[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/08/CM080715.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
August 7, 2015

The Board of Commissioners met at 9:00 am on Friday, August 7, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille and Bob Goddard (hwy), Clerk Jay Buckley, residents Amy Thompson, Hannah Thompson, Paul McKenna and Joe Rosenberg. The meeting was taped for Madison TV by Tim Hughes.

At 9:00 am the meeting was called to order by Chairman Ron Sandstrom.

The Action list is reviewed and discussed.

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 brakes have been adjusted on the International. The truck will need to go back for the inspection that is now due in September. The roller has been rented from MB Tractor in Tilton and will be delivered on August 17. The upper area of Oak Ridge Road is discussed. Ledge pack from Ambrose, delivered, will be $15 per ton. Tony Eldridge will come in to run the road grader for this work. Total cost of materials is $4,703.26 for 313.5 tons. Funding is discussed. Use of Capital Reserve Funds for this project is discussed. Mike Smith makes a motion to withdraw $4,700 from the Road Construction Capital Reserve Fund. Ron Sandstrom seconds the motion. Discussion on funding additional road work for remainder of 2015 is held. Jay Buckley questions inclusion of any effected driveways. Kelly Robitaille responds that the one driveway in the work zone is included. Motion is called to a vote and the motion passed 3-0. Larry Leonard questions proceeding on the Warrant Article for Middle Shore at Geneva Hill and is informed that Engineer Paul Fluet did not recommend proceeding with the Article as passed. Sand delivery is discussed. Brandon Drew of High Street Sand & Gravel is working on a project in which his trucks are traveling Eidelweiss Drive to obtain materials for disposal. As the trucks are passing DPW II, Mr Drew has been delivering sand. Cost is $9 per ton delivered. This is the best cost available and is a higher quality product. Mike Smith makes a motion to approve up to $6,500 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille will submit the road work sheet from last week. Mike Smith discusses repair of a water valve on Barden Place. The area will need to be filled once the valve repair is completed. A valve that was located on Sarnen Road is discussed. Protection of valves during road work is outlined. Discussion is held on current road work and culvert cleaning. The year to date budget is reviewed and discussed. Mike Smith compliments the road conditions and the beaches. Ron Sandstrom outlines an upcoming notice for removal of improperly stored boats at the beaches. Discussion on enforcement of Ordinances is held.

3. Water System Planning

The transducers for Muddy Beach wells have been approved by Paul Fluet. The chemical injection room SCADA work will be completed by August 21. A service contract has been purchased from Electrical Installations Inc for SCADA work. Budget levels and funding for additional projects this year are discussed. The option of funding the installation of the new pump at Jungfrau from the Water System Extension Fund is discussed. The Extension Fund could be used provided cost does not exceed $25,000. Purchase of the pump is discussed. Ron Sandstrom makes a motion to assign $6,034 for purchase of the pump to the Water System Extension Fund. Mike Smith seconds the motion and the motion passed 3-0. Funding for projects for the water system is discussed. The funds within the Water System Capital Reserve fund are discussed; $55,000 is available. The wells at Muddy Beach are discussed. Mike Smith makes a motion to have Ian Hayes obtain the levels of the wells up to $1,000. Ron Sandstrom seconds the motion. Discussion on Hartley Well pulling Well #1 for inspection is held. Mike Smith withdraws the motion. The cost of pulling this well is discussed. Well #2 cost a total of $6,250, including replacement of the pump.

A five minute break is taken at 10:35 am.
Session resumes at 10:40 am.

Mike Smith makes a motion to obtain a date that Hartley Well could pull Well #1 at Muddy Beach with costs. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to request worst case scenario costs from Hartley Well; including replacing the pump, conduit, casing, etc. Ron Sandstrom seconds the motion and the motion passed 3-0.

Scheduling of a meeting with Ian Hayes and Tom Therrien for review of the schematic for the pump installation at Jungfrau is discussed. Mike Smith makes a motion to target Tuesday at 1 pm for this meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

A required notice and 30 day comment period for acceptance and use of State Funding for the tank inspection and lining project is reviewed. Mike Smith makes a motion to post the notice for acceptance and use of State Funding as required. Ron Sandstrom seconds the motion and the motion passed 3-0.

Granite State Rural Water is expected to install the data loggers next week for the pressure survey.

4. Administration

There is an Asset Management meeting scheduled for tomorrow at 9 am.
Curb stop location verification and marking is ongoing. Isolation valve location recordings are being taken.

The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $6,435.95. Mike Smith seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

Accounts Payable
6. Minutes

The minutes of 7/31 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of the non-public session of 7/20 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom discusses the Water System Ordinance. The Ordinance currently establishes billing for curb stop valve turns between November 1 and May 1. A resident requested the Commissioners consider the option of billing for curb stop valve turns at all times of the year which take over one hour. That would alleviate the need for seasonal billing of valve turns and would also level the billing for all valve turns. This will be looked at going forward.

Mike Smith makes a motion to have the Treasurer Dinah Reiss make recommendations for an unassigned fund balance offset to the tax rate for 2015. Ron Sandstrom seconds the motion. Discussion on funding and impact on future years is held. Motion is called to a vote and the motion passed 3-0.

Discussion is held on the Public Hearing to be held for the reconstruction of Oak Ridge Road. The numbers for the road reconstruction are needed for review.

Mike Smith makes a motion to send a letter to Madison for inclusion of the VDOE in all correspondence regarding the lot on Diessbach. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to make the same request to NH DES. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on attending any meeting held in which is related to this property.

8. Signature Items

Work Order 1086 to identify the properties with rope lines in Big Pea Porridge Pond is reviewed. Mike Smith makes a motion to approve work order 1086. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1087 to repair the valve for the chemical injection fill port is reviewed. Mike Smith makes a motion to approve work order 1087. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1088 for repair of road shoulders is presented. Mike Smith makes a motion to approve work order 1086. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase Order 116 is presented. Mike Smith makes a motion to approve purchase order 116. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase Order 117 is presented. Mike Smith makes a motion to approve purchase order 117. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Town of Madison Code Enforcement Officer Bob Boyd has sent a copy of the cease and desist notice sent on the lot at 23 Diessbach.

Mark Graffam has sent a picture of a tree leaning over Eidelweiss Drive. The tree has been removed.

Mark Graffam has sent pictures of boats left outside the racks at the beaches. Discussion on communication prior to removal of the boats is held. Enforcement of the Ordinance is discussed. The ability of the Board to alter the Ordinance following a Public Hearing is discussed. Mike Smith makes a motion to schedule a Public Hearing on the Beach Ordinance the same day as the Oak Ridge Road meeting. Ron Sandstrom seconds the motion. Discussion on enforcing the Ordinance as it is currently written is held. Mike Smith moves to amend the motion and hold the Public Hearing on the Beach Ordinance in two weeks. Ron Sandstrom seconds the amendment. Discussion continues on enforcement of Ordinances. Recommendation to discuss this further on August 21 is made. Mike Smith withdraws the motion.

The NH Department of Health and Human Services has sent the arboviral bulletin. No incidents of Eastern Equine Encephalitis or West Nile Virus have been discovered in NH this year.

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

10. Scheduled Appearances

Paul McKenna discusses the curb stop valve for his property. As the driveway is being paved today, he would like to know if an extension is needed on the valve. Mr. McKenna is informed not to alter the area and to pave around the valve.

As a recently replaced beach cleaner, Amy Thompson is questioned if she would like a public or non-public appearance. Ms. Thompson requests a public appearance. Ms. Thompson is upset that the beach cleaning was transferred to the DPW personnel. Ms. Thompson states that in her opinion there is no reason to rake the beaches daily. The work that was being done was defended with negative statements regarding a resident that submitted a complaint. Ron Sandstrom outlines that one day notice was given for the vacation recently taken by the beach cleaners and that the Commissioners gave the responsibility to the DPW. The DPW cleans the beaches prior to their regular work day; therefore it does not interfere with road work. As the DPW was doing a very good job and improvement in the appearance of the beaches was noticed, the Commissioners voted to have them continue handling the beaches for the remainder of the season. Larry Leonard and Amy Thompson continue to defend the work that was being done. Mike Smith adds that he traveled to each beach one morning and the beaches were not raked or cleaned. Ms. Thompson and Mr. Leonard add that they were upset over being displaced as the beach cleaners. Ron Sandstrom states that Amy Thompson has been asked to be the backup beach cleaner. Amy Thompson replies that she is not interested in helping.

An interview for Hannah Thompson for the position of data collector for the Asset Management projects was requested by Miss Thompson to be moved earlier in the week. The interview did not occur earlier as requested and ultimately was canceled. Hannah states that she believes this would have been a good job for her and that she is upset that the recently adopted Elected Officials Compensation Policy has made her ineligible for this position. Ron Sandstrom outlines the 24 hour notice required for any meeting and states that he was unable to confirm any possible time more than 24 hours in advance. Larry Leonard states that the Elected Officials Compensation Policy was discussed when he was not in attendance at a meeting and therefore he was not able to give input on the policy prior to adoption by the Board. Ron Sandstrom outlines that this policy was originally presented in April; it was not a new concept. Proper adoption at a posted Commissioners meeting by a quorum of the Board follows all regulations for adoption of any policy. Ron Sandstrom adds that avoiding situations that create a potential conflict of interest was the driving force behind adoption of the Elected Officials Compensation Policy.

11. Other Business

The minutes of the Asset Management Committee meeting were sent to the Commissioners.

12. Public Comments

Resident Joe Rosenberg discusses the edge of his property along West Bergamo. Mr. Rosenberg has a photo of a garden area that used to exist next to his driveway. The DPW has done work in the area that has removed the berm in front of his house. Mr. Rosenberg would like an additional review of the area for correction of the drainage.

The next meeting date is discussed. The next Commissioners meeting will be held on August 21, 2015 at 9 am.

At 11:40 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 vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Commissioner Larry Leonard leaves the meeting at this time.

Motions and votes of Non-Public Session:

At 12:00 pm Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/08/CM073115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 31, 2015

The Board of Commissioners met at 9:00 am on Friday, July 31, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Treasurer Dinah Reiss and resident Dorothy Wondolowski. Tom Therrien of Electrical Installation joined the meeting at 9:30 am. The meeting was taped for Madison TV by Tim Hughes.

At 9:00 am the meeting was called to order by Chairman Ron Sandstrom.

The Action list is reviewed and discussed.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille requests a purchase order for new brushes for the sweeper at a cost of $487.20. Mike Smith makes a motion to approve a purchase order for $487.20 for new brushes for the sweeper. Ron Sandstrom seconds the motion and the motion passed 3-0. The International latch on the tailgate is not functioning properly. The brakes were smoking when hauling down Oak Ridge Road the other night. The truck will be brought to Albany Service Center to be looked at. An inspection for the truck will also be set up as all trucks will now need to be inspected in September. The International Terra-Star is expected at Liberty International mid-August. Upon notification of the date of arrival, the DPW crew will go to Manchester to inspect the truck. Treasurer Dinah Reiss is working on the financing for the new truck. Some washouts from the recent rains are being repaired. Kelly Robitaille discusses the top of Oak Ridge Road. The ledge pack recently picked up at Ambrose has a high sand content. Kelly Robitaille will check the price for ledge pack at Pike. Ron Sandstrom discusses establishing a work plan for the upper section of Oak Ridge. Ron Sandstrom makes a motion to approve a purchase order for ledge pack repair to 450 feet of upper Oak Ridge not to exceed $4,500. Mike Smith seconds the motion. Discussion on the work process and expected cost is held. Ron Sandstrom withdraws the motion. Kelly Robitaille will put together additional information for next week. A compacting roller is available from MB Tractor in Tilton. Mike Smith makes a motion to approve rental of a roller for one month at a cost of $3,700 beginning in two weeks (Aug 17). Ron Sandstrom seconds the motion and the motion passed 2-0. A printout from the VDOE database on road work is reviewed. Tracking of work for future planning is outlined and discussed. Ability to identify repetitive repairs needed for obtaining a more permanent repair option is discussed. Maintenance, wear & tear, and weather related repairs are to be tracked for the database. Mike Smith discusses focusing on cleaning of culverts for a period of one month this fall. This will be done following return of the roller rental. 46 Aspen repair will be scheduled. 37 & 39 Oak Ridge are discussed. An email from Jay Buckley regarding a culvert at 41 Oak Ridge is discussed. This culvert is not angled properly and the outlet is below grade of the ditch. Mike Smith makes a motion to have Paul Fluet review this, and the intersection of Middle Shore at Little Shore upon his next visit. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom makes a motion to pursue estimates for a 2016 Warrant Article for repair of Middle Shore at Geneva Hill using the specifications provided by Paul Fluet. Mike Smith seconds the motion and the motion passed 2-0.
Ron Sandstrom compliments the DPW on the condition of the beaches. Discussion is held on an email received regarding improperly stored boats on beaches. A notice will be created for posting and removal of these watercrafts.

3. Water System Planning

SCADA programmer Tom Therrien of Electrical Installation Inc (EII) is questioned on the status of the integration of the chemical injection information into the SCADA system. Tom Therrien is informed that Ian Hayes has completed his work. A date for completion of the work by EII is discussed. Tom Therrien states that all work will be completed by August 21. Addition of a level transducer for Muddy Beach Well #2 is discussed. Tom Therrien will forward the information on the transducer most commonly used by EII for review by Paul Fluet. Mike Smith informs Tom Therrien that Hartley Well has completed the work on Muddy Beach Well #2 and the conduit is in place for the transducer. The transducers at Muddy Beach will be placed prior to proceeding with the Jungfrau pump replacement project. Mike Smith makes a motion to approve the purchase of two well level transducers upon approval by Paul Fluet. Ron Sandstrom seconds the motion. Discussion on well depth is held. Ian Hayes will be contacted for the information and the information will be sent to Tom Therrien. Mike Smith makes a motion to approve the purchase of two well level transducers for Muddy Beach not to exceed $2,500. Ron Sandstrom seconds the motion and the motion passed 2-0. Radios for the SCADA system are discussed. Current in use radios are older technology. Tom Therrien recommends replacing all radios within the system at a cost of $1,200 per station. Electrical work is discussed. Tom Therrien will quote the Jungfrau pump replacement project with intent to use Androscoggin Electric. Mike Smith makes a motion to approve EII quoting the Jungfrau pump replacement with use of Androscoggin Electric. Ron Sandstrom seconds the motion and the motion passed 2-0. Adding a transducer to the DPW well is discussed. Piping recommendation from Tom Therrien for running the line to the well is steel piping, not plastic, for protection of the system. In the event of a direct lightening strike, steel will dissipate the energy while protecting the interior wires while plastic will allow the surge to pass through it. System back ups are discussed. A service contract with EII is reviewed. Mike Smith makes a motion to sign a service contract with EII for 4 days of work time at a cost of $3,600. Ron Sandstrom seconds the motion and the motion passed 2-0. A back up of all systems will be done under the service contract, as will an inspection of all panels within the system. A meeting will be established to review the schematic of the Jungfrau pump replacement project.

At 10:50 am a 5 minute break is taken.
At 10:55 am Ron Sandstrom reconvenes the meeting.

4. Administration

The next safety meeting will be set up for the end of August.

Mike Smith makes a motion to have Nancy Cole compile the data for the isolation valves and create an Excel spreadsheet of this information. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to obtain a quote from Paul Fluet for plotting of 150 valves on the VDOE map for field usable results. Ron Sandstrom seconds the motion and the motion passed 2-0.

The numbers from Paul Fluet for the survey and design of drainage on Little Loop and Altdorf have been received. These will be reviewed next week for approval following the budget review.

Accounts Payable

The check manifest if presented. Mike Smith makes a motion to approve 20 checks for a total of $22,190.02. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of July 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.

7. Commissioners Reports

Mike Smith discusses need for contact with Ian Hayes and Gloria Aspinall regarding their knowledge of isolation valve locations. Ron Sandstrom makes a motion to approve Mike Smith direct contact with Ian Hayes and Gloria Aspinall regarding isolation valves. Mike Smith seconds the motion and the motion passed 2-0.

Ron Sandstrom reports additional progress on the asset management database.
Ron Sandstrom discusses pursuit of two lap tops that may be available for the VDOE at no cost.

8. Signature Items

Paul & Anne McKenna have signed and returned the Hold Harmless agreement to obtain approval to pave their previously disconnected driveway. Paving this driveway may cause additional water flow onto this property, as outlined in the agreement. Ron Sandstrom makes a motion to countersign the Hold Harmless agreement. Mike Smith seconds the motion and the motion passed 2-0.

The Revised Driveway Permit for Construction for 59 Oak Ridge Road is reviewed. Mike Smith makes a motion to approve and sign the Revised Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.

A thank you letter for the EPOA and Ralph Lutjen for completion of the office garden area is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to property owner Ed Foley outlining the option of a non-standard hook up for the house being constructed on Grachen is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to the property owners of 37 Oak Ridge regarding drainage at this location is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

Purchase order 116 for purchase of a metal detector is reviewed. Mike Smith makes a motion to approve the purchase order. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work Order 1081 is presented. Mike Smith makes a motion to approve Work Order 1081 for repair of the valve on Adelboden. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work Order 1082 is presented. Mike Smith makes a motion to approve Work Order 1082 for water pressure testing at 86 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Jay Buckley has sent two emails regarding drainage at 41 Oak Ridge Road that were previously discussed.

Jim Ellis has sent a request for review of drainage at the intersection of Bern Drive and Sarnen Road. A work order will be created.

Robert Grau has sent a request for review of drainage at 21 Chocorua View Drive. A work order will be created.

Mark Graffam has sent an email regarding clogged culverts throughout the District.

Mark Graffam has sent photos of improperly stored watercraft that has previously been discussed.
The Town of Madison Trustees of the Trust Funds have sent the requested withdrawal from the Water System Capital Reserve Fund.

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

NH DES has sent final approval from the Executive Council on the loan agreement for the State Revolving Loan Fund approved at the 2015 Annual Meeting.

NH Municipal Association has sent a summary of all bills passed during this legislative session.

NH Municipal Association has sent the monthly News Link bulletin.

10. Scheduled Appearances

Resident Dorothy Wondolowski discusses the corner on Eidelweiss Drive across from Boulder Beach. A gulley has been created off the shoulder on the inside of this corner. This should be addressed for protection of the pavement. Another washout along the edge of the pavement at the corner of Oak Ridge Road and Eidelweiss Drive is requested to be looked at for preservation of the pavement in this area. Shoulder work is also needed at #30 and #37 Oak Ridge Road.

11. Other Business

The proposed Elected Officials Compensation Policy is reviewed. Ron Sandstrom makes a motion to adopt the Elected Officials Compensation Policy. Mike Smith seconds the motion and the motion passed 2-0.

12. Public Comments

At 11:25 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 vote Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to seal the minutes of the non-public session. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 11:55 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/08/CM071715.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 17, 2015

The Board of Commissioners met at 9:00 am on Friday, July 17, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present was Bev Mattatall of the Eidelweiss Property Owner’s Association (EPOA) and resident Joe Rosenberg. The meeting was taped for Madison TV by Tim Hughes.

At 9:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Ron Sandstrom makes a motion to hear scheduled appearances first. Mike Smith seconds the motion. Mike Smith moves to add a non-public session. Ron Sandstrom seconds the motion. Motion is called to a vote and the motion passed 2-0.

The Action list is reviewed and discussed.

2. Highway Department Report

The crew is grading roads; part time employee Tony Eldridge is in today. The completed work list from last week is reviewed. Volvo is working on the backhoe fittings at the corporate level; this problem exists with the backhoe, not the VDOE’s attachments. The International Terra Star is expected to arrive at Liberty International on August 15. Kelly Robitaille and Bob Goddard will inspect the truck prior to transfer to HP Fairfield for outfitting. The delivery information will be sent to Bob Hackett of HP Fairfield. The need for a compacting roller is discussed. Nancy Cole states that an online search for used equipment could be done. Mike Smith makes a motion to have Nancy Cole check these sites for a roller. Ron Sandstrom seconds the motion and the motion passed 2-0. Gravel is discussed. The purchase order for $7,500 has been expended. A new purchase order for $5,000 is presented. Mike Smith makes a motion to approve the purchase order for $5,000 for gravel. Ron Sandstrom seconds the motion and the motion passed 2-0. No parking signs for the area around Boulder Beach are on order. These are needed prior to the police taking action as there is no posted restriction for parking at this time. Ron Sandstrom makes a motion to have Kelly Robitaille informed to notify office when a valve is hit. Mike Smith seconds the motion and the motion passed 2-0. Ron Sandstrom discusses the area above 37 Oak Ridge. The homeowner has altered drainage to divert the water flow in the area. Mike Smith discusses contact with the homeowner for water flow via culvert with an offer to work with their septic designer and VDOE Engineer for a solution to the problem. Mike Smith makes a motion to send a letter to the homeowner outlining the VDOE’s willingness to work with their engineer for a solution to water runoff at this lot, with all correspondence to go through the office. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water System Planning

Seasonal turn off/on requests has been calculated. 20 requests were responded to last year, with an average cost of $50. Turn offs during the winter months average $200 per valve due to extra digging time needed to expose the valves. Mike Smith makes a motion to track these costs annually. Ron Sandstrom seconds the motion and the motion passed 2-0. The new pump for the Jungfrau station is expected to be delivered Monday. Funding options for the installation of the new pump are discussed. The water line extension fund and the capital reserve fund are available funding options. Mike Smith makes a motion to have Mike Smith work on the pipe storage needs. Ron Sandstrom seconds the motion and the motion passed 2-0.

The bid specification for the tank lining project has been completed and sent to Paul Fluet. Mike Smith makes a motion to send the specification to Attorney Dan Crean for review after approval by Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

The next safety meeting will be July 29.

Blue tooth devices for the highway cell phones are being obtained.

Chemical list of all chemicals in the garage is to be created by Kelly Robitaille and turned into the office by the end of the month.

Interviews for the data collector applicants are being scheduled.

The minutes of the Safety meeting of July 6 are reviewed.

A quote has been received for the installation of heat detectors with an exterior warning light for DPW II. Mike Smith makes a motion to approve the quote received from Chip Johnson at $860.00. Ron Sandstrom seconds the motion and the motion passed 2-0.

Options for repair or replacement of the office air conditioning unit have been received. Mike Smith makes a motion to approve the purchase and installation of a Mitsubishi 1.25 ton Hyper Heat and A/C mini split system by JG Burner Service at a cost of $3,937.21. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to fund the Mitsubishi Hyper Heat and A/C system from the Office Equipment Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.

The open invoice report for balances remaining on water user fees is reviewed and discussed.

The worksheet developed for reporting culvert conditions and maintenance is reviewed. Ron Sandstrom makes a motion to adopt the culvert data collection sheet. Mike Smith seconds the motion and the motion passed 2-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 18 checks for $13,293.00. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

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

7. Commissioners Reports

Ron Sandstrom reports that work is progressing on the asset management database.

Mike Smith makes a motion to return the beach comber metal detectors and apply the funds toward refurbish of the mag locator. Ron Sandstrom seconds the motion and the motion passed 2-0.

33 isolation valves have been located with GPS coordinates. Work is being done in zones and will continue next week.

Mike Smith discusses a recent report submitted on water usage.

Mike Smith makes a motion to send a formal thank you to the EPOA and Ralph Lutjen for the new office entrance garden. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith discusses the requested information on the transducer and is informed that the information was received from Ian Hayes this morning and forwarded to Paul Fluet.

Mike Smith makes a motion to establish a 15 minute limit for scheduled appearances. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

A letter to the McKenna’s regarding the signatures required on the hold harmless agreement prior to release of a revised driveway permit for construction is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to the Merrill’s regarding waiver of the driveway permit application fee as this driveway had been permitted before but construction was not completed at the site. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Driveway Permit for Construction for the Merrill’s property at 17 Middle Shore Drive is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.

An approval for a requested water hook up at 26 Grison is presented. An error is noted on the document. Mike Smith makes a motion to sign the corrected form when completed. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to the Sheehan’s outlining the process through which the Water Ordinance was updated last year is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A time off request for highway department employee Bob Goddard is presented. Mike Smith makes a motion to approve the time off request. Ron Sandstrom seconds the motion and the motion passed 2-0.

A time off request for highway department employee Kelly Robitaille is presented. Mike Smith makes a motion to approve the time off request. Ron Sandstrom seconds the motion and the motion passed 2-0.

A requested purchase order for asphalt is reviewed. Mike Smith makes a motion to approve the purchase order for $1,000 in asphalt. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has forwarded the monthly bacteria testing results for the water system. All results are clean.

Neighborhood Energy has sent the savings report on the third party electricity supply. Total saved on electricity is $2,483 to date.

The Town of Madison has sent the fully signed and recorded update to the Treasurer’s Agreement for Payment of Taxes.

The Town of Madison has sent the final approved application for voluntary change of address for the property located at 31 Saint Moritz Drive.

The Town of Madison has sent notification that the NH DOT has changed the required month for municipal fleet inspections to September.

David Maudsley has sent a report on the water usage data relating to the leak under Geneva Place.

Mark Graffam has sent a picture of a valve hit by the road grader on Adelboden.

Mark Graffam has sent pictures of cars parked along Eidelweiss Drive at Boulder Beach. No parking signs are on order to be placed at this location.

Jim Ramsey of Liberty International sent the production schedule for the ordered Terra Star.

10. Scheduled Appearances

Beverly Mattatall of the EPOA requests use of the Lodge for a meeting on 7/26 and the pig roast being scheduled for 8/15. Mike Smith makes a motion to approve use of the Lodge by the EPOA on July 26. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve use of the Lodge by the EPOA on August 15. Ron Sandstrom seconds the motion and the motion passed 2-0. Bev Mattatall outlines that the EPOA would like to post information on membership and the pig roast on the outhouses at the beaches. Mike Smith makes a motion to approve the EPOA posting notices and application information on the outhouses. Ron Sandstrom seconds the motion and the motion passed 2-0. The beach cleaners will be notified that the postings are approved. Bev Mattatall discusses opening of the view from the scenic overlook and the Lodge. Cost sharing between the EPOA and the VDOE is discussed. Mike Smith makes a motion to have the EPOA work with the office for obtaining quotes. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom and Mike Smith thank Bev for the work the EPOA volunteers have done on the gardens.

11. Other Business
12. Public Comments

Resident Joe Rosenberg has come to the meeting to request a review of West Bergamo in front of his property. Mr. Rosenberg states that since the reduction in size of the berm he had created in front of his property occurred, water flows across the end of his driveway and creates damage. West Bergamo was ditched and graded last week. Kelly Robitaille will be asked to look at this area.

At 10:20 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to have the DPW as primary for beach cleaning for the remainder of the summer with Amy Thompson or Larry Leonard as backup. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to approve the DPW on call employee for overtime for Saturday and Sunday beach cleaning. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to have the DPW completed the beach raking by 8 am. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to have the 2 hour minimum call in apply to beach cleaning. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 10:35 amMike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM071015.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 10, 2015

The Board of Commissioners met at 9:00 am on Friday, July 10, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 10:15). Also present were Ian Hayes (water operator), Treasurer Dinah Reiss and resident Ed Foley. The meeting was taped for Madison TV by Tim Hughes.
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At 9:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille is not in attendance as part time grader operator Tony Eldridge is in and the crew is grading Burgdorf. Kelly Robitaille did report that the roller that was to be rented was sold by the auction house. A replacement option is being looked into. A culvert worksheet will be drafted for review. The list of roads where cold patch has been placed will be obtained. The calculation for ledge pack as an option for the final surface on Oak Ridge Road will be followed up on. Replacement for the signs at the entrances to the District on Eidelweiss Drive regarding parking regulations is being priced. Budgets year to date are reviewed and discussed. Mike Smith makes a motion to formalize a plan for cleaning ditches and culverts. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water System Planning

The withdrawal from the Water System Capital Reserve Fund has not been received. The budgets will be offset when funds are charged to the CRF deposit. Ian Hayes reports that the chemical injection system is on line. Discussion is held on reporting pH readings to the office for distribution to the Commissioners. Discussion ensues about an independent testing monthly of the pH for the system by Granite State Analytical when obtaining the bacteria testing samples. Mike Smith makes a motion to have Granite State Analytical take pH readings monthly. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ian Hayes reports that the Pressure Reducing Valve pits have been cleaned and checked. Muddy Beach Well #2 is discussed. Hartley Well will be followed up with for scheduling. Mike Smith makes a motion to have the office follow up with Hartley Well for the scheduling of work at Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0. The replacement of the 10 horse power pump at Jungfrau is discussed. Mike Smith makes a motion to approve $1,200 for creation of a schematic for the replacement pump and associated valves and pipes with a request it be completed next week. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion that upon receipt of the schematic quotes be requested for the controls, electric work, meters and installation costs with not to exceed numbers. Ron Sandstrom seconds the motion and the motion passed 2-0. The bid and contract documents for the tank lining project are being worked on. Sending of the documents to Paul Fluet for review once completed is discussed. Mike Smith makes a motion to approve up to $10,000 for Fluet Engineering Associates, a division of Dubois & King, to handle project management with funds to come from the State Revolving Loan Fund. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve up to $1,000 for updating of the Water System Hydraulic Model by Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on duplicating the data logger information by Granite State Rural Water. This will be done the end of July or first week in August. The information will be sent to Paul Fluet for comparison with the data collected in 2011.

Ian Hayes reports that the work in the chemical injection room has been completed. Tom Therrien of Electrical Installation will be scheduled to complete the SCADA system connections. Hartley Well is expected the end of next week for work at Muddy Beach Well #2. Placing of conduit for addition of a transducer is discussed. Mike Smith makes a motion to approve up to $400 for placement of the conduit. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Ian Hayes submit transducer information to Paul Fluet for approval. Ron Sandstrom seconds the motion and the motion passed 3-0. A procedure for assigning funds for work orders will be established for logging of approved expenses. Ian Hayes outlines upcoming work. A curb stop valve needs to be placed on Lakeview. An isolation valve will be added while the work is being done. 86 Oak Ridge Road pressure agreement has been returned. This work will be scheduled. A repair of a valve on Adelboden that was struck by the road grader will be scheduled. Any other valves struck by the road grader or plows will be identified for scheduling.

Budget for the water system is reviewed and discussed. The deposit from the Capital Reserve Fund has been received or allocated. Use of funds from the Water Line Extension Fund is outlined.

System maintenance and returning of completed work orders is discussed. Mike Smith makes a motion to have Ian Hayes complete the as built information for Oak Station by July 31. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes is informed that Scott Hayes will be in the District on Tuesday’s and Thursday’s for isolation valve location reviews.

4. Administration

A safety meeting was held last week. Blue tooth devices will be obtained for the highway phones to comply with the new hands free regulation. Material Data Safety Sheets will be updated for all chemicals in the garage. A list has been requested from Kelly Robitaille of all chemicals in the garages to be turned in by the end of July. An inspection of all buildings will be scheduled with the Madison Fire Department and the insurance company for August.

Mike Smith makes a motion to have the office obtain quotes for iron and aluminum options of a railing at the unused chemical pit in the chemical injection room. Ron Sandstrom seconds the motion and the motion passed 2-0.

Quotes will be obtained for placement of a motion sensor light outside the back door of the DPW garage and to move the location of the interior motion sensor light so the light comes on upon entry to the room.

Drainage on Little Loop is discussed. Mike Smith makes a motion to proceed with the survey and design. Ron Sandstrom seconds the motion. Discussion is held on creation of warrant articles for repairs to roads. Mike Smith withdraws the motion. Mike Smith makes a motion to obtain the cost of the survey only. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Engineer’s recommendation for the hill on Middle Shore at Geneva is discussed. The Engineer has advised that this area should remain paved. Mike Smith makes a motion to take no action on the Warrant Article for Middle Shore at Geneva. Ron Sandstrom seconds the motion and the motion passed 2-0.

The drainage ditch for Little Shore will be done by the DPW. Placement of a header on the culvert on Bristenstock will also be done by the DPW.

Mike Smith makes a motion to pursue pricing for the drainage work for Oak Ridge Road from BE Quint III and Jon Cyr. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Engineer’s estimate for construction for Oak Ridge Road is discussed. Mike Smith makes a motion to approve $500 for the Engineer’s estimate of construction. Ron Sandstrom seconds the motion and the motion passed 2-0.

Treasurer Dinah Reiss discusses cash flow. The numbers from the check reconciliation of June 30 are reviewed and discussed.

Dinah Reiss discusses the Town of Madison Selectmen’s meeting attended by herself and Nancy Cole on June 30. Additional tax income from utility poles will be received going forward. The Town has determined that the VDOE is 20% of all taxes for the Town and will therefore receive 20% of the taxes collected from Eversource and Fairpoint for utility poles. The Treasurer’s agreement between the VDOE and Town of Madison will be updated to reflect the agreement to pay all taxes due to the District 30 days after due date to the Town. This 15 day reduction from the current 45 day agreement for payment will help with cash flow and will be effective with the second tax check of 2015. Abatements were discussed and will be reviewed annually by the Town for discussion with the Commissioners on any refund that may be requested from the District.

Dinah Reiss will work on establishing the truck loan and a tax anticipation note.

The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $5,019.10. Mike Smith seconds the motion. Report and time cards reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

A water hook up request for 26 Grison has been received. Mike Smith makes a motion to send the request to Paul Fluet for approval. Ron Sandstrom seconds the motion and the motion passed 3-0.

Accounts Payable
6. Minutes

The minutes of June 22 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of June 29 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of July 1are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Larry Leonard states that he will not be in attendance at next week’s meeting.

Mike Smith makes a motion to have the DPW rake the beaches from 7-13 to 7-18. Ron Sandstrom seconds the motion. Discussion ensues on Saturday raking. Motion is called to a vote and the motion passed 3-0.

Mike Smith makes a motion to have the Asset Management Committee begin the process of culvert locating. Ron Sandstrom seconds the motion. Discussion on committee focus is held. Ron Sandstrom requests feedback from committee prior to approving a motion. Mike Smith moves to amend the motion to ask the Asset Management Committee for feedback on the concept of locating culverts with size, location, GPS coordinates and material at the same time as curb stop valves. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0.

Mike Smith makes a motion to contact Madison Police regarding cars parking next to the rocks along Eidelweiss Drive at Boulder Beach. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Work order 1078 for ditch work at 37 Oak Ridge Road is reviewed. Mike Smith makes a motion to approve work order 1078. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work order 1079 for ditch work and gravel at Geneva hill. Mike Smith makes a motion to approve work order 1079. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work order 1080 for repair of asphalt at 46 Aspen is reviewed. Mike Smith makes a motion to approve work order 1078. Ron Sandstrom seconds the motion and the motion passed 3-0.

Letter to the homeowner at 46 Aspen regarding the work order is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to NH DES regarding the denial for water hook up on Grachen Ext is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter granting permission to park a trailer at the Huttwil lot for Denise Noel is reviewed. Mike Smith makes a motion to approve the camper parking, sign and send the letter. Larry Leonard seconds the motion and the motion passed 3-0.

A letter granting permission to park a boat and trailer at the Huttwil lot for Larry Leonard is reviewed. Mike Smith makes a motion to approve the parking of the boat and trailer, sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he requested the permission.

The agreement for pressure testing at 86 Oak Ridge Road has been signed and returned. Mike Smith makes a motion to approve the pressure testing for 86 Oak Ridge Road and sign the agreement. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Rural Water Association has sent their upcoming class listing.

Jay Buckley has sent an outline of his impression of the presentation by Wes Smith of Thorne Surveyors.

Jay Buckley has sent an alternative method on repairing the old road roller. This would leave impressions within the road that could retain water and increase pot holes.

NH Municipal Association has sent the monthly News Link.

NH DES has confirmed receipt of all documents needed for the State Revolving Loan Fund application. The District’s loan agreement is on the Executive Council agenda for their next meeting, scheduled July 22.

The owner of the properties on Diessbach that was contacted for unpermitted driveway creation has responded that these areas will be loamed and seeded; no driveway will exist.

10. Scheduled Appearances

Resident Ed Foley discusses the recent denial of his application for water hook up for the property on Grachen Drive. Mr. Foley asks if alternatives could be pursued, such as a booster pump inside the house and/or at the Jungfrau station. Mr. Foley is informed that NH Department of Environmental Services does not allow booster pumps in private homes connected to a public water system. Mr. Foley is informed that establishment of a separate pressure zone for one house is not feasible. An alternative, non-standard connection from the Aspen zone, which would require extension of the water main from #4 Aspen down Grachen to the new construction, is discussed. Mr. Foley questions if any other property has been denied hook up and is informed yes, there was a denial at the top of Aspen a few years ago. Ian Hayes informs Mr. Foley that there are other areas within the District that would also be denied based on pressure. Obtaining confirmation of water availability to a property prior to proceeding with construction is discussed. Mr. Foley questions if anyone has done this. Mike Smith responds with information regarding a hook up request by property owner Tom Verrochi for a lot upon which no house has been built to date; the property owner pays a water fee each year. The option of engineering a non-standard hook up is further discussed. Non-standard hook up would be performed at the property owner’s expense. The ability to include other properties on the Class VI section of road and therefore cost share the expense with other property owner’s is discussed. Engineering review and approval would be needed prior to completion of a cost estimate. Mr. Foley is informed he will need to re-apply for a water hook up should he want to explore this option further.

11. Other Business

Mike Smith makes a motion to establish interviews for data collectors for the Asset Management project Sunday, July 19 after 11: am. Larry Leonard seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have the Asset Management Committee produce bid specifications for maps for water and roads. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have the Asset Management Committee to supply a list of recommended bidders and turn the list in with the specifications. Ron Sandstrom seconds the motion and the motion passed 3-0.

12. Public Comments

At 11:45 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM070115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 1, 2015

The Board of Commissioners met at 9:30 am on Wednesday, July 1, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Paul Fluet and Nick Sceggell of Fluet Engineering Associates, A division of Dubois & King.
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At 9:30 am the meeting was called to order by Chairman Ron Sandstrom.

The quote for the Grundfos Pump for Jungfrau is reviewed. Paul Fluet recommends purchase of the pump without the VFD installed for future work on both the pump and VFD. The pump should be purchased and a separate VFD should be purchased. Mike Smith discusses ordering the pump now with intent to install as second pump to also have on hand should the current pump fail. Paul Fluet agrees with this. Mike Smith makes a motion to purchase a Grundfos CR-45-2 from Maltz Sales at a cost of $5,867. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Paul Fluet create a schematic for second pump install and piping for Jungfrau station. Ron Sandstrom seconds the motion. Discussion on schematic to include valves and flow meters is held. Motion is called to a vote and the motion passed 3-0.

Oak Station is discussed. The completed booster pump replacement work will be viewed today.

Paul Fluet and Nick Sceggell are informed that communication errors from Muddy Beach station SCADA equipment continue.

Updating of the hydraulic model of the VDOE water system is discussed. Nick Sceggell discusses the peak demand evaluation that is needed to assess the model. Paul Fluet outlines that the model should include psi losses between pump houses. Losses also exist between the street and any connected house. The report done a few years ago by Granite State Rural Water (GSRWA) obtaining data logger information from bleeder sites within the system for analysis is discussed. This report will be located and sent to Paul Fluet and Nick Sceggell. Discussion on repeating this system analysis for comparison is held. Paul Fluet estimates 10 hours of analysis would be needed once the comparative data is completed. Mike Smith makes a motion to approve an initial checking of the hydraulic model up to $1,000. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Nancy Cole contact GSRWA for data loggers. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Ian Hayes work with GSRWA on the set up of the data logger equipment. Ron Sandstrom seconds the motion and the motion passed 3-0. A meeting will be established upon completion of the analysis of the hydraulic model status.

The tank inspection and lining project is discussed. Oversight of this project for the VDOE is requested from Paul Fluet. Mike Smith makes a motion to have Paul Fluet review the bid specification. Ron Sandstrom seconds the motion and the motion passed 3-0. Involvement in the bid process is discussed. Mike Smith makes a motion to have Fluet Engineering, A division of Dubois & King, handle project management and administration of the bid process. Ron Sandstrom seconds the motion and the motion passed 3-0.

Replacement of the water lines during the reconstruction of the lower section of Oak Ridge Road is discussed. The status of the pipe exposed during installation of the ditch lines is outlined and discussed. The water line did not show signs of buildup; it is 6” PVC. Paul Fluet states that the line should not be changed at this time. Asphalt is expected to last 5-7 years and the lines could be evaluated for replacement for the next repaving of the road.

Roads that will be viewed during today’s site visit are discussed.

The Jungfrau pump station is visited. Measurements are taken to complete the schematic for the second Grundfos pump installation planned for this year.

The Oak pump station is visited. Completed pump replacement project is viewed.

37 Oak Ridge Road is visited. Paul Fluet recommends contact to the property owner to see if septic design could be altered to include a non-perforated culvert pipe within the septic area to move water to the back of the lot. The ditch line above this area is viewed. Mike Smith makes a motion to have the DPW clean the ditch line, place fabric and fill with rip-rap stone from the telephone pole to the property of 37 Oak Ridge. Ron Sandstrom seconds the motion and the motion passed 3-0.
Commissioner Larry Leonard leaves the session at this time.

59 Oak Ridge Road is visited. The homeowner has requested replacing asphalt to reconnect the prior driveway. Water flow in area and drainage needs is discussed. Homeowner Paul McKenna is informed that a waiver of liability for any damage to the property from water flow will be required prior to authorizing repaving of the driveway. Mike Smith makes a motion to have the office draft the needed waiver. Ron Sandstrom seconds the motion and the motion passed 2-0. Mr. McKenna is informed that he should not anticipate any use of VDOE equipment, personnel or funds for this project.

Middle Shore at Geneva is visited. Paul Fluet does not recommend reclaiming this road with the intent for a gravel road at completion of work. Rebuilding of road with an asphalt surface when completed is recommended based on steepness of slope and vehicle usage of this road. The existing ditches need to be cleaned. Gravel should be added to shoulder area below pavement and the area properly sloped for water runoff into the existing culverts. Culverts also need to be cleaned in this area.

Diessbach at Big Loop and Interlaken is visited. Paul Fluet recommends this area be surveyed for an engineered design to be developed to correct drainage. An estimate of costs will be supplied by Paul Fluet.

#1 Altdorf is visited. This area will also need an engineered design to correct drainage that currently crosses this property. Mike Smith makes a motion to request a quote from Paul Fluet for a drainage design. Ron Sandstrom seconds the motion and the motion passed 2-0.

Little Loop at #4 and #6 is visited. Water flow and standing water in this area is viewed. Paul Fluet recommends this area be surveyed for an engineered design to be developed to correct drainage. A catch basin, culvert and swale will be needed. Outlet of the culvert and direction of a swale will need to calculate distance from the pond to verify if approval needed from NH Department of Environmental Services for construction. Mike Smith makes a motion to obtain budget numbers for survey and design from Paul Fluet for Little Loop Road. Ron Sandstrom seconds the motion and the motion passed 2-0.

Saint Moritz Drive is viewed for planned construction of a portion of the design for the reconstruction of Oak Ridge Road that includes drainage construction for this area.

At 2:00 pm Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM062915.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 29, 2015

The Board of Commissioners met at 8:00 am on Monday, June 29, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Wes Smith of Thaddeus Thorne Surveyors, Treasurer & Asset Management Committee member Dinah Reiss, Clerk & Asset Management Committee member Jay Buckley, residents Paul & Anne McKenna, and Joe Rosenberg. The meeting was taped for Madison TV. Session recessed and reconvened Wednesday July 1 at 8:30 am.
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At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Larry Leonard makes a motion to add a non-public session and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to have scheduled appearances first. Mike Smith seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that Blinden was worked on Friday. A few more hours will be needed to complete the road. Tony Eldridge operated the grader and will be in tonight to grade Eidelweiss Drive. Little Loop will be looked at Wednesday by the Engineer. Cutting of tree limbs over roads is discussed. Kelly Robitaille states that he does not like to do this work. A basket that could be used in the front of the backhoe is available from Coleman’s for $1,000. This would allow the person cutting the limbs to not be under the limbs in the back of a truck. Mike Smith makes a motion to get the cost of renting and renting to own this bucket. Ron Sandstrom seconds the motion and the motion passed 3-0. The completed road work report is discussed. The top of Oak Ridge and the cost of ledge pack are discussed. Estimate for work in this area is $3,300 with 6 inches of ¾ inch gravel; $4,500 with 3 inches ¾ inch gravel and 3 inches ledge pack. Roller lease numbers are expected for Wednesday. An option of lease to own will be asked about. Planned work for the DPW includes dead ends off Oak Ridge Road. Culverts are being cleaned in areas as work is done. Discussion on the estimates requested for Oak Ridge drainage project and Middle Shore at Geneva Hill are discussed. Mike Smith makes a motion give Wirling until the end of the week and if no estimate is received, contact for an estimate will be made with BEQ III Construction with a request for numbers by 7/10. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the No Fireworks signs installed by Friday July 3. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith states that a board was put into the dam on Friday. A safety meeting will be scheduled for Wednesday at 8:30 am.

3. Water System Planning

A follow up will be done on completion of the work in the chemical injection room. Hartley Well has stated they will schedule the work for Muddy Beach Well #2. Tom Therrien of Electrical Installations was sent the upcoming meeting schedule last week. A scheduled appearance for Tom will be worked on. The quote for the new pump at Jungfrau has been requested. Resident Mark Graffam has sent a 91-A request to review pH information from the water system. A meeting to give access to the documents containing this information has been requested. Mike Smith will work with Scott Hayes of Iron Mountain to schedule work on locating additional isolation valve locations.

(July 1) The quote for the Grundfos CR 45-3-2 has been received. Mike Smith makes a motion to order the pump. Ron Sandstrom seconds the motion. Discussion on having Paul Fluet review the quotes prior to order is held. Motion held for review by Paul Fluet.

Tom Therrien has stated that he is on vacation the week of July 10 and can appear at the Commissioners meeting July 17. Larry Leonard will not be in attendance that meeting. Mike Smith makes a motion to schedule Tom Therrien to appear July 24. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

The Asset Management meeting held this past Saturday is discussed. Committee member Jay Buckley outlines the creation of a form for collecting the data and the database containing the information. The database has been made available to authorized users. Links exist to the Town of Madison map, lot, and Eidelweiss street address for each lot. The hardware selection for tools recommended for purchase by the Committee is outlined. Data Collectors are needed for this project. The Purchase Order submitted to the Commissioners from the Asset Management Committee is reviewed. Mike Smith makes a motion to authorize the Purchase Order in the amount of $2,020. Ron Sandstrom seconds the motion. Discussion is held on the use of all equipment for this project and going forward. Use of the information when responding to an emergency situation with the water system is discussed. Future use of all tools recommended is emphasized. Cameras are discussed. The VDOE has one camera for use and Ron Sandstrom will donate a second. Motion is called to a vote and the motion passed 3-0.

Electrician Chip Johnson has been asked for a quote for installation of the heat detectors for DPW II. Mr. Johnson will be in to look at the garage today.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 13 checks for a total for $18,933.65. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 6/8 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of 6/15 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The Non-Public minutes of 6/15 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to seal the minutes of the Non-Public Session of 6/15. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom discusses activity on the creation and development of the database for asset management.

Mike Smith discusses the beach signs. The wording for allowance of camping with permission is on the Town of Madison signs; which is the origination of the wording carried forward onto the Eidelweiss signs. Roads are in good shape following the rain. Mike Smith makes a motion to price toilets and hardware for the outhouses for the 2016 Warrant. Ron Sandstrom seconds the motion. Discussion is held on option of replacing outhouses with port-o-potties. Motion is called to a vote and the motion passed 3-0. Larry Leonard advises that the toilet seats will be checked this week. Discussion is held on the construction occurring on the wetlands lot on Diessbach. Mike Smith makes a motion to request all information on the lot from NH Department of Environmental Services. Ron Sandstrom seconds the motion and the motion passed 3-0.

(July 1) Larry Leonard discusses that he feels that his value on the Board has been diminished by the vendor notice recently sent. Larry Leonard outlines the work he has done to try to move projects forward and states he does not feel his work is valued. Ron Sandstrom states that Larry Leonard adds to the Board, but that a vote from the Board to pursue projects is needed. One member of the Board cannot just move forward on any project. Ron Sandstrom outlines the difficulties created when one member of the Board is gathering data on his own. Larry Leonard states that the projects were discussed last fall; he feels blindsided by attacks. Mike Smith informs Larry Leonard that he should not take things personally. Going down a road on his own without bringing information to the Board is not how to get anything done. Larry Leonard responds that he does not work in that way. Mike Smith reiterates that all items must come through the Board. Ron Sandstrom adds that individual work, shared timely with the Board for discussion, is the process in which government works. Compliance with the RSA’s is required. Larry Leonard states that he feels nothing is getting done and he should resign from the Board. The role of elected officials and compliance with RSA 91-A are discussed.

8. Signature Items (July1)

Draft of a letter to Glen Builders regarding damage to Blinden Drive during construction 12 Blinden is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Loan Agreement for NH DES State Revolving Loan Fund is reviewed. Mike Smith makes a motion to sign the loan agreement. Ron Sandstrom seconds the motion. Discussion on review completed by Attorney Dan Crean is held. Motion is called to a vote and the motion passed 2-0.

A letter of support for the Property-Liability Trust is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The property owner at 46 Aspen has requested an update on the work to be done to repair the pavement at the edge of his driveway and Aspen. One load of asphalt in the 550 would allow the DPW crew to do this job independent of other asphalt needs. Ron Sandstrom makes a motion to produce a work order for the DPW to repair this area. Mike Smith seconds the motion. Mike Smith moves to amend the motion to include sending a letter to the homeowner updating the status of the plan. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion, as amended, passed 2-0.

An email with photo of puddles in the Huttwil parking lot was received from Mark Graffam. Mike Smith makes a motion to not respond to this email. Ron Sandstrom seconds the motion and the motion passed 2-0.

Eversource has sent information regarding changing of all electric meters.

Neighborhood energy has sent the savings report on electric costs. Mike Smith discusses use of a program called optional time of day for the pump houses going forward.

An email complaint on the appearance of the beaches and stating that there is a broken picnic table at Boulder Beach has been received from Holly Maudsley. Nancy Cole states that the picnic table has been removed and replaced with one of the new tables recently purchased.

The NH Municipal Association has sent the Legislative Bulletin and monthly NewsLink.

The pond testing results through the Volunteer Lake Assessment Program taken by Eidelweiss Property Owner’s Association members have been received.

The owners of 17 Middle Shore (formerly D-1) have sent an inquiry regarding the status of the Driveway Permit for Construction for this lot. As the permit expired over a year ago, a new permit application has been requested. Mike Smith makes a motion to waive the application fee for this lot as it has already been paid once. Ron Sandstrom seconds the motion. Discussion on requiring compliance with the Engineer’s drawings for the site is held. Motion is called to a vote and the motion passed 3-0.

A call from the owner of 1 Forclaz regarding the changes to the Water Ordinance last year is discussed. The homeowner is not pleased that persons will be billed for seasonal shut off or turn on of water service between November 1 and May 1. Caller also expressed displeasure for not being aware of public hearings on that matter. The email notification system available through the VDOE website was outlined as a means of receiving notice of information from the VDOE to the caller. Mike Smith makes a motion to send a letter to the homeowner outlining the holding of Public Hearings and update to the Ordinance. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on the number of seasonal turn on and offs each year and associated costs. Larry Leonard states that he feels all persons should pay for this service. Mike Smith makes a motion to tally for analysis the number of seasonal turn off requests and associated costs. Ron Sandstrom seconds the motion and the motion passed 3-0.

Information on an upcoming class on gravel roads by Russ Lanoie has been sent by Jay Buckley. Mike Smith makes a motion to send the DPW to the class. Ron Sandstrom seconds the motion. Discussion is held on class attendance on a Saturday. Mike Smith moves to amend the motion to include 6 hours of overtime pay for attending. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0.

10. Scheduled Appearances

Paul & Anne McKenna submit a letter to the Commissioners. The reconnection of the prior driveway and the channel grate required in the Driveway Permit for Construction are discussed. The McKenna’s would like to replace the asphalt instead of placing the grate. A request is made by the McKenna’s for the VDOE to cost share or supply labor for the work needed. The history of the driveway asphalt cut is outlined by Paul McKenna. Drainage at the intersection of Upper Lakeview and Oak Ridge is discussed. Water flow onto the property if the asphalt is replaced is discussed. Paul McKenna states that there was not a problem with water flowing onto the property prior to the cut being made. Drainage throughout the area improved once the ditching was done further up Oak Ridge Road. Addition of pea stone to the ditch area so as to be able to drive over and maintain drainage for the road is discussed. Mike Smith makes a motion to have Engineer Paul Fluet review the area Wednesday. Ron Sandstrom seconds the motion and the motion passed 3-0. Paul McKenna requests the Commissioners consider the request that the VDOE supply labor or cost share on this project. Ron Sandstrom discusses the potential setting of precedent for all homeowners and work on this driveway would not be in the best interest of the taxpayers. Mike Smith states that this Board will work with the McKenna’s for inspection of the work, but is not responsible for actions of prior boards. Ordinance at the time was followed. Information from the Engineer will be sent after the review.

Wes Smith of Thaddeus Thorne Surveyors discusses gathering of information and the information already in possession of Thorne Surveyors for lots within Eidelweiss. Discussion on the ability of Thorne to provide the information they already have is held. Wes Smith states that all information can be provided. Wes Smith estimates that 75% of the lots from Oak Ridge Road to Rte 113 have surveyed information. Unless required to return to the lot or area of the lot, they do not have curb stop valve locations. Wes Smith discusses surveyed locations of roads. This information is not based on the deeds held by the VDOE for the roads; it is based on current travel surface. Wes Smith outlines that putting information into an Excel spreadsheet is not his focus; he develops maps and then adds specific information. Because of this, the information is not currently in the format requested. Wes Smith estimates to complete the area he refers to as Phase A – Eidelweiss Drive from Oak Ridge Road to Rte 113, including all roads within that boundary; would cost $5,000. This would cover 5 days of field work and office mapping time. No estimate of time to complete this work is stated. The verification project the Asset Management Committee is working on for curb stop valves is supported by Wes Smith who states he can input the information onto a map when compiled.
(Ron Sandstrom leaves the meeting at 10:45 am.) Wes Smith continues by stating that to use the information going forward, the maps should be as accurate as possible.

11. Other Business (July 1)

Mike Smith discusses the extended length of the meeting with Wes Smith of Thorne Surveyors on Monday. The information to be given was not put forth in an organized fashion.

Chief Mullen of Madison Police has reviewed and is in favor of posting the See Something, Say Something notice. Ron Sandstrom makes a motion to post the notice on the website. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith discusses new driveway work at 31 Interlaken. Mike Smith makes a motion to send a letter to the homeowner for obtaining a Driveway Permit. Ron Sandstrom seconds the motion and the motion passed 3-0.

12. Public Comments

At 11:15 am Mike Smith makes a motion to recess the meeting until 8:30 am Wednesday July 1. Larry Leonard seconds the motion and the motion passed 2-0.

Meeting reconvened July 1, 2015 at 8:30 am.

At 9:25 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM062215.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 22, 2015

The Board of Commissioners met at 8:00 am on Monday, June 22, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Ian Hayes (water operator), Treasurer Dinah Reiss, resident Ralph Lutjen and Gloria Aspinall. The meeting was taped for Madison TV.
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At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

The roads are holding up well. Effort for the DPW crew will be cleaning culverts this week. The hills will be first for culvert cleaning. Removal of tree limbs over roads will be planned. A compacting roller is being priced through Coleman Rentals. Mike Smith makes a motion to have Kelly Robitaille look into available options, including the auction house in Tamworth. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that the Big Loop culvert needs attention daily for cleaning. The beavers are busily attempting to fill the culvert inlet. The culvert report sheet and road work report sheet are being updated for use. The culvert worksheet will be distributed for review. The goal is to track work completed for ability to predict future needs; creation of a model for road work. The list of roads that received cold patch will be turned in. Crack sealing quotes are being pursued. Options for repair of the broken pavement at the top of Oak Ridge are discussed. A follow up will be done with Bob Wirling on the status of the requested quotes. No Fireworks signs are discussed. Three signs have been ordered. Mike Smith makes a motion to order 3 additional No Fireworks signs for a total of 6 and to place one at each beach. Ron Sandstrom seconds the motion. The locations for placement of the three signs on order are discussed. Huttwil, Middle Shore and the back entrance of the VDOE will be the locations for the signs. Motion held until after the 4th of July. Construction on the outhouses is completed. The outhouses will be stained. An email regarding back dragging with the road grader has been received. Done properly, this should not damage the machine. Kelly Robitaille states that techniques for back dragging were taught at grader school.

3. Water System Planning

The repair for Muddy Beach Well #2 will be scheduled. A meeting with Tom Therrien of Electrical Installations will be scheduled. Attorney Dan Crean has been requested to review the contract for the State Revolving Loan Fund. Mike Smith discusses hiring of a project manager for the tank inspection and lining project. Discussion on oversight for the project is discussed. Paul Fluet is recommended. Mike Smith makes a motion to hire Dubois & King as VDOE representation on the tank lining project. Ron Sandstrom seconds the motion and the motion passed 3-0. This will be discussed with Paul Fluet on his scheduled visit July 1.

4. Administration

A safety meeting will be held Wednesday at 12:30 pm.

The Treasurer’s report is distributed by Treasurer Dinah Reiss. $56,000 will be transferred in June from the Water Usage Account to the Bank of NH operating account. $25,000 is being requested from the Water System Capital Reserve Fund. The Building project Warrant Article expenditures will be updated to actual at the end of this month. Dinah Reiss is working on establishing the truck loan documentation and a Tax Anticipation Note

The Policy Book will be reviewed for needed updates and to remove materials currently found in other document books, such as the employee handbook.

Asset Management is discussed. Thorne Surveyors will be in attendance at next Monday’s meeting. Ron Sandstrom requests any available member of the Asset Management Committee attend. Larry Leonard states that Thorne has good data on the District. Mike Smith makes a motion to have the Asset Management Team attend next Monday’s Commissioners meeting for Asset Management Team input. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to not televise the discussion with Thorne Surveyors. Ron Sandstrom seconds the motion and the motion passed 3-0.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,747.10. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

Accounts Payable
6. Minutes

The minutes of 06/03 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom reports that work is progressing on creation of a database for the Asset Management Committee. This will be reviewed Saturday at the scheduled meeting.

Mike Smith discusses the requested purchase order from the Asset Management Committee for tools for the curb stop valve location project. This will be discussed by the Asset Management Committee this Saturday. Varying GPS units and the actual application of use of the data are discussed. During a storm or the middle of the night, a location within three feet is close enough to use the metal detector to locate the valve. The inability to reproduce survey grade GPS coordinates during an emergency situation is discussed. Isolation valves and deeded road coordinates would benefit from the additional accuracy of a survey grade GPS. Mike Smith makes a motion to have the Asset Management Committee schedule meetings for the next three months. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion that all minutes of Asset Management Committee meetings be distributed to the Commissioners. Ron Sandstrom seconds the motion and the motion passed 3-0.
The eggs laid by the loons are expected to hatch this week. A live cam is available on the Loon Society web site.
The letter regarding road damage during construction at 12 Blinden will be done this week.
Mike Smith makes a motion to order the replacement pump for Jungfrau now. Ron Sandstrom seconds the motion. Discussion ensues on pricing for the pump. Mike Smith tables the motion for pricing review.
Mike Smith questions the discussion held during a recent Asset Management Committee meeting on exercising valves. This is not within the scope of, nor will it be pursued by, the Asset Management Committee.

8. Signature Items

A letter to the owner of 23 and 26 Diessbach is reviewed regarding construction of an unpermitted driveway. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to the owner of 25 Eidelweiss Drive regarding cleaning up of trash strewn about the property is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

NH Department of Environmental Services has sent information on a leak detection survey that is being offered.

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

The invitation from the Board of Selectmen for appearance at the June 30 meeting has been discussed.

The email from Mark Graffam regarding back dragging with the grader has been discussed.

Payment one of two expected this month from the Coleman Tower site has been received.

10. Scheduled Appearances

Ralph Lutjen is thanked for the work done to create the office entrance garden. Ralph Lutjen thanks Kelly Robitaille for his assistance during the project. The tree moved on Friday will need to wait to be pruned; this will be done next spring. The shrubs and mulch were placed by volunteers over the weekend. The garden should produce color throughout the summer and fall months. The cost to the VDOE for this garden is labor by the DPW calculated at a burdened rate to be $420. The cost to the Eidelweiss Property Owner’s Association is over $1,000. Ron Sandstrom states that the area looks good and is a vast improvement. Mike Smith adds that in making the District buildings look better there is a win-win for all.

Treasurer Dinah Reiss discusses a request from the Town of Madison to appear at the Selectmen’s meeting June 30 at 5:30 pm. Nancy Cole and Dinah Reiss will attend. Four items are listed for discussion; request to alter Treasurer’s agreement, tax on telephone poles, tax abatements, address changes. Discussion on advice from Attorney Crean is held. Mike Smith makes a motion to have Nancy Cole and Dinah Reiss contact Attorney Crean. Ron Sandstrom seconds the motion and the motion passed 3-0.

Gloria Aspinall discusses the catch basin on Eidelweiss Drive near her property. Mike Smith makes a motion to have the DPW clean the catch basin. Ron Sandstrom seconds the motion and the motion passed 3-0. Gloria Aspinall questions camping on the beaches and under what parameters the Commissioners would grant permission to camp on a beach. The wording of the Ordinance restricts camping. Discussion is held on the wording on the new beach signs and the ability of the Commissioners to grant permission.

11. Other Business

A question has been raised regarding a permit for digging a well at 29 Grachen. This is not within the scope of VDOE control; the homeowner is responsible for obtaining the proper permits from NH Department of Environmental Services.

Paul Fluet will be asked to review drainage and the proposed work for Middle Shore at Geneva Shore Place.

12. Public Comments

At 10:05 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM061515.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 15, 2015

The Board of Commissioners met at 8:00 am on Monday, June 15, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Ian Hayes (water operator), Treasurer Dinah Reiss and resident Ralph Lutjen. Engineer’s Paul Fluet and Nick Sceggell participate telephonically. The meeting was taped for Madison TV by Tim Hughes.
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At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille discusses the rental authorized from MB Tractor. The equipment to be rented was reviewed and is not the correct equipment. ProQuip in Gorham NH has been contacted for a potential rental. Burnham Company of Conway is also being contacted. Discussion turns to the worksheet created for tracking road work on a weekly basis. The spreadsheet did not print in a usable manner. The sheet will be reworked. Old Town Rd is discussed. This road is in need of asphalt repair. Klausen is also in poor shape. Obtaining information on the areas in need of repair is discussed. Mike Smith makes a motion to have Kelly Robitaille create a list of asphalt roads in need of repair. Ron Sandstrom seconds the motion and the motion passed 3-0. Pricing for repairs will be done through the office once the list has been developed. Kelly Robitaille outlines that the State of NH is currently placing gravel over pavement in some areas. This may be a viable option for Klausen, but would not be done on a steep slope. Kelly Robitaille will discuss this further with Tony Eldridge. The pot hole at the end of the pavement on Oak Ridge will be filled in. The Big Loop culvert was cleaned Friday. The culvert needs to be cleaned again. The beavers are very active in their attempts to block the culvert. The culvert on Thusis Beach will be cleaned as will the culvert on Winnegon. The culvert on Porridge Shore will be checked. An email from Jay Buckley stating that many blocked culverts were noticed on Oak Ridge Road is discussed. These will be checked. Mike Smith discusses a visit to be scheduled with Engineer Paul Fluet for roads including Little Loop, the intersection of Diessbach and Big Loop, Altdorf, Little Shore. Burgdorf will also be checked. Report of a chair on Adelboden is discussed. Ron Sandstrom requests that reports for items such as this be made when first noticed. The policy book is reviewed. Updating of the book is discussed. Knowledge of current policies is discussed. Confirmation is given that it is policy that the DPW crew is responsible for removal of trash from the road and VDOE right of way along the roads. Ron Sandstrom makes a motion to have Nancy Cole review the book and create a current policy book and a historical policy book. Mike Smith seconds the motion. Discussion ensues. Motion is called to a vote and the motion passed 3-0.
Mike Smith discusses road signs. Mike Smith makes a motion to order 6 Dead End signs. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to replace the parking regulation signs at the entrances. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to order No Fireworks signs. Ron Sandstrom seconds the motion. Discussion ensues on the number of signs to be ordered. The Commissioners are informed that three No Fireworks signs are on order and expected next week. Mike Smith withdraws the motion. Ron Sandstrom discusses the drafted notice on when to contact the Police. The drafted notice will be distributed to the Board. The office will discuss the notice with Chief Mullen. Mike Smith makes a motion to request the Madison Police speed sign. Ron Sandstrom seconds the motion. Discussion ensues on the office to handle coordinating use of the sign with the Police. Motion is called to a vote and the motion passed 3-0. Discussion on house numbers and the letter to be sent to the homeowner across from DPW II where the animals have scattered the trash is held. Lack of visible house numbers on three houses concurrently creating difficulty in identifying the property is outlined. The letter to clean the property with a picture will be prepared for next week.

3. Water System Planning

The PRV pit readings have been taken and the pits cleaned. The information has been distributed to the Board and Engineer Paul Fluet. Mike Smith makes a motion to have the office create an Excel spreadsheet for the PRV pits. Ron Sandstrom seconds the motion and the motion passed 3-0. The spare parts inventory has been received but is not yet put away. Ian Hayes states that the parts are on order for the chemical injection room. Ian Hayes adds that he has spoken to Tom Therrien of Electrical Installations (EII) on scheduling of the SCADA hook up. Mike Smith makes a motion to schedule Tom Therrien for an upcoming meeting. Ron Sandstrom seconds the motion. Discussion on establishing a contract with EII is held. Ian Hayes recommends that a review of anticipated hours be done to determine the contract hours needed. Motion is called to a vote and the motion passed 3-0. An item list for discussion with Tom Therrien will be distributed.
Engineer’s Paul Fluet and Nick Sceggell are contacted by phone. The priority of projects for the District water system is discussed. Discussion on additional use of Muddy Beach recently is held. Direction from Paul Fluet is requested. Paul Fluet outlines the design of the system with the DPW well as the primary source and Muddy Beach as the secondary source; expected to supply 15 to 20 percent. Based on DPW as the primary source, Jungfrau station is the critical path of water flow to the Reinach tanks. The reliability of the 10 HP pump that is currently the second pump at the Jungfrau station is unknown. The 20 HP primary pump is less than a year old; but should a failure occur the system would be in danger of not being able to supply the District under peak demands. Paul Fluet recommends replacement of the 10 HP pump at Jungfrau prior to replacing the booster pumps at Muddy Beach. Paul Fluet outlines that a variable frequency drive with soft start is needed when any pump is replaced. Three phase power is also required. Paul Fluet agrees that Well #2 at Muddy Beach should be investigated for repair/flushing as needed and that addition of well transducers is recommended. The specification for a well transducer is discussed. Paul Fluet states that if EII has a model they have used effectively, it would be Ok to go with that. Ron Sandstrom makes a motion to request EII send information on the model of well transducer they have used to Paul Fluet. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to proceed with the second 20 HP pump at Jungfrau to be funded from the Water System Capital Reserve Fund. Mike Smith seconds the motion. Mike Smith moves to amend the motion to include piping, flow meters and the VFD. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion passed 3-0.

A visit to the District by Paul Fluet and Nick Sceggell will be scheduled.

29 Grachen water hook up application is discussed. The psi numbers will be sent.

The curb stop valve replacement on Lucerne Drive will be postponed. Ian Hayes will advise the new date. Mike Smith makes a motion to have Ian Hayes schedule the valve work on Lucerne with the DPW. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

The drainage issue at 4 Little Loop is discussed. The draft letter to the homeowner is reviewed. Ron Sandstrom makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.

The picnic tables have been picked up and are in the DPW II garage for staining.

The total amount expended on the Oak Station booster pumps replacement project is reviewed. Mike Smith makes a motion to withdraw $10,000 from the Water Extension Fund and $15,000 from the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion. Discussion on options for funding is held. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to withdraw $25,000 from the Water System Capital Reserve Fund. Mike Smith seconds the motion and the motion passed 3-0.

A requested purchase order from the Asset Management Committee for tools needed for the curb stop valve location project is reviewed. Mike Smith makes a motion to approve the purchase order for the Asset Management Committee in the amount of $3,250. Ron Sandstrom seconds the motion. The specifications of the GPS model to be ordered are discussed. Mike Smith withdraws the motion for additional information. The help wanted ad for data collection persons is reviewed. Ron Sandstrom makes a motion to place the ad in the Conway Daily Sun and distribute to the available interns from UNH. Mike Smith seconds the motion and the motion passed 3-0. Dinah Reiss discusses the intention of the Asset Management Committee is to review prospective hires and make recommendations for the Commissioners to review.

The Asset Management Committee has voted unanimously to recommend that the Commissioners not pursue additional work from Thorne Surveyors. Larry Leonard speaks against stopping the process with Thorne Surveyors. Ron Sandstrom speaks in favor of following the Committee’s recommendations. Mike Smith makes a motion to put Thorne Surveyors on hold. Ron Sandstrom seconds the motion. Mike Smith moves to amend the motion that if Thorne does not produce the already requested work by June 29 for review, the order will be canceled. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion passed 3-0.

The purchase order for $7,500 for gravel has $2,150 remaining after today’s payment for gravel.

Mike Smith makes a motion to obtain estimates for the replacement pump at Jungfrau for next week. Ron Sandstrom seconds the motion and the motion passed 3-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 12 checks for a total of $20,193.63. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Mike Smith discusses the work on the outhouses. He has spoken to contractor Norm Garside. Once the outhouses are completed, this building will be worked on next. A review of remaining funds will be done once the DPW is complete prior to working on the cabana.

Work on a property on Diessbach is discussed. A new driveway appears to have been created. Mike Smith makes a motion to send a letter to the homeowner to apply for a driveway permit. Larry Leonard seconds the motion and the motion passed 3-0. NH DES and the Town of Madison are reviewing the construction across the street at the wetlands.

The isolation valve project will resume with Scott Hayes in July.

Larry Leonard reports that a new rake has been purchased for the beach cleaners.

8. Signature Items

The State Revolving Loan Fund documentation is reviewed.
Mike Smith makes a motion to sign Forms 5, 4, and 3. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign Form 6. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the Executive Summary. Ron Sandstrom seconds the motion and the motion passed 3-0.

The denial for water hook up for 29 Grachen is reviewed. Mike Smith makes a motion to deny the hook up and have Nancy Cole add the psi numbers upon receipt from Engineer Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 3-0.

The draft Vendor Notice is reviewed. Mike Smith makes a motion to sign the vendor notice. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence
10. Scheduled Appearances

Ralph Lutjen discusses the work completed last week on the new garden being built in front of the office. The initial work has already improved the appearance. Ralph Lutjen outlines that Salyards in Conway has a mature green Japanese maple tree that is available. The tree would require the backhoe to be removed from the ground. Mike Smith makes a motion to approve the use of the backhoe to get the tree. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom adds that the area out front is improved and looks good. Larry Leonard questions the time that will be needed to get the tree and is informed approximately 2 hours. Kelly Robitaille states that he is alone this week and someone will be needed to drive a truck to bring the tree back. Part time employee Tony Eldridge will be asked if he is available. Ralph Lutjen states that he will arrange for the mulch and loam to be delivered to the front of the building. Volunteers are expected next weekend to spread the loam and mulch as well as plant the new shrubs. The total dollars expended by the Eidelweiss Property Owner’s Association (EPOA) and the District personnel time and equipment will be calculated upon completion of the project. Ralph Lutjen adds that a place for annuals may be added for additional color going forward.

Resident Kay Mastrolia discusses drainage at the property located at 37 Oak Ridge Road. This area was reviewed by the Board two years ago. Mike Smith makes a motion that the Commissioners review to see if the area should be included for review by Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 2-0. Larry Leonard had stepped away during this vote.
11. Other Business
12. Public Comments

At 11:15 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91A 3:II (e) Legal 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 11:18 am Ron Sandstrom makes a motion to exit Non-Public Session. 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

Tom Therrien of Electrical Installation will be scheduled to appear at an upcoming meeting. Tom will send information to the office on the transducer for the Muddy Beach wells.

At 11:25 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91A-3:II (e) Legal 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.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to pay Integrated Water Systems $425 through the Deductive Change Order for the Jungfrau pump replacement project and mark the check “Final Payment”. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 11:35 am 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 Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM060315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 3, 2015

The Board of Commissioners met at 8:00 am on Wednesday, June 3, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille and Bob Goddard (highway). The meeting was taped for Madison TV by Tim Hughes.
[expand title="More Text"]
At 8:05 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to add housekeeping before Commissioners Reports and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the air conditioning in the grader is not working. The Volvo technician is scheduled to do this repair this week. The weld on the pull behind roller has released and the roller cannot be used in current condition. Leasing or renting of a compacting roller is discussed. Chadwick-BaRoss has a machine that could be leased to own over a 7 year period for a total price of $75,000. MB Tractor rents compactors for $1,200 per month; $500 per week; or $150 per day. The need to compact roads after grading is discussed. Ron Sandstrom makes a motion to rent one from MB Tractor for one month. Mike Smith seconds the motion. Discussion ensues. Larry Leonard comments on the road plan and the need to see what roads are to be graded to determine if machine is needed. Ron Sandstrom agrees that the road plan and priority list needs to be worked on; however, not working effectively is not cost effective. Kelly Robitaille adds that ditching was done on Salins prior to grading of the road, adding time to that road while shifting other work as a result. Weather, ditching, response to washouts, time sensitive work such as rafts and picnic tables, etc. are all factors that will shift the work plan. Discussion on the continued use of part time employee Tony Eldridge for grader operations is held. Kelly Robitaille states that three persons for grading projects are effective and that the crew is still learning full operations of the machine. Motion is called to a vote and the motion passed 3-0. Kelly Robitaille states that the fittings for changing the backhoe bucket are still an issue. Volvo is working on this issue which is affecting the product line, not just Eidelweiss. The road plan will be updated for the next meeting. Discussion on crack sealing is held. The VDOE has not used this machine since the burn injury to an employee. Cold patch into potholes on paved roads is discussed. Asphalt shimming on larger paved areas that need repair is discussed. Mike Smith makes a motion to have the office pursue crack sealing vendors with pricing. Ron Sandstrom seconds the motion and the motion passed 3-0. Estimates for the road work approved at the Annual Meeting are expected. A meeting with Bob Wirling is scheduled. Mike Smith discusses establishing a plan for the DPW portion of the approved work. A work order will be issued for any of the Warrant Article work to be completed. DPW inventory list will be updated by the crew. Maintaining of the list going forward will be done. Drainage on Little Loop is discussed. The homeowner of 4 Little Loop requested to meet and discuss drainage near his property with Kelly Robitaille. Road water is washing out the driveway to this property. A culvert under the road with the outlet along the side of the driveway would correct the issue. One large tree next to the driveway would need to be removed. The homeowner has stated he is willing to remove the tree to allow the work to be done. Nancy Cole outlines the close proximity to the pond that this culvert outlet would have and the potential need for a permit from the Department of Environmental Services. Mike Smith makes a motion to have Paul Fluet review the drainage in this area. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to the homeowner will be prepared. The year to date budget is reviewed with the Highway personnel. Highway expenditures are currently at 46% of budget and we are currently 42% through the year. This is within expected variances given that certain line items are more heavily expended during the winter months; salt; sand; heat, etc. The road maintenance/gravel line item is discussed. Kelly Robitaille will check to see if line painting is needed this summer. The new truck is expected at Liberty International mid-August. Trimming of trees over roads is needed. Mike Smith discusses the level of the pond and the boards in the dam. Ron Sandstrom makes a motion to approve Mike Smith have direct contact with the office regarding the level of the pond for removal or addition of boards to the dam. Mike Smith seconds the motion and the motion passed 3-0. Discussion on the approval of creating a garden area in front of the office by the EPOA is held. Ron Sandstrom makes a motion to invite Ralph Lutjen to an upcoming meeting for discussion on the plans for the office garden. Mike Smith seconds the motion and the motion passed 3-0. Work that is being done at 23 Diessbach is discussed. A NH Department of Environmental Services permit for building of a boardwalk exists. The specifics of the permit are not known. There is not a Town of Madison building permit visible at the site, Code Enforcement will be checked with to see if a permit is needed.

3. Water System Planning

Ian Hayes, water operator, is expected at next week’s meeting. Chemical injection room work is progressing. Discussion on transducers is held. Larry Leonard outlines that the specification for the proposed transducers has been sent to Engineer Paul Fluet. No response has been received as of today. Approval from Paul Fluet for all equipment within the water system is outlined. Mike Smith states that the request was for the Engineer to specify the transducer, not the water operator. Proper use of the Engineer is discussed. Larry Leonard responds that this is not the Engineer’s expertise and that review of supplied information for approval is cost effective. Mike Smith outlines that Larry Leonard has traveled a solo path and that he has possibly incurred charges to the VDOE. Discussion continues. Ron Sandstrom recommends a note to all vendors that no costs are to be incurred from discussion with one commissioner. Discussion on acting as a Board is held. The role of the Board to manage the systems of the District as a team is outlined. Actions require votes of the Board to pursue. Mike Smith suggests limiting access to vendors by individual commissioners. The emails to Paul Fluet regarding Muddy Beach station are outlined and discussed. Larry Leonard’s initiation of these emails without inclusion of the remainder of the Board is discussed by Ron Sandstrom. Larry Leonard responds that it was discussed. Ron Sandstrom reiterates that a note to the vendors would help in situations going forward. Mike Smith makes a motion that when the Board of Commissioners contacts a vendor, the VDOE will pay the bill; if an individual contacts a vendor and incurs a charge; the individual will pay the bill. Ron Sandstrom seconds the motion. Discussion ensues. Emails from/to Paul Fluet and Larry Leonard are reviewed. Ron Sandstrom outlines that projects to be worked on and engineered are to come from the Board. Larry Leonard states Asset Management. Additional discussion on proper work flow is held. Mike Smith adds that Muddy Beach Well #2 has only run for 6 weeks since January; adding that he feels Paul Fluet is being misled. Review of an additional email from Larry Leonard to Paul Fluet is done. Ron Sandstrom discusses process and design of an unapproved project as an ineffective expenditure of time. Larry Leonard responds that he does not understand the issue. Ron Sandstrom outlines that all work is to be discussed and approved as a Board; not as one individual. This design for Muddy Beach has not been approved by the Board. Larry Leonard states asset management. Mike Smith adds that the project must be approved by the Board, not one Commissioner. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to send a notice to all vendors that no costs are to be incurred when work is not authorized by the Board. Mike Smith seconds the motion. Discussion on authorized work being sent from the office is held. Individual discussions with one Commissioner are not to incur charges. Mike Smith moves to amend the motion to include beginning today. Ron Sandstrom seconds the amendment. Larry Leonard states work being done is asset management. Nancy Cole informs the Board that the Asset Management Committee has not met and has not discussed pump replacement projects. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against this notice to vendors.

4. Administration

Ron Sandstrom outlines that a vote taken at the last meeting was not compliant with RSA 21-G:22. Ron Sandstrom adds that Larry Leonard should have abstained from the vote for compensation for individuals for work on Asset Management. Mike Smith makes a motion to rescind the vote for compensation on the isolation valve project. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining secondary to a conflict of interest. Discussion on establishing a meeting for the Asset Management Committee is held. Discussion is held on the Asset Management Committee making recommendations for the Board to consider on proceeding with the asset management project. Larry Leonard outlines his ideas on how to collect and update the information needed. Ron Sandstrom responds that he would like the Committee to have a meeting to review, discuss and create recommendations for the Board. Ron Sandstrom makes a motion to have the Board of Commissioners pre-approve all expenditures on asset management. Mike Smith seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining.

The total costs for the Oak Station pump replacement will be reviewed next Monday.

The next safety meeting is scheduled for June 24th.

The renewal for the Property and Liability Insurance for the District has been completed. All coverages and covered equipment are reviewed.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,492.41. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

The Water Usage fees collected to date are $161,878.00.

Accounts Payable

Mike Smith makes a motion to approve 22 checks for a total of $20,384.36. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 5-11 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of 5-18 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Larry Leonard states that the cleaning of the pump houses has been completed. Larry Leonard distributes work orders he created for water system projects. Mike Smith states that the 10 HP pump at Jungfrau is not to be relied on and that the Board should discuss with Engineer Paul Fluet. Discussion on setting up a conference call with Paul Fluet next Monday is held. Mike Smith adds that he would like confirmation of the priorities for the District. Mike Smith makes a motion to set up a conference call with Engineers Paul Fluet and Nick Sceggell for Monday. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard presents a purchase order for purchase of a SCADA program called XL Reporter. This program will be reviewed prior to authorizing purchase.

8. Signature Items

A letter to the homeowners of 19 Oak Ridge outlining restoration of the cut out created by the DPW in 2012 is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work orders will be on hold for further review.

Mike Smith makes a motion to approve a time off request. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Pictures of damage done to the pavement on Blinden Drive at the construction site for #12 have been submitted by Mark Graffam. Mike Smith makes a motion to send a letter to Glenn Builders including the photo for repair of the area. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ralph Lutjen has sent information on the building of a garden area in front of the office. Mr. Lutjen will be invited to attend an upcoming meeting to discuss the work with the Board.

The Loon Society has sent information on a new field Biologist who will be working with them this summer.

Nicole Linton has contacted the office with an offer to replace the basketball hoop and net that is broken at Eidelweiss Beach. The Linton’s will be asked to donate the item and the VDOE DPW will install.

10. Scheduled Appearances
11. Other Business

The Capital Reserve Fund articles approved at the Annual Meeting are being worked on.

NH Retirement System has sent a reminder of the rate increase that goes into effect July 1.

12. Public Comments

At 10:35 am Mike Smith makes a motion to take a 10 minute break. Ron Sandstrom seconds the motion and the motion passed 3-0.

Meeting resumes at 10:45 am.

At 10:55 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom 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/2015/07/CM060815.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 8, 2015

The Board of Commissioners met at 8:00 am on Monday, June 8, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Ian Hayes (water operator) and residents Ralph Lutjen and Ed Foley. 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 hear scheduled appearances first and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that work is being done on Huttwil. Ditching and graveling are being done. The speed bumps will be put in this week. The air conditioning in the road grader was repaired by Volvo last week. Discussion is held on the drainage basin at the back of the Huttwil parking lot that is being filled in. Ron Sandstrom questions the ability to be able to identify these items without documentation available on what was there. Ron Sandstrom makes a motion to have the office check for information on the placement of this drainage basin. Mike Smith seconds the motion. Discussion on locating historical information is held. Motion is called to a vote and the motion failed 1-2 with Mike Smith and Larry Leonard against stating to wait and see if needed and review then. Ron Sandstrom has distributed an updated road document. Discussion is held on compiling the information. A form for Kelly Robitaille to report work completed will be created by Ron Sandstrom. Discussion is held on inclusion of planned work within the information to be turned in. The document will be worked updated. Discussion on drainage at the entrance to Little Shore is held. The approved Warrant Article is discussed. Any work to be done in this area will have a work order created. Kelly Robitaille reports that some cold patching was done last week. Prices for sand are being looked at. Trash behind the playground will be picked up. Trash at the Chocorua pump house was picked up last week. Mike Smith makes a motion to send a letter to the homeowner across from DPW II regarding cleaning up the trash on the property. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to include a picture that Kelly Robitaille and bring to the office. Ron Sandstrom seconds the motion and the motion passed 3-0. Construction on Diessbach Drive is discussed. Ron Sandstrom has taken a picture that will be sent to NH Department of Environmental Services. Kelly Robitaille will check on the reported existence of a new driveway to the house across the street.

3. Water System Planning

Ian Hayes reports that he has completed the price list for the parts needed to rebuild the platform over the Sodium Bicarbonate tank. Cost is $200 and 4 hours of labor. Mike Smith makes a motion to approve $200 for parts for the Sodium Bicarbonate tank set up. Ron Sandstrom seconds the motion and the motion passed 3-0. The chemical injection room will be fully on line upon completion of this work. Ron Sandstrom outlines defining work and the ability to control costs. Discussion on structured budgets for all aspects of planned work is held. Ron Sandstrom makes a motion to include not exceeding totals on all future work orders. Mike Smith seconds the motion and the motion passed 3-0. Completing work in a timely basis is discussed. Change of scope during a project and the increases in time to complete that can result is discussed. Mike Smith makes a motion to have Ian Hayes complete the chemical injection room work by June 29. Ron Sandstrom seconds the motion and the motion passed 3-0. The pressure readings from the PRV pits have been turned in and will be sent to Engineer Paul Fluet. A discussion with Paul Fluet is scheduled for next week’s meeting. Ian Hayes will attend. Spare parts inventory has been received. The metal detector is discussed. Approximately $700 would be the cost for replacement. Mike Smith makes a motion to approve ordering of a replacement metal detector not to exceed $1,000. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Nancy Cole request Paul Fluet have a specification for a recommended transducer for the Muddy Beach Wells for next week. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion turns to the needed work on Muddy Beach Well #2 and warranty for the pump as it is less than a year old. Should the work be covered under warranty, would that coverage include the labor to pull the pump? Ian Hayes states that the issue does not appear to be the pump; sediment in the well blocking the inlet is the most probable cause. Flushing of the well is estimated to cost $2,000; labor to pull the pump is estimated at $1,200 and time allotment for Ian Hayes is estimated at $400. Mike Smith makes a motion to approve the work for Muddy Beach Well #2 at a cost not to exceed $3,600. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to obtain a cost estimate from Electrical Installations (EII) for addition of a well transducer to the SCADA system. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to obtain pricing for replacement booster pumps and control panels at Muddy Beach station. Ron Sandstrom seconds the motion. Discussion ensues on the order of projects. Motion is called to a vote and the motion failed 1-2 with Mike Smith and Ron Sandstrom stating this should wait until discussed with Engineer Paul Fluet next week. The water system and DPW well as the primary source for the system is discussed. Jungfrau station as the critical path for ability to supply water is discussed. Discussion is held on the need for input from Tom Therrien of EII on radio and antenna needs is discussed. Estimates are also needed. The chemical injection room is discussed. Mike Smith makes a motion to approve $400 for running of conduit from the Sodium Bicarbonate tank in the chemical injection room. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain and estimate from EII for completing the work in the chemical injection room. Ron Sandstrom seconds the motion and the motion passed 3-0. A railing for the unused chemical pit in the chemical injection room is to be quoted. The option of placing a platform over the open pit is discussed. Mike Smith makes a motion to have the office contact the Madison Fire Department for requirements for fire rating of a platform. Ron Sandstrom seconds the motion and the motion passed 3-0. The creation of a bid specification for the tank inspection and lining project is discussed. Nancy Cole will work with Larry Leonard on this. Discussion is held on a project manager for this project. Mike Smith makes a motion to have the office work on obtaining available persons and pricing. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against stating it is premature to do this at this time. The program XL reporter that is available for the SCADA system to compile report information automatically is discussed. The program will be reviewed for possible purchase this fall. Oak Station is discussed. Mike Smith makes a motion to request the as built information from Ian Hayes. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

A safety meeting is scheduled for June 24.

Drainage at 4 Little Loop is discussed. Mike Smith makes a motion to have Paul Fluet review the drainage in this area. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Paul Fluet review the intersections at Interlaken and Diessbach; Little Shore and Eidelweiss; and Geneva Hill on Middle Shore. Ron Sandstrom seconds the motion. Larry Leonard discusses inclusion of updating the hydraulic model for the water system. Mike Smith moves to amend the motion to include this update. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion passed 3-0.

Three (3) picnic tables are expected to be available for pick up by the DPW this week.

Asset Management Grant tasks are in progress. Discussion on use of interns or students for hire on the data collection portion of the curb stop valve location project. Larry Leonard makes a motion to advertise for the position. Ron Sandstrom seconds the motion and the motion passed 3-0. Nancy Cole and Dinah Reiss will work on creation of the ad. Work on compiling available data and linking the information to the property map and lot numbers is being done. Ron Sandstrom makes a motion to give access to the database of valve locations to the asset management committee members. Mike Smith seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to copy the isolation book. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom will work on this.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,918.60. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

The daily water usage for May has been distributed.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 1 check for $835.64. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Mike Smith makes a motion to have the Asset Management Committee approve unanimously for any funds for an individual and submit the vote to the Commissioners. Larry Leonard seconds the motion. Discussion is held on pre-approval for an individual to be paid. Mike Smith moves to amend the motion to be a pre-approval. Ron Sandstrom seconds the motion to amend and the motion passed 3-0. Mike Smith makes a motion to establish the wage for asset management work at $12 per hour. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against the hourly rate.

Mike Smith reports that work on the outhouses at the beaches is progressing. Costs for repairs to this building may need additional review as the building has deteriorated since the original estimate was completed.

Mike Smith makes a motion to allocate $50,000 to offset taxes in August. Ron Sandstrom seconds the motion. Discussion ensues on cash flow and the Unassigned Fund Balance. Motion is tabled for a later date.

Ron Sandstrom makes a motion to move the weekly Commissioners meeting to Friday mornings at 9 am for July and August. Mike Smith seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to have Nancy Cole obtain pricing for vehicle tracking systems as time allows. Mike Smith seconds the motion. Discussion on the safety reasons for implementing this type of system is held. Motion is called to a vote and the motion passed 3-0.

8. Signature Items

A time off request is presented. Mike Smith makes a motion to approve the requested time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

NH Department of Environmental Services has sent the approval of the Asset Management Grant application. The signed documentation from the State will be sent.

David Maudsley has sent a picture of trash outside the Chocorua pump house, reporting it has been there for 10 days. The DPW was informed of the trash upon receipt of the information by the office and has cleaned up the area.

Clerk Jay Buckley has sent information on pending rate changes for Eversource.

Mark Graffam has sent information and a picture regarding established drainage in the Huttwil parking lot that is being filled in by the DPW. Discussion on awareness of drainage locations within the District and lack of documentation on the drainage is held.

The NH Municipal Association has sent the Legislative Bulletin.

10. Scheduled Appearances

Ralph Lutjen outlines the plan for creation of a garden in front of the office. The major work would be placement of the landscape timbers for the walkway. The Eidelweiss Property Owner’s Association (EPOA) would reimburse the District for the cost of the timbers. The walkway would be filled with gravel. Ralph Lutjen outlines that the EPOA volunteers would not be able to place the gravel, the DPW will be requested to perform that function if approved. The mulch that was picked up at the Madison Transfer Station is reported to have pine cones, sticks and debris mixed in. Ralph Lutjen will check the mulch prior to placing. Larry Leonard states that mulch can be purchased for $15 per ton. The DPW will also be asked to remove a taxus that is obstructing the view onto Rte 113 at the entrance garden. Kelly Robitaille requests that Ralph Lutjen be present for guidance if the DPW is to place the landscape timbers. This will be arranged. Snow plowing and the effects this garden may have on where the DPW puts snow in front of the building is discussed. Snow will need to be plowed to the other side of the access road. Placing of gravel in the walkway is discussed. Kelly Robitaille reports that the VDOE has gravel available that could be used. Ralph Lutjen outlines that the entire project for the DPW portion could be completed in one and ½ days. Mike Smith makes a motion to have Kelly Robitaille work with Ralph Lutjen on creation of the office garden up to 12 hours. Ron Sandstrom seconds the motion. Larry Leonard discusses addition of color to the garden at the entrance. Ralph Lutjen outlines that the garden was planted last summer; the first year is the hardest as some of the plants may not have survived the first winter. Some annuals could be added going forward. Motion is called to a vote and the motion passed 3-0.

Ed Foley discusses his application for water hook up at 29 Grachen Drive. Mr. Foley is informed that all additional information requested by the Engineer has been sent. No official pressure reading from the Engineer has yet been received. Original report is that the pressure will not be adequate to meet the requirements for hook up. Mr. Foley requests a refund of the application fee. Mike Smith makes a motion to refund $8,000 to Ed Foley. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business
12. Public Comments

At 11:30 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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