[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/09/CM072814.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 28, 2014

The Board of Commissioners met at 8:00 am on Monday, July 28, 2014. In attendance were Commissioners Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway), Clerk Jay Buckley, Kara Taylor and Ray Seeley of Integrated Water Systems (water operator). The meeting was taped by Tim Hughes. [expand title="More Text"]

At 8:00 am the meeting was called to order by Commissioner Mike Smith.

1. Agenda

Larry Leonard makes a motion to approve the agenda as amended. Mike Smith seconds the motion and the motion passed 2-0.

The Action List is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille discusses road grading and ditch work that has been completed in the Big Loop, Interlaken, and Diessbach area. 2 culverts in the area will need to be repaired. Mike Smith discusses the culvert and driveway at 26 Middle Shore Drive. Mike Smith makes a motion to have the Commissioners look at 26 Middle Shore Drive. Larry Leonard seconds the motion and the motion passed 2-0. Discussion is held on adding this area to the list for the road review. Mike Smith states that the driveway is washing into the road and causing damage. Kelly Robitaille has been working with grader operator Tony Eldridge on the schedule for grading. Mr. Eldridge is not available tonight and rain predicted for tomorrow will prohibit grading. The end of the week is the target for grading the next roads. A pivoting hoe bucket has been requested for the new backhoe by Kelly Robitaille. This could be added after the backhoe is received. Discussion on recollection of discussions regarding an articulating bucket with Mike Ouellette is held. Mike Smith makes a motion to pull minutes of the meetings with Mike Ouellette last year. Larry Leonard seconds the motion. Discussion is held on adding an articulating bucket to the back hoe side of the machine. Motion is called to a vote and the motion passed 2-0. Mike Smith makes a motion to contact Mike Ouellette and put delivery of the backhoe on hold. Larry Leonard seconds the motion and the motion passed 2-0. Kelly Robitaille states that he was contacted by a perspective buyer for the road grader through Chadwick BaRoss. The caller questioned if the machine was equipped with a plow and wing. Discussion ensues. Mike Smith makes a motion to contact the Madison Police for a status of the located plow. Mike smith withdraws the motion. Follow up with, and the current status of, the ongoing police and criminal prosecution by the Carroll County Attorney Office is outlined. Kelly Robitaille reports that a Stop Sign is needed for the intersection of Appenvel Way and Eidelweiss Drive. The 25 MPH speed limit signs have been received. Three of the signs have been placed; the fourth one will be put up this week. Kelly Robitaille is informed that a report has been received stating that the culvert at the bend on Lakeview Drive is blocked. A request for stone smaller than the 6” erosion stone intended to be placed at 23 Oak Ridge Road has been received. This matter has already been discussed. Kelly Robitaille will be aware of the height of the stone as it is placed so as to not interfere with winter plowing operations.
3. Water System Planning

The punch list for remaining items to complete the work at Jungfrau pump house is discussed. Ray Seeley states the work will be done this week. A failure to start of the 20 HP pump at Jungfrau last week reported by the SCADA system is discussed. It is unknown why the pump failed to start. The recent alteration of the set point at Jungfrau to turn on the DPW well and alteration of the set point for when Reinach turns on Jungfrau is discussed. This has reduced the amount of times during a fill cycle for Reinach that the Jungfrau booster pump locks out due to the tank level at Jungfrau. Lightening arresters and general lightening protection for the pump houses and SCADA system are discussed. This will be discussed with Jason Roache of Northeast Systems Control, the SCADA programmer. Mike Smith discusses the meeting with the engineer last week for review of the Oak pump house and Summit pump house. Once the information on the pumps recommended by the engineers is received, the pumps will be priced for potential purchase. Mike Smith makes a motion to approve Fluet Engineering Associates, a division of Dubois & King, to design piping corrections for Oak Station. Larry Leonard seconds the motion. Discussion on inclusion of a three phase VFD drive for all pumps is held. Motion is called to a vote and the motion passed 2-0. Anticipated quotes for water system projects from Integrated Water Systems are discussed. Ray Seeley states that since the VDOE is engineering the proper pumps, he is not looking into replacements for the pumps. Well #2 at Muddy Beach will be looked at by Ray Seeley. Mike Smith discusses the cost associated with obtaining the information on the repairs needed to the well and possible funding of this project next year. The current focus will be Oak Station and the Summit Station. The flow meter needed for the 20 HP pump at Jungfrau is discussed. Mike Smith makes a motion to call Jason Roache for the size of a workable used flow meter. Larry Leonard seconds the motion and the motion passed 2-0. Discussion returns to the work that would be needed to diagnose Well #2 at Muddy Beach. This well has a 6” casing and is probably a 4” pump. The pump would need to be pulled from the well for diagnosis. Larry Leonard discusses the need for planning this sort of project. Mike Smith discusses reviewing financial information prior to determining if this project should be done this year. Ray Seeley will obtain a quote for pulling the pump for review. The invoice recently received from Integrated Water Services at $95 per hour is discussed. Per the contract, the hourly wage for work on the VDOE system is $65. Ray Seeley states that this will be corrected. Delays on the project for installing the 20 HP pump at Jungfrau are discussed. Ray Seeley outlines difficulty in working with the angles of the pipes within the station. Discussion on the samples of the GPS data that has been collected by IWS is held. Jeremy Reinbold is in possession of the data and the VDOE tax maps. Ray Seeley states that the requested information will be submitted for review. Discussion on the need to update information on the water system is held. Compiling of data and the assistance of having this data for long term planning is discussed. The water users’ database information will be sent to IWS.

4. Administration

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,683.75. 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

12 checks for $10,179.33 are presented. Mike Smith makes a motion to approve 12 checks for a total of $10,179.33. 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 7/7 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The minutes of 7/14, 7/16 and 7/17 will be held for the return of Ron Sandstrom as Larry Leonard was not in attendance that week.

7. Commissioners Reports

Mike Smith discusses needed tree trimming at Muddy Beach and Jungfrau water stations. Letters to the property owners whose trees will be affected by the trimming are to be ready for next week. 2 weeks shall be given each property owner for responding. Mike Smith makes a motion to attempt phone contact and follow up with the letters. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith makes a motion to obtain a quote for a boom truck for one day for needed antenna work at water stations. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith makes a motion to obtain a quote from Northeast System Controls for Omni-directional antennae. Larry Leonard seconds the motion and the motion passed 2-0.

Mike Smith outlines that Scott Hayes of Iron Mountain Water will be doing some consulting work for the VDOE in locating and marking isolation valves. Available maps will be copied and distributed for this review.

8. Signature Items
9. Correspondence

The NH Retirement System has sent information on legislative changes effective July 1, 2014 that allow NHRS to impose penalties for late filing.
10. Scheduled Appearances

Clerk Jay Buckley has brought a petition signed by taxpayers requesting that Oak Ridge Road Phase II and Phase III construction be engineered, designed and placed on the 2015 Warrant. The road map for the proposed redesign of the Huttwil bulletin board is discussed. Jay Buckley will submit the redesign for review.

11. Other Business

The response to Larry Leonard’s questions on the Water Operations Strategy report submitted is discussed. This will be discussed next week with the full Board.

12. Public Comments

At 9:26 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) reputation. Larry Leonard seconds the motion. Motion is voted via roll call vote, Mike Smith yea, Larry Leonard yea, and the motion passed 2-0.

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

At 9:44 am Mike Smith makes a motion exit Non-Public Session and resume the Public Session. Larry Leonard seconds the motion. Motion is called via roll call vote, Mike Smith yea, Larry Leonard yea and the motion passed 2-0.

SCADA programmer Jason Roache is attempted to be reached by telephone. A message is left requesting follow up on needed information.

At 9:50 am Larry Leonard makes a motion to adjourn the meeting. Mike Smith 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/2014/08/CM070714.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 7, 2014

The Board of Commissioners met at 8:00 am on Monday, July 7, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was 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 as presented. 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 the trucks are in good shape. The brushes for the power sweeper are expected this week. The crew is concentrating on cutting limbs from trees that are over the roads and cleaning culverts and ditches. A compressor was rented for a day last week at a cost of $85. The compressor worked really well at removing leaves from the ditches and from rip rap stone. Care was taken to not put leaves into or along driveways and yards. Purchase of a tow behind compressor like the one rented would be beneficial going forward. The unit may be rented again. Klausen will be worked on. The pavement is not in bad shape, but the shoulders need maintenance. Dust control is discussed. Magnesium Chloride will need to be ordered. No stock has been located. The new grader is expected the middle of July. Eidelweiss Drive will be graded first. Ron Sandstrom informs the crew that a database of curb stop valve locations by street is available. The database can be reviewed prior to working on a road to help identify valves that may be near or in a ditch line or the road. Mike Smith states that a concentrated effort is to be placed on road grading. Ron Sandstrom compliments the crew on the work placing stone and neatening the appearance of the stone at the bottom of Oak Ridge Rd. The area looks finished and is much improved. The even side of Oak Ridge Rd is discussed. The drawing has not yet been received from Engineer Paul Fluet. New road signs have been ordered and are expected this week. Culvert cleaning is discussed. Kelly Robitaille states that many driveway culverts are blocked. A list of culverts needing cleaning will be compiled. The priority given will be based on the potential for road damage. Budgets are reviewed. Line items within Highway and Streets are reviewed and discussed. Wright Communications and the potential need for new radios for the new equipment are discussed. Yard sale signs left along Eidelweiss Drive will be picked up and disposed of. Trash around the roads will be picked up as scene. Larry Leonard reports that trash is being placed into the commodes in the outhouses. No trash disposal signs will be placed. A call received regarding missing kayaks has been referred to Madison Police. Ron Sandstrom discusses referring persons to Madison Police for enforcement of Ordinances. Residents should be encouraged to make reports with the Police when needed. Line painting of the eight stop lines was completed last week.

3. Water System Planning

The new pump has been installed at Jungfrau and is in operation. Mike Smith discusses the slow response and delays on parts related to the installation. A vent or air conditioning unit may be needed at the Jungfrau station to keep the new VFD panel from overheating. This will be looked into. A flow meter is needed to measure the flow from the Jungfrau tank to Reinach. A punch list of remaining items to complete the project will be developed. Mike Smith will work on this. Yesterday’s water usage was 119,836 gallons. Muddy Beach has been off line since last week’s thunder storms. The tree across from the station is to be trimmed back to remove branches which overhang the driveway and building at Muddy Beach. Mike Smith makes a motion to have the tree limbs cut. Ron Sandstrom seconds the motion. Discussion is held on contact with the property owner. An attempt for a phone number will be made and a letter will follow up. A quote for the work will be obtained from an outside tree service. A boom lift will also be priced for comparison of doing the work in house. Muddy Beach and Jungfrau will be reviewed for the quotes. If a boom lift is rented, antenna work needed on top of the DPW building may also be scheduled. Larry Leonard outlines antenna work and radio output improvements can be worked on separately. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to obtain a price from a tree service and for a rental high lift. Ron Sandstrom seconds the motion and the motion passed 3-0. A quote needed for a flow meter for the Jungfrau station is discussed. Mike Smith states that the piping configuration may require two flow meters are placed. Larry Leonard outlines that a flow meter cost in the vicinity of $3,000. Jason Roache has a used one that he could sell the VDOE for $1,000.00. Varying meter styles discussed. Mike Smith states that an external meter is preferred so as to not cut the pipe for insertion an immersible meter. Discussion is held on the need for numbers from the vendors. Mike Smith makes a motion to obtain a direct quote for the same type of external flow meter as the unit placed in the DPW vault. Ron Sandstrom seconds the motion and the motion passed 3-0. The option for applying for the leak detection survey grant being offered by NH DES is discussed. Locating isolation valves is discussed. Mike Smith states that he contacted Scott Hayes last week and he would consult for the VDOE at a rate of $75.00 per hour for locating isolation valves. This would probably be scheduled for September. GPS coordinates could be taken as valves are located. Mike Smith makes a motion to hire Scott Hayes for consulting work at a rate of $75.00 per hour with funds to be from the asset management Warrant Article. Larry Leonard seconds the motion. Discussion follows. Motion is called to a vote and the motion passed 3-0. A meeting with Scott Hayes may be established prior to his scheduled work in the District. Ron Sandstrom states that he has created access to the on line curb stop valve location database. Access information will be sent today. Discussion on getting the information in one location is held. The current information is to be coordinated and additional information can be added. A sample of the GPS information collected by Water Operator Ray Seeley has been requested. Larry Leonard outlines that there has been a large increase in water usage over the past 18 months. Discussion on increasing demands on the system and calculations from prior years is held.

4. Administration

A safety meeting is scheduled for July 16.

The information on the proposed design for the Huttwil bulletin board will be forwarded to the Board for review.

Asset management is in progress. The next Committee meeting is July 28th.

The PBX is discussed. A new phone line is needed so that the system will be able to dial out for transfers. Ron Sandstrom makes a motion to add a third line through Vonage up to $32 per month. Mike Smith seconds the motion and the motion passed 3-0.

Driveway Ordinance proposed updates are reviewed and discussed. The latest version has been declared fully defensible by the VDOE Attorney, Dan Crean. Ron Sandstrom discusses scheduling of a Public Hearing for Driveway Ordinance proposed updates. Mike Smith makes a motion to schedule a Public Hearing for August 30th at 10 am at the Lodge. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to post the proposed updates on the VDOE website. Mike Smith seconds the motion and the motion passed 3-0.

Work orders are being used.

A general overview of the SCADA system programming for the water system has been put together and distributed. Discussion is held on obtaining a quote from SCADA programmer Jason Roache for development of an operations manual.

An office work flow has been drafted and distributed.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,908.50. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

A schedule will be made for cleaning of the office floor.

5. Accounts Payable
6. Minutes

The minutes of 6/26 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of 6/30 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 outlines gathering the information from the surveys sent with the water bills. The remaining surveys could be tabulated by an Excel tally. Larry Leonard will work on this.
Ron Sandstrom adds that he has added email addresses to the online database. Mike Smith suggests presentation of the survey results at the Public Hearing on August 30th.

Mike Smith discusses placement of pavement this summer. Kelly Robitaille is obtaining a quote for the paving of the swale at the S-turn on Oak Ridge Road. No Warrant Article for road work is available. Discussion turns to the request to turn on the water at 37 Oak Ridge. The Board is informed that this was scheduled previously and canceled; the valve has already been marked and checked. Mike Smith makes a motion to purchase 5 pumps for the water system for use in Oak pump house, Summit pump house and Jungfrau pump house. Ron Sandstrom seconds the motion. Discussion is held on modeling costs and available funding. Mike Smith adds that VFD panels could then be planned for purchase next year. With the pumps purchased now, a pump failure would not create a crisis. Larry Leonard states that this information has previously been requested from the water operators. Larry Leonard adds that he will follow up on the request with water operator Ray Seeley of Integrated Water and SCADA programmer Jason Roache of Northeast System Controls. The use of VDOE accounts with vendors while obtaining pricing is discussed. Mike Smith withdraws the motion. Discussion on the quotes and the pumps to be quoted is held. Discussion on review of pumps by Engineer Paul Fluet is held. Mike Smith states that the engineer should specify the pumps and control panels to be quoted. Funding is discussed. Mike Smith makes a motion to have Engineer Paul Fluet specify the 3 phase pumps to be ordered for Oak pump house and Summit pump house. Ron Sandstrom seconds the motion. Additional discussion on funding and expenditure of engineering funds ensues. Motion is called to a vote and the motion passed 3-0.

8. Signature Items

A draft of a letter to the homeowner of 23 Huttwil regarding replacement of a damaged culvert is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion. Discussion on the fee for an application for a Driveway Permit for Construction is held. Mike Smith discusses altering the letter to state that the application fee is being waived. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to alter the later to state waiving of the application fee, approve the letter as amended and sign out of session once available. Mike Smith seconds the motion and the motion passed 3-0.

A draft of a letter to the homeowner of 1 Oak Ridge Road regarding an offer by the Eidelweiss Property Owner’s Association to plant shrubs below the driveway on the slope above the ditch line is reviewed. Ron Sandstrom outlines a discussion he had with the homeowner this weekend. The homeowner was informed that the work on the rip rap stone has been completed. The letter will need to be updated to reflect this. The updates to the letter should include a request for an estimated dollar amount charged for the bushes that were removed above the driveway. The culvert header at the driveway is discussed. The area at the side of the driveway at the culvert header has been washed out. The letter update will include a statement that this will be reviewed for corrective action. Mike Smith makes a motion to update the letter as discussed, approve the letter as amended and sign out of session once available. Ron Sandstrom seconds the motion and the motion passed 3-0.

The updated Highway and Parking Regulation is presented. Mike Smith makes a motion to adopt and sign the Highway and Parking Regulation. Ron Sandstrom seconds the motion and the motion passed 3-0.

The updated Water Ordinance is presented. Mike Smith makes a motion to adopt and sign the Water Ordinance. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

A 91-A request for information was received from Mark Graffam and responded to.

Bill Ingram has requested approval to continue to park the commercial vehicle he drives for work at the Huttwil parking lot. Ron Sandstrom makes a motion to approve the continued use of the parking lot by Bill Ingram for the commercial vehicle he uses for work. Mike Smith seconds the motion and the motion passed 3-0.

Notification of openings for a grader operator training course through UNH Technology Transfer Center has been received. Ron Sandstrom makes a motion to send Kelly Robitaille and Bob Goddard of the Highway Department to grader operator training. Mike Smith seconds the motion. Discussion on the need for attendance at a class is held. Motion is called to a vote and the motion passed 3-0.

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

The coverage documents for the Property-Liability Insurance have been received.

10. Scheduled Appearances
11. Other Business

The insurance claim for the theft discovered in April is progressing. Requested information is being sent to the Property-Liability Trust.

Ron Sandstrom discusses placing of the non-emergent phone number for the Madison Police for reporting of fireworks and other disturbances that may occur. Wording will be drafted and the board at the Huttwil parking lot will be updated.

A request has been made by the homeowner of 23 Oak Ridge to place smaller stone than the 6 inch erosion stone used elsewhere along the road. The DPW are aware to place the stone below the plow line.

12. Public Comments

At 10:48 am 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/2014/08/CM071414.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 14, 2014

The Board of Commissioners met at 8:00 am on Monday, July 14, 2014. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Kelly Robitaille (highway) and Treasurer Dinah Reiss. [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 as presented. 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 equipment is in good shape. The John Deere road grader is being used. Eidelweiss Drive and Little Shore Drive have been graded. The roads will need crown work and ditch work. A bag of Calcium Chloride was purchased at Paris Farms and used after grading. A purchase order for a pallet of Calcium Chloride is reviewed. Mike Smith makes a motion to approve the purchase of a pallet of Calcium Chloride at $1,055. Ron Sandstrom seconds the motion and the motion passed 2-0. Oak Ridge Road is discussed. Cleaning up of the rip rap and neatening of the stone edges is discussed. Mike Smith states that he had a discussion with the homeowner of 1 Oak Ridge Road and the requested receipts for plants will be submitted for review. The homeowner is of the unfortunate belief that being a part time resident has been a factor in the timing of the work. Kelly Robitaille outlines that waiting for the new backhoe would be beneficial in completing the rip rap work. Dinah Reiss states that the EPOA is requesting dark mulch for the planting area at the bottom of #1 Oak Ridge Road and the intersection with Eidelweiss Dr. Ron Sandstrom makes a motion to approve up to $200 for the purchase of dark mulch for the area. Mike Smith seconds the motion. Ron Sandstrom moves to amend the motion to include that funding will come from remaining 2013 Oak Ridge Road Warrant Article funds. Mike Smith seconds the move to amend. Motion, as amended is voted and the motion passed 2-0. Kelly Robitaille states that additional roads will be prepared for grading this week. Mike Smith informs Kelly Robitaille that he received compliments on the road grading from residents. Mike Smith makes a motion to protect the John Deere road grader and not leave the machine in the District unattended. Ron Sandstrom seconds the motion and the motion passed 2-0. 6 inch erosion stone, rip rap, will be placed at 23 Oak Ridge Road. The listing of maintenance needed on roads by priority is being updated. The valve location database can be viewed to assist in identifying valves that may be in ditch lines or under roads. Mike Smith discusses creation of a stock pile of gravel that would be available for use without traveling to pick up the gravel. Kelly Robitaille responds that it would be beneficial to have some gravel on hand. Mike Smith makes a motion to stock pile $300 of gravel at DPW II. Ron Sandstrom seconds the motion. Discussion ensues on the need for a purchase order for gravel. Ron Sandstrom discusses approving a purchase order of up to $1,000 for gravel purchases to be used during road grading. Mike Smith moves to amend the motion to approve up to $1,300 for gravel purchase with $300 of gravel to be stock piled and $1,000 to be used as needed during grading operations. Ron Sandstrom seconds the motion to amend. Motion, as amended, is voted and the motion passed 2-0. Discussion is held on the availability of some funds remaining in the Capital Reserve Fund if needed. Gravel road work and pavement repair needs are discussed. Mike Smith suggests looking at asphalt in the fall with the summer focus on gravel roads. The need to work on all roads and the amount of repair needed on some roads is outlined and discussed. Conversion of Class VI roads to Class V status is discussed. Ron Sandstrom outlines that the property values are increased when a road is classified Class V and that that the increase in property taxes is a benefit to the District. The ability to apply betterment assessments for conversion upgrades needed to bring Class VI roads to Class V standards is outlined and discussed. Road signs and speed limit signs are discussed. These have been ordered and are expected this week. Mike Smith makes a motion to order two No Fireworks signs up to $200. Ron Sandstrom seconds the motion and the motion passed 2-0. The DPW crew is handling the beach cleaning this week. Kelly Robitaille questions if raking should be done daily and is informed yes, each beach should be checked and raked daily. Discussion turns to handling this task first each morning so as to be done prior to the times when persons begin to use the beaches. Mike Smith makes a motion to have the beach raking begin at 7 am and the crew should add the time taken to the end of the day. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion ensues on the beach cleaning. Some complaints have been received. Discussion is held on the possibility of having the DPW crew handle the beach cleaning going forward. Kelly Robitaille discusses the need for a blower to move debris from the roads and ditch lines. Mike Smith states that a potential Warrant Article for the 2015 Warrant could be for items needed such as this. Recommendations for equipment should always be brought forth and discussed. Mike Smith makes a motion to have Kelly Robitaille price out a blower/compressor. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water System Planning

Recent billings from Integrated Water Services are discussed. Mike Smith makes a motion to hold payment for labor on the installation of the 20 Horse power pump at Jungfrau station until completion of the punch lists. Ron Sandstrom seconds the motion and the motion passed 2-0. An independent quote from Champlain Enterprises for the flow meter needed for Jungfrau was requested Friday and will be distributed upon receipt. The trees that need to be limbed at Muddy Beach and Jungfrau are expected to be looked at this week for development of a quote.

4. Administration

A safety meeting with all personnel is scheduled for Wednesday at 12:30.

The information on the proposed design changes for the Huttwil bulletin board will be distributed.

An additional phone line will be requested from Vonage for installation of the PBX.

The Public Hearing on the Driveway Ordinance has been scheduled for August 30.

The water usage daily report for June has been distributed. Contact with Paul Fluet has been made and engineer Nick Sceggell will up to review the pumps at Oak Station and Summit station.

The punch list for the Jungfrau pump install project has been completed.

5. Accounts Payable

Check manifest for $8,298.43 is presented. Mike Smith makes a motion to approve the manifest for $8,298.43. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Invoices from Integrated Water Services are reviewed. A question is raised on the hourly billed on one of the invoices. The invoice has been reduced to the contracted hourly rate for payment. Mike Smith makes a motion to withhold payment of the $520 for GPS readings and $1,040 for labor at Jungfrau for completion of the punch list as previously voted. A new check for $610 is to be printed. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith moves to amend the original motion and approve the check manifest in the amount of $6,738.43. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion, as amended, passed 2-0.

6. Minutes
7. Commissioners Reports

Mike Smith makes motion to adopt a policy to limit persons to 15 minutes in the office. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to send an email to Ralph Lutjen for inclusion in the Water Strategy Committee and request a date for a first meeting. Dinah Reiss states that she will contact Ralph Lutjen. Mike Smith withdraws the motion. Mike Smith makes a motion to obtain a quote from Garside Construction by location for building work to be completed in the fall. Mike Smith withdraws the motion. Mike Smith makes a motion to contact Attorney Crean for bid requirement information. Ron Sandstrom seconds the motion. The Board is informed that there is no NH RSA that requires the VDOE to bid contractor work. The VDOE uses a guideline of work over $3,000; but no formal policy requiring this is in place. Mike Smith withdraws the motion. Mike Smith makes a motion to obtain quotes for the proposed work separately by location for each outhouse from Garside Construction with work to be completed in the fall. Ron Sandstrom seconds the motion and the motion passed 2-0.

Discussion is held on email addresses received in the office. Nancy Cole states that the email addresses that have been sent to the office on the responses to the water survey are public information once received and would need to be released if requested under RSA 91-A. Mike Smith makes a motion to ask Attorney Dan Crean if email addresses received on the surveys can be released. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to place an Article on the 2015 Warrant for part time help at 24 hours per week for the office to handle water system with specific details to be finalized. Ron Sandstrom seconds the motion. Discussion is held on the water system and the concept of administrative assistance. Mike Smith moves to amend the motion to administrative assistance for 24 hours per week. Ron Sandstrom seconds the amendment and the motion, as amended, passed 2-0. Mike Smith makes a motion to table the placement of an Article on the 2015 Warrant for additional discussion. Ron Sandstrom seconds the motion and the motion passed 2-0.

Funding for a new truck and the ability to purchase a truck with available cash flow is outlined and discussed. The importance of purchasing the proper truck for the District is discussed. Dinah Reiss states that she will put together the information needed for discussion on a Tax Anticipation Note (TAN) from Bank of NH
.
8. Signature Items

A purchase order for filling of the Sodium Hydroxide tank for the water system is presented. Mike Smith makes a motion to approve the purchase of Sodium Hydroxide in the amount of $3,500. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

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

Dinah Reiss states that she will work with Nancy Cole to ensure that all checks received this will for water bills will be deposited Friday.

At 10:15 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) reputation and (a) employment matters. Ron Sandstrom seconds the motion. Motion is voted via roll call vote, Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Ron Sandstrom makes a motion to seal the minutes of the Non-Public Session. Mike Smith seconds the motion and the motion passed 2-0.

At 10:46 am Mike Smith makes a motion 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 and the motion passed 2-0.

Next meeting will be July 28, 2014 at 8 am in the District office.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/08/CM071714.pdf"][expand title="More Text"] VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 17, 2014

The Board of Commissioners met at 8:00 am on Thursday, July 17, 2014. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Kelly Robitaille (highway).

At 9:07 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to approve add a Non-Public Session and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

2. Highway Department Report

Kelly Robitaille discusses the time needed for grading operations and a proposed schedule. Evening hours could be organized such that Mondays and Thursdays could be set for 12 hour days with Wednesday and Tuesday at 8 hours and Friday off. Duration of this flexible schedule, which would be set in accordance with the availability of grader operator Tony Eldridge, would be for a limited time. Mike Smith suggests adding a third twelve hour day to take maximum advantage of the longer days, with four hours of overtime weekly. Weather being a factor in the schedule is discussed. Mike Smith makes a motion to approve 4 hours weekly of overtime for each highway member. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to revisit the schedule on August 4th. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve a flexible schedule for the DPW during grading operations and training including three (3) 12 hour days and one (1) eight hour day, weather depending. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to move the wooden raft from Boulder Beach to Porridge Shore Beach. Ron Sandstrom seconds the motion and the motion passed 2-0.
Zee medical will be in tomorrow to evaluate the first aid supplies. Beach cleaning is reported to be going well. Ron Sandstrom makes a motion to send the drawings from Paul Fluet Associates for the bottom of Oak Ridge Road at Eidelweiss Drive to three contractors. Mike Smith seconds the motion. Discussion is held on separating the placing of the catch basin and culvert pricing from the fill and landscape. Mike Smith seconds the motion. Mike Smith moves to amend the motion to include five contractors; R. L. Heath & Sons, Jon E Cyr & Son, BEQ III Construction and add Bob Wirling and Rotten Rock. Ron Sandstrom seconds the amendment and the motion, as amended, passed 2-0. Mike Smith makes a motion to break the bid sheet into two parts; pipe placement and landscaping. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water System Planning

4. Administration

The proposed redesign of the Huttwil bulletin board is discussed. Mike Smith makes a motion to remove the road designation color coding wording from the map and to increase the size of the arrows. Ron Sandstrom seconds the motion and the motion passed 2-0.

Email addresses received in the office are discussed. Mike Smith outlines a recent comment by a resident on receiving an email from someone other than the District through the website. The public nature of email addresses that the District is in possession of as confirmed by Attorney Dan Crean is discussed. A notice that email addresses are a matter of public record and could be released may be placed on the website. Ron Sandstrom discusses placing 91-A requests on the website. Ron Sandstrom makes a motion to place 91-A requests received on the website. Mike Smith seconds the motion and the motion passed 2-0. Mike Smith makes a motion to have further discussion on this subject and a legal review on August 11th. Ron Sandstrom seconds the motion and the motion passed 2-0.

The punch list items for the Jungfrau pump installation have been sent.

5. Accounts Payable
6. Minutes
7. Commissioners Reports
8. Signature Items

A draft letter and agreement to the owners of 86 Oak Ridge Road to dig the curb stop valve as the next investigative step for the water pressure at the house is presented. Mike Smith discusses that the pressure should be checked within the house with the same gauge that is used to check the pressure at the curb stop valve when the work is done. Mike Smith makes a motion to sign and send the letter and agreement. Ron Sandstrom seconds the motion and the motion passed 2-0.

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

At 10:05 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) reputation. Ron Sandstrom seconds the motion. Motion is voted via roll call vote, Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Ron Sandstrom makes a motion to seal the minutes of the Non-Public Session. Mike Smith seconds the motion and the motion passed 2-0.

At 10:17 am Mike Smith makes a motion 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 and the motion passed 2-0.

Respectfully submitted,
Nancy E. Cole, Administrator
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