[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
[/expand]

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

The Health Care Committee will meet on Tuesday, September 23 at 9:00 am in the District Office.

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/09/CM090814.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
September 8, 2014

The Board of Commissioners met at 8:00 am on Monday, September 8, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:02 am). Also in attendance were Treasurer Dinah Reiss. 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 2-0.

2. Highway Department Report

Kelly Robitaille reports that the tailgate on the International is not closing completely. The latch system released while transporting rip rap stone. The truck will be brought to Albany Service Center for diagnosis. The beacon on the truck and dirt cover will also be checked. All other equipment is in good shape. The Top Kick is being used for placing Calcium Chloride on the roads following grading. The truck is running well at this time. Volvo technician fixed a hose on the backhoe last week. Volvo has been very responsive on any needs relating to the new equipment. The end of Bristenstock was worked last week. Work will continue in this area and will include Salins and the gravel section of Appenvel Way. Grading efforts will be continued through the fall. Ron Sandstrom discusses use of the calcium chloride as a stabilizer for gravel roads. The intersection of Little Shore and Eidelweiss Drive would benefit from treatment with the calcium chloride as may the top section of Oak Ridge Road. The water hook up on Aspen is to be scheduled. Kelly Robitaille turns in the outline of the road priority list stating that the list prioritizes roads by need and condition. Review by the Board is discussed. The need for all work to be known by the Board is outlined. The culvert on Bristenstock at the dead end of the road will be replaced. Removing tree limbs that overhang roads is discussed as many roads need this work. The date of last review or work on any road will be added to the collected information for the priority list. The top section of Oak Ridge Rd is discussed. Remaining pavement along the edge of the road is prohibiting proper ditch lines from being established. Discussion is held on options of replacing the pavement, adding gravel and shaping the area and replacing of the water lines. The culvert in this area must remain open and therefore requires regular checks and maintenance. A plan for this area is to be developed. A quote by ton for asphalt and shimming work on paved roads has been received. Total cost has not been determined as it will be dependent upon the scope of the work to be completed. Kelly Robitaille will work with the contractor for additional information relating to calculating costs for any road. Mike Smith makes a motion to have the DPW crew remove the speed bumps. Ron Sandstrom seconds the motion and the motion passed 3-0. The culvert on Lakeview Drive was replaced last week. Culverts and issues submitted by residents at 21 Chocorua View; 78 Oak Ridge; 30 Oak Ridge; 46 Aspen and 49 Eidelweiss Drive are discussed and reviewed. These areas will be looked at for determination of needed work. The bottom of Oak Ridge Road at the intersection with Eidelweiss Drive is discussed. Ron Sandstrom states that he would like to do this project this year. Ron Sandstrom makes a motion to have the area checked by the DPW for completion this year. Mike Smith seconds the motion. Discussion ensues on the potential that the water service line for 34 Eidelweiss Drive is located where the catch basin is proposed to be placed. Additional review of the water service line location will be needed prior to beginning this project. Discussion on the prior decision to add stone for the winter and review this project in the spring is held. Ron Sandstrom withdraws the motion. The project will wait for the spring. Water hook ups that the DPW will be doing the excavation for are discussed. Valve repairs/replacements that the DPW will be doing the excavation for are discussed. Mike Smith makes a motion to do the repairs on Lucerne and Appenvel valves first with creation of work orders for approval next week. Ron Sandstrom seconds the motion. Ron Sandstrom discusses new hook ups as higher priority. Scheduling and creation of work orders are discussed. Motion is called to a vote and the motion passed 2-0-1 with Larry Leonard abstaining based on his objection that the valve work orders have not been created. The work order procedure is discussed. Mike Smith states that scheduling work should not be held for creation of paperwork. Larry Leonard voices disagreement with this statement. Ron Sandstrom makes a motion to approve and sign the work order for installation of the new service at 19 Aspen Drive. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve and sign the work order for installation of the new service at 12 Blinden. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille questions if the VDOE has a trench box available for use during excavation of water lines. The Board is informed that the VDOE trench box is among the stolen items discovered earlier this year. A replacement will be priced out for review by the Board. Kelly Robitaille is informed that the 6” rip rap stone to be placed at 23 Oak Ridge Road is to be placed. The homeowner will be notified.

Budgets are reviewed. Line items are reviewed and discussed. Mike Smith makes a motion to move $5,000 from Highway Full Time Salary to Highway Part Time Salary. Ron Sandstrom seconds the motion. Discussion is held on the Department of Revenue implied transfer between line items and the need to obtain information on which line items over expend during the year for future planning. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard voting against a transfer of funds within the budgets. A second quote for chains for the equipment this winter will be obtained for review for next week.

3. Water System Planning

Mike Smith states that he has checked Jungfrau station; the punch list for IWS to complete installation of the 20 HP pump is not done. The needed pressure test at Oak station was completed last week and will be discussed with the engineer. A report for SCADA recommendations from Electrical Installations is expected this week. A potential work order for locating the curb stop valve for the house on Waldsbut that a card recording the installation information was never created for is discussed. An additional quote for a flow meter installation at the Jungfrau stations is expected this week.

4. Administration

Scheduling of the Asset Management meeting during the Commissioners meeting is discussed. Ron Sandstrom requests that Larry Leonard not place time limits on necessary business items that the Board intends to address by scheduling another meeting which overlaps in time.

A safety meeting will be held Wednesday at 12:30 with the crew.

A price for updating the Huttwil bulletin board is not yet complete.

The Asset Management Committee will be meeting today.

The PBX for the phone system is installed and in operation.

The recent Public Hearing for proposed updates to the Driveway Ordinance is discussed. Attorney Dan Crean has suggested a small alteration to the wording and has confirmed that the VDOE has authority to apply the requirements to all driveways within the District regardless of when/if permitted. Wording will be incorporated and sent to the Board for review and additional discussion.

NH DES has sent documentation confirming the available award of $250,000 through the State Revolving Loan Fund for the VDOE. The next step is to obtain voter approval at the 2015 Annual Meeting. The date for the meeting is discussed. Ron Sandstrom makes a motion to set the date for the 2015 Annual Meeting for February 28, 2015. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to set the dates for the public hearings on any proposed bond articles, budgets and proposed warrant for January 23, 2015 with the second meeting to be held January 30, 2015 if needed. Ron Sandstrom seconds the motion and the motion passed 3-0.

Accounts with outstanding water bill balances will incur an additional $100 late fee on October 1. Notice of this date and pending additional fee to persons with outstanding balances is discussed. The information will be posted on the website.

5. Accounts Payable

11 checks for $4,575.60 are presented. Mike Smith makes a motion to approve 11 checks for a total of $4,575.60. Ron Sandstrom seconds the motion. The checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 8/25 are presented for review. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present.

The minutes of 8/30 are presented for review. Ron Sandstrom makes a motion to correct PVX to be PBX as related to discussion on the phone system for the office and approve the minutes as amended. Mike Smith seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he was not present.

The minutes of the Public Hearing 8/30 are presented for review. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he was not present.

7. Commissioners Reports

Mike Smith reports that Scott Hayes will be in the VDOE Friday at 9:30 am and expects to take approximately 4 hours to mark the isolation valve locations within the District. This trip will be followed by a discussion with Scott Hayes in the office. Shoveling of pump houses is discussed. Mike Smith makes a motion to obtain quotes for shoveling the pump houses this winter. Ron Sandstrom seconds the motion and the motion passed 3-0. The 2014 Warrant Article for building repairs is discussed. The option of encumbering the funds and completing the repairs in the spring is discussed. Mike Smith makes a motion to contract Garside Construction to do the repairs by May, 2015 and encumber the funds. Ron Sandstrom seconds the motion. Larry Leonard discusses trash that gets deposited into the outhouses and the potential for closing the outhouses and obtaining portable toilets. Mike Smith states that this would be a good option for Porridge Shore Beach as it does not have an outhouse. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against contracting to repair the outhouses. Discussion ensues on the development of a written policy for the 15 minute office visit time limit. This will be created. Discussion on backflow prevention in houses and the need to get information to the residents on the importance of having working backflow prevention is held. Replacing the back up 10 HP pump at Jungfrau station is discussed. mike Smith discusses the option of ordering the pump now for installation and purchase of the VFD controls to follow next year . Discussion is held on including the entire project, including the pump, on the 2015 Warrant as proposed project to be funded through the State Revolving Loan Fund. A hornet’s nest has been noticed at the intersection of Little Shore Drive and West Bergamo. Mike Smith will remove the nest. The backhoe will be needed.

8. Signature Items

A Driveway Permit for Construction for 19 Aspen Drive is presented. Application and site inspection are reviewed. Mike Smith makes a motion to approve and sign the Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Operation for 25 Oak Ridge Road is presented. Inspection report of completed driveway is reviewed. Mike Smith makes a motion to approve and sign the Permit for Operation. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

A request for scheduling of the placement of 6” stone at 23 Oak Ridge Rd has been discussed.

The petition that was submitted by Clerk Jay Buckley at a recent meeting has been distributed.

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

Recent pond testing results of samples taken by the EPOA for the Volunteer Lake Assessment Program have been received.

NH Retirement System is requesting photos from participating employers. Mike Smith makes a motion to submit the photo of the American Flag reflecting in Little Pea. Ron Sandstrom seconds the motion and the motion passed 3-0.

NH Municipal Association has sent the NewsLink. A webinar outlining what information does not get disclosed under RSA 91-A and other protective laws is being offered September 17th at noon. Nancy Cole has registered to participate in this free webinar.

NH Department of Health and Human Services has announced that a human case of Eastern Equine Encephalitis has occurred in NH. Mosquito pools have tested positive in Conway.

The Property Liability Trust has sent notice of openings for the Board of Directors.

NH Water Works Association has sent information regarding an exam preparation class for obtaining a NH Water Operators License that will be held in October.

The monthly payment from the Coleman Tower site has been received.

Dinah Reiss and Ralph Lutjen have responded that they will participate on the Water Operations Committee voted to be established by the Board.

A report on electric savings since inception of the alternative provider has been received. The District has saved $551 on electricity this summer.

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

At 10:39 am Mike Smith makes a motion to adjourn the meeting. Larry Leonard 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/2014/09/CM083014.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
August 30, 2014

The Board of Commissioners met at 11:00 am on Saturday, August 30, 2014. In attendance were Commissioners Ron Sandstrom and Mike Smith. The meeting was taped for Madison TV by Tim Hughes. [expand title="More Text"]

At 11:00 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 2-0.

2. Highway
3. Water System Planning
4. Administration

Payroll report is presented for review. Mike Smith makes a motion to approve payroll at $5,160.50. Ron Sandstrom seconds the motion. Report and time cards reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Mike Smith outlines meeting yesterday with Electrical Installations. Appropriation of $800 was made for survey of all equipment in the pump houses and to create a backup of all the SCADA programming in use.

Mike Smith outlines appropriation for Fluet Engineering Associates engineer Nick Sceggell to meet with Asset Management of $500. Tentative schedule is for Sept 12.

Ron Sandstrom outlines installation of PBX system at office. An automated attendant is now in place for office phone system. Ability to dial out to answering service is outlined. Equipment was donated.

The Volvo grader had a computer issue that was causing the machine to go into neutral unexpectedly. This has been cleared by the Volvo technician. Training of the VDOE employees by NH State DOT grader operator Tony Eldridge is being done.

8. Signature Items

The form for release of funds from the lending company for the Volvo road grader is presented. Mike Smith makes a motion to approve the release of funds and sign the form. Ron Sandstrom seconds the motion and the motion passed 2-0.

The warranty information sheet for the Volvo grader is presented. Mike Smith makes a motion to accept the warranty information and sign the form. Ron Sandstrom seconds the motion and the motion passed 2-0.

The warranty information sheet for the Volvo backhoe is presented. Mike Smith makes a motion to accept the warranty information and sign the form. Ron Sandstrom seconds the motion and the motion passed 2-0.

NH Department of Revenue (DRA) MS 34 is presented. The calculations show an estimated tax rate for 2014 at $4.07 per thousand of valuation. Ron Sandstrom makes a motion to approve and sign the MS 34. Mike Smith seconds the motion and the motion passed 2-0.

NH Department of Revenue (DRA) MS 35 is presented. This form is a summary of calendar year 2013 and has been reviewed by the VDOE Auditor Tamar Roberts. Ron Sandstrom makes a motion to approve and sign the MS 35. Mike Smith seconds the motion and the motion passed 2-0. Cash flow is outlined and discussed.

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

Jay Buckley questions status of road plan. Ron Sandstrom outlines that DPW review due September 8th to be followed by a drive around of the Commissioners to review the priority list with the DPW list. Mr. Buckley discusses maintenance of paved roads as well as gravel roads. Ron Sandstrom outlines discussion being done with Commissioners and DPW includes repair to paved roads. Crack sealing of paved roads is questioned. Mike Smith states no plan to crack seal this year.

Joe Rosenberg states good job being done by the DPW crew grading roads. Use of Calcium chloride on roads following road grading is appreciated.

At 11:25 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[\expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/09/CM082914.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
August 29, 2014

The Board of Commissioners met at 11:00 am on Friday, August 29, 2014. In attendance were Commissioners Mike Smith and Larry Leonard. Also in attendance was Tom Therrien of Electrical Installations, Inc.

At 2:00 pm the meeting was called to order by Commissioner Mike Smith. [expand title="More Text"]

Tom Therrien, Services Group Manager for Electrical Installations, Inc of Moultonboro outlines that the company handles SCADA and electrical work for water and wastewater systems. The company has 30 employees. The company builds panels and controls in house. There are engineers on staff. Discussion on the needs of the VDOE system is held. Delays in receipt of quotes and information on the system are outlined. The failures of the Jungfrau VFD control panel following start up are discussed. Tom Therrien states that the issue may be the power supply, not the panel, but that diagnosis would be needed to identify the fail point. EI deals with Allen Bradley controls and also uses the i-fix program that the VDOE is using for SCADA. The ability to test antennas is discussed. This is something that EI could do, as well as outline path profiles for the signals based on the topographical details of the District water stations. The need for a back up of all the programming is discussed. Tom Therrien states that a back up is done and given to the system owners or operators on initial set up for the systems they work with. Licensing and frequencies are discussed. Tom Therrien is shown the FCC license held by the VDOE for the SCADA system. Flow meters are discussed. Tom Therrien states that the standard is in line Mag Meters as they are better on accuracy than the other options.

Discussion on scheduling a visit and system review by EI is held. Tom Therrien states that the hourly rate is $99 and that the work could be done next week. In one day, the plc programs can all be backed up and all radio and antennas could be checked. Mike Smith makes a motion to approve up to $800 for Electrical Installations, Inc to survey the SCADA system and back up the PLC programs. Larry Leonard seconds the motion and the motion passed 2-0.

A view of all pump houses follows. Equipment and programs are looked at. Tom Therrien leaves following this review.

Larry Leonard makes a motion to approve $500 for Nick Sceggell of Fluet Engineering Associates to come the VDOE to discuss the Water System Master Plan and water projects. Mike Smith seconds the motion and the motion passed 2-0.

At 4:10 pm Mike Smith makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[\expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/09/CM082514.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
August 25, 2014

The Board of Commissioners met at 8:00 am on Monday, August 25, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway) and resident Ed Foley. The meeting was taped 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 amended. 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 new road grader is going into neutral when on a hill. The technician has stated that this is a safety feature of the machine so that the machine does not stall and loose braking ability. The computer within the grader needs to be updated for hilly terrain. The upgrade is expected Wednesday of this week. Mike Smith makes a motion to hold the finance company release of payment for the road grader. Larry Leonard seconds the motion. Discussion ensues on releasing funds upon completion of the computer upgrade. Motion is called to a vote and the motion passed 3-0. Kelly Robitaille reports that the backhoe is working great, the crew is getting used to the controls in the new machine. Kelly Robitaille is informed that the Commissioners expect the crew to begin doing the excavation for water projects. Kelly Robitaille will be asked to schedule work once approved by the Board. Discussion is held on the continued need for Tony Eldridge to work with the crew as grader operator/trainer. A purchase order for gravel is discussed. Budget allowance remaining in the gravel line item is checked. Mike Smith makes a motion to approve a purchase order for up to $1,800. Ron Sandstrom seconds the motion and the motion passed 3-0. A culvert under Lakeview Drive needs to be replaced as the bottom of the culvert is rotted out. Cost of two 15” culverts is $446. Collars will also be needed. Ron Sandstrom makes a motion to approve the purchase of two culverts not to exceed $500. Mike Smith seconds the motion and the motion passed 3-0. Discussion on signing of the purchase orders is held. Nancy Cole will prepare and sign the purchase orders approved by the Commissioners. Kelly Robitaille reports that once the computer update is completed on the road grader, the area of West Bergamo and Porridge Shore will be worked on. Ron Sandstrom makes a motion to have the Commissioners travel all of the roads in order of the snow plow plans. Larry Leonard seconds the motion. Discussion ensues. Kelly Robitaille states that the DPW review of all roads will be ready for review at the September 8th meeting. Kelly Robitaille voices favor of a review of all roads by the Board once the document is completed. Ron Sandstrom withdraws the motion. The bottom of Oak Ridge Road is discussed. One bid has been received. Mike Smith makes a motion to fill the ditch along Eidelweiss Drive at the base of Oak Ridge Road with stone for the winter and to place the installation of the catch basin and culvert onto the 2015 Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to notify the homeowner of the updated plan. Mike Smith seconds the motion and the motion passed 3-0. Asphalt needs within the District are outlined and discussed. Kelly Robitaille is gathering quotes for this work. The scope of the work is discussed. Each work area is to be requested to be broken down separately for pricing purposes. Mike Smith discusses changing of the water lines prior to placing asphalt at the top section of Oak Ridge Road where the pavement was removed a few years back. Grader blades are discussed. Kelly Robitaille reports that blades will need to be replaced every 1500 hours of use of the machine. With the roads in the poor condition they currently are and the amount of rocks being hit within the road beds, the blades will need to be changed more often. Under normal use going forward, one set of blades will last most of a summer. A purchase order is requested. Mike Smith makes a motion to approve the purchase of a set of blades for the grader not to exceed $230.00 Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on the use of chains during the winter. A quote has been received for $3,101 to outfit the grader, International, Top Kick and F-550. Mike Smith makes a motion to obtain 2 additional quotes with one to be from Windy Ridge. Ron Sandstrom seconds the motion and the motion passed 3-0. Roads are discussed. A statement of need for repair has been received regarding Lucerne Drive; photos of repair needs at the intersection of Bristenstock and Adelboden are reviewed and discussed; photos regarding need to repair the culvert on Lakeview Drive are reviewed. The picnic table at the Summit area has been damaged and was removed. New picnic tables will be needed in the spring. A request for cleaning of a culvert at 21 Chocorua View Drive has been received. This culvert has been on the action list since the original request was received. Kelly Robitaille reports that the culvert has been cleaned. The homeowner will be informed. Pricing for a new truck is discussed. Kelly Robitaille will work on this. The need to clean ditches effectively is discussed. Mike Smith makes a motion to obtain information on and a price for a commercial/industrial ditch cleaning system. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water System Planning

Upcoming and ongoing projects are discussed. The Commissioners are informed that Jeremy Reinbold of Integrated Water Service (IWS) verbally stated last Friday that the installation of the new water service approved for 19 Aspen is scheduled for tomorrow – 8/26. Fadden Excavation has been contracted by IWS for this work. The need for additional information from IWS on the plans to locate the two inch main in front of 18 Aspen as well as a contingency plan of how to proceed should the water main be further up the road than expected is discussed. The need to close the road for cutting and removal of the pavement to perform the hook up is discussed. Larry Leonard makes a motion to place the intended work on hold. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have all work for water system excavation performed by the VDOE DPW. Ron Sandstrom seconds the motion and the motion passed 3-0. Rescheduling of the planned work with the DPW crew is discussed; schedule coordination between the crew and IWS will be needed. The VDOE website is discussed. Larry Leonard makes a motion to allow Nancy Cole to post pictures and news on the website without additional discussion. Ron Sandstrom seconds the motion. Discussion ensues on the prior vote to have all posted items approved by two Commissioners prior to posting. Ability to place news in a timely fashion is discussed. Motion is called to a vote and the motion passed 3-0. Larry Leonard makes a motion to add a page to the VDOE website for Asset Management. Ron Sandstrom seconds the motion and the motion passed 3-0. The Jungfrau pump installation is discussed. IWS has not completed the punch list for work to be completed on this project. Costs for the installation have been calculated to date and the total cost is $30,838.60. Planning of water projects is discussed. Larry Leonard outlines the project that will be needed to replace the pumps at Oak Station. Prior to finalizing the decision of what pump to purchase, a pressure test has been recommended by the Engineers. A project plan outline has been completed and is distributed for review and discussion. Larry Leonard makes a motion to start the Oak Station pump replacement project according to the submitted plan. Ron Sandstrom seconds the motion. Discussion on the need to complete the pressure test prior to authorizing any additional work or pump purchases for this project is held. Finances and the Water System Capital Reserve Fund balance are reviewed. The ability of the VDOE to handle a water main break should the CRF be drawn down is discussed. The ability to purchase one VFD now and add a second at a later date is discussed. Alternative quotes for panels and controls are discussed. A second quote will be requested. Motion is called to a vote and the motion passed 3-0. The Summit station is discussed. Replacing of seals and internals verses replacing the pump and motor entirely is discussed. Risk verses benefit for performing maintenance by replacing the seals is outlined and discussed. Mike Smith voices that he is not in favor of replacing seals as his experience dictates that this does not work. A project plan will be developed for review. Purchase of a VFD panel and 3 phase controls for the Summit station next year is discussed. Ron Sandstrom makes a motion to purchase a seal kit and repair kit for the Summit pump and to put the replacement of the pump with panel and controls on the 2015 Warrant. Larry Leonard seconds the motion and the motion passed 2-1 with Mike Smith against purchasing a seal kit. A work order for the pressure test to be completed at Oak Station will be generated. Information from the test will be sent to Paul Fluet for analysis and recommendation for a replacement pump. Muddy Beach Well #2 and the reduced production that has taken the well off line are discussed. NH Department of Environmental Services can become involved when a well pump is down, potentially causing a DES review of the well field. SCADA programmer Jason Roache has offered a training session on the VFD panel. Cost of training is to be minimized, if any is incurred. A follow up on the installation cost for the proposed flow meter will be sent. Water operations and the proposal from residents to move water operations in house are discussed. Mike Smith proposes establishing a meeting for the Water Committee. Ron Sandstrom discusses a meeting with Ralph Lutjen and Dinah Reiss that he had last week. A bullet list of proposed work flow to move operations in house that was discussed was distributed last Friday. Ron Sandstrom states that he would like to move the proposal forward. Adding a part time assistant to the office would allow Nancy Cole some flexibility to focus more on the water system needs and maintenance. Mike Smith makes a motion to contact Dinah Reiss and Ralph Lutjen for agreement to sit on the Committee and establish a date for an initial meeting within two weeks. Larry Leonard seconds the motion. Larry Leonard discusses inclusion of all interested members of the community on a Committee and specifically the inclusion of all authors of the proposal on this Committee. Ron Sandstrom discusses including Nancy Cole as a Committee member. Motion is called to a vote and the motion passed 3-0. Larry Leonard makes a motion to allow Larry Leonard and Nancy Cole to attend the NH DES Asset Management Workshop scheduled in October. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

The ladder for office egress in case of fire is to be installed. First aid kits are needed for the pump houses and Lodge. Mike Smith makes a motion to allow up to $220 for purchase of basic first aid kits for the pump houses and Lodge. Ron Sandstrom seconds the motion and the motion passed 3-0.

Larry Leonard discusses meeting with the engineers to review projects. Larry Leonard makes a motion to schedule a meeting with Nick Sceggell of Fluet Engineering Associates. Ron Sandstrom seconds the motion. Discussion is held on funding and cost for travel related to this meeting. Larry Leonard moves to table the motion for cost review.

Thorne Surveyors personnel were in attendance at the last Asset Management meeting. The meeting and need to release information to the survey company for establishing a cost estimate for the production of maps for Asset Management is discussed. Documentation to protect the VDOE’s system and information prior to release of any information is held. Ron Sandstrom makes a motion to ask Attorney Dan Crean for guidance on and production of non-disclosure agreements. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve Larry Leonard putting the information together for release to Thorne Surveyors upon approval from Dan Crean. Ron Sandstrom seconds the motion and the motion passed 3-0.

Results of the recent water system survey have been summarized and are reviewed.

Proposed slides for the upcoming Public Hearing on the Driveway Ordinance are reviewed. The information will be put on the website as a reminder of the meeting.

Information on when to contact the Madison Police for release to the residents of the VDOE and posting on the website has been drafted and sent to the Madison Police for review and comments.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,732.50. 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.

5. Accounts Payable

15 checks for $90,858.82 are presented. Mike Smith makes a motion to approve 15 checks for a total of $90,858.82. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 8/11 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 outlines attendance at a round table discussion with NH Governor Maggie Hassan last week. Upgrading and documentation needed for changing a Class VI road to a Class V road is discussed. Ed Foley is asked if he has documentation on the maintenance of Grachen Extension, which he has requested be re-categorized to Class V. Ed Foley requests a trim back of brush along Grachen Drive at the intersection with Aspen Drive. This corner currently has extremely reduced visibility due to overgrowth. Dead End signs for roads are discussed. Ed Foley is informed that 6 Dead End signs will be ordered next year for placement within the VDOE as previously voted by the Board.

Mike Smith makes a motion to place an ad for part time snow plow operators. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith states that he inspected Jungfrau station yesterday and that no action has been taken on the IWS punch list. The status of the water bills and collection is discussed. A report will be generated for review in conjunction with the September budget review planned for September 8. Mike Smith requests that the Commissioners enter Non-Public session at the conclusion of the public meeting.

8. Signature Items

An updated purchase and sales agreement for the 2014 Volvo Backhoe which includes the serial numbers and prices for the thumb and bucket that were ordered is presented. Mike Smith makes a motion to sign the document. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

A letter from the homeowner at 21 Chocorua View Drive has been received. The request to clean this culvert has been on the Action list since first received and Kelly Robitaille has reported that the culvert and ditch have been cleaned at this location. Mike Smith makes a motion to send the homeowner a response outlining the completion of the request. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Town of Madison has sent correspondence to the owner of 14 Aspen to clean the lot of remaining fire debris and secure the lot for safety.

The Town of Madison has sent correspondence enforcing the Eidelweiss Sign Regulation to the owners of 1512 Conway Road for removal of the sign advertizing their business.

The EPOA has requested use of the Lodge prior to Friday, August 29 scheduled star gazing.
Mike Smith makes a motion to approve the EPOA using the Lodge. Ron Sandstrom seconds the motion and the motion passed 3-0.

The NH Municipal Association has sent the NewsLink.

NH Department of Environmental Services has sent bulletins outlining upcoming grant opportunities and upcoming seminars.

NH Department of Health and Human Services has announced the first positive testing of a batch of mosquitoes for Eastern Equine Encephalitis.

Granite State Rural Water has sent information on an upcoming expo.
EFCN has sent information on an upcoming Asset Management Webinar.

Granite State Analytical has sent the monthly bacteria test results and the results of the 3rd quarter Lead and Copper Testing.

A resident has sent information from the NH DOT that shows that the State intends to repave Route 113 next year.

10. Scheduled Appearances
11. Other Business

A request has been received to allow a trailer to park at the Huttwil parking lot. Ron Sandstrom makes a motion to allow the trailer to park in the lot. Mike Smith seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he owns the trailer.

12. Public Comments

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

At 11:30 am 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 11:31 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, 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/2014/09/CM081114.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
August 11, 2014

The Board of Commissioners met at 8:00 am on Monday, August 11, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Treasurer Dinah Reiss, Clerk Jay Buckley and resident Joe Rosenberg. The meeting was taped by Tim Hughes.
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At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The Action List is reviewed and discussed.

2. Highway Department Report

The new road grader is being delivered. The crew will not be reporting today. The crew will begin training on the new machine. The updated priority list for the roads will be distributed for review. Kelly Robitaille is working on a specification for a new truck. Quotes for the paving of the asphalt swale at the S-turn on Oak Ridge and repair of the hole on Aspen are outstanding. Mike Smith discusses obtaining a quote for all needed asphalt work for the 2015 Warrant. Mike Smith makes a motion to obtain a quote for paving the swale on Oak Ridge, the hole on Aspen, an apron for Little Shore at Eidelweiss Drive and the hill on Middle Shore at Geneva. Ron Sandstrom seconds the motion. Discussion ensues on obtaining quotes based on the highest priority projects identified by the road priority list. Mike Smith adds that the list of repairs for quoting can be added to after the review of the roads. Motion is called to a vote and the motion failed 1-2 with Larry Leonard and Ron Sandstrom voting against obtaining estimates prior to the entire priority list being reviewed. Ron Sandstrom makes a motion to have the DPW fill the hole on Aspen with cold patch. Mike Smith seconds the motion and the motion passed 3-0.

3. Water System Planning

The next appearance of water operator Ray Seeley will be in September. Discussion on pumps being reviewed for specifications by the engineers is held. The information is anticipated this week. Outstanding work items for the water system are discussed. The GPS coordinate information to be provided by Integrated Water Systems has not yet been received. An article distributed for review by Ron Sandstrom advocates the ability to accurately identify GPS coordinates with an “I-phone” is discussed.

4. Administration

The notification of the upcoming Public Hearing to be placed in the Conway Daily Sun is reviewed. Ron Sandstrom makes a motion to place the notification in the newspaper 10 days in advance as required and again 3 days in advance as a reminder. Larry Leonard seconds the motion and the motion passed 3-0. Discussion is held on the ability to hold a Board of Commissioners meeting after the conclusion of the Public Hearing. Ron Sandstrom makes a motion to schedule a Board of Commissioners meeting to follow the Public Hearing. Mike Smith seconds the motion and the motion passed 3-0.

The daily water usage report for July has been completed and distributed.

Dig Safe is discussed. The VDOE is not required to use this service. Mike Smith makes a motion to not use Dig Safe. Ron Sandstrom seconds the motion. Discussion ensues on allowing the crew to choose to use Dig Safe. Mike Smith advises against use of Dig Safe within the District. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against the motion to restrict the use of this free service.

The punch list for the Jungfrau pump installation is discussed. Mike Smith will perform an inspection.

Littering fines and signage are discussed. Mike Smith makes a motion to have Nancy Cole develop a sign for the Huttwil parking lot area. Ron Sandstrom seconds the motion and the motion passed 3-0.

An initial spreadsheet showing projected expenditures to year end 2014 has been distributed. The spreadsheet will be updated to include an additional column totaling each budget line items projected remaining allowance at year end.

An initial draft of the wording for the proposed signs for the beaches is reviewed. Adding a statement regarding cigarette butt disposal has been suggested.

The monthly safety meeting will be held with personnel Wednesday at 12:30 pm.

The additional line for activating the PBX phone system is on order.

Results of the recent water survey are discussed. Ron Sandstrom outlines obtaining percentages for each response for presentation. Larry Leonard discusses obtaining specifics for identifying properties that do or do not know the location of their curb stop valve. Use of the specifics and relating them to the water user database will assist the VDOE going forward in identifying all valves for the water system. Information on how to access the individual responses will be given to Larry Leonard.

5. Accounts Payable

20 checks for $10,127.00 are presented. Mike Smith makes a motion to approve 20 checks for a total of $10,127.00. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 7/28 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 8/4 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
8. Signature Items

A letter to the Town of Madison requesting the lot at 14 Aspen be secured is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

A request to remove established road drainage has been received from the owner of 44 Bern Drive. Discussion on the road drainage document and road rights of the VDOE is held. The legal reviews completed on the deeds for the roads and resulting documentation are discussed. This subject can be outlined at the Commissioners meeting that will follow the Public Hearing on August 30. A separate meeting to review the document will be scheduled.

A 91-A request for documentation to be copied and mailed to a resident on the proposed changes to the Driveway Ordinance was received. The request was canceled upon notification of charges accompanying copying and mailing of documents. The requestor was informed that the documentation is available on the website.

Notification of a resident removing rock from the ditch line at the bottom of Oak Ridge Road was received and forwarded to the Madison Police. The Madison Police visited the resident who later came to the office and stated she will return the rock to the ditch.

A 91-A request for the VDOE road plan has been received. Discussion ensues on the lack of a current document entitled road plan. The road priority list that the DPW has been using for review of roads and scheduling of work is discussed as being used in the same manner as a road plan.

10. Scheduled Appearances
11. Other Business

A quote for removal of the dead tree at Jungfrau pump house and to trim the trees around Jungfrau and the Muddy Beach water stations has been received. Ron Sandstrom discusses budget constraints in performing this work. Use of the DPW crew to trim the trees at Muddy Beach that overhang the driveway and building entry is discussed. Mike Smith makes a motion to have the DPW limb the trees at Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain two additional quotes for the work. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the current provider of a quote revise the numbers to not include trimming of the limbs that will be done by the DPW. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith discusses completion of phase 1 of the Oak Ridge Road project. Discussion on the project, road drainage, funding remaining within the Warrant Article is held. Information from the walk through with the engineers will be redistributed for review and additional discussion.

12. Public Comments

Joe Rosenberg states that he has heard that the road grader is not the machine expected by the Commissioners. Mike Smith informs Mr. Rosenberg that the backhoe is the machine that was questioned; not the road grader. Mike Smith adds that the situation has been resolved. Ron Sandstrom adds that the Commissioners and DPW crew at the time were involved in all aspects of the ordering of the machine.

At 9:53 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Larry Leonard seconds the motion. Motion is voted via roll call vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea, and the motion passed 3-0.

At 10:22 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, 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/2014/09/CM080414.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
August 4, 2014

The Board of Commissioners met at 8:00 am on Monday, August 4, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway), Bob Goddard (highway), and Treasurer Dinah Reiss. Mike Ouellette of Chadwick BaRoss joins the meeting in progress. The meeting was taped 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 amended. 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 Top Kick is being used for placing of Calcium Chloride on the roads as the water tank is more secure in the back of the truck than on the trailer. Middle Shore and Big Loop have been completed for road grading and ditching. Approximately $1,000 has been used for gravel. Additional gravel will be needed. The next area that will be worked on is Como St, St Moritz Drive, Basil St, and Chocorua View Drive. The intent is to work this area this week. Ron Sandstrom requests the road priority list for next week. The length of the anticipated new road grader is discussed. The length of the machine will be verified as will the length of the DPW II garage bay to double check that the machine will fit in the garage. Kelly Robitaille reports that Dig Safe is being notified prior to grading of the roads. Discussion on the need to contact Dig Safe is held. Mike Smith states that the VDOE does not need to contact Dig Safe and that this has already been determined. Ron Sandstrom makes a motion to check the regulations on the need to contact Dig Safe. Mike Smith seconds the motion. Discussion on a previous review of this subject is held. Motion is called to a vote and the motion passed 2-1 with Mike Smith against, stating that there is no reason to pursue this matter. Oak Ridge Road and the intent to bury the drainage area along Eidelweiss Drive at the bottom of Oak Ridge are discussed. Bids are expected this week for the work. The ordered grader and backhoe are discussed. An option of adding the desired attachments at a later time is outlined and discussed. The cost of the attachments may require a 2015 Warrant Article for purchase. Pricing from alternate vendors could also be checked into. Budgets are discussed, as is cash flow. Ron Sandstrom makes a motion to have Nancy Cole project available funds by line item for the remainder of the year. Larry Leonard seconds the motion. Mike Smith discussed input of cash flow from Treasurer Dinah Reiss prior to this exercise of line projection. Ron Sandstrom moves to table the motion for the cash flow report from Treasurer Dinah Reiss. Additional discussion on waiting for next year to purchase the articulating thumb and hoe bucket is held. Mike Smith discusses trash along the roads and requests that any trash is picked up as it is seen while traveling the roads. This will be done. A resident has stated that a person was stopped as they were placing trash behind the bus shed at the Huttwil mailbox area. The resident intercepted the person, who did not leave the trash. Placing of a dumpster is discussed. Notification to Madison Police is discussed. Mike Smith makes a motion to place information on the website and to present the issue at the Public Hearing scheduled August 30, 2014. Mike Smith makes a motion to include a notice on rubbish with the 2015 water usage billing that instructs persons to notify the Madison Police. Ron Sandstrom seconds the motion and the motion passed 3-0. Budgets are reviewed. Line items are discussed. A roof for the sander rack is discussed. Obtaining quotes for placement on the 2015 Warrant is discussed. Treasurer Dinah Reiss outlines cash flow for remainder of the year. Based on projections, the VDOE should have approximately $20,000 at the end of January. Funds, funding and cash flow are discussed. Discussion on the unassigned fund balance and cash flow is held. Mike Smith makes a motion to apply for a $100,000 Tax Anticipation Note (TAN) from Bank of NH. Ron Sandstrom seconds the motion and the motion passed 3-0. Treasurer Dinah Reiss discusses the needed legal review of the documents. Mike Smith makes a motion to send the Tan documents to Attorney Crean upon receipt. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to place purchase of a truck on the 2015 Warrant. Ron Sandstrom seconds the motion. Discussion is held on the size of the truck to be specified for purchase. A medium sized truck is needed for the additional capacity for hauling than what exists with a small, F-550 size truck. Motion is called to a vote and the motion passed 3-0.

3. Water System Planning

Outstanding items on the Jungfrau pump install punch list are reviewed. The list was updated Friday following inspection of the work. Electrician Brian Bailey has completed his work. The remaining work is for Integrated Water Systems (IWS) to complete. Electrician Brian Bailey is going to provide a quote for an exhaust vent for the station secondary to the heat produced by the new control panel. Mike Smith discusses obtaining a quote for an air conditioning wall style unit. Fluet Engineering Associates is working on providing the VDOE with pump and piping design and recommendations for Oak station and pump recommendations for the Summit station. Water Operator Ray Seeley of IWS is working on a quote to pull the pump at Muddy Beach Well #2 for diagnosis. Mike smith makes a motion to put Muddy Beach on hold with Ray Seeley and when Oak station and Summit station are complete have Fluet Engineering Associates work on Muddy Beach. Ron Sandstrom seconds the motion. Discussion ensues on water projects and needs of the water system. Motion is called to a vote and the motion passed 2-1 with Larry Leonard stating he was against holding the project. Mike Smith makes a motion to pursue the rehab of Muddy Beach Well #2 with Fluet Engineering Associates in January. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard stating he was against waiting. Larry Leonard states that the GPS samples from IWS have not been received. The locating and marking of isolation valves is being contracted and may occur this month. The existing maps of the water system distribution pressure zones are being copied. The map of the valves located at DPW will also be copied for distribution. Discussion turns to the antennas for the SCADA system. A quote for $2,324 has been received for testing of all antennas. This will be held for completion of the tree trimming at Muddy Beach and Jungfrau stations. A flow meter for the 20 HP pump at Jungfrau can be purchased for $1,750. Labor for installation is not included in this price. Larry Leonard makes a motion to obtain a quote for the installation of the flow meter. Mike Smith seconds the motion and the motion passed 3-0. Discussion turns to the recent email from Jason Roache of Northeast Systems Control on charges that will be incurred if the research needed to answer the questions received from sources other than the office is done. Ron Sandstrom discusses the need to be mindful of incurring costs as all costs are to be approved by the Board.

4. Administration

A quote from Zee Medical has been received for first aid kits needed in the garages and equipment. Representative Bruce Dietrich stated that the quote of $820 would be discounted if the VDOE were to become a new customer. Mike Smith makes a motion to contract with Zee Medical for servicing of safety supplies and first aid kits. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to all up to $800 for supplies to bring the first aid kits and safety equipment into compliance. Ron Sandstrom seconds the motion and the motion passed 2-0 (Larry Leonard had stepped away from the meeting during this discussion and vote).

The proposed design for the Huttwil bulletin board is discussed. Mike Smith makes a motion to obtain a quote for the building of the bulletin board. Ron Sandstrom seconds the motion and the motion passed 3-0.

Larry Leonard states that assessment management is being worked on. A local surveyor is being requested to attend the meeting scheduled for August 11. Larry Leonard encourages the Board to attend the Asset Management Committee meeting to hear the discussion on information on properties within the District. Discussion turns to identifying the directional flow of water within visible piping in all pump houses. Mike smith outlines that pipe marking arrows can be purchased. Discussion on this could be held with Scott Hayes of Iron Mountain Water while he is consulting with the VDOE on valve locations.

The Public Hearing on the Driveway Ordinance is scheduled for August 30th at 10 AM at the Lodge; 100 Oak Ridge Road.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,368.75. 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 7/14 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he was not in attendance.

The minutes of 7/16 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he was not in attendance.

The minutes of 7/17 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he was not in attendance.

The minutes of 7/28 will be reviewed next week.
7. Commissioners Reports

The recent response to comments and questions submitted to the group that created the Water Operator Strategy Report is discussed. Dinah Reiss states that she will contact Ralph Lutjen regarding establishing an appearance to discuss the report.

Mike Smith makes a motion to send a letter to the Town of Madison to secure the lot at 14 Aspen Drive for safety. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith discusses recent contact from the Loon Society regarding banding of the male loons. Mike Smith discusses placing the information on the website if the Loon Society is going to proceed so that persons do not interfere with the capture attempt. This will be done upon notification from the Loon Society.
Dead End road signs are discussed. Mike Smith outlines a request from resident Ed Foley for a sign at the entrance to Grachen Extension. Dead End signs have also been requested by residents for East Bergamo, and Little Shore beyond Geneva Place. This will be worked on next year.

Ron Sandstrom discusses information received from the Assessor for the Town of Madison regarding property values on Class VI and Class V roads. Values increase on Class V roads; therefore, the overall value of the District would increase with any Class VI to Class V status change. Additional review will be done.

8. Signature Items

A letter to the property owner at 130 Eidelweiss Drive regarding trimming of trees is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to the property owner at 16 Jungfrau Road regarding trimming of trees is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to the property owner at 18 Jungfrau Road regarding trimming of trees is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Construction for 27 Oak Ridge Road is presented for review. Application and information relating to the driveway are reviewed and discussed. Mike Smith makes a motion to approve and sign the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.

An authorization for hook up to the water system for 19 Aspen is presented for review. The application and results of the engineer’s analysis are reviewed and discussed. Mike Smith makes a motion to approve the water hook up and sign the Authorization. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Initial approval for the State Revolving Loan Fund has been received from NH DES. Mike Smith makes a motion to apply for the funds and move forward on the application process. Ron Sandstrom seconds the motion and the motion passed 3-0.

Clerk Jay Buckley has sent information regarding building at 27 Oak Ridge Road that is not included in the Town of Madison Building Permit. The information has been sent to the Town of Madison Administrator and Interim Code Enforcement Officer Melissa Arias. The Driveway Permit has now been applied for and approved.

A resident has submitted a request for a Temporary Parking Only sign to be placed near the rocks at the entrance to Thusis Beach. Mike smith makes a motion to table this issue until next year. Ron Sandstrom seconds the motion and the motion passed 3-0.

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

The NH Department of Health and Human Services has begun distributing the Arbor viral Bulletin. To date, no mosquitoes or persons have tested positive for Eastern Equine Encephalitis or West Nile Virus in NH.

The Property-Liability Trust has sent a bulletin announcing a settlement with the NH Securities Bureau on the funds allowable to be held by the Trust.

White Column Solutions has sent information on the electrical cost savings since contracting with First Point Power as the supplier.

10. Scheduled Appearances

Mike Ouellette of Chadwick BaRoss, the Volvo dealer from whom the VDOE is purchasing the road grader and backhoe states that the final parts for attaching the snow plows to the road grader are expected this week and delivery of the machine is anticipated for Friday. Size of the road grader in length is discussed. Mike Ouellette states that the new road grader is approximately 6 feet longer than the current John Deere. The delivery process is outlined. A representative from Volvo will come to the District for training a few days after the machine is delivered. A Volvo service rep will also be in next week to review maintenance of the machine. Mike Smith discusses scheduling delivery for Monday. Discussion turns to the trade in value of the 1982 John Deere without the wing plow and towers. The quoted reduction in trade value is $5,000. Mike Ouellette outlines that the reduction amount reflects the overall market for a 1982 road grader without these attachments. Delivery of the new road grader will result in a $5,000 balance due from the VDOE. Discussion ensues on receipt of insurance company funds covering the stolen items. Mike Ouellette states that 4-6 weeks for payment will be acceptable. The backhoe is discussed. The backhoe will also be ready for delivery to the VDOE next week. Discussion turns to outfitting the backhoe and the thumb and coupler that was quoted last week. Mike Ouellette states that the thumb and coupler exist; the backhoe came in to Chadwick BaRoss with those items attached. Chadwick BaRoss would be removing these prior to delivery. The quote for these attachments is $5,200. The Board requests Mike Ouellette contact his office to see if any reduction to the price could be made if the VDOE were to purchase the machine as delivered to Chadwick BaRoss.
At 10:20 am a five minute recess is called. At 10:25 Ron Sandstrom calls the meeting back to order. Mike Ouellette announces that the coupler with thumb can be purchased by the VDOE at a price of $3,700. Mike Smith makes a motion to authorize $3,700 for the purchase of the coupler with thumb for the backhoe. Ron Sandstrom seconds the motion and the motion passed 3-0. Delivery date and time for both the grader and backhoe will be confirmed later this week.

11. Other Business
12. Public Comments

At 11:22 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, Larry Leonard yea, and the motion passed 3-0.

Ron Sandstrom makes a motion to seal the minutes of the Non-Public Session. Mike Smith seconds the motion and the motion passed 3-0.

At 11:29 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, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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