[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/10/CM092914.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
September 29, 2014

The Board of Commissioners met at 8:00 am on Monday, September 29, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was resident John Lynch. The meeting was taped for Madison TV by Carol Dandeneau. [expand title="More Text"]

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

1. Agenda

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

2. Highway Department Report

The DPW team is attending UNH Technology Transfer grader operator class today and tomorrow. The roads and intended road view by the Commissioners is discussed. The final quote for the installation of the proposed new beach signs is expected this week. Eidelweiss Drive was graded last week. The S-turn and upper section of Oak Ridge Road are this week’s intended target area. The quote for the chains needed for all vehicles prior to winter will be reviewed next week. The expected updated quote from the paving company will be discussed with Kelly Robitaille. A budget review will be done next week.

3. Water System Planning

The Jungfrau punch list is discussed. The bleeder valve wanted for the pump will be checked into. Larry Leonard outlines the need to add a flexible adaptor to level and properly secure the pump. Quotes for the needed adaptor are expected this week. Invoices relating to work on the Jungfrau pump house are discussed. Invoices will continue to be held until the work is completed. Ron Sandstrom makes a motion to add a non-public session at the end of the meeting. Mike Smith seconds the motion and the motion passed 3-0. Oak Station is discussed. The flanges and pipe needed will be ordered by the contractor on VDOE accounts. A stock list of needed valves will be requested. The seals and stack kit for the Summit station are in process of quoting. The preliminary communication study completed by Electrical Installations is discussed. Additional information on the communication pathways is still expected. The initial review states that 2 antennae are bad and the radios used are an older technology. Mike Smith makes a motion to obtain a price for two antennae and installation. Ron Sandstrom seconds the motion. Discussion ensues on pricing needed for other work in addition to the antennae. Motion is called to a vote and the motion passed 2-0-1 with Larry Leonard abstaining as he states this is already in progress. Ron Sandstrom makes a motion to price radios for the pump stations. Larry Leonard seconds the motion and the motion passed 3-0. The water hook up was completed on Aspen Drive last week. Charges to the water system for DPW hours and equipment are discussed. The VDOE policy outlining the hourly charges for personnel and equipment is reviewed. The water outage at 18 Aspen reported the end of last week is discussed. The homeowner had not been at the house since the installation was completed. A new isolation valve was installed on the water main during the excavation and installation of the service line for the new hook up. This valve was left off as it was believed that the service line for 18 Aspen was prior to the new valve. The new valve was opened and the service was restored. The records will be marked to show that the service line for 18 Aspen is beyond the new isolation valve. Isolation valve locations will continue to be pursued with Scott Hayes of Iron Mountain Water this Thursday at 9:30 am. The curb stop valve for 14 Upper Lakeview was requested for turn off. Ray Seeley has reported that the curb stop does not turn and will need to be replaced. Due to landscaping and large granite pillars near the location of the valve, Ray Seeley has stated he is not comfortable with digging this valve. Property manager Jim Everett stated that Bob Wirling did the installation of this line and recommends he be contacted to do the replacement. Mike Smith makes a motion to have Bob Wirling look at and price the work for 14 Upper Lakeview. Ron Sandstrom seconds the motion and the motion passed 3-0. The bottom of Oak Ridge Road is discussed. The contractor is expected to be in to discuss the work this week. The homeowners at 34 Eidelweiss Drive and 1 Oak Ridge Road are to be notified.

John Hartley of Hartley Well contacts Larry Leonard by phone regarding Muddy Beach Well #2. 105 feet of galvanized pipe needs to be replaced, as does the pump and control box. A bad breaker in the control box will be replaced. Discussion on placing a transducer to measure the static level of the well is discussed. An update to the estimate received which includes the price for the piping will be received for approval prior to completion of the work. Discussion is held on authorizing a not to exceed number so that the quote can be approved without an additional meeting. Discussion on the option of placing a transducer in the well with intention to connect to the SCADA system in the future is held.

At 10:37 am Public Session is resumed. Commissioners Ron Sandstrom and Larry Leonard are present.

Discussion on the estimate to replace the pipe is held. A 2 HP motor was in the well, not the 5 HP believed to be there. Larry Leonard makes a motion to approve replacement of the Muddy Beach Well #2 with a 2 HP, 33 GPM pump and motor. Ron Sandstrom seconds the motion and the motion passed 2-0.

Ron Sandstrom makes a motion to approve up to $2,000 additional for Hartley Well to complete the rehabilitation of Muddy Beach Well #2 including pump, motor, piping and control box. Larry Leonard seconds the motion and the motion passed 2-0.

4. Administration

A safety meeting will be held Wednesday, October 15. Always Accurate Garage Doors has been contacted and will be in to look at the garage doors and salt shed door in two weeks. Updating of smoke detectors is expected to be quoted this week.

Larry Leonard is working on the Asset Management Grant Application and will distribute the application for review.

The Driveway Ordinance proposed updates are discussed. A list is to be compiled of available vendors to clean driveway culverts. Mike Smith states that he is against the change to put the responsibility to the homeowner. Ron Sandstrom suggests discussion with Attorney Dan Crean on the matter. This will be set up for next Monday at 9:30 am. Mike Smith adds that public opinion at the meeting was against this proposed change.

The quote for trimming of trees is to be reviewed. A second quote will be sought.

Mike Smith makes a motion to discuss electric supply options on October 15. Ron Sandstrom seconds the motion and the motion passed 3-0.

An initial list of items to be considered for the 2015 Warrant has been distributed by Ron Sandstrom. The list will be reviewed and updated.

The payroll reported is presented. Mike Smith makes a motion to approve payroll in the amount of $5,145.88. 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
6. Minutes

The minutes of 9/12 are presented. Mike Smith makes a motion to approve the minutes of 9/12 as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of 9/15 are presented. Mike Smith makes a motion to approve the minutes of 9/15 as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of 9/22 are presented. Mike Smith makes a motion to approve the minutes of 9/22 as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of 9/23 are presented. Mike Smith makes a motion to approve the minutes of 9/23 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he was not in attendance at that meeting.

7. Commissioners Reports

Mike Smith discusses the possible release of email addresses by the VDOE and is informed that no request for this information under RSA 91-A has been received. Ron Sandstrom discusses other mechanisms in which persons can receive notification of updates to the web site such as an RSS feed. The instructions to update to this feature have been added to the VDOE website. Larry Leonard makes a motion to post a notice on the website regarding the possible release of email addresses should they be requested and the ability to unsubscribe your email address and sign up for the RSS feed. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to prepare shut off notices for overdue water bills for mailing after 10-1. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to start non-pay shut offs on October 15. Ron Sandstrom seconds the motion. Discussion is held on timing. Mike Smith moves to amend the motion to start non-pay shut offs on October 20. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion, as amended, passed 3-0. Ron Sandstrom makes a motion to post the approved shut off notice on the website. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send the notices by registered mail. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to send a second letter to Madison for securing of 14 Aspen Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.

A report of DPW personnel speeding within the District has been received. The report is for speeding on Huttwil Drive and Eidelweiss Drive. Mike Smith makes a motion to reinforce the speed limit with the DPW crew. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send an email thanking the resident for the report and to advise that the matter is being addressed with the crew. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith discusses beach cleaning and the expected reduction in hours after Labor Day, with completion of beach raking after Columbus Day. Mike Smith outlines that the beaches should be prepared for weekend use only. Larry Leonard responds that weekend preparation and checking of the outhouse supplies is all that has been done since Labor Day. Mike Smith makes a motion to have the DPW crew pull the rafts at the beaches. Ron Sandstrom seconds the motion and the motion passed 3-0.

Larry Leonard discusses need for a higher level of awareness of DPW work and scheduling for the Commissioners. A work plan needs to be developed and implemented. A weekly/monthly/seasonal outline should exist. Mike Smith states that verbal reports on Monday are his preferred manner of receiving updates. Larry Leonard outlines the need to be able to track completed work and identify areas that require frequent repair.

Ron Sandstrom discusses meeting with the Healthcare Committee and Water Operations Committee last week. A proposal for review by the Board has been submitted by the Healthcare Committee. Discussion is held on the benefits to the budget should the Committee recommendation of limiting the VDOE portion of the premiums to the 2 person level. The recommendation of the Committee is read. Ron Sandstrom makes a motion to move forward with the recommendation of the Committee. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith discusses looking into the establishment of a Healthcare Capital Reserve Fund. Unexpended funds from the medical benefits line item could be voted for placement into the fund. Discussion on the procedure for establishing a Capital Reserve Fund is held. Mike Smith makes a motion to place establishment of a Healthcare Capital Reserve Fund with a proposed deposit equal to the amount of any unexpended budget funds for medical insurance. Ron Sandstrom seconds the motion and the motion passed 3-0.

Information from the Water Operations meeting of last week is outlined and discussed. Mike Smith makes a motion to cancel tomorrow’s scheduled meeting and send an email to the Committee for rescheduling. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

The drafted Visitation Policy is presented for review. Mike Smith makes a motion to approve and post the Visitation Policy. Ron Sandstrom seconds the motion and the motion passed 3-0.

An application for a Driveway Permit for Construction for 12 Blinden Drive is reviewed. Mike Smith makes a motion to approve the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

NH Retirement System has sent information on training sessions for the implementation of Government Accounting Standards Bureau (GASB) Regulations 67 and 68.

Primex and HealthTrust have sent notifications on upcoming Public Hearings scheduled for 2015 rate establishment and Annual Meetings.

10. Scheduled Appearances

John Lynch of 4 Porridge View Drive has attended the meeting to discuss drainage on this road. The road is in need of gravel and grading. The road gets very muddy in the middle section during and after rain. This road is relatively hidden, and pulling onto Oak Ridge Road from Porridge View Drive can be challenging. The residents of Porridge View Drive would like to donate a mirror which could be attached at the intersection to show any vehicles traveling down Oak Ridge. Resident Patricia Farren has offered to purchase the mirror. The mirror would be donated to the District for installation by the DPW. Ron Sandstrom makes a motion that if a mirror is donated, the DPW will install. Mike Smith seconds the motion and the motion passed 3-0. Discussion ensues on the need to fix the low area on this road to stop the puddle from forming.

11. Other Business

The provider looking to quote alternative energy suppliers for the VDOE has sent an email stating that the VDOE will not be responsible for charges incurred for obtaining information from PSNH. The form requested to be signed states that the VDOE will be held responsible. As form will not be altered by the provider, it will not be signed.

12. Public Comments

At 10:15 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. 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.

No motions were made during Non-Public Session.

At 10:36 am Mike Smith makes a motion to exit Non-Public session. 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.

Mike Smith leaves the meeting at this time.

At 11:27 am Larry Leonard makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion 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/2014/10/CM092214.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
September 22, 2014

The Board of Commissioners met at 8:00 am on Monday, September 22, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. The meeting was taped for Madison TV by Carol Dandeneau. [expand title="More Text"]

At 8:02 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Ron Sandstrom makes a motion to add a non-public session and budget discussion and approve the agenda as amended. Mike Smith seconds the motion and the motion passed 3-0.

2. Highway Department Report

Kelly Robitaille is not in attendance at today’s meeting. Ron Sandstrom discusses completing the Oak Ridge Road project at the intersection with Eidelweiss Drive this year. Discussion is held on the update of additional funds available that can be expended within the budgets. Ron Sandstrom discusses the benefits of completing phase 1 construction prior to placing phase 2 or phase 3 of the Oak Ridge Reconstruction Project onto the Warrant for voter approval. Mike Smith makes a motion to move forward with the placement of the catch basin and culvert for $7,760. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have a final cost for all chains needed for next week for approval. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water System Planning

Mike Smith makes a motion to send an email to Integrated Water Services stating that any items on the Jungfrau pump installation punch list that are still outstanding Friday, September 26 will be hired out to a different contractor with a deductive change order to IWS for any charges incurred. Ron Sandstrom seconds the motion. Discussion on contact with IWS prior to sending this email is held. Mike Smith moves to amend the motion to include a call to IWS prior to sending the email. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion, as amended to include a call first and then deductive change order if work remains incomplete, passed 3-0. Oak station is discussed. A request for proposal has been completed. Bid request is reviewed and discussed. Mike Smith makes a motion to add placement of a sump pump at ground level and approve the bid request. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to have the bid request sent to Iron Mountain Water, L.R.W., FX Lyons, IWS and Simply Water. Ron Sandstrom seconds the motion and the motion passed 3-0. The Summit station is discussed. Mike Smith makes a motion to purchase the seal kit from Maltz Pump. Ron Sandstrom seconds the motion. Discussion on purchase of the stack assembly in addition to the seal kit is held. Discussion on installation and bidding the work is held. Larry Leonard outlines second need to open the pump if the stack is needed and not available while the seals are being replaced. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against purchase of the seal kit only. Ron Sandstrom makes a motion to purchase the seal kit and stack kit from Maltz Pump. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to hire Maltz Pump to do the installation of the seals and stack kit. Ron Sandstrom seconds the motion. Discussion is held on bidding the work. Motion is called to a vote and the motion failed 1-2 with Larry Leonard and Ron Sandstrom against assigning the project without a bid process for the work. Ron Sandstrom makes a motion to request bids for the work from Iron Mountain, LRW, FX Lyons, Simply Water and Maltz Pump. Larry Leonard seconds the motion and the motion passed 2-1 with Mike Smith against bidding this work. Mike Smith makes a motion to order two CR-20-2 single phase pumps for Oak Station. Ron Sandstrom seconds the motion and the motion passed 3-0. Muddy Beach is discussed. Ron Sandstrom makes a motion to approve and sign the work order for the diagnosis and repair of Well #2 to be completed by Hartley Well Co. Larry Leonard seconds the motion and the motion passed 3-0. A transducer may be needed for the well. Mike Smith makes a motion to obtain pricing for two transducers for the Muddy Beach well field. Ron Sandstrom seconds the motion and the motion passed 3-0. The concrete pad needed for the new pump installation at Oak Station is discussed. Gilbert Block can fabricate off site and deliver the pad to the station. A quote has not yet been received. Mike Smith makes a motion to order the concrete pad from Gilbert Block. Ron Sandstrom seconds the motion and the motion passed 3-0. Information from Electrical Installations Inc on the SCADA antennas and radios for the water system was received yesterday. Information will be forwarded for review and discussion. Mike Smith makes a motion to obtain a quote from EI on the sensors and SCADA tie in for Oak station. Ron Sandstrom seconds the motion and the motion passed 3-0. Installation dates for approved work orders are expected this week for scheduling additional valve work needed within the District. Mike Smith will schedule Scott Hayes for an additional 4 hours for isolation valve and water system review.

4. Administration

Budgets and yearend projections are discussed. It is outlined that the yearend projections included funds for medical insurance for all employees. It has since been learned that the highway crew will not be taking benefits through the VDOE this year. This will leave additional funds available at the end of the year than originally projected. The spreadsheet will be redone and distributed for future discussion.

The grant request submission for the Asset Management Grant being offered by NH Department of Environmental Services is being worked on. The application will be completed and submitted to the Board for review and approval.

The Driveway Ordinance proposed updates are discussed. The document incorporating all changes is reviewed. Ron Sandstrom makes a motion to approve the updates to the Ordinance and sign the document. Larry Leonard seconds the motion. Discussion is held on implementing the change back to property owner responsibility for the maintenance of driveway culverts. Mike Smith states that the property owners’ lack of cleaning the culverts over many years was creating road damage situations. It is outlined that this was the reasoning for altering the Ordinance two years ago. Mike Smith suggests that a list of available parties to clean culverts for homeowners be available at the office prior to implementing the change in the Ordinance. Ron Sandstrom withdraws the motion pending receipt of additional information on the available options for a homeowner to contract culvert cleaning services.

Ron Sandstrom will produce a list of proposed warrant article projects for next week.

5. Accounts Payable

19 checks for a total of $7,816.62 are presented. Mike Smith makes a motion to approve 19 checks for a total of $7,816.62. 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

Minutes of 9/12 and 9/15 will be reviewed next week.

7. Commissioners Reports

Mike Smith makes a motion to have the DPW grade Lucerne Drive following replacement of the valve at #13 Lucerne. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have the gravel section of Aspen graded following the placement of the new water service at #19 Aspen. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

The withdrawal form for the funds voted to be withdrawn from the Road Construction Capital Reserve Fund is presented. Mike Smith makes a motion to request the withdrawal and sign the form. Ron Sandstrom seconds the motion and the motion passed 3-0.

A draft letter to the owners of 34 Eidelweiss Drive regarding work on the ditch in front of their property as previously discussed is presented. Mike Smith makes a motion to not send this letter based on the vote taken earlier today. Ron Sandstrom seconds the motion and the motion passed 3-0. A new letter will be drafted outlining today’s vote to proceed with the work.

A draft letter to the owners of 19 Oak Ridge Road regarding reinstating the protective berm that was removed 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.

The Driveway Ordinance will be held as discussed earlier.

The Muddy Beach well #2 repair work order was signed previously in this meeting.

Energy supply alternative providers have sent forms for authorization of release of information from PSNH for obtaining usage information needed to provide quotes. Mike Smith makes a motion to sign the Energy Professionals order form for quote. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to reject the proposal from Northeast Utilities which requires a $50 payment for production of a quote. Ron Sandstrom seconds the motion and the motion passed 3-0.
9. Correspondence

NH Department of Health and Human Services has sent the weekly arboviral bulletin.

NH Municipal Association has sent the monthly NewsLink magazine.

10. Scheduled Appearances
11. Other Business

Information on the VDOE web site viewing and pages reviewed by persons visiting the site has been compiled by Ron Sandstrom. Visits to the site are increasing.

New chairs for the office are discussed. Ergonomic mesh chairs can be purchased for $199 each. Mike Smith makes a motion to approve the purchase of 4 chairs at $199 each. Ron Sandstrom seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:24 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. 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.

Mike Smith makes a motion to establish a non-public session with each member of the highway department. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 9:37 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/2014/10/CM091514.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
September 15, 2014

The Board of Commissioners met at 8:00 am on Monday, September 15, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (Highway) and Ray Seeley of Integrated Water Systems (water operator). Resident Bob Simmons joined the meeting in progress. The meeting was taped for Madison TV by Tim Hughes and Carol Dandeneau. [expand title="More Text"]

At 8:02 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.

2. Highway Department Report

Kelly Robitaille reports that all equipment is in good shape. Bristenstock, Salins and Appenvel have been worked on. This area will be finished this week. Discussion is held on the amount of gravel needed. Mike Smith makes a motion to withdraw $5,000 from the Road Construction Capital Reserve Fund for the purchase of gravel. Ron Sandstrom seconds the motion. Discussion is held on road needs and continued maintenance. Motion is called to a vote and the motion passed 3-0. The gravel will be purchased and stockpiled. The top of Oak Ridge Road where the pavement was removed is discussed. This area will be checked for repair. The culvert at the corner of Grachen, Aspen and Grachen Extension is discussed. Kelly Robitaille reports that this culvert has been crushed and needs to be replaced. Discussion is held on the possibility of intentional abandonment of the culvert around 5 years ago. This will be looked into. An updated quote from the asphalt company has been requested. Chains for winter use for all equipment have been quoted at $3,200. The road review by the Board of Commissioners is to be scheduled. The crew is learning to operate the grader. Graffiti was placed on the road signs and entry sign over the weekend. Clerk Jay Buckley left a message informing the office of the graffiti and stated he was notifying the Sherriff’s department of the vandalism. The crew will clean the road signs. Madison Police will be notified. Specifications are being worked on for obtaining quotes for a new truck to replace the Top Kick. 19 Oak Ridge Road is discussed. Area is to be checked for replacement of the berm that was previously removed. 6” rip rap has been placed in the swale in front of 23 Oak Ridge Road.

3. Water System Planning

Ray Seeley states that he will plan the installation work for the new water system hook ups for Tuesday and Wednesday of next week. An email confirming this will be sent. The water system budget is reviewed with Ray Seeley. Line items are discussed. Pump house heat is discussed. Ray Seeley is informed that November or December is normal time frame for turning on the heat. Tree removal is needed around the pump houses. Ray Seeley is informed that a quote is being worked on for trimming of trees around the stations. Information relating to the antenna pathways for the SCADA system is expected from Electrical Installations Inc. The Jungfrau pump replacement project is discussed. Mike Smith and Ray Seeley will meet at the pump house later this morning to review the remaining items on the punch list. Oak station is discussed. Placing of the pump that will remain in service to the system outside the pump house during the installation of the new concrete slab, pumps and piping is discussed. Mike Smith suggests building a shelf that would hold the pump inside the building for security purposes. Discussion turns to pouring of the new concrete slab. Pouring the slab outside and moving it into the building once cured is discussed. Gilbert Block will be asked for a price to fabricate the slab. A bid sheet will be developed this week for review. Coordination of delivery of the slab and pumps in one day to maximize use of the crane that will be needed to lower these items into the building is discussed. All parts for the job are to be on site prior to the beginning of installation. Discussion turns to the option of a VFD control panel or a soft start set up for the new pumps. The engineer has stated that a soft start set up would be alright for use in this station as this station is an in line booster station only. Minimal benefit would be gained by a full VFD control panel. Discussion is held on addition of a flow switch or pressure sensor on the inlet sides of the pumps so as to protect the pumps. Options for replacing the seals on the pump at the Summit station are discussed including having a factory technician do the work. Discussion is held on a reduction in confidence in the work of Integrated Water Systems based on the Jungfrau pump replacement project. The pump seals that were replaced but also leaked at the Jungfrau station earlier in the year are discussed. Ray Seeley responds that the shaft was damaged on the pump, which caused the seizing. Mike Smith states that the shaft on the pump at the Summit has been checked and moves freely. Ray Seeley states that the VDOE should schedule the factory rep for the install; he will not be bidding on the work. Muddy Beach Well #2 is discussed. An estimate from Hartley Well has been received for the Well #2 work. Discussion on the unknown status of the piping and potential replacement as stated on the Hartley Well estimate is held. The work order will be developed to state that additional costs for piping or other repairs determined to be needed once the well is opened will need approval prior to completing the work. The option of adding a transducer in the well to measure well draw down and recovery times while pumping is discussed.

4. Administration

A safety meeting was held last week. Mike Smith makes a motion to add a safety line item to the budget for next year. Ron Sandstrom seconds the motion and the motion passed 3-0.

Larry Leonard discusses Asset Management. A statement of work for the proposal from Thorne Surveyors is to be drafted. Larry Leonard will handle development of the initial draft. Pictures of water stations are being taken and schematics of piping are being produced. A grant is being offered by NH DES for development of Asset Management programs that Larry Leonard suggests the VDOE consider applying for.

The revised Driveway Ordinance will be updated and sent to legal counsel for review and discussion of adoption by the Commissioners. Mike Smith makes a motion to define “driveway”, “curb cut” and “road access” as interchangeable terms in the Driveway Ordinance. Ron Sandstrom seconds the motion and the motion passed 3-0.

Discussion is held on notification from the insurance company that a release of funds for reimbursement of the stolen inventory items is pending.
Options for alternative electricity suppliers are being reviewed. The current agreement with First Point Power as electricity supplier ends November 1.

An ad for part time snow plow drivers is presented and reviewed. Ron Sandstrom makes a motion to approve the ad for publication Wednesday and Saturday. Mike Smith seconds the motion and the motion passed 3-0.

A request for submission of prices for the shoveling of pump stations following any snowfall event of greater than 2 inches is presented and reviewed. Ron Sandstrom makes a motion to post the request for pricing. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith leaves the meeting to meet with Ray Seeley at the Jungfrau pump station.

The payroll report is presented for review. Ron Sandstrom makes a motion to approve payroll in the amount of $6,442. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable
6. Minutes

The minutes of 8/29 are presented for review. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of 9/8 are presented for review. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Asset Management Committee minutes of 9/8 have been distributed.

The Safety meeting minutes have been distributed.

7. Commissioners Reports

Mike Smith discusses the Hartley Well quote for work at Muddy Beach Well #2, stating that this work is just a part of what is needed at that station. Discussion ensues on three projects for Muddy Beach station; the well, the booster pumps, the communication/SCADA issues. Discussion continues on the project and the acknowledgement that the condition of the pipes will be unknown until the well is opened. It is stressed that any additional costs related to this well will need to be approved by the Commissioners prior to any work being authorized. A review of the proposed pump for the well by Engineer Paul Fluet will be done. Larry Leonard states that prior approval for additional costs will be stated in the work order. Mike Smith discusses the Asset Management Committee as the group that is to be obtaining information in one central location to make the information usable by the Commissioners for planning purposes. Mike Smith adds that the managing of the assets, including establishment of a long term plan to identify future replacement and upgrade needs is the responsibility of the Board of Commissioners; not the Asset Management Committee. The Committee should be focused on listing the assets and not on making suggestions on how to handle those assets. Mike smith reiterates the need to keep the Committee focused and to keep clear the responsibilities.

Larry Leonard is in possession of the GPS coordinate sample that was requested from Integrated Water Systems. The information will be scanned and distributed.

8. Signature Items

The proposed work orders for repair of the curb stop valve at 13 Lucerne and the valve box on Appenvel Way are presented. Mike Smith makes a motion to approve and sign work order 1016 for repair on Appenvel Way. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve and sign the work order for repair of the curb stop valve at 13 Lucerne. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

The owner of 23 Oak Ridge Road has sent a thank you to the office for notification of approval of the work to be done in front of this property.

The NH Retirement System has sent the contribution rates for 2015/2016 for employees and employers. The VDOE portion will be calculated for the 2015 proposed budgets.

The NH Department of Health and Human Services has sent notification of additional mosquito pools testing positive for Eastern Equine Encephalitis. The threat from mosquitoes will remain active until the first hard frost.

The NH Department of Health and Human Services has sent notification of the first positive influenza case for the 2014/2015 flu season. The department recognizes that it is very early in the flu season for the first positive case.

10. Scheduled Appearances

Bob Simmons questions if an agreement exists for discounts on propane that the VDOE may have negotiated that would be available to residents. Mr. Simmons is informed that the Eidelweiss Property Owners Association has an agreement for residents with AmeriGas.

11. Other Business
12. Public Comments

At 10:35 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion 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/2014/10/CM091214.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
September 12, 2014

The Board of Commissioners met at 9:30 am on Friday, September 12, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Scott Hayes of Iron Mountain Water. [expand title="More Text"]

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

The water system and updating of the engineering model for the District is discussed. Pressure within the system is discussed with Scott Hayes adding that the pressures within the pressure zones are shown on the maps from Fluet Engineering Scott Hayes discusses the system complexity and recommends that the Commissioners look for a Grade II with experience when hiring a water operator. Scott Hayes adds that he is not able to take this system back at this time.

Isolation valves are located and marked around the District. Discussion with Scott Hayes on the locations of valves and the areas that they control is held. Removal of old abandoned fire hydrants is recommended. Pressure zones and theory of operation are discussed. Scott Hayes states that an experienced water operator should not have any problems in any of the VDOE pump houses identifying flows within the pump house. Scott Hayes recommends that physical ties to within one inch variance should be recorded for all valve locations.

Scott Hayes informs the Board that he would be willing to do pump replacement work for the District and would like to be included for bids on any water system projects.

Scott Hayes could come back for an additional four hours to locate and mark additional valves in two weeks. Mike Smith makes a motion to approve an additional 4 hours for consulting by Scott Hayes. Ron Sandstrom seconds the motion and the motion and the motion passed 3-0.

Larry Leonard makes a motion to supply Scott Hayes with the documentation for Oak Station to obtain a quote. Ron Sandstrom seconds the motion. Discussion on lack of existence of a bid package at this time to supply is held. Larry Leonard withdraws the motion. Mike Smith makes a motion to have the office produce the bid specification for the Oak Station Pump and Piping project. Ron Sandstrom seconds the motion. Discussion on the project is held. Decision of ordering of single or three phase pumps is needed. Decision on purchase of a VFD control panel or soft start motor system is needed as is a decision of which meter to purchase for the inlet side of the pump. Motion is called to a vote and the motion passed 3-0.

Muddy Beach is discussed. Ron Sandstrom makes a motion to move forward with the Hartley Well proposal to diagnose and repair Well #2. Larry Leonard seconds the motion. Mike Smith discusses focusing on the pumps at Oak Station first and then focusing on Muddy Beach. Motion is called to a vote and the motion passed 2-1 with Mike Smith against working on both projects at that same time.

Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters and (d) matters of reputation. 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.

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

At 1:46 pm Ron Sandstrom makes a motion to exit Non-Public Session and adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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The Board of Commissioners will meet with the Water Operations Committee on Tuesday, September 23 at 9:30 am in the District Office.