[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/11/CM110314.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
November 3, 2014

The Board of Commissioners met at 8:00 am on Monday, November 3, 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 Tim Hughes. [expand title="More Text"]

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. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that Volvo was in Friday and the rear lights were placed on the grader. The quick connect for the backhoe was reviewed and the crew shown proper use and care of the connections. Kelly Robitaille adds that the Volvo technician stated that the defroster is an option that was not ordered on this grader. A price is being obtained. Discussion on how the outfitting of a machine for winter plow operations, including heat and air conditioning could not include a defroster is being held with Volvo. The Top Kick is still at Albany Service Center. The wiring issue is being traced. Cost is expected to be over the $1,000 previously approved. Ron Sandstrom makes a motion to increase the amount to $2,000. Larry Leonard seconds the motion and the motion passed 2-0. Drainage ditches will be cleaned this week and the roads will be cleared of leaves. Maintenance on sanders is being done. The approved pick of loam from Madison Transfer Station will be done at 12 pm today. The road review will be rescheduled for Friday, November 7 at 9 am. Ron Sandstrom makes a motion to run the ad for part time snow plow operators again this week. Larry Leonard seconds the motion and the motion passed 2-0. The bottom of Oak Ridge Road along Eidelweiss Drive is discussed. The Contractor completed the work last week. Ron Sandstrom states that he is very pleased with the way the work was done. Kelly Robitaille is instructed to turn in the truck quotes from International and Heino today for distribution and states that the quotes are downstairs; he will bring them to the office. An exposed valve cover on West Bergamo will be covered for protection during winter plow operations. A tree stump on Eidelweiss Drive will be removed. A stump grinder will be needed.

The Highway budgets are reviewed with the crew. Year-end projections will be updated.

3. Water System Planning

Ron Sandstrom announces that the District has contracted with Simply Water LLC as the new licensed water operator. Parts have been ordered for leveling of the Jungfrau pump and for the booster pump replacement at Oak station. The pump at the Summit is being worked on. Muddy Beach well #2 is being flushed and will be tested this week. Tom Therrien from EII will be contacted for availability to do a walkthrough of the water stations and discuss proposed upgrades for the SCADA system. The water main break on Geneva Place last week is discussed.

4. Administration

The insurance funds from the stolen items claim have been received and will be allocated upon receipt of the depreciation and hold back schedule.

A safety meeting will be scheduled.

The Asset Management Grant application will be submitted. Work is progressing with Thorne Surveyors for map creation.

Proposed updates to the Driveway Ordinance are reviewed and discussed. The District will remain responsible for cleaning driveway culverts while the homeowner will be responsible for repair or replacement.

The contract for third party electricity supply has expired. The contract called for an automatic return to PSNH upon expiration.

A purchase order form has been developed as a result of complying with the submission requirements for placing the order for the meters for Oak station. Larry Leonard makes a motion to adopt the purchase order form. Ron Sandstrom seconds the motion and the motion passed 2-0.

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

The year to date budget is reviewed and discussed.

Projects to be included on the 2015 Warrant are to be estimated for discussion on funding options.

Ron Sandstrom makes a motion to approve Nancy Cole attending training in Concord at NH DRA and DES on November 6, 2014. Larry Leonard seconds the motion and the motion passed 2-0.

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

The minutes of October 20th are reviewed. Larry Leonard makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Removal of a tree from 132 Eidelweiss Drive is needed to clear the antenna path for Muddy Beach. Larry Leonard makes a motion to seek approval for removal of the tree from the homeowners. Ron Sandstrom seconds the motion and the motion passed 2-0.

Ron Sandstrom reports that the website pictures have been updated. Documents will be updated.

8. Signature Items

Larry Leonard makes a motion to sign work order 1030 for fall water system flushing. Ron Sandstrom seconds the motion and the motion passed 2-0.

Larry Leonard makes a motion to sign work order 1031 for fall seasonal shut off of VDOE sites. Ron Sandstrom seconds the motion and the motion passed 2-0.

Larry Leonard makes a motion to sign work order 1032 for turning on of the bleeders when needed. Ron Sandstrom seconds the motion and the motion passed 2-0.

A draft letter to the Madison Planning Board is presented. Larry Leonard makes a motion to sign the letter for presentation to the Planning Board. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Health Trust has sent the renewal numbers for the health insurance plans. A 0.3% reduction in rates will take effect on January 1, 2015.

10. Scheduled Appearances
11. Other Business

Nick Sceggell of Fluet Engineering will be contacted for availability for phone discussion on Phase II of the Oak Ridge Road project.

12. Public Comments

At 9:30 am Larry Leonard makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. Ron Sandstrom seconds the motion. Motion is called via roll call 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 that Larry Leonard and Nancy Cole contact Attorney Dan Crean for guidance on the Geneva Place water main break. Larry Leonard seconds the motion and the motion passed 2-0.

Ron Sandstrom makes a motion to sign the contract for Simply Water to be the licensed water operator for the VDOE effective November 1, 2014. Larry Leonard seconds the motion and the motion passed 2-0.

At 10:25 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
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/11/CM102714.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
October 27, 2014

The Board of Commissioners met at 8:00 am on Monday, October 27, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (Highway). The meeting was taped for Madison TV. [expand title="More Text"]

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

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the grader will be worked on tomorrow by the Volvo technician. The additional rear lights will be added and the defroster will be checked. A quote for a rear wiper blade will also be requested. The Top Kick is being looked at and inspected. The fuel issue will most likely require the tank to be flushed. The cost is unknown at this time. Ron Sandstrom makes a motion to approve up to $2,000 for the repairs to the Top Kick. Mike Smith seconds the motion and the motion passed 3-0. The sanders are being prepared for winter. A quote for a truck has been received from International. Cost is $109,000 plus outfitting. A quote for a Heino truck is reported to be $130,000. Discussion is held on the truck to be proposed on the 2015 Warrant. Larry Leonard outlines that the research done last year resulted in placing an F-550 on the 2014 Warrant. A quote will be
requested for an F-550 for comparison and review by the Board. The cost range and best size vehicle for the District are discussed. Funding and impact to the tax rate is discussed. Sanding capacity and the desire for a larger sander than the current F-550 has is discussed. The truck can hold a larger sander. Long term capital planning for equipment is needed. Scheduling of a road review for the Commissioners with the DPW will be done. A Road Plan needs to be developed and will be based on this review. Kelly Robitaille will send in updates to the current spreadsheet outlining the work that was done this summer. Analysis of road maintenance is needed for establishment of the road plan. Ron Sandstrom makes a motion to schedule the road review for Wednesday, October 5 at 8 am. Larry Leonard seconds the motion. Larry Leonard moves to amend the motion to schedule the road review from 9 to 11 am. Ron Sandstrom seconds the amendment. Motion, as amended, is called to a vote and the motion passed 3-0. The old sander that was in the DPW yard has been brought to MacLean’s for a credit. Cutting edges are desired to be purchased using the credit. Kelly Robitaille states that the cutting edges will cost $202. Mike Smith makes a motion to approve $202 for cutting edges. Ron Sandstrom seconds the motion and the motion passed 3-0. Sand will be picked up at High Street Sand & Gravel the end of this week. The water break on Geneva will need to be dug today; the backhoe will be used. Kelly Robitaille is brought up to speed on ongoing projects within the District. Ron Sandstrom makes a motion to remove the sign at the mailboxes for no fireworks. Mike Smith seconds the motion and the motion passed 3-0. Kelly Robitaille will remove for winter storing.

3. Water System Planning

The Jungfrau pump needs to be leveled. Ian Hayes will be doing this work. Jeremy Reinbold of Integrated Water has stated that the chemicals are pumping properly. Service disconnections for non-payment of water bills will be put on a work order. The valve that has been exposed on Little Shore where the rock was removed will be checked.

4. Administration

A safety meeting was held last week.

Always Accurate Garage Doors is expected next week to check the salt tent door and bay doors at the garages.

A quote for replacement of the smoke detectors has been received for $1,750. Mike Smith makes a motion to approve the quote. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Asset Management Grant application is reviewed and discussed. Mike Smith makes a motion to submit the application to the State. Ron Sandstrom seconds the motion and the motion passed 3-0.

Updates to the Driveway Ordinance are being prepared for review.

Preparation of the 2015 budgets is discussed. Warrant Article preparation is discussed. Phase II of the Oak Ridge Rd project is discussed for inclusion on the Warrant. Creation of a bid specification for the project is discussed. It is outlined that if a bid specification is developed, it will be based upon the current engineered design for the road drainage. Discussion is held on requesting the Engineer to revise the drawings. Ron Sandstrom makes a motion to contact Fluet Engineering for a plan revision. Larry Leonard seconds the motion. Discussion is held on the review of the revised drawings and ability to fund this engineering. The ability to request the engineer to produce an estimate for construction is discussed. Motion is called to a vote and the motion passed 2-0-1 with Mike Smith abstaining stating that the Board is “spinning its wheels”.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,041. 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.

5. Accounts Payable

One check for $571.58 previously held is presented for review. Mike Smith makes a motion to approve one check in the amount of $571.58. Ron Sandstrom seconds the motion. The report received from Always on Call documenting the call volume for the month of February is reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of October 6 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of October 10 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of October 17 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom reports that he has updated the pictures on the website. Photos submitted by resident Bill Copeland have been used.

Larry Leonard questions the location of the Asset Management information on the website adding the he could not locate anything when he checked. Ron Sandstrom states that Asset Management is located under Resources in the drop down menu. Documentation will be added to the page.

Mike Smith discusses the fall work list for the water system. Mike Smith makes a motion to have the piping at the Jungfrau station allow for addition of a flow meter next summer and for Simply Water to supply a revised quote for the correction of the piping at the station to level the pump. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith discusses the priorities for the water system stating that he believes the second 20 HP booster pump for the Jungfrau station be purchased prior to updating the control panel at Muddy Beach.

Mike Smith reports that he checked the area at 46 Aspen Drive and believes the breaking of the pavement is the entrance path for the vehicles turning into the driveway. The area will be looked at during the road review.

8. Signature Items

A duplicate original of the letter recently signed and sent to the Malkasian’s of 19 Oak Ridge is presented. Ron Sandstrom makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.

A contract for Garside Construction LLC to complete the building repairs approved at the 2014 Annual Meeting is presented. As prices for supplies have changed, the contract calls for updates to the cost for each portion to be completed up to $21,000. Ron Sandstrom makes a motion to approve and sign the contract. Mike Smith seconds the motion and the motion passed 3-0.

9. Correspondence

The Madison Planning Board has sent notice of a proposed change to the Madison Zoning Ordinance to allow Accessory Dwelling Units. The impact for the District should this proposed amendment be adopted is discussed. The water system would be impacted as would the amount of travel on the roads. Additional parking spaces that are required to be supplied would be difficult on most developed lots. Ron Sandstrom makes a motion to request the Madison Planning Board exclude the District from the proposed update. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Nancy Cole attend the Planning Board meeting on November 5 and to compensate her for her time. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Property Liability Trust has released $16,190 on the insurance claim for stolen items. A breakdown of the depreciation used as well as hold back amounts for replacement of any specific items has been requested for allocation of the funds between the highway/general operations and water budgets.

10. Scheduled Appearances
11. Other Business

Muddy Beach Well #2 needs to be flushed for additional time. The water is not yet running clean following the replacement of the pump and lines. The well will be flushed as needed prior to being tested.

Integrated Water Services has sent a counter cost for the GPS coordinates they have taken within the District.

Ralph Lutjen has notified the office that he is approaching the EPOA for a budget that would be used to add some loam, plants and mulch to the front of the office building. The Town of Madison has free loam available for pick up that the DPW could obtain and pile in front of the building for spreading. Mike Smith makes a motion to have the DPW pick up a load of loam at the Madison Transfer Station and stockpile for spreading. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to request a design for the area be submitted for approval should the EPOA approve the expenditure. Ron Sandstrom seconds the motion and the motion passed 3-0.

12. Public Comments

At 10:14 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. Mike Smith seconds the motion. Motion is called via roll call 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 change contracted water operators from Integrated Water Services (IWS) to Simply Water effective November 1, 2014. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to reject the $40 per GPS coordinate price submitted by IWS. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have Attorney Dan Crean review the proposed contract with Simply Water LLC. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to notify the State Department of Environmental Services of the new change date for contracted licensed water operators. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:33 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
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/11/CM102014.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
October 20, 2014

The Board of Commissioners met at 8:00 am on Monday, October 20, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (Highway), Clerk Jay Buckley and Ben from Electrical Installation Inc. (EII). The meeting was taped for Madison TV by Tim Hughes. [expand title="More Text"]

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

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the Top Kick is being prepared for winter. The sanders are being checked and prepared for use. The fitting on the backhoe for the sweeper attachment is not working correctly. The quick connect adaptor is set to require release of the hose connections prior to releasing. The roller is discussed. Mike Smith makes a motion to obtain pricing for rental of a vibratory roller and purchase of this equipment. Ron Sandstrom seconds the motion and the motion passed 3-0. Tools and other needs of the highway department are discussed. Ron Sandstrom makes a motion to have Kelly Robitaille produce a list of needed equipment. Mike Smith seconds the motion and the motion passed 3-0. A tree at Boulder Beach that has come down is to be removed. Kelly Robitaille reports that the rock on Little Shore has been split. Removal of the pieces of rock will be done. Three of the five rafts have been pulled. The remaining two will be pulled next week. Gravel is needed on Presidential View and will be added. Burgdorf and Konstanz will also be graveled. Cold patch will be picked up and placed on Blinden and Aspen. A tree stump will be removed on Eidelweiss Drive. A stump grinder will be used for this. The large boulder on Burgdorf has been pushed back approximately two feet. The part time snow plow operator positions will be advertised in the Conway Daily Sun this week. The owner of 88 Oak Ridge is expected to contact the office for scheduling of a drainage review for the section of Oak Ridge in front of his property. Truck specifications are being worked on. Two quotes are expected. Sand quotes are being worked on. Chains for all equipment have been ordered.

The road priority list is discussed. A road plan for 2015 is to be worked on. A list of roads that need paving is to be developed. A road review for the Board is to be scheduled. Coordination of this review to include Tony Eldridge will be attempted. Use of the grader for shimming roads is discussed. Ron Sandstrom informs Kelly Robitaille that the Board has voted to change water system operators. 60 day notice of termination of contract has been sent to Integrated Water Systems. Simply Water will be the new operator. The change will occur no later than December 8th. Kelly Robitaille reports that a pipe was exposed when moving the rock on Little Shore and will mark the spot. It is believed to be the curb stop valve for the property. Discussion ensues on repairing while open at this time or waiting. Ron Sandstrom makes a motion to mark the spot, fill the hole with sand and repair in the spring. Mike Smith seconds the motion and the motion passed 3-0.

3. Water System Planning

The leveling of the Jungfrau 20 HP pump is discussed. Mike Smith makes a motion to have Ian Hayes of Simply Water purchase the needed parts and perform the repairs. Ron Sandstrom seconds the motion and the motion passed 3-0.

A work order will be prepared for the shutting off those customers who have outstanding amounts due on water bills.

4. Administration

Mike Smith makes a motion to add a non-public session to the end of this meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Larry Leonard reports that the Asset Management Grant application is being worked on.

The proposed changes to the Driveway Ordinance are discussed. Ron Sandstrom makes a motion to contact Attorney Dan Crean. Larry Leonard seconds the motion and the motion passed 3-0. Discussion with Attorney Crean is held regarding the ability of the VDOE to clean culverts while not taking the responsibility to repair or replace them. Attorney Crean states concern for performing work and being responsible for work on private property. The potential liability exposure and performance of work that benefits an individual property owner is outlined and discussed. Mike Smith discusses that the performance of the work is within the VDOE right-of-way and benefits the road drainage. Attorney Crean states that this argument would be defensible as a statement of benefit to all properties by protection of the road drainage. Concern is discussed that individuals may intentionally place leaves and debris into the drainage ditches and culverts so as to have the VDOE responsible to clean. Attorney Crean outlines that it is a violation of RSA 236 should homeowner’s place debris into the drainage ditch or roadway. Maintenance and needed repair or replacement of a driveway culvert is discussed. This is to remain property owner responsibility. Clerk Jay Buckley discusses the VDOE deeded 40 foot roadway and that some of these culverts may lie within that 40 feet. Ron Sandstrom discusses the ability to overwhelm the DPW with culvert work for driveways. Ron Sandstrom makes a motion to alter the proposed changes to the Driveway Ordinance having the VDOE remain responsible for cleaning of the culverts only and to bring the updated proposed changes to Public Hearing. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to review proposals from alternative suppliers for electricity next week. Ron Sandstrom seconds the motion and the motion passed 3-0.

The payroll report is presented. Ron Sandstrom makes a motion to approve payroll at $4,843.50. Mike Smith seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

5. Accounts Payable

14 checks totaling $15,024.70 are presented. Mike Smith makes a motion to approve 14 checks for a total of $15,024.70. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to notify Always on Call that if the requested back up documentation requested for verification of the February billing is not received, the VDOE will classify the billing incorrect and not due. Ron Sandstrom seconds the motion and the motion passed 3-0. Motion to approve manifest called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Mike Smith discusses the isolation valve location review scheduled for Wednesday. Due to the weather forecast, the review will be canceled. The project will be picked up in the spring. Mike Smith makes a motion to close the Lodge by November 17. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith discusses the visit to Mountain Lake Village District that was discussed early in the summer. Mike Smith makes a motion to remove this item from the action list. Ron Sandstrom seconds the motion and the motion passed 3-0. The building contract for action on the 2014 Warrant Article for building repairs will be ready for next week.

Larry Leonard makes a motion to schedule a Commissioners meeting at the Lodge for discussion on asset management and overall planning around November 11. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items
9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results. All results are clean.

Suzanne Malkasian has sent a request for a duplicate original of the recent letter sent to her. She has a scanned copy of the original signed document, but the paper original was stated not to have been received. Mike Smith makes a motion to produce and sign a duplicate original and send via certified mail. Ron Sandstrom seconds the motion and the motion passed 3-0.

The NH Department of Health and Human Services has sent the arboviral bulletin. Two persons have contracted Eastern Equine Encephalitis in NH; there are no human cases of West Nile Virus this year.

10. Scheduled Appearances

Ben from Electrical Installations Inc. (EII) recommends that the meters be added to the Oak station project be Mag meters. An analog card will need to be added to the PLC for the additional signals needing to be monitored by the SCADA system. A larger box will be needed to house the electronics at both Oak station and Muddy Beach station. Trees will be checked and marked at Muddy Beach for removal. A 30 foot radius for each antenna should be cleared at these stations. The calibration of the new sensors for Oak station once installed will be handled by EII. EII will also handle the installation of the new panel. The panel will take approximately one week to come in. Purchase approval has already been given for the panel. The Oak station project will proceed in approximately two weeks; once all parts have been received. Ian Hayes of Simply Water will be coordinating the installation. The final result of the path study for the SCADA system antenna signals is expected soon.

Ben returns from measuring the boxes at Muddy Beach and Oak stations and recommends:
Muddy Beach should be changed to a 24 x 24 x 12 panel
Oak station should be changed to a 24 x 20 x 12 panel.
Pricing for the panels will be sent.

11. Other Business

Mike Smith makes a motion to formerly disband the Healthcare Committee. Larry Leonard seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to send a Thank you letter to the Committee. Mike Smith seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:50 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. 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:

No motions were made during this session.

At 9:58 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
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/11/CM101714.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
October 17, 2014

The Board of Commissioners met at 9:30 am on Friday, October 17, 2014 at the Oak station pump house. In attendance were Commissioners Mike Smith and Larry Leonard. Also in attendance was Ian Hayes of Simply Water, LLC, Brian Bailey of Conway Electric and Norm Garside of Garside Construction. [expand title="More Text"]

At 9:30 am the meeting was called to order by Commissioner Mike Smith.

The pump replacement project is discussed. Location of the temporary pump is determined and Norm Garside will establish the needed shelf. Brian Bailey will measure the distance from the electric panel for extension of the wiring to the temporary platform location.

Installation of the new pumps and coordination between Ian Hayes, Tom Therrien and Brian Bailey is discussed.

Mike Smith makes a motion to purchase two starters for the new pumps. Larry Leonard seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to have a separate breaker installed for the new sump pump. Larry Leonard seconds the motion and the motion passed 2-0.

At 10:15 am Mike Smith makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/11/CM101014.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
October 10, 2014

The Board of Commissioners met at 9:30 am on Friday, October 10, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Ian Hayes of Simply Water, LLC. [expand title="More Text"]

At 9:30 am the meeting was called to order by Chairman Ron Sandstrom.

At 9:30 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. Mike Smith seconds the motion. Motion is called via roll call 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 hire Simply Water, LLC as the licensed water operator effective the last date of Integrated Water’s contract. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign the 60 day notice of contract termination letter for Integrated Water Service. Ron Sandstrom seconds the motion. Larry Leonard moves to amend the letter and add ‘thank you for your service over the past year’ at the closing of the letter. Ron Sandstrom seconds the motion to amend the letter and the motion, as amended, passed 3-0.

Mike Smith makes a motion to notify Rick Skarinka of NH DES of the pending change in licensed water operators. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign the letter to Integrated Water Service outlining the establishment of a deductive change order on the Jungfrau pump installation project for all costs incurred by the VDOE to level the pump. Larry Leonard seconds the motion and the motion passed 3-0.

At 10:53 am Ron Sandstrom leaves the meeting.

Mike Smith makes a motion to exit Non-Public Session. Larry Leonard seconds the motion and the motion passed 2-0.

Discussion is held on water system projects with Ian Hayes of Simply Water. The seals and stack for the Summit pump have been received and will be installed.

Oak station pump replacement project is outlined and discussed. Ian Hayes will handle the removal of the old pumps and cinder blocks currently in the station. The location for the platform for the temporary pump is requested to be high on the building wall in the back right hand corner. An onsite meeting including Ian Hayes, Tom Therein of EII and electrician Brian Bailey will be scheduled for next week.
Larry Leonard makes a motion to approve a work order for EII for production of the new panel for Oak station up to $3,000 including installation.

At 12:15 pm Larry Leonard makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/11/CM100614.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
October 6, 2014

The Board of Commissioners met at 8:00 am on Monday, October 6, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille and Bob Goddard (Highway). The meeting was taped for Madison TV by Tim Hughes. [expand title="More Text"]

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

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that all trucks are in good shape. Rear lights are needed for the road grader. A rear wiper is also needed. A quote will be obtained for review. The Top Kick is discussed. The frame for the wing plow needs to be welded. The chain quote is discussed. Kelly Robitaille outlines that B-B Chain had the best price for chains for the equipment and Windy Ridge had the best prices for the truck chains. The numbers submitted reflect the best quote obtained for each vehicle. $4,185 is total cost. Budget reviews are discussed. Ron Sandstrom makes a motion to approve up to $4,200 for chains. Mike Smith seconds the motion. Discussion on funding is held. Motion is called to a vote and the motion passed 3-0. Kelly Robitaille reports that Sarnen will be graded this week. Upper Oak Ridge will also be worked on. Low hanging branches will be removed in areas as they are worked on. A culvert is exposed on Porridge Shore and will be covered. Pot holes on Little Shore are discussed. This area will be checked. The large rock across from 33 Little Shore will be removed. The rip rap at the intersection of Eidelweiss Drive and Oak Ridge Road is discussed. The availability of the DPW to remove the stone and place the fill over the culvert once placed is discussed. The quote accepted for the work includes removal of the stone and placing of the fill. Mike Smith makes a motion to have contractor Bob Wirling complete the entire project. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining. Discussion is held on the road review planned to be completed by the Board. The road list is to be updated to reflect the recent work completed. Truck specifications for the new truck to be quoted are discussed. International and Heino are being checked into at this time. Mike Smith makes a motion to focus on International and Heino at this time with consideration for other manufacturers if needed. Ron Sandstrom seconds the motion. Discussion is held on price range, style of truck needed and evaluation of the trucks based upon VDOE terrain. Motion is called to a vote and the motion passed 3-0. Discussion is held on replacing the pavement on Blinden and Aspen where pavement was removed to place water lines. Blinden can be cold patched for the winter. The area of Aspen where the line was placed is in poor shape and can be reclaimed. Mike Smith makes a motion to pave the areas in the spring. Ron Sandstrom seconds the motion and the motion passed 3-0. Budget line items are reviewed and discussed. Purchase of sand from High Street Sand & Gravel is discussed. The DPW will schedule time to pick up sand and stock pile it. Mike Smith makes a motion to approve up to $2,500 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0. The gravel line item is discussed as is the withdrawal request for $5,000 from the Road Maintenance Capital Reserve Fund for the purchase of gravel. Water projects completed last week with the DPW are discussed. One valve repair on Aspen remains to be completed. UNH T2 Center is offering Gravel Road Maintenance in Ossipee on Wednesday of this week. There is room in the class. Ron Sandstrom makes a motion to have the DPW attend Gravel Road Maintenance on Wednesday. Mike Smith seconds the motion and the motion passed 3-0.

3. Water System Planning

Discussion is held on next Monday being a holiday. Ray Seeley of Integrated Water Services will be asked to attend October 20. Ron Sandstrom makes a motion to not have a Commissioners meeting next Monday. Mike Smith seconds the motion. Discussion is held on approval for the Oak Station pump replacement project which would require a meeting. Vote tabled to end of meeting. The Jungfrau pump replacement project is discussed. Leveling of the pump is the remaining item on the punch list. Integrated Water has stated intention to purchase the flexible adaptor needed. Mike Smith makes a motion to add a Non-Public Session to the agenda for this meeting. Ron Sandstrom seconds the motion and the motion passed 3-0. The Oak Station pump replacement project is discussed. Two quotes have been received. Quotes are reviewed and discussed. Larry Leonard makes a motion to select Simply Water for the project. Ron Sandstrom seconds the motion. Discussion is held on materials to be used and the purchase of all materials either by the VDOE or on VDOE accounts. Motion is called to a vote and the motion passed 3-0. Larry Leonard makes a motion to select Simply Water to replace the seal and stack kit at the Summit. Mike Smith seconds the motion and the motion passed 3-0. All gaskets that will be needed will be on hand prior to scheduling the work. Work orders will be produced. Muddy Beach Well #2 is discussed. The pump and pipes have been replaced and chlorinated but still need to be flushed and tested. Larry Leonard discusses a work order that has been produced for Electrical Installation (EII) to replace two antennas. Larry Leonard makes a motion to approve the work order for EII to replace two antennas at a cost not to exceed $1,200. Mike Smith seconds the motion. Mike Smith discusses receipt of the quote by Larry Leonard directly instead of the office. Everything is to go through the office. Larry Leonard responds that he received the quote and coordinated directly with EII over the weekend to have the information ready for this meeting. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to add review of trees at all stations for recommendation on trimming or removal. Ron Sandstrom seconds the motion and the motion passed 3-0. Isolation valves locations are discussed. Mike Smith makes a motion to hire Scott Hayes for an additional 4 hours the week of October 20th to locate valves. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

A safety meeting is scheduled for October 15.

The bulletin boards proposed for the beaches are being quoted by Norm Garside.

The application for the Asset Management grant is being worked on. Discussion on Asset Management is held. Larry Leonard and Nancy Cole will be attending the NH DES seminar on Asset Management this Thursday. A proposed work order for Thorne Surveyors to review information for mapping purposes up to $2,000 is reviewed. Mike Smith makes a motion to approve map work by Thorne Surveyors up to $2,000. Larry Leonard seconds the motion and the motion passed 3-0.

Budgets are reviewed and discussed. Year-end budget projections have been updated and are reviewed and discussed.

The list for compilation of 2015 Warrant Articles is discussed.

A disconnection notice for all accounts with unpaid water bills has been drafted and is reviewed. Mike smith makes a motion to send the disconnection notice with the invoice for the $100 90 day late fee. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to shut off service for non-payment after October 20. Larry Leonard seconds the motion and the motion passed 3-0.

September daily water usage and the quarterly water usage report have been completed and distributed.

5. Accounts Payable

Checks for a total of $5,110.84 are presented. Mike Smith makes a motion to approve the manifest for $5,110.84. Larry Leonard seconds the motion. Checks and invoices are reviewed and discussed. The Integrated Water Service invoice is discussed. 4 hours are charged for isolation valve location with no additional information. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to email a request for documentation on the charge for isolation valve locating. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Minutes

The minutes of 9/29 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Larry Leonard reports that he has reviewed the electrical usage at the pump houses.

8. Signature Items

Habitat for Humanity has requested renewal of the Driveway Permit for Construction for 26 Grison Road. A renewal letter for the Driveway Permit for Construction is presented for review. Documentation and original site inspection for initial approval of the Permit is reviewed. Mike Smith makes a motion to approve the request for renewal of the Driveway Permit for Construction for 26 Grison Road and sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A follow up letter to the Town of Madison Board of Selectmen regarding the property at 14 Aspen is presented for review. Ron Sandstrom makes a motion to sign the letter. Larry Leonard seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Rural Water is offering classes on the new Total Coliform bacteria testing rules. This test is completed on the District water system monthly to comply with NH DES regulations. The new rules change the manner in which the results are calculated.

The NH Department of Revenue is holding training classes on the implementation of electronic filing for all NH DRA required forms. A session will be signed up for.

Pike Industries has sent notification of inventory for sale.

Property-Liability Trust and Health Trust have sent notice of upcoming Annual Meetings and elections for Board of Director positions for each Trust.

Monthly rent has been received for the Coleman Tower Site.

NH Municipal Association has sent the monthly News Link bulletin.

NH Department of Health and Human Services has sent the final arboviral bulletin for the season.

NH Retirement System has sent annual notification for return on investments. Performance was better than estimated.

10. Scheduled Appearances
11. Other Business

Mike Smith makes a motion to formerly disband the Healthcare Committee. Larry Leonard seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to send a Thank you letter to the Committee. Mike Smith seconds the motion and the motion passed 3-0.

12. Public Comments

At 10:35 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. Mike Smith seconds the motion. Motion is called via roll call 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 11:54 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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