[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/03/CM031714.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 17, 2014

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.
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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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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 10, 2014

The Board of Commissioners met at 8:00 am on Monday, March 10, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway), Treasurer Dinah Reiss, Mike Ouellet of Chadwick-BaRoss and water operator Ray Seeley. The meeting was taped for Madison TV by Tim Hughes. Commissioner Larry Leonard arrived at 8:03am. Commissioner Mike Smith left the meeting at 8:25 am. Water Operator Ray Seeley left the meeting at 8:30 am. Mike Ouellet of Chadwick-BaRoss arrived at 8:35 am.[expand title="More Text"]

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

1. Agenda

Ron Sandstrom makes a motion to move scheduled appearances first, beginning with Ray Seeley. Mike Smith seconds the motion and the motion passed 2-0.

2. Accounts Payable

8 checks for a total of $6,916.95 are presented. Checks and invoices are reviewed and discussed. Ron Sandstrom makes a motion to approve 8 checks for $6,916.95. Larry Leonard seconds the motion and the motion passed 2-0.

3. Minutes

The minutes of 2/11 are reviewed. Ron Sandstrom makes a motion to approve the minutes of 2/11 as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The minutes of 2/19 are reviewed. Ron Sandstrom makes a motion to approve the minutes of 2/19 as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The minutes of 2/25 are reviewed. Ron Sandstrom makes a motion to approve the minutes of 2/25 as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The minutes of 2/28 are reviewed. Ron Sandstrom makes a motion to approve the minutes of 2/28 as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The minutes of 3/3 are reviewed. Ron Sandstrom makes a motion to amend Other Business report to read ‘upcoming goals and objectives for the District’ and approve the minutes of 3/3 as amended. Larry Leonard seconds the motion and the motion passed 2-0.

4. Highway Department Report

Kelly Robitaille reports that sand and salt inventories are good at this time. A storm is expected Wednesday into Thursday with 6-12 inches of snow predicted. All trucks are ready for the impending storm. The International is due for inspection and will be sent as soon as possible. The International tire chains need to be repaired or replaced. The cost will be looked into, but is expected to be less than $200. Worksheets for the storm report information have been placed in each truck. Each employee will be expected to complete a report for their shift(s). Kelly Robitaille will compile the information provided onto a final storm report for submission. Part time employees are being instructed that they are not to add fluids to any truck. The full time employee on shift will be responsible for any fluid additions to vehicles. The kit to hard wire the 550 sander has been ordered but not yet received. Opportunities to alter the materials used to create longer lasting harder travel surfaces will be explored. Steve McLean of McLean’s Trucks has stated he will give the VDOE credit for the unused sander parts purchased previously. Returning the parts to McLean’s will be scheduled.

5. Road and Driveway Review
6. Water System Planning

7. Scheduled Appearances

Water Operator Ray Seeley advises that the wrong seals were received for the Jungfrau pump. The correct seals are expected this week. The work at the water line for 15 Presidential View is discussed. The line was found to be insulated but had frozen 15 to 20 feet prior to the curb stop valve. A couple of frozen spots were located while defrosting the line. A bleeder was installed at the curb stop valve. Work on this will need to be completed in the spring. Project documentation is discussed. Ray Seeley advises that pictures were taken and will be sent to the office. Ray Seeley mentions placement of coordinates onto VDOE tax maps. Ron Sandstrom states that the raw data is to be provided. The sequel server with the VDOE card stock will be updated and put back on line. Pumps are discussed. Muddy Beach has been put on line and has not had the communication error issues that were being experienced. The seals at the Summit could be replaced. Alternative would be to replace the pump with a 3 phase that could be added to the SCADA system to monitor the tank level for the Summit Pressure zone. This tank is not currently monitored by the SCADA system. Ron Sandstrom discusses obtaining quotes for projects as all projects will need to remain within the budget or be proposed as an article for next year’s Warrant. Mike Smith makes a motion to obtain the price for replacing and installing the seals on the pump at the Summit and to obtain the cost of a single phase pump with 3 phase control panel. Ron Sandstrom seconds the motion and the motion passed 3-0. Ray Seeley will provide this information. One pump at Muddy Beach has a bad bearing and has been off for many years. The design for replacing the pumps at Muddy Beach with a skid will be pulled for review. Oak Station has one pump with a leaking seal. This will be quoted for repair. The water budget is reviewed. Ray Seeley outlines potential savings within the buildings themselves such as insulation for heat retention. Mike Smith informs Ray Seeley that off-peak hour for pumping is being looked into and may contribute a cost savings. The Water Ordinance is discussed. Ray Seeley is informed that he should submit any suggestions for alterations within the document that he may have. Development of a strategy for implementation of Water System Master Plan items is discussed. Spring valve repair projects are outlined and discussed. Documentation on all repairs is stressed. Discussion on the use of VDOE personnel and equipment for planned projects is held. Documentation for the Huttwil project will be sent to the office.

Mike Ouellet of Chadwick-BaRoss outlines that the new Volvo grader will send information to the VDOE computer automatically for any service needs. Discussion is held on the backhoe to be purchased also having this capability. Mike Ouellet informs the Board that for the backhoe this would be an option and cost would be around $10,000. Upcoming compliance changes for EPA regulations will alter the engines of heavy equipment going forward. Recommendation is made to order the road grader now so that it will be completed prior to the changes going into force. Payment options and timing are discussed. The grader will take 10 weeks for production and outfitting. There is also 8 to 10 week lead time for the backhoe. Treasurer Dinah Reiss cautions the Board on cash flow and payment timing. Mike Ouellet outlines that the backhoe could possibly be delivered for July 1 with a payment due date of August 15. The financing and options for payment timing will be reviewed and looked into by Mike Ouellet and he will advise of any other options after discussing the situation with his corporate offices. Ron Sandstrom makes a motion to commit to purchase of the road grader today. Larry Leonard seconds the motion and the motion passed 2-0. Maintenance for the equipment is discussed. Mike Ouellet informs the Board that there is a maintenance program in place close to here that would allow Volvo to easily respond to any needs with the equipment. Discussion on committing to purchasing both pieces of equipment is held. Training of employees on the equipment is discussed. Mike Ouellet states that Volvo will train the employees when the equipment arrives. Additional training is also available through the UNH Road Scholar program. Larry Leonard makes a motion to sign the purchase orders for both the grader and the backhoe. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Warrant Articles

9. Commissioners Reports

Ron Sandstrom reviews the framework for the 2014 District goals. The detail of the document is to be reviewed for discussion. Overview of highlights completed and discussed. RSA 91-compliance is reviewed and discussed.

Larry Leonard discusses potential electricity savings by swapping to an independent supplier. The automatic return to PSNH is in the contract. Larry Leonard makes a motion to approve the 7 month contract for electricity supply with First Point Power. Ron Sandstrom seconds the motion and the motion passed 2-0. Nancy Cole will notify White Column Solutions and authorize the necessary paperwork.

10. Signature Items

The NH Department of Revenue MS-32 is presented. Form is reviewed and discussed. Ron Sandstrom makes a motion to sign the MS-32. Larry Leonard seconds the motion and the motion passed 2-0.

11. Correspondence

2013 District Clerk Dorothy Wondolowski has sent a notice of apology for missing the Annual Meeting.

Health Trust has sent two checks representing refunding overpayment of premiums from 2012. This refund is secondary to the 2013 Secretary of the State review of the LGC.

The NH Municipal Association has sent the weekly Legislative Bulletin.

Granite State Analytical has sent the March bacteria test results. Results are clean.

12. Administration
13. Old Business

The water and driveway Ordinance update proposals are to be reviewed.

14. Other Business

Backflow prevention testing for residences attached to the water system is discussed. A document from the manufacturer states that testing of these devices is not needed; the homeowner is responsible for any pollutants that may contaminate the water secondary to a cross connection. Should a program be put into place certifying these devices, the District may be exposed to additional liability and caution proceeding is advised.

15. Public Comments

Treasurer Dinah Reiss discusses cash flow and Tax Anticipation Note (TAN) information. She will obtain the information from the bank on taking of a TAN as it has been many years since the VDOE has taken one. The information will be distributed for review and discussion should a TAN be needed.

At 10:00 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 3, 2014
The Board of Commissioners met at 8:00 am on Monday, March 3, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Mark Graffam (resident) and Kelly Robitaille (highway). The meeting was taped for Madison TV.
At 8:04 am the meeting was called to order by Chairman Ron Sandstrom.
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1. Agenda
Mike Smith makes a motion to approve the agenda. Larry Leonard seconds the motion and the motion passed 3-0.
2. Accounts Payable
24 checks for $29,181.46 are presented. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to approve 24 checks for a total of $29,181.46. Ron Sandstrom seconds the motion and the motion passed 3-0.
3. Minutes
The minutes of 2/11 and 2/19 will be reviewed next week.
4. Highway Department Report
Kelly Robitaille of the DPW department is present and reports that salt and sand inventories are good at this time. The Top Kick brakes have been repaired. The fuel filter will be done this week. The kit to hard wire the F-550 sander will be ordered. The Stop sign that is to be placed at the bottom of Oak Ridge Rd is discussed. Difficulty in locating a spot to install the post is occurring. The sign will be put up in a temporary spot for final placement to occur once the snow has melted. The truck inspection sheets will be pulled as a starting point in development of an updated form for use by the DPW. The storm report forms will also be updated. Highway budgets to date are reviewed and discussed. Ron Sandstrom discusses the maintenance and repair line, which is 88% expended due to the Top Kick repair. Ron Sandstrom outlines that this does not mean repairs will not get done, but that the Board will need to allocate repair monies carefully. Salt and sand usage and supplies are discussed. Dust control for the summer months is discussed as is the additional benefit to the road secondary to the binding nature of the magnesium chloride used for dust control.
5. Road and Driveway Review
6. Water System Planning
The Jungfrau pump seals are scheduled to be replaced Wednesday. The work recently completed for the frozen line at 15 Presidential View is discussed. The line was frozen on the VDOE side of the curb stop valve and has been steam jetted to clear the line. DES has been notified. A bleeder valve has been installed to keep the line from freezing again. It is
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suggested that the information on the bleeder valve install be sent to the engineers. Ron Sandstrom makes a motion to notify Fluet Engineering Associates about the install. Mike Smith seconds the motion and the motion passed 3-0. Pumps and pump statuses are discussed. Oak station, Summit station and Muddy Beach station all have pumps that need work. The follow up list is updated and reviewed.
7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports
Ron Sandstrom states that better communication between the highway personnel is occurring.
Mike Smith makes a motion to have the representative from Chadwick-BaRoss attend next week’s meeting to discuss the purchase of the grader and backhoe. Ron Sandstrom seconds the motion and the motion passed 3-0. Treasurer Dinah Reiss will also be asked to attend to discuss cash flow within the VDOE. Mike Smith makes a motion to look into a GPS capture class. Ron Sandstrom seconds the motion for discussion. Discussion on the intent of such a class is held. Mike Smith withdraws the motion. The safety meeting will be rescheduled to 3-10-14 at 12:30.
10. Signature Items
11. Correspondence
12. Administration
The budgets are reviewed. Line items are discussed. The heating line is reviewed and discussed as this line is used primarily in the first quarter of the year and then not again until year end. The use of the accounts payable line is discussed for use on all approved purchases or projects. This line has been used for salt and sand purchase orders only at this time and will be expanded going forward. Discussion on having approved expenditures already subtracted from the remaining budget levels for any line item is held. Recommendation for showing separately as ‘committed’ is made. The 2014 Warrant Articles need to be added to the budget line items.
The payroll report is presented. Report and time cards are reviewed and discussed. Mike Smith makes a motion to approve payroll in the amount of $5,054.27. Ron Sandstrom seconds the motion and the motion passed 3-0.
Water usage reports for the 4th quarter of 2013 have been completed and submitted to DES.
The January 2014 daily water usage report has been completed.
13. Old Business
The water ordinance is discussed. Mike Smith discusses a potential update to include certification every 10 years for backflow prevention. It is outlined that the #7 Dual Valve backflow preventers required by the Ordinance for installation in all homes is not an in line testable device.
Electricity suppliers are discussed. Concern outlined as the contract does not include the automatic return to PSNH as discussed with the vendor. This will continue to be looked into.
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14. Other Business
Mike Smith discusses a potential meet with the Commissioners from Mountain Lakes Village District. This district is similar in size, has a community water system and roads as does the VDOE. Use of committees and review of insurance information is discussed.
Ron Sandstrom states that he will work on the upcoming goals and objectives for the District this week.
15. Public Comments
Mark Graffam discusses the water operator course that is available in April and offers discussion on the bringing of water operations in house. The ability to establish a working arrangement that will roll into the future is needed. Mark Graffam outlines that a higher level of management could be put into place once water operations are brought in. Control of costs and an evolution towards a District Manager could be highly beneficial. Use of a licensed water operator who works for a neighboring system and who would be willing to work with the employees for the training needed to obtain licenses is outlined. Candidates for this position are available locally. A document of understanding as to how this process could work has been developed and will be distributed. The plan outlined in the document has received approval from DES. A licensed back up to the primary contracted operator would be put in place as part of the contract agreement to cover instances of vacation, illness, or inability to respond. GPS coordinates taken by Integrated Water Service that have not yet been received are discussed. Mark Graffam states that the tri-laterals taken from the foundation of a house are still the most accurate means of locating a valve as GPS can be inaccurate or unavailable under thick cover of trees as is the case in most of the District.
Mark Graffam confirms that he will be working on the asset management bid specifications as approved last week.
At 10:15 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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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 28, 2014
The Board of Commissioners met at 11:00 am on Friday, February 28, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard.
At 11:00 am the meeting was called to order by Chairman Ron Sandstrom.
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1. Agenda
Mike Smith makes a motion to approve the agenda. Larry Leonard seconds the motion and the motion passed 3-0.
2. Highway Department Report
A purchase order for edges for the Top Kick plow blades is presented. Ron Sandstrom makes a motion to approve the purchase of plow blade edges for $475. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion that no additional funds be expended on the Top Kick without direct approval. Ron Sandstrom seconds the motion and the motion passed 3-0. A purchase order for hard wiring the sander for the F-550 is presented. Ron Sandstrom makes a motion to have the sander for the 550 hard wired. Mike Smith seconds the motion and the motion passed 3-0.
3. Administration
Email communications and compliance with RSA 91-A are discussed. Board members are reminded that they are not allowed to discuss District business outside of a posted public meeting and are reminded to refrain from sending emails directly to each other. All communications are to be through the office.
4. Other Business
Mike Smith makes a motion to include the VDOE website for email communication sign up with the 2014 Water Usage Fee. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Huttwil bulletin board is discussed. A sign which resembles the office sign on the front of 1680 Conway Road had been discussed last year for placing in this area. The sign was not ordered as the map was distorted at the size desired. Google maps and means of obtaining a map other than the standard VDOE road map are outlined. This will be looked into for this summer.
Alternate energy supply is discussed. Mike Smith states that a review of off peak hours for pumping of water to the tanks could result in a significant savings. Mike Smith will look into this option further. The lack of an automatic return to PSNH at the end of the term for the alternate supplier contract that has been received is discussed. The representative had stated that this automatic return could be included in the contract, but it isn’t in the draft received.
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Discussion on the rates and changes in the market is held. Potential overall savings is discussed.
Mike Smith discusses the need to control the medical insurance costs going forward. Ron Sandstrom outlines that he has received an offer for assistance from Ralph Lutjen. A comparison to other municipalities is also desired as part of this review of potential alternate plans for the employees. Mike Smith makes a motion to form a committee to look into medical insurance costs and alternate available plans with 1 Commissioner, Administrator Nancy Cole, Ralph Lutjen and one other person to be determined. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard will be the representative from the Board of Commissioners for this committee. Treasurer Dinah Reiss will be asked to participate.
At 12:00 pm Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee 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 1:55 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; 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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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 25, 2014
The Board of Commissioners met at 2:00 pm on Tuesday, February 25, 2014. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Commissioner elect Larry Leonard. At 2:00 pm Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll-call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0. At 2:35 pm Ron Sandstrom makes a motion to exit Non-Public Session. Mike Smith seconds the motion. Motion is called via roll-call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0. The public meeting commenced at 2:40 pm with Moderator elect Robert Ingram, re-elected Treasurer Dinah Reiss and Kelly Robitaille (highway) also in attendance. The public meeting was taped by Tim Hughes.

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At 2:40 pm the meeting was called to order by Ron Sandstrom.
Newly elected officials take the Oath of Office and are sworn in by Commissioner Ron Sandstrom. Officials sworn in are: Commissioner Larry Leonard; Moderator Bob Ingram and Treasurer Dinah Reiss. Newly elected Clerk, Jay Buckley, was sworn in and took the Oath of Office following the VDOE Annual Meeting on Saturday, February, 22.
1. Agenda
Mike Smith makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have Ron Sandstrom be Chairman of the Board for 2014. Larry Leonard seconds the motion and the motion passed 3-0.
2. Accounts Payable
3. Minutes
4. Highway Department Report
Kelly Robitaille reports that salt has been delivered. Sand is getting low. Mike Smith makes a motion to approve a purchase order for 4 loads of sand up to $800. Ron Sandstrom seconds the motion and the motion passed 3-0. Truck statuses are discussed. The F-550 is in good shape. The International is using the tire chains at all times. The Top Kick is discussed. The brakes have failed on the truck. An estimate of $6,441.41 has been received. Issue with the brakes is that oil was placed into the brake cylinder and has destroyed the rubber parts. Unknown exactly when this occurred. Discussion on selling the truck as is ensues. Repairing the truck is discussed. Options for plowing any remaining storms which occur are outlined and include 1) hire a contractor; 2) fix the Top Kick and sell; and 3) fix the Top Kick and keep for one additional year. Each option is discussed. The contractor option will be costly and has no ability to return any of the expended funds. Selling the truck for over $10,000 will add funds to the Unassigned Fund Balance at year’s end. Keeping the truck exposes the District to additional repair bills. The fuel filter is discussed. Kelly Robitaille informs the Board that this repair can be done in house. Mike Smith makes a motion to have the truck repaired for not more than $6,700. Ron Sandstrom seconds for
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discussion. Discussion on the need to replace the rotors at this time is held. The Board is informed that the rotors are OK at this time and do not require replacement. Mike Smith makes a motion to amend the motion on the floor to not include rotors and repair the truck for not more than $6,200. Ron Sandstrom seconds the amendment. Motion, as amended, is voted and the motion passed 3-0. Winging back on Eidelweiss Drive is needed. Fred Gurley will be informed. Kelly Robitaille suggests placing a tally board in the backhoe so that loads of salt and sand loaded during a storm can be easily counted. This will be looked into. Stop sign is to be placed at intersection of Oak Ridge Rd and Eidelweiss Dr.
A safety meeting is scheduled for 12:30 pm on Monday, March 3. Discussion is held on bringing the part time employees in for this meeting. This meeting will be the full time employees only.
5. Road and Driveway Review
6. Water System Planning
Notification that Integrated Water Service has received the seals for the Jungfrau Pump has been received. The seals are scheduled to be replaced on Wednesday, March 5. The excavation for 15 Presidential View has been completed. No water was flowing at the curb stop valve. The line was steam jetted and chlorinated. A bleeder valve was installed. Installation of a full bleeder at this location will cost $1,155. Ron Sandstrom makes a motion to approve the expenditure of $1,155 for installation of a bleeder at 15 Presidential View. Mike Smith seconds the motion and the motion passed 3-0.
7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports
Mike Smith makes a motion to move the VDOE Annual Meeting to March for 2015. Ron Sandstrom seconds the motion for discussion. Discussion ensues about the audit timing, and timing of the VDOE Annual Meeting, and timing of the Town of Madison Annual Meeting. Mike Smith withdraws the motion. Mike Smith makes a motion to approve the updates to the audit information. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have Integrated Water Systems send the GPS points that have been collected and paid for. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom discusses contacting Asplundh to cut the tree stumps left in snow banks. Ron Sandstrom adds that he would like to schedule a walkthrough of the pump houses with the Commissioners and DPW.
Larry Leonard discusses creating a list of items to be looked into and followed up on. Larry Leonard will work on producing a draft for review.
10. Signature Items
11. Correspondence
Ralph Lutjen has sent a letter stating that he is not pleased with the recent decision of the Board to allow the commercial truck to park in the Huttwil lot weekends for 6 months. Ron
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Sandstrom outlines that the owner was notified of the restriction, sent a letter requesting permission to park as outlined in the Ordinance, and permission was granted. The procedure and Ordinance were followed.
Mark Graffam has sent notice that he will create the bid specification information for the asset management article approved at the Annual Meeting at no cost to the VDOE. Mike Smith makes a motion to accept the offer from Mark Graffam. Larry Leonard seconds the motion and the motion passed 3-0.
Jay Buckley has sent a request for the detail information on the number of votes placed for each elected official from the 2014 Annual Meeting as obtained from the Supervisors of the Checklist. The information has been sent to Mr Buckley and is as follows:
Commissioner Larry Leonard 31 votes
Ralph Lutjen 6
Mark Graffam 1
Moderator Robert Ingram 38
James Lyons 1
Clerk James Buckley 33
Dorothy Wondolowski 4
HealthTrust has sent information on the structure of the newly combined HealthTrust and Property-Liability Trust.
The NH Municipal Association has sent the weekly Legislative Bulletin.
12. Administration
The budgets are discussed. The proposed budget was reduced by $8,000 on the floor of the Annual Meeting and the accounting system budget information must be updated to reflect the change. Mike Smith discusses moving $5,000 to salt, $4,000 to sand, while removing $500 from the TAN line; $1,000 from Dust Control and $1,000 from Road Maintenance and Repair (gravel). Discussion turns to keeping the transfer simple and removing the entire $8,000 from the vehicle maintenance and repair line. Mike Smith makes a motion to reduce the vehicle maintenance and repair line by $8,000. Larry Leonard seconds the motion and the motion passed 3-0.
A water operator exam preparation class is available in April. The course is 3 one half day sessions and is held in Tilton. Mike Smith states that he is against the idea of sending personnel to the class. Ron Sandstrom discusses the benefits of the staff having additional knowledge on the water system, regardless of licensing. Larry Leonard would like to know more information about the proposed plan to move water system operations back into VDOE personnel. Mike Smith makes a motion to not have any employees register for the April class and to look into alternative class dates after review of the proposal to move operations in house. Larry Leonard seconds the motion. Mike Smith reiterates that he does not see a benefit to the VDOE and suggests that when a class is registered for, the DPW workers only attend. Motion is called to a vote and the motion passed 2-1 with Ron Sandstrom against any delay of educating employees.
13. Old Business
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14. Other Business
Ron Sandstrom makes a motion to have Attorney Dan Crean draft a policy for social media for VDOE elected officials and employees. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to pay the Supervisors of the Checklist up to $125 each for their work at the VDOE Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion that no VDOE meeting be allowed to go passed 5 pm. Motion failed for lack of a second.
Mike Smith makes a motion to start non-public sessions one half hour before the posted start to a public meeting when possible. Ron Sandstrom seconds the motion and the motion passed 3-0.
A time for the weekly meetings is discussed. Larry Leonard makes a motion to schedule the weekly Commissioners meeting for Monday mornings at 8 am. Ron Sandstrom seconds the motion and the motion passed 3-0.
15. Public Comments
At 5:10 pm 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
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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 19, 2014
The Board of Commissioners met at 3:30 pm on Wednesday, February 19, 2014. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance was resident Jay Buckley. The meeting was taped by Tim Hughes.
At 3:30 pm the meeting was called to order by Chairman Ron Sandstrom.
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1. Agenda
Mark Graffam makes a motion to move Signature Items and Administration to first followed by Minutes and accept the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark Graffam announces that he must leave the meeting at 4:15 pm.
2. Accounts Payable
3. Minutes
The revised minutes of 2/4 are reviewed. Mark Graffam makes a motion to approve the minutes as amended. Mike Smith seconds the motion and the motion passed 3-0.
4. Highway Department Report
5. Road and Driveway Review
6. Water System Planning
A quote for the excavation at 15 Presidential View curb stop valve has been received. Mike Smith makes a motion to have Integrated Water Service do the excavation at 15 Presidential View Drive to determine if water is flowing at the curb stop valve and to have the project filmed. Ron Sandstrom seconds the motion and the motion passed 2-0.
7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports
Mike Smith makes a motion to have the DPW wing back the roads. Ron Sandstrom seconds the motion and the motion passed 2-0.
10. Signature Items
The Internal Revenue Service copy of a 1099 issued for payments made to Mobile Mike’s in 2013 is reviewed. Mike Smith makes a motion to sign the IRS form for submission. Mark Graffam seconds the motion and the motion passed 3-0.
The representation letter to audit firm Roberts and Greene granting authority for, and acknowledgement of, the 2013 audit is presented. Mark Graffam makes a motion to sign the representation letter. Mike Smith seconds the motion and the motion passed 3-0.
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A purchase order for two loads of salt for $3,600 is presented. Ron Sandstrom makes a motion to approve the purchase of 2 loads of salt and sign the purchase order. Mark Graffam seconds the motion and the motion passed 3-0.
11. Correspondence
The tax check for the second tax payment of 2013 has been received from the Town of Madison.
12. Administration
The audit draft is reviewed. The unassigned fund balance is showing as $275,712. The numbers are reviewed and discussed. Auditor Tamar Roberts is contacted by phone. Tamar Roberts outlines the calculations used to determine the balance within the unassigned fund balance. Revenues and expenditures are reviewed and discussed. Auditor Tamar Roberts informs the Board on the inclusion of voted appropriations within the audit, whether or not the appropriation was acted on. Mrs. Roberts also informs the Board where the funds not expended are added in within the audit forms. Discussion on the belief that the unassigned fund balance should not have reduced to the number presented is held. Clarification is given that all approved expenditures from the unassigned fund balance are factored into the tax rate as dollars not to be raised by taxation and therefore reduce the unassigned fund balance. The total impact of the approved warrant reduces the fund balance and unexpended funds go back into the unassigned fund balance. Mike Smith makes a motion to approve and accept the 2013 audit. Mark Graffam seconds the motion and the motion passed 3-0.
Mark Graffam makes a motion to approve the Management Discussion and Analysis letter. Mike Smith seconds the motion and the motion passed 3-0.
The 2014 Warrant is reviewed and discussed. Budget line items for salt and sand are discussed. Procedure for amending the budget or any warrant article on the floor of the Annual Meeting is outlined. Any increase to the line items will be done in this manner. The backhoe article is discussed. This article may not be moved during the Annual Meeting due to the reduced number showing on the audit for the unassigned fund balance.
Handouts for the Annual Meeting are discussed. Handouts to include the following: Tax impact sheet, Warrant Article Funding sheet, 2013 Financial Report, Web-site information, Warrant and budgets. The school will be set up for the meeting Friday night at 5 pm.
The payroll report is presented. Report and time cards are reviewed and discussed. Mike Smith makes a motion to approve payroll in the amount of $6,994.30. Ron Sandstrom seconds the motion and the motion passed 2-0.
13. Old Business
14. Other Business
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15. Public Comments
Jay Buckley states thanks to Mark Graffam for his tenure, effort and dedication to the VDOE.
The entrance garden proposal recently discussed is reviewed with Mr. Buckley. Jay Buckley adds that he is not opposed to changing the garden, but would like to remain involved in maintaining the area as a volunteer as he has done for many years.
At 5:00 pm 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; Mike Smith yea, Ron Sandstrom yea, and the motion passed 2-0.
At 5:35 pm Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call; Mike Smith yea, Ron Sandstrom yea, and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator

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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 3, 2014
The Board of Commissioners met at 8:00 am on Monday, March 3, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Mark Graffam (resident) and Kelly Robitaille (highway). The meeting was taped for Madison TV.
At 8:04 am the meeting was called to order by Chairman Ron Sandstrom.
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1. Agenda
Mike Smith makes a motion to approve the agenda. Larry Leonard seconds the motion and the motion passed 3-0.
2. Accounts Payable
24 checks for $29,181.46 are presented. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to approve 24 checks for a total of $29,181.46. Ron Sandstrom seconds the motion and the motion passed 3-0.
3. Minutes
The minutes of 2/11 and 2/19 will be reviewed next week.
4. Highway Department Report
Kelly Robitaille of the DPW department is present and reports that salt and sand inventories are good at this time. The Top Kick brakes have been repaired. The fuel filter will be done this week. The kit to hard wire the F-550 sander will be ordered. The Stop sign that is to be placed at the bottom of Oak Ridge Rd is discussed. Difficulty in locating a spot to install the post is occurring. The sign will be put up in a temporary spot for final placement to occur once the snow has melted. The truck inspection sheets will be pulled as a starting point in development of an updated form for use by the DPW. The storm report forms will also be updated. Highway budgets to date are reviewed and discussed. Ron Sandstrom discusses the maintenance and repair line, which is 88% expended due to the Top Kick repair. Ron Sandstrom outlines that this does not mean repairs will not get done, but that the Board will need to allocate repair monies carefully. Salt and sand usage and supplies are discussed. Dust control for the summer months is discussed as is the additional benefit to the road secondary to the binding nature of the magnesium chloride used for dust control.
5. Road and Driveway Review
6. Water System Planning
The Jungfrau pump seals are scheduled to be replaced Wednesday. The work recently completed for the frozen line at 15 Presidential View is discussed. The line was frozen on the VDOE side of the curb stop valve and has been steam jetted to clear the line. DES has been notified. A bleeder valve has been installed to keep the line from freezing again. It is
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suggested that the information on the bleeder valve install be sent to the engineers. Ron
Sandstrom makes a motion to notify Fluet Engineering Associates about the install.
Mike Smith seconds the motion and the motion passed 3-0. Pumps and pump statuses
are discussed. Oak station, Summit station and Muddy Beach station all have pumps that
need work. The follow up list is updated and reviewed.
7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports
Ron Sandstrom states that better communication between the highway personnel is occurring.
Mike Smith makes a motion to have the representative from Chadwick-BaRoss attend
next week’s meeting to discuss the purchase of the grader and backhoe. Ron
Sandstrom seconds the motion and the motion passed 3-0. Treasurer Dinah Reiss will
also be asked to attend to discuss cash flow within the VDOE. Mike Smith makes a motion
to look into a GPS capture class. Ron Sandstrom seconds the motion for discussion.
Discussion on the intent of such a class is held. Mike Smith withdraws the motion. The
safety meeting will be rescheduled to 3-10-14 at 12:30.
10. Signature Items
11. Correspondence
12. Administration
The budgets are reviewed. Line items are discussed. The heating line is reviewed and
discussed as this line is used primarily in the first quarter of the year and then not again until
year end. The use of the accounts payable line is discussed for use on all approved
purchases or projects. This line has been used for salt and sand purchase orders only at this
time and will be expanded going forward. Discussion on having approved expenditures
already subtracted from the remaining budget levels for any line item is held.
Recommendation for showing separately as ‘committed’ is made. The 2014 Warrant Articles
need to be added to the budget line items.
The payroll report is presented. Report and time cards are reviewed and discussed. Mike
Smith makes a motion to approve payroll in the amount of $5,054.27. Ron Sandstrom
seconds the motion and the motion passed 3-0.
Water usage reports for the 4th quarter of 2013 have been completed and submitted to DES.
The January 2014 daily water usage report has been completed.
13. Old Business
The water ordinance is discussed. Mike Smith discusses a potential update to include
certification every 10 years for backflow prevention. It is outlined that the #7 Dual Valve
backflow preventers required by the Ordinance for installation in all homes is not an in line
testable device.
Electricity suppliers are discussed. Concern outlined as the contract does not include the
automatic return to PSNH as discussed with the vendor. This will continue to be looked into.
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14. Other Business
Mike Smith discusses a potential meet with the Commissioners from Mountain Lakes Village District. This district is similar in size, has a community water system and roads as does the VDOE. Use of committees and review of insurance information is discussed.
Ron Sandstrom states that he will work on the upcoming goals and objectives for the District this week.
15. Public Comments
Mark Graffam discusses the water operator course that is available in April and offers discussion on the bringing of water operations in house. The ability to establish a working arrangement that will roll into the future is needed. Mark Graffam outlines that a higher level of management could be put into place once water operations are brought in. Control of costs and an evolution towards a District Manager could be highly beneficial. Use of a licensed water operator who works for a neighboring system and who would be willing to work with the employees for the training needed to obtain licenses is outlined. Candidates for this position are available locally. A document of understanding as to how this process could work has been developed and will be distributed. The plan outlined in the document has received approval from DES. A licensed back up to the primary contracted operator would be put in place as part of the contract agreement to cover instances of vacation, illness, or inability to respond. GPS coordinates taken by Integrated Water Service that have not yet been received are discussed. Mark Graffam states that the tri-laterals taken from the foundation of a house are still the most accurate means of locating a valve as GPS can be inaccurate or unavailable under thick cover of trees as is the case in most of the District.
Mark Graffam confirms that he will be working on the asset management bid specifications as approved last week.
At 10:15 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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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
January 14, 2014
The Board of Commissioners met at 2:30 pm on Tuesday, January 14, 2014. In attendance were Commissioners Ron Sandstrom and Mark Graffam. Also in attendance were Ray Seeley (water operator) and Larry Leonard (resident). The meeting was taped by Tim Hughes.
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At 2:35 pm the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Mark Graffam makes a motion to accept the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0.
2. Accounts Payable
25 checks for a total of $28,319.82 are presented. Checks and invoices are reviewed and discussed. Ron Sandstrom makes a motion to hold the check for IWS. Mark Graffam seconds the motion and the motion passed 2-0. A check for the invoice for Granite State Minerals will be printed for inclusion within the manifest approval. Ron Sandstrom makes a motion to approve 25 checks for $28,385.21. Mark Graffam seconds the motion and the motion passed 2-0.
3. Minutes
The minutes of 12/26 will be reviewed next week.
4. Highway Department Report
Fred Gurley is sanding roads. A purchase order for salt has been requested. Ron Sandstrom makes a motion to approve the purchase order for one load of salt at $1,800. Mark Graffam seconds the motion and the motion passed 2-0. A cost analysis of salt and sand are being done for comparison to prior years. The Top Kick is back in service. The ice storm this past weekend created slippery roads. The dirt roads iced over with the rain. An analysis is being done of the answering service calls to locate any trouble areas within the District. Discussion on the answering service and desire to provide them with updates as to the personnel on during a storm is held. A policy draft has been established for increasing communication during weather events. Ron Sandstrom makes a motion to adopt the policy for communication on coverage schedules. Mark Graffam seconds the motion. Discussion on the intent to correct an ongoing issue of the wrong person receiving a call is held. Draft will be reviewed for additional discussion. Motion deferred for review of policy. Storm reports from recent storms are reviewed. The safety meeting held last week is discussed. Part time employees will be paid for 2 hours for attending.
5. Road and Driveway Review
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6. Water System Planning
Water Operator Ray Seeley outlines the review of the pump houses and upgrade proposals with the engineers last Friday. Muddy Beach has been off line due to a SCADA communication error. The pH at the Summit station is discussed. The pH has been tested at 7 to 7.5. Ray Seeley discusses a drop in pH to below 5 that is troubling as the reason for the drop is unknown. Additions to the SCADA system, specifically the Summit hydro tank and booster pumps are recommended by Ray Seeley. Lining of tanks for the water system in lieu of plans to replace the tanks is discussed. The pumps at the Summit are 13 years old and may no longer be supported by the manufacturer for replacement parts. Planning for the water system is needed. The Engineer’s review will be the basis for any plans. Water system expenses are reviewed. The average expenditure for the last two months has been $5,000. One bill per month is requested with details on the 30 hours included within the base fee and details for all charges beyond the 30 hours. The taking of GPS points by the water operators is discussed. Ray Seeley outlines that the valve locations they are working on have had GPS location points taken. Documents with the locations are needed to be maintained. The criteria for the 30 hours included within the monthly fee are discussed. Ray Seeley states that he is willing to work with the Commissioners to identify the criteria. Non-pay shut offs are discussed. An option for billing of seasonal shut offs may be included a future update for the Water System Ordinance.
7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports
Mark Graffam outlines the visit to the pump stations last Friday with the engineers and Ray Seeley. The report from the engineers has not yet been received. The report will be distributed for review upon receipt. Mark Graffam states that Kelly Robitaille has accepted the full time position and will be starting on Thursday. The web site is discussed. The older documents have now been uploaded and are available on the site.
Ron Sandstrom states that the documents were uploaded to the web site this morning. The WordPress format is user friendly. Ron Sandstrom adds that he is working on some analysis for trending of expenditures over three budget years. Mark Graffam suggests uploading the budget worksheet for the 2014 proposed budget. This will be done.
10. Signature Items
11. Correspondence
The homeowner of 32 Oak Ridge Rd has requested an unconditional Driveway Permit for Operation be issued for his property. Mark Graffam makes a motion that the time period of the condition to add a channel drain should excess drainage to the road occur remain in place for a period of one year and then an unconditional Driveway Permit for Operation will be issued. Ron Sandstrom seconds the motion and the motion passed 2-0.
12. Administration
The proposed 2014 budgets are discussed. Mark Graffam states that he will be proposing reductions to the proposed budgets next week. Accounting for the establishment of the budget
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numbers for the last two years is outlined and discussed. The need for the Commissioners to have an avenue for handling an emergency is outlined and the Unassigned Fund Balance Retention Policy, Capital Reserve Funds and the Special Revenue Fund are discussed.
NH Department of Environmental Services has sent notice that the VDOE has not been approved for the Asset Management Grant. The proposed article will be looked at for funding options.
13. Old Business
14. Other Business
Ron Sandstrom makes a motion to have Attorney Dan Crean create a policy for social media for employee and officials of the District. Mark Graffam seconds the motion for discussion. Mark Graffam states that he does not believe that the District should develop a policy that may infringe on an individual’s freedom of speech. Discussion continues. Ron Sandstrom removes the motion from the floor. Discussion on some budget items that were discussed early in the year for expenditure if funds allowed and the inaction on these items is held. Mike Smith has stated that he may be available to attend next week’s meeting via telephone. The requirements for the ability of a Commissioner to attend a meeting telephonically are discussed. A quorum of Commissioners present at the meeting site is required, as is the ability to hear clearly and taking all votes via roll call. The dates for the Annual Meeting are discussed. The Annual Meeting date establishes the time frames for the Public Hearings on the budget, the last day for acceptance of petitioned articles and the dates for declaring candidacy for office. The dates are reviewed on the draft notice for posting and publication. Mark Graffam makes a motion to hold the first Public Hearing on the budget and warrant articles at 7 pm, January 24th, 2014 in the Town Hall Meeting Room with the second Public Hearing on the budget and warrant articles at 7 pm, January 24th, 2014 in the Town Hall Meeting Room, if necessary. Ron Sandstrom seconds the motion and the motion passed 2-0. Mark Graffam makes a motion to publish the notice in the Conway Daily Sun on Wednesday, January 15 and again on January 22. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mark Graffam makes a motion that the quote for the 2014 Ford F-550 includes a second set of rims with studded snow tires. Ron Sandstrom seconds the motion and the motion passed 2-0. The cost for outfitting with a Housatonic plow and sander body will also be checked.
15. Public Comments
Resident Larry Leonard questions seasonal shut offs and if any time restrictions exist. The recent discussion on a potential update to the Water Ordinance to charge for seasonal turn offs outside listed dates at actual cost is outlined. Non-pay shut offs are discussed. The receipt of upgrade proposals from Integrated Water Systems and the review of the proposals by the VDOE Engineers are outlined. Mark Graffam makes a motion to post the Engineer’s review from the January 10, 2014 visit to the pump houses upon receipt. Ron Sandstrom seconds the motion and the motion passed 2-0.
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At 5:00 pm Mark Graffam 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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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
January 7, 2014
The Board of Commissioners met at 2:30 pm on Tuesday, January 7, 2014. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance was Treasurer Dinah Reiss, Water Operator Ray Seeley, Fred Gurley (highway). The meeting was taped by Tim Hughes.

At 2:30 pm the meeting was called to order by Chairman Ron Sandstrom.
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1. Agenda
Ron Sandstrom makes a motion to move Water Department Report to first and accept the agenda as amended. Mike Smith seconds the motion and the motion passed 3-0.
2. Accounts Payable
3. Minutes
The minutes of 12/10 are reviewed. Mike Smith makes a motion to accept the minutes. Ron Sandstrom seconds the motion. Mark Graffam moves to amend the Commissioners report to add that the Beach Ordinance was read aloud and discussion ensued on a meaningless change adding the contact information. Ron Sandstrom states that the change is not meaningless because it has no specific penalty. Motion to amend the minutes is called to a vote and the motion failed 1-2 with Ron Sandstrom and Mike Smith voting against the amendment. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-1 with Mark Graffam against.
The minutes of 12/12 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mark Graffam abstaining as he was not in attendance.
The minutes of 12/17 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
4. Highway Department Report
Fred Gurley states that supplies for salt and sand are needed. 2 loads of salt are requested. Mike Smith makes a motion to approve a purchase order for 2 loads of salt at $3,600. Ron Sandstrom seconds the motion and the motion passed 3-0. 5 loads of sand are requested. Mike Smith makes a motion to approve a purchase order for 5 loads of sand. Ron Sandstrom seconds the motion. Discussion on the amount of sand needed for stock is held and Mark Graffam recommends 8 loads is approved. Mike Smith amends the motion to approve a purchase order for 20 loads of sand up to $4,000. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion passed, as amended, 2-1 with Mark Graffam voting against purchasing more sand than will fit into the storage tent. The Top Kick is discussed. The truck needs a new rear assembly at a cost of $2,475.00. The truck is planned for replacement this year, but is needed for winter operations. Mike
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Smith makes a motion to approve a purchase order for $2,475 for a rear assembly for the Top Kick. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion turns to the installation and Fred Gurley states that it can be completed in house within 2 days. Sanders are discussed. All sanders are currently working. The sander for the F-550 could be hard wired at a cost of $258 for parts plus labor. This may be looked at should additional issues with the remote emerge. Fred Gurley is informed to continue filling the ditches along Eidelweiss Drive at the bottom of Oak Ridge Rd with snow. A safety meeting was held today with the highway employees. The Winter Operations plow policy was distributed as was the emergency contact sheets which will be placed into each truck. Incident reports and what to do in the event of an accident was discussed.
5. Road and Driveway Review
6. Water System Planning
Ray Seeley reports on pump statuses. A short water outage occurred within the Summit Hydro System zone of the water system. The hydro tank is not connected to the SCADA system. Ray Seeley outlines that he will develop a proposal to include the addition of this tank to the SCADA. The pH at the Summit is discussed. Ray Seeley reports that the pH seems to drop during times of low water usage. Low pH is not good for ductile iron pipes. This reported drop in pH is being looked into. Discussion turns to the Muddy Beach pump house and proposed upgrades for this station. Oak Station has a pump that is not working that has also been looked at for replacement in the proposal. Proposed upgrades total $92,000 with the following breakdown: Oak Station $7,000; Muddy Beach $68,000; Summit $17,000.
The upgrade quotes are discussed further following the departure of Ray Seeley from the meeting. Mark Graffam cautions accepting any upgrade plans that include SCADA programming but not engineering input. Mike Smith states that engineering input would be wanted prior to action. Ron Sandstrom states agreement for the validation of any proposal through an engineering review. Discussion continues. Competitive situations are desired for the best pricing for the VDOE and do not currently exist with a contracted water operator. Ron Sandstrom makes a motion to send the proposals to engineer Paul Fluet and obtain a quote for engineer Nick Sceggell to come to the pump houses for review. Ron Sandstrom withdraws the motion. Mark Graffam makes a motion to discuss the pump stations with Paul Fluet and discuss a model for the water system. Ron Sandstrom seconds the motion and the motion passed2-0-1 with Mike Smith abstaining. Paul Fluet is contacted by telephone. Discussion is held on the water system, the need to validate the existence of any problems and verifying any purchase as proper for the VDOE water system. Paul Fluet recommends sending the information and then following up with a visit to the pump stations for review. Ron Sandstrom makes a motion to send the documents to Fluet Associates. Mark Graffam seconds the motion and the motion passed 3-0. Discussion turns to shut offs for non-payment of water usage fees. The recent vote to hold shut offs for non-payment that will cost more than the amount due is outlined. A purchase order for a pallet of sodium bicarbonate is presented. Mike Smith makes a motion to authorize the purchase order for a pallet of sodium bicarbonate at a cost of $1,125.00. Ron Sandstrom seconds the motion and the motion passed 3-0.
7. Scheduled Appearances
8. Warrant Articles
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9. Commissioners Reports
Mark Graffam discusses the 2011 Public Hearings for the budget and Mike Smith as Chairman at the time. Mike Smith was out of state for the meetings. The 2011 Warrant and the article to replace the salt shed is reviewed. Mark Graffam adds that he feels the District is in danger of heading the wrong direction. The Huttwil water main extension and withdrawal from the Water System Capital Reserve Fund is discussed. Mark Graffam states that he feels the Commissioners are violating RSA 91-A by having discussion after or outside of a meeting.
Mike Smith states that he believes Mark Graffam’s frustration is showing. Mike Smith adds that no one is violating RSA 91-A. Mike Smith continues with stating that the completion of the Huttwil water main extension was at the suggestion of Attorney Dan Crean. Mike Smith completes his report by stating that he will be in attendance at the Public Hearing on January 24th.
10. Signature Items
The Winter Operations Snow Plow and Ice Control Policy is presented. Document has been updated to include the 15 MPH speed limit. Mark Graffam makes a motion to include the practice of a part time employee and a full time employee on each shift. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on the existence of this information within VDOE policy already is held. Mark Graffam makes a motion to have the document include sand and salt inventories. Motion failed for lack of a second. Mark Graffam makes a motion to include salt brining of paved roads. Motion failed for lack of a second. Ron Sandstrom makes a motion to accept the policy and sign the document. Mike Smith seconds the motion and the motion passed 2-1 with Mark Graffam against accepting the policy without additional information being included.
A letter to the Town of Madison Board of Selectmen is presented for review. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion. Mark Graffam discusses a lack of discussion with the Highway Foreman on what occurred and the Foreman’s reported discussion with Code Enforcement Officer Bob Babine. Motion is called to a vote and the motion passed 2-1 with Mark Graffam voting against sending a letter without having discussion with the personnel first.
11. Correspondence
12. Administration
The payroll report is presented. Report and time cards are reviewed. Mike Smith makes a motion to approve payroll in the amount of $6,309.55. Ron Sandstrom seconds the motion and the motion passed 3-0.
A spreadsheet including 2014 proposed budget and warrant article funding is reviewed. The proposed budget and line items for 2014 and 2013 expenditures are reviewed and discussed. Line items within the proposed budget are amended. Proposed warrant articles and numbers remaining to be finalized for review are discussed. The cost of a 2014 Ford F-550 will be checked on; buildings will be reviewed for necessary repairs. The desire to maintain a stable tax rate is discussed. The water user fee calculation shows an increase to $325. Ron
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Sandstrom discusses the possibility of establishing the water bill at $350. Additional collected funds would be transferred to the Water System Capital Reserve Fund at the end of the year.
Mike Smith makes a motion to add Buildings and Grounds repairs to the Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0. An engineering number for review of phase II of the Oak Ridge Road project prior to putting the project out to bid is discussed for inclusion.
13. Old Business
14. Other Business
15. Public Comments
At 5:50 pm 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 vote; Ron Sandstrom yea, Mark Graffam yea, Mike Smith yea, and the motion passed 3-0.
Motions and votes of Non-Public Session:
Mark Graffam makes a motion to invite Kevin Thomas for an exit interview and input on candidate Kelly Robitaille. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to discharge part time employee Paul Costello should the reported text message prove accurate. Mike Smith withdraws the motion.
Mark Graffam makes a motion to have part time employee Paul Costello meet with the Board of Commissioners next Tuesday. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining as he will not be available to attend.
At 6:05 pm Mark Graffam makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mark Graffam yea, Mike Smith yea, and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator
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