[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/12/CM121514.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
December 15, 2014

The Board of Commissioners met at 8:00 am on Monday, December 15, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (Highway) and Ian Hayes (water operator). The meeting was taped for Madison TV by Carol Dandeneau.
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At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to add a Non-Public Session and approve the agenda as modified. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

The welding on the Top Kick wing plow frame was completed last week. The front plow frame welding will be done this week. Springs on the front plow are worn and need to be worked on. A replacement blade would cost approximately $1,400. To replace the springs only the cost estimate is $1,000. Kelly Robitaille states that the blade will be taken off the truck and checked. All other equipment is reported to be in good condition. The garage door to Bay #3 needs to be repaired. Mike Smith makes a motion to hire the first company who can schedule repairs. Larry Leonard seconds the motion. Discussion ensues on allocation of a dollar amount. Motion is called to a vote and the motion passed 3-0. Kelly Robitaille reports that roads have been pushed back. Salt and sand stock is discussed. A purchase order for a load of salt is presented. Mike Smith makes a motion to approve the purchase order for up to $2,000 for a load of salt. Ron Sandstrom seconds the motion and the motion passed 3-0. Gravel dollars for the 2015 budget are discussed. Ability to place gravel while grading roads as needed is outlined. A quote is expected for the rear wiper install and defroster installation for the road grader. Proposal of a truck for the 2015 Warrant is outlined and discussed. A second F-550 and an International TerraStar are being quoted. Funding options, including a 5 year lease, are being looked into. The ad for additional part time snow plow operators will be run again in the Conway Daily Sun.

3. Water System Planning

Mike Smith makes a motion to share the budgets with Ian Hayes on a monthly basis. Ron Sandstrom seconds the motion and the motion passed 3-0. Oak Station is discussed. Ian Hayes outlines that the new vertical pumps will stand taller than the current horizontal pumps that are planned to be replaced. The access panels the electrical and SCADA will be difficult to access in their current location as they will be blocked by the new pumps. Moving the panels to a higher point in the building prior to replacing the pumps will be needed. Once the new pumps are installed, a platform will need to be built that will allow access to the new panel location. Quotes are expected this week.

The Summit station pump has had the seals and stack replaced but still has a small drip. Ian Hayes outlines that he has discussed this with the representatives from Maltz Pumps and also with a representative from Grundfos, the pump manufacturer. The current information on the performance for this pump states that a small drip is acceptable. An optional seal kit is available if the Board would like an additional attempt made to stop the drip. The drip is not damaging to the mechanical operation of the pump. Discussion is held on leaving the pump alone for now and reviewing again should the drip get worse.

The leveling of the Jungfrau pump is discussed. Ian Hayes states that there is a leak at a gate valve coming into the station that is allowing water passed. This gate valve should be repaired. Mike smith makes a motion to have Ian Hayes supply a quote for parts needed to repair the valve and for a replacement valve for comparison. Ron Sandstrom seconds the motion and the motion passed 3-0. A chain fall system will be installed above the pump prior to attempting to move the pump for leveling. Norm Garside of Garside Construction is expected to build the chain fall system this week.

The broken valve cap on West Bergamo at Visp Rd is discussed. Ian Hayes states that the repair of this valve is a high priority. The VDOE road crew and backhoe can be used to dig the pipe for the repairs to be completed. The new valve cap will be left 6 inches below grade for protection. Mike Smith makes a motion to produce a work order for repair of the gate valve cap. Ron Sandstrom seconds the motion and the motion passed 3-0.

Bleeders are discussed. All bleeders have been turned on with the exception of the one on Altdorf. This bleeder will need to be excavated for repair. Mike Smith makes a motion to produce a work order using the VDOE backhoe for the repair. Larry Leonard seconds the motion and the motion passed 3-0.

Ian Hayes outlines the preference to use a contractor comfortable with digging water mains on any excavation to a main and using the VDOE crew primarily for excavation for valve repairs.

The bleeder installed last year at 15 Presidential View is discussed. The location of this bleeder will keep the VDOE water main which services the house service line from freezing. The need to maintain this bleeder will be reviewed and the bleeder may be removed in the spring.

The relay box in the chemical injection room needs to be reviewed. Ian Hayes recommends that Tom Therrien of Electrical Installations (SCADA programmer) check the controls within the box for proper functioning. A schematic of what each relay is controlling has not been located, so each relay will need to be tested and checked. The chemical injection is not functioning properly for unknown reasons. Diagnosis beginning with the controls to verify proper functioning prior to checking into a possible mechanical failure is the recommended route. Ron Sandstrom questions if the chemical injection system should be the highest priority. Ian Hayes responds that the Sodium Hydroxide system can be unplugged to remove any risk of a harmful amount of the chemical in the water system. Discussion on the chemicals being used and possible alteration of the chemicals going forward is held. Ron Sandstrom makes a motion to have Tom Therrien of Electrical Installation review the chemical injection controls and to take the Sodium Hydroxide off line until the review is complete. Mike Smith seconds the motion and the motion passed 3-0.

The exterior lights at the pump houses will be looked at for replacement with motion sensor lights. Ron Sandstrom makes a motion to obtain a quote for purchase and installation of motion sensor lights at all pump houses. Mike Smith seconds the motion and the motion passed 3-0.

The heater at Jungfrau is not working and needs to be checked.

A pH test kit will be picked up by Ian Hayes and kept at the Jungfrau pump station.

Reinach station is discussed. The sump pump is not working properly. The pit in which the sump pump sits needs to be expanded and a slide control is needed to replace the current float control. Mike Smith makes a motion to have Ian Hayes supply a quote for the suggested modifications to the sump pump and pit. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to replace the float control with the slide control now. Larry Leonard seconds the motion and the motion passed 2-1 with Mike Smith against replacing the control without altering the pit.

Inventory is discussed. Ian Hayes will produce a list of items that should be in stock for review.

Pumping of the PRV pits within the District is discussed. This work will be completed in the spring. A work order will be produced.

The meter measuring output of Muddy Beach Well #2 is not working. This will be repaired. The repair for the valve at the Jungfrau station was authorized previously.

4. Administration

Beach signs are discussed. Mike Smith makes a motion to get the cost estimate completed this week. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining, stating that this is already on the action list.

Shoveling of pump houses following winter storms is discussed. Norm Garside has stated that he will be available should the Board want him to continue with the shoveling. Mike Smith makes a motion to contract Norm Garside to shovel the pump houses at a rate of $30 per hour. Ron Sandstrom seconds the motion and the motion passed 3-0.

A safety meeting will be scheduled for January 14th at 12:30 pm.

The small tree marked for removal next to the Muddy Beach water station will be removed. If the large pine on the adjourning property is to be removed, the Board will need to initiate additional contact with the homeowner for permission. Mike Smith makes a motion to proceed with removal of as many of the marked trees around the pump houses as possible this year. Ron Sandstrom seconds the motion and the motion passed 3-0.

Preparation of the 2015 budgets and Warrant is discussed. Discussion is held on focusing the meeting next week on the budgets and Warrant to be proposed for 2015. The agenda for next week will show Budgets and Warrant discussion beginning at 9 am.

5. Accounts Payable

15 checks for a total of $18,484.73 are presented. Mike Smith makes a motion to approve 15 checks for a total of $18,484.73. 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 11/24 are reviewed. Ron Sandstrom makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

The minutes of 12/1 are reviewed. Ron Sandstrom makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining as he was not present for that meeting.

The minutes of 12/8 are reviewed. Ron Sandstrom makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom makes a motion to send a post card to homeowners outlining the upcoming Public Hearings, Annual Meeting, website information and water bill timing for 2015. Mike Smith seconds the motion. Discussion ensues on including Asset Management on the postcard. Motion is called to a vote and the motion passed 3-0.

8. Signature Items

A letter for depositing the $16,000 into the Water System Capital Reserve Fund from the Water Usage Account is presented. Mike Smith makes a motion to sign the letter for the deposit. Ron Sandstrom seconds the motion and the motion passed 3-0.

An agreement from Granite State Analytical for water testing services for 2015 is presented. Mike Smith makes a motion to sign the agreement to have Granite State Analytical perform the water system compliance testing for 2015. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

The insurance rates for the property and liability insurance for 2015 and 2016 have been received. Actual costs to be incurred have been incorporated into the initial draft of the 2015 proposed budgets. The experience modification factor, which is based on claims history, is the reason for the 2015 rate increase.

The NH Municipal Association has announced that the date for the 2015 Moderator’s workshop is February 21, 2015. This work shop information has been sent to Moderator Bob Ingram. He will be enrolled should he choose to attend.

The Carroll County Attorney’s office has sent notice that Fred Gurley will be appearing on March 31, 2015 and is anticipated to plead guilty to felony theft charges. The District is the victim in this case.

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

At 10:25 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters. Larry Leonard 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 seal the minutes of the Non-Public Session. 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.

At 1:28 pm Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/12/CM120814.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
December 8, 2014

The Board of Commissioners met at 8:00 am on Monday, December 8, 2014. In attendance were Commissioners Ron Sandstrom and Larry Leonard with Commissioner Mike Smith participating via phone. Also in attendance were Kelly Robitaille (Highway), Bob Goddard (Highway) and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Noreen Downs.
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At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Larry Leonard makes a motion to approve the agenda. 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.

The Action list is reviewed and discussed.

2. Highway Department Report

A winter storm occurred over the weekend. Roads were salted and sanded as needed. The Top Kick and the F-550 were used. The International was outside overnight and was not used as the sand in the sander was frozen. The International is now inside to thaw the sand. The Top Kick wing plow needs a weld to be done. Alan Valladares will be asked to weld the plate needed to support the wing plow. The salt delivery was received Friday afternoon. Supplies are in good shape. The tax payer sand pile at DPW II has been established and will be marked. Lease numbers for an F-550 and an International TeraStar will be requested for review and consideration for the 2015 Warrant.
A purchase order for a battery charger, not to exceed $230 is presented. Ron Sandstrom makes a motion to approve the purchase order for a new battery charger not to exceed $230. Larry Leonard 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.
Kelly Robitaille informs the Board that private driveway plow persons are pushing snow into and across the roads. Addresses will be collected for correspondence to the homeowners.
Ron Sandstrom makes a motion to approve a purchase order for $750 for repairs to the International. Larry Leonard 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.
Ron Sandstrom makes a motion to approve a purchase order for up to $400 for welding repairs to the Top Kick plow frames. Larry Leonard 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. Discussion ensues on repairs to the Top Kick. The cost for replacing the section of plow frame is estimated at over $900.

3. Water System Planning

Water operator Ian Hayes will be in attendance at next week’s meeting. The valve that was exposed on West Bergamo at Visp Rd was protected as well as it could be for the weekend storms. The pump replacement project at Oak Station is discussed. The electrician will be needed to move the panels from their current location to a point higher within the building. A quote will be needed prior to authorization of the work. The water system walk through was completed. The chemical injection room control panel will need to be worked on.

4. Administration

The door to bay #3 downstairs in the garage is broken and needs to be repaired. A follow up call will be made to Always Accurate Garage Doors for scheduling.

The homeowner of 132 Eidelweiss Drive has given verbal permission to remove the small tree that has been marked. This will be done.

Ron Sandstrom makes a motion to encumber $18,884 from the 2014 Asset Management Warrant Article #9. Larry Leonard seconds the motion. Discussion on funding needs for 2015 and for Asset Management going forward is held. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

The VDOE Auditor was in last Thursday for the initial check on the finances for 2014 in preparation of completing the audit. The 2013 Management Discussion and Analysis (MD&A) will be sent to the Board for review and preparation of the 2014 MD&A.

The 2015 proposed budgets will be reviewed. Ron Sandstrom states that he shared his original estimates for the 2015 budget with Ralph Lutjen for any input he may have for the Board to consider. Mike Smith states that he would like to schedule a workshop for discussion on establishing the 2015 proposed budgets and Warrant. Discussion will be scheduled for 12/15 with a workshop to be scheduled after that meeting if needed.

Oak Ridge Rd engineering redesign and estimate for construction has been ordered from Paul Fluet Associates. Mike Smith discusses replacing the water lines during phase III while the pavement is removed.

Projects for the water system to be included on the 2015 Warrant are discussed.

Mike Smith makes a motion to move forward with the alternative energy supply contract for a 20 month period beginning March of 2015. Larry Leonard seconds the motion. Discussion is held on review of the contract by Attorney Crean prior to signing. Mike Smith moves to amend the motion to sign the contract pending legal approval. Larry Leonard seconds the amendment. Motion, as amended, called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

The payroll report is presented. Larry Leonard makes a motion to approve payroll in the amount of $9,760.50. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

November daily water usage numbers have been distributed. Larry Leonard comments on the usage numbers being lower than previous months.

5. Accounts Payable

15 checks totaling $3,864.20 are presented. Ron Sandstrom makes a motion to approve 15 checks for a total of $3,864.20. Mike Smith seconds the motion. Checks and invoices are reviewed and discussed. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Mike Smith discusses shoveling of the pump houses. Nancy Cole states that as she was aware there was not a contract in place, she shoveled the pump house entrances following the Thanksgiving storm. Discussion is held on the DPW personnel handling the shoveling after the storm and the Board is reminded that the Snow Plow Policy includes shoveling the pump houses. The request for bids for shoveling the pump houses following a snow fall of 2 inches or more will be posted on the website.

8. Signature Items
9. Correspondence

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

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

Tici Lutjen of St Moritz Drive has sent an email about parking at the Huttwil parking lot. Mrs. Lutjen advises against continued allowance of the 18 wheel truck and boat trailer that are in the lot. Larry Leonard advises that the boat trailer has been removed.

10. Scheduled Appearances
11. Other Business

NH Department of Environmental Services has sent notification of permits issued to build a boardwalk across the wetlands located at 23 Diessbach Drive. Madison Code Enforcement has been sent the information and will check for the need for a Town of Madison Building Permit for this project to proceed.

Health Trust has sent information on the 2015 reimbursements of paid premiums to member groups per the settlement agreement with the State of NH. Health Trust is giving an option to employer groups to receive the reimbursement either as a contribution holiday or a check. It is outlined that a Contribution Holiday means that the District will not pay health insurance premiums for a month and that receipt of a check is shown as general income. Ron Sandstrom makes a motion to take the Contribution Holiday. Larry Leonard 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.

The water valve on West Bergamo at Visp Rd has been protected as much as possible. Pictures of the open valve sleeve were received from Mark Graffam. Ron Sandstrom states that input from the residents for protection of District property is welcome and encouraged.

12. Public Comments

Dinah Reiss discusses moving $16,000 from the water usage account to the Water System Capital Reserve Fund. Per NH RSA 38:28 the Commissioners may vote to move funds collected through user fees above the appropriated amount may be moved by vote of the Board to a Capital Reserve Fund established for the same purpose; in this case, the water system. Ron Sandstrom makes a motion to move $16,000 from the Water Usage Account to the Water System Capital Reserve Fund. Larry Leonard 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.

Dinah Reiss discusses obtaining rate information from a Municipal lender for the proposed lease of a vehicle.

At 8:14 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters. Larry Leonard 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.

At 8:21 am Ron Sandstrom makes a motion to exit Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters and resume the Public meeting. Larry Leonard 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.

At 9:49 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters. Larry Leonard 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 seal the minutes of the Non-Public Session. 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.

At 10:16 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/12/CM120114.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
December 1, 2014

The Board of Commissioners met at 8:00 am on Monday, December 1, 2014. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also in attendance were Kelly Robitaille and Bob Goddard (Highway). The meeting was taped for Madison TV by Noreen Downs.
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At 8:05 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Larry Leonard makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Ron Sandstrom outlines reports on the internet throughout the weekend. Bob Goddard discusses the breakdowns of equipment and difficulties with the storm last week. The Top Kick would not start. The battery charger in the shop was not effective as it is undersized. Mike Parsons was contacted and a battery charger was borrowed. The battery tray was unknowingly left open when the Top Kick left the shop and was damaged, putting the Top Kick out of service for the storm. The grader was outfitted during the storm as the plow was not yet on for the winter. The crew fell behind with the heavy snow fall rate and the equipment issues. The International went off the road on Little Loop and could not be pulled free. Bryant’s towing was called to get the truck out. Significant damage to the road occurred. The International was used for the remainder of the storm once it was pulled out of the ditch. The F-550 handled well. The Top Kick battery tray will need to be evaluated. Storm clean up was slower than anticipated, but all roads were cleaned up by Thursday afternoon. The grader handled exceptionally well and cleared the majority of the roads. No problems were incurred with the grader on the Oak Ridge Rd S-turn or on the highest point of Aspen Dr. The Top Kick also was noted to have a flat tire. It is unknown when/how this occurred. Chains for the International will be repaired as a cross link broke. The sand stock is stated to be sufficient. A salt delivery is expected this week.

3. Water System Planning

Oak Station was reviewed last week by Commissioner Larry Leonard, water operator Ian Hayes and SCADA programmer Tom Therrien. A platform will need to be built so that the electrical boxes can be moved to a higher location within the station. The new pumps are vertical pumps which stand much taller than the currently installed horizontal pumps. The new pumps will block access to the electrical boxes in their current location, requiring the move to a higher location within the station.

4. Administration

A safety meeting will be scheduled for December.

The Driveway Ordinance proposed revisions will be put on the website with the announcement of the Public Hearing scheduled at the Town Hall meeting room January 23, 2015 at 6 pm.

Updated budgets will be prepared for next week.

Review of the proposals for purchase of electricity from a third party vendor shows that the 20 month agreement beginning March of 2015 will give the VDOE the largest savings.

5. Accounts Payable

13 checks are presented. Ron Sandstrom makes a motion to approve 13 checks for a total of $24,392.95. Larry Leonard seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes
7. Commissioners Reports

Larry Leonard will work with Nancy Cole on obtaining a quote for the building of the platform for Oak pump house.

Larry Leonard makes a motion to approve up to $100 for purchase of meters for Jungfrau pump house. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

The renewal documentation for the medical insurance through Health Trust is presented. A 0.3% reduction in rates will take effect January 1, 2015. Ron Sandstrom makes a motion to sign the renewal for medical insurance for 2015. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

Suzanne Malkasian of 19 Oak Ridge Rd has sent correspondence requesting the status of the closure of the cut out reported to be created by the DPW in 2012. Discussion on permission being granted to enter the property to perform this work is held. A formal approval will be requested.

10. Scheduled Appearances
11. Other Business

Nancy Cole reports that she has been working with a property owner for issuance of a driveway permit Class VI Dorfli Rd. The property owner has been informed that driveway inspections are not done under snow cover. The property owner has requested that an inspection be ordered should the snow melt at some time prior to the spring thaw. Information will be kept on file until snow melt occurs.

Voice mails were left over the weekend at the suggestion of Clerk Jay Buckley for compilation of a road status for the Commissioners. As the office was closed Thursday and Friday for the Thanksgiving holiday, the information has not been compiled.

12. Public Comments

At 8:54 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0.

Motions and votes of non-public session:

Ron Sandstrom makes a motion to seal the minutes of the Non-Public session. Larry Leonard seconds the motion and the motion passed 2-0.

At 10:05 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/12/CM112414.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
November 24, 2014

The Board of Commissioners met at 10:00 am on Monday, November 24, 2014. In attendance were Commissioners Ron Sandstrom and Larry Leonard with Commissioner Mike Smith participating via phone. Also in attendance were Treasurer Dinah Reiss and Clerk Jay Buckley. Bob Goddard (Highway) was called in to the meeting in progress. The meeting was taped for Madison TV by Tim Hughes.
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At 10:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to approve the agenda. Ron Sandstrom seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Ron Sandstrom makes a motion to call Bob Goddard of the Highway Department to the meeting. Larry Leonard 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. Bob Goddard is contacted and joins the meeting.

Part time snow plow operators are discussed. Ron Sandstrom makes a motion to run the ad for additional part time snow plow operators. Larry Leonard 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.

Discussion is held on the predicted storm for Wednesday. Plow operations are reviewed and discussed. The emergency contact list will be updated for distribution before Wednesday. Bob Goddard states that the sanders are ready for winter. The International is at Albany Service Center and will be picked up. Supplies are discussed for salt and sand. Bob Goddard reports that salt is low. Mike Smith makes a motion to approve a load of salt not to exceed $2,000. Ron Sandstrom seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0. The Top Kick has been running good. One full board has been removed from the dam for establishing the winter water level.

3. Water System Planning

The Oak pump replacement project will be scheduled for mid-December. Muddy Beach Well #2 tested clean on the bacteria re-test and can be put back on line. Mike Smith makes a motion to put Muddy Beach Well #2 on line. Larry Leonard 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. A quote for the chain fall system needed at Jungfrau station has been requested. The water system walk through with Ian Hayes (water operator) and Tom Therrien (SCADA) is scheduled for Wednesday at 9 am.

4. Administration

A safety meeting will be held at 8 am on December 3.

Scheduling repair for the overhead doors is being worked on.

First Aid kits have been received for the pump houses and given to Ian Hayes for placement.

Correspondence will be sent to the homeowner next to Muddy Beach for removal of a small tree.

The draft for the proposed revisions of the Driveway Ordinance is discussed. Ron Sandstrom makes a motion to post the draft on the website. 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. Ron Sandstrom makes a motion to schedule the Public Hearing for the Driveway Ordinance one hour prior to the budget hearing on January 23, 2015. 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.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,628.50. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

The October daily water usage report has been distributed.

5. Accounts Payable

23 checks for $22,414.01 are presented. Mike Smith makes a motion to approve 23 checks for a total of $22,414.01. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

6. Minutes

The minutes of November 10 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. 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.

7. Commissioners Reports

Ron Sandstrom discusses budget projections for 2015 and establishment of the Warrant. Numbers for budgets and the total Warrant impact on the tax rate is discussed. Discussion on funding for articles and possible options available for lease of a vehicle in lieu of purchase is held. Increasing the gravel funding within the budget is proposed and discussed. The Unassigned Fund Balance and the cost of doing business within the District is discussed. Ron Sandstrom outlines the goal of completing projects while continuing with overall control of the tax impact and water fee impact.

8. Signature Items

A purchase order for Mobile Mike’s to complete repairs to the International sander not to exceed $320 is presented. Ron Sandstrom makes a motion to approve the repairs to the International sander by Mobile Mike’s and sign the purchase order. 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.

A work order to remove a board from the dam is presented. Ron Sandstrom makes a motion to approve the work order and remove the first full board from the dam. 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.

A work order for winterization of the Lodge is presented. Ron Sandstrom makes a motion to approve the work order for winterization of the Lodge. 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.

9. Correspondence
10. Scheduled Appearances
11. Other Business

A proposal for alternative energy supply has been received. Larry Leonard will review the information and make a recommendation on which of the options would best serve the District’s needs with the most savings.

12. Public Comments

Jay Buckley discusses use of the information on a report of the District’s roads completed by Ned Connell and recommends that Mr. Connell be contacted to see if he has additional information beyond what was located in the file. Ron Sandstrom makes a motion to have the office contact Ned Connell for any data he may have on the District’s roads. 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.

Dinah Reiss informs the Board that a culvert on Geneva Place was blocked following the excavation of the water main. The DPW will be asked to check on this. Dinah Reiss adds that the curb stop valve for #3 Middle Shore was damaged during this same excavation.

At 12:10 pm Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters. Larry Leonard 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 seal the minutes of the Non-Public Session. Larry Leonard 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.

At 12:35 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 vote 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/2014/12/CM111014.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
November 10, 2014

The Board of Commissioners met at 8:00 am on Monday, November 10, 2014. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Commissioner Mike Smith attended telephonically. Also in attendance were Kelly Robitaille (Highway) and Ian Hayes (water operator). The meeting was taped for Madison TV by Tim Hughes. The meeting was reconvened on Thursday November 13, 2014 at 9:00 am. Engineer Nick Sceggell of Fluet Engineering Associates, a division of Dubois and King joins the meeting telephonically.
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At 8:04 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that Albany Service Center has tracked the electrical fault with the Top Kick. Total cost will be under the $2,000 approved for this repair. The truck will be picked up this week. The sanders for the 550 and the Top Kick are ready for winter use. The International sander will be worked on. The ad for part time snow plow operators ran this past weekend; 2 calls for inquiry have been received. Leaf blowing was done on roads last week. The chains for the equipment for winter use are expected. Sand has been picked up at High Street Sand & Gravel as previously approved. Garage doors are being checked by Always Accurate Garage Doors. A quote for repair of the doors is expected. Part time employee and grader operator Tony Eldridge will be in this afternoon for additional road grading.

11/13: Kelly Robitaille requests a purchase order for rental of a stump grinder at a cost of $250. Ron Sandstrom makes a motion to approve up to $300 for rental of a stump grinder. Larry Leonard seconds the motion and the motion passed 2-0.

Kelly Robitaille reports that the blower downstairs is cycling continuously. The heat is not on, but the blower is. This will be checked.

A vacation slip for Kelly Robitaille is presented. Ron Sandstrom makes a motion to approve Kelly Robitaille’s vacation request for November 24, 25 and 26. Larry Leonard seconds the motion and the motion passed 3-0.

3. Water System Planning

The owners of 132 Eidelweiss Drive will be contacted for removal of a small pine tree. If the owners are agreeable, the large tree near the street should also be removed.

4. Administration

Proposed updates to the Driveway Ordinance are reviewed and discussed. A Public Hearing will be scheduled. Options for location and date for the Public Hearing are discussed.

The budget for 2015 is to be worked on. Projects to be included on the 2015 Warrant are to be prepared for review and discussion.

The job descriptions for the DPW team are to be reviewed and updated.

The payroll report is presented. Mike Smith makes a motion to approve payroll for $4,332.00. 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.
Budget projections for yearend will be worked on for next week.

The Oak Ridge Rd engineering design and possible updates to the design are to be discussed with Nick Sceggell of Fluet Engineering Associates. Inclusion of an Engineer’s estimate for construction cost for use on the 2015 Warrant is discussed as an option. The call with Nick Sceggell will be set up for Thursday morning.

5. Accounts Payable

20 checks are presented. Mike Smith makes a motion to approve 20 checks for a total of $6,543.60. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

6. Minutes

The minutes of 10/20 Safety meeting are reviewed. Mike Smith makes a motion to approve the minutes as presented. 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.

The minutes of 10/27 are presented. Mike Smith makes a motion to approve the minutes as presented. 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.

The minutes of 11/3 are presented. Larry Leonard makes a motion to approve the minutes as presented. 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.

7. Commissioners Reports

Mike Smith discussed contact with the auditor for completion of the 2014 audit. Nancy Cole states that an email for scheduling the audit has been sent to Tamar Roberts.

8. Signature Items

Letters thanking the members of the Healthcare Committee and formerly disbanding this Committee are presented. Ron Sandstrom makes a motion to sign and send the letters. Larry Leonard seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

A required Worker’s Compensation Compliance notice received from Primex is presented. This notice must be posted with the required Federal and State Labor Law posters. Ron Sandstrom makes a motion to sign and post the notice. Mike Smith seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria test results. All results were clean.

The NH Department of Health and Human Services has sent notice for Carbon Monoxide awareness and safety. The notice will be posted to the website.

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

White Column Solutions has sent renewal options for continuing with a third party electricity producer. The information will be reviewed and discussed.

10. Scheduled Appearances

Phase II of the Oak Ridge Road project, continuation of the drainage up to #19 Oak Ridge Rd, is discussed with Engineer Nick Sceggell. Nick Sceggell outlines the necessity of the drainage constructed to allow the road bed to properly drain following reconstruction of the travel surface of the road. Smaller and shallower swales are possible as is the option of burying the drainage. Nick Sceggell anticipates that revision of the drawings to enclose the primary drainage and minimize impact of the drainage ditches would take 10 to 20 hours of engineering work at a cost of $800 to $1,500. Completion of an Engineer’s Estimate for Construction could be done for an additional $500. If approved, the redesign could be completed by December 15 and would be followed by the construction estimate once reviewed. Ron Sandstrom makes a motion to proceed with the engineering following a budget review for ability to finance. Mike Smith seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. The option of financing the engineering after January 1st from the 2015 budget is outlined and discussed.

11. Other Business

Mark Graffam has requested information on the insurance claim under RSA 91-A.

Mike Smith makes a motion to recess this meeting to Thursday, November 13, 2014 at 9 am. 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.

12. Public Comments

At 8:52 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) legal matters. Larry Leonard seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

Motions and votes of non-public session:

Ron Sandstrom makes a motion to sign the demand letter to Integrated Water Service II, LLC. Larry Leonard seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

At 9:09 am Ron Sandstrom makes a motion to exit Non-Public session and recess the meeting. Larry Leonard seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

At 10:00 am November 13 Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The next meeting will be Monday, November 24, 2014 at 10:00 am.

Respectfully submitted,

Nancy E. Cole
Administrator
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