Author Archives: support_c37f

•

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/2017-OFFICIAL_Absentee-Ballot-Application.pdf"]In compliance with NH law, any person requesting an Absentee Ballot must first complete a request form; copy attached. If you will need an absentee ballot for the VDOE February elections, please submit the completed and signed form to the District office. Upon receipt of the completed request form, an absentee ballot will be sent and/or available for pick up at the District office.

•

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/2017-proposed-budget-worksheet-011817-DRAFT.pdf"] Proposed 2017 Operations/Highway and Water System budget worksheet. Primary causes for operation budget increases include addition of $34,000 loan payment for Oak Ridge Road construction, increase in property-liability insurance, all three employees taking health insurance for 2017. 2016 Expenditures updated through December 31.

•

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/CM010317.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 3, 2017

The Board of Commissioners met at 8:00 am on Tuesday, January 3, 2017. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Treasurer Dinah Reiss makes a short appearance. 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

Mike Smith makes a motion to approve the agenda. Larry Leonard seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

The Highway crew is cleaning roads and not in attendance at the meeting. Roads are in good condition. Compliments received on snow and ice clearing as well as one comment regarding need to clean parking lots. An email outlining a possible communication issue has been received. Board is informed that the answering service did receive the call from emergency services and the call was given to Kelly Robitaille, who contacted the plow operator on shift. The email claims that the information on the call was not forwarded as the plow operator who responded stated he did not receive a call from emergency services. Email also claims that a change to radio frequencies has separated the Eidelweiss and Madison services from being able to hear each other. Board is informed that the radios do pick up Madison Highway. This will be added to the action list. Equipment is discussed. The new sander was picked up for the F-550. Mike Smith makes a motion to start winging back snow from roads. Ron Sandstrom seconds the motion. Discussion on moving snow back from the road edges is held. Motion is called to a vote and the motion passed 3-0. The updated list for road work completed in 2016 has been turned in and Ron Sandstrom will compile the information for the annual meeting report. A load of salt was ordered this morning with the purchase order authorized for January. Mike Smith makes a motion to have the crew turn the taxpayer sand pile. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

Water operator Ian Hayes will be in attendance at next week’s meeting. Larry Leonard discusses the need for additional updates from the water operator. This will be discussed with Ian Hayes next week.

4. Administration

A safety meeting will be scheduled.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,442.69. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
2016 budgets are reviewed and discussed. A question & answer sheet for budget line items will be created for handout at the budget hearings and annual meeting. Outline will include the addition of the Oak Ridge Road loan, the increase in Property-Liability insurance costs and that three employees are now all covered under the medical insurance. Mike Smith discusses the planned withdrawal from the medical insurance CRF created last year, recommending that some funds remain within the account. Ron Sandstrom states that he is in favor of using the funds for the purpose for which they were set aside. Cash flow and tax rates are discussed.
The draft for the 2017 Warrant for the Annual Meeting is reviewed and discussed. Mike Smith outlines the potential increase in income from sale of canoe rack spaces and parking passes for beach parking lots. Intent for one pass per household outlined. Larry Leonard questions the process. Wording to be developed and distributed for review. A meeting with the Chief of Police for Madison is being scheduled to discuss the parking passes and enforcement.
The article for upgrades to Muddy Beach station for the water system is discussed. Larry Leonard will work on the handout information for this planned upgrade. Mike Smith outlines that this project may take two years to complete as the original estimated cost is $68,000.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 17 checks in the amount of $13,114.72. 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
7. Commissioners Reports

Larry Leonard discusses review of electric usage at the pump houses. The Chocorua pump house and Jungfrau pump house were not included in the contract with the third party electric supplier. Street lights are also not within the contract. This will be checked on for inclusion with any new contract that may be signed.
Larry Leonard discusses propane pricing. AmeriGas and Jesse Lyman pricing will be checked into for possible savings.
Mike Smith discusses placing approval for entering of long term contracts on the 2017 Warrant. The need for contract specifics, including total dollars to be allocated across the contract is outlined. Larry Leonard states that the current short term contracts have out-performed longer term options.
The contact made by the snow mobile club last fall is discussed. Mike Smith makes a motion to follow up with Colin Preece regarding any potential change to the snow mobile trail. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items
9. Correspondence

The second tax payment for 2016 has been received from the Town of Madison.
Resident Jay Buckley has sent information for potential savings in propane pricing.
Eversource has sent information on available email notification of power outages. Ron Sandstrom makes a motion to have the VDOE sign up for email notification of power outages. Mike Smith seconds the motion and the motion passed 3-0.
NH Municipal Association has sent the bi-weekly NewsLink bulletin.

10. Scheduled Appearances

Treasurer Dinah Reiss has come to the meeting for discussion on paying off the 2016 TAN loan. The loan can be paid directly from the operating account by transfer. If the transfer option is not taken, additional interest may be incurred unnecessarily. The payoff will be $70,211.56 plus one day’s interest. Mike Smith makes a motion to approve up to $70,220.00 for payoff of the TAN loan. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business
12. Public Comments

At 9:25 am Larry Leonard 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="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/CM121916.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 19, 2016

The Board of Commissioners met at 8:00 am on Monday, December 19, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy) and Ian Hayes (water operator). 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

Larry Leonard makes a motion to approve the agenda. 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 roads are good. The crew did a great job over the weekend with the snow and ice. The Commissioners commend the crew on the work done keeping the roads clear for travel. Kelly Robitaille states that all equipment is in good condition. Studded snow tires are discussed for the F-550. Cost will be looked into. Sand and salt supplies are good, additional salt will be needed soon. Mike Smith makes a motion to order one load of salt at the end of the week at a cost of $1,500. Ron Sandstrom seconds the motion. Discussion is held on the budget and additional purchases. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to schedule an additional load of salt for delivery after 1-1. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on sending an email through the website regarding the tax payer sand pile. Information is on the website. The year to date budgets are reviewed and discussed.

3. Water

Ian Hayes reports that the NH DES sanitary survey of the water system was performed last week with Rick Skarinka. Discussion with DES included the need for a long term plan that includes pipe replacement for elimination of the bleeders. A report from DES is expected to be received in early 2017. Discussion was held regarding funding of projects and funds available through low cost loans and grants for upgrades needed to the water system. Discussion ensues on electric versus propane heat for the Reinach station. Maintenance of heaters for the pump stations and costs to install and run the heat in the stations is discussed. Ian Hayes outlines that even with propane heat in the pump houses, the electric heaters should remain in place as a backup if needed. Ian Hayes also discusses use of pilot heaters for a propane heating source so that the heat would not be dependent on electricity to turn on. This would eliminate the concern over a station freezing should the power and heat go out.
The beginning of the testing of off peak pumping for the DPW well and Jungfrau stations is discussed. Ian Hayes is informed the Board would like to begin the testing Wednesday, December 21. Ian Hayes states that the system is not ready to begin this testing. Oak station and Chocorua station are currently pumping during off peak hours only. To place the DPW well and Jungfrau station on off peak pumping would place additional demand on Muddy Beach. Without the well transducers, it is unknown if Muddy Beach can sustain the system for an extended time; prior use of Muddy Beach has shown that the well production will not sustain the system for any extended time frame. Ian Hayes adds that production of Muddy Beach well #2 is down. Without the transducers in the wells, the reason for this lower production is unknown. Discussion continues on the water system, daily usage demands and well production. Installation of Variable Frequency Drives (VFD) at Muddy Beach during the planned station upgrade will allow additional control over flows. Ron Sandstrom makes a motion to not begin the off peak testing until the system is ready. Mike Smith seconds the motion. Discussion is held on input from Engineer Paul Fluet on the off peak pumping; the Engineers have requested well level information from the transducers in order to be able to analyze the system capabilities to handle off peak pumping. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to install the well transducers at Muddy Beach after the first of the year, but not hook up until lightening protection has been installed. Ron Sandstrom seconds the motion. Discussion ensues on opening the wells during winter months. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against opening the wells during winter.
Discussion is held on the need to change the curb stop valve at 23 Huttwil. This valve failed when the attempt to turn off for non-pay was performed at this location. It is an old style bleeder valve, any of which should be replaced when discovered. The work is scheduled for next week.
The recent gasket failure at Oak Station is discussed. The gasket was replaced and the Chocorua tank filled. The flood alarm at Oak Station will be re-installed.

4. Administration

A safety meeting will be scheduled for early January.
The monthly cash flow report is reviewed and discussed. Moving of additional funds from the TAN line of credit to the operating account will be discussed with Treasurer Dinah Reiss.
The 2017 Asset Management Grant application has been submitted to NH DES.
The 2017 proposed budget is reviewed and discussed. The updated proposed budget form with the year to date expenditures will be placed on the website.
Discussion is held regarding placing of the proposed water system upgrades to Muddy Beach on the 2017 Warrant. Mike Smith states that he is against including this on the Warrant.
The payroll report is presented. Larry Leonard makes a motion to approve payroll in the amount of $7,041.27. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
The motions log is reviewed and discussed.
Ron Sandstrom makes a motion to place a copy of the recently mailed post card to home owners on the website. Larry Leonard seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 8 checks in the amount of $5,653.40. 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 December 13 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Mike Smith suggests a conference call with Eversource regarding the off peak pumping option for the water system. Mike Smith makes a motion to have the office set up a conference call with Eversource to occur during a Monday Commissioners meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Purchase order 167 is presented. Mike Smith makes a motion to approve and sign purchase order 167 in the amount of $6,600 for purchase of a new sander for the F-550. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 168 is presented. Mike Smith makes a motion to approve and sign purchase order 168 in the amount of $3,000 for two load of salt. Ron Sandstrom seconds the motion and the motion passed 3-0.
A withdrawal request has been completed for withdrawal of $2,719 from the Heavy Equipment Capital Reserve Fund for the recent repairs to the backhoe. Discussion ensues on contact with Chadwick BaRoss regarding the hourly rate being charged for this service. Ron Sandstrom makes a motion to have Larry Leonard contact Chadwick Ba-Ross regarding the service rate on the invoice. Larry Leonard seconds the motion and the motion passed 3-0. The withdrawal request will not be acted on at this time, the expense will be covered with budgeted highway funds.

9. Correspondence

Granite State Analytical has sent the December bacteria testing results for the water system – clean.
Granite State Analytical has sent the December pH testing results – in range.
Season’s greetings are being received from vendors.

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

At 10:18 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/CM121316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 13, 2016

The Board of Commissioners met at 8:00 am on Tuesday, December 13, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Tim Hughes.

At 8:03 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to approve the agenda. Larry Leonard 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 roads are good. New part time plow operator Mike Legere worked yesterday and did well. Salt is needed, two loads are recommended. Mike Smith makes a motion to approve up to $3,000 for 2 loads of salt. Ron Sandstrom seconds the motion and the motion passed 3-0. Chadwick BaRoss technician has repaired the backhoe transmission issue. A sensor had failed. The sander chain on the International 7400 broke during the storm. This will be repaired. Kelly Robitaille discusses a quote received for a new sander for the F-550. The proposed sander is larger, but still within load limit for the truck, has better controls and is stainless steel. Cost is $6,600. Ron Sandstrom discusses holding approval until the budget review next week. Mike Smith states that Capital Reserve Funds would be available if needed. Mike Smith makes a motion to approve Kelly Robitaille ordering the sander at a cost of $6,600 with funding to be determined next week. Ron Sandstrom seconds the motion and the motion passed 3-0. The tax payer sand pile is established. Notice will be placed on the website. Kelly Robitaille reports that the culvert replacement at 43 Oak Ridge Road was completed last week.
Driveway permit for operation for 1582 Conway Road is discussed. Kelly Robitaille recommends approval of the permit. Mike Smith makes a motion to sign the Driveway Permit for Operation for 1582 Conway Road for the driveway access to Lucerne Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
Driveway permit for operation for 43 Aspen Drive is discussed. Kelly Robitaille states that minimal work was done to the side of the driveway with no change to where the driveway meets the road. Approval is recommended. Mike Smith makes a motion to sign the Driveway Permit for Operation for 43 Aspen Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to post the beaches with thin ice signs. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

Off-peak pumping for the water system is discussed. The DPW and Jungfrau will be the target for a test plan to see if off-peak pumping is sustainable for the system. Significant savings on electricity for these two stations could be seen if off-peak pumping can be done. A three month period for the test plan is discussed. Mike Smith makes a motion to send the test plan to the engineers prior to implementing. Ron Sandstrom seconds the motion. Discussion ensues on the information to be sent to the engineer. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against sending the entire document to the engineers. Ron Sandstrom makes a motion to send an email to the engineers outlining the intent to test off-peak pumping for DPW and Jungfrau as a check-in for risk. Larry Leonard seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining. Ron Sandstrom makes a motion to target a start date for the trial of December 21. Larry Leonard seconds the motion and the motion passed 3-0.
Heat for Reinach station is discussed. Electric heat versus changing to propane is discussed. Ron Sandstrom makes a motion to approve the recommendation forwarded by Ian Hayes for an electric heater for Reinach station at a cost of $800. Larry Leonard seconds the motion. Discussion ensues regarding analysis of electric costs during winter months as compared to summer months for this station. Cost of electric heat for the old, less efficient heater was $100 per month. Mike Smith outlines that if the intent is to move to propane for the pump houses, then it should be done now, adding that purchasing an electric heater to replace within a couple of years is not a good investment. Ron Sandstrom adds that swapping to propane for the larger stations going forward should be done. Motion is called to a vote and the motion passed 2-1 with Mike Smith against purchasing an electric heater. The water issue Sunday morning with no water in the Chocorua tank causing an outage on Chocorua View, Saint Moritz and parts of Oak Ridge Road is discussed. An alarm for a low tank at Chocorua will be checked for.

4. Administration

A safety meeting will be scheduled.
A budget review will be done next week.
The Asset Management Committee has submitted the completed application for the NH DES Asset Management Grant for review. The application is reviewed and discussed. Ron Sandstrom makes a motion to approve the 2017 NH DES Asset Management Grant application for submission. Mike Smith seconds the motion and the motion passed 3-0.
Draft for the 2017 Warrant is reviewed and discussed. The Auditor has stated that planned expenses from a Capital Reserve Fund (CRF) should be placed on the Warrant for approval by the voters. Ron Sandstrom makes a motion to add a Warrant Article to the draft for the planned improvements to Muddy Beach. Larry Leonard seconds the motion. Mike Smith discusses the Commissioners as agents to expend from the CRF and the potential for an Article to not be passed, thereby not allowing the upgrades to be done in 2017. Larry Leonard responds that the voters will generally not vote down an article that is prepared for needed upgrades to the water system. Motion is called to a vote and the motion passed 2-1 with Mike Smith against placing Muddy Beach upgrades on the Warrant.
A draft deed from the Town of Madison for the purchase of 36 Adelboden has been received. The Attorney has questioned if a title search is to be done. Ron Sandstrom makes a motion to not do a title search on the property. Larry Leonard seconds the motion and the motion passed 3-0.
The signed deed for 6 Chocorua View Drive has been received from the sellers. Larry Leonard makes a motion to have Ron Sandstrom sign the deed. Mike Smith seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining.
Warrant Article 6 of the 2016 Warrant has not yet been completed. Recommendation is made to encumber the funds as the work is in progress. Larry Leonard makes a motion to encumber Warrant Article 6 for the engineering, design and permitting of culverts for Grison and Burgdorf. Ron Sandstrom seconds the motion and the motion passed 3-0.
The 2016 Census Bureau Survey of Local Governments has been completed and submitted.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 23 checks in the amount of $26,814.56. 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

The minutes of December 5 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Larry Leonard highlights electric usage and savings with the third party electric supplier. Ron Sandstrom makes a motion to put the analysis on the website. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have Mike Smith, Gloria Aspinall and Nancy Cole meet to outline the procedure for beach stickers and canoe rack space regulations. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Withdrawal request from the Land Acquisition Capital Reserve Fund is presented. Mike Smith makes a motion to sign the withdrawal request for $1,000 from the Land Acquisition CRF for purchase of the lot at 6 Chocorua View Drive.
Withdrawal from the Water Usage account with deposit of funds into the Water System CRF request is presented. Ron Sandstrom makes a motion to sign the request for Treasurer Dinah Reiss to withdraw $38,000 from the Water Usage Account. Larry Leonard seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to sign the request for deposit of $38,000 into the Water System CRF for the Trustees of the Trust Funds. Larry Leonard seconds the motion and the motion passed 3-0.
A time off request form is presented. Mike Smith makes a motion to approve Nancy Cole’s request for time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly water system bacteria test results – clean.
Granite State Analytical has sent the monthly water system pH results – in range.
LRGH has sent notice that they have disbanded the drug testing consortium for municipal CDL drivers. Employees of this department have formed a new company which will handle the mandatory testing compliance for northern municipalities. The District has enrolled with the new company.
Primex has sent a not to exceed renewal number for July 1, 2017 for budgeting purposes.
NH Municipal Association (NHMA) has sent the bi-weekly NewsLink updates.
NHMA has sent a 2016 summary of webinars, legislative work, and other actions of the association during 2016.
The third party electric supplier has sent the monthly summary of savings for the District.
Pike Industries has sent notice that a 3.5% increase in aggregate pricing will go into effect on January 1, 2017.

10. Scheduled Appearances
11. Other Business

Meeting schedule for the end of December and first week of January is discussed.
Ron Sandstrom makes a motion to not meet the week of December 26. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to meet next on Tuesday, January 3, 2017 at 8 am. Larry Leonard seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:48 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator