[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM040416.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 4, 2016

The Board of Commissioners met at 8:00 am on Monday, April 4, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Kelly Robitaille and Bob Goddard (hwy).

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 (a) employment matters and approve the agenda as amended. 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 gravel is being used as road grading is done. A stockpile of gravel is requested. The gravel will then be readily available during a job. The dollar amount for the purchase order is discussed. Mike Smith makes a motion to approve a purchase order in the amount of $10,000 for gravel with $5,000 available to spend now and an additional $5,000 to resupply the stock when depleted. Ron Sandstrom seconds the motion and the motion passed 2-0. The rental for the compacting roller is discussed. MB Tractor will be renting the machine to the VDOE for 2 additional weeks with no additional charge. Monthly rental fee is $3,700. Should the machine be rented for two months, the cost would be reduced to $3,300 per month for a total of $6,600. Discussion ensues on maximizing use of the machine for while it is rented. Rental for one month would result in 6 weeks for the roller to be in the District. Mike Smith makes a motion to approve $3,700 for 6 week rental of the compacting roller. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille reports that three (3) picnic tables are needed. They are now available at Lowes for $90 each. Mike Smith makes a motion to approve up to $300 for purchase of picnic tables. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom reports that a resident came to his house to report a drainage issue at the intersection of Big Loop and Diessbach. This issue is on the resident’s property and this puddle has formed for many years in the same location. The area will be reviewed.
Budgets are reviewed. A work order to place asphalt to fill pot holes on Eidelweiss Drive and to correct the depressed areas near the entrance will be created for review. Kelly Robitaille adds that an option would be to shim coat the area to fill the depressions. The road grader could be used for this; project would be less expensive than contracting the repair. An earlier quote received will be redistributed for review. Use of a pre-mixed liquid for dust control in lieu of the bags that the crew mixes into the tank is discussed. There are benefits to the pre-mixed solution as the solution is at the correct ratios and properly dissolved. The VDOE owns a tank for this solution and, at one time, used this method for dust control. Cost for the pre-mixed Calcium Chloride solution is $1 per gallon. The VDOE tank will hold 2,000 gallons. Mike Smith makes a motion to approve a purchase order up to $1,100 for liquid Calcium Chloride. Ron Sandstrom seconds the motion and the motion passed 2-0. The supply of bags of Calcium Chloride on hand will be used prior to ordering the liquid.
Removal of construction debris at Jungfrau pump house is discussed. Mike Smith makes a motion to have the DPW remove all construction debris from Jungfrau pump house. Ron Sandstrom seconds the motion. Mike Smith outlines the cost effectiveness of the DPW removing the pump, pipes and other materials instead of the water operator. Motion is called to a vote and the motion passed 2-0.

3. Water

Mike Smith discusses work needed on the building of the Jungfrau pump house. A meeting with Norm Garside will be scheduled to create a cost estimate for the work. Interior holes created by removal of the old pipes, pump and electrical panels need to be repaired. The doors need replacing. The exterior needs to be stained. Sheetrock for the interior of the Oak Station will also be quoted. This was overlooked during the station rehab that was completed last year. The piping changes in the chemical injection room and placement of the second pump on the Sodium Hydroxide has been completed. Mike Smith makes a motion to obtain quotes for the rehabilitation of Muddy Beach pump house including electrical panel, SCADA control variable frequency drives, booster pumps, flow meters and related piping upgrades. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to have Nancy Cole coordinate pricing of the pumps and flow meters. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to approve the purchase order for Androscoggin Electric to place a mechanical louver vent in Jungfrau pump house at a cost of $750. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

April’s meeting schedule for Commissioners meetings is discussed. Ron Sandstrom makes a motion to cancel the weekly meeting scheduled for April 18 and move the meeting scheduled for April 25 to April 27 at 8 am. Mike Smith seconds the motion and the motion passed 2-0.

Water bills were completed and mailed last week.

The 2016 VDOE Water System Consumer Confidence Report has been completed and will be placed on the website.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 10 checks for $24,912.90. Ron Sandstrom 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 March 28, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith discusses an option of proposing use of the $12,000 collected in 2015 from the water users via the water user fee that was not expended on the tank lining project as the funding for the new Capital Reserve Fund for Water Tank replacement. This will be looked at in the fall. Options for heaters in the pump houses that do not require electricity to operate will be looked into. This would be a significant reduction of any day time usage of electricity should the off-peak metering program be put into place for the water system.

8. Signature Items

Draft for a letter to Rick Skarinka of NH Department of Environmental Services (DES) outlining the decision to not pursue the tank lining project at this time is presented. Mike Smith makes a motion to sign the letter informing DES of the decision to not pursue tank lining. Ron Sandstrom seconds the motion and the motion passed 2-0.

The loan documents for the Oak Ridge Road loan are presented. Mike Smith makes a motion to pursue the loan and sign the documents. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The report of electric usage and savings from Neighborhood Energy has been received. The District has saved nearly $200 in one month.

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

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

At 8:55 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (a) employment matters. 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:
Mike Smith makes a motion to increase Nancy Cole’s salary as outlined. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to increase Kelly Robitaille’s hourly wage as outlined. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 9:55 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

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM032816.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 28, 2016

The Board of Commissioners met at 10:00 am on Monday, March 28, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Water Operator Ian Hayes joined the meeting at 10:30; Engineer Nick Sceggell joined the meeting at 10:50; 3-G Construction owner Stan Graton and manager Derek Elfstrom joined the meeting at 11:00; Kelly Robitaille (hwy) joined the meeting at 1:30 with G. W. Brooks’ representatives Dave Cribbie and Scott Brooks. The meeting was filmed for Madison TV.

At 10:00 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

The culvert near the property at 7 Grison Road has been reported to have a sinkhole. Kelly Robitaille has been asked to check on this. Mike Smith makes a motion to have Kelly Robitaille check the culvert on East Bergamo and report on the condition. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Oak Ridge Road pre-construction meeting will be held at 1:30 pm.

3. Water

The meeting to review qualifications for the bidder on the tank lining project will be held at 11:00 am.

Mike Smith makes a motion to place creation of a Water System Capital Reserve Fund for water tank relining and replacement on the 2017 proposed Warrant Article list. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

The policy book will be reviewed following completion of the Jungfrau project and water billing.
An Asset Management meeting was held Saturday. Tags for culverts and pump house valves are being ordered. Arrows for water flow direction will be purchased; Ian Hayes will handle installation. A master list for valves and control functions within each pump house will be created; copies will be posted at the pump houses. The next Asset Management meeting will be April 16th.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,494.00. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable
6. Minutes

The minutes of March 23, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of the safety meeting of March 16, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom discusses altering the meeting schedule the end of April. Discussion ensues on changing weekly meetings to Friday. Mike Smith states preference for the Monday meetings, but arrangements will be made to accommodate needs.

Mike Smith requests an update to the emergency contact list. This will be done.
Mike Smith makes a motion to contact Norm Garside for review of the Jungfrau pump house for needed work. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

A request for time off has been received. Mike Smith makes a motion to approve Bob Goddard’s time off request. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

10. Scheduled Appearances

Ian Hayes joins the meeting at 10:30 am. The Jungfrau pump replacement project is discussed. Ian Hayes states that a mechanical louver vent is needed in the station. Mike Smith makes a motion to obtain quotes for purchase and installation of a mechanical louvre vent for Jungfrau pump house. Ron Sandstrom seconds the motion and the motion passed 2-0.

Nick Sceggell joins the meeting at 10:50 am. The tank lining project is discussed.
Stan Graton and Derek Elfstrom of 3-G Construction, the only bidder on the tank lining project, join the meeting at 11:00 am. The tank lining project is discussed, experience of the bidder with tanks for a public water system is discussed. Though the company has extensive experience with the mechanics of tank lining projects, there is no specific public water system tank experience. At 11:45 am Stan Graton and Derek Elfstrom of 3-G Construction leave the meeting.

Discussion is held on the contractor’s ability to safely manage a public water system project.
Mike Smith makes a motion to disqualify the bid of 3-G Construction based on lack of company references. Ron Sandstrom seconds the motion and the motion passed 2-0.
The possibility of replacing the tanks at Reinach at a higher elevation for creation of the Reinach pressure zone is discussed as an alternative to lining those tanks. Pressure issues reported from 1 Bristenstock may require steps to begin creation of this needed pressure zone within the water system. Should tank lining be pursued, beginning with the Summit tanks would be recommended. Mike Smith makes a motion to have Dubois & King prepare a report for budget numbers to sandblast and clean, inspect and evaluate, and line, if needed, each of the water tanks independently for each station. Ron Sandstrom seconds the motion and the motion passed 2-0.

Muddy Beach is discussed. A check of the pump in Well #1 is needed. The transducer will be placed while the well is opened for checking the pump. The depth of the well pump will also be obtained.

Mike Smith makes a motion to notify Rick Skarinka at NH DES that the District will not be pursuing the approved State Revolving Loan Fund tank lining project funding. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to approve Ian Hayes scheduling of Hartley Well to pull Muddy Beach Well #1 following the scheduled work on Muddy Beach Well #2 and to fund this work through the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to allocate any expenses against the funding for the Water System Tank lining project to the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 1:30 pm Dave Cribbie and Scott Brooks, representatives from G. W. Brooks, the company awarded the Oak Ridge reconstruction project, join the meeting. Highway Foreman Kelly Robitaille also joins the meeting. Discussion on the project and starting date for work is held. The required bonds are reviewed. Turnaround time for payment requisitions and submission of payment requests are discussed. The contract documents are reviewed. The first payment application will be submitted two weeks following beginning of the project. A spreadsheet identifying workers on site for G. W. Brooks will be submitted. District contacts will be distributed to G. W. Brooks personnel. The submittals for all project materials will be sent to Nick Sceggell. Contractor personnel will work with homeowners during construction that will affect the ability to access any property individually as it occurs.

Ron Sandstrom makes a motion to send notice to the homeowners to sign up on the website for email notification of updates regarding this project Mike Smith seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to place detour signs prior to construction on the road beginning. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille will handle the placement of the signs.

Work on the project will begin with tree work scheduled for Monday, April 4.

11. Other Business
12. Public Comments

At 10:20 am Mike Smith makes a motion to recess the meeting until the scheduled appearance at 10:30. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 10:30 am Ron Sandstrom calls the meeting back to session.

At 2:25 pm Mike Smith makes a motion to recess the meeting until Tuesday, March 29; if needed. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom leaves the meeting at this time. Meeting is not reconvened. Adjourn.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM032316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 23, 2016

The Board of Commissioners met at 8:00 am on Wednesday, March 23, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present was Kelly Robitaille (hwy). The meeting was filmed for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to add a non-public session and approve the agenda as amended. 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 pot holes are being worked on as possible. The rake is being used when roads are not too wet. Eidelweiss Drive and Little Shore were graded last week. Gravel is needed for the roads. Unable to haul until sanders are able to be removed from the trucks. The intersection of Little Shore Drive and Eidelweiss Drive is discussed. The ditch line created last year is to be cleaned. Kelly Robitaille states that the ditch is at the level of the drainage grate, and cannot be made deeper. Additional gravel may need to be added to the area. All trucks are in good condition. The backhoe service is being done. All fluids were changed on Friday. The remainder of the service will be completed this week. Kelly Robitaille is informed that a meeting with the Engineers and G. W. Brooks on the reconstruction of Oak Ridge Road is scheduled for 1:30 pm on Monday, March 28. Mike Smith makes a motion to obtain pricing on No Lifeguard on Duty signs, with separate posts, for the beaches. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve the installation of the cement slab at DPW II. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to obtain a price for the pouring of bollards at the corners of DPW II. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille is informed that the old pump and piping being removed from Jungfrau water station will need to be removed. Gloria Aspinall will be cleaning the outhouses this summer, while the DPW will rake the beaches. The Asset Management Committee will be ordering tags that the DPW will need to place on the road culverts. The summer hours for the DPW will be 6:30 am to 3:00 pm. Beaches will be raked every morning. Overtime rate will be paid for weekend beach raking. Discussion is held on having a backup person to rake the beaches should the crew be unavailable. This will be looked into. Having the DPW remove trees that are cut for the Oak Ridge Road reconstruction project may produce some savings on the project. Use of the lot on Saint Moritz for materials storage may produce savings on transport costs.

3. Water

Work at the Jungfrau station is progressing; the project is close to 70% complete. The piping is being installed for the new pump. The Electrician will complete the electrical work this week. The pump should be on line the middle of next week. Mike Smith makes a motion to approve change order to the Jungfrau project for replacement of the piping from the DPW to the tank inside Jungfrau station up to $1,000. Ron Sandstrom seconds the motion and the motion passed 2-0. The meeting scheduled for next Monday with the tank lining bidding contractor is discussed.

4. Administration

A safety meeting was held last week.
The motion log has been distributed.
Policies and procedures have been sent to Mike Smith for review. Mike Smith will work with Nancy Cole on creation of the new manual.
Mike Smith makes a motion to approve the Asset Management Committee expend up to $400 for tags for road culverts. Ron Sandstrom seconds the motion and the motion passed 2-0.
Options for extending the Water Tank Lining project time frame and/or funding allowance for the State Revolving Loan Fund have been received from NH DES. Approval of additional funding and extension of time frame for project completion could be sought from NH DES and then placed on the Warrant for voter approval.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 20 checks for $58,308.02. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion to approve manifest is called to a vote and the motion passed 2-0.

At 8:40 am Mike Smith makes a motion to take a 5 minute break to sign checks. Ron Sandstrom seconds the motion and the motion passed 2-0. Filming is stopped for 5 minutes.

6. Minutes

The minutes of March 7 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of March 14 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of the Asset Management meeting of March 13 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Mike Smith votes in favor; Ron Sandstrom abstains as he was not in attendance at the meeting. Minutes will be reviewed at the next Asset Management meeting.

7. Commissioners Reports

Mike Smith reports that the light on the telephone pole at Jungfrau station is broken. Eversource will be notified.
The status of the Minutes of the Annual Meeting is requested. The signed minutes have been received from the Clerk and posted to the website.
Discussion is held on the curb cut for the now approved boardwalk on Diessbach Drive. A driveway permit for construction was discussed last fall but has not yet been applied for. The application for the driveway permit for construction to pave the house property was not signed by the Board.

8. Signature Items

The Department of Revenue MS-232 for statement of appropriations as voted at the Annual Meeting is reviewed. Mike Smith makes a motion to sign and submit the MS-232 Ron Sandstrom seconds the motion and the motion passed 2-0.

The Department of Revenue MS-123 for statement of VDOE Officials as voted at the Annual Meeting is reviewed. Mike Smith makes a motion to sign and submit the MS-123. Ron Sandstrom seconds the motion and the motion passed 2-0.

The NH DES Shore land Permit Application for placing of culverts under the driveways located at 69, 71 and 73 Eidelweiss Drive has been completed and is reviewed. Mike Smith makes a motion to sign and submit the application. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work order 1110 is presented. Mike Smith makes a motion to approve and sign work order 1110 for replacing of the inlet piping to the water storage tank at Jungfrau station. Ron Sandstrom seconds the motion and the motion passed 2-0.

Purchase Order 142 for contractor services to locate water system isolation valves in the amount of $1,500 is presented. Ron Sandstrom makes a motion to approve and sign purchaser order 142 in the amount of $1.500. Mike Smith seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has forwarded the monthly bacteria testing results. Results clean.

NHMA forwarded the bi-monthly News Link.

The Town of Madison has confirmed VDOE roads are not included in the Town’s Highway Block Grant requests.

10. Scheduled Appearances
11. Other Business

Disturbances at the Bern Huttwil loop area have been brought to the attention of the Madison Police. Known activity and use of the area for recreational purposes by residents was also highlighted to the police.

Primex, the Workers Comp and Unemployment Comp insurance carrier will be visiting the District on April 14th in preparation of offering a quote for property-liability insurance.

12. Public Comments

The meeting on Monday, March 28, 2016 will begin at 10 am. The change of time for the meeting will be posted.

At 9:00 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. Mike Smith 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:

Mike Smith makes a motion to seal the minutes until resolution of the matter discussed. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

At 9:45 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM031416.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 14, 2016

The Board of Commissioners met at 8:00 am on Monday, March 14, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Kelly Robitaille (hwy), Treasurer Dinah Reiss and resident Gloria Aspinall. Water Operator Ian Hayes and SCADA programmer Tom Therrien joined the meeting in progress. The meeting was filmed 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 some raking was done last week. Some gravel was added as needed to fill pot holes. Roads will be worked on when possible to rake; roads are too soft to use the grader at this time. Parts for the backhoe 1000 hour service have been picked up. The grader plow and wing plow have been removed for spring. The pavement plan for the upper section of Oak Ridge Road and Klausen is being scheduled for mid-April. Phones are discussed. The cost of a replacement phone is $150; the data plan will add $30 monthly to the bill. Approval to proceed with the replacement is discussed. Ron Sandstrom makes a motion to approve $150 for a replacement phone. Mike Smith seconds the motion. Discussion on approval of the monthly charges being included is held. Ron Sandstrom withdraws the motion. Mike Smith makes a motion to approve a contract price increase with Verizon at $30 per month. Ron Sandstrom seconds the motion and the motion passed 2-0. The water project at Jungfrau station is discussed. The Highway crew will need to bring the pump to the station with the backhoe. Removal of old parts and pump will need to be done once the project is complete. DPW II is discussed. Mike Smith makes a motion to have Ralph Lutjen complete a design and estimate for the area. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille is informed that the monthly safety meeting will be Wednesday at 12:30.

3. Water

Mike Smith discusses inclusion of a postcard to the property owners of the 32 curb stop valves not located last summer. An update on the Asset Management Committee will also be developed for inclusion with the bills.
Mike Smith makes a motion to have Ian Hayes shut down the bleeders and pump station heat within the next two weeks. Ron Sandstrom seconds the motion and the motion passed 2-0. Ian Hayes will notify the office when complete. Year to date water expenses are reviewed. The installation of the second pump for the Sodium Hydroxide will be completed by the end of March. Muddy Beach well transducers will be installed after completion of the pump change over at Jungfrau. The pump at the Summit station has been installed. Mike Smith discusses project management for water projects. Ian Hayes states that he can summarize work completed in a weekly email to the office, which will be distributed to the Board. Mike Smith makes a motion to have project oversight on small water projects. Ron Sandstrom seconds the motion and the motion passed 2-0. Tank lining project is discussed. Ian Hayes will attend the meeting with the contractor set for March 28 at 11 am.
Tom Therrien reports that the new radios have been installed. Some adjustments to the direction of radio traffic have been made. Additional adjustments will be needed before system updates to polling logic and sequence are completed. One day of work is expected for this. Mike Smith makes a motion to have Tom Therrien update the radio system and provide the VDOE with a direction of communication and polling sequence schematic. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom makes a motion to have Tom Therrien submit any other recommendations for SCADA system upgrades. Mike Smith seconds the motion and the motion passed 2-0.
The electrical and SCADA panel work at Jungfrau is ready for the installation of the new pump.
The light outside Jungfrau station, on the pole, is broken. Mike Smith makes a motion to have Chad Poulin of Androscoggin Electric repair/replace the light up the $400. Ron Sandstrom seconds the motion and the motion passed 2-0.
The process for the replacement of the 10 HP pump at Jungfrau is outlined by Ian Hayes.
Ian Hayes is notified that bleeder valve location sheets and blow off valve location sheets have been developed and will need to be completed when the bleeders are turned off for summer.

4. Administration

Safety meeting will be Wednesday, March 16 at 12:30 pm
Asset Management is discussed. Mike Smith makes a motion to hire Gloria Aspinall for road culvert data collection at a rate of $7 per sheet. Ron Sandstrom seconds the motion. Discussion ensues on having the highway crew mark the culverts with the tags and then have Ms. Aspinall record the information and take the GPS location data. Motion passed 2-0. Mike Smith makes a motion to have Alex Manning and Gloria Aspinall begin driveway culvert locating at $6 per sheet. Ron Sandstrom seconds the motion and the motion passed 2-0.
A follow up on the status of the maps from Avitar will be made following this meeting.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,414.91. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
The monthly cash flow report is reviewed and discussed. Treasurer Dinah Reiss outlines the timing of loan payments, the new loan for Oak Ridge Road reconstruction approved this year, and overall cash flow for the VDOE.
Establishing the 2016 water rate is discussed. Mike Smith makes a motion to set the water rate for 2016 at $370.00. Ron Sandstrom seconds the motion. Discussion ensues on setting of the rate, water system needs, and proceeding in a manner which will best protect the VDOE water system. Placing of a Warrant Article for raising funds to deposit into the water CRF for transparency is discussed by Treasurer Dinah Reiss. Open discussion on projects completed and planned to be paid for from Capital Reserve Funds is also recommended. Motion is called to a vote and the motion passed 2-0. Mike Smith makes a motion to place an Article on the 2017 Warrant for deposit of dollars (amount to be determined) into the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.
The listing of Class VI roads with houses has been distributed. The process of changing classification of a Class VI road to Class V will be outlined into a separate document for distribution.

5. Accounts Payable
6. Minutes

The minutes of Feb 29 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom states that he attended the Town of Madison Annual Meeting this past Saturday.

8. Signature Items

Work order 1109 for replacement of the Summit pump is presented. Mike Smith makes a motion to approve Work Order 1109 for replacement of the Summit pump. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work Order 1108 for marking of water valves prior to Oak Ridge Road construction is presented. Mike Smith makes a motion to approve Work Order 1108 for marking of water valves prior to construction on Oak Ridge Rd. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to Rick Skarinka of NH DES questioning timing aspects for the approved State Revolving Loan Funds is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

Purchase Order for sand is presented. Mike Smith makes a motion to approve Purchase Order 141 in the amount of $3,000 for sand. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

NH Municipal Association has sent the Legislative Bulletin. The bill to alter RSA 91-A to require a government to produce records in any format requested by a citizen has failed.

10. Scheduled Appearances

Gloria Aspinall has come to the meeting to discuss summer work options. Ms. Aspinall is informed of the vote taken to hire her as road culvert data collector. Mike Smith makes a motion to hire Gloria Aspinall for cleaning of the outhouses. Ron Sandstrom seconds the motion and the motion passed 2-0.

Gloria Aspinall discusses needed road work on Eidelweiss Drive. Mike Smith recommends that the paving company fill/patch the area when in for planned work on Oak Ridge and Klausen. Ron Sandstrom makes a motion to create a work order for review. Mike Smith seconds the motion and the motion passed 2-0.

Engineer Paul Fluet may be asked to discuss drainage on Eidelweiss Drive with Gloria Aspinall on March 28, depending on time available.

11. Other Business
12. Public Comments

At 10:00 am Mike Smith makes a motion to adjourn the meeting. 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/2016/04/CM030716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 7, 2016

The Board of Commissioners met at 8:00 am on Monday, March 7, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Kelly Robitaille and Bob Goddard (hwy). The meeting was filmed 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 and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Asplundh Tree will be on hold until after the reduced road weight limit is removed. The trucks are too heavy to continue working at this time. A quote has been received from Chadwick-BaRoss for the 1000 hour service for the backhoe in the amount of $3.404.55. Mechanic Mike Parsons can handle the service at a cost of $1,600 plus parts. Mike Smith makes a motion to have Kelly Robitaille approach Chadwick-BaRoss for a price reduction. If no reduction is given approve Mike Parsons to perform the 1000 hour service on the backhoe. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille reports that the roads are very soft with some pot holes and will be raked when possible. The reconstruction of Oak Ridge Road is discussed. The Board is informed that contact with David Chase of Conway has been made and that Mr. Chase has fully retired. Options for a clerk of the works for the project are still being looked into. Paul DegliAngeli of Conway has been contacted for recommendations.
The budget is reviewed and discussed. Mike Smith makes a motion to approve up to $3,000 for sand if High Street Sand & Gravel will offer the same price. Ron Sandstrom seconds the motion and the motion passed 2-0.
The crew is informed that access to the wells at Muddy Beach will be needed; the access road will need to be cleared and stabilized for the equipment to gain access to the wells.
The damaged car on the lot at 14 Aspen and the response from Madison to the request for removal of the car are discussed. Mike Smith makes a motion to request the Town place a safety fence around the car. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water

Work at the Jungfrau station is continuing. The meeting with the contractor that bid on the tank lining project is scheduled for March 28 at 11am. Mike Smith makes a motion to have Paul Fluet view the Jungfrau station upgrades when in the District; schedule the Oak Ridge Road kick-off meeting for that afternoon; and review Aspen while here. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

Safety meeting will be held March 16 as Kelly Robitaille will not be in this Wednesday.
The scanned file of the current policies will be sent to Mike Smith.
The water rate calculation for 2016 with varying contingency percentages will be distributed this week so that the water rate can be set next week.
The Asset Management meeting set for Saturday will be moved due to the Town of Madison Annual Meeting being held this Saturday.
Mike Smith makes a motion to approve up to $1,500 for Scott Hayes & Ian Hayes to continue work on the isolation valve location project. Ron Sandstrom seconds the motion and the motion passed 2-0.
February daily water usage report has been distributed.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 13 checks for $22,189.60. Ron Sandstrom seconds the motion. Checks and invoice are reviewed and discussed. Ron Sandstrom makes a motion to increase the salt purchase order amount to $3,109.05. Mike Smith seconds the motion and the motion passed 2-0. Motion to approve manifest is called to a vote and the motion passed 2-0.

Mike Smith makes a motion to take a 5 minute break to sign checks. Ron Sandstrom seconds the motion and the motion passed 2-0. Filming is stopped for 5 minutes.

6. Minutes
7. Commissioners Reports

Ron Sandstrom states that he is preparing updates to the database for Asset Management.

Mike Smith makes a motion to name Ron Sandstrom Chair for 2016. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to post the results of the Annual Meeting on the website. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to have Mike Smith act as project manager for the pump install and related work at the Jungfrau station. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to request Treasurer Dinah Reiss proceed with the Oak Ridge Road reconstruction project loan. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to pay the Supervisors of the Checklist the same as last year and to process payment to the Clerk and Moderator for the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to contact Rick Skarinka of NH DES regarding the time line for access to SRF funds, the process if a new bid is needed to be completed, the process for accessing additional funds and inquire of any projects know to be completed by 3-G Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to approve up to $100 for flowers for the funeral of Kelly Robitaille’s mother.
Ron Sandstrom discusses updating the signs at the Huttwil mailboxes so that the VDOE information is more prevalent as outlined last year. Mike Smith makes a motion to explore a banner for the bulletin board with the VDOE website. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

The Department of Revenue MS-60 for statement of audit status is presented. Mike Smith makes a motion to sign and submit the MS-60. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to G. W. Brooks for the funding approval of the Oak Ridge Road project is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The monthly rental check for the Coleman Tower site has been received.
NH Municipal Association has sent the bi-weekly News Link.

The Town of Madison response to the request for removal of the damaged car at 14 Aspen has already been discussed.

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

At 9:00 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. 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:

Mike Smith makes a motion to seal the minutes until resolution of the matter discussed. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

At 9:45 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator