order the priorities for the system is discussed. The use of the Master Plan as a guide is outlined. Moving forward to a point where the system is receiving improvements instead of chasing repairs is the goal. Ian Hayes outlines the role of the System Operator and the importance of good communication with the Board.
Action items: Add outlet meter at Reinach;
Turn isolation valves and check for water flow within the isolated area;
Adding of additional isolation valve clusters to further isolate areas to be checked;

Water usage listed by month since 2011 has been prepared as a chart and is reviewed.
Discussion is held on the reported loss of pressure at 3 Geneva Place. Ian will check with the property owner following this meeting.
Ian Hayes will provide a cost estimate for the needed meters.
Ian Hayes will also list out target isolation valves to be turned to check areas for leaks.

4. Administration

The Sustainable Management for Water and Wastewater Utilities seminar held by Granite State Rural Water was attended last week by the Asset Management Committee. Commissioner Ralph Lutjen also attended. Some very good information on analysis of system components for placement into priority groups was received. The Asset Management Committee will be meeting this Thursday at 1 pm.
Mike Smith discusses holding a meeting with Engineer Paul Fluet upon completion of the Grison and Burgdorf designs, and to review the Reinach Pressure Zone proposal and Little Loop Road during the visit. Ralph Lutjen discusses accelerating this item and setting the meeting now. Ralph Lutjen makes a motion to communicate the intent to hold a meeting to Paul Fluet to review the Grison and Burgdorf designs, the Reinach Pressure Zone proposal, and view Little Loop Road for drainage needs. Ron Sandstrom seconds the motion and the motion passed 3-0.
Storm Water Management is discussed. Dinah Reiss mentions the drainage study previously done for Emerson Mountain. Engineer Paul Fluet has been contacted for a copy of this document. Ralph Lutjen makes a motion to add Storm Water Management as a discussion point with the Engineers. Ron Sandstrom seconds the motion and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $7,477.05. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses tank inspections and lining. The moratorium published on the failed attempt to bid this project two years ago is reviewed. Discussion ensues on inspecting the Reinach tanks. Ralph Lutjen makes a motion to create a bid specification for inspection of the Reinach tanks only. Ron Sandstrom seconds the motion. Mike Smith discusses replacing the tank at Muddy Beach next year during the second portion of the station upgrades. Inspection and the value of the information that would be obtained are discussed. Requirements for proceeding one tank at a time to be outlined in the specification. Ralph Lutjen moves to amend the motion from creation of a bid specification to creation of a request for proposal from Mass Tank for inspection of the Reinach tanks. Ron Sandstrom seconds the motion to amend. Motion, as amended, is called to a vote and the motion passed 3-0.

Ron Sandstrom makes a motion to add the monthly summary total of water usage page to the monthly water usage logs. Ralph Lutjen seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to include replacement of the Muddy Beach tank with the funding to be proposed on the 2018 Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to include an article on the 2018 Warrant for deposit of all late fees collected on water usage bills be deposited into the Water System Tanks Capital Reserve Fund. Motion failed for lack of a second.

8. Signature Items

The Manifest Review Policy is presented. Mike Smith makes a motion to adopt and sign the Manifest Review Policy. Ron Sandstrom seconds the motion. Discussion ensues on the policy; the need for it; the review of invoices during a meeting; individual review of invoices by members of the Board; percent of disbursements over $1,000; awareness of expenditures by the Board; the purchase order approval for expenditures; and the value of reviewing invoices during the public meeting. Ron Sandstrom makes a motion to amend the policy review amount to $100. Ralph Lutjen seconds the motion. Discussion continues. Ron Sandstrom withdraws the motion. Mike Smith moves to table the discussion until next week. Ron Sandstrom seconds the motion and the motion passed 3-0.
Treasurer Dinah Reiss presents the signature cards for the operating account; all forms are signed as indicated by Dinah Reiss.

9. Correspondence

Information regarding a missing stop sign at Appenvel way and Eidelweiss Drive has been received from resident Mark Graffam. The sign has been replaced temporarily until it can be re-installed.

A 91-A request for water system information regarding leak detection actions has been received from resident Mark Graffam. Request will be responded to; the information that is available can be viewed at the office.

Granite State Analytical has sent additional chemical testing results. All results are in compliance.

The Town of Madison Trustees of the Trust Funds have released the check for withdrawal of the $20,000 from the Medical Insurance Capital Reserve Fund.

A Commissioner from Copple Crown Village District has sent a ‘friend request’ for sharing of information and challenges facing Village District’s in NH.

NH Municipal Association has sent the Legislative Bulletin.

The third party electric report has been received for February.

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

At 11:02 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/04/CM032117.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 21, 2017

The Board of Commissioners met at 8:00 am on Tuesday, March 21, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. The meeting was filmed for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ron Sandstrom makes a motion to approve the agenda. Ralph Lutjen seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that roads are being worked as possible; the recurring freeze-thaw cycle is creating potholes. Punch outs are being done as needed. Kelly Robitaille will list the locations of the punch outs.
All equipment is in good condition. The rake tines for the York rake have been received; the rake will be set up for spring use. The plows and sander have been removed from the International 7400; the truck can be used to haul gravel. All parts are in for the grader service; which will be scheduled.
Sand and salt supplies are good.
A class is available next week in Ossipee through UNH T2; Basics of a good road. Ron Sandstrom makes a motion to approve attendance at the class for both members of the highway department. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve up to $300 for class registration. Ron Sandstrom seconds the motion and the motion passed 3-0.
The house fire last week on Middle Shore is discussed. Kelly Robitaille reports that he was notified by the Sherriff’s Department of the fire and the need for sanding in the area of the water tankers. As snow was falling at a rate of over 2 inches per hour while the fire was being fought, it was difficult to keep the roads open.
The emergency contact list will be updated and distributed.

3. Water

Mike Smith discusses the approval for purchase of data loggers. A new pressure issue has been reported on Geneva Place. Status of the purchase of the data loggers will be checked on.
The upcoming electric work at Oak station will be reviewed by Mike Smith with the electrician, SCADA programmer and water operator on March 30. Summit station will also be reviewed. A follow up will be sent on the schematics for the chemical injection room.
The priority of Muddy Beach for 2017 is discussed. Securing of the sources of the water as a top priority is outlined. The work completed on the wells last year is outlined by Mike Smith. Discussion is held on establishing overall priorities for the water system. Upcoming additional known needs, such as creation of the Reinach pressure zone are discussed. The use of Muddy Beach and the current pumping schedule for benefit of those areas like 1 Bristenstock and 19 Blinden is reviewed.

4. Administration

The holding of a monthly safety meeting is outlined by Mike Smith. Topics reviewed and discussed are outlined.
The motion log has been distributed and is reviewed.
The audit should be completed this week. Auditor Tamar Roberts has received the report from the NH Retirement System which was needed to complete the document. Ralph Lutjen discusses the Management Discussion and Analysis report within the audit. The format will be updated for review when completed next.
The proposed contact with the Town of Madison for road funds is discussed. Mike Smith makes a motion to leave this action item on the report for contact at year-end/January 2018.
The status of the Asset Management Committee is reviewed and discussed. The planned attendance at a Capital Improvement Planning (CIP) seminar this week is outlined. Ralph Lutjen will attend in place of Jay Buckley who notified the office he will not be able to attend.
The chemical analysis results on the water system taken in the first quarter look good.
The Sanitary Survey of the Water System has been received from Rick Skarinka of NH DES.
The report is reviewed and discussed; no major deficiencies; recommend work on asset management continue; continue to improve system; review high water usage.
Elimination of water system bleeders, as outlined verbally by Rick Skarinka when he was in the District, is discussed as a consideration while planning work in the future. Blasting, as well as extensive excavation that would be needed to eliminate the bleeders in the Summit zone and the expense that an undertaking like that would incur are discussed. The establishing of priorities as a critical component of a CIP is discussed.
The 2017 water usage fee invoice is presented for review. The addition of the breakdown of the charges that are incorporated in the bill has been added. Mike Smith makes a motion to adopt use of the new invoice for the water billing and to put the rate calculation breakdown on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 4 checks in the amount of $810. Mike Smith seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Ron Sandstrom reviews an updated draft for the Manifest Review policy proposed. The policy is reviewed and will be discussed further next week. Ralph Lutjen outlines that he feels discussion on all expenditures should be done; there are not so many that it would be cumbersome.

Ralph Lutjen reports that he will be meeting Saturday morning with the pond preservation group. The historical VLAP (Volunteer Lake Assessment Program) information has been scanned in and is now available electronically. All current reports are being created electronically by the NH State Lab. There is 19 years of information that is being reviewed for trends on the decline of the Pea Porridge Ponds.

Mike Smith makes a motion to schedule Norm Garside for the bridge repairs and painting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to scheduled pouring of the concrete pad as containment for the diesel fueling area. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to schedule pouring of the bollards needed at the corners of the DPW building and DPW II garage not to exceed $600. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to schedule repairs to the Lodge beam, rafters and roof not to exceed $9,000. Ron Sandstrom seconds the motion. Discussion is held on the priority of repairs needed. Tree work and entry walkway work are a high priority for safe entry into the building. Mike Smith makes a motion to amend the approved work to not exceed $8,000. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion ensues on additional tree work that is needed in the vicinity of the Lodge. This will be reviewed by the committee.

8. Signature Items
9. Correspondence

The property owner of 3 Geneva Place has reported a pressure reduction at his house since the fire last week. The area is being checked and water operator Ian Hayes will verify there is no leak at the fire scene.
NH Municipal Association has sent the weekly Legislative Bulletin.
NH Municipal Association has sent the bi-weekly News Link.
Resident Jay Buckley has sent locations where shoulder work is needed on asphalt roads.

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

At 9:22 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator