[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM061515.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 15, 2015

The Board of Commissioners met at 8:00 am on Monday, June 15, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Ian Hayes (water operator), Treasurer Dinah Reiss and resident Ralph Lutjen. Engineer’s Paul Fluet and Nick Sceggell participate telephonically. The meeting was taped for Madison TV by Tim Hughes.
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At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Ron Sandstrom makes a motion to add Ralph Lutjen to the agenda and approve the agenda as amended. Mike Smith seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille discusses the rental authorized from MB Tractor. The equipment to be rented was reviewed and is not the correct equipment. ProQuip in Gorham NH has been contacted for a potential rental. Burnham Company of Conway is also being contacted. Discussion turns to the worksheet created for tracking road work on a weekly basis. The spreadsheet did not print in a usable manner. The sheet will be reworked. Old Town Rd is discussed. This road is in need of asphalt repair. Klausen is also in poor shape. Obtaining information on the areas in need of repair is discussed. Mike Smith makes a motion to have Kelly Robitaille create a list of asphalt roads in need of repair. Ron Sandstrom seconds the motion and the motion passed 3-0. Pricing for repairs will be done through the office once the list has been developed. Kelly Robitaille outlines that the State of NH is currently placing gravel over pavement in some areas. This may be a viable option for Klausen, but would not be done on a steep slope. Kelly Robitaille will discuss this further with Tony Eldridge. The pot hole at the end of the pavement on Oak Ridge will be filled in. The Big Loop culvert was cleaned Friday. The culvert needs to be cleaned again. The beavers are very active in their attempts to block the culvert. The culvert on Thusis Beach will be cleaned as will the culvert on Winnegon. The culvert on Porridge Shore will be checked. An email from Jay Buckley stating that many blocked culverts were noticed on Oak Ridge Road is discussed. These will be checked. Mike Smith discusses a visit to be scheduled with Engineer Paul Fluet for roads including Little Loop, the intersection of Diessbach and Big Loop, Altdorf, Little Shore. Burgdorf will also be checked. Report of a chair on Adelboden is discussed. Ron Sandstrom requests that reports for items such as this be made when first noticed. The policy book is reviewed. Updating of the book is discussed. Knowledge of current policies is discussed. Confirmation is given that it is policy that the DPW crew is responsible for removal of trash from the road and VDOE right of way along the roads. Ron Sandstrom makes a motion to have Nancy Cole review the book and create a current policy book and a historical policy book. Mike Smith seconds the motion. Discussion ensues. Motion is called to a vote and the motion passed 3-0.
Mike Smith discusses road signs. Mike Smith makes a motion to order 6 Dead End signs. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to replace the parking regulation signs at the entrances. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to order No Fireworks signs. Ron Sandstrom seconds the motion. Discussion ensues on the number of signs to be ordered. The Commissioners are informed that three No Fireworks signs are on order and expected next week. Mike Smith withdraws the motion. Ron Sandstrom discusses the drafted notice on when to contact the Police. The drafted notice will be distributed to the Board. The office will discuss the notice with Chief Mullen. Mike Smith makes a motion to request the Madison Police speed sign. Ron Sandstrom seconds the motion. Discussion ensues on the office to handle coordinating use of the sign with the Police. Motion is called to a vote and the motion passed 3-0. Discussion on house numbers and the letter to be sent to the homeowner across from DPW II where the animals have scattered the trash is held. Lack of visible house numbers on three houses concurrently creating difficulty in identifying the property is outlined. The letter to clean the property with a picture will be prepared for next week.

3. Water System Planning

The PRV pit readings have been taken and the pits cleaned. The information has been distributed to the Board and Engineer Paul Fluet. Mike Smith makes a motion to have the office create an Excel spreadsheet for the PRV pits. Ron Sandstrom seconds the motion and the motion passed 3-0. The spare parts inventory has been received but is not yet put away. Ian Hayes states that the parts are on order for the chemical injection room. Ian Hayes adds that he has spoken to Tom Therrien of Electrical Installations (EII) on scheduling of the SCADA hook up. Mike Smith makes a motion to schedule Tom Therrien for an upcoming meeting. Ron Sandstrom seconds the motion. Discussion on establishing a contract with EII is held. Ian Hayes recommends that a review of anticipated hours be done to determine the contract hours needed. Motion is called to a vote and the motion passed 3-0. An item list for discussion with Tom Therrien will be distributed.
Engineer’s Paul Fluet and Nick Sceggell are contacted by phone. The priority of projects for the District water system is discussed. Discussion on additional use of Muddy Beach recently is held. Direction from Paul Fluet is requested. Paul Fluet outlines the design of the system with the DPW well as the primary source and Muddy Beach as the secondary source; expected to supply 15 to 20 percent. Based on DPW as the primary source, Jungfrau station is the critical path of water flow to the Reinach tanks. The reliability of the 10 HP pump that is currently the second pump at the Jungfrau station is unknown. The 20 HP primary pump is less than a year old; but should a failure occur the system would be in danger of not being able to supply the District under peak demands. Paul Fluet recommends replacement of the 10 HP pump at Jungfrau prior to replacing the booster pumps at Muddy Beach. Paul Fluet outlines that a variable frequency drive with soft start is needed when any pump is replaced. Three phase power is also required. Paul Fluet agrees that Well #2 at Muddy Beach should be investigated for repair/flushing as needed and that addition of well transducers is recommended. The specification for a well transducer is discussed. Paul Fluet states that if EII has a model they have used effectively, it would be Ok to go with that. Ron Sandstrom makes a motion to request EII send information on the model of well transducer they have used to Paul Fluet. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to proceed with the second 20 HP pump at Jungfrau to be funded from the Water System Capital Reserve Fund. Mike Smith seconds the motion. Mike Smith moves to amend the motion to include piping, flow meters and the VFD. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion passed 3-0.

A visit to the District by Paul Fluet and Nick Sceggell will be scheduled.

29 Grachen water hook up application is discussed. The psi numbers will be sent.

The curb stop valve replacement on Lucerne Drive will be postponed. Ian Hayes will advise the new date. Mike Smith makes a motion to have Ian Hayes schedule the valve work on Lucerne with the DPW. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

The drainage issue at 4 Little Loop is discussed. The draft letter to the homeowner is reviewed. Ron Sandstrom makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.

The picnic tables have been picked up and are in the DPW II garage for staining.

The total amount expended on the Oak Station booster pumps replacement project is reviewed. Mike Smith makes a motion to withdraw $10,000 from the Water Extension Fund and $15,000 from the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion. Discussion on options for funding is held. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to withdraw $25,000 from the Water System Capital Reserve Fund. Mike Smith seconds the motion and the motion passed 3-0.

A requested purchase order from the Asset Management Committee for tools needed for the curb stop valve location project is reviewed. Mike Smith makes a motion to approve the purchase order for the Asset Management Committee in the amount of $3,250. Ron Sandstrom seconds the motion. The specifications of the GPS model to be ordered are discussed. Mike Smith withdraws the motion for additional information. The help wanted ad for data collection persons is reviewed. Ron Sandstrom makes a motion to place the ad in the Conway Daily Sun and distribute to the available interns from UNH. Mike Smith seconds the motion and the motion passed 3-0. Dinah Reiss discusses the intention of the Asset Management Committee is to review prospective hires and make recommendations for the Commissioners to review.

The Asset Management Committee has voted unanimously to recommend that the Commissioners not pursue additional work from Thorne Surveyors. Larry Leonard speaks against stopping the process with Thorne Surveyors. Ron Sandstrom speaks in favor of following the Committee’s recommendations. Mike Smith makes a motion to put Thorne Surveyors on hold. Ron Sandstrom seconds the motion. Mike Smith moves to amend the motion that if Thorne does not produce the already requested work by June 29 for review, the order will be canceled. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion passed 3-0.

The purchase order for $7,500 for gravel has $2,150 remaining after today’s payment for gravel.

Mike Smith makes a motion to obtain estimates for the replacement pump at Jungfrau for next week. Ron Sandstrom seconds the motion and the motion passed 3-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 12 checks for a total of $20,193.63. 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
7. Commissioners Reports

Mike Smith discusses the work on the outhouses. He has spoken to contractor Norm Garside. Once the outhouses are completed, this building will be worked on next. A review of remaining funds will be done once the DPW is complete prior to working on the cabana.

Work on a property on Diessbach is discussed. A new driveway appears to have been created. Mike Smith makes a motion to send a letter to the homeowner to apply for a driveway permit. Larry Leonard seconds the motion and the motion passed 3-0. NH DES and the Town of Madison are reviewing the construction across the street at the wetlands.

The isolation valve project will resume with Scott Hayes in July.

Larry Leonard reports that a new rake has been purchased for the beach cleaners.

8. Signature Items

The State Revolving Loan Fund documentation is reviewed.
Mike Smith makes a motion to sign Forms 5, 4, and 3. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign Form 6. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the Executive Summary. Ron Sandstrom seconds the motion and the motion passed 3-0.

The denial for water hook up for 29 Grachen is reviewed. Mike Smith makes a motion to deny the hook up and have Nancy Cole add the psi numbers upon receipt from Engineer Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 3-0.

The draft Vendor Notice is reviewed. Mike Smith makes a motion to sign the vendor notice. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence
10. Scheduled Appearances

Ralph Lutjen discusses the work completed last week on the new garden being built in front of the office. The initial work has already improved the appearance. Ralph Lutjen outlines that Salyards in Conway has a mature green Japanese maple tree that is available. The tree would require the backhoe to be removed from the ground. Mike Smith makes a motion to approve the use of the backhoe to get the tree. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom adds that the area out front is improved and looks good. Larry Leonard questions the time that will be needed to get the tree and is informed approximately 2 hours. Kelly Robitaille states that he is alone this week and someone will be needed to drive a truck to bring the tree back. Part time employee Tony Eldridge will be asked if he is available. Ralph Lutjen states that he will arrange for the mulch and loam to be delivered to the front of the building. Volunteers are expected next weekend to spread the loam and mulch as well as plant the new shrubs. The total dollars expended by the Eidelweiss Property Owner’s Association (EPOA) and the District personnel time and equipment will be calculated upon completion of the project. Ralph Lutjen adds that a place for annuals may be added for additional color going forward.

Resident Kay Mastrolia discusses drainage at the property located at 37 Oak Ridge Road. This area was reviewed by the Board two years ago. Mike Smith makes a motion that the Commissioners review to see if the area should be included for review by Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 2-0. Larry Leonard had stepped away during this vote.
11. Other Business
12. Public Comments

At 11:15 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91A 3:II (e) Legal matters. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.
At 11:18 am Ron Sandstrom makes a motion to exit Non-Public Session. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0

Tom Therrien of Electrical Installation will be scheduled to appear at an upcoming meeting. Tom will send information to the office on the transducer for the Muddy Beach wells.

At 11:25 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91A-3:II (e) Legal matters. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to pay Integrated Water Systems $425 through the Deductive Change Order for the Jungfrau pump replacement project and mark the check “Final Payment”. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 11:35 am Mike Smith makes a motion to exit Non-Public Session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM060315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 3, 2015

The Board of Commissioners met at 8:00 am on Wednesday, June 3, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille and Bob Goddard (highway). The meeting was taped for Madison TV by Tim Hughes.
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At 8:05 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to add housekeeping before Commissioners Reports and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the air conditioning in the grader is not working. The Volvo technician is scheduled to do this repair this week. The weld on the pull behind roller has released and the roller cannot be used in current condition. Leasing or renting of a compacting roller is discussed. Chadwick-BaRoss has a machine that could be leased to own over a 7 year period for a total price of $75,000. MB Tractor rents compactors for $1,200 per month; $500 per week; or $150 per day. The need to compact roads after grading is discussed. Ron Sandstrom makes a motion to rent one from MB Tractor for one month. Mike Smith seconds the motion. Discussion ensues. Larry Leonard comments on the road plan and the need to see what roads are to be graded to determine if machine is needed. Ron Sandstrom agrees that the road plan and priority list needs to be worked on; however, not working effectively is not cost effective. Kelly Robitaille adds that ditching was done on Salins prior to grading of the road, adding time to that road while shifting other work as a result. Weather, ditching, response to washouts, time sensitive work such as rafts and picnic tables, etc. are all factors that will shift the work plan. Discussion on the continued use of part time employee Tony Eldridge for grader operations is held. Kelly Robitaille states that three persons for grading projects are effective and that the crew is still learning full operations of the machine. Motion is called to a vote and the motion passed 3-0. Kelly Robitaille states that the fittings for changing the backhoe bucket are still an issue. Volvo is working on this issue which is affecting the product line, not just Eidelweiss. The road plan will be updated for the next meeting. Discussion on crack sealing is held. The VDOE has not used this machine since the burn injury to an employee. Cold patch into potholes on paved roads is discussed. Asphalt shimming on larger paved areas that need repair is discussed. Mike Smith makes a motion to have the office pursue crack sealing vendors with pricing. Ron Sandstrom seconds the motion and the motion passed 3-0. Estimates for the road work approved at the Annual Meeting are expected. A meeting with Bob Wirling is scheduled. Mike Smith discusses establishing a plan for the DPW portion of the approved work. A work order will be issued for any of the Warrant Article work to be completed. DPW inventory list will be updated by the crew. Maintaining of the list going forward will be done. Drainage on Little Loop is discussed. The homeowner of 4 Little Loop requested to meet and discuss drainage near his property with Kelly Robitaille. Road water is washing out the driveway to this property. A culvert under the road with the outlet along the side of the driveway would correct the issue. One large tree next to the driveway would need to be removed. The homeowner has stated he is willing to remove the tree to allow the work to be done. Nancy Cole outlines the close proximity to the pond that this culvert outlet would have and the potential need for a permit from the Department of Environmental Services. Mike Smith makes a motion to have Paul Fluet review the drainage in this area. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to the homeowner will be prepared. The year to date budget is reviewed with the Highway personnel. Highway expenditures are currently at 46% of budget and we are currently 42% through the year. This is within expected variances given that certain line items are more heavily expended during the winter months; salt; sand; heat, etc. The road maintenance/gravel line item is discussed. Kelly Robitaille will check to see if line painting is needed this summer. The new truck is expected at Liberty International mid-August. Trimming of trees over roads is needed. Mike Smith discusses the level of the pond and the boards in the dam. Ron Sandstrom makes a motion to approve Mike Smith have direct contact with the office regarding the level of the pond for removal or addition of boards to the dam. Mike Smith seconds the motion and the motion passed 3-0. Discussion on the approval of creating a garden area in front of the office by the EPOA is held. Ron Sandstrom makes a motion to invite Ralph Lutjen to an upcoming meeting for discussion on the plans for the office garden. Mike Smith seconds the motion and the motion passed 3-0. Work that is being done at 23 Diessbach is discussed. A NH Department of Environmental Services permit for building of a boardwalk exists. The specifics of the permit are not known. There is not a Town of Madison building permit visible at the site, Code Enforcement will be checked with to see if a permit is needed.

3. Water System Planning

Ian Hayes, water operator, is expected at next week’s meeting. Chemical injection room work is progressing. Discussion on transducers is held. Larry Leonard outlines that the specification for the proposed transducers has been sent to Engineer Paul Fluet. No response has been received as of today. Approval from Paul Fluet for all equipment within the water system is outlined. Mike Smith states that the request was for the Engineer to specify the transducer, not the water operator. Proper use of the Engineer is discussed. Larry Leonard responds that this is not the Engineer’s expertise and that review of supplied information for approval is cost effective. Mike Smith outlines that Larry Leonard has traveled a solo path and that he has possibly incurred charges to the VDOE. Discussion continues. Ron Sandstrom recommends a note to all vendors that no costs are to be incurred from discussion with one commissioner. Discussion on acting as a Board is held. The role of the Board to manage the systems of the District as a team is outlined. Actions require votes of the Board to pursue. Mike Smith suggests limiting access to vendors by individual commissioners. The emails to Paul Fluet regarding Muddy Beach station are outlined and discussed. Larry Leonard’s initiation of these emails without inclusion of the remainder of the Board is discussed by Ron Sandstrom. Larry Leonard responds that it was discussed. Ron Sandstrom reiterates that a note to the vendors would help in situations going forward. Mike Smith makes a motion that when the Board of Commissioners contacts a vendor, the VDOE will pay the bill; if an individual contacts a vendor and incurs a charge; the individual will pay the bill. Ron Sandstrom seconds the motion. Discussion ensues. Emails from/to Paul Fluet and Larry Leonard are reviewed. Ron Sandstrom outlines that projects to be worked on and engineered are to come from the Board. Larry Leonard states Asset Management. Additional discussion on proper work flow is held. Mike Smith adds that Muddy Beach Well #2 has only run for 6 weeks since January; adding that he feels Paul Fluet is being misled. Review of an additional email from Larry Leonard to Paul Fluet is done. Ron Sandstrom discusses process and design of an unapproved project as an ineffective expenditure of time. Larry Leonard responds that he does not understand the issue. Ron Sandstrom outlines that all work is to be discussed and approved as a Board; not as one individual. This design for Muddy Beach has not been approved by the Board. Larry Leonard states asset management. Mike Smith adds that the project must be approved by the Board, not one Commissioner. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to send a notice to all vendors that no costs are to be incurred when work is not authorized by the Board. Mike Smith seconds the motion. Discussion on authorized work being sent from the office is held. Individual discussions with one Commissioner are not to incur charges. Mike Smith moves to amend the motion to include beginning today. Ron Sandstrom seconds the amendment. Larry Leonard states work being done is asset management. Nancy Cole informs the Board that the Asset Management Committee has not met and has not discussed pump replacement projects. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against this notice to vendors.

4. Administration

Ron Sandstrom outlines that a vote taken at the last meeting was not compliant with RSA 21-G:22. Ron Sandstrom adds that Larry Leonard should have abstained from the vote for compensation for individuals for work on Asset Management. Mike Smith makes a motion to rescind the vote for compensation on the isolation valve project. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining secondary to a conflict of interest. Discussion on establishing a meeting for the Asset Management Committee is held. Discussion is held on the Asset Management Committee making recommendations for the Board to consider on proceeding with the asset management project. Larry Leonard outlines his ideas on how to collect and update the information needed. Ron Sandstrom responds that he would like the Committee to have a meeting to review, discuss and create recommendations for the Board. Ron Sandstrom makes a motion to have the Board of Commissioners pre-approve all expenditures on asset management. Mike Smith seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining.

The total costs for the Oak Station pump replacement will be reviewed next Monday.

The next safety meeting is scheduled for June 24th.

The renewal for the Property and Liability Insurance for the District has been completed. All coverages and covered equipment are reviewed.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,492.41. 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 Water Usage fees collected to date are $161,878.00.

Accounts Payable

Mike Smith makes a motion to approve 22 checks for a total of $20,384.36. 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 5-11 are presented. 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 5-18 are presented. 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

Larry Leonard states that the cleaning of the pump houses has been completed. Larry Leonard distributes work orders he created for water system projects. Mike Smith states that the 10 HP pump at Jungfrau is not to be relied on and that the Board should discuss with Engineer Paul Fluet. Discussion on setting up a conference call with Paul Fluet next Monday is held. Mike Smith adds that he would like confirmation of the priorities for the District. Mike Smith makes a motion to set up a conference call with Engineers Paul Fluet and Nick Sceggell for Monday. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard presents a purchase order for purchase of a SCADA program called XL Reporter. This program will be reviewed prior to authorizing purchase.

8. Signature Items

A letter to the homeowners of 19 Oak Ridge outlining restoration of the cut out created by the DPW in 2012 is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work orders will be on hold for further review.

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

9. Correspondence

Pictures of damage done to the pavement on Blinden Drive at the construction site for #12 have been submitted by Mark Graffam. Mike Smith makes a motion to send a letter to Glenn Builders including the photo for repair of the area. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ralph Lutjen has sent information on the building of a garden area in front of the office. Mr. Lutjen will be invited to attend an upcoming meeting to discuss the work with the Board.

The Loon Society has sent information on a new field Biologist who will be working with them this summer.

Nicole Linton has contacted the office with an offer to replace the basketball hoop and net that is broken at Eidelweiss Beach. The Linton’s will be asked to donate the item and the VDOE DPW will install.

10. Scheduled Appearances
11. Other Business

The Capital Reserve Fund articles approved at the Annual Meeting are being worked on.

NH Retirement System has sent a reminder of the rate increase that goes into effect July 1.

12. Public Comments

At 10:35 am Mike Smith makes a motion to take a 10 minute break. Ron Sandstrom seconds the motion and the motion passed 3-0.

Meeting resumes at 10:45 am.

At 10:55 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
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM060815.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 8, 2015

The Board of Commissioners met at 8:00 am on Monday, June 8, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Ian Hayes (water operator) and residents Ralph Lutjen and Ed Foley. The meeting was taped for Madison TV by Tim Hughes.

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

Mike Smith makes a motion to hear scheduled appearances first and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that work is being done on Huttwil. Ditching and graveling are being done. The speed bumps will be put in this week. The air conditioning in the road grader was repaired by Volvo last week. Discussion is held on the drainage basin at the back of the Huttwil parking lot that is being filled in. Ron Sandstrom questions the ability to be able to identify these items without documentation available on what was there. Ron Sandstrom makes a motion to have the office check for information on the placement of this drainage basin. Mike Smith seconds the motion. Discussion on locating historical information is held. Motion is called to a vote and the motion failed 1-2 with Mike Smith and Larry Leonard against stating to wait and see if needed and review then. Ron Sandstrom has distributed an updated road document. Discussion is held on compiling the information. A form for Kelly Robitaille to report work completed will be created by Ron Sandstrom. Discussion is held on inclusion of planned work within the information to be turned in. The document will be worked updated. Discussion on drainage at the entrance to Little Shore is held. The approved Warrant Article is discussed. Any work to be done in this area will have a work order created. Kelly Robitaille reports that some cold patching was done last week. Prices for sand are being looked at. Trash behind the playground will be picked up. Trash at the Chocorua pump house was picked up last week. Mike Smith makes a motion to send a letter to the homeowner across from DPW II regarding cleaning up the trash on the property. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to include a picture that Kelly Robitaille and bring to the office. Ron Sandstrom seconds the motion and the motion passed 3-0. Construction on Diessbach Drive is discussed. Ron Sandstrom has taken a picture that will be sent to NH Department of Environmental Services. Kelly Robitaille will check on the reported existence of a new driveway to the house across the street.

3. Water System Planning

Ian Hayes reports that he has completed the price list for the parts needed to rebuild the platform over the Sodium Bicarbonate tank. Cost is $200 and 4 hours of labor. Mike Smith makes a motion to approve $200 for parts for the Sodium Bicarbonate tank set up. Ron Sandstrom seconds the motion and the motion passed 3-0. The chemical injection room will be fully on line upon completion of this work. Ron Sandstrom outlines defining work and the ability to control costs. Discussion on structured budgets for all aspects of planned work is held. Ron Sandstrom makes a motion to include not exceeding totals on all future work orders. Mike Smith seconds the motion and the motion passed 3-0. Completing work in a timely basis is discussed. Change of scope during a project and the increases in time to complete that can result is discussed. Mike Smith makes a motion to have Ian Hayes complete the chemical injection room work by June 29. Ron Sandstrom seconds the motion and the motion passed 3-0. The pressure readings from the PRV pits have been turned in and will be sent to Engineer Paul Fluet. A discussion with Paul Fluet is scheduled for next week’s meeting. Ian Hayes will attend. Spare parts inventory has been received. The metal detector is discussed. Approximately $700 would be the cost for replacement. Mike Smith makes a motion to approve ordering of a replacement metal detector not to exceed $1,000. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Nancy Cole request Paul Fluet have a specification for a recommended transducer for the Muddy Beach Wells for next week. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion turns to the needed work on Muddy Beach Well #2 and warranty for the pump as it is less than a year old. Should the work be covered under warranty, would that coverage include the labor to pull the pump? Ian Hayes states that the issue does not appear to be the pump; sediment in the well blocking the inlet is the most probable cause. Flushing of the well is estimated to cost $2,000; labor to pull the pump is estimated at $1,200 and time allotment for Ian Hayes is estimated at $400. Mike Smith makes a motion to approve the work for Muddy Beach Well #2 at a cost not to exceed $3,600. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to obtain a cost estimate from Electrical Installations (EII) for addition of a well transducer to the SCADA system. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to obtain pricing for replacement booster pumps and control panels at Muddy Beach station. Ron Sandstrom seconds the motion. Discussion ensues on the order of projects. Motion is called to a vote and the motion failed 1-2 with Mike Smith and Ron Sandstrom stating this should wait until discussed with Engineer Paul Fluet next week. The water system and DPW well as the primary source for the system is discussed. Jungfrau station as the critical path for ability to supply water is discussed. Discussion is held on the need for input from Tom Therrien of EII on radio and antenna needs is discussed. Estimates are also needed. The chemical injection room is discussed. Mike Smith makes a motion to approve $400 for running of conduit from the Sodium Bicarbonate tank in the chemical injection room. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain and estimate from EII for completing the work in the chemical injection room. Ron Sandstrom seconds the motion and the motion passed 3-0. A railing for the unused chemical pit in the chemical injection room is to be quoted. The option of placing a platform over the open pit is discussed. Mike Smith makes a motion to have the office contact the Madison Fire Department for requirements for fire rating of a platform. Ron Sandstrom seconds the motion and the motion passed 3-0. The creation of a bid specification for the tank inspection and lining project is discussed. Nancy Cole will work with Larry Leonard on this. Discussion is held on a project manager for this project. Mike Smith makes a motion to have the office work on obtaining available persons and pricing. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against stating it is premature to do this at this time. The program XL reporter that is available for the SCADA system to compile report information automatically is discussed. The program will be reviewed for possible purchase this fall. Oak Station is discussed. Mike Smith makes a motion to request the as built information from Ian Hayes. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

A safety meeting is scheduled for June 24.

Drainage at 4 Little Loop is discussed. Mike Smith makes a motion to have Paul Fluet review the drainage in this area. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Paul Fluet review the intersections at Interlaken and Diessbach; Little Shore and Eidelweiss; and Geneva Hill on Middle Shore. Ron Sandstrom seconds the motion. Larry Leonard discusses inclusion of updating the hydraulic model for the water system. Mike Smith moves to amend the motion to include this update. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion passed 3-0.

Three (3) picnic tables are expected to be available for pick up by the DPW this week.

Asset Management Grant tasks are in progress. Discussion on use of interns or students for hire on the data collection portion of the curb stop valve location project. Larry Leonard makes a motion to advertise for the position. Ron Sandstrom seconds the motion and the motion passed 3-0. Nancy Cole and Dinah Reiss will work on creation of the ad. Work on compiling available data and linking the information to the property map and lot numbers is being done. Ron Sandstrom makes a motion to give access to the database of valve locations to the asset management committee members. Mike Smith seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to copy the isolation book. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom will work on this.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,918.60. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

The daily water usage for May has been distributed.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 1 check for $835.64. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Mike Smith makes a motion to have the Asset Management Committee approve unanimously for any funds for an individual and submit the vote to the Commissioners. Larry Leonard seconds the motion. Discussion is held on pre-approval for an individual to be paid. Mike Smith moves to amend the motion to be a pre-approval. Ron Sandstrom seconds the motion to amend and the motion passed 3-0. Mike Smith makes a motion to establish the wage for asset management work at $12 per hour. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against the hourly rate.

Mike Smith reports that work on the outhouses at the beaches is progressing. Costs for repairs to this building may need additional review as the building has deteriorated since the original estimate was completed.

Mike Smith makes a motion to allocate $50,000 to offset taxes in August. Ron Sandstrom seconds the motion. Discussion ensues on cash flow and the Unassigned Fund Balance. Motion is tabled for a later date.

Ron Sandstrom makes a motion to move the weekly Commissioners meeting to Friday mornings at 9 am for July and August. Mike Smith seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to have Nancy Cole obtain pricing for vehicle tracking systems as time allows. Mike Smith seconds the motion. Discussion on the safety reasons for implementing this type of system is held. Motion is called to a vote and the motion passed 3-0.

8. Signature Items

A time off request is presented. Mike Smith makes a motion to approve the requested time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

NH Department of Environmental Services has sent the approval of the Asset Management Grant application. The signed documentation from the State will be sent.

David Maudsley has sent a picture of trash outside the Chocorua pump house, reporting it has been there for 10 days. The DPW was informed of the trash upon receipt of the information by the office and has cleaned up the area.

Clerk Jay Buckley has sent information on pending rate changes for Eversource.

Mark Graffam has sent information and a picture regarding established drainage in the Huttwil parking lot that is being filled in by the DPW. Discussion on awareness of drainage locations within the District and lack of documentation on the drainage is held.

The NH Municipal Association has sent the Legislative Bulletin.

10. Scheduled Appearances

Ralph Lutjen outlines the plan for creation of a garden in front of the office. The major work would be placement of the landscape timbers for the walkway. The Eidelweiss Property Owner’s Association (EPOA) would reimburse the District for the cost of the timbers. The walkway would be filled with gravel. Ralph Lutjen outlines that the EPOA volunteers would not be able to place the gravel, the DPW will be requested to perform that function if approved. The mulch that was picked up at the Madison Transfer Station is reported to have pine cones, sticks and debris mixed in. Ralph Lutjen will check the mulch prior to placing. Larry Leonard states that mulch can be purchased for $15 per ton. The DPW will also be asked to remove a taxus that is obstructing the view onto Rte 113 at the entrance garden. Kelly Robitaille requests that Ralph Lutjen be present for guidance if the DPW is to place the landscape timbers. This will be arranged. Snow plowing and the effects this garden may have on where the DPW puts snow in front of the building is discussed. Snow will need to be plowed to the other side of the access road. Placing of gravel in the walkway is discussed. Kelly Robitaille reports that the VDOE has gravel available that could be used. Ralph Lutjen outlines that the entire project for the DPW portion could be completed in one and ½ days. Mike Smith makes a motion to have Kelly Robitaille work with Ralph Lutjen on creation of the office garden up to 12 hours. Ron Sandstrom seconds the motion. Larry Leonard discusses addition of color to the garden at the entrance. Ralph Lutjen outlines that the garden was planted last summer; the first year is the hardest as some of the plants may not have survived the first winter. Some annuals could be added going forward. Motion is called to a vote and the motion passed 3-0.

Ed Foley discusses his application for water hook up at 29 Grachen Drive. Mr. Foley is informed that all additional information requested by the Engineer has been sent. No official pressure reading from the Engineer has yet been received. Original report is that the pressure will not be adequate to meet the requirements for hook up. Mr. Foley requests a refund of the application fee. Mike Smith makes a motion to refund $8,000 to Ed Foley. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business
12. Public Comments

At 11:30 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
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