[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/07/CM063014.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 30, 2014

The Board of Commissioners met at 8:00 am on Monday, June 30, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (highway), Treasurer Dinah Reiss and Clerk Jay Buckley. The meeting was taped for Madison TV.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom. [expand="More Text"]

1. Agenda

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

The Action List is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the trucks are in good shape. The cost of brushes for the power broom has been quoted at $8.80 each. Total cost will be $440. Mike Smith makes a motion to approve up to $500 for brushes for the power broom. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that road culverts are being cleaned and low hanging limbs over roads are being cut. Water valves in ditch lines are being marked. The primary focus is to prepare the roads for the grader. The bottom of Oak Ridge Rd is discussed. A drawing has been requested from Engineer Paul Fluet. Quotes will be requested once the drawing is received. Mike Smith makes a motion to have the DPW proceed with placement of the rip rap stone at the culvert outlet/inlet at #1 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 3-0. Nancy Cole advises that the EPOA has contacted her to offer to place shrubs above the rip rap along the banking at #1 Oak Ridge. Ron Sandstrom states that the EPOA could be referred to the homeowner to make this offer directly. Mike Smith discusses coordination of work in the area through the office. Mike Smith makes a motion to coordinate the contact between the EPOA and the homeowner through the office. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining. Line painting is expected to be done this week. Road signs needed are discussed. Road signs have been priced at $461.18. Mike Smith makes a motion to purchase the needed road signs. Ron Sandstrom seconds the motion and the motion passed 3-0. The grader is expected for delivery to the VDOE mid-July. The backhoe is also expected in July with a billing due date of August. The Work Order procedure that is being implemented is discussed. Kelly Robitaille questions appropriate locations for placing debris removed while ditch work is completed. The area behind DPW II is the place where most debris has been deposited. Kelly Robitaille outlines that the area is being filled and the remaining area appears wet. Mike Smith makes a motion to check with NH DES on depositing of debris behind the DPW II site. Ron Sandstrom seconds the motion and the motion passed 3-0. A report that the speed bumps near the dam and bridge at Boulder Beach are being driven around has been received. A resident has requested placement of a rock or other obstruction to keep vehicles from driving on the edge of the walk way. A grade stake will be placed off the edge of the pavement to keep cars on the paved roadway and off the walk way. Beach signs and no fireworks signs will be quoted. Mike Smith makes a motion to replace the No Fireworks sign on the display board with larger font. Ron Sandstrom seconds the motion and the motion passed 3-0. Crack Sealing is discussed. Clerk Jay Buckley questions planned use of the crack sealing machine on paved roads and is informed that no plans for crack sealing have been made. The area across from 68 Eidelweiss Drive is discussed. Two check dams have been installed at this time. A third one will be added once the ditch is cleaned and the road is graded.

3. Water System Planning

Installation of the new pump at Jungfrau is discussed. The pump will be piped in today. The electrician is scheduled for this week to complete the connection to the new panel. Jason Roache is also scheduled this week to program the panel once it has power. Notice of the installation of the piping will be sent to the electrician and Jason Roache today. Mike Smith will contact Iron Mountain Water for discussion on the location of isolation valves.

4. Administration

A safety meeting was held last week. The next meeting has been scheduled for July 16.

The design for the road map to be made for the Huttwil Bulletin Board area is discussed. The information received earlier will be redistributed for review.

A grant through NH DES for leak detection is available. The information will be distributed to the Board for review and discussion.

The proposed changes to the Driveway Ordinance have been commented on by Attorney Dan Crean. The draft will be revised to include the Attorney’s recommendations. The Water Ordinance as voted and the Highway Regulations as voted will be prepared as signature items for next week.

5. Accounts Payable

17 checks for a total of $44,674.95 are presented. Mike Smith makes a motion to approve 17 checks for a total of $44,674.95. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Addition of a flow meter to the Jungfrau station is discussed. The negative account balance on the manifest form is discussed. The VDOE Treasurer will move funds from the water usage account to the operations account prior to authorizing release of the checks. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 6/16 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 6/18 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 6/23 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 discusses road classifications. A document outlining procedure for changing classification from Class VI to Class V is being worked on by and will be discussed going forward.

Larry Leonard attended an Asset Management workshop last week. An outline of the assistance granted to a system by having the proper information available was presented by Dave Bernier of North Conway Water Precinct. The first VDOE Asset Management meeting is scheduled for 10 am today. Work order procedure developed was discussed at the meeting and good feedback was received on using this method to collect working information.

Mike Smith makes a motion to place Ron Sandstrom on the Water Operations Strategy Committee. Ron Sandstrom seconds the motion. Discussion ensues. Motion is called to a vote and the motion passed 2-0-1 with Ron Sandstrom abstaining. Mike Smith states that his response to the submitted strategy report is not yet completed. Mike Smith makes a motion to make the Committee a 4 person board with Mike Smith, Ron Sandstrom, Dinah Reiss and Ralph Lutjen as members. Larry Leonard seconds the motion. Discussion ensues. Dinah Reiss outlines that a response to Larry Leonard’s questions and comments on the report has been submitted by email. This will be distributed. Dinah Reiss adds that the Board of Commissioners must decide the next step. Ron Sandstrom states that he would like the Committee to obtain additional detail. Dinah Reiss accepts appointment to the Committee and states that Ralph Lutjen will need to be asked. Jay Buckley states that he would be available as a resource to the Committee. Motion is called to a vote and the motion passed 3-0. Dinah Reiss will approach Ralph Lutjen on this matter.

8. Signature Items

A draft thank you letter for the work at the entry garden to the EPOA and Ralph Lutjen is presented. Mike Smith makes a motion to sign and send the letter. Larry Leonard seconds the motion and the motion passed 3-0.

A draft letter to the owner of 23 Oak Ridge responding to his latest correspondence retracting his application for a Driveway Permit for Construction is presented. Mike Smith makes a motion to have the DPW proceed with placement of the rip rap stone in the ditch line at this location. Larry Leonard seconds the motion and the motion passed 3-0. 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 application has been received as requested from the property owners at 56 Eidelweiss Drive. Mike Smith makes a motion to approve and sign the Driveway Permit for Construction for paving at 56 Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve and sign the Driveway Permit for Operation for 56 Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Construction for 49 Huttwil is presented. The engineering report on controlling water flow from this lot has been received as requested. The permit calls for compliance with the engineer’s recommendations. Mike Smith makes a motion to sign the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

The request for retraction of the application for the Driveway Permit for Construction for 23 Oak Ridge Road was received.

WIN 911, the SCADA alarm program, has sent the information on the renewal recently purchased for upgrades to this software.

Mark Graffam has sent a picture of a boat chained to a tree at Thusis Beach. Discussion is held on compliance of the Ordinance. Boats that are not in the way will not be removed.

Mark Graffam has sent a picture of a hole in the pavement on Aspen. This road issue is already on Kelly Robitaille’s list of areas to be reviewed with the Commissioners.

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

Treasurer Dinah Reiss comments that the funds transfer from the water usage account to the operations account will be completed today.

At 9:33 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

A legal consultation is held by the Commissioners with Attorney Dan Crean.

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 10:08 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/07/CM062314.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 23, 2014

The Board of Commissioners met at 8:00 am on Monday, June 23, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (highway). The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom. [expand="More Text"]

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 power sweeper is discussed. Improper storage has worn down the bristles. A quote will be obtained for replacement brushes. The salt shed is currently full for both sand and salt. Sand that has been recovered is piled outside the shed. Funds allocated for salt and sand may be able to be moved from these lines for other uses. Tree limbs over roads will be cut this week. Marking of water valves in ditches is discussed. These will be marked as seen while checking roads prior to grading. Ordering of roads for grading and ditching is discussed. Kelly Robitaille is organizing the work to flow in a sectional manner as the roads are prepared for grading to be done. The Engineer’s review of Oak Ridge Rd is discussed. The minutes of 6/11 are reviewed. Discussion on drainage needs of roads and safety of the traveling public is held. Delineator posts will be used to mark the edges of the ditches at the bottom of Oak Ridge Rd. Mike Smith discusses obtaining a sketch from Paul Fluet as to the catch basin and culvert to be placed along Eidelweiss Drive at the bottom of Oak Ridge Road. Mike Smith makes a motion to ask Paul Fluet for an 8 ½ x 11 sketch for the area along Eidelweiss Dr at the bottom of Oak Ridge Rd. Ron Sandstrom seconds the motion. Discussion on additional engineering costs is held. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against any additional expenditure for this issue. This work will be planned for the fall. Line Painting is scheduled for this week. A note will be placed on the website when the schedule is known. The grader is discussed. The option of receiving the grader prior to the machine being outfitted for the plow and wing plow is discussed. The machine would need to be returned to Volvo for outfitting prior to winter’s onset. Mike Smith makes a motion to have Larry Leonard contact Mike Ouellette of Chadwick-BaRoss for details. Ron Sandstrom seconds the motion and the motion passed 3-0. Radios are discussed. Mike Smith makes a motion to move the base radio in the office downstairs for use in the garage. Ron Sandstrom seconds the motion and the motion passed 3-0. The work completed at the intersection of Upper Lakeview and Oak Ridge last week is discussed. A quote for paving the swale below the S-turn on Oak Ridge to Clemens Place will be obtained. Mike Smith makes a motion to request a meeting with the owner of 23 Oak Ridge Rd. Ron Sandstrom seconds the motion. Discussion on the work to be done at this site is held. Ron Sandstrom outlines the difference between discussion on possible work and a motion with vote to approve work to be done. The motion made in 2013 for this property was to place rip rap if time and budget allowed. Minutes from prior meetings are reviewed and discussed. The motion was for a design from the homeowner to be reviewed by an engineer. Placement of a culvert at this location may alter water flow downhill with potential detriment to other properties. The work done on Middle Shore to establish VDOE road drainage last year is discussed. The application for a driveway permit for construction from the owner of 23 Oak Ridge is reviewed. The engineering for the water flow is to be done by the homeowner, not the VDOE. Receipt of emails from this homeowner is discussed. Erosion stone could be added now or may wait for additional information on the homeowner’s plans for a culvert. The draft of the letter to the homeowner is reviewed. Motion is called to a vote and the motion passed 3-0. The draft letter is read. Updates will be made prior to signing and sending the letter. Ron Sandstrom makes a motion to take no action at this site until it is discussed with the homeowner and the homeowner has submitted an engineer’s review of the proposed culvert design. Motion is withdrawn. A culvert at the driveway for 23 Huttwil Drive is discussed. Ron Sandstrom makes a motion to send the homeowner a letter to repair or replace the culvert. Mike Smith seconds the motion. Discussion on including a picture of the culvert with the letter is held. Mike Smith moves to amend the motion to include the picture. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion, as amended, passed 3-0.

3. Water System Planning

Larry Leonard discusses the install of the new pump at Jungfrau. A delay in the receipt of the control panel and the valve parts has occurred. Additional work on the installation will be done Tuesday or Wednesday this week. The pump may be on line by Friday. The electric work needed is discussed. Water Operator Ray Seeley is contacted by phone. Ray Seeley states that he expects the delivery of the parts tomorrow. The parts will be installed upon receipt. The authorized valve replacement is discussed. Ray Seeley states that the valve does not need to be replaced. Mike Smith makes a motion to not change the valve. Ron Sandstrom seconds the motion and the motion passed 3-0. The startup for the new pump will be targeted for the Wednesday following the installation of the panel. End call. SCADA programmer Jason Roache is contacted by phone. Jason Roache states that he will coordinate with the electrician for the installation. The panel is needed prior to running the conduit to the new pump. Addition of a flow meter is discussed. Jason Roache will obtain a quote. End call. The homeowner of 2 Grachen Dr reported a water leak prior to his interior shut off valve where the service line enters the home. Water operator Ray Seeley was notified and responded to shut down the curb stop valve. The homeowner will notify the office when repairs are complete for restoration of service.

4. Administration

The salt shed door is discussed. Mike Smith outlines discussion from Wednesday’s safety meeting regarding contact to White Mountain Overhead Door will be contacted on the status of the spring repair. Bay door 3 downstairs is also still difficult to open following replacement of the spring and will also get looked at.

The water operator strategy report is discussed. The suggestion is to improve responsiveness and reduce costs by bringing water operations in house. Ron Sandstrom outlines that the primary basis for cost savings is not paying an outside contractor for 400 hours per year. The financial savings may be offset by overtime and use of contractors. The flushing out of specific budget line items is discussed as needed. Ron Sandstrom adds that he would like to see additional analysis. Mike Smith and Larry Leonard both agree that additional analysis will be needed. Larry Leonard suggests that each Commissioner give their notes to the group for review and comment. Mike smith states that he does not feel all costs are included that would be incurred to bring operations in house, adding that parts and equipment costs would offset any savings. Ron Sandstrom makes a motion to move forward to gain additional details. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to ask the individuals for a complete cost analysis. Ron Sandstrom seconds the motion. Discussion on the need to identify training costs, time frame, consulting costs is held. Ron Sandstrom states that he is willing to work with the committee and be the Commissioner Representative in lieu of Mike Smith. The best result for the VDOE is what is needed. The motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard stating that this information will come with further review into the option. Ron Sandstrom makes a motion to have Ron Sandstrom replace Mike Smith as Commissioner Representative on the Committee. Motion failed for lack of a second. Larry Leonard makes a motion to share each Commissioner’s comments with the committee. Ron Sandstrom seconds the motion. Mike Smith discusses that he is against formation of this committee. Ron Sandstrom outlines the public openness of the information gathering and related discussions that forming a committee brings. Motion is called to a vote and the motion passed 3-0.

The draft of proposed changes for the Driveway Ordinance is reviewed. Ron Sandstrom has suggested revisions to the draft. Larry Leonard makes a motion to state that the property owner is responsible for installation of driveway culverts. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to include the updates submitted by Ron Sandstrom. Larry Leonard seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to send the proposed changes to Attorney Dan Crean for review. Mike Smith seconds the motion and the motion passed 3-0.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,382. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

A vacation request form for Nancy Cole is presented. Mike Smith makes a motion to approve the requested vacation dates. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable
6. Minutes

The minutes of 6/2 are reviewed. Ron Sandstrom makes a motion to add the dollar amount approved for payroll behind the dollar symbol on the page and approve the minutes as amended. Larry Leonard seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining as he was not in attendance.

The minutes of 6/9 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 6/11 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
8. Signature Items

A draft letter to the property owners at 60 Bern Drive regarding the temporary culvert placed under Bern Drive earlier this spring 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
10. Scheduled Appearances
11. Other Business
12. Public Comments

At 10:27 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/2014/07/CM061614.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 16, 2014

The Board of Commissioners met at 8:00 am on Monday, June 16, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (highway), Treasurer Dinah Reiss, residents Gloria Aspinall, Ralph Lutjen and Mark Graffam. Ralph Lutjen and Mark Graffam entered at 8:20. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom. [expand="More Text"]

1. Agenda

Mike Smith makes a motion to approve the agenda minus the scheduled appearance on the water report and to schedule a date for this appearance. Ron Sandstrom seconds the motion. Mike Smith states that he is not ready this week for this discussion. Ron Sandstrom states that he would like to meet with the group to formalize the research into a committee going forward. Larry Leonard states that he does not have his notes with him on this report. Mike Smith reiterates that he would like to schedule this appearance so that all parties are properly prepared. Mike Smith asks Dinah Reiss if the appearance is to discuss the submitted water operations strategy report and is informed that it is. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard voting against removing the appearance. Ron Sandstrom 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 all equipment is in good shape. Oak Ridge Road review done last week with Engineers Paul Fluet and Nick Sceggell is discussed. Kelly Robitaille questions if the Department should proceed with the work discussed for the upper section of Oak Ridge near and below the S-turn, at the intersection with Upper Lakeview drive along the property for #59 Oak Ridge, in front of the property at 23 Oak Ridge and across from 68 Eidelweiss Drive. Placing of a catch basin across from 68 Eidelweiss Drive is discussed. This will not be done at this time. Mike Smith outlines the discussion with the Engineers; 3 check dams will be placed prior to the culvert entrance. Mike Smith makes a motion to proceed as outlined by Engineer Paul Fluet. Larry Leonard seconds the motion. Discussion on stopping silt prior to the first culvert to benefit the remaining culverts in the sequence is held. Motion is called to a vote and the motion passed 3-0. The lower portion of the S-turn on Oak Ridge is discussed. The rip rap along the edge of the road is in the way of the plowing. The Engineers recommendation is to remove the rip rap and pave the swale directly onto the exposed ledge. Kelly Robitaille will obtain a quote for the paving. The intersection with Upper Lakeview Drive is discussed. Rip rap stone will be placed along the property edge of 59 Oak Ridge Road to the paved driveway and then below the driveway to the rock, approximately 40 feet. 23 Oak Ridge Road is discussed. The Engineer’s recommendation is to place rip rap stone in the swale along the property and request a culvert design should the homeowner desire to place a culvert under the driveway. Mike Smith makes a motion to send a letter to the homeowner stating the results of the review and request a culvert design. Ron Sandstrom seconds the motion and the motion passed 3-0. The bottom of Oak Ridge Road is discussed. Mike Smith makes a motion to defer discussion for receipt of a report from Fluet Engineering Associates. Ron Sandstrom seconds the motion and the motion passed 3-0. The meeting last Friday with NH DOT grader operator Tony Eldridge is outlined. Mr. Eldridge will train the DPW on use of the grader to grade roads and clean ditch lines. Following the meeting with the Board, Kelly Robitaille drove Tony Eldridge through the District to view the roads. The roads will need to be prepared for grading. Trees will need to be limbed on many roads and the ditch lines will need to be cleaned. Mike Smith questions the amount of ditching to be done. Kelly Robitaille states that ditching the roads properly will take most of the summer. The grader will be used to remove the debris from the ditches and then debris will need to be picked up with the backhoe, put into a truck, and disposed of. Once the ditch lines in an area are cleaned, the road will be graded. Roads can be raked in the interim to help with pothole control. Low limbs will also need to be cut over the roads so as to not damage the roof of the grader. The pole cutter will be used to limb where needed. A third person would be beneficial during portions of this process. No part time help is currently available for day time hours as the current part time employee works days. Mike Smith makes a motion to produce an ad for part time help. Ron Sandstrom seconds the motion. Discussion on effective use of part time help is held. Motion is called to a vote and the motion passed 3-0. Budgets and timing for projects to facilitate the road grading are discussed. Mike Smith discusses cutting back limbs prior to bringing the grader onto a road to clean ditches. The need for ability to dispose of the debris is outlined. Contact with the Town of Madison will be made for access to the Transfer Station. The line painting quote has been received. Ron Sandstrom makes a motion to approve the quote for line painting at $275. Mike Smith seconds the motion and the motion passed 3-0. Beach signs are in process for pricing. Road signs and speed limit signs needed within the District will be quoted. Mike Smith makes a motion to obtain an update on the delivery of the grader. Larry Leonard seconds the motion and the motion passed 3-0. A trash dump occurred on the dead end section of Bristenstock. Madison Police have been notified and examined the scene.

Ron Sandstrom makes a motion to move to Scheduled Appearances next. Larry Leonard seconds the motion and the motion passed 3-0.

3. Water System Planning

The installation for the new 25 HP pump at Jungfrau is scheduled for tomorrow. The crane has been scheduled. Jason Roache of Northeast System Controls, the SCADA programmer, has reported that he expects the VFD control panel to be ready today. Installation is scheduled to begin at 9 am tomorrow. Water operator Ray Seeley will be asked if the old pump is ready for removal. Discussion on disposal of the old pump is held. Kelly Robitaille will be informed to bring the old pump for recycling. Water outages are not expected with the install. Ray Seeley will be asked if the Jungfrau tank will need to be emptied during replacement of the leaking valve as water outages would need to be posted for that work. The estimate to replace the valve is reviewed. Ron Sandstrom makes a motion to approve $881 for replacement of the valve at the Jungfrau pump house. Mike Smith seconds the motion and the motion passed 3-0. Ray Seeley will be informed. Verification that all connections needed for the installation will be requested. The closure of Jungfrau Road while the crane is on scene will be posted and emergency services notified. The electrician will be followed up with as to the status of the removal of the old control panel. The date for the startup of the new pump is to be determined. The target time frame is currently the end of this week. A communication failure of the Muddy Beach pump station last Friday is discussed. The station was manually run Friday night and Saturday by Nancy Cole. The communication level of the station rose back to 100% Saturday and the station was put back on SCADA control Saturday night. Discussion on having a backup radio in the District is held. Mike Smith makes a motion to purchase a radio for backup. Ron Sandstrom seconds the motion. Discussion is held on the ability to replace the current radios with the new technology radio purchased for Muddy Beach. Ability to put the radio in any station which suffered a radio failure is discussed. Jason Roache could be asked about the compatibility of the radio styles. Mike Smith moves to table the motion on the floor for additional information. Pumps and water movement within the system to meet the average daily water usage was put into a spreadsheet Friday by Ron Sandstrom. This table showed that to meet the usage demands, Muddy Beach booster pumps would need to be run for 14 hours per day while Jungfrau pump station is running only the 10 HP backup pump. Ron Sandstrom thanks Nancy Cole for her efforts in running the station manually. Mike Smith and Larry Leonard also say thank you.

4. Administration

A safety meeting is scheduled for 12:30 Wednesday.

An Asset Management Committee meeting is to be scheduled. Ron Sandstrom discusses the need to have accurate locations for all isolation valves within the system. Once the location is identified, knowledge of the area isolated by the valves is critical to be mapped out. Mike Smith makes a motion to contact Iron Mountain to get a cost for review of isolation valves in the system with Larry Leonard. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work orders are discussed. Establishment of a procedure for use of the work orders is needed. The forms will follow all work through completion. Mike Smith makes a motion to use the work orders for all work going forward. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ron Sandstrom is working on the PBX system connections.

The application for the State Revolving Loan Fund (SRF) for water system work is discussed. The projects to be listed are outlined as follows:
Second 25 horsepower pump at Jungfrau $30,000
Replacement of booster pump at Oak Station $20,000
Booster pump and hydro tank SCADA controls
at Summit station $20,000
Muddy Beach Well #2 rehab $30,000
Tank inspections and lining at Reinach $80,000
Pipe replacement within the system $70,000

Pre-application for the SRF will be filed at $250,000.

Notification has been received on an available Leak Detection Grant. The details will be reviewed to determine if an application will be filed. The due date for applications is July.
The water usage daily report for May has been completed and distributed.

5. Accounts Payable

16 checks for $5,814.75 are presented. Mike Smith makes a motion to approve 16 checks for $5,814.75. 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 6/2 will be redistributed.

7. Commissioners Reports

Mike Smith makes a motion to send a letter to the EPOA and Ralph Lutjen for a great job at the entrance garden. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items
9. Correspondence

The Property-Liability Trust has sent notification of the restructuring of the organization under the PLT agreement with HealthTrust. PLT will now function as a separate entity.

Resident John Cooper of 23 Oak Ridge Road has sent a request information regarding the engineer’s review of the area at 21 and 23 Oak Ridge Road be left in the mailbox tonight so that he may pick it up. The area is discussed. The outline of the engineer’s review will be left as requested.

10. Scheduled Appearances

Gloria Aspinall informs the Board that the Appenvel Way and Eidelweiss Drive intersection road sign is missing. Gloria Aspinall requests placement of “No Fireworks” signs for the summer. Ron Sandstrom makes a motion to place No Fireworks signs at the Huttwil Bulletin Board and all beach kiosks. Larry Leonard seconds the motion and the motion passed 3-0.

Dinah Reiss reviews Warrant Article 10 and the unanimous recommendation to pursue an alternate water operations strategy. Dinah Reiss outlines the ability to save money by implementing the proposed strategy. The proposed training of employees Nancy Cole and Kelly Robitaille for licensing this fall is discussed. The report outlines the availability of local licensed system operators willing to mentor and train the employees. The model for the next step would be for the choosing of the person to be hired by the VDOE as the licensed operator. The ability to increase availability of mutual aid is an additional benefit and a backup for assistance should it be needed. Knowledge of the system and working relationships with NH DES staff, Granite State Analytical staff, local contractors and the SCADA system are all benefits to the VDOE. An outline of the system needs and requirements are discussed. The closeness of a staff response for an emergency is also beneficial. The employees are motivated by what is best for the District. The equipment upgrades authorized by the voters this year will also help with using employees for water system work. Dinah Reiss outlines that the discussions held with local system operators were preliminary in nature. Moving forward to obtain additional details would require Board of Commissioner approval. Ralph Lutjen states that he feels the report understates the potential savings. Overtime for employees is factored into the report analysis. With the reduced amounts within the Capital Reserve Fund there is an inability to fund projects without voter approval. The inclusion of additional volunteers, one or two, to also become licensed water operators will increase the ability to handle emergencies. Ralph Lutjen adds that should the plan fail for some reason, the Board would have the option to contract with a licensed third party company. Savings that occur by handling work at a lower cost could result in greater fund availability for the system. The service level for the system would increase with an in house licensed water operator. Ron Sandstrom discusses the level of interest of the residents that took time to produce this report. Ron Sandstrom adds that he would like to formalize this group into a Committee and continue work to bring the proposal to the next level. Handling of emergency response should be detailed. Water monitoring and use of VDOE equipment for service work is already being looked at by the Commissioners. Potential conflicting duties and sustainable coverage going forward would be beneficial for inclusion. Ralph Lutjen states that information from the Board on specific items to be addressed would be beneficial. Mike Smith states that he thinks the report is flawed and he does not believe the cost savings are accurately represented. The 30 hours of work included with the monthly fee to the current water operator is not included. Mike Smith adds that he feels the report is biased. Ralph Lutjen asks Mike Smith to forward a work up of the numbers for discussion. Ron Sandstrom makes a motion to formalize the group as a Committee. Larry Leonard seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to appoint Dinah Reiss, Ralph Lutjen, David Maudsley, Mark Graffam, Nancy Cole and Mike Smith to the Committee. Mike Smith seconds the motion. Mike Smith moves to remove Nancy Cole from the list and approve the list as amended. Larry Leonard seconds the motion to amend. Motion is voted and the motion, as amended, passed 3-0. Meetings of the Committee will be scheduled and posted.

11. Other Business

The Driveway Ordinance proposed updates are discussed. A new draft highlighting the requirements of RSA 231 will be sent to the Board for review. A requirement for proper line of sight for approval of a driveway and the requirement that property owner’s maintain drainage system and culverts using the wording from the RSA will be included. Following the Board’s review of the proposed changes, the draft will be sent to the Attorney for review prior to scheduling a Public Hearing.

12. Public Comments

At 10:19 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/2014/07/CM061114.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 11, 2014

The Board of Commissioners met at 10:00 am on Wednesday, June 11, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway), Paul Fluet and Nick Sceggell of Fluet Engineering Associates and Stewart Heath of R.L. Heath & Sons Construction. [expand title="More Text"]

At 10:00 am the meeting was called to order by Chairman Ron Sandstrom at the intersection of Eidelweiss Drive and Oak Ridge Road.

The design for the intersection of Oak Ridge Road and Eidelweiss Drive is discussed. Delineator posts are recommended as the best means of marking the edge of the ditches. Connection of the culverts with perforated pipe (embedded in stone and covered with fabric) and a catch basin along the west edge of Eidelweiss Drive and closing in that portion of the ditch is discussed. The stone that is in this ditch could be removed and the area filled in with compactable fill to the level of the catch basin. The bottom of Oak Ridge at #1 is reviewed. This side will be cleaned up for appearance. The depth of the ditches is discussed. Ditch depth was discussed and Paul pointed out that the bottom of ditches should be 12 to 18 inches below the centerline of the road so the gravel box under the pavement can drain groundwater under the pavement sideways, and into the ditch, thus minimizing water freezing under the pavement in winter and causing the pavement to heave, and over time fail.

Paul Fluet outlines that this is only one portion of the road project: when the road is repaved and properly crowned, the ditches will need to handle a higher volume of water than what is being observed currently. The end result will be to have the area at #1 Oak Ridge cleaned up and looking neater. Along Eidelweiss Drive the area will have a connecting culvert pipe added, a catch basin, and be filled in. This will also aid in creating more of a 90 degree turn from Oak Ridge onto Eidelweiss Drive.

The area at #2 Oak Ridge was not completed. The ditch was stopped prior to the driveway so as to not disturb two trees that would need to be removed to ditch this area. In review of the water flow, this driveway may not need the culvert that was originally intended. The area will be watched and a culvert could be added in the future if necessary.

The area at the intersection of St Moritz is reviewed. Most of the water from higher up on Oak Ridge will be diverted down St Moritz during phase II of the construction. The recently placed isolation valves will be marked for protection. The roadway center line spikes placed by the surveyor should be repainted.

The area at #23 Oak Ridge is reviewed. Check dams at 30 foot intervals are outlined as an option to slow water coming through this section. Difficulty in maintaining check dams is discussed. Placement of 6” erosion stone (rip rap) in the ditch abutting the up slope portion of this property to slow water will be done. The homeowner will be asked if a culvert is desired at the driveway entrance. Mike Smith makes a motion to have the homeowner submit a design for a culvert under the driveway to be reviewed by Fluet Engineering Associates prior to approval. Larry Leonard seconds the motion and the motion passed 3-0.
Larry Leonard leaves the meeting prior to the next stop.

The area at #59 Oak Ridge Road is reviewed. Erosion around the property is viewed. Mike Smith makes a motion to place rip rap around the corner from Upper Lakeview Drive to Oak Ridge Road and continue down to the paved driveway. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to place rip rap from the paved driveway to the rock approximately 40 feet down hill. Ron Sandstrom seconds the motion and the motion passed 2-0.

The S-turn on Oak Ridge Road is viewed. The stone placed at the curve is discussed. The stone should be flattened to below the road grade. Paul Fluet recommends a paved swale be placed from the bottom of the S-turn to Clemens Place. The rip rap would be removed prior to paving. Kelly Robitaille will obtain a quote for paving this swale.

68 Eidelweiss Drive is viewed. Ron Sandstrom leaves the meeting. The culvert on this property is getting filled with road silt. Options are discussed; a catch pit on the property before the culvert, adding a culvert under the road from #71 which would run diagonally under Eidelweiss Drive to the far side of the property for #68 or a possible overflow pond are outlined. Wetlands in the area are discussed and remove some possible options. Placing a catch basin across the street, at the corner of #71 Eidelweiss Drive may need to be deep and could create a steep slope. Enlargement of and cleaning the shallow basin which already exists at the corner of this property with rip rap stone dams leading to it to slow water flow and catch some of the road silt is outlined as the best option for now. We may want to add a check dam in the ditch on Gloria’s property if she gives you permission. Mike Smith will bring the options to the next Commissioners meeting.

At 12:20 pm the meeting is adjourned.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/07/CM060914.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 9, 2014

The Board of Commissioners met at 8:00 am on Monday, June 9, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (entered late). Also in attendance were Kelly Robitaille (highway), Treasurer Dinah Reiss and Water Operator Ray Seeley. Resident Gloria Aspinall enters the meeting in process. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom. [expand="More Text"]

1. Agenda

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

The Action List is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the equipment is in good shape. Kelly Robitaille discusses the need for a pressure washer to clean the equipment. There is one on sale at Lowe’s. Mike Smith makes a motion to authorize the purchase of a pressure washer not to exceed $300. Ron Sandstrom seconds the motion and the motion passed 2-0. The culvert list that was put together previously is being reviewed and updated. Kelly Robitaille will be taking his CDL exam tomorrow. The crew will be off premises most of the day. The review of the construction at the bottom of Oak Ridge Road is scheduled for Wednesday at 10 am. The upcoming road review is discussed. An interview with a grader operator who could train the crew on techniques of grading roads is scheduled for Friday at 11 am. Four speed limit signs at 25 mph are being priced. The highway budget is reviewed and discussed. Mike Smith will show Kelly Robitaille the area used to check the level of the pond this afternoon.

3. Water System Planning

Ray Seeley states that the pump for the Jungfrau station has arrived in Mass. Installation can be scheduled. Ray Seeley outlines a discussion with Cindy Klevens of NH Department of Environmental Services (DES) that he had recently. Well #2 at Muddy Beach may be to be rehabbed and brought back on line. Rehab of an existing well does not require the same permits required for a new well. Oak Station is discussed. Ray Seeley states that he is exploring the option of placing booster cans at this location in lieu of replacing the pump. This option would result in a manhole cover being placed on the Oak Ridge side of the station. If replacing the pump is done it will be a three phase control panel installed. Quotes for the options will be sent. Discussion returns to the installation of the pump at Jungfrau. The install will be scheduled for Tuesday, June 17. Jungfrau Road will be closed in the area of the station beginning at 9 am for approximately 3 hours while the crane is on site. Follow up will be done on the status of the control panel. SCADA programmer Jason Roache and electrician Brian Bailey will be informed of the install date. Documentation is discussed. A new work order is being developed by Larry Leonard. The draft of the new form is reviewed. The State Revolving Loan Fund application deadline is the end of June. Projects to be included will be discussed. The depth of the wells at Muddy Beach is discussed. Documentation on the depth has not been located. Ray Seeley will discuss the rehab of Well #2 with Rick Skarinka of NH DES. Curb stop valves are discussed. The valves which are extended will be lowered. Discussion turns to the curb stop valve for 6 Interlaken. This repair will be put onto the work list. Exercising valves is discussed; isolation valves and curb stop valves would be included. Protecting valves is discussed. Ron Sandstrom discusses the 30 hours that are included for service to the water system in the monthly fee paid to Integrated Water Services. If the VDOE were to bring the water monitoring back in house, the 30 hours could be used to locate valves and respond to other needs for the system. Ray Seeley states that he wants to have Jeremy Reinbold going into the pump houses at least once a week. The chemical room fills will be done within one hour twice a week. Ray Seeley states that he is in possession of GPS coordinates for many of the valves within the VDOE. Ron Sandstrom requests a sample of the information being collected for review. The water budgets are reviewed and discussed. Quotes are still outstanding for the Summit station. Ray Seeley will work on these. Ray Seeley is informed of a new water hook up request which has been reviewed by the Engineer. The Water System Application results are reviewed. The new hook up at 12 Blinden will have sufficient pressure and not degrade the system. Timing of the installation of the curb stop valve is discussed. The Water Ordinance calls for installation within 90 days of the approval. Mike Smith makes a motion to approve the water hook up for 12 Blinden Drive with the curb stop valve to be installed within 90 days. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have a pressure reading taken on all new installations and record the actual pressure on the install information. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

Mike Smith will schedule a safety meeting. The VDOE goals document will be set for review in July. The delivering of the water operator strategy report is to be determined. Asset Management is discussed. The Warrant Article authorized creation of web based data, which could be used for purchasing an asset management database program.

The payroll report is presented. Mike Smith makes a motion to approve payroll at $4,452.00. 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

3 checks for $3,348.60 are presented. Checks and invoices are reviewed and discussed. The Integrated Water Service invoices are discussed. Multiple invoices were received for hours over 30 for May. Ray Seeley will be reminded that one invoice is to be sent. Mike Smith makes a motion to approve 3 checks for $3,348.60. Larry Leonard seconds the motion and the motion passed 3-0.

6. Minutes

The minutes of 5/19 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 5/24 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 discusses the importance of capturing data during construction. Varying options for creating a database for this information are being looked into. The database needed will depend on the information to be captured and the amount of information to be kept on each data point.

Mike Smith discusses a curb stop valve that is in the road at Porridge Shore and Waldsbut. A work order will be created to have this moved off the road. Using the new work order system should help the flow of information relating to projects.

Larry Leonard discusses the insurance claim and loss of the supplies for the VDOE. The State Revolving Loan Fund pre-application should be worked on for next week’s meeting.

8. Signature Items

A permit for operation and the inspection report for the driveway at 30 Bern Drive are presented. Inspection report is reviewed. Mike Smith makes a motion to approve the Driveway Permit for Operation for 30 Bern Drive. Larry Leonard seconds the motion and the motion passed 3-0.

The approval for water hook up at 12 Blinden Drive was signed previously in the meeting.

A transfer request to Treasurer Dinah Reiss for moving $22,710 from the Water Line Extension Fund into the Operations account is presented for review. Mike Smith makes a motion to sign the request for Treasurer Dinah Reiss to transfer $22,710 from the Water Line Extension Fund to the Operations account. Ron Sandstrom seconds the motion. The amount of the transfer is discussed. The amount is the total of the cost for the 25 HP pump purchased for Jungfrau station and the VFD panel purchased. Installation and electrician charges are not included in this number. Motion is called to a vote and the motion passed 3-0.

A purchase order for three toner cartridges from Quill Office Supplies is presented. Ron Sandstrom makes a motion to sign the purchase order for three toner cartridges at a cost of $265. Mike Smith makes a motion to review alternative purchase sites for toner. Larry Leonard seconds the motion and the motion passed 3-0.

9. Correspondence

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

NH Municipal Association has sent the Legislative Bulletin. All Committees are finishing their recommendations for bills that were sent to a committee by either the House or Senate.

NH DES has confirmed that new beach signs could be put up to replace the current kiosks with no permit provided no equipment is put onto the beach to place the signs. The wording that would appear on the new signs is discussed. Larry Leonard asks if wording has been previously approved and is informed that it has not been.

10. Scheduled Appearances
11. Other Business

A bill for the excavation of the curb stop valve for 43 Eidelweiss Drive has been received as requested. The use of the on-site excavator Joe Rogerson by Integrated Water to excavate the valve once it was determined that excavation was needed is outlined and discussed. The VDOE would have paid George Fadden for excavating the valve had it been determined earlier that the valve needed repair. Implementation of the Work orders will assist in obtaining prior cost estimates to repairs to or placement of a curb stop valve. If a work order to turn on or off a valve is authorized and the valve needs repair, this will require an alteration of the work order with estimate for repair to be submitted for approval by the Board. Ron Sandstrom makes a motion to authorize payment to J Rogerson Excavation in the amount of $1,400.00 for excavation of the curb stop valve at 43 Eidelweiss Drive. Mike Smith seconds the motion and the motion passed 3-0.

The curb stop repair at 6 Interlaken is discussed. The homeowner has submitted a copy of the invoice he received for this work as requested. Mike Smith makes a motion to reimburse the homeowner $810 for repairs to the curb stop valve. Ron Sandstrom seconds the motion and the motion passed 3-0. Invoices to the District for this event from Integrated Water Services will be pulled for review. A letter to the homeowner outlining the payment will be drafted for review.

Repair of a curb stop valve at 17 Little Shore is scheduled for tomorrow. The date of repair was set by Integrated Water. Larry Leonard makes a motion to approve the repair to the curb stop valve at 17 Little Shore Drive. Mike Smith seconds the motion and the motion passed 3-0.

The proposed updates to the Ordinances discussed at the Public Hearing on May 24, 2014 are reviewed and discussed.

The Driveway Ordinance is discussed. Review of RSA 236:13 and the application of this RSA to local roads have been reviewed by Attorney Dan Crean. The sections of the RSA that outline access to public roads and require 400 foot of frontage for an additional access to be granted to any property are discussed. Different interpretations have been received. Guidelines for proper line of sight for the access to be reviewed as criteria for a driveway to be permitted should be stated. The cleaning of culverts under driveways as VDOE responsibility is to be looked into for reverting back to this action as a property owner’s responsibility. Ron Sandstrom discusses holding an additional public hearing on this Ordinance after receipt of Attorney Dan Crean’s review of the Ordinance

The Highway Regulations is discussed. Mike Smith makes a motion to implement the proposed changes as presented at the Public Hearing on May 24. Larry Leonard seconds the motion and the motion passed 3-0

Ron Sandstrom discusses legal review of all proposed changes prior to adoption. Ron Sandstrom makes a motion to have Attorney Crean review all Ordinance amendments prior to adoption. Mike Smith seconds the motion. Discussion is held on need for review as situational without need to incur charges for these amendments. Motion is called to a vote and the motion failed 1-2 with Mike Smith and Larry Leonard voting against expending legal funds for these updates.

The Water Ordinance is discussed. Mike Smith makes a motion to strike the word ‘seasonal’ in relation to turn on or off services and to adopt the amendments as proposed at the Public Hearing May 24. Larry Leonard seconds the motion and the motion passed 3-0.

The Beach Ordinance is discussed. Ron Sandstrom makes a motion to not adopt the proposed amendments, making no changes to the Ordinance. Larry Leonard seconds the motion and the motion passed 3-0. Mike smith may draft alternative wording for consideration.

12. Public Comments

Treasurer Dinah Reiss discusses the curb stop valve repair on Little Shore Drive and questions if isolation valves for the area have been identified. She recommends this be done prior to all work on the water system. Dinah Reiss discusses Integrated Water Services being in possession of data that is not authorized by or in possession of the District. Ron Sandstrom responds that a sample has been requested to review the information being collected. Dinah Reiss questions the statement by Ray Seeley that he will need to block a leaking valve to facilitate the placement of the new pump at Jungfrau. Does this valve need to be replaced prior to the pump replacement? This question will be posed to Ray Seeley.

At 10:58 am Ron Sandstrom 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/2014/07/CM060214.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 2, 2014

The Board of Commissioners met at 8:00 am on Monday, June 2, 2014. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also in attendance were Kelly Robitaille (highway), and resident Joe Rosenberg (entered the meeting in progress). The meeting was taped for Madison TV by Tim Hughes.

At 8:03 am the meeting was called to order by Chairman Ron Sandstrom. [expand title="more text"]

1. Agenda

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

The Action List is reviewed and discussed.

2. Highway Department Report

Budgets will be reviewed next week. Kelly Robitaille reports that the equipment is in good shape. The other two speed bumps will be installed at Boulder Beach to complete the coverage of Eidelweiss Drive. Cold patch is being placed to fill potholes. Three new picnic tables have been picked up. Amy Thompson will stain the tables. Both Kelly Robitaille and Bob Goddard attended a culvert maintenance class last Thursday. The class was very informational. Both members have now been certified as Culvert Maintainers. One focus of the class was for stream crossings. Culverts are recommended for placement at a depth of three feet. The driveway culvert at 23 Huttwil is damaged and in need of replacement. It is an old metal culvert and is located under pavement. If it is to be replaced, replacing the pavement may need to wait for other paving to be done later in the season. The Board will look at this culvert. Grader trainer can be established with a local grader operator. The grader is expected to be in the District June 20. The walk through of lower Oak Ridge Road is being scheduled with the Engineer. Wednesday June 11th at 10 am will be targeted. Ron Sandstrom makes a motion to have the Commissioners and Highway Personnel review Oak Ridge Road with the Engineer on Wednesday, June 11 at 10am. Larry Leonard seconds the motion and the motion passed 2-0. Kelly Robitaille states that a large portion of pavement should be replaced on Aspen Dr. To fill the hole with cold patch would be $300 to $400. The Commissioners road review is discussed. June 16th will be targeted. Aspen Dr will be viewed during the review. The discussions at the Public Hearing regarding allowance of a second driveway are outlined. Kelly Robitaille states that he does not see an issue for the DPW should the Ordinance be updated. The contractor for 29 Oak Ridge Rd has been informed that a Driveway Permit is needed for this construction. An application and the Ordinance were emailed. A driveway has been paved on Eidelweiss Drive. A letter to the homeowner stating the need for a permit has been drafted. Kelly Robitaille discusses the heavy trucks traveling Oak Ridge for the construction and the damages that are occurring to the road. The steel tracked equipment traveled between the two lots under construction on the road, the tracks are obvious in the pavement. Means of enforcement through Madison Code Enforcement and Madison Police are discussed. The area will be watched for any additional damage that may occur. Trash has been picked up that was left alongside Eidelweiss Drive.
3. Water System Planning

A corrected quote for the Allen Bradley control panel for the pump on order for the Jungfrau Station has been received. The quote includes over sizing the panel to handle the single to three phase electric conversion. Ron Sandstrom makes a motion to approve the purchase of the Allen Bradley panel as quoted by Jason Roache. Larry Leonard seconds the motion and the motion passed 2-0. The electrician and SCADA programmer are in touch with each other for prep work and installation of the new panel. Work orders for this or any project within the water system are discussed. It is outlined that no procedure is in place currently for production of work orders when a specific contract is not developed. Larry Leonard makes a motion to implement a work order process for the water system. Ron Sandstrom seconds the motion and the motion passed 2-0. A quote for the repair of the radio removed from Jungfrau station previously has been received for $660. Discussion on the newer technology radio installed at Muddy Beach last month is held. Ron Sandstrom makes a motion to not repair the old radio and request return of the equipment. Larry Leonard seconds the motion and the motion passed 2-0. Discussion on outstanding quotes requested for other pump stations within the District are discussed. Quotes have not yet been received. The price list for the parts discovered missing from the water supply stock room is also still outstanding. Discussion ensues. Larry Leonard will follow up with Ray Seeley. Discussion turns to last week’s water break of a service line on Eidelweiss Drive. Granite State Analytical, the company which does the compliance testing for the system, was on site but not able to obtain a sample within the affected area. Monthly compliance testing will be done this week. The water bills are being sent. Ron Sandstrom makes a motion to post the information being sent with the water bills and the rate on the website. Larry Leonard seconds the motion and the motion passed 2-0.

4. Administration

The entrance garden site on Eidelweiss Drive is discussed. The EPOA contractor will be on site this morning beginning work. Larry Leonard will stop by and discuss the plans with Ralph Lutjen. The road drainage and easement document produced by Attorney Dan Crean is discussed. This document will be discussed with the Asset Management Team. The Commissioners will schedule a work session on this document for July. July will also be targeted for the proposed updates to the Huttwil bulletin board and beach signs. Speed limit signs are discussed. Madison Police have informed the VDOE that 25 mph is the lowest enforceable limit without a traffic flow study. Ron Sandstrom makes a motion to purchase four (4) 25 mph speed limit signs for posting on Eidelweiss Drive. Larry Leonard seconds the motion and the motion passed 2-0. The PBX for the phone system has been installed, but not yet implemented. The draft of the wording to be used will be reviewed and discussed.

Larry Leonard discusses enrolling in the Asset Management class being offered at the end of June. Cost is $200. Larry Leonard makes a motion to attend. Ron Sandstrom seconds the motion. Discussion is held on traveling daily or staying overnight in the Portsmouth area. Larry Leonard moves to withdraw the motion on the floor. Motion to withdraw seconded by Ron Sandstrom. Ron Sandstrom makes a motion to approve attendance of Larry Leonard at the Asset Management seminar at a cost of $200 plus mileage. Larry Leonard seconds the motion and the motion passed 2-0.

The payroll report from last week is presented. Report and time cards are reviewed and discussed. Larry Leonard makes a motion to approve payroll in the amount of $5,827. Ron Sandstrom seconds the motion and the motion passed 2-0.

The calibration column for the Sodium Hydroxide tank has been quoted at $175. Larry Leonard makes a motion to purchase the calibration column. Ron Sandstrom seconds the motion and the motion passed 2-0.

A beach report has been received. The beaches were cleaned prior to the Holiday weekend. All outhouses were stocked with toilet paper. 3 picnic tables have been purchased and will be stained this week. Trash was left in one of the beach outhouses.

5. Accounts Payable

21 checks for $7,954.56 are presented. Checks and invoices are reviewed and discussed. Ron Sandstrom makes a motion to approve 21 checks for $7,954.56. Larry Leonard seconds the motion and the motion passed 2-0.

6. Minutes

The minutes of 5/19 and 5/24 are discussed. Ron Sandstrom states that he has not had an opportunity to review these documents. Minutes will be reviewed for approval next week.

7. Commissioners Reports

Larry Leonard discusses the two curb stop valves listed for repairs. Exercising of valves is discussed as a needed addition to the water system work list.

8. Signature Items

A draft of a letter for the property owner at 23 Oak Ridge Road responding to his recent correspondence regarding landscaping and drainage at this property is presented. Letter is reviewed and discussed. Larry Leonard makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A draft of a letter for the property owner at 56 Eidelweiss Drive regarding recent paving without a permit is presented. Letter is reviewed and discussed. Larry Leonard makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A draft of a letter to the Madison Zoning Board of Appeals requesting notification as an abutter to all variances applied for within the District is presented. Letter is reviewed and discussed. Larry Leonard makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Ralph Lutjen has sent notification that the contractor hired by the EPOA will be working at the garden site this morning.

Clerk Jay Buckley and resident John Cooper have sent comments and concerns on the proposed changes to the garden.

The NH Municipal Association has sent the weekly Legislative Bulletin.

The NH Department of Environmental Services has sent notice that a pre-application for the 2014 State Revolving Loan Fund is due June 27 for any system that would like to be considered for funding of projects through the State program.

10. Scheduled Appearances
11. Other Business

The inventory for the items stolen from the water stock room with the prices has not yet been received. Larry Leonard will follow up with Ray Seeley.

12. Public Comments

Joe Rosenberg discusses the level of the ponds and states they seem low. Mr. Rosenberg is informed that the boards are in the dam. The levels of the ponds do not seem low to others.
Joe Rosenberg asks if the 2013 audit and 2012 audit for the District are available. Mr. Rosenberg is informed the audits are available and is handed copies.

At 9:42 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Larry Leonard seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0.

Motions and votes of Non-Public Session:

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

At 10:00 am Ron Sandstrom makes a motion to exit Non-Public Session and adjourn the meeting. Larry Leonard seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]