[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/10/CM092115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
September 21, 2015

The Board of Commissioners met at 9:00 am on Monday, September 21, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (hwy), and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.

At 9:00 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 outlines that MB Tractor has offered a 2 week extension to the roller rental beginning once the scraper plate is added; which is anticipated this week. Discussion is held on using the 2 weeks at a later time. Mike Smith makes a motion to request the two week addition for next year with the VDOE to pay transportation charges. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that the crew went to HP Fairfield to see the truck and discuss the cab control locations. The right front suspension should be supported to take the extra weight of the wing plow. A Timbren kit is recommended and has been quoted at $460. Mike Smith makes a motion to purchase the Timbren suspension kit up to $500. Ron Sandstrom seconds the motion. Discussion is held. Motion passed 3-0. Mike Smith makes a motion to amend the approval amount to $460. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille states that a metal replacement culvert for Old Town Road will cost $300. Mike Smith makes a motion to proceed with the metal culvert at a cost of $300. Ron Sandstrom seconds the motion and the motion passed 3-0. Cold patch and the filling of potholes on asphalt are discussed. The need to use asphalt to fill some of the holes is outlined by Kelly Robitaille. Entering of road data updates into the database is discussed. Kelly Robitaille is working on this with Larry Leonard. Secondary containment for the waste oil drum in the garage has been priced at $220 plus shipping. Mike Smith makes a motion to approve up to $250 for the secondary containment. Ron Sandstrom seconds the motion and the motion passed 3-0. The need for a 12x12 concrete pad under the diesel fuel dispenser is discussed. Mike Smith makes a motion to have Norm Garside provide a quote for the concrete pad. Ron Sandstrom seconds the motion and the motion passed 3-0. The gravel line item of the budget is discussed. Kelly Robitaille outlines the need to have gravel available for potholes and washouts. 32 Bristenstock is discussed. Homeowner has requested intervention as road water is washing out his driveway. Referring formal requests to the office is discussed. Culvert information is discussed. The culvert book shows locations for 50 culverts. This is a beginning point for culvert information being included within the asset database. Kelly Robitaille states that he has begun a list of culverts as they have been worked on. The list will be brought to the office for distribution to the Commissioners. Damaged culverts on Bern Drive are discussed. Formulation of a work plan for cleaning culverts is discussed. Mike Smith discusses repairs needed on water valves within the District. The DPW may need to dig some of these for the water operator. The locations of the valves will be reviewed with Ian Hayes and Kelly Robitaille. Kelly Robitaille submits a time off request. Mike Smith makes a motion to approve Kelly Robitaille time off request. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water System Planning

Ian Hayes will be in attendance at next week’s meeting. The work order list will be redistributed for status review. The Jungfrau pump replacement project is discussed. Funding for this project is discussed. Mike Smith makes a motion to have the project vendors submit the longest lead time items for review. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on requesting information from Chad Poulin of Androscoggin Electric on the power supply change by Eversource is held. This information will be requested. Holding of a kick off meeting is discussed. Larry Leonard discusses production and approval of work orders for each vendor once project is approved. The specification for the tank lining project is discussed. Paul Fluet has finished the technical specifications. Mike Smith makes a motion to have Paul Fluet begin the bid process for the tank lining project. Ron Sandstrom seconds the motion. Discussion ensues. Mike Smith withdraws the motion. Mike Smith makes a motion to meet with Paul Fluet by phone on October 5. Larry Leonard seconds the motion and the motion passed 3-0.

4. Administration

The Fire Department Safety walk through has been requested for October 1.

The new motion log is discussed. Larry Leonard will send an electronic copy for distribution.

The review of all policies for the VDOE will be discussed. All policies on record will be distributed.

Tracking units for the VDOE trucks are discussed. Garland Transportation is using a system that is working well in this area and is being priced.

The fuel log reconciliation has been completed for all of calendar year 2014. The difference between logged fuel and purchases falls within anticipated variance based on fuel remaining within equipment and the tank. The 2015 log through September 1 shows more fuel logged than purchases by 1,204 gallons.

The Oak Ridge Road presentation for September 26 is reviewed and discussed. Dinah Reiss will obtain the estimated annual payments based on 5 and 10 year options. The proposed update to the Beach Ordinance is discussed. A recommendation for the proposed amendment from the Board to review at the meeting for purpose of creating a presentation is requested. No update to the Ordinance will be presented. A discussion may be initiated with residents on enforcement of the Ordinance as relates to watercraft outside a canoe rack.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,924.92. Ron Sandstrom seconds the motion. Report and time cards are reviewed. Motion passed 3-0.

Two beaches have been identified as having an additional No Dogs on Beach sign. Question is asked if additional signs should be purchased or the two signs removed. Mike Smith makes a motion to purchase three No Dogs on Beach signs. Ron Sandstrom seconds the motion. Discussion is held on purchasing these signs next spring. Mike Smith withdraws the motion.

A time off request for Bob Goddard is presented. Mike Smith makes a motion to approve the time off request. Larry Leonard seconds the motion and the motion passed 3-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 6 checks for $8,143.24. 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 9-4 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 9-11 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 has been working on the isolation valve information within the Asset Database.

Mike Smith makes a motion to have Nancy Cole send a letter with return postcard to the 53 homeowners whose properties curb stop valves have not been located inquiring if the property owner may know where the valve is located. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve up to $2,250 for culvert locating work as follows: $500 tools, $250 tags, $1,500 data collection. Ron Sandstrom seconds the motion and the motion passed 3-0.

Request for reimbursement from the State through the Asset Management grant is discussed. This will be done upon completion of the data collection for curb stop valves expected to occur within a few weeks. An associate from Avitar is being requested to attend an Asset Management meeting to discuss production of maps in October.

Mike Smith makes a motion to place the sign at the bottom of Oak Ridge for the meeting Saturday. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to send a certified letter to the owner of 26 Diessbach for an appearance, by phone if requested, to discuss the driveway paving. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items
A letter to the owner of 13 Interlaken regarding removal of the rope line placed in Big Pea Porridge Pond is presented. Mike Smith makes a motion to sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to the owner of 23 Diessbach regarding removal of the rope line placed in Big Pea Porridge Pond is presented. Mike Smith makes a motion to sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Road Construction Capital Reserve withdrawal form for the Oak Ridge work is presented. Mike Smith makes a motion to sign the form. Larry Leonard seconds the motion and the motion passed 3-0.

A letter to the owner of 1 Altdorf regarding drainage at the property and road is presented. Mike Smith makes a motion to sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to the owner of 4 Little Loop regarding drainage at the property and road is presented. Mike Smith makes a motion to sign the letter. Larry Leonard seconds the motion and the motion passed 3-0.

A letter to the owner of 6 Little Loop regarding drainage at the property and road is presented. Mike Smith makes a motion to sign the letter. Larry Leonard seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has forwarded the monthly bacteria test results for the water system. All results are clean.

David Rowe sent an email outlining the need for attention to the outhouses. The DPW was informed and cleaned the outhouses Friday.

The NH Department of Health and Human Services has sent an alert that the first mosquito batch has tested positive for West Nile Virus.

Heath Trust has appointed an interim Executive Director.

NH Municipal Association has sent the monthly News Link.

10. Scheduled Appearances

Treasurer Dinah Reiss discusses the cash flow report through September 1. Paperwork for a TAN loan will be obtained.
11. Other Business
12. Public Comments

At 12:00 pm Ron Sandstrom makes a motion to conclude public business, enter a work session with Ron Sandstrom and Larry Leonard reviewing the asset management database entry and to stop filming at this time. Mike Smith seconds the motion and the motion passed 3-0.

At 12:40 pm Ron Sandstrom and Larry Leonard conclude the review of input to the database and the meeting is adjourned.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/09/CM091115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
September 11, 2015

The Board of Commissioners met at 9:00 am on Friday, September 11, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille. The meeting was taped for Madison TV by Tim Hughes.

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

The Action list is reviewed and discussed.

1. Agenda

Mike Smith makes a motion to approve the agenda.
Ron Sandstrom seconds the motion
The motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Review of DPW work.

Kelly to deliver a letter from person interested in receiving material (fill) from DPW2
Mike Smith makes a motion
Ron Sandstrom seconds the motion.
The motion passed 3-0.

To pay Ambrose the amount quoted for the ledge pack and then discuss to the difference between what he over delivered.
Mike Smith makes a motion
Ron Sandstrom seconds the motion.
The motion passed 3-0.

Don’t allow plows with wings on the right side of DB2.
Mike Smith makes a motion
Ron Sandstrom seconds the motion.
The motion passed 3-0.

Take photos of 26 Diessbach today to document the impact of last night’s rain.
Mike Smith makes a motion
Ron Sandstrom seconds the motion.
The motion passed 3-0.

3. Water System Planning

4. Administration

No discussion of water ordinance at the public hearing on the 26th
Mike Smith makes a motion
Ron Sandstrom seconds the motion.
The motion passed 3-0.

Motion to approve the add for public hearing after removing the water ordinance
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

Motion to ask IAN to work with Mike to map out isolation valves that have not already been found.
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

Motion to pay $139.00 for HP computer to be used for asset management.
Larry Leonard makes a motion
Mike Smith seconds the motion.
The motion passed 2-0

5. Accounts Payable

The check manifest is presented.
Mike Smith makes a motion to approve check manifest in the amount of $9,374.70.
Larry Leonard seconds the motion.
Manifest is reviewed and discussed.
The motion passed 3-0.

6. Minutes
7. Commissioners Reports

Get a quote from Norm Garside for bollards (yellow warning poles) to make the corners of the buildings (DPW1/2 and the salt shed) safe (for warrant).
Larry Leonard makes a motion
Mike Smith seconds the motion.
The motion passed 3-0

8. Signature Items
9. Correspondence
10. Scheduled Appearances
11. Other Business
12. Public Comments

At: 10:20 Motion made by Larry Leonard to enter non-public session for legal issue on 23 Diessbach.
Mike Smith seconds the motion.
Roll call vote, Ron Yes, Larry Yes, Mike Yes.

Motion to send a registered letter to Mr. Farnese (26 Diessbach) to meet in person or call in with commissioners at 10:00 on Sept 21st. to discuss and resolve his no-compliant driveway. If no resolution can be obtained that the district goes to the courts to enforce the penalty for non-compliance.
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

At 10:45 am Mike Smith makes a motion to exit Non-Public session and return to public session

Motion to file formal complaint with DES from Village District
Mike Smith makes a motion
Ron Sandstrom seconds the motion.
The motion passed 3-0.

Mike Smith makes a motion adjourn the meeting. Ron Sandstrom seconds the motion. Motion called via roll call vote; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

Minutes as taken by Ron Sandstrom.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/09/CM090415.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
September 4, 2015

The Board of Commissioners met at 9:00 am on Friday, September 4, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille and Bob. The meeting was taped for Madison TV by Tim Hughes.

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

The Action list is reviewed and discussed.

1. Agenda

Mike Smith makes a motion to approve the agenda.
Ron Sandstrom seconds the motion
The motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

To hold work on work order 1091
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

Buy pad locks and attach them to the outhouses when the boats are removed from the beaches.
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

Commissioners meetings 9/11 Friday, 9/21 Mondays after that starting at 9:00.
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

3. Water System Planning
4. Administration

The payroll report is presented $6546.28.
Mike Smith makes a motion to approve payroll in the amount of $6546.28.
Larry Leonard seconds the motion.
Report and time cards are reviewed and discussed.
The motion passed 3-0.

5. Accounts Payable

The check manifest is presented.
Mike Smith makes a motion to approve check manifest in the amount of $7006.62.
Larry Leonard seconds the motion.
Manifest is reviewed and discussed.
The motion passed/failed 3-0.

6. Minutes

The minutes of 8/28:
Mike Smith made a motion to approve the minutes as presented.
Larry Leonard seconds the motion
The motion passed 3-0.

7. Commissioners Reports

Add beach ordinance review to the meeting on September 26
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

Add water ordinance review to the meeting on September 26
Larry Leonard makes a motion
Mike Smith seconds the motion.
The motion passed 3-0.

8. Signature Items

Sign 9 middle shore
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

Approve time off requests:
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

9. Correspondence
10. Scheduled Appearances
11. Other Business

Create a motion log with date of motion status, date
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

12. Public Comments

A consultation with the Attorney was held following the meeting.

At 12:00 pm Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Minutes as taken by Ron Sandstrom.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/09/CM082815.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
August 28, 2015

The Board of Commissioners met at 9:00 am on Friday, August 28, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (hwy), Jim Ramsey of Liberty International and Treasurer Dinah Reiss. Resident Gloria Aspinall joined the meeting in progress. Tim Hughes of Madison TV was unable to film the meeting due to technical difficulties with the camera.

At 9:05 am the meeting was called to order by Chairman Ron Sandstrom.

The Action list is reviewed and discussed.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille outlines that the roller does not have a scraper blade. Due to this, the crew was unable to compact Oak Ridge Road once it began to rain. MB Tractor has stated they will get the scraper blade attached. Road work scheduling and planning is discussed. Ron Sandstrom discusses the need to account for the purchased gravel. Ron Sandstrom makes a motion to have the purchased gravel accounted for by road. Larry Leonard seconds the motion and the motion passed 3-0. The cutting edge for the backhoe is discussed. The edge arrived with an incorrect hole pattern to match the bucket. The bucket itself may be incorrectly lined. This will be looked into by Chadwick Ba-Ross. The new truck was viewed this week. Bob Hackett of HP Fairfield informed the crew the truck may not be fully outfitted for delivery until early November. Discussion on the delay is held. Jim Ramsey will discuss the time line with HP Fairfield. Carbide blades for the plows are discussed. Mike Smith makes a motion to purchase two carbide blades at a cost of $1,700. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on placing of debris from road work is held. Some debris has been placed on private property. This will not be done going forward. Areas will be cleaned up from placed debris. Placement of the no parking signs at Boulder Beach is discussed. Ron Sandstrom makes a motion to place the signs in a manner removable for winter. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to not allow trucks with plows to travel around the side of DPW II. Ron Sandstrom seconds the motion. Discussion is held on holding this for additional discussion next week. Placing of bollards at the corners of the building is discussed. Mike Smith tables the motion for one week. Driveway permits for construction that were submitted for last week are discussed. 24 Jungfrau is approvable with addition of a 15 inch culvert the length of the new opening. 67 Eidelweiss Drive is approvable with replacement of the driveway culvert to a new 15 inch culvert and placement of the channel drain as designed. 26 Diessbach will need to agree in writing for placement of a culvert at the end of this driveway. Permits will be updated.
3. Water System Planning

The estimates have been received from all vendors for the Jungfrau pump replacement project. Total estimated cost is $35,401. Discussion on funding is held. Addition of the flow meter is discussed. The lack of inclusion of a time schedule following approval is discussed. This will be requested.
Larry Leonard leaves the meeting at 10 am.

Mike Smith makes a motion to send an email to each vendor requesting the schedule, the cost of the flow meter with detachable mount, and to request a 10% reduction from each. Ron Sandstrom seconds the motion and the motion passed 2-0.

The obtaining of flow information from Muddy Beach Well #1 is discussed. Ian Hayes will be pursuing this project after Labor Day.

The specification for the tank lining project is being finalized with Fluet Engineering so as to be ready for release upon completion of the 30 day comment period that is currently ongoing.

4. Administration

Little Loop and Altdorf drainage issues reviewed by Paul Fluet on his recent visit are discussed. Mike Smith makes a motion to place the survey and engineering on the 2016 Warrant. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to send letters to the effected property owners regarding this plan. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Policy book has been reviewed. 8 of 31 policies within this book are current. Some of the information within this book is to be moved to the Ordinance book as there are historical versions of the water ordinance, driveway ordinance and beach ordinance within this policy book. Ron Sandstrom requests that the 8 policies be distributed to the Board of Commissioners for review for next week. This will be done.

The weekly Asset Management meeting has been moved to Sunday at 9 am. This will be posted. The Board of Commissioners attendance at Asset Management meetings will also be posted.

Mike Smith states that he will begin working on additional locations for isolation valves with Ian Hayes next week.

Mike Smith and Nancy Cole have begun work on the presentation for the upcoming meeting to outline the repairs for Oak Ridge Road. The Engineer’s estimate for the road construction has been received. The presentation will be finalized and sent to the Board for review and discussion. Mike Smith makes a motion to schedule the public hearing on September 26 at 12 pm at the Lodge. Ron Sandstrom seconds the motion and the motion passed 2-0.

The requested owner and tax value of the lot next to Geneva Beach has been distributed. Mike Smith makes a motion to send a letter to the owner to request discussion on sale or donation of the lot to the VDOE. Ron Sandstrom seconds the motion and the motion passed 2-0.
An upcoming Hazardous Material disposal day has been announced. Ron Sandstrom makes a motion to place the information on the web site and bulletin boards. Mike Smith seconds the motion and the motion passed 2-0.

5. Accounts Payable

Mike Smith makes a motion to approve 13 checks for a total of $117,978.49. 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 8/21 are reviewed. Mike Smith makes a motion to correct flow meter from pressure transducer in the Jungfrau pump discussion and approve the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom states that work is continuing on the database for assets.

Ron Sandstrom discusses ability for Commissioners to isolate VDOE materials from personal items. Google docs for Governments is an application that may be usable by the District to allow access to documents and email in a separate location from personal emails and documents on any persons home computer. This would eliminate the need to buy software for a laptop or tablet. A Chrome Book can be purchased for less than $300. Cost for use of Google docs is $5 per user per month; estimated at $300 per year. Ron Sandstrom makes a motion to allow contact with Google docs for Governments to explore this option up to $400 annually. Mike Smith seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to send an email to Ian Hayes for the cost of the coupler needed to be on hand for Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to submit the Asset Management progress update to NH DES. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to obtain a price for a 20 x 24 shed for storing of water system parts. Ron Sandstrom seconds the motion. Discussion is held on placing of a shed near the well head to allow one location for all water system storage needs, including pipes. The need to obtain permission from NH DES for placement of a building within the well head radius is discussed. This permission will be obtained prior to pricing of the shed. Motion is called to a vote and the motion passed 2-0. If approved by DES, both wooden and metal building prices will be obtained.

Mike Smith discusses pressure data loggers. The VDOE owned two of these and the current location of this equipment is unknown. Discussion is held on purchasing two for the District. This will be discussed at a later time.

Mike Smith makes a motion to go to Eversource for information on optional time of day metering. Ron Sandstrom seconds the motion. This program could save the District money on electricity for every pump station. Motion is called to a vote and the motion passed 2-0.

Mike Smith discusses weeding of the VDOE gardens. Following discussion with Ralph Lutjen, an estimate of $500 per year for a landscaper to weed the gardens would be sufficient. Discussion on placing a request for additional volunteers is held. Ralph Lutjen will be approached with this suggestion and will be informed that the VDOE will budget up to $500 annually through the Parks and Recreation line item for weeding.

8. Signature Items

The Driveway Permit for 24 Jungfrau is discussed. Mike Smith makes a motion to require a 15” culvert the length of the driveway and approve the Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Driveway Permit for 67 Eidelweiss is discussed. Mike Smith makes a motion to require replacement of the driveway culvert with a 15” culvert with installation of the channel drain as submitted and approve the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Driveway Permit for 26 Diessbach is discussed. Mike Smith makes a motion to obtain in writing an agreement to place a 15” culvert at the bottom of this driveway prior to approving the permit and to have the drawings completed. Ron Sandstrom seconds the motion and the motion passed 2-0.

The MS 34 for the NH Department of Revenue has been updated to include the $30,000 offset to taxes by use of the Unassigned Fund balance. Mike Smith makes a motion to sign the MS 34. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to the homeowners at 86 Oak Ridge outlining the outcome of the pressure testing agreement for this property is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to NH DES requesting copies of all correspondence relating to 23 Diessbach Drive is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to the Town of Madison Code Enforcement requesting copies of all correspondence relating to 23 Diessbach Drive is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work order 1089 for the approved Warrant Article work for Little Shore is reviewed. Mike Smith makes a motion to approve Work Order 1089. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work order 1090 for the approved Warrant Article work for Bristenstock culvert header placement is reviewed. Mike Smith makes a motion to approve Work Order 1090. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work order 1091 for the approved Warrant Article work for Old Town Road culvert replacement and check dam placement is reviewed. Mike Smith makes a motion to approve Work Order 1091. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The Town of Madison Trustees of the Trust Funds have sent the check for the installation of the new air conditioning and heating unit from the Office Equipment CRF.

The NH Department of Health and Human Services has sent the weekly arboviral bulletin. No cases of West Nile Virus or Eastern Equine Encephalitis have been diagnosed in NH this year.

10. Scheduled Appearances

Jim Ramsey of Liberty International has attended the meeting to transfer paperwork and receive the check for the new truck. Jim will work with HP Fairfield to meet the requested delivery of the new truck by mid-October. Jim Ramsey outlines the ability to add back up cameras to the truck. The State of NH has now outfitted all trucks with backup cameras as has the Town of Bow. Pricing will be sent. The Warranty for the new truck is discussed. The District has 6 months in which to enroll in extended warranty plans as outlined. The total cost for the extended warranty is $7,020.

Ron Sandstrom makes a motion to sign the Liberty International warranty paperwork. Mike Smith moves to amend to pursue the extended warranty now with remaining warrant article or budget funds with a final payment by February 1. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0.

11. Other Business
12. Public Comments

Gloria Aspinall discusses the cleaning of the catch basin placed across from her property. The catch basin was cleaned, but the materials were deposited onto her property and have now blocked the other culverts. Mike Smith makes a motion to have the DPW crew clean the catch basin and culverts, remove all debris, and correct the angle of the check dams along Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 8:00 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public Session:

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

At 9:00 am Mike Smith makes a motion to exit Non-Public session. Ron Sandstrom seconds the motion. Motion called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.
At 11:20 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) legal matters. 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 settle the case on 15 Jungfrau as recommended by the Attorney and Property-Liability Trust. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 11:30 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/2015/08/CM082115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
August 21, 2015

The Board of Commissioners met at 9:00 am on Friday, August 21, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Treasurer Dinah Reiss, Clerk Jay Buckley and water operator Ian Hayes. SCADA programmer Tom Therrien and electrician Chad Poulin will be met at Jungfrau pump house at the end of this meeting. The meeting was taped for Madison TV by Tim Hughes.

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

The Action list is reviewed and discussed.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

The highway crew is working on the upper section of Oak Ridge Road today. This work was begun yesterday and will be completed today. No issues have been reported with the equipment or trucks. Ron Sandstrom will meet with the crew next week for updating the road status information. A 91-A request for road maintenance was received this week. In compliance with the law, the information on record was released. Cleaning of culverts is discussed. This will be the work focus in late September and October. Mike Smith makes a motion to proceed with the ditch work on Little Shore and the culvert header on Bristenstock per the 2015 Warrant Article and encumber the remaining funds to use as offset for the 2016 Middle Shore at Geneva Place Warrant Article. Ron Sandstrom seconds the motion and the motion passed 3-0. Oak Ridge Road Warrant Article for drainage at Saint Moritz is discussed. Bids will continue to be pursued. Jay Buckley discusses the NH Department of Environmental Services (DES) homeowner program called Soak up the Rain. Discussion on a prior attempt to purchase a lot on Middle Shore for creation of a silt retention pond prior to drainage traveling into the Pea Porridge Ponds is discussed. Steps that a homeowner and steps the District can take to mitigate silt flow into the ponds are discussed. A vacant lot next to Geneva Beach is discussed as a potential location for a silt collection pond. Mike Smith makes a motion to check the tax assessment and current owner information for this lot. Ron Sandstrom seconds the motion and the motion passed 3-0. The No Parking signs have been received. The DPW will install these signs at Boulder Beach and the Veteran’s garden area along Eidelweiss Drive. A tree that came down on Middle Shore at West Bergamo is discussed. Mike Smith makes a motion to have the DPW clean up the fallen tree. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water System Planning

Ian Hayes and SCADA programmer Tom Therrien are working in the chemical injection room. The work to connect the chemical injection flow rates is being completed. This will allow for SCADA based control over the pump speeds going forward. The final conversion box will be installed in two weeks. Tom Therrien will be providing the updated schematics once the project is completed. Mike Smith makes a motion to have Ian Hayes and Tom Therrien provide a sequence of operation diagram for the chemical injection room. Ron Sandstrom seconds the motion. Discussion is held on the level of schematic needed. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to have Ian Hayes provide a single line drawing of the Oak Station for the as built diagram. Ron Sandstrom seconds the motion and the motion passed 3-0. The pressure sensor at Oak Station is not reading correctly. An air release valve is recommended. Installation is estimated to be 2 hours. Mike Smith makes a motion to purchase and install an air release valve not to exceed $1,000. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith will work with Ian Hayes on identifying potential storage locations for water pipes. The District has entered the 30 day public comment period required for acceptance of the State Revolving Loan Fund. The data loggers for obtaining the current system pressures for comparison to the study done in 2012 are installed. They will be removed Monday and the information will be downloaded. Ian Hayes discusses placement of the transducers in the wells at Muddy Beach prior to beginning the Jungfrau pump replacement project. A draw down test for Muddy Beach Well #1 is discussed and should also be completed prior to taking Jungfrau offline for the pump replacement. The anticipated down time for the Jungfrau station during the pump replacement project is discussed. The station could be off line for three weeks to a month. Mike Smith makes a motion to have each vendor submit a time schedule with the estimate for the Jungfrau pump replacement project. Ron Sandstrom seconds the motion. Discussion on Muddy Beach testing ensues. Motion is called to a vote and the motion passed 3-0. Preparation for known potential issues with Muddy Beach is discussed. Ian Hayes will price a shaft coupling to have on hand in case needed. Recognition of communication outages that can occur at Muddy Beach and a plan for manual operation should it be needed is discussed. Risk reduction for the Jungfrau pump replacement project is discussed. Acquiring of all parts prior to onset of the project is outlined. Mike Smith makes a motion to purchase a shaft coupling for Muddy Beach. Ron Sandstrom seconds the motion. Discussion ensues of receipt of a full list of all parts needed for the Jungfrau project including any parts needed to be available for Muddy Beach is held. A list will be produced for next week. Mike Smith withdraws the motion. The placement of the transducers in the wells at Muddy Beach is discussed. Ian Hayes recommends a draw down test for Muddy Beach Well #1. The process is outlined. The testing would take up to one week in which Muddy Beach Well #1 would be used exclusively for the system. This test will indicate the stability of Well #1 and give a sustainable usage rate from this well. Ian Hayes states that 4 hours of his time would cover the testing. Mike Smith makes a motion to allow up to 4 hours for a draw down test on Muddy Beach Well #1. Ron Sandstrom seconds the motion. Discussion ensues on performing this test after Labor Day. Motion is called to a vote and the motion passed 3-0. Ron Sandstrom questions if the Jungfrau project will effect system distribution and it will not. Ian Hayes outlines that the pressure test was completed at 86 Oak Ridge Road in accordance with the agreement. The curb stop was not connected to the distribution line. This has been corrected. Ian Hayes discusses a need for replacement of stock parts, including corporations, valves, and saddles for water hook ups. A purchase order request will be put submitted. Mike Smith makes a motion to approve up to $1,500 for inventory. Ron Sandstrom seconds the motion. Discussion ensues on receipt of a list for next week with pricing. Mike Smith withdraws the motion. Ian Hayes outlines the need to allot time and funds for repair of valves being identified as bent or damaged. Work orders will be produced for each valve location. The status of the ongoing valve location projects is discussed. Ian Hayes requests inclusion on project plans. Mike Smith makes a motion to reconvene this session at Jungfrau pump station at 12:00 pm with Ian Hayes and Tom Therrien. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 12:40 pm the meeting is reconvened at Jungfrau Pump Station. Mike Smith, Larry Leonard, Nancy Cole, Ian Hayes, Tom Therrien and Chad Poulin are present.

The project for replacing the 10 HP pump with the new 20 HP pump is discussed. Power needs for the building and the VFD panel are outlined and discussed. The station will need to be updated. Adding a fan for ventilation within the building is discussed. Time lines, cost estimates and scheduling of the work is discussed. All vendors will submit time and cost estimates to the office for review next Friday.

4. Administration

A safety meeting will be scheduled.

The status of the Asset Management projects has been discussed.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,366.35. 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 proposal for removal of the shed in the DPW yard has been received from Garside Construction. Mike Smith makes a motion to accept the proposal for removal of the shed in the DPW yard at a cost of $750. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against paying a contractor for this work.

Mike Smith makes a motion to place the establishment of a roof over the sander rack in the back of the DPW building on the 2016 Warrant in the amount of $7,650.00. Ron Sandstrom seconds the motion and the motion passed 3-0.

The DPW II heat detector and warning light have been installed.

The monthly water usage report has been distributed.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 20 checks for $17,601.30. 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 Aug 7 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 the non-public session of Aug 7 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 discusses addition of an export button for addition of photographs to the information linked to each property within the new database. Echo Group is being contacted for pricing on hosting the database. Ability to update the database going forward is discussed.

Mike Smith makes a motion to have a work order created for the establishment of a ditch line on Little Shore with the work to be done in September. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have the VDOE test the water from the culverts on Middle Shore near Geneva Place. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on the history of a septic failure at #7 Middle Shore.
Mike Smith makes a motion to remove Larry Leonard from the Asset Management Committee as requested by the Committee. Ron Sandstrom seconds the motion. Discussion is held on the lack of participation recently by Larry Leonard with the Committee. Motion is called to a vote and the motion passed 2-0-1 with Larry Leonard abstaining. Mike Smith makes a motion to name Ron Sandstrom and Mike Smith as alternates for the Asset Management Committee. Ron Sandstrom seconds the motion. Discussion is held on Larry Leonard’s option of becoming active with the Committee going forward. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard voting against the motion. Ron Sandstrom makes a motion that any Commissioner can meet with the Asset Management Committee. Larry Leonard seconds the motion and the motion passed 2-1 with Mike Smith voting against.
Mike Smith makes a motion to post the Asset Management Committee meetings for attendance by the Board of Commissioners. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to purchase 3 tablets for use by the Commissioners. Ron Sandstrom seconds the motion. Discussion ensues on protection of personal computer equipment and separation of VDOE data. Estimated cost is $650 per unit. Motion is called to a vote and the motion passed 2-1 with Larry Leonard voting against stating that this is not an issue.
Mike Smith makes a motion to have the office delete all emails that are not safety related. Ron Sandstrom seconds the motion. Discussion ensues on not distributing all emails received to the Board of Commissioners, direction of emails to proper personnel, i.e. highway, water. Encouragement from the Board to all residents for input on all VDOE matters is discussed. Motion is called to a vote and the motion failed 1-2 with Larry Leonard and Ron Sandstrom voting against deletion of emails received.
Mike Smith makes a motion to have Mike Smith work with Nancy Cole on preparation of the materials for the public meeting on Oak Ridge Road reconstruction. Ron Sandstrom seconds the motion and the motion passed 3-0.
8. Signature Items

A purchase order for sand is presented. Mike Smith makes a motion to approve the purchase order for sand in the amount of $6,500. Ron Sandstrom seconds the motion and the motion passed 3-0.

A purchase order for a 10 foot ladder is presented. Mike Smith makes a motion to approve the purchase order for a 10 foot ladder in the amount of $245.90. Ron Sandstrom seconds the motion and the motion passed 3-0.

A purchase order for a cutting edge for the backhoe is presented. Mike Smith makes a motion to approve the purchase order for a cutting edge for the backhoe in the amount of $460. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Operation for 59 Oak Ridge Road is presented. Mike Smith makes a motion to approve the Driveway Permit for Operation. Ron Sandstrom seconds the motion and the motion passed 3-0.

Driveway Permits for Construction applications and inspection reports for 67 Eidelweiss Drive, 24 Jungfrau and 26 Diessbach are presented. Mike Smith makes a motion to hold the Driveway Permits for Construction for Board of Commissioners review. Ron Sandstrom seconds the motion and the motion passed 3-0.

The NH Department of Revenue Form MS 535 is reviewed. This form is an accounting of 2014 and 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.

Correspondence

An email received from resident Kevin Dorney regarding the lot on Bern Drive that is used for storage is discussed. Mike Smith makes a motion to have the office outline the use of this lot by the DPW during projects and the intent to clean up the lot when done. Ron Sandstrom seconds the motion and the motion passed 3-0.

The NH Department of Health and Human Services has sent the weekly arboviral bulletin. No cases of Eastern Equine Encephalitis or West Nile Virus have been confirmed in NH this year.

The NH Department of Revenue has sent a bulletin outlining the tax rate setting impacts of the unapproved/contingent State Budget and Carroll County budget issues.

NH Department of Environmental Services has announced a fall Asset Management Seminar. Information will be distributed to the Asset Management Committee.

Granite State Analytical has sent the monthly bacteria test results for the water system. All results are clean.

The monthly rental check for the Coleman Tower site has been received.

The third party electric report has been received. VDOE has saved $2,712 in 2015.
Health Trust is seeking a new executive director via a national search effort.

The NH Municipal Association has sent the weekly NewsLink.

10. Scheduled Appearances

Treasurer Dinah Reiss presents and discusses the loan documentation for the International Terra Star. The loan documents have been reviewed by Attorney Dan Crean. Two payments of $11,998.65 will be made annually; February and August. The interest rate on the loan is 3.3%. Mike Smith makes a motion to sign the Bank of NH loan documents in the amount of $109,590 for purchase of a 2015 International Terra Star. Ron Sandstrom seconds the motion and the motion passed 3-0. The monthly cash flow report is reviewed and discussed. The Unassigned Fund balance and establishment of the 2015 estimated tax rate are discussed. Mike Smith makes a motion to assign $30,000 from the Unassigned Fund balance to offset the 2015 taxes. Ron Sandstrom seconds the motion. Discussion on future year’s impact and cash flow by use of the Unassigned Fund balance is held. Motion is called to a vote and the motion passed 3-0.

11. Other Business

The next Board of Commissioners meeting will be Friday August 28.
The schedule following that meeting will be as follows:
Friday September 4.
Monday September 14
Mondays at 8 am weekly.

12. Public Comments

At 12:00 pm Mike Smith makes a motion to take a 5 minute recess. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 12:05 pm Chairman Ron Sandstrom calls the meeting back to order.
At 12:22 pm Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Mike Smith 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:
Ron Sandstrom makes a motion to post a non-public session for 8 am on Friday, August 28. Mike Smith seconds the motion and the motion passed 3-0.
At 12:30 pm Mike Smith makes a motion to exit Non-Public session and recess the meeting for reconvening at the Jungfrau Pump Station. Ron Sandstrom seconds the motion. Motion called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.
Meeting reconvenes at 12:40 at Jungfrau Pump Station.
At 1:35 Mike Smith makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,
Nancy E. Cole, Administrator