[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM062016.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 20, 2016

The Board of Commissioners met at 8:00 am on Monday, June 20, 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 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

2. Highway Department Report

Kelly Robitaille reports that the focus on ditching continues. The roads around the ponds are being worked on; Middle Shore, Little Shore and Interlaken have been worked. Kelly Robitaille discusses disposal of the fill being generated, reporting that Brandon Drew of High Street, Madison has stated that he will take all fill that the District would like to have removed. Mike Smith makes a motion for Kelly Robitaille to make arrangements with Brandon Drew for 125 loads of fill. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that Tony Eldridge will be in next week for the full week and that arrangements for a truck driver are being finalized. Line painting is discussed. Line painting is scheduled for June 27. All equipment is in good condition. Beaches are now being raked daily. Mike Smith makes a motion to place an ad in the paper for a full time Highway worker. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom reports that Bob Goddard has given notice of resignation. Mike Smith makes a motion that applicants interview with Nancy Cole and Kelly Robitaille first; recommendations are to be made for the Board to review. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that the pond levels are low. The dam is discussed. Some flow to the brook is maintained by the break in the board between the 4th and 5th boards. DES has contacted the office regarding the dam and the brook flow based on a complaint received regarding low flow in the brook. Dam operations were outlined including the information that flow is never 100% restricted. The dam was inspected and the DES report will be forthcoming, but operation has been outlined as correct.

3. Water

The estimate for building the deck needed at Reinach station in the amount of $325 has been received. Mike Smith makes a motion to approve $325 for the building of the deck at Reinach station. Ron Sandstrom seconds the motion and the motion passed 3-0.
The transducer at Muddy Beach Well #2 has been installed and is working. Mike Smith states that the DPW well was checked and a transducer is installed in the well. The SCADA system does not read this transducer. Tom Therrien will be asked to check to see if the issue is the programming or the transducer. Mike Smith makes a motion to request a quote from Tom Therrien to test the installed transducer and if working, program into the SCADA system; if not, quote a replacement. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith discusses water loss that has been noted between DPW and Jungfrau. The flow meter at DPW calibration is discussed. The meter has not been calibrated in five years. Ian Hayes can install a blow off valve to test flow and calibrate the meter. Ron Sandstrom makes a motion to request a quote for installation of an 8” valve with a 2” blow off. Mike Smith seconds the motion and the motion passed 3-0. Larry Leonard questions the leak detection at Summit and is informed that it was completed two weeks ago. A valve was located that was partially closed and has been corrected.
Mike Smith discusses use of the backhoe to expose isolation valves on Aspen at the bridal path. Discussion ensues on the need to use the Aspen isolation to test the issue occurring at 1 Bristenstock. Ron Sandstrom makes a motion to schedule Kelly Robitaille to use the backhoe to expose the valves on Jungfrau and Aspen. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to place bollards at the access road to the DPW well and Muddy Beach wells. The per bollard installation cost supplied by Norm Garside will be distributed for review. Mike Smith withdraws the motion.
Any adjustment that may be needed on the isolation valve locations once plotted on the maps is discussed. Mike Smith makes a motion to establish a meeting with Paul Fluet regarding isolation valve locations and adding them to the water cad model of the water system in the fall. Ron Sandstrom seconds the motion and the motion passed 3-0.
The well pump for Muddy Beach Well #1 has been ordered.

4. Administration

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,466.64. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
Line painting is scheduled for next Monday, June 27.
The EPOA has requested use of the lodge on June 25. Ron Sandstrom makes a motion to approve use of the lodge on June 25 by the EPOA. Mike Smith seconds the motion and the motion passed 3-0.
The property owners of 17 Middle Shore have requested a modification to the driveway permit. Mike Smith makes a motion to approve the amendment to place a wooden top rail to the guardrail pending approval by Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 3-0.
19 Oak Ridge is discussed. Mike Smith makes a motion to request a drawing from Paul Fluet redirecting flow to the next culvert down. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send the drawing to G. W. Brooks for a quote to execute the work. Ron Sandstrom seconds the motion and the motion passed 3-0. The homeowner will be notified.
Mike Smith makes a motion to approve $310 for work on the footbridge. Ron Sandstrom seconds the motion and the motion passed 3-0.

Accounts Payable
6. Minutes
7. Commissioners Reports
8. Signature Items

Signature cards for the establishment of the Northway Bank retainage account for Oak Ridge Road project are presented. Mike Smith makes a motion to sign the cards for establishment of the account. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the results of the monthly water system testing. Bacteria testing are clean; the pH tested low at Jungfrau due to recent isolation of the tank.
Madison TV has notified the District that the station is now on 24 hours a day, seven days a week. Programming options are being looked into and suggestions are welcome.

10. Scheduled Appearances
11. Other Business

The TAN note paperwork is scheduled to be signed next week.
The safety minutes from June 8 were distributed.
The footbridge repairs have been completed.

12. Public Comments

At 8:52 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea and Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to approve Bob Goddard’s request for time off. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to request a letter stating Bob Goddard does not intend to buy back time from the NH Retirement System, with approval from Attorney Dan Crean. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to set a backhoe skills test with pay for the proposed new hire for the Highway Department. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 9:02 am Mike Smith makes a motion to exit Non-Public session and 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/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

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM060616.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 6, 2016

The Board of Commissioners met at 8:00 am on Monday, June 6, 2016. In attendance were Commissioners Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.

At 8:05 am the meeting was called to order by Commissioner Mike Smith.

1. Agenda

Mike Smith makes a motion to approve the agenda. Larry Leonard seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that roads are in good shape. Minor washouts were noted with yesterday’s rain that will be repaired. 100 of the 185 culverts have been marked. Gloria Aspinall has begun working on obtaining GPS coordinates of the culverts. Ditch work is being done, with first focus on the pond areas. Mike Smith informs Kelly Robitaille that Tony Eldridge has been approved for 1 full week of work with an additional truck driver to work that week so as to maximize the ditching effort. The road list will be used as the guide as to which roads to ditch first. Schools will be closing in the next two weeks, additional vehicle traffic and pedestrian traffic will occur. Personnel should be aware and additional caution used. Kelly Robitaille reports that all materials collected for scrap metal will be brought to the recycling center this week. Mike Smith makes a motion to have Kelly Robitaille remove the debris at Muddy Beach station. Larry Leonard seconds the motion and the motion passed 2-0. Two driveway inspections have been completed and both are recommended for Commissioner review. Mike Smith makes a motion to require an engineered drawing for the driveway at 34 Little Shore; with the letter to the homeowner to include Dubois & King contact information as well as a statement that all charges for this engineering are to be paid by the property owner. Discussion is held on the steepness of the grade at the intersecting point of the driveway and road. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith makes a motion to have 29 Grachen re-submit a driveway permit application showing as built information for this driveway, including all property boundary marker points and setbacks. Larry Leonard seconds the motion and the motion passed 2-0.

3. Water

Ian Hayes and Tom Therrien will be in attendance at next week’s meeting.

4. Administration

The year to date budget is reviewed. All line items within expected range for this time of year.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,242.10. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
The Asset Management Reimbursement request and project status document were submitted to NH DES Friday, June 3.
Outstanding water bill balance report is reviewed. $17,227 is still due to the District. Statements have been sent.
A water hook up application has been received and sent to Paul Fluet for review of pressure requirements at site.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 27 checks for $62,921.64. Larry Leonard 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 May 23, 2016 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 2-0.
The minutes of May 28, 2016 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 2-0.
The minutes of May 31, 2016 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 2-0.
The minutes of June 2, 2016 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 2-0.
The Asset Management minutes of May 14, 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.
The Asset Management minutes of May 27, 2016 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 2-0.
The safety meeting minutes of May 17, 2016 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith states that the Commissioners are interviewing potential legal counsel for the District as current Attorney Dan Crean is retiring the end of June.

Mike Smith makes a motion to approve the 7.5 HP pump recommended by Hartley Well and approved by Engineer Paul Fluet. Larry Leonard seconds the motion and the motion passed 2-0.
The ordering of the proper depth transducer for Muddy Beach Well #1 will be followed up on with Tom Therrien of Electrical Installation.

8. Signature Items

The Engineer’s review and recommendation for payment for G. W. Brooks is presented. Mike Smith makes a motion to sign the payment request. Larry Leonard seconds the motion and the motion passed 2-0.
The Engineer’s review and recommendation for approval of Change Order #4 for the Oak Ridge Road project is presented. Mike Smith makes a motion to sign Change Order #4. Larry Leonard seconds the motion and the motion passed 2-0.
The Engineer’s review and recommendation for approval of Change Order #5 for the Oak Ridge Road project is presented. Mike Smith makes a motion to sign Change Order #5. Larry Leonard seconds the motion and the motion passed 2-0.
The Engineer’s review and recommendation for approval of Change Order #6 for the Oak Ridge Road project is presented. Mike Smith makes a motion to sign Change Order #6. Larry Leonard seconds the motion and the motion passed 2-0.
A letter to Eversource regarding cutting of trees by Asplundh Tree, with a copy to Asplundh is presented. Mike Smith makes a motion to sign and send the letter. Larry Leonard seconds the motion and the motion passed 2-0.
A completed fill request has been received from 14 Blinden. Mike Smith makes a motion to approve the fill request. Larry Leonard seconds the motion and the motion passed 2-0.
A completed fill request has been received from 38 Appenvel. Mike Smith makes a motion to approve the fill request. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

Chief Eldridge of Madison Fire Department has sent the written approval of the wall built between the boiler and tank in the DPW garage.
NH DES has sent notice of release of the previously approved funds for the tank lining project.
Norm Garside has submitted the results of the Lodge inspection. $30,000 to $35,000 in repairs is estimated.
NH Municipal Association has sent two Legislative Bulletins.
NH Municipal Association has sent the bi-weekly News Link.
The third party electric supplier has sent the monthly report outlining that $108 was saved in May.

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

At 8:30 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (e) legal. Larry Leonard seconds the motion. Motion is called via roll call Mike Smith yea, Larry Leonard yea and the motion passed 2-0.

Motions and votes of Non-Public session:
No motions were made.

At 9:10 am Mike Smith makes a motion to exit Non-Public session and resume the public meeting. Larry Leonard seconds the motion. Motion is called via roll call Mike Smith yea, Larry Leonard yea and the motion passed 2-0.

At 9:35 am Mike Smith makes a motion to recess the meeting until 10 am. Larry Leonard seconds the motion and the motion passed 2-0.

At 10 am Mike Smith calls the meeting back to order. Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (e) legal. Larry Leonard seconds the motion. Motion is called via roll call Mike Smith yea, Larry Leonard yea and the motion passed 2-0.

Motions and votes of Non-Public session:
Mike Smith makes a motion to post a Non-Public session for next Monday’s Commissioner meeting. Larry Leonard seconds the motion and the motion passed 2-0.

At 10:35 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM060216.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 2, 2016

The Board of Commissioners reconvened on Thursday, June 2 at 9 am. Present were Commissioners Ron Sandstrom, Mike Smith, and Larry Leonard. Also present was Water Operator Ian Hayes. Erin Hartley of Hartley Well and Engineers Paul Fluet and Nick Sceggell participated telephonically.

At 9:00 am the meeting is called to order by Chairman Ron Sandstrom.

The Muddy Beach wells are discussed. Erin Hartley outlines that the recent work at the wells has shown that the pump at Well #2 is at 98 feet. The well is 123 feet. Rocks and sand were found at the bottom of the well. Surging of the well removed debris to a depth of 140 feet. The well refilled to 123 feet following surging. The well yielded 50 to 60 gallons per minute through testing. The transducer tube was installed. Erin Hartley states that the amperage is low, cause is unknown. A sleeve was placed over the pump to protect it. This pump is two years old and is a 2 horsepower, 33 gallon per minute pump. The pump was reinstalled at 98 feet. Pump model is Gould 33 GS20. Ron Sandstrom leaves the meeting at 9:30 am.

Both wells may be in the same aquifer, it is not certain if this is the case.

The pump for Well #1 was noted to be at 328 feet*. The pump removed is a Pluegar 6 stage pump. The bottom of this well was noted at 357 feet. Shale at the bottom of the well was removed by surging and the full depth of the well is 420 feet. Tom Therrien of Electrical Installation will be notified of the pump depth. The transducer previously purchased will need to be returned and a transducer for this depth will be needed. The air lift test yielded 100 gallons per minute. Draw down testing of this well has shown the sustained rate of the well over long term pumping is estimated at 35 gallons per minute. System needs from this well field are discussed. Ian Hayes recommends replacing the pump with a 35-40 gallon per minute pump. Discussion continues on needs of the system and production capability of the wells. Erin Hartley discusses a 40-45 gallon per minute pump and will submit the information on the specific pump recommendation to the office for distribution. Placing of the transducers is discussed. Mike Smith makes a motion to have Hartley Well place the transducers while working on the well field. Ron Sandstrom seconds the motion and the motion passed 3-0. Should well #2 need to be put on line sooner, Ian Hayes will place the transducer prior to flushing and testing the well for return to service. Erin Hartley leaves the meeting at this time.
* Via email submitted following the meeting, Erin Hartley corrects this depth of the pump to 338 feet. Updated information is forwarded to Tom Therrien.

The water loss that is occurring at #1 Bristenstock is discussed. This house is believed to be served from the 2 inch Aspen water main. Pressure transducer/data loggers were placed to analyze the occurrence. The data loggers were removed following the long weekend and downloaded. Loss of pressure to negative numbers shows on the graph. The negative pressure allows for air to build in the water lines and appears to be creating the interruption of flow to the house. The cause of the pressure loss will be looked into. The tank levels and pump run times will be sent to the Engineers for additional ability to analyze the cause. Correction of the issue is discussed. Options are outlined which include closing of the loop by connecting the Bristenstock and Aspen lines, addition of an air release valve at or near the property to release the air from the system prior to getting to the house, and creation of a Reinach pressure zone. Isolation of the Aspen line can confirm that the house is connected to this water main. Connecting the house to the Bristenstock line, which dead ends near the property, may also be an option to correct the issue. Placement of an air release valve may be the most cost effective short term solution to stop the interruptions in water flow; however, this will not correct the low water pressure at the house which shows on the data logger graphs.

At 10:15 am Mike Smith makes a motion to recess the meeting until 3 pm. Larry Leonard seconds the motion and the motion passed 2-0.

At 3:00 pm the meeting reconvenes. Present were Commissioners Ron Sandstrom, Mike Smith, and Larry Leonard. Also present was part time Highway Employee Tony Eldridge.
Meeting is called to order by Chairman Ron Sandstrom.

Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3,II (a) employee matters. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to seal the minutes of the non-public session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 3:35 pm Ron Sandstrom makes a motion to exit Non-Public session and resume the public session. Mike Smith seconds the motion and the motion passed 3-0.

The document and financial forms for submission to NH DES for the Asset Management Grant are reviewed. Ron Sandstrom makes a motion to approve the document for submission. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to sign the Reimbursement Request. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to sign In-kind Match Document #1. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to sign In-kind Match Document #2. Larry Leonard seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to sign In-kind Match Document #3. Larry Leonard seconds the motion and the motion passed 3-0.

Quotes requested from Tom Therrien of Electrical Installation are reviewed. Mike Smith makes a motion to approve $1,634 for programming of the polling sequence of the SCADA system. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve replacement of the panel at Reinach station for $1,492. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Tom Therrien purchase the proper transducer for placement at 335 feet and return the transducer previously purchased. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have Nancy Cole post pictures of Loons on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.

A homeowner has requested waiver of the late fee as she did not receive the original mailing per the note received with the check. The homeowner did include the late fee in the payment. Ron Sandstrom makes a motion to waive and reimburse the late fee. Mike Smith seconds the motion and the motion passed 3-0.

At 4:05 pm 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

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM053116.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 31, 2016

The Board of Commissioners met at Oak Ridge Road at 9:00 am on Tuesday, May 31, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Engineer Nick Sceggell, Oak Ridge Road reconstruction Clerk of the Works Norm Garside, Dave Cribbie and Scott Brooks Sr of G. W. Brooks.

At 9:00 am the meeting is called to order by Chairman Ron Sandstrom.

Signature item: The insurance proposal from Primex for property-liability insurance is presented. Ron Sandstrom makes a motion to accept and sign the proposal. Mike Smith seconds the motion and the motion passed 2-0.

Oak Ridge Road is viewed. The project is substantially complete. Punch list items are identified for final completion and submission of final pay application from G. W. Brooks. Punch list items identified include removal of the upper silt fence to be done this week and removal of the lower silt fence once growth within the seeded area has stabilized the soil. Seeded areas will be checked for growth and stabilization of the areas throughout the summer and again next April. Engineer Nick Sceggell will produce and distribute the punch list. Mike Smith makes a motion to accept the project as substantially complete. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 10:30 am Mike Smith makes a motion to recess the meeting until Thursday, June 2 at a time to be determined. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM052816.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 28, 2016

The Board of Commissioners met with the Eidelweiss Property Owner’s Association at 10:00 am on Saturday, May 28, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith.

A presentation is given to the EPOA membership.
Information regarding establishing a review of an option to sell the lodge and create a new community center/meeting room and office is presented.
The completion of the Oak Ridge Road reconstruction and the reconstruction project is discussed. Compliments on the work are received. Discussion on the need for the drainage as established is held. Engineering road designs for compliance with storm water management and ability to handle the 100 year storm are outlined.
Pump replacement work completed at Jungfrau, building repairs to Jungfrau and Oak stations, and work scheduled on the Muddy Beach wells is outlined and discussed.
Beaches and initiation of parking passes at the beaches are discussed. Enforcement of any such regulation, once passed, is discussed. An option for an Eidelweiss specific sticker, separate from the Town of Madison transfer station and beach parking pass, is discussed. This option has the most support amongst those present. Adding an option of an on-line parking pass purchase available for renters and visitors is suggested. This would allow some income to be generated for the District.
The rafts in the ponds are discussed. The yellow raft at Boulder Beach is outlined as being less desirable than the wooden rafts based on discomfort while lying on the raft and slipperiness of the raft due to algae growth.

Mike Smith makes a motion to post the presentation delivered today on the website. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM052316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 23, 2016

The Board of Commissioners met at 8:00 am on Monday, May 23, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille and Treasurer Dinah Reiss. 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

Kelly Robitaille reports that Geneva Place was ditched Friday. All culverts, driveway and road, were cleaned. The rafts will be put into the ponds this week. The speed bumps will also be placed this week. Access to the Muddy Beach wells will be cleared this week. Kelly Robitaille continues by stating that shoulder work on upper Oak Ridge is still needed and will be completed. Mike Smith makes a motion to delay placing of the speed bumps until school is out. Ron Sandstrom seconds the motion and the motion passed. Supplies are good and all equipment is reported to be in good condition. The paving of lower Oak Ridge Road is beginning today. The list of additional roads to be added for work this summer will be circulated. Deliveries will be scheduled for the fill request from Bern Drive. Ron Sandstrom makes a motion to place the availability of fill on the website. Mike Smith seconds the motion and the motion passed 3-0. The No Lifeguard on Duty signs for the beaches have been received and will be installed.

3. Water

Estimates for the replacement panel at Reinach and programming of the polling sequence have been received.

4. Administration

Mike Smith makes a motion to not meet next week. Ron Sandstrom seconds the motion and the motion passed 3-0.
A safety meeting was held last week. Next meeting will be June 8.
Attorney Dan Crean has stated the policy review should be completed this week.
Meetings with recommended replacement legal counsel are discussed. A meeting with Attorney Chris Boldt has been scheduled for 8:30 am June 6. The second Attorney will be scheduled 10 am.
Treasurer Dinah Reiss discusses the monthly cash flow report. A retainage account will need to be established for Oak Ridge Road. A letter from the Commissioners will be needed to open the new account. Establishing a Tax Anticipation Note in June is recommended by the Treasurer. Mike Smith makes a motion to establish a TAN. Ron Sandstrom seconds the motion. Discussion on amount is held. Ron Sandstrom moves to amend the motion to add in the amount of $100,000. Mike Smith seconds. Motion, as amended, is called to a vote and the motion passed 3-0. Treasurer Dinah Reiss will contact the bank. The intent for additional withdrawal from the Water System Capital Reserve Fund is discussed. Mike Smith makes a motion to split the Muddy Beach Well work at $17,500 from the CRF and $17,500 from the Water System Extension Fund. 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 $6,377.55. Ron Sandstrom seconds the motion. Discussion is held. Further discussion will be held in non-public session. Mike Smith makes a motion to approve payroll minus the ½ hr Overtime. 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 3 checks for $67,456.95. 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 May 16, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The minutes of May 17, 2016 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

Ron Sandstrom reports that he has locked down the website as it has been under attack recently.

Larry Leonard discusses submitting additional information to NH DES. Larry Leonard makes a motion to collect and complete a final request for reimbursement application for the Asset Management Grant. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion not to pursue alternate engineering options. Ron Sandstrom seconds the motion. Discussion ensues. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard in favor of keeping the item open.
Mike Smith makes a motion to send a letter to Eversource with a copy to Asplundh requesting holding of any additional tree cutting and establish a meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith reports that he has permission to publish photographs of the Loons, with credit to the NH Loon Society. Discussion is held on placing pictures and a notice on the website regarding safety and protection of the Loons.
Mike Smith discusses topics to be covered with the EPOA at the meeting this coming Saturday. Topics should include selling the Lodge, a new building, beach stickers and options for parking restriction, ID on boats per Ordinance, Oak Ridge Road reconstruction, upgrades to Jungfrau and Oak water stations, and planned rehab of the Muddy Beach wells. An outline will be created.

8. Signature Items

Work order 1122 for repair of the plumbing at the Lodge is reviewed. Mike Smith makes a motion to approve Work Order 1122. Ron Sandstrom seconds the motion and the motion passed 3-0.

Letters to two residents requesting participation on the Lodge sale review committee are presented. Mike Smith makes a motion to sign the letters to Kevin O’Brien and Tommy Gunn requesting participation on the Lodge sale review committee. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results; results are clean. Granite State Analytical has sent the pH testing results; results are compliant.
A 91-A request for the summary outline of the water system tank lining project was received from Jay Buckley. The document was sent electronically.
A 91-A request for the approval of the pavement preservation work recently completed on the upper section of Oak Ridge Road and Klausen and Annual Meeting document outlining this project was received from Mark Graffam. The documents were sent electronically.

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

At 8:59 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public session:
Ron Sandstrom makes a motion to deny the ½ hour overtime shown on Bob Goddard’s time card. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to sign the letter to Bob Goddard. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to establish a meeting with part time employee Tony Eldridge. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 9:15 am Ron Sandstrom makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,
Nancy E. Cole, Administrator