2014-Commissioners Meeting

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/05/CM050514.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
May 5, 2014

The Board of Commissioners met at 8:00 am on Monday, May 5, 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. [expand="More Text"]

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

1. Agenda

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

The Action List is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the equipment is in good shape. The power broom is being used to clean up paved roads. Some of the brushes will need to be replaced, but the broom is working okay at this time. Placing the roof on the sander rack this summer would be beneficial going forward using the area for storage. The compacting roller had a large crack which was welded. This weld line creates an uneven surface on the roller, limiting its usefulness. Ron Sandstrom thanks Kelly Robitaille for his awareness of a resident’s open windows when approaching the area with the broom. A lot of dust was being raised by the broom due to the dryness and the sweeping was stopped prior to sending a large dust cloud into the residence. Patching potholes on paved roads will be done with cold patch. The gravel roads are being worked to remove potholes. Culverts are being checked while road checks are done. A list of damaged culverts is being made; culverts needing cleaning are also being listed. Discussion on culverts being metal or plastic is held. Classes for road maintenance are being looked into. The whirl-a-way nozzle for cleaning culverts has been located and will be used. Road projects are being looked at for review and approval by the Board. Stumps left by Asplundh Tree when clearing the power lines for PSNH will be addressed in a letter to PSNH requesting the subcontractor be instructed to return to clean up the stumps. Kelly Robitaille reports that one of the old plows has been located by Madison Police and can be retrieved. This plow is not used on any current equipment and is not in usable condition. Mike Smith makes a motion to sell the plow for scrap. Larry Leonard seconds the motion and the motion passed 3-0. Raking of roads continues to be done but is not effective at removing potholes. Mike Smith makes a motion to check with Volvo to see if they supply grader training. Larry Leonard seconds the motion and the motion passed 3-0. Placement of a catch basin at 68 Eidelweiss Drive is to be placed on the list for road work this summer. The option of purchasing a new swim raft this year is discussed. The level of the pond is discussed. Ron Sandstrom makes a motion to have Mike Smith watch the level of the pond and notify the office as the need to place or remove boards from the dam. Larry Leonard seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to purchase a new 4 foot rake for the beach cleaning. Mike Smith seconds the motion and the motion passed 3-0. There is a broken window at the cabana which will be boarded. Trash left in front of the office over the weekend has been cleaned up. Trash left at Eidelweiss Beach was cleaned up over the weekend during the Valley Pride Clean Up day. Proper disposal of trash will be addressed at the upcoming Public Hearing.

3. Water System Planning

The meeting Friday with the water operator went well. Coordination of all information through the office is discussed for all approved water projects. Replacement of the 25 horse power pump at Jungfrau is the first priority for the water system. A quote is expected this week from Ray Seeley of Integrated Water Systems for the replacement pump and controls. The sump pump at Reinach needs to be replaced and will also be quoted. Lining of all water storage tanks will be priced out as an alternative to replacement. A replacement pump for the Oak station will be estimated including updating of the controls at this station. Muddy Beach Well #2 is not working. The well pump, piping, or the sensor may be reasons for this. Pulling of the well pump will be quoted. Communication failures are still an issue at Muddy Beach. Discussion on the need to have the SCADA system shut down pumps when a station is not communicating is held. Jason Roache of Northeast System Controls is scheduled to be in the District this Friday. Muddy Beach will be looked at as will the Summit station hydro system for possible inclusion within the SCADA system. The card stock for the water system curb stop valves is discussed. Placing the database back on line so that individuals could access the system to look for the location of their curb stop is discussed. Security of the system and protection of the information is also discussed. The draft of the water bill insert is reviewed. Larry Leonard has updated the original draft. Updates are reviewed and discussed. Larry Leonard makes a motion to revisit the water usage fee for 2014. Mike Smith seconds the motion. Discussion ensues on raising the rates to increase the amount of funds available for water system projects. Discussion on the ability to expend funds being limited to the approved amounts from the Annual Meeting is held, which includes the $50,000 Article to allow expenditures from the Water Extension Fund. The Board of Commissioners as agents to expend the Capital Reserve Funds is discussed. Motion is called to a vote and the motion failed 0-3. Mike Smith makes a motion to have the accounting system arranged to show all funds spent. Mike Smith withdraws the motion as the system is already established to track all funds from each account. Infrastructure costs versus operational costs are discussed. Long term planning for the eventual need to replace pipes as well as meet other system needs is discussed. Mike Smith makes a motion to have the Board meet prior to Friday for a review of available funds. Motion failed for lack of a second.

4. Administration

The stated due date of July 1 for water bills within the Water Ordinance is discussed. This date was set prior to the Town of Madison moving to semi-annual tax bills and it now falls on the same date as the first tax bill for the Town. This can and has created difficulty for some residents. Mike Smith makes a motion to change the due date to May 1. Ron Sandstrom seconds the motion. Discussion on flexibility for billing dates is held. Inclusion of a specific date so that all water users will be aware of when the bills will be sent is held. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against including a specific due date. The proposed Ordinance updates will be altered to include this new proposed change.

The Beach Ordinance is discussed. Questions as to the required identification within the craft are being received. Inclusion of a definition of ‘contact information’ is recommended. Mike Smith makes a motion to define contact information as name, Eidelweiss street address and phone number or email address. Ron Sandstrom seconds the motion. Discussion on using the VDOE address only is held. Larry Leonard states that he is not in favor of requiring contact information in water craft. Ron Sandstrom states that he is looking to generate discussion at the Public Hearing on this matter. Motion is called to a vote and the motion passed 3-0. The posting for this Ordinance will also be updated.

The payroll report is presented. Report and time cards are reviewed and discussed. Mike Smith makes a motion to approve payroll at $3,743.20. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

9 checks for a total of $11,859.14 are presented. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to approve 9 checks for a total of $11,859.14. Larry Leonard seconds the motion and the motion passed 3-0.

6. Minutes

The minutes of 4/18 are reviewed and discussed. 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 4-21 are reviewed and discussed. 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

Mike Smith makes a motion to establish an office duties work flow calendar by month. Ron Sandstrom seconds the motion and the motion passed 3-0.

Larry Leonard discusses the answering service and charges being received on a monthly basis from Always on Call. Addition of a PBX router that would allow persons to press a specific number to be connected to the 24 hour answering service could be added to allow most callers the option of leaving a voice mail. This could significantly reduce the monthly charges. Larry Leonard makes a motion to form an Asset Management Team for the District. Mike Smith seconds the motion. Discussion on the ability to review the information distributed related to the establishment of an asset management team is held. Motion is called to a vote and the motion passed 2-0-1 with Ron Sandstrom abstaining for review of the information distributed.

The water bill insert draft is reviewed and discussed. Mike Smith makes a motion to accept the insert for inclusion with the water bills. Ron Sandstrom seconds the motion. Mike Smith withdraws the motion for additional discussion and vote to be held Friday May 9.

Ron Sandstrom discusses that all email communications need to be sent through the office and not directly from one commissioner to another. Ron Sandstrom adds that his email server for his VDOE account will only accept email from the office.

8. Signature Items
9. Correspondence

2 NH Legislative Bulletins and a monthly NewsLink bulletin have been received from the NH Municipal Association.

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

Resident John Cooper of 23 Oak Ridge Rd has sent two letters which were unable to be distributed secondary to failure of the scanner. These will be sent for review. Mr. Cooper is requesting that the drainage issue in front of 23 Oak Ridge Rd be placed on the work list for this summer.

10. Scheduled Appearances
11. Other Business

Ron Sandstrom makes a motion to add the link to Madison TV to the VDOE website under the Resources tab. Larry Leonard seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:55 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment and (c) Reputation. Larry Leonard seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to give part time snow plow operator Paul Costello a $300 bonus. Larry Leonard seconds the motion and the motion passed 3-0.

Larry Leonard makes a motion to give Kelly Robitaille a $200 bonus for his time as part time snow plow operator last winter. Mike Smith seconds the motion and the motion passed 2-0.

At 10:50 am Mike Smith makes a motion to recess the meeting until 2:30 pm. Larry Leonard seconds the motion and the motion passed 2-0.

At 2:30 pm Mike Smith makes a motion to reconvene the Non-Public Session pursuant to RSA 91-A:3, II (a) employment. Larry Leonard seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to offer Robert Goddard the full time highway employee position at a rate of $16.50 per hour contingent upon completion of acceptable background check, physical and reference check. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to hire Larry Leonard and Amy Thompson as beach cleaners for 2014, with David Rowe and Hannah Thompson as backups. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining from this vote which directly affects him.

At 3:15 pm Ron Sandstrom makes a motion to exit Non-Public Session and adjourn the meeting. Mike Smith seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/05/CM050214.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
May 2, 2014

The Board of Commissioners met at 3:00 pm on Friday, May 2, 2014. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also in attendance were Water Operator Ray Seeley, Treasurer Dinah Reiss and Clerk Jay Buckley.[expand="More Text"]

At 3:02 pm the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

2. Water System

The water system is discussed. Discussion on the need to shut down pumps when a communication error occurs is held. The possibility of limiting the hours any pump will run at one time will be discussed with programmer Jason Roach.

Jungfrau and Muddy Beach stations are discussed. Storage capacity of the tanks at each location is discussed. Lining a tank is an alternative to replacing and could be used on all tanks except Muddy Beach. The ability to keep the District in water during relining of a tank is discussed. The District maintained supply during the testing and cleaning of the 30,000 gallon tanks at Reinach; current water usage will be reviewed for verification.

Top needs for the system stability moving forward are a reliable 25 horse power pump at Jungfrau and full functioning of the Muddy Beach well field.

The single to three phase conversion panel at Jungfrau station is old and should be considered for updating during pump replacement. The controller should also be changed. This could also be done at a later time if costs dictate. The replacement of the 25 horse power pump with a new conversion panel is estimated by Ray Seeley to be in the vicinity of $15,000. Ray Seeley will send a quote next week for review. Additional programming within the SCADA system could read the amps of the pumps during operation for additional diagnostic abilities with the new panel. Replacement of the 10 horse power pump at Jungfrau station is discussed. This pump could be considered for replacement with a 25 horse power pump so as to reduce the burden on the one primary pump. This, as well as a 10 horse power pump, will also be quoted.

Oak station and the known head loss occurring between this station and the Chocorua station are discussed. This is not a priority, but will be followed and should remain on the long term list of items to address. Ray Seeley estimates $3,500 for replacement of the off line pump at the Oak station. If the controllers were to be updated at the same time, the cost estimate would increase to the area of $7,000.

Muddy Beach is discussed. Ray Seeley outlines the option of bypassing the current storage tank and booster pumps at Muddy Beach by having the wells distribute directly into the system. Variable speed pumps with controllers would be used. The wells and capacity of the Muddy Beach well field are discussed. One will is currently not producing for unknown reasons. Diagnosis of this well is discussed. Ray Seeley states that the cost to investigate the well would be around $2,100. If the well is not collapsed, additional diagnosis would begin on the pump and lines at that time.

Timing of upgrades and system work is discussed. If replacing the 25 horse power pump at Jungfrau is deemed top priority, then the investigation of Muddy Beach well field could be scheduled going forward.

DPW well may need a software update to have it shut down should Jungfrau station loose communications. This should be done at all locations so as to not allow a pump to run dry if a tank is too low, or to not allow overflowing of a tank by sending too much water. An option to update the chemical feeds to pacing pumps is outlined and discussed. If this is done, then a pH probe at Reinach could be added for additional system control. A calibration column is being priced out for the caustic soda usage calculations.

The hydro system at the Summit station is discussed. This portion of the system is not programmed into the SCADA system. This should be added for tank level and booster pump run hours. A mechanical level indicator could be used as a low cost means of supplying the SCADA system with the height of water within the tank.

Establishment of a capital improvement plan that includes pipe replacement is recommended and discussed. Funding of projects and long term funding for the water system is outlined and discussed. Past challenges of funding water system improvements are discussed.

At 5:07 pm Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/05/CM042114.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
April 21, 2014

The Board of Commissioners met at 8:00 am on Monday, April 21, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway), Treasurer Dinah Reiss and resident Mark Graffam. The meeting was taped for Madison TV by Tim Hughes. [expand="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. Mike Smith moves to amend the agenda to handle scheduled appearances as soon as Mark Graffam has collated the handouts. Ron Sandstrom seconds the amendment. Motion, as amended is called to a vote and the motion passed 3-0.

Ron Sandstrom announces that Fred Gurley is no longer employed by the VDOE as of Friday, April 18.

Mike Smith makes a motion to handle accounts payable and then move to scheduled appearances. 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 equipment is in good shape. Road conditions are discussed. Standing water along Upper Lakeview Drive is reported to be drying up; the area will continue to be checked. Kelly Robitaille will produce a list of culverts that need to be cleaned. The wood purchased to make the new boards for the dam has been located. The ability to ship lap the boards will be checked into. Trash has been dumped in the woods on Burgdorf Drive. Madison Police will be notified. A listing of seasonal work will be developed. Ron Sandstrom discusses speed limit signs on Eidelweiss Drive. Ron Sandstrom makes a motion to place 4 speed limit signs on Eidelweiss Drive, two for each direction of traffic. Mike Smith seconds the motion and the motion passed 3-0. Raking of roads is being done. Stumps left by Asplundh tree while doing the cutting along the power lines this winter still remain. Mike Smith makes a motion to send a letter to PSNH to have their subcontractor return and cut the stumps. Ron Sandstrom seconds the motion and the motion passed 3-0. Some trees on Little Shore and Big Loop were not cut up after being felled. This will be included in the letter.

3. Water System Planning

The water system walk through went well last week. Tank lining was discussed as an option to replacement. Engineer Paul Fluet’s input would be wanted prior to proceeding with this option. The 25 HP pump at Jungfrau could be looked at for in place replacement. Muddy Beach communication issues are still occurring and the station is primarily off line. Pumps at Oak station and the Summit station may be repaired or replaced dependent upon the cost and availability of parts. A water system planning meeting will be scheduled. Some of this work may be able to be funded through the Capital Reserve fund and completed this summer. Larry Leonard makes a motion to establish a meeting for water system planning the end of next week. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to have Engineer Paul Fluet validate tank lining as a strategy for the water tanks. Mike Smith seconds the motion. Discussion ensues. Mike Smith suggests separating the tanks from the pumps while discussing potential projects. Ron Sandstrom states that the two tie together as the pumps may need to be able to obtain a height 10 feet beyond the current Reinach tank locations. Motion is called to a vote and the motion failed 0-3. The cleaning of the caustic soda tank in the chemical injection room is discussed. This will be incorporated into the water operation strategy that is to be developed going forward.

4. Administration
5. Accounts Payable

16 checks for a total of $10,491.92 are presented. Checks and invoices are reviewed and discussed. Always on Call payment is discussed. The February payment is still being held for receipt of the detail call list. Mike Smith makes a motion to approve 16 checks for a total of $10,491.92. Larry Leonard seconds the motion and the motion passed 3-0.

6. Minutes

The minutes of 4/14 are reviewed and discussed. Ron Sandstrom 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 makes a motion to post the draft of the proposed updates to the Ordinances on the website. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to post the date and time of the scheduled Public Hearing on the proposed Ordinance updates. Larry Leonard seconds the motion and the motion passed 3-0.

Larry Leonard questions security. The locksmith will be contacted for updates to the system.

8. Signature Items
9. Correspondence

The NH Municipal Association has sent the monthly NewsLink.

10. Scheduled Appearances

Mark Graffam discusses the asset management project approved at the Annual Meeting. A handout listing 15 items for inclusion in the project is distributed. The need to note when an asset such as a water main is shown as current information but has not been verified within this project is outlined by Mark Graffam. The use of Microsoft Cloud and Excel for the project so as to allow links to pictures from individual cells within the document is outlined as the intended route for development of the maps. NH Department of Environmental Services (DES) Administrative rules state that the accuracy for new construction asset management guideline is within 3 foot accuracy. GPS units are discussed. Mark Graffam suggests that the VDOE purchase the GPS unit for use in developing asset management and recommends discussing actual experience of neighboring systems with them. A Panasonic handbook with GPS costs $3,300. The beginning card stock data is reviewed. A selection of cards with no street addresses or lot numbers exist as do cards which reference distance from trees. This information will need to be updated, corrected and verified. Every road will need to be visited at each lot to complete this database. An updated map of a lot for which the information has been verified is shown. Map includes driveway entrance; water curb stop valve location and culvert locations. Park Graffam proposes how the specification could be drafted for bidding this project and outlines a payment scale by map number. Mark Graffam states that he will produce the bid specification at a cost of $240. Ron Sandstrom makes a motion to have Mark Graffam produce the bid specification for $240. Motion failed for lack of a second. Ron Sandstrom thanks Mark Graffam for his work on this and invites him to a future meeting once the Commissioners have had a chance to review the documentation provided.

11. Other Business

Treasurer Dinah Reiss advises the Commissioners that the interest rate on a TAN loan is 2.85% for up to $100,000. The due date for the loan would be 2-15-2015. Cash flow is discussed. Mike Smith questions if borrowing up to $125,000 would be an option. Dinah Reiss will look into this.

Ron Sandstrom makes a motion to cancel the meeting scheduled for Monday, April 28. Larry Leonard seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:30 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 called via roll call vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public Session

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

At 10:15 am Mike Smith 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, 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/2014/05/CM041814.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
April 18, 2014

The Board of Commissioners met at 8:00 am on Friday, April 18, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. The meeting was taped for Madison TV by Tim Hughes. [expand="More Text"]

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

Ron Sandstrom outlines that this meeting has been scheduled to review proposed changes to the ordinances. A public hearing is scheduled for May 24, 2014 at 12:00 pm at the Lodge to gather input on, and discuss the proposed changes.

The Beach Ordinance is discussed. Mike Smith suggests the inside bottom of the watercraft be listed as the place for residents to put identification on the craft. Bullet list item “p” would be changed to state “inside” the craft. Section “f” is proposed to be added to identify specific penalties for non compliance of the identification.

Proposed changes are discussed. Resources available to check on compliance are outlined and discussed. Removal of craft from a canoe rack for not having identification is discussed. Larry Leonard voices objection to confiscating craft based on lack of owner id. Ron Sandstrom suggests that the penalty section be altered to states that if a craft is confiscated, the owner will be contacted for retrieval. If no owner identification is located within the craft, the craft will be scheduled for auction. Section “f” will be reworded for approval at the next meeting. Mike Smith makes a motion to add “inside” to bullet item “p”. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Driveway Ordinance is discussed. A need for a separate permit for each access is to be added to section #3. Section #6 will state that all positive grade intersecting driveways will need drainage control. Section #7 will state that a property owner “may be held liable” for road damage as a result of lacking maintenance on any driveway. Mike Smith makes a motion to accept the proposed changes. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Highway Regulations policy is discussed. Changes to format and wording are reviewed and discussed. Ron Sandstrom makes a motion to accept the proposed changes. Mike Smith seconds the motion and the motion passed 3-0.

The Water Ordinance is discussed. Proposed updates to the billing section are reviewed and discussed. Proposed update to include certification of backflow prevention devices is reviewed. Ron Sandstrom makes a motion to remove the backflow prevention certification section from the proposed updates for this public hearing. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send s questionnaire to all water users regarding existence of backflow prevention within their home. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to propose the remaining updates and to include a definition of ‘seasonal’ as relates to water turn on/off services.

At 9:00 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.
At 9:05 am Mike Smith makes a motion to recess this Non-Public Session to 5 pm. 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.

The Board of Commissioners did not reconvene at 5 pm secondary to the resignation of Fred Gurley. Meeting adjourned secondary to cancellation of reconvening session.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/05/CM041414.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
April 14, 2014

The Board of Commissioners met at 8:00 am on Monday, April 14, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway), Treasurer Dinah Reiss and Ray Seeley (water operator). The meeting was taped for Madison TV by Tim Hughes.[expand title="More Text"]

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

1. Agenda

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

The Action List is reviewed and discussed.

2. Highway Department Report

Sand is being recovered from receding snow banks and will be piled for later use. Salt inventory is alright. Raking is being done on gravel roads. The grader is being used. The tines on the York rake are in need of replacement. A purchase order is presented. Mike Smith makes a motion to authorize the purchase of 45 tines at $16.50 each for a total of $742.50. Ron Sandstrom seconds the motion and the motion passed 3-0. The Stop sign on Big Loop at Eidelweiss Drive has been fixed. The bottom of Oak Ridge Rd is discussed. This will be viewed once the snow is gone. Kelly Robitaille reports that Fred Gurley has placed a culvert on Bern Drive at the intersection with Huttwil Drive. The cost of properly placing a culvert is being checked into. The culvert placed was put in as a temporary measure to move water from the area into the woods. The highway crew is looking forward to the new equipment being received.

3. Water System Planning

A water system walk through is scheduled for this morning. Muddy Beach is discussed. Integrated Water Services’ (IWS) Jeremy Reinbold has stated that well #2 is not producing flow and may be dewatered. Ray Seeley of IWS states that he has seen the email with the above information but believes that it is most likely a piping issue, not failure of a well. The well pump is recommended for removal and checking. This would require a boom truck to remove. Ray Seeley will put a quote together and submit for the Board to review. Discussion continues on the need to have a reliable system and the need to protect this system. The 25 horsepower pump at Jungfrau, which just had the seals replaced, is leaking again. This pump is recommended for replacement to maintain system reliability. Ray Seeley adds that the impellor on this pump was not changed. Water operations year to date budget is reviewed and discussed. Heat in the pump houses is discussed. The danger of a station freezing has passed for this winter. Mike Smith makes a motion to turn the heat off in the stations. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to turn the water system bleeders off. Ron Sandstrom seconds the motion and the motion passed 3-0. Bleeders will be shut off as the valves become accessible. Discussion turns to annual timing events, such as bleeders and heat being turned on and off and seasonal flushing of the water system. Board of Commissioners approval for such events is discussed. The need for the Board to authorize work for the system and the weather dependency of when the recommendation will be made by the water operator is outlined and discussed. There are no specific dates for these events; the variations in timing are temperature and weather related. The SCADA system is discussed. Communication errors from Muddy Beach are still occurring. The report of a water break in a home on Oak Ridge Rd is discussed. Ray Seeley outlines discussion with Nancy Cole Friday night and the agreement that, however unfortunate, the damage to the house was already done and the curb stop valve would be shut down in the morning. Attempting to locate a curb stop valve, potentially buried in snow, at night, would be timely and cost prohibitive. Additional information received later Friday night removed the need for any water system response as a neighbor was able to contact the owners, gain admission to the residence, and shut down the water from the interior shut-off valve. The Commissioners state that the situation was properly handled.

4. Administration

The payroll report is presented. Report and time cards are reviewed and discussed. Ron Sandstrom makes a motion to approve payroll at $4,557.40. Mike Smith seconds the motion and the motion passed 3-0.

Establishing the 2014 Water Usage Rate is discussed. Addition of 5% administration fee to the base rate is discussed. Rounding of the final figure to the nearest dollar is discussed and recommended. Mike Smith makes a motion to establish the 2014 Water Usage Fee at $345.00. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable
6. Minutes

The minutes of 4/7/14 are reviewed and discussed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining as he had not had a chance to review prior to the meeting.

7. Commissioners Reports

Mike Smith reports on the recent safety meeting. An egress ladder for the office window will be priced out for review. The salt shed door is to be looked at for repair; the door is difficult to open. The number of cones available and the need for additional cones to safely mark work zones will be checked into. If additional cones are needed, they will be priced for approval prior to purchase. First aid kits and a company to service the kits annually will be looked into. Mike Smith adds that he will attend the Right to Know Law presentation that the Town of Madison Board of Selectmen has arranged to be presented by a NH Municipal Association Attorney on May 13th at the Madison Elementary School. Mike Smith discusses that he will need updated copies of electric bills showing usage figures for additional review.

Larry Leonard reports on the recent Healthcare Committee meeting. Information on plans available and related costs are being put together for review and discussion at the next committee meeting. Larry Leonard discusses Valley Pride clean up day, scheduled for May 3rd beginning at 8:30 am. Posting of the information on the website is discussed. Ron Sandstrom makes a motion to post the information on the website. Mike Smith seconds the motion and the motion passed 3-0.

Ron Sandstrom discusses scheduling a work shop session for proposed Ordinance updates. Discussion on scheduling is held. Ron Sandstrom makes a motion to schedule the Ordinance work session for Friday, April 18 at 8 am. Larry Leonard seconds the motion and the motion passed 3-0.

8. Signature Items
9. Correspondence

The weekly NH Municipal Association Legislative Bulletin is reviewed.

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

At 9:00 am Mike Smith makes a motion to enter Non-Public Session for a site review and assessment of the water system pump houses and stations. 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. Town of Madison Emergency Manager Richard Clark is in attendance for the site review.

At 11:30 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
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The Board of Commissioners will hold a Public Hearing on proposed changes to the Highway Regulations and Beach, Driveway and Water Ordinances on May 24, 2014 at 12:00 pm at the Lodge, located at 100 Oak Ridge Road. Proposed changes can be viewed below. All proposed updates are in bold, italic text. Any wording proposed to be removed has a strike through marking.
An additional update to the Beach Ordinance is being proposed as of May 5, 2014 to define "contact information".
An additional update to the Water Ordinance is being proposed as of May 5, 2014 to establish the due date for annual water fees as May 1.
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/04/Beach-Ordinance-proposed-updates-May-5-2014.pdf"]*Additional proposed update 5-5-14
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/04/Water-System-Ordinance-May-5-2014-proposed.pdf"]*Additional proposed update 5-5-14
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/04/HIGHWAY-REGULATIONS-draft-2.pdf"]
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/04/Driveway-Ordinance-proposed-revisions-April-18-2014.pdf"]

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/04/CM040714.pdf"]The Board of Commissioners met at 8:00 am on Monday, April 7, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway), Treasurer Dinah Reiss and Ralph Lutjen for the EPOA. 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 title="More Text"]

1. Agenda

Mike Smith makes a motion to approve the agenda. Ron Sandstrom seconds the motion. Ron Sandstrom moves to amend the agenda moving scheduled appearances to first. Mike Smith seconds the amendment. Motion, as amended is called to a vote and the motion passed 3-0.

The Action List is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the International and F-550 have been inspected. Salt and sand inventories are sufficient. The Top Kick is discussed. Kelly Robitaille questions if the truck should be used or parked. Ron Sandstrom outlines cash flow and the timing of cash availability to purchase a new truck. The sanding capacity of the Top Kick and the wing plow on the truck make the truck more desirable than an F-550. Ralph Lutjen states that a need for a TAN should not be a deal breaker for proceeding with a purchase. Using the International for hauling, which has the largest capacity of the trucks, is recommended. Minimizing use of the Top Kick will be beneficial. Larry Leonard makes a motion to use the Top Kick only when necessary and primarily park the vehicle. Mike Smith seconds the motion. Mike Smith makes a motion to amend the motion the motion on the floor to include having the Top Kick cleaned prior to parking. Larry Leonard seconds the motion to amend. Motion, as amended, is called to a vote and the motion passed 3-0. Kelly Robitaille reports that the crew is working on establishing their input for road work to be scheduled. Little Shore Drive will be checked. Potholes will be worked on where possible. Kelly Robitaille discusses getting gravel. Mike Smith makes a motion to approve 2 loads of ¾ inch gravel. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on the cost of 2 loads of gravel being below the need for a purchase order is held. The grader needs a battery. This will be purchased. The York rake is being pulled out for use. Year to date budget expenditures are reviewed and discussed. The DPW will begin to use the State pumps for diesel fuel. The fuel log reconciliation will be done. The use of heating fuel is discussed. Mike Smith makes a motion to look into the cost of programmable thermostats for the garages. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water System Planning

The water system walk through is scheduled for next week. The system is discussed. Ron Sandstrom makes a motion to invite Dinah Reiss to attend the walk through. Mike Smith seconds the motion and the motion passed 3-0. The caustic soda tank is discussed. Consultant George Thomas had previously stated intention to empty and clean the tank while repairing the leak at the gasket. Integrated Water Systems has stated intention to quote two persons to do this job. The cost of the job will be significantly reduced if handled in house by George Thomas. Mike Smith makes a motion to have the caustic soda tank cleaned and repaired by George Thomas at the rate of $25 per hour. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

The information on the water class proposed to be attended will be sent to Larry Leonard.
A meeting is to be established with the Mountain Lakes Village District Commissioners.
The model of how to move water operations in house is being worked on by Dinah Reiss.
The draft document for the VDOE rights relating to roads and easements will be reviewed in a work session. This session is to be scheduled. The building repair project may be held until fall. The proposed repair work is available on the VDOE website. Ordinances are discussed. The proposed changes to the Driveway Ordinance will be drafted. These updates will include allowing up to two driveway entrances per property and a requirement of a drain to be placed in any driveway which does not meet the road at a negative grade. Beach Ordinance updates to be proposed are being drafted. Proposed changes to the Water Ordinance have been drafted and distributed for review. Ron Sandstrom states that he would like to hold a work session on proposed Ordinance updates. This may be scheduled for the end of next week.

The March daily water usage has been distributed. The first quarter usage numbers will be reported to NH Department of Environmental Services as required.

Budget line item expenditures to date are reviewed and discussed.

5. Accounts Payable

15 checks for a total of $35,506.91 are presented. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to approve 15 checks for $35,506.91. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Minutes

The minutes of 3/31 are reviewed and discussed. Ron Sandstrom makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Mike Smith discusses establishing the water usage fee for 2014. Rate information will be prepared and distributed for discussion.

8. Signature Items

The lease for the grader is presented for signature. The lease is discussed. Mike Smith makes a motion to accept and sign the lease documents. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

The monthly Coleman Tower site rent check has been received.

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

Health Trust has sent notification of upcoming premium holidays for property insurance stating intention to uphold the 13.9 million dollar refund to members ordered by the Secretary of State.

The NH Municipal Association has sent the weekly Legislative bulletin and the monthly News Link.

10. Scheduled Appearances

Ralph Lutjen, representing the Eidelweiss Property Owner’s Association (EPOA), discusses the entrance area garden across from the VDOE sign. Mr. Lutjen, a Master Gardener, outlines recent projects in the Mt Washington Valley area that he has worked on, some of which have received awards. In January of this year, the Commissioners were presented with three options for redesigning the garden area and approved moving forward with option 3. The completed design is reviewed, with plants of varying heights and widths planned. The new plantings will complement the garden on the other side of Eidelweiss Drive. Ralph Lutjen adds that the plan has been altered from the original design as a result of the heavy snow volume this year. The garden will be extended by 2 feet in lieu of the 5 feet expansion originally planned. The plants have been chosen and the area will bloom from spring through fall. Ralph Lutjen adds that a previous discussion with Jay Buckley, who has been maintaining this area, was held about this garden. The concern raised about a view of the power lines is not valid. The proposed garden will be planted by volunteers. The DPW may be asked to move the large rocks at the garden. Ralph Lutjen adds that any involvement by the DPW would be anticipated to take no more than half a day. Ron Sandstrom states that this is one community, and improving the appearance at the entry area would be good. Ron Sandstrom adds that he would like all persons involved to work together for the overall benefit. Placing the information on the website for input from the community is discussed. Ron Sandstrom asks if a delay for allowing an input period would create any challenges. Ralph Lutjen responds that he would like to order the plants from the nursery. Mike Smith compliments the work done on the proposal, adding that it should be moved forward. The budget for the project is discussed. Ralph Lutjen states that the EPOA has appropriated a sufficient budget to complete the project. Mike Smith questions the replacing of any plants that do not survive the first winter. Ralph Lutjen responds that there is a one year warranty on all plants purchased through the nursery he will be using. The remaining area outside the plantings will be mulched. This will be maintained by the EPOA. Scheduling for the project is discussed. Ralph Lutjen states that the planting will be done in June. Loam and compost are planned to help the soil in the garden area. Watering will be done by the EPOA. A hose that will withstand a vehicle will be looked into by the EPOA to allow the watering to be done on both sides of the street. Discussion turns to the use of a contractor in lieu of the VDOE backhoe as the rocks may be too heavy for the backhoe. This will be looked into. Mike Smith makes a motion to authorize Ralph Lutjen to move forward with the plan to redesign the entrance garden area. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to put the plan on the website with an invitation to send comments to the office. Larry Leonard seconds the motion and the motion passed 3-0.

11. Other Business

Larry Leonard discusses increasing participation in the VDOE e-mail distribution list. Ron Sandstrom discusses updating the website pictures.

12. Public Comments

Ralph Lutjen informs the Board that Lee Pollack, a retired marine biologist, will be joining the team that tests the pond water throughout the summer months.

At 9:55 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
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/04/CM033114.pdf"]The Board of Commissioners met at 8:00 am on Monday, March 31, 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 title="More Text"]

1. Agenda

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

The Action List is reviewed and discussed.

2. Accounts Payable
3. Minutes

The minutes of 3/24 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 at that meeting.

4. Highway Department Report

Kelly Robitaille reports that the F-550 will be taken for inspection today. The International will be taken tomorrow for inspection. Roads are being checked for standing water and punch outs are being made as needed. The level of the water flow at the dam is being watched. The parts from the aluminum sander tub that was intended for rebuild have been brought to McLane’s. Steve McLane has expressed interest in the tub as well. A time will be arranged to bring the unit to McLane’s for pricing. Salt and sand inventories are sufficient. The new storm reports are being used and working well. Truck maintenance is being recorded with the vehicle book for each truck. The fluids are checked regularly. Road crowns are discussed. Lacks of a crown on most of the gravel roads keep the roads from properly shedding water. Road standards will be looked at for review. Madison Highway may be contacted for advice and discussion on road repairs.

5. Road and Driveway Review
6. Water System Planning

The water system walk through is scheduled for April 14th. Attorney Dan Crean has stated that this review may be done as a non-public session based on the homeland security exemption of certain pertinent information regarding the workings of a water system. Attorney Crean advised that the Town of Madison Emergency Management director also be invited to attend the walk through. Ron Sandstrom makes a motion to invite Richard Clark, Town of Madison Emergency Management Director and classify the walk through non-public. Mike Smith seconds the motion and the motion passed 3-0. The Jungfrau pump seals have been replaced. The impellor was not replaced. The SCADA system is working well. Discussion on planning to use the new backhoe for water system work is held. The valve box on Appenvel and the curb stop valve on Lucerne that need to be replaced will be scheduled using VDOE equipment and personnel.

7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports

Ron Sandstrom is working on the water system curb stop valve database and the proposed Driveway Ordinance updates.

Mike Smith discusses the Annual Meeting and the receipt of information relating to the Unassigned Fund Balance just prior to the meeting creating an issue for the proposed Warrant funding. Mike Smith makes a motion to move the Annual Meeting to March. Ron Sandstrom seconds the motion. Discussion ensues on the finding of an error made by the field accountant by auditor Tamar Roberts while finalizing the audit. Ability for this to occur any given year is discussed. Probability for such an occurrence is reasonable and such an event has not occurred before. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against moving the Annual Meeting as it attempts to solve a problem that doesn’t exist.

10. Signature Items
11. Correspondence

12. Administration

A Healthcare Committee meeting will be scheduled. Cost effective options for medical insurance will be looked into. Scheduling a time is discussed. All members; Ralph Lutjen, Treasurer Dinah Reiss, Commissioner Larry Leonard and Administrator Nancy Cole will be present at the Commissioners meeting. The meeting is scheduled for Monday, April 7, 2014 following the Board of Commissioners meeting. The meeting will be posted.

Mike Smith is working on the electric alternatives for additional savings on those costs. Mike Smith discusses Mountain Lake Village District. Setting a meeting with their Board of Commissioners is suggested; water, roads and healthcare could be topics for discussion. Potential productivity of such a meeting is discussed as well as timing for a meeting. Mike Smith makes a motion to have Nancy Cole call Mountain Lakes for 3 dates for establishing a meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

The document produced by Attorney Dan Crean on the road and easement rights of the District is reviewed. Distribution of a draft document at the public hearing being scheduled for May 24 with the intent to schedule a separate public hearing on the rights of the VDOE when it comes to the roads is discussed. The draft of the social media policy to be reviewed for discussion will be resent to the Board.

The building repair project is discussed. Establishment of potential bidders is discussed and will be worked on. The documents will be distributed. Ron Sandstrom states that the documents are on the website for review.

The grader lease has been received and will be distributed for review. The projected delivery dates for the grader and backhoe will be requested.

Ron Sandstrom will work on the Driveway Ordinance updates to be proposed at the upcoming public hearing. The Water Ordinance proposed updates have been distributed for review and are discussed. Mike Smith will work on establishing a penalty for non-compliance with the update to the Beach Ordinance requiring identification on all vessels placed on the canoe racks at any of the District beaches. The public hearing will be scheduled to begin following the Eidelweiss Property Owners Association’s Annual Meeting that begins at 10 am Saturday, May 24, 2014. Start time will be determined for posting. Backflow prevention proposed updates within the Water Ordinance are discussed. Project details are discussed. Mike Smith makes a motion that he contacts Rick Skarinka of NH Department of Environmental Services to discuss this program. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion ensues on implementing and administering this project, possible liability for the workings of a homeowner’s equipment, and requiring updates upon a homeowner at the homeowner’s expense.

The Huttwil Bulletin Board is discussed. Jay Buckley has volunteered to work on creating an update to the current VDOE road map to include updates to road names which have occurred since production of the current map, such as Visp Rd. Nancy Cole adds that the bulletin board is in poor shape and could be redesigned to include the proposed updated road map. Design and pricing could be looked into. Ron Sandstrom makes a motion to have this project moved forward for design and pricing to be presented for review. Mike Smith seconds the motion and the motion passed 3-0.

The payroll report is presented. Report and time cards are reviewed and discussed. Mike Smith makes a motion to approve payroll at $4,881.62. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business
14. Other Business

Electronic billing for water billing is discussed. This will not be pursued at this time but may be done at some point.

15. Public Comments

At 9:35 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employee 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.

Motions and votes of Non-Public session:

Motion is made to accept Nancy Cole’s self-review and approve a 3% salary increase effective today. Motion passed 3-0.

At 10:05 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith 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
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/04/CM032414.pdf"]The Board of Commissioners met at 8:00 am on Monday, March 24, 2014. In attendance were Commissioners Ron Sandstrom and Mike Smith. 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 title="More Text"]

1. Agenda

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

The Action List is reviewed and discussed.

2. Accounts Payable

15 checks for $9,293.96 are presented. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to approve the manifest of 15 checks for a total of $9,293.96. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Minutes

The minutes of 3/10 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of 3/17 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Highway Department Report

Kelly Robitaille reports that the salt and sand inventories are sufficient. The new storm report has been completed. The number of yards of salt and sand placed are calculated on the new form. This information will allow a cost per storm to be developed. The sander for the Top Kick has been repaired for less than $100. The hardwire kit for the 550 sander has been purchased and installed. Tire chains for the International have broken again. High quality chains at a cost of $400 will be requested for next season. The low grade chains that have been purchased are not cost effective due to constant repairing. Inspections for the trucks will be completed as time and weather allow. The sander parts purchased for the aluminum tub are being brought to McLean’s. The credit for the parts can be used to offset the cost of cutting edges. Fred Gurley is on his way to McLean’s with the parts. Mike Smith makes a motion to sell the parts for credit. Ron Sandstrom seconds the motion and the motion passed 2-0. This week’s work plan includes putting punch outs in snow banks for runoff. Winging back has been getting done. The backhoe has been used to widen roads and clean intersections. Discussion turns to calls from a resident on Visp Rd. Kelly Robitaille reports that a call placed last week from this resident stated that the road needed to be sanded. Upon arrival at the road it was noted that the road was recently plowed and sanded, there were no travel concerns and the car of the caller was in her driveway and not cleared of snow. The resident had not even attempted to leave her driveway when the call for poor road conditions was made. Mike Smith makes a motion to have the office contact the resident. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom discusses the section of Eidelweiss Drive beyond Big Loop Rd. A temporary fix for the potholes will be looked into.

5. Road and Driveway Review
6. Water System Planning

A water system walk-through with the DPW crew, water system operator, and Commissioners will be scheduled once the snow has reduced. The seals on the Jungfrau 25 HP pump are to be changed. Water operator Ray Seeley was waiting for a cost for the impellor for this pump to see if it would be cost effective to replace the worn impellor while the pump was opened for the replacement of the seals. As of today, a cost for the impellor has not been received. Discussion turns to the SCADA system and work needed on other pumps within the water system. A “work session” for the water system will be planned once the walk-through has been completed. Mike Smith makes a motion to schedule the walk-through the date of the next scheduled appearance of Ray Seeley. Ron Sandstrom seconds the motion. The water operator is scheduled to appear next on April 14. Mike Smith moves to modify the motion on the floor to schedule the walk-through April 14. Ron Sandstrom seconds the amendment. Motion, as amended, is voted and the motion passed 2-0. Discussion turns to filming of this walk-through for Madison TV. Attorney Dan Crean will be asked.

7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports

Ron Sandstrom reports that he is working on updating the water system card stock database of curb stop valve locations to make the information available on line. Ron Sandstrom makes a motion to redistribute the road rights and drainage easement rights document draft submitted by Attorney Dan Crean for discussion next week. Mike Smith seconds the motion and the motion passed 2-0.

A Healthcare committee meeting will be scheduled. Ralph Lutjen, Dinah Reiss, Larry Leonard and Nancy Cole have been named to participate on this committee.

Mike Smith reports that he will establish a safety committee meeting with the employees. The date has not yet been determined. Mike Smith makes a motion to have the office ask Larry Leonard if he is going to participate in the Madison Library strategic plan as requested. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to request optional dates and times for a meeting with the Mountain Lakes Village District Commissioners. Ron Sandstrom seconds the motion and the motion passed 2-0. The building repair Warrant Article is discussed. Mike Smith makes a motion to have one bid package for the entire project. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on qualified contractors and identifying from whom bids will be requested. Ron Sandstrom makes a motion to identify 4 potential bidders. Mike Smith seconds the motion and the motion passed 2-0. The Public Hearing that is to be scheduled in May is discussed. Mike Smith makes a motion to have the office investigate the option of holding the Public Hearing following the EPOA Annual Meeting May 24, 2014. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith discusses the Unassigned Fund Balance and purchasing from the Unassigned Fund Balance. Discussion ensues on cash flow and the Unassigned Fund Balance calculation. Ron Sandstrom outlines that the Unassigned Fund Balance is not a bank account and that it represents the total remaining balance at the end of a fiscal year when one subtracts the liabilities from the assets.

10. Signature Items
11. Correspondence

The NH Municipal Association has sent the weekly legislative bulletin and the monthly NewsLink. The proposed update to RSA 91-A which would require 72 hour advance notice for all public meetings and posting of an agenda, may be tabled so that it will not be acted upon this year.

Jay Buckley has volunteered to work with the Supervisors of the Checklist for updating the VDOE registered voter information.

12. Administration
13. Old Business
14. Other Business

A follow up will be done on the status of the finance application with Volvo for the new road grader.

15. Public Comments

At 9:05 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
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/04/CM031714.pdf"]The Board of Commissioners met at 8:00 am on Monday, March 17, 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 title="More Text"]

1. Agenda

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

The Action List is reviewed and discussed. Dates for review will be added to each area. VDOE Easement and Drainage rights will be added. Social media policy development will also be added.

2. Accounts Payable
3. Minutes
4. Highway Department Report

Kelly Robitaille requests a purchase order for 4 loads of sand. Mike Smith makes a motion to approve a purchase order for 4 loads of sand up to $800.00. Ron Sandstrom seconds the motion and the motion passed 3-0. The new shift storm reports were partially completed by the employees. Kelly Robitaille will work with the part timers on completing this form while on shift. Freezing rain for a period of time between snow accumulations made the plowing and sanding difficult. Salt was not used due to the temperature. The sprockets for the sander chain on the Top Kick have broken. Repair is estimated to be $150.00. The 550 sander is smaller and requires reloading much more frequently. The hills were sanded with the 550, but it took additional time. The new controls for the 550 sander are in and will be installed. Overall, the shift work went well. Only one call was received during the storm. Mike Smith makes a motion to allocate up to $200 for parts for repair of the Top Kick sander. Ron Sandstrom seconds the motion and the motion passed 3-0. Sander sizes and the benefits of the larger sander in the Top Kick are discussed. Trucks, maintenance, and tracking of repair costs are discussed.

5. Road and Driveway Review
6. Water System Planning

The cost for the impellor for the Jungfrau station 25 HP pump has not yet been received. This will be followed up on with Integrated Water Services. Estimate for the replacement seals and replacement pump option has been requested for the Summit station. Muddy Beach engineered upgrade drawings and SCADA communication issues are discussed. Upgrade for Jungfrau pump station and 2013 vote to approve that project at the Annual Meeting are discussed. Shoveling of pump houses is discussed. Hiring of someone to handle this work will be actively pursued in the fall. Larry Leonard makes a motion to reschedule the April 12th Public Hearing to May. Mike Smith seconds the motion and the motion passed 3-0. Ordinances for water system and driveways are to be reviewed for the hearing.

7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports

Larry Leonard discusses adding the Monday morning meeting schedule to the website. This will be added to the home page.

Ron Sandstrom reports that he has updated links on the website to include the Eidelweiss Property Owner’s Association. The email distribution lists for SCADA alarms and messages from the answering service have also been updated.

Mike Smith recommends setting up a meeting with the Commissioners from Mountain Lakes Village District for a discussion on and review of processes.

10. Signature Items

Treasurer Dinah Reiss has the signature card updates for the bank accounts. New banking regulations will require each Commissioner to go to the bank with identification so that the form may be notarized.

11. Correspondence

The social media draft policy information has been distributed and will be reviewed.

NH Municipal Association has sent the weekly legislative bulletin. The proposed changes on the Right to Know law will be voted on next week. The proposed regulations will increase the time required for posting of a meeting to 72 hours and require posting of an agenda.

Primex has sent notice that their annual meeting will be May 21-23, 2014.

Tad Dziemian of White Column Solutions has sent information on the change of electric supplier to First Point Power.

12. Administration

The payroll report is presented. Report and time cards are reviewed. Mike Smith makes a motion to approve payroll at $6,720.02. Larry Leonard seconds the motion and the motion passed 3-0.

13. Old Business
14. Other Business

The agenda is discussed. ‘Upcoming milestone dates’ could be removed as it is now tracked on the Action List. Mike Smith makes a motion to remove the upcoming milestone dates from the agenda and track on the action list. Larry Leonard seconds the motion and the motion passed 3-0.
Posting of roads is discussed. Mike Smith makes a motion to post the roads for weight restrictions. Ron Sandstrom seconds the motion and the motion passed 3-0.

15. Public Comments

Treasurer Dinah Reiss volunteers to take the first steps on looking into the benefits of moving water operations in house and development of a strategy to implement this change. An overview of how the transition would be completed will be drafted for review.

At 9:25 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employee matters. Larry Leonard seconds the motion. Motion voted via roll call; Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to increase Kelly Robitaille’s hourly wage to $17.00 effective with this payroll processing. Mike Smith seconds the motion and the motion passed 3-0.

At 9:35 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard seconds the motion. Motion voted via roll call; 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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