[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/2016-CCR.pdf"] Attached is the 2016 Water Consumer Confidence Report for the Eidelweiss Water System. Please contact the office with any questions.
Author Archives: support_c37f
Oak Ridge Road reconstruction
The reconstruction of the lower portion of Oak Ridge Road, from Eidelweiss Drive to the newer pavement beginning above #19 Oak Ridge, will begin the week of April 4, 2016. Detours around the construction zone will include use of Chocorua View Drive, right on Basil, left on Saint Moritz, right on Como to Huttwil or use of Upper Lakeview, right on Old Town, right on West Bergamo to Middle Shore. Detours will be posted as needed. All construction is anticipated to be completed by the end of May. Persons living within the construction zone will be allowed access to/from their houses. When construction may cause a driveway to be not accessible for any time frame, the owners will be contacted individually to make arrangements.
We appreciate your understanding while this needed road work is completed.
Should you have questions or concerns, please contact the office at 603-367-9022.
WATER OUTAGES MARCH 29, 2016
Water Outages are anticipated to occur Tuesday, March 29, 2016 for Jungfrau, Grison, Grachen, Winnegon, lower Aspen, and Burgdorf for a repair to the Jungfrau Station.
Water outages will begin after 9 am and water will be restored as soon as possible, no later than 5 pm.
We appreciate your understanding while this necessary repair is made.
2016 Annual Meeting Minutes
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/03/2016-Annual-Meeting-Minutes-2.docx"]
2016 Annual Meeting Minutes
of the
Village District of Eidelweiss
The 2016 Village District of Eidelweiss Annual meeting was opened at 7pm by moderator Robert Ingram.
The Moderator led the audience in the pledge of allegiance. Approximately 42 people were in attendance at the beginning of the meeting with approximately 10 non registered voters present.
The Moderator asked for a moment of silence to reflect on neighbors who have passed away during the past year.
Commissioner Ron Sandstrom spoke of the commissioner’s goals and to keep the tax rate steady.
Point of Order:
Jay Buckley makes a motion to allow non registered voters, Eidelweiss residents to speak at this meeting. Seconded by Larry Leonard.
MOTION PASSED
Article 01.
To choose all necessary officer for the coming year; One Commissioner (three year term), Moderator (two year term), Treasurer (one year term), Clerk (one year term). Vote by ballot. RESULTS:
Commissioner:
Michael Smith 43 votes
Ralph Lutjen 10 votes
Jay Buckley 8 votes
Moderator:
Mark Graffam 43 votes
James Lyons 8 votes
Treasurer:
Dinah Reiss 54 votes
Clerk:
Nancy Cole 55 votes
Michael Smith 3 votes
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Motion to move to the floor by Michael Smith, Second by Jay Buckley.
Presentation was given. Many questions from the audience on the total costs, construction details and need for engineering oversight during construction.
AMMENDMENT to article 02:
MOTION: by Jay Buckley, second by Larry Leonard to modify the Article 02: Oak Ridge Road Reconstruction To see if the District will vote to raise and appropriate the sum of $175,000.00 (gross budget) for the Reconstruction of Oak Ridge Road, and to authorize the issuance of not more than $145,500.00 of bonds or notes in accordance with the provisions of the Municipal Finance Act (RSA 33) and to authorize the municipal officials to issue and negotiate such bonds or notes and to determine the rate of interest thereon; to appropriate $30,000 from the Unassigned Fund Balance and to further raise and appropriate $17,000.00 for the first years payment. Funds for this appropriation will be raised by taxation. Recommendations required (2/3 ballot vote required)
After much discussion and agreement from the commissioners to look into lowering the actual final expenditure for this project; Jay Buckley volunteered a motion to withdraw his original amendment. Larry Leonard seconded. Amendment withdrawn.
Original article back on the floor.
Moderator opens polls at 7:54 pm. Polls closed at 8:56 pm.
Article 02 PASSED 20 votes to 10 votes
Article 03: Create Medical Insurance Expendable Trust Fund
To see if the District will vote to establish a Medical Insurance Expendable Trust Fund per RSA 31:19-a, for the payment of health insurance premiums for the benefit of full time District Employees and to raise and appropriate $35,000.00 to put in the fund, with this amount to come from the Unassigned Fund Balance; further to name the Board of Commissioners as agents to expend from said fund. Recommendations Required. (Majority vote required)
AMENDMENT:
Ron Sandstrom makes a motion to amend the amount in article 03 from $35,000.00 to $20,000.00.
Seconded by Stan Wondolowski.
Amendment passed.
Article 03 as amended PASSED
Article 04: Operating Budget
To see if the District will vote to raise and appropriate the sum of $431,727.00 for general municipal operations. This article does not include appropriations contained in special or individual articles addressed separately. (Majority vote required)
Motion moved to the floor by Ron Sandstrom, seconded by Michael Smith.
AMENDMENT:
Ron Sandstrom makes a motion to amend article 04 seconded by Michael Smith to raise the Retirement line under Employee Benefits by $7,000 and further to reduce the Medical Insurance line under Employee Benefits by $35,000 for a new total budget of $403,727.
Amendment PASSED
Article 03 as amended PASSED
Article 05: Water Budget
To see if the District will vote to raise and appropriate the amount of $157,468 for general operation of the water system. Funds for this appropriation will be raised by water usage fees. (Majority vote required)
Moved to the floor by Ron Sandstrom, seconded by Michael Smith.
AMENDMENT:
Ron Sandstrom makes a motion; seconded by Michael Smith to reduce the SRF from $11,949 to $1 for a total budget of $145,469. This is to reflect the lack of expenditure on this project during 2015.
Amendment PASSED
Article 05 as amended PASSED
Article 06: Engineering, Design and permitting
To see if the town will vote to raise and appropriate the sum of $15,500.00 for the purpose of Engineering, design and permitting of a permanent repair for Grison and Burgdorf Roads. Funds for this appropriation will be raised by taxation. (Majority vote required)
Motion by Michael Smith; seconded by Ron Sandstrom to move to the floor.
Larry Leonard presents arguments that the current repair is substantial and will last significantly longer than the previous rebuild in 2012. Michael Smith points out that $38,000 has been spent on the last two repairs in 2012 and 2015.
Motion by Jay Buckley, seconded by Larry Leonard for a secret ballot.
Motion FAILS
Article 06 PASSED
POINT OF ORDER: Michael Smith makes a motion to NOT TO RECONSIDER article 06,; seconded by Ron Sandstrom.
MOTION PASSED
Article 07: Pavement Preservation
To see if the District will vote to raise and appropriate the sum of $10,000 for the purpose of Pavement Preservation. Funds for this appropriation will be raised by taxation. (Majority vote required)
Motion to move to the floor by Michael Smith; Seconded by Ron Sandstrom
MOTION PASSED
Article 07 PASSED
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Motion to move to the floor made by Michael Smith; seconded by Ron Sandstrom
Motion PASSED
Article 08 PASSED
Article 09: Beach Testing:
To see if the District will vote to raise and appropriate the sum of $1,000.00 for the purpose of testing of water samples for the 5 VDOE Beaches. Funds for this appropriation will be from the Unassigned Fund Balance. (Majority vote required)
Motion to move to the floor made by Michael Smith; seconded by Larry Leonard.
Motion PASSED
Article 09 PASSED
Article 10: Water Extension Fund
To see if the District will vote to raise and appropriate the sum of $50,000.00 for making and repairing connections to the water system, extending or repairing water lines and making general improvements to the water system and authorize the withdrawal of $50,000.00 from the Water Line Extension Fund created for that purpose. Recommendations Required. (Majority vote required)
Motion to move to the floor by Ron Sandstrom; seconded by Mike Smith.
Motion PASSED
Article 10 passed
POINT OF ORDER: Motion to move article 15 to the floor made by Michael Smith; seconded by Ron Sandstrom.
Motion PASSED
Article 15: Increase term limit for Treasurer
To see if the District will vote to increase the Term Limit for the Treasurer to a term of three (3) years as allowed per RSA 41:26-b. (Majority vote required)
It is noted that the phrase “Term Limit” shown in the handouts would limit a person to 3 years and never to be able to hold that position again. Jay Buckley points out that the wording on the actual Ballot is correctly printed and attorney Dan Crean agrees that is what we are voting on.
Jim Lyons expresses a concern that the three year commitment will deter potential candidates from signing up for a 3 year terms. Discussion ensues.
Article 15 PASSED; 21 YES Votes; 6 NO Votes
POINT OF ORDER: Motion to move article 16 to the floor made by Michael Smith; seconded by Ron Sandstrom.
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Article 16 PASSED 12 YES Votes; 7 NO Votes
Article 11: Asset management grant
To see if the town will vote to raise and appropriate the sum of $5,000.00 for the purpose of Asset Management. Funds for this appropriation will be from the Unassigned Fund Balance. (Majority vote required)
Motion to move to the floor by Michael Smith seconded by Ron Sandstrom
Larry Sodano makes a presentation on the Asset Management Committees progress.
Article 11 PASSED
Article 12: Establish Equipment Repair Capital Expense Fund
To see if the District will vote to establish a Equipment Repair Capital Expense Capital Reserve Fund under the provisions of RSA 35:1 for Heavy Equipment Repairs and to raise and appropriate the sum of $10,000 to be placed in this fund. Funds for this appropriation will be raised as follows: $5,000 from taxation and $5,000 from the Unassigned Fund Balance. Further, to name the Board of commissioners as agents to expend from said fund. Recommendations Required (Majority Vote Required)
Motion to move to the floor by Jay Buckley, seconded by Larry Leonard.
Article 12 PASSED
Article 13: Road Construction CRF deposit
To see if the District will vote to raise and appropriate the sum of $7,500.00 to be added to the Road Construction CRF previously established. Funds for this appropriation will be raised by taxation. Recommendations Required. (Majority vote required.)
Motion to move to the floor by Jay Buckley; seconded by Ron Sandstrom.
Article 13 PASSED
Article 14: Highway Equipment CRF deposit
To see if the District will vote to raise and appropriate the sum of $7,500.00 to be added to the Highway Equipment CRF previously established. Funds for this appropriation will be raised by taxation. Recommendations Required. (Majority vote required.)
Motion to move to the floor by Jay Buckley; seconded by Larry Leonard.
Article 14 PASSED
New Business: The commissioners reported that they have recently signed papers to complete the purchase lot D3 on Middle Shore Drive with funds from the Land Acquisition CRF, for the purpose of eventually establishing a silt retention pond there.
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Motion to adjourn made by Ralph Lutjen; seconded by Dinah Reiss.
Motion PASSED
Respectfully Submitted,
James (Jay) Buckley
VDOE Clerk
2016-02-29 Commissioners Meeting
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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 29, 2016
The Board of Commissioners met at 8:00 am on Monday, February 29, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (hwy) and Treasurer Dinah Reiss. Ian Hayes joined the meeting in session at 9 am.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Mike Smith makes a motion to add swearing in of Officers and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.
Nancy Cole is sworn in as Clerk.
Mike Smith is sworn in as Commissioner.
The action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille states that the Town of Madison has posted roads for spring. Mike Smith makes a motion to post the VDOE roads March 1. Ron Sandstrom seconds the motion and the motion passed 3-0. Scheduling of projects for the summer is discussed. Kelly Robitaille would like to schedule the approved work under the pavement preservation Article. Mike Smith makes a motion to have Kelly Robitaille pursue pavement plan for Upper Oak Ridge and Klausen. Ron Sandstrom seconds the motion. Discussion ensues on adding 25 feet of pavement to Oak Ridge at a cost of $1,000. Total plan, as recommended, would cost $13,120. Mike Smith moves to amend the motion to include the additional 25 feet of pavement. Ron Sandstrom seconds and the motion passed 3-0. The backhoe is in need of a 1000 hour service. Kelly Robitaille will obtain quotes for approval of a purchase order. Kelly Robitaille informed that the reconstruction of Oak Ridge Road article also passed. Discussion is held on the request for a Public Hearing prior to beginning of construction with discussion to occur on cost saving measures that can be taken within the project. Mike Smith discusses hiring a clerk of the works for the project. David Chase from Conway is mentioned as an option. Mike Smith makes a motion to contact David Chase for an hourly rate for project oversight. Ron Sandstrom seconds the motion and the motion passed 3-0. Establishment of a construction schedule and manners in which costs can be controlled or reduced is discussed. Mike Smith makes a motion to send a letter to G. W. Brooks notifying them of funding approval and request scheduling of a kick off meeting. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to notify Fluet Engineering of funding approval of the Oak Ridge Road project. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to request filming of the kick-off meeting. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Ian Hayes mark all water valves prior to the onset of construction. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to place the Asplundh tree work notice on the website and email the post to subscribers. Ron Sandstrom seconds the motion and the motion passed 3-0.
3. Water
Ian Hayes states that Hartley Well will wait until after road postings are removed to do the work on Muddy Beach Well #2. The access road is too soft. Ian Hayes states that he would like Muddy Beach work to be completed prior to changing the pump at Jungfrau. The radios for the SCADA should also be installed prior to the work at Jungfrau. Mike Smith makes a motion to send an email to Tom Therrien of Electrical Installation stating that the radios and Muddy Beach transducers are to be installed prior to the March 14 begin date for the Jungfrau project. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send an email to Chad Poulin of Androscoggin Electrical that the electrical swap at Jungfrau needs to be completed prior to March 14 work at Jungfrau beginning. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes states that the new pump for the Summit station has been received and will be installed this week. The pump that is being removed will be stored. The tank lining project is discussed. Ian Hayes outlines his meeting with the contractor that bid on the project. Questions on the bid spec were raised by the contractor. Discussion is held on the engineer’s lack of recommendation for proceeding with this contractor is held. Ron Sandstrom makes a motion to contact Attorney Dan Crean for review of the email from Paul Fluet and advise if the Board needs to pursue additional information. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to pursue additional funding for the project for next year and put back in front of the voters. Ron Sandstrom seconds the motion. Discussion ensues on options for financing. Larry Leonard recommends discussion with DES on the DES requirements within the bid spec. Limiting the spec to specific tanks is discussed, as is the impact on mobilization charges should the project be broken up. Ian Hayes discusses pursuing cost to replace the tanks for comparison. Mike Smith makes a motion to call Nick Sceggell of Fluet Engineering. Ron Sandstrom seconds the motion and the motion passed 3-0. No answer is received. Ian Hayes discusses contact with the homeowners of 1 Bristenstock. The house has intermittent pressure issues that are possibly being caused by air build up in the water lines along Bristenstock. The homeowner may need to contact a plumber to check the internal system. Ian Hayes states that an air release valve pit placed at the highest point in the water main near #1 may be the best option. Estimated cost to place the air release valve pit would be $7,000 to $10,000. Ron Sandstrom makes a motion to contact Paul Fluet for possible air release valve pit location based on the hydraulic model. Mike Smith seconds the motion and the motion passed 3-0.
4. Administration
Safety meetings will be held the second Wednesday of each month.
The audit has been completed and will be removed from the list.
The pavement plan has been finalized and approved and will be removed from the list.
Mike Smith makes a motion to work with Nancy Cole on the VDOE policies. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to request Highway Block Grant information from the Town of Madison. Ron Sandstrom seconds the motion and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,339.72. 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 motion log is reviewed.
5. Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 2 checks for $4,966.00. Ron Sandstrom seconds the motion. Checks and invoice are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
6. Minutes
The minutes of 02-15 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The minutes of 02-22are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
7. Commissioners Reports
Ron Sandstrom discusses the need for the VDOE website address to be more prevalent at the Huttwil mailbox area. Ron Sandstrom makes a motion to approve up to $250 for a sign matching the front office sign for placement at the mailboxes. Mike Smith seconds the motion and the motion passed 3-0.
Discussion is held on the late fees for the water system. Outline of covering incurred costs for shut off of a non-pay and reconnection after payment has been received is discussed. Though punitive in appearance, the $100 late fee at 90 days was set to cover incurred costs, which include certified mail, posting of house, and water operator time to locate and shut off valve. The $100 reconnection fee covers water operator time.
Opening of a purchase order for approved engineering expenses is discussed. Ron Sandstrom makes a motion to create purchase orders for engineering projects. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith discusses options for engineering. Ron Sandstrom states that he will start discussion with a local engineer, targeting May 15 for distribution of information.
Mike Smith makes a motion to send a 91-A request to NH DES for information on the person(s) who reported the work on Grison and Burgdorf. Motion failed for lack of a second.
Mike Smith makes a motion to list Class VI roads for conversion to Class V. Ron Sandstrom seconds the motion. Discussion ensues on the path for conversion to a Class V road. Motion is called to a vote and the motion passed 3-0.
Mike Smith makes a motion to obtain an estimate for crack sealing Lugano for the 2017 Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include Little Loop and Altdorf drainage designs on the 2017 Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.
8. Signature Items
Purchase order 139 for salt in the amount of $3,000 is reviewed. Mike Smith makes a motion to approve purchase order 139 for salt in the amount of $3,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 140 for sand in the amount of $3,000 is reviewed. Mike Smith makes a motion to approve purchase order 140 for sand in the amount of $3,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
9.Correspondence
Granite State Analytical has sent the remaining results for first quarter chemical testing. All results are compliant with standards.
NH Municipal Association has sent the Legislative Bulletin.
10. Scheduled Appearances
11. Other Business
The tank lining bid is further discussed.
The audit representation letter has been signed and the audit has been completed. Bound copies will be received.
12. Public Comments
At 11:00 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
Water System upgrade to begin March 14
The 10 horse power pump at Jungfrau station will be replaced with a 20 horsepower pump. Work for piping and replacement of the pump is scheduled to begin Monday, March 14. No periods of water outage are anticipated.
VDOE Annual Meeting
Article 2 - reconstruction of Oak Ridge Road passed by a vote of 20-10. ($243,750)
Article 3 - establishing a Medical Trust Fund for employee health insurance passed at the amended amount of $20,000.
Article 4 - General Government/Highway Operations budget passed at the amended amount of $403,727.
Article 5 - Water Budget passed at the amended amount of $145,469.
Article 6 - engineering, design and permitting for Grison and Burgdorf road culverts passed. ($15,500)
Article 7 - pavement preservation passed. ($10,000)
Article 8 - extended warranty purchase for the 2015 Terra Star passed. ($8,000)
Article 9 - beach testing for summer months passed. ($1,000)
Article 10 - allowing $50,000 to be expended from the Water Extension Fund passed.
Article 11 - Asset Management allocation passed. ($5,000)
Article 12 - establish equipment repair Capital Reserve Fund passed. ($10,000)
Article 13 - deposit to Road Construction Capital Reserve Fund passed. ($7,500)
Article 14 - deposit to Highway Equipment Capital Reserve Fund passed. ($7,500)
Article 15 - term change to 3 years for Treasurer passed.
Article 16 - term change to 3 years for Clerk passed.
Minutes of the Annual Meeting will be posted when received from the Clerk.
2016-02-22 Commissioners Meeting
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/03/CM022216.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Board of Commissioners
February 22, 2016
The Board of Commissioners met at 8:00 am on Monday, February 22, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (hwy) and Moderator Bob Ingram. Engineer Nick Sceggell joined the meeting in progress at 9:50. The meeting was taped for Madison TV by Tim Hughes.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
- Agenda
Mike Smith makes a motion to add Bill Ingram’s parking request to other business and approve the agenda as amended. Larry Leonard seconds the motion and the motion passed 3-0.
The action list is reviewed and discussed.
- Highway Department Report
Kelly Robitaille reports that all equipment is in good condition. Roads are being maintained and treated as needed. The ice last week was a challenge. Additional sand will be needed. Mike Smith makes a motion to approve a Purchase Order for $3,000 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0. Salt is discussed; two loads are requested. Mike Smith makes a motion to approve a Purchase Order for $3,000 for salt. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille is informed that a plan is being developed for the numbering and marking of the road culverts this spring.
- Water
An update on Muddy Beach Well #2 has been received from water operator Ian Hayes. The bid opening for the tank inspection and lining project is at 10 am.
- Administration
Safety meetings will be held the second Wednesday of each month.
The draft audit has been received. The Management Discussion and Analysis will be finalized.
Preparation for the Annual Meeting is discussed. Moderator Bob Ingram discusses having any amendments the Board will propose prepared and sent to him in advance. The budget detail worksheet will also be sent. Mike Smith makes a motion to include the NH DES correspondence on Grison and Burgdorf Roads in the meeting handout. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to include the road plan in the meeting handout. Mike Smith seconds the motion and the motion passed 3-0. A presentation that will be given prior to voting on Article 11 for Asset Management will be given by Asset Management Committee member Larry Sodano. The presentation will be sent electronically to Bob Ingram. Articles 12 through 16 will need wording only. Review of the handout packet will be given at the meeting prior to moving of Article 2.
The audited Unassigned Fund Balance and available Unassigned Fund Balance dollars to be spent on the Warrant are reviewed and discussed. Mike Smith makes a motion to amend Article 3 to $27,500. Ron Sandstrom seconds the motion. Discussion continues on reduction of $13,000 of Unassigned Fund balance dollars needed. Maintaining a level tax rate is discussed. Mike Smith withdraws the motion. Discussion is held on funds that may be needed for NH Retirement System liability. Should all employees buy back all available time, the potential liability is estimated to be up to $20,000. Increasing the Retirement System line within Employee Benefits by $7,000 would create an estimated tax rate of $4.66. Discussion is held on using various Articles to reduce the funds to be appropriated from the Unassigned Fund Balance. Ron Sandstrom makes a motion to amend Article 3 to $25,000 from the Unassigned Fund Balance while maintaining the $35,000 reduction to the Medical Insurance within Employee Benefits by $35,000. Mike Smith seconds the motion. Discussion ensues on remaining reduction to Unassigned Fund Balance appropriations. Ron Sandstrom moves to amend the motion to $20,000 to be raised from the Unassigned Fund Balance for Article 3. Larry Leonard seconds the motion to amend and the motion passed 3-0.
Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 13 checks for $34,997.38. Ron Sandstrom seconds the motion. Checks and invoice are reviewed and discussed. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to hold this manifest as non-public information until Friday, February 26. Ron Sandstrom seconds the motion and the motion passed 3-0.
- Minutes
- Commissioners Reports
Mike Smith makes a motion to contact the Town of Madison for removal of the car at 19 Aspen. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to update the Retirement System eligibility in the employee handbook to the first day of employment. Ron Sandstrom seconds the motion and the motion passed 3-0.
- Signature Items
Draft response to NH DES correspondence regarding the recent work on Grison and Burgdorf roads is reviewed and discussed. Suggested updates to the letter received from Larry Leonard are discussed. Pictures of the completed work that Larry Leonard has are viewed. Mike Smith makes a motion to include these pictures in the response. Ron Sandstrom seconds the motion. Discussion ensues. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against including the pictures. Engineer Nick Sceggell is requested to give input on the response to DES. Nick Sceggell reviews the documents and makes recommendations. Ron Sandstrom makes a motion to finalize page 1 as amended. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to include the photos of the completed work. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to finalize page 2 as amended and sign the document out of session when updates have been completed. Mike Smith seconds the motion and the motion passed 3-0.
- Correspondence
Granite State Analytical has sent the first quarter chemical testing, monthly bacteria and pH testing results, and nitrate testing results for the water system. All results are compliant with standards.
The monthly rental check for the Coleman Tower site has been received.
NH Municipal Association has sent the bi-weekly News Link.
- Scheduled Appearances
Engineer Nick Sceggell joins the meeting for the bid opening scheduled for 10 am today for bids on the Tank Inspection and Lining project.
One bid has been received. The qualification of the bidder that would occur following the opening of the bid is outlined. Ron Sandstrom makes a motion to open the bid. Mike Smith seconds the motion and the motion passed 3-0.
Complete Bid received from 3G Construction - $121,000
Fluet Engineering will qualify the bid and bidder.
- Other Business
Resident Bill Ingram has delivered a request to continue parking the commercial truck at the Huttwil parking lot. Mike Smith makes a motion to approve the request from Bill Ingram to continue parking the truck in the Huttwil parking lot. Ron Sandstrom seconds the motion and the motion passed 3-0.
The minutes of the Safety meeting of February 10 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Asset Management Committee meeting minutes of February 13 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-1 with Ron Sandstrom abstaining.
- Public Comments
At 10:50 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91A-3, II (d) property. Ron Sandstrom seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.
Motions and votes of non-public session:
Mike Smith makes a motion to seal the minutes of this non-public session until conclusion of the matter discussed. Ron Sandstrom seconds the motion and the motion passed 3-0.
At 11:00 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 vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator
2016-02-15 Commissioners Meeting
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/03/CM021516.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Board of Commissioners
February 15, 2016
The Board of Commissioners met at 8:00 am on Monday, February 15, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present was Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
- 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.
- Highway Department Report
The DPW is not in attendance as today is a District holiday. Kelly Robitaille turned in his recommendation for the 2016 paved road work plan. Ron Sandstrom will work on the presentations for the road plans. All equipment has been repaired and is in service.
- Water
The meeting last week with water operator Ian Hayes and SCADA programmer Tom Therrien outlined the progress on all ongoing work. Work is on target to meet set deadlines. A draft for a policy of a hydraulic plan review being completed every 5 years is reviewed.
- Administration
A safety meeting was held last week. Signs have been placed at the beaches for persons to use caution as the ice may be thin. Signs were placed following discussion of incidents at local ponds of people and equipment going through the ice. Safety meetings will be held the second Wednesday of each month. The Action list will be updated to reflect the schedule.
Treasurer Dinah Reiss discusses the cash flow report. The effect Warrant Articles for funding of Trust Funds will have on cash flow is discussed. Monthly expenditures for 2015 averaged $60,000; the report will be updated beginning next month to reflect the updated calculation.
Work is progressing on the audit. Schedules are expected Wednesday of this week.
Always on Call has been requested to review the scripts for Eidelweiss with personnel so as to help increase the accuracy of information when delivered to the crew.
Discussion is held on Village Districts of NH not being eligible for Highway Block Grants from the State that Towns can obtain. Including VDOE roads with the Town of Madison’s Highway Block Grant for collection of funding through the Town is discussed. This will be looked into for further discussion.
An Asset Management meeting was held Saturday. Tommy Gunn and Dinah Reiss are working on the numbering system for road culverts. Nancy Cole is working with Chad Roberge of Terra Map/Avitar on the maps. Larry Sodano is working on the Asset Management presentation for the Annual Meeting.
The update to the Unassigned Fund Balance Policy is reviewed. Mike Smith makes a motion to sign and adopt the updated Policy. Ron Sandstrom seconds the motion and the motion passed 2-0.
The draft for the Hydraulic Model Update Policy is reviewed. Mike Smith makes a motion to sign and adopt the Hydraulic Model Update Policy. Ron Sandstrom seconds the motion and the motion passed 2-0.
A brief review of the Motion Log is held.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,310.33. Report and time cards are reviewed and discussed. Ron Sandstrom seconds the motion and the motion passed 2-0.
Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 1 check for $67.00. Ron Sandstrom seconds the motion. Check and invoice are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
- Minutes
The minutes of February 1 are presented. 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 February 8 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
- Commissioners Reports
Ron Sandstrom makes a motion to send an email blast reminder for the Annual Meeting, stating that all information is available on the website. Mike Smith seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to obtain pricing for 5 Thin Ice, use caution signs. Ron Sandstrom seconds the motion. Discussion is held on potential exposure to liability regarding the ice conditions. Legal will be checked with for advice on this matter. Motion is voted and the motion passed 2-0.
- Signature Items
Purchase order 136 is presented. Mike Smith makes a motion to approve Purchase Order 136 for salt in the amount of $3,000. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 137 is presented. Mike Smith makes a motion to approve Purchase Order 137 for a secondary pump for the sodium hydroxide in the amount of $2,000. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 138 is presented. Mike Smith makes a motion to approve Purchase Order 138 for a replacement pump for the Summit station in the amount of $3,200. Ron Sandstrom seconds the motion and the motion passed 2-0.
Auditor Tamar Roberts has supplied a letter of requested information from Attorney Dan Crean. Mike Smith makes a motion to sign the letter to Attorney Crean. Ron Sandstrom seconds the motion and the motion passed 2-0.
An Asset Management Reimbursement request for volunteer hours spent by the Asset Management Committee members is presented. Mike Smith makes a motion to sign and submit the reimbursement request. Ron Sandstrom seconds the motion and the motion passed 2-0.
The draft of the Bonus Policy is reviewed. Mike Smith makes a motion to sign and adopt the Bonus Policy. Ron Sandstrom seconds the motion and the motion passed 2-0.
- Correspondence
NH Municipal Association has sent the Legislative Bulletin.
Property-Liability Trust has announced the 2016 Board of Directors.
- Scheduled Appearances
- Other Business
The Asset Management Committee meeting minutes have been distributed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The 2016 Warrant for the Annual Meeting and Budget were posted on February 9.
Discussion is held on preparing amendments to Warrant Articles as the article is moved to the floor at the Annual meeting. Information will be put together for review next week.
Moderator Bob Ingram will be contacted to confirm he will attend next week’s meeting.
- Public Comments
At 8:46 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91A-3, II (d) property. Ron Sandstrom seconds the motion. Motion is called via roll call vote 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 of this non-public session until conclusion of the matter discussed. Ron Sandstrom seconds the motion and the motion passed 2-0.
At 9:10 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 vote Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
2016-02-08 Commissioners Meeting
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/03/CM020816.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Board of Commissioners
February 8, 2016
The Board of Commissioners met at 8:00 am on Monday, February 8, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present was Kelly Robitaille (hwy). Water operator Ian Hayes, SCADA programmer Tom Therrien and Clerk Jay Buckley joined the meeting at 8:50 am. The meeting was taped for Madison TV by Tim Hughes.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
- 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.
- Highway Department Report
Kelly Robitaille reports that roads are in good shape. The International Terra Star suffered a malfunction last week and was towed to Liberty International. The vehicle would not complete a regeneration cycle for the exhaust that was scheduled to be done. The cycle would not reset and the vehicle could not be run. The truck is being returned today, the issue was a crossed wire. Bob Goddard has been picked up by Liberty International and will bring the truck back. The F-550 lost power on Friday and is unusable. A cracked manifold was noted and the part has been ordered. Alan Valladares from Albany Service Center will install the part once received, it is expected tomorrow. The road grader was used where it could be and the International 7400 was used. Snow is predicted for this afternoon and overnight. Bob Goddard and Kelly Robitaille will overlap schedules. The status of salt and sand is discussed. Sand is good, salt is low. 2 loads are needed of salt. Mike Smith makes a motion to approve purchase of 2 loads of salt up to $3,000. Ron Sandstrom seconds the motion and the motion passed 3-0. The 2016 road plan will be worked on for review next week. Kelly Robitaille is informed that tags will be ordered to place on culvert inlets and outlets for all road culverts. Kelly Robitaille states that some culverts are not able to be reached for attaching a tag number, especially those with rock or concrete headers. Locations for placing of the tag numbers for each culvert will be checked on prior to embarking on the project.
Mike Smith states he will plan a safety meeting for this week. Ron Sandstrom requests review of the developed scripts for the answering service to help make sure that the proper information is being sent to the crew.
- Water
Ian Hayes discusses Muddy Beach well #2 and is informed that the request for the purchase order for funding flushing of the well has been approved. Ian Hayes will work with Hartley Well on access and scheduling. The well transducers have been received and will be placed while the well is open. Tom Therrien outlines that the new panels for the electronics have been installed at Muddy Beach and Jungfrau stations. The new pump that was received as a spare for the Sodium Hydroxide system has been installed. Purchase of a back up pump is discussed. Mike Smith makes a motion to order a second pump up to $1,300. Ron Sandstrom seconds the motion. Discussion on available repair kits is held. Ian Hayes outlines that proper set up would include a redundant pump in line with the first in a lead lag rotation. Should one pump fail, the other is already in line. Mike Smith moves to amend the motion to include funding up to $2,000 from the Water System Capital Reserve Fund for purchase and installation of a second pump. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0. Summit station is discussed. Mike Smith makes a motion to approve purchase and installation of a new pump for Summit station in the amount of $3,200 with funding to come from the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes discusses a call from the owners of 1 Bristenstock regarding water pressure at the house. Pressure loss is of unknown origin, possibly the service line to the residence but may be the water main carrying air based on elevation changes of the pipes. An air release added to the water main may alleviate this situation. Work at Reinach station for the booster pump and sump pump has been completed. Work to replace the service line at 5 Saint Moritz has been completed, inspected, and the house has been reconnected to the system. Ian Hayes is informed the hydraulic model review showed the model to be accurate as is and is informed that the next review will be planned for completion in 5 years. Tom Therrien states that now that the panel has been installed in Jungfrau he will coordinate electrician Chad Poulin for completion of the electric work to be done at the station. The Badger meter for the station will be ordered. Expected cost is $3,800. The best pricing will be obtained from vendors prior to order being placed. Ian Hayes confirms that mechanical work for the pump replacement is on schedule for the targeted begin date of March 14. Tom Therrien adds that the radio replacements are also on schedule to be completed by the end of Feb. Manuals for the schematic of Oak station are completed and turned in. The model for off peak pumping of water is being worked on. System protection is being put in place through the set points on the SCADA system. Ian Hayes is informed the tank lining project bids are due Feb 22. The project schedule will be reviewed prior to beginning any work.
- Administration
An Asset Management meeting is scheduled for Saturday, September 13, 2016 at 9 am. All information on the isolation valves has been sent to Chad Roberge for mapping.
Daily water usage for January has been distributed. The leak located at 5 St Moritz shows on the usage report. This leak was isolated and has been repaired.
Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 18 checks for $18,488.81. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
- Minutes
- Commissioners Reports
Mike Smith discusses attendance at the Public Forum with State Representatives held in Albany last Monday night. Nancy Cole was also present and gave input on proposed updates to RSA 91-A. Document storage for required retained documents is being considered to be allowed to be kept electronically in .pdf format. Backups of all documents could be stored off site with electronic access from anywhere by using the Cloud to store documents. Mike Smith was able to discuss receipt of Highway Block Grants by districts within NH with Representative McConkey. Discussion ensues on approaching the Town of Madison as well as State Representatives to pursue funding for Village Districts. Ron Sandstrom makes a motion to approve Office 365 for up to $200 per year. Mike Smith seconds the motion and the motion passed 3-0.
- Signature Items
The 2016 Warrant for the Annual Meeting is presented. Mike Smith makes a motion to sign and post the Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.
The 2016 MS 636; Budget for the Village District of Eidelweiss is presented. Mike Smith makes a motion to sign and post the MS 636. Ron Sandstrom seconds the motion and the motion passed 3-0.
The 2016 Public Works Mutual Aid agreement is presented. Mike Smith makes a motion to sign the agreement. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 135 for flushing of Muddy Beach Well #2 is presented. Mike Smith makes a motion to approve PO 135 in the amount of $3,200. Ron Sandstrom seconds the motion and the motion passed 3-0.
- Correspondence
NH Municipal Association has sent the weekly Legislative Bulletin.
NH Municipal Association has sent the bi-weekly News Link.
A quarterly publication from Homeland Security which outlines some federal municipal grants which may be pursued has been received.
- Scheduled Appearances
- Other Business
Madison Police were made aware of an unregistered car that has been in the Huttwil parking lot for over a week. The car was removed that afternoon.
- Public Comments
Jay Buckley states that he has ordered some NH Municipal Association books for himself and recommends the office have copies. Jay Buckley is informed the office already is in possession of these publications.
At 8:35 am Mike Smith makes a motion to break until the arrival of Ian Hayes and Tom Therrien for the water system discussion. Ron Sandstrom seconds the motion and the motion passed 3-0.
At 8:55 am Ron Sandstrom makes a motion to resume the session. Mike Smith seconds the motion and the motion passed 3-0.
At 9:55 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole, Administrator