Author Archives: support_c37f

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VILLAGE DISTRICT OF
EIDELWEISS
Board of Commissioners
WATER SYSTEM FLUSHING

Flushing of the Water System will begin on Wednesday, May 25, 2016. Some customers may experience short periods of low pressure and slight water discoloration. Should your water be discolored, please run a large faucet (outside spigot, tub, kitchen sink) for a period of 10 minutes. If the situation does not clear up, please contact the office at 603-367-9022.
The flushing program is implemented to ensure high quality drinking water, and to comply with the requirements of the NH Department of Environmental Services.

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM051716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 17, 2016

The Board of Commissioners reconvened the session of May 16 at 1 pm Tuesday, May 17, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith, and Larry Leonard. Also in attendance, at separate times, were Kelly Robitaille and Bob Goddard of the Highway Department.

At 1:00 pm the reconvened session was called to order by Chairman Ron Sandstrom.

Signature items:

Mike Smith makes a motion to sign Work Order 1120 for clearing access to the Muddy Beach well field. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign Work Order 1121 for replacement of the Sodium Hydroxide day tank and repainting of the containment pit. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign Oak Ridge Road reconstruction Change Order #3 as recommended by the Engineers. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve the Fill Request submitted by #10 Bern Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.

Highway:

Manner in which the Board will receive work status reports from the Highway Dept is discussed.

The 2016 work plan as submitted by Kelly Robitaille is discussed. Mike Smith recommends altering the plan to focus on drainage needs – ditch and culvert cleaning – around the ponds prior to other work listed. Discussion is held on establishment of priorities for road work.
Delay of the compacting roller which has been ordered through MB Tractor is discussed. Potential loss of the machine rental for this summer is outlined as a possible result of delay at this time. Mike Smith makes a motion to discuss with Kelly Robitaille a change of scope from the submitted plan to focus on ditching and culvert cleaning beginning around the ponds. Ron Sandstrom seconds the motion. Discussion on changing scope of plan is held. Motion is called to a vote and the motion passed 3-0.

Kelly Robitaille joins the meeting and is informed the Board has voted to alter the focus of the 2016 road work to ditching and culvert cleaning around the ponds as priority. Asphalt work and road grading will be delayed. Kelly Robitaille is informed to contact MB Tractor and delay the roller rental. Kelly Robitaille will cancel the delivery scheduled for next week.
Road work, ditching, and some added difficulties in completing these tasks with a two person team are discussed. Some debris may need to be left roadside for pick up the next day. Storage needs for removed debris discussed.
Mike Smith makes a motion to obtain a price from G. W. Brook & Son for placement of asphalt in the pot holes near the entrance on Eidelweiss Drive. Ron Sandstrom seconds the motion. Discussion ensues. Kelly Robitaille states the DPW can fill at much lower cost. Mike Smith withdraws the motion.

Numbering and checking on all road culverts will be handled as a priority for the DPW. This assessment of all road culverts will give necessary information on the overall status of culverts and work needed. Mike Smith makes a motion to allocate up to $1,000 for metal grade stakes and paint for installation as new culvert markers. Ron Sandstrom seconds the motion and the motion passed 3-0.

Driveway culverts as an integral part of drainage is outlined and discussed. Cleaning of driveway culverts when working in any given area concurrently with the other work is outlined.

Kelly Robitaille leaves the meeting.

Bob Goddard joins the meeting. Work flow and change of scope to work plan for 2016 outlined and discussed.

Mike Smith makes a motion to revisit the work plan with the DPW in 3-4 weeks. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 3:15 pm 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

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM051616.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 16, 2016

The Board of Commissioners met at 8:00 am on Monday, May 16, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy), Ian Hayes (water operator), Tom Therrien (SCADA), Engineers Paul Fluet and Nick Sceggell, Erin Hartley of Hartley Well, Dave Cribbie of G. W. Brooks (Oak Ridge Contractor), and Treasurer Dinah Reiss.

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 the pavement preservation project on Upper Oak Ridge and Klausen was completed last Thursday. The area was ditched prior to the asphalt being placed. The shoulders will be worked in the area. Pavement now extends an additional 25 feet beyond the prior cut location to ease transition around the top of the S turn. Porridge Shore was ditched. Bern Drive and Sarnen will also be ditched. Seasonal work to be done by Memorial Day is discussed. Mike Smith makes a motion to put the rafts in on a good day. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to put the speed bumps in on Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 3-0. The fence at the veterans garden will be placed after Oak Ridge Road construction is complete. The list of roads planned for work is reviewed and discussed. A work session for road work is scheduled for 1 pm today. Discussion is held on cleaning ditches and culverts around the ponds first. Cleaning of road culverts, pavement shimming and shoulder work needed on suggested roads is discussed. The marking of road culverts is discussed. Kelly Robitaille shows a metal garden stake, painted yellow at the top with a number tag attached. Kelly Robitaille informs the Board the stakes cost $2.20 each. Each culvert requires two for a total cost under $1,000. Three days is estimated as completion time of painting and tagging the garden stakes. Priority of work for the department is discussed. Mike Smith discusses option of canceling the roller rental. The ability to have roads prepared in advance of the rental is discussed. Mike Smith adds that he would like to see a priority on ditching and culvert cleaning with grading of roads to follow. Discussion on process of road work continues. The need for a place to deposit materials during road work is discussed. Road work and priority discussion will continue in the reconvened session. Scheduling of the session is discussed; Tuesday at 1 pm.

3. Water

Mike Smith will work with Ian Hayes on isolation valve locating. Beginning date is discussed. Ian Hayes states able to begin Wednesday, June 1 at 1 pm. Work on locating and obtaining GPS coordinates for the valves will continue weekly at 9 am on Wednesdays beginning June 8. Pricing for the replacement of the booster pumps at Muddy Beach is stated by Ian Hayes to have been sent last night to the office, total cost, including pumps, is estimated at $23,000. The pricing for replacement of the day tank for the Sodium Hydroxide with repainting of the pit is estimated at $1,400 - $600 in parts and $800 in labor. Ron Sandstrom makes a motion to proceed with the replacement of the day tank for the Sodium Hydroxide, including repainting of the protective paint in the pit, up to $1,400. Mike Smith seconds the motion and the motion passed 3-0. The quote for the booster pump and piping replacement at Muddy Beach is discussed. Ron Sandstrom outlines that no action will be taken on the booster pump replacement until the work is completed on the wells and production is assessed. Off peak metering for the water system is discussed. Tom Therrien states that the program will be added to the stations this week. Tom Therrien discusses the height of the antenna at Reinach station. The antenna is too low and should be placed on a telephone pole next to the station to at a height of 30-35 feet. Mike Smith makes a motion to obtain pricing for purchase and placement of the telephone pole and placing of the antenna. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain pricing for the larger enclosure needed for Reinach station. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain pricing for updating of the SCADA system polling sequence with a sequence of operation report for the VDOE. Ron Sandstrom seconds the motion and the motion passed 3-0. The water outage on May 8 is outlined as being caused by a polling sequence failure. Tom Therrien leaves the meeting at 9:30 am.
The work needed on the wells at Muddy Beach is discussed with Erin Hartley of Hartley Well, Water Operator Ian Hayes, Engineers Nick Sceggell and Paul Fluet of Fluet Associates, a division of Dubois & King. Surging of Well #2 is outlined as the best means of cleaning the well to stop the sediment clogging the well pump. Well #2 is 110 feet at pump depth. Mike Smith makes a motion to shut off the camera for this discussion. Ron Sandstrom seconds the motion. Discussion is held on the information to be discussed as public information. Motion is called to a vote and the motion failed 1-2 with Larry Leonard and Ron Sandstrom stating the information is public. Muddy Beach Well #1 is discussed. Ian Hayes outlines that the production of this well reduces to 35 gallons per minute (gpm) with regular use. Once recovered, the well will return to 85 gpm production. Erin Hartley recommends pulling of the pump from Well #1, surging the well while open and placing a new pump. Size of the pump for the well is discussed. Ian Hayes states that if 35 gpm is the long term production for this well, the pump should be sized in that range, in lieu of an 85 gpm pump. The difference in horse power of the pump will make a large difference in the price and lead time needed to obtain. Well #2 will be flushed and put on line prior to removing the pump from Well #1. When the pump is removed from Well #1, the well will be tested by Hartley Well for production. This test will give a short term production capability; not long term sustainable rate of production. Paul Fluet states that information on the production rate should be used to size the pumps so that the pumps give a production rate which matches the flow. Paul Fluet adds that he agrees that Well #2 should be flushed and put back on line prior to removing the pump from Well #1. The transducers which will be placed in the wells while they are open will give the needed information on the flow ability of these wells. The cost estimate for the work is discussed. Worst case for Well #1, which would include a 10 HP pump for 85 gpm flow capability is $26,500. Well #2 is estimated to cost $3,700 to $5,200. Total budget for the project is $30,000. Scheduling is discussed. Erin Hartley states can be scheduled for phase 1 the week of May 30. Upon completion of phase 1, the information obtained about the short term production ability of Well #1 will be sent to the Engineers who will size the replacement pump. A two week lead time for receipt of the new pump for Well #1 will be needed and the new pump and piping will be installed as phase 2. Mike Smith makes a motion to authorize up to $35,000 for this project. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith leaves the meeting at this time to view the access to the Muddy Beach wells with Erin Hartley and Ian Hayes. Kelly Robitaille is contacted and requested to go to Muddy Beach station to review the access needs for the equipment of Hartley Well.

4. Administration

The monthly safety meeting will be held Tuesday at 12:30 pm.
The motion log has been distributed for review.
The work order log has been distributed for review.
The updated job description for the highway foreman has been distributed. This document will be discussed in the reconvened session of this meeting scheduled 5/17 at 1 pm.
Attorney Dan Crean has reviewed the fill agreement. Recommendation is that the Board sign these agreements, not the Highway Foreman. Mike Smith makes a motion to update the fill agreement to reflect signatures of the Board and approve use of the fill agreement as amended. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining stating he did not read the document.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 16 checks for $9,609.85. 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 9, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Mike Smith reports that minor trimming of tree limbs and moving of a few rocks is all that is needed to prepare the access area for the Muddy Beach well field. The DPW will handle the work.
Mike Smith discusses the Commissioners Report to be given at the Eidelweiss Property Owner’s Association meeting Saturday May 28, 2016. Placing of identification in watercraft is discussed.
Mike Smith discusses the Asset Management meeting held last Saturday. The Asset Management Committee has voted to recommend to the Board of Commissioners that efforts to collect funds from the State of NH Asset Management Grant be stopped after May 31. Larry Leonard discusses contact with Luis Adorno of NH DES from the Board. Larry Leonard makes a motion to send a letter to Luis Adorno of NH DES inviting him to a Commissioners meeting. Ron Sandstrom seconds the motion and the motion passed 2-1 with Mike Smith voting against stating that contact has been made and not responded to; additional contact is not needed.
Mike Smith makes a motion to approve up to $400 for printing of maps once all data points are established for the isolation valve locations. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against production of the isolation valve maps.

8. Signature Items

Work order 1117 for seasonal water turn on for VDOE is presented. Mike Smith makes a motion to approve work order 1117 for seasonal water turn on. Ron Sandstrom seconds the motion and the motion passed 2-0. (Commissioner Leonard stepped away)
Work order 1118 for seasonal water turn on for a resident is presented. Mike Smith makes a motion to approve work order 1118 for seasonal water turn on. Ron Sandstrom seconds the motion and the motion passed 2-0. (Commissioner Leonard stepped away)
Work order 1119 for seasonal water turn on for a resident is presented. Mike Smith makes a motion to approve work order 1119 for seasonal water turn on. Ron Sandstrom seconds the motion and the motion passed 2-0. (Commissioner Leonard stepped away)
A driveway permit for construction for 23 Diessbach Drive is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft of a letter to Eversource regarding tree cutting is presented. Draft is reviewed and discussed. Draft held for additional discussion.
Transfer of funds request to Treasurer Dinah Reiss for movement of $100,000 from the Water Usage Account to the Operations Account is presented. Ron Sandstrom makes a motion to sign the Transfer of Funds request. Mike Smith seconds the motion and the motion passed 3-0.

9. Correspondence

Ralph Lutjen has sent notification that resident Melissa hatch has agreed to weed the gardens and mow the lawns for the season at a cost of $200. Mike Smith makes a motion to approve allocation of $200 for garden and lawn maintenance. Ron Sandstrom seconds the motion. Larry Leonard questions if specifics for the job have been outlined, the number of and location of the gardens, the number of and location of the lawns and if a work order or signed agreement will be in place. Larry Leonard is informed there are 5 gardens, 2 lawns, and that the job was posted for over a week with no other response. Mr. Leonard begins to ask additional questions. Mike Smith moves to call the question. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against, stating he has additional questions. Motion to approve the $200 for garden and lawn maintenance is called to a vote and the motion passed 2-0-1 with Larry Leonard against.

Mike Smith makes a motion to approve the request for parking of a trailer, occasionally with a boat on it, at the Huttwil lot for the summer. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard recused from the vote as he is the requesting resident.

NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances

Dave Cribbie of G. W. Brooks & Son, contractor for the Oak Ridge Road project joins the meeting to discuss project status with the Engineers and Board. Correction of the raised catch basin on Eidelweiss Drive at the intersection with Oak Ridge Road is proposed as Change Order #3. Cost for purchase and placement of the C-throat is $645. Nick Sceggell states that this is the correct solution and gives verbal approval of the change order. Ron Sandstrom makes a motion to approve Change Order #3 based on verbal approval of the Engineers. Larry Leonard seconds the motion and the motion passed 3-0. Final paperwork will be forwarded by Nick Sceggell for signing. Paul Fluet discusses placing the base asphalt layer at this time with final top coat to be done in the fall. Dave Cribbie will obtain pricing for this option. The pipe at catch basin #2 at the intersection of Saint Moritz needs to be extended 5 feet. Cost for this is $280 and will be calculated with the final balancing change order vial alteration of the unit amounts (5 feet of culvert piping will be added). The rocks removed from the project and unsuitable materials removed during preparation of the road bed remain to be calculated and approved. Some rocks are outlined as having been destroyed prior to VDOE verification of measurements. Exchange of a headwall for a catch basin is discussed. If VDOE keeps the headwall once removed, cost will be $2,300. If G. W. Brooks keeps the headwall the cost will reduce to $2,100. Mike Smith makes a motion to approve the work at a cost of $2,300 with the VDOE keeping the headwall. Ron Sandstrom seconds the motion and the motion passed 3-0.
The driveway at #18 Oak Ridge will need additional apron work to tie into the new road surface. One load of gravel, compacted and sloped, will be needed. The class C erosion stone in the ditches at the lower portion of the road will need to be moved to lower the ditch line. The stone will be used in other areas of the ditch line up hill. Cost for additional labor to move the stones is $1,200. Mike Smith makes a motion to approve up to $1,250 for movement of the class C erosion stone. Ron Sandstrom seconds the motion and the motion passed 3-0. The components of the current mix of asphalt being produced at Pike have not been released for 2016, but have not changed from 2015. Approval of the asphalt mix based on 2015 published data is discussed. No changes to the mix are known. Mike Smith makes a motion to recommend Fluet Engineering approve the asphalt mix based on the 2015 publication. Ron Sandstrom seconds the motion and the motion passed 3-0. Dave Cribbie will send the information to the Engineers. Dave Cribbie leaves the meeting at 11:20 am.

Discussion ensues with Paul Fluet and Nick Sceggell regarding Grison and Burgdorf engineering as approved at the VDOE Annual Meeting. Mike Smith makes a motion to act on the Warrant Articles and begin engineering, design and permitting of permanent repairs for the culverts on Grison and Burgdorf. Ron Sandstrom seconds the motion. Discussion ensues with Larry Leonard speaking against this project. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against stating that he does not think this is needed.

Paul Fluet is informed that off peak pumping for savings on electric costs for the water system is being modeled and looked into.

11. Other Business

Ron Sandstrom makes a motion to post the paving schedule for Oak Ridge Road on the website. Mike Smith seconds the motion and the motion passed 3-0.

12. Public Comments

At 12:00 pm Mike Smith makes a motion to recess the meeting until Tuesday, May 17 at 1:00 pm. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM050916.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 9, 2016

The Board of Commissioners met at 8:00 am on Monday, May 9, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and Dave Cribbie of G. W. Brooks. 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 roads are in good shape. Shim plates, or grader shoes, were completed last Friday by part time employee Tony Eldridge. Shimming of Eidelweiss Drive is planned for next week. The paving of the upper section of Oak Ridge Road and Klausen is scheduled for Thursday, May 19. Discussion ensues on the use of Tony Eldridge for welding of the shim plates for the road grader, and best use of part time employees. Kelly Robitaille states that Tony Eldridge is an experienced welder, with knowledge of the building of the grader shim plates; having Tony complete this work was more cost effective than sending to a contractor. The date of the roller rental beginning is discussed. Kelly Robitaille reports that the roller will be delivered on May 26, one week later than originally scheduled. A recall notice for the Terra Star was received Friday for a safety clip that holds the parking brake. Liberty International will be contacted to schedule the repair. The need to cut out pot holes while grading roads is discussed. Kelly Robitaille outlines that a full grading, including addition of gravel, will be done while the vibratory roller is rented. Mike Smith outlines that cleaning of culverts, without cleaning the ditch line to/from the culvert, is not effective work. The process of highway work will be looked at. Mike Smith will work with Kelly Robitaille.

8:15 am – Ron Sandstrom leaves the meeting at this time.

3. Water

Adelboden repairs to the bleeder and blow off are scheduled for today or tomorrow. Possible water outages have been posted for both days. Ian Hayes, Tom Therrien, Erin Hartley and Nick Sceggell will be in attendance next week to discuss the water system, SCADA, and Muddy Beach wells.

4. Administration

A safety meeting will be held May 18.
The motion log will be distributed for next week.
DPW job descriptions will be updated and sent to the Board for review.
The next Asset Management meeting is scheduled for May 14.
Mike Smith will work on scheduling isolation valve locating.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,221.94. 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 status of water billing for 2016 is discussed. Budget amount has been reached. 62 accounts had late fee of $50 added for a total of $3,100 additional billed.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 3 checks for $4,747.56. 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 2, 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.

7. Commissioners Reports
8. Signature Items

A request for waiver of certified plot plan requirement for 5 Lakeview has been received from Nicholas Borelli. Mr. Borelli has stated that decks will be connected with no change to footprint of the house. Mike Smith makes a motion to approve the request and sign the letter. Larry Leonard seconds the motion and the motion passed 2-0.

A time off request has been received from Nancy Cole. Mike Smith makes a motion to approve the time off request. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

NH Municipal Association has sent the Legislative Bulletin.

10. Scheduled Appearances

Dave Cribbie of G. W. Brooks is in attendance to review and discuss the reconstruction of Oak Ridge Road. Paving is currently on target for May 20. Change order #2 is discussed. The District has not yet received approval of Change Order #2 from the Engineer’s. This Change Order covers the completed work for moving the water line around catch basin #2 and for replacing of the water line from Oak Ridge that travels down Saint Moritz. Dave Cribbie is informed of the VDOE’s intent to split charges related to the first water break 50/50. The estimated total cost for the repairs needed due to the break is $800; VDOE will pay $400 and charge G. W. Brooks $400. Discussion turns to the request for payment and approval of three trucks for the water line relocating work. Dave Cribbie is asked to review his pricing for this work. Potential overages on unsuitable materials and boulders being removed from the road bed are discussed. Discussion is held on replacing of the service line from the water main to the curb stop for the break discovered at 10 Oak Ridge which was repaired last week. Ian Hayes has recommended changing this service connection prior to paving of the road. Mike Smith makes a motion to obtain a cost estimate for this work. Larry Leonard seconds the motion and the motion passed 2-0. At 8:55 am Dave Cribbie leaves the meeting.

11. Other Business

A draft of an agreement that residents could sign to have fill from highway work delivered to their property has been drafted and sent to Attorney Dan Crean for review.

12. Public Comments

Dinah Reiss discusses an application received for a driveway permit for number 34 Little Shore. Ms. Reiss outlines the steepness of the slope and protection of the road.

At 9:58 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (a) employment matters. 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 seal the minutes of the Non-Public Session. Larry Leonard seconds the motion and the motion passed 2-0.

At 9:25 am Mike Smith makes a motion to exit non-public session. Larry Leonard seconds the motion. Motion called via roll call Mike Smith yea, Larry Leonard yea and the motion passed 2-0.

Mike Smith makes a motion to recess the meeting until 9:30 am Tuesday, May 10. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM050216.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 2, 2016

The Board of Commissioners met at 8:00 am on Monday, May 2, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Kelly Robitaille and Bob Goddard (hwy), Treasurer Dinah Reiss, residents Gloria Aspinall and Ralph Lutjen. 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 add a Non-Public session pursuant to RSA 91-A3: II (d) property and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

2. Highway Department Report

Kelly Robitaille reports that work was completed on ditches along Eidelweiss Drive and Little Shore Drive. The pot holes and depressions at the entrance of Eidelweiss Drive will be filled with asphalt once the plant opens, which is scheduled for May 9. Sunday paving is scheduled to begin the work on the upper section of Oak Ridge Road and Klausen Drive May 9. The driveway culvert cleaning list is being worked on. Mike Smith states that culverts, ditching and grading are to be the priority work for the department. Tagging of the road culverts is discussed. Gloria Aspinall questions the process that will be used. Discussion is held on best manner of proceeding. Ron Sandstrom makes a motion to obtain pricing for metal posts to replace the wooden grade stakes as culvert markers. Mike Smith seconds the motion and the motion passed 2-0. Ability to remove leaves from the ditches is discussed. Mike Smith makes a motion to obtain pricing for a vacuum system to remove leaves from ditches. Ron Sandstrom seconds the motion and the motion passed 2-0. The aesthetic appearance of the DPW II site is discussed. Ralph Lutjen outlines a design for placement of plants to improve the appearance of the site. Site preparation would be handled by the DPW crew, including removal of a couple of feet of existing soil/sand and refilling the area with materials on hand more suitable for planting. A rock border would be created for the area, also with materials on hand. The Oak Ridge side of the site would need a slight grade change, as well as removal of existing soil/sand and filling of the area with more materials on hand. The plantings would block entry to that side of the DPW building. Ralph Lutjen states that, if the Board approves the plan contingent upon approval of funding by the EPOA, he will approach the EPOA with that approval to obtain the funding. Mike Smith makes a motion to approve Ralph Lutjen working with the DPW to create the garden areas for the DPW II site contingent upon funding of the plants by the EPOA. Ron Sandstrom seconds the motion and the motion passed 2-0. Weeding of existing gardens is discussed. Ralph Lutjen states that he will continue looking for someone to perform this task.
The year to date budget status is discussed. Line items are reviewed and discussed.
The work recently completed at Little Shore is discussed.

3. Water

A work order will be created for approval for all seasonal work. Ian Hayes and Tom Therrien will appear May 16. Pricing for Muddy Beach is discussed. Pumps, electric work, SCADA work and pump installation with related piping change estimates are needed for project estimation. Discussion is held on the current well production occurring from this site. The wells should be evaluated and repaired prior to committing any funds to pump replacement. Mike Smith makes a motion to approve Hartley Well work on the Muddy Beach wells up to $20,000. Ron Sandstrom seconds the motion and the motion passed 2-0. Project management for the VDOE is discussed. Ron Sandstrom makes a motion to appoint Mike Smith as project manager. Mike Smith seconds the motion and the motion passed 2-0. A follow up will be done on the replacement of the water line under Oak Ridge to Saint Moritz. The reading of the flow meter at Jungfrau station on the SCADA system will be followed up on. The off peak programming for the SCADA system is completed. Putting the program on line is discussed and will be discussed with Tom Therrien. As built drawings for the chemical injection room and Jungfrau stations will be followed up on with Tom Therrien, Ian Hayes and Chad Poulin.

4. Administration

The year to date budget is reviewed.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 5 checks for $36,085.33. Mike Smith 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 April 27, 2016 are reviewed. Ron Sandstrom 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 makes a motion to request Norm Garside submit an estimate for repairs to the Lodge by May 31. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith discusses forming a committee to look into selling the Lodge. Mike Smith makes a motion to form a Committee to explore the option of selling the Lodge and to name Tommy Gunn and Kevin O’Brien to the Committee with Ron Sandstrom named as Commissioner Representative and proceeds from the sale to be used for building a new building for the VDOE. Ron Sandstrom seconds the motion and the motion passed 2-0. The cost of the water main repair on Oak Ridge is discussed. Mike Smith makes a motion to split the $800 expense with G. W. Brooks. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to check with the EPOA if a Board of Commissioners update is requested for the EPOA Annual meeting and, if requested, to update the EPOA members on the Oak Ridge Road project, option of selling the Lodge and option of establishing a manner of adopting beach parking stickers. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

A pressure test agreement for testing of water pressure at 19 Winnigon is presented. Mike Smith makes a motion to sign and send the letter and agreement. Ron Sandstrom seconds the motion and the motion passed 2-0.

Water System Capital Reserve Fund withdrawal request form is presented. Mike Smith makes a motion to request a withdrawal of $30,210 for funding of the Jungfrau project and Tank lining project. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

NH Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances

Appearances were completed within Highway discussion.

11. Other Business

A draft of an agreement that residents could sign to have fill from highway work delivered to their property has been drafted and sent to Attorney Dan Crean for review.

12. Public Comments

At 9:10 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (d) property. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public session:
None

At 9:15 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM042716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 27, 2016

The Board of Commissioners met at 8:00 am on Wednesday, April 27, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:03). Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss, David Cribbie of G. W. Brooks, Nick Sceggell of Fluet Engineering and Oak Ridge Rd project clerk Norm Garside. 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. Ron Sandstrom seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the snow storm yesterday went well. The Terra Star was used to plow, salt and sand as needed. Huttwil Drive was graded with part time employee Tony Eldridge last Friday. Gravel will be added to Huttwil. Beaches are being cleaned and readied for summer. New signs are needed for the dam; the “No Entry” signs in place are no longer legible. The roller rental will be arriving on May 16 for 6 weeks. Timing is discussed. Mike Smith advises delaying receipt of the roller until more gravel roads have been graded and are ready for compacting. Kelly Robitaille will list the roads to be worked on prior to the roller rental arriving, and for while the rental is in the District. Driveway culverts are being cleaned. The list received from Gloria Aspinall showing culverts 75-100% blocked is being used. Mike Smith discusses cleaning of ditch lines. Kelly Robitaille reports that ditch lines are being cleaned and shaped with the grader as roads are being worked on. An exhaust issue with the Terra Star was fixed last week. Repair is covered under Warranty. The gravel supply is good at this time. Additional gravel will be picked up as needed up to the allocated purchase order limit. Securing of DPW II is discussed. Mike Smith makes a motion to secure the back of DPW II with a chain and sign for authorized entry only. Ron Sandstrom seconds the motion and the motion passed 3-0. A sign is on order for use at this location. The culvert on East Bergamo at Dorfli is discussed. Kelly Robitaille reports that the culvert is working. No need to change at this time, culvert will be checked for replacement going forward. Mike Smith will work with Kelly Robitaille and Bob Goddard on scheduling clean up for the pump houses. The schedule for repair to Upper Oak Ridge Road and Klausen is discussed. Water operator Ian Hayes has stated that a leak detection survey is scheduled for May 24 and has requested holding this road work until the leak detection is completed. Kelly Robitaille states that he intends to work the ditch line in the area next week. If the area dries, Sunday Paving schedule will not be changed; if the area remains wet, the paving will be delayed. The water level of the ponds and information from the NH Loon Preservation Society are discussed. Water levels are to be established and maintained during Loon nesting time; May – July. Kelly Robitaille reports that the abandoned raft that was at Boulder Beach has been removed.

3. Water

Muddy Beach estimates for upgrades will be reviewed Monday. A follow up will be done with Hartley Well for the per foot cost estimate for repairs to Muddy Beach Well #1. Granite State Rural Water will be setting the pressure transducer/data loggers for the Bristenstock area and performing a leak detection survey on the Summit pressure zone on May 24.

4. Administration

The monthly cash flow report is discussed. Treasurer Dinah Reiss outlines the income that will be received from the Capital Reserve funds will maintain positive cash flow until the August tax check is received.

Asset Management is discussed. The status of maps and printing of the maps is outlined and reviewed. This will be followed up on.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,177.74. 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.

A status information sheet for the water system tank lining project has been drafted. Draft is reviewed and discussed. Mike Smith makes a motion to post to approve the draft and post to the website. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 28 checks for $32,462.02. 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 April 11, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom announces that the Kennett High Robotics competitors did very well at the World Championship competition.

Mike Smith makes a motion to look into the option of selling the Lodge, using the proceeds for a new building. Ron Sandstrom seconds the motion and the motion passed 3-0. An advisory committee will be established to look into this option.

Mike Smith makes a motion to send a letter to all local real estate agencies requesting they do not advertise VDOE beaches for property sales outside the VDOE. Ron Sandstrom seconds the motion. Discussion ensues. Mike Smith withdraws the motion.
Mike Smith makes a motion to look into a parking sticker system to limit parking at the VDOE beaches to VDOE residents and guests. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Work order 1113 for clearing the sleuth way for the dam is reviewed. Mike Smith makes a motion to approve and sign work order 1113. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work order 1114 for cleaning of driveway culverts as listed on report by Gloria Aspinall is presented. Mike Smith makes a motion to approve and sign work order 1114. Ron Sandstrom seconds the motion and the motion passed 3-0.

DRA form MS 535 is presented. This form is a financial report of final expenditures of 2015. All information within the report is taken from the 2015 VDOE Audit and the report has been reviewed by Auditor Tamar Roberts. Mike Smith makes a motion to sign the MS 535. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to owner of 23 Diessbach outlining the need to obtain a driveway permit for construction for the curb cut being created at this lot is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the bacteria testing results. Results are clean.

Browning Surveys has questioned the status of VDOE roads as Class V, municipal Public Roads. This has been clarified.

NH DES has sent information regarding regulation of dams to establish water levels that are protective of the Loons.

NH DES has sent a lead pipe survey which has been completed and returned to DES.

Resident Jay Buckley has requested use of the VDOE sandwich board sign at the Huttwil mailboxes for placement of the flyer for Valley Pride Clean up day (May 7). Larry Leonard makes a motion to approve use of the sign. Ron Sandstrom seconds the motion and the motion passed 3-0.

Attorney Dan Crean has announced his retirement the end of June, 2016. Mike Smith makes a motion to request three options for new legal counsel for the VDOE from Dan Crean. Ron Sandstrom seconds the motion and the motion passed 3-0.

10. Scheduled Appearances

David Cribbie of G. W. Brooks, contractor for Oak Ridge Road reconstruction and Nick Sceggell of Fluet Engineering are in attendance to discuss the water main break that occurred during construction last week. Construction plans call for test pits in the area of the main break which were not done prior to excavation. David Cribbie outlines the distance between the estimated location on the plans and the actual location of the water main. G. W. Brooks will not bill for lost man hours or equipment used to dig and repair the water line, and requests that they are not held responsible for water operator Ian Hayes time. Confirmation is made that the VDOE will be responsible for the moving of the water line at the catch basins. The void which exists under Oak Ridge at the water line feed for Saint Moritz is discussed. Replacing of this water line while the area is excavated for road construction is discussed as the best manner of proceeding. This work would be done at time & materials billing by G. W. Brooks, with the VDOE responsible for time of Ian Hayes. The balancing change order done at the end of the project will list and calculate any changes to the contract price based on this work. 6 inches of additional excavation over a 30 foot span is estimated as additional work.

The order to proceed on the project is presented. Mike Smith makes a motion to sign the Order to Proceed. Ron Sandstrom seconds the motion and the motion passed 3-0. Change order #1 is presented. Mike Smith makes a motion to sign Change Order #1. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to hire Norm Garside as Clerk of the Works for the Oak Ridge project. Ron Sandstrom seconds the motion and the motion passed 3-0.
Nick Sceggell and David Cribbie leave the meeting at this time.

Contractor Norm Garside has submitted quotes for building repairs needed at Jungfrau station and Oak station. Mike Smith makes a motion to approve the Oak Ridge station repairs at a cost of $1,350. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve the Jungfrau station repairs at a cost of $2,320. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to fund these projects from the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Norm Garside submit an estimate for repairs to the foot bridge at Boulder Beach. Ron Sandstrom seconds the motion and the motion passed 3-0.
Norm Garside leaves the meeting at this time.

11. Other Business

Ron Sandstrom makes a motion to create a work order for measurement from the edge of road to the pavement placed at 26 Diessbach. Mike Smith seconds the motion and the motion passed 3-0.

12. Public Comments

At 10:35 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

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM041116.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 11, 2016

The Board of Commissioners met at 8:00 am on Monday, April 11, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:07). Also in attendance were Treasurer Dinah Reiss and resident Jay Buckley (arrived 8:15). Water Operator Ian Hayes and SCADA programmer Tom Therrien join the meeting in progress at 9:00 and 9:15 am.

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. Ron Sandstrom seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille is not in attendance today. All equipment is in good shape. Updates to the Oak Ridge Road project will be posted on the website as they become available. Detour signs will be posted prior to onset of construction. G. W. Brooks is expected to mobilize next Monday. A recall notice was received on the F-550 which was scheduled and taken care of last week.

3. Water

Ian Hayes advises that Hartley Well has been asked to submit a worst case scenario cost estimate for Muddy Beach Well #1 proposed work. Replacing the well pump is discussed and will be quoted. Replacing the piping within the well will be quoted. All estimates will be based on a 400 foot well depth. Actual well depth is unknown. Mike Smith makes a motion to have Ian Hayes request Hartley Well produce an estimate for replacement of pump and piping, at a per foot cost estimate, for Muddy Beach Well #1; and to provide flushing cost for Well #1 and Well #2 for submission to the office. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes is informed that quotes are being requested for building repairs needed at Jungfrau, Oak and Summit water stations. Ian Hayes recommends spray foam insulation is used at Oak station. Mike Smith informs Ian Hayes that the DPW will be cleaning up the pump houses. Any item to be left will be marked. Mike Smith will be with the crew when they are in the pump stations. Ian Hayes will produce the as built drawings for the pumps and piping at Jungfrau and the chemical injection room. Androscoggin Electric will be producing the electrical design flow for Jungfrau. Electrical Installation will be providing the SCADA flow information. Mike Smith requests Ian Hayes produce estimates for replacement booster pumps for Muddy Beach station. The pumps are to have 300 lb flanges. Labor estimate will also be provided. Ian Hayes discusses replacement of the day tank for the Sodium Hydroxide. The pit would be repainted with the appropriate enamel paint while the tank is removed. Mike Smith makes a motion to have Ian Hayes submit pricing for this project. Ron Sandstrom seconds the motion and the motion passed 3-0.
The contact information for G. W. Brooks personnel assigned to the Oak Ridge Road reconstruction project will be sent to Ian Hayes. Ian Hayes reports that 2 blow off valves need to be repaired; one at dead end of Adelboden and one on upper Aspen. Repairs will be scheduled. Granite State Rural Water Association has been requested to place three data loggers/pressure transducers in the area of 1 Bristenstock. Memorial Day is targeted for data logger information gathering. Ian Hayes discusses the option of using Granite State Rural Water for leak detection survey of the Summit zone. Mike Smith makes a motion to have Ian Hayes submit pricing for a leak detection survey of the Summit zone. Ron Sandstrom seconds the motion and the motion passed 3-0.
Tom Therrien of Electrical Installation, SCADA programmer, is thanked for the good work completed at Jungfrau station. Mike Smith requests Tom Therrien provide pricing for 2 VFD’s and related electrical work for Muddy Beach station by April 27. Tom Therrien states that the pump specifications will be needed to quote the electrical and VFD’s. This will provided when known. Tom Therrien will have the as built drawing schematics for Jungfrau station and the chemical injection room sent to the office. Off peak programming will be completed by the end of April.
Usage of the new pump at Jungfrau station is discussed. Ian Hayes states that he is using the new pump only at this time, with the intent to establish a lead/lag between the two pumps going forward. Mike Smith makes a motion to place Jungfrau station on a lead/lag rotational system between the two booster pumps. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

First review of all VDOE policies has been completed. Mike Smith makes a motion to send all identified policies with proposed updates to Attorney Dan Crean for review. Ron Sandstrom seconds the motion and the motion passed 2-0.

A safety meeting is scheduled for Wednesday of this week at 12:30 pm.

The monthly cash flow report will be distributed this week; the bank statements have been received for reconciliation.

Treasurer Dinah Reiss reports that a blue pickup truck was seen behind the DPW II building, taking gravel from the VDOE stock. This will be reported to the Madison Police.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,535.73. 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 daily water usage for March has been distributed.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 2 checks for $8362.21. 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 April 4, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom reports that he will be adding a culvert location information page to the database so that the information can be entered once the driveway culvert location project is completed.

Mike Smith makes a motion to establish a meeting with Eversource and Asplundh Tree regarding the leaving of wood from the downed trees in the District. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send a letter stating that clean up of the downed trees is needed. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Asplundh remove all wood from the VDOE right of way on all future cutting. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to inform Asplundh tree that no additional cutting is to be done until the above meeting has taken place. Ron Sandstrom seconds the motion and the motion passed3-0.
Mike Smith makes a motion to approve bollards for DPW II by Norm Garside at a cost of $275 each. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve the concrete slab for the fueling station at DPW II at a cost of $1,275. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to obtain quotes from Norm Garside for repairs needed at Jungfrau, Oak and Summit water stations. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the DPW crew clean up the pump houses. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Work order 1111 for checking and repairing of the exposed culvert on East Bergamo is reviewed. Mike Smith makes a motion to approve and sign work order 1111. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work order 1112 for removal of construction debris at Jungfrau station is presented. Mike Smith makes a motion to approve and sign work order 1112. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase order 144 in the amount of $10,000 for gravel is presented. Mike Smith makes a motion to approve and sign purchase order 144. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase order 145 in the amount of $3,700 for rental of the compacting roller is presented. Mike Smith makes a motion to approve and sign purchase order 145. Ron Sandstrom seconds the motion and the motion passed 3-0.

Treasurer Dinah Reiss presents updated Oak Ridge Road loan documents. The documents signed last week were not accepted by the bank as only two Commissioners had signed. Dinah Reiss outlines that the loan interest rate is 2.72% for seven years with payments due semi annually on August 28 and February 28. Mike Smith makes a motion to sign the loan documents. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly pH readings for the water system. Readings are compliant.

NH Municipal Association has sent the Legislative bulletin.

The Federal Department of Labor has issued a notice that the minimum salary range for an employee who is salaried, exempt from overtime will be raised to $970 per week. The Board is informed that this will affect the office, as the Administrator is currently salaried, exempt from overtime but is below the new minimum standard for this classification.

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

At 8:35 am Ron Sandstrom makes a motion to recess the meeting until the 9 am estimated arrival of water operator Ian Hayes. Mike Smith seconds the motion and the motion passed 3-0.

At 9:00 am Ian Hayes joins the meeting and the meeting is reconvened by Chairman Ron Sandstrom.

At 10:00 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

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Paving of the reconstructed portion of Oak Ridge Road (Eidelweiss Drive to #19) is scheduled for Monday, May 23, 2016.
The detour for all thru traffic remains in place; Please continue to use the detour routes throughout the weekend.
The road will be closed on Monday to all traffic while paving is done.

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WATER SYSTEM TANK LINING PROJECT

At the VDOE Annual Meeting of 2015, the voters approved $99,750 for inspection and lining, as appropriate, of the water system tanks. Taking of a loan that would be payable by the water users through the NH Department of Environmental Services State Revolving Loan Fund was the approved source of the revenue.

During 2015 the bid specification for the project was created by VDOE Engineers, Fluet Associates, a Division of Dubois & King. The bid documents were submitted to and approved by the State. The project was put out to contractors for bidding in late 2015, with intent to act on the project spring of 2016.

Only one bid was received for the project. The NH Department of Environmental Services was questioned on process when only one bid is received and notified the Engineers that the sole bid could be reviewed for acceptance. The bidding contractor’s qualifications to perform the work were then reviewed by the Engineer’s and a recommendation for a meeting with the Contractor to discuss qualifications of the Company was made.

This meeting was held on March 28, 2016. The Contractor, though experienced with metal tank work and the tank lining process, did not have experience with drinking water system tanks. Therefore, the Contractor was not aware of the extra precautions needed and testing required for a public water system. Due to the inability to produce any references for public drinking water system experience, the bidder was disqualified.

We are reviewing options for the tanks, especially the primary storage tanks at Reinach. Replacement of the tanks based on age without spending funds to inspect and line, in conjunction with establishment of a reserve fund for water system tanks, is being looked into. Development of a long term funding plan for water system tanks is needed.