[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/06/CM051815.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
May 18, 2015

The Board of Commissioners met at 8:00 am on Monday, May 18, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Treasurer Dinah Reiss. 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

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

The Action list is reviewed and discussed.

2. Highway Department Report

A quote for a new cutting edge for the grader has been received in the amount of $229.54. Kelly Robitaille outlines that two cutting edges are desired. Mike Smith makes a motion to approve the purchase of two cutting edges not to exceed $500. Ron Sandstrom seconds the motion and the motion passed 3-0. Road work updates will be added to the database created by Ron Sandstrom. Kelly Robitaille reports that all equipment is in good shape. Little Shore was ditched on Friday and will be graveled and graded this week. Cold patch will be placed on asphalt roads with pot holes this week. Kelly Robitaille outlines issues with the pavement on Klausen. This area is in poor shape. Kelly Robitaille will discuss the area with Russ Lanoie for obtaining options to repair the area. The weld on the compacting roller is holding at this time. The work list for the upcoming week is discussed. The berm restoration at 19 Oak Ridge Road has been completed. Mike Smith makes a motion to send a letter to the homeowners stating work is complete and hope it meets expectations. Ron Sandstrom seconds the motion and the motion passed 3-0. The reconstruction of Oak Ridge Road is discussed. Nancy Cole asks the Board if the Engineers estimate for construction for the road should be ordered. This request will continue to be held. Estimates for roller rentals, should one be needed, are discussed. Nancy Cole will obtain estimates for review. The culvert at the end of Porridge Shore is discussed. This culvert will be cleaned. Discussion on the culvert located at 68 Eidelweiss Drive is held. This culvert is OK at this time. The culvert across from 68 Eidelweiss Drive will be cleaned.

3. Water System Planning

A follow up with Ian Hayes on the status of completing work orders will be done. A follow up will also be done on the quote for the metal detector. A quote is expected from Hartley Well for Muddy Beach Well #2 repairs. A follow up will be done with Paul Fluet on the transducers for the wells. Input from Paul Fluet on project plans is also expected. Discussion on the plans for projects and concern for the project cost for Muddy Beach is held. Ron Sandstrom makes a motion to follow up with Paul Fluet on the proposed project list. Mike Smith seconds the motion and the motion passed 3-0. Locating water lines under Oak Ridge Road as a project is discussed. Mike Smith makes a motion to hold this project. Larry Leonard seconds the motion and the motion passed 3-0. SCADA software is discussed. An upgrade is available to the software that will automatically compile the water usage information needed for reports to the NH Department of Environmental Services. Information on the software and costs will be obtained for review. Mike Smith makes a motion to update the hydraulic model for the water system upon receipt of the fifth water hook up application. Ron Sandstrom seconds the motion. Discussion on the priority of updating the engineer’s hydraulic model ensues. Cost of updating the model is discussed. Mike Smith moves to amend the motion to contact Paul Fluet and Ian Hayes for costs to update the model. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion, as amended, passed 3-0. The total costs for the Jungfrau and Oak station pump projects are discussed. Jungfrau costs are $5,179. Oak costs are close to $20,000. Discussion on ability to transfer funds from the Water Extension Fund or the Water System Capital Reserve Fund is held.

4. Administration

The next safety meeting is scheduled for June 24.
The DPW inventory has been drafted. Discussion on having the DPW team review and update the list is held. Ron Sandstrom makes a motion to have the DPW update the inventory list. Larry Leonard seconds the motion and the motion passed 3-0.
An update on Asset Management will be delivered at the EPOA meeting this Saturday. Larry Leonard will give the presentation. Slides will be developed. General update slides will be included for informing those present as to the current status of planned work. Discussion on scheduling an Asset Management Committee meeting is held.
The monthly water usage for April has been distributed.
An application for water hook up for the lot located at 29 Grachen Drive has been received. The information on the request has been submitted to Engineer Paul Fluet for approval. Mike Smith makes a motion to obtain the pressure readings at the gauge when water is turned on to a property and to note that reading on the curb stop location card. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Lodge is being worked on for correction of the water leaks and installation of the smoke detectors this week. The heat detectors in DPW II will also be installed this week.

The new beach signs have been installed.

A quote for the road work outlined in the approved Warrant Articles is being pursued.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 19 checks for a total of $7,366.06. 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

Larry Leonard discusses the level of the brook, stating that the level is very low.

Ron Sandstrom discusses attendance at the Local Officials Workshop sponsored by the NH Municipal Association last week. Ron Sandstrom makes a motion to pursue establishing pricing for separate email accounts for each Commissioner. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith discusses continued work on location of isolation valves within the VDOE. Scott Hayes of Iron Mountain is tentatively scheduled for Thursday, June 4 at 9:30 am. The intent will be to meet weekly for this work to be completed. Larry Leonard makes a motion to collect hours for reimbursement of the Commissioners from the Asset Management Grant. Mike Smith seconds the motion. Discussion ensues. Ron Sandstrom states he is against any model that includes payment to the commissioners. Mike Smith states that he is volunteering his time for this work and will not turn in hours for reimbursement. Discussion continues. Motion is called to a vote and the motion passed 2-1 with Ron Sandstrom against the motion to allow payment to commissioners. Mike Smith makes a motion to establish the rate at $13 per hour for reimbursement. Ron Sandstrom seconds the motion. Discussion ensues. Larry Leonard states that a higher reimbursement rate should be established. Mike Smith moves to amend the motion to a rate of $16 per hour. Larry Leonard seconds the amendment. Motion is called to a vote and the motion passed 2-0-1 with Ron Sandstrom abstaining from the vote as he is against the idea of paying commissioners for work done that benefits the VDOE. Mike Smith makes a motion to review the payment information, hours and rate in 60 days. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

A permit for construction of Dorfli Road is presented. Mike Smith makes a motion to approve the permit for construction of Dorfli Road. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Construction for 2 Splugen Place is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to the Town of Madison, Trustees of the Trust Funds to close the Expendable Equipment Trust Fund and withdraw all monies is presented. Mike Smith makes a motion to sign the letter to close the trust fund by withdrawing all funds. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter and form for voluntary correction of the address for the house listed as 31 Basil Street to 31 Saint Moritz Drive is presented. Mike Smith makes a motion to sign and send the letter and form for correction of this non-standard address. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

NH Municipal Association has sent the monthly News Link.

Part time snow plow operator Kevin Thomas has sent a Thank You to the Board for the end of season bonus he received.

10. Scheduled Appearances

Treasurer Dinah Reiss distributes and discusses the monthly cash flow report. $50,000 will be transferred from the Water Usage account to the Operating account. Delivery date of the ordered truck is discussed. Dinah Reiss will obtain the loan information and documentation needed. Jim Ramsey of Liberty International will be contacted for the delivery date.

11. Other Business

Classification change of Class VI roads to Class V roads is discussed.

12. Public Comments

At 10:10 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) Legal. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

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

At 10:15 am Mike Smith makes a motion to exit Non-Public Session and resume the public session. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Discussion is held on the next Commissioner’s meeting date. The meeting scheduled for June 1 will be moved to June 3 at 8 am in the District office. The meeting will be posted.

Mike Smith makes a motion to send for the Engineer’s Estimate of Construction costs for the reconstruction of Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:25 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/2015/06/CM051115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
May 11, 2015

The Board of Commissioners met at 8:00 am on Monday, May 11, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Ian Hayes (water operator) and Wes Smith of Thorne Surveyors. 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

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that trucks are in good condition. The grader has been worked on by Volvo. The air conditioning is not working in the unit. Chadwick-BaRoss will schedule recharging the system. No resolution has been found for the grader’s computer brake system alarm. All aspects of the braking system have been tested by the technician and are functional. New edge blades are needed for the grader. Kelly Robitaille will submit a purchase order. The roller weld did not hold. The option of leasing a vibratory compactor for the summer is discussed. Mike Smith makes a motion to have the office price rental costs per job and for the season. Ron Sandstrom seconds the motion and the motion passed 3-0. The fittings for the bucket connections on the backhoe are difficult to maneuver. Chadwick-BaRoss will be replacing the fittings. Ron Sandstrom outlines that the road status spreadsheet has been put into a sequel server database for ease of use. Ron Sandstrom distributes an updated printout. Discussion on updating of this form is held. Inclusion of upcoming work planned is discussed. Ron Sandstrom makes a motion to have Kelly Robitaille report weekly the work completed that week and the work planned for the next two weeks. Mike Smith seconds the motion and the motion passed 3-0.
Discussion on the use of work orders for larger projects and manners of determining when a work order should be used is held. Kelly Robitaille reports that at this time maintenance is being done. The information on work completed and planned will be brought to the office weekly. Cleaning of culverts, including driveway culverts is discussed. The year to date expenditures on the budget for part time employees and overtime are discussed. Stockpiling of sand is discussed. High Street Sand & Gravel will reduce the price per ton by $2.00 if the VDOE hauls the sand. Calcium Chloride is needed. Mike Smith makes a motion to approve the purchase of Calcium Chloride up to $1,200. Ron Sandstrom seconds the motion and the motion passed 3-0.

Discussion is held on last week’s water main break during the valve repair on Porridge Shore Drive. Ability to improve work flow going forward is held. The ability to minimize additional issues during work on the water system is discussed. Proper isolation of the affected area so as to minimize the resulting water outage and timely notice of the resulting water outage from the office were well handled. Location of, and addition of, isolation valves to be able to properly isolate areas is discussed.

Three picnic tables are needed. Mike Smith makes a motion to purchase three picnic tables. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to put the rafts out. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike smith makes a motion to put out the speed bumps. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to remove the spring load limit. Ron Sandstrom seconds the motion and the motion passed 3-0.

Broken water pumps for the water at the Lodge are discussed. Mike Smith makes a motion to hire a plumber to repair the Lodge water lines. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water System Planning

The year to date budget status for the water system is reviewed with water operator Ian Hayes.
Discussion is held on moving the Oak Station pump replacement charges to the Water System Extension Fund in the amount of $23,000. Ian Hayes discusses being part of all plans for projects. Having funds available for emergency work that may be needed is discussed. Ian Hayes reports that the chemical injection room should be fully on line this week. Combining work with other SCADA work is discussed. The bleeders have been turned off. The heat is off at all pump houses. Water system flushing will be posted for next Tuesday and Wednesday. The Pressure Reducing Valve pits will be cleaned and checked this week. Seasonal turn ons for the water system are being done. The delivery for the spare parts ordered recently is expected. The make and model of the proposed metal detector replacement will be sent by Ian Hayes. Transducer model for the wells has been requested from Paul Fluet, water system Engineer. Clearing of the pump for Muddy Beach Well #2 is discussed. Hartley Well will be scheduled to diagnose the issue. Ian Hayes discusses the rationale for locating the pipes along/under Oak Ridge Road. Though Granite State Rural Water offers the locating equipment and personnel free of charge, multiple dig sites would be needed along Oak Ridge to gain entry to the pipes. The option of having Granite State Rural Water attend an upcoming Commissioners meeting is discussed.

4. Administration

The next safety meeting is scheduled for June 24th.

The VDOE inventory list for the garages has been started. Discussion ensues on completing and verifying the list.

A meeting will be held on Saturday May 23 at 12:30 pm in the Lodge.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,708.92. 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 status of the water billing collections to date and remaining open accounts is reviewed and discussed. There are currently 93 accounts with an open balance.

5. Accounts Payable

2 checks for $1,684.83 are presented. Mike Smith makes a motion to approve 2 checks for a total of $1,684.83. Ron Sandstrom seconds the motion. Checks and invoices are reviewed; one is health insurance for the month and the other is the NH Retirement System contribution. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 5/4 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

Mike Smith makes a motion to have the office contact Rick Skarinka of NH Department of Environmental Services (DES) to determine if State Revolving Loan Fund monies through the DES program could be used to pave a road following water line replacement. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith asks the office to obtain the status of the Lodge smoke detectors and DPW II heat detectors. This will be followed up on. Mike Smith makes a motion to have Paul Fluet review the proposed order of water system projects. Ron Sandstrom seconds the motion. Discussion ensues. Mike Smith withdraws the motion for additional discussion next week.

Ron Sandstrom discusses caution needed to be used by an individual commissioner to not commit the VDOE.

8. Signature Items

A draft of a letter to the Town of Madison Selectmen requesting information on the status of the property located at 14 Aspen is presented. Mike Smith makes a motion to approve and sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A draft of a letter to resident Leanne O’Hara approving her request to occasionally park a coach up to 46 feet in length in the Huttwil parking lot is presented. Mike Smith makes a motion to approve and sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

The NH Municipal Association has sent the weekly Legislative bulletin.

Jay Buckley has sent a Thank You to the Board for posting the Valley Pride Clean Up day information.

10. Scheduled Appearances

Wes Smith from Thorne Surveyors is present to show the Commissioners what Thorne Surveyors could create for maps for the Asset Management System. Information that Thorne Surveyors has on file has been compiled. Discussion on the information on record and the information needed for the VDOE maps is held. Wes Smith outlines that surveyed lot lines are an example of information on record with Thorne that is not needed on the VDOE maps. Discussion is held on the ability to add the information available on curb stop locations to the maps is held. The valves would be added as an overlay. Marking items on the map as GPS location or calculated locations via color or some other means is discussed. Cost going forward and cost of the initial map creation is discussed. Wes Smith outlines that he would need to see the amount of information available in order to be able to compile the needed pricing. Pricing for four levels of potential service will be calculated: 1. Base map creation; previously quoted at $1,200; 2. Addition of VDOE data as overlay; 3. Field work of additional surveyed locations; 4. Ongoing costs for maintenance and updating of the maps.
Wes Smith recommends that he be allowed to review the Fluet Engineering information and the VDOE information on file for ability to complete the cost estimates and create a time line for completion of the initial project. Mike Smith makes a motion to have the office obtain the information from Paul Fluet and the curb stop card data for review by Wes Smith. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business

The Oak Ridge Road specification from the Annual Meeting was given to Bob Wirling last week.

12. Public Comments

At 11:10 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/2015/06/CM050415.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
May 4, 2015

The Board of Commissioners met at 8:00 am on Monday, May 4, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Clerk Jay Buckley. The meeting was taped for Madison TV by Tim Hughes.
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At 8:05 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Work was done on the road grader by Volvo on Friday. The cause of the braking system alarm is being corrected. Chadwick-BaRoss has offered to sell the defroster blower for the grader to the VDOE for $450.00. The installation is to be scheduled with warranty work. Mike Smith makes a motion to add the defroster motor to the next work scheduled not to exceed $500. Ron Sandstrom seconds the motion and the motion passed 3-0. Oak Ridge Road is discussed. Fluet engineering has sent a cost for development of the Engineer’s estimate of construction. Mike Smith makes a motion to approve up to $600 for creation of the Engineer’s Estimate for Construction. Ron Sandstrom seconds the motion. Discussion on the project is held. The intent to obtain the numbers and hold meetings to outline the project to the voters is discussed. The road design and specifications are discussed. Mike Smith moves to amend the motion to include a description of the specifications. Ron Sandstrom seconds the motion to amend. Discussion continues on verifying the specifications prior to creating an estimate to construct the project. Motion is called to a vote and the motion failed 0-3. Ron Sandstrom makes a motion to obtain the specifications used for the road construction. Mike Smith seconds the motion and the motion passed 3-0. Kelly Robitaille joins the meeting in progress. The rabid raccoon on Huttwil Drive that he had been watching as requested by the Police until an officer was on scene has been taken care of by the Madison Police. Kelly Robitaille reports that the Volvo technician will be returning to finish the corrections to the computer causing the brake system alarm on the road grader. Volvo will also be working on the backhoe as the attachment point for the bucket has seized. Part time employee and grader operator Tony Eldridge will be in this afternoon to grade Eidelweiss Drive. The spreadsheet for road work will be updated on a weekly basis. The next area for grading and graveling will be to complete the Chocorua View, Basil, St Moritz section that was started last week. Grachen Drive, Salins and Bristenstock will follow. Grachen also needs ditch work will be completed. Culvert repairs and cleaning are being handled as each road segment is worked on. Discussion on predictive modeling of gravel costs for road work is discussed. Planning and execution of a plan for road work is discussed. The old shed in the DPW yard is discussed. The Town of Madison has stated that the transfer station is unable to accept this amount of construction debris. A price for delivery of a construction dumpster could be obtained. Alternatives such as obtaining a burn permit are discussed. The metal will be removed and brought to North Country Recycling. The fire scene at 14 Aspen is discussed. Mike Smith makes a motion to send a letter to the Town of Madison requesting an update on the status of making the scene safe. Ron Sandstrom seconds the motion and the motion passed 3-0. The upper section of Oak Ridge Road where the pavement was removed Patchwork repairs could be made to Klausen and Oak Ridge. The area will be reviewed and discussed further.

3. Water System Planning

Ian Hayes will be at next week’s meeting. Within the budgets, funds expended this year on the Oak pump replacement project and the Jungfrau pump replacement project have been charged to pump house repairs. Some of these expenditures will be moved to the Water Extension Fund. Information from the water operator requesting the status of projects will be requested by email. The requirements for the State Revolving Loan Fund for the tank lining project are discussed. Discussion is held on establishing milestones for the project and a timeline for completion is held.

4. Administration

A safety meeting is scheduled for Wednesday at 12:30.

Expenditures to date for the Jungfrau pump replacement completion and the Oak pump replacement project are distributed and discussed. Charges from Electrical Installation for the SCADA programming are outstanding and will be added to the project costs when received.

Larry Leonard outlines an inventory sheet which has been established for tracking inventory in the DPW garages. Discussion on the level of information to be collected is held. Basing the list on the cost of items is discussed. Ability to update and maintain the list is discussed. Ron Sandstrom makes a motion to track inventory with a value of $100 or more. Larry Leonard seconds the motion. Discussion on the need for this information is held. Motion is called to a vote and the motion passed 2-1 with Mike Smith against this project.

The fuel reconciliation is being worked on.

Ron Sandstrom states that he will not be available on May 23rd.

Asset Management grant tasks are being worked on.

Norm Garside of Garside Construction is expected this week to begin work on the beach outhouses. The beach signs are expected this week.

Paul Fluet has responded to the request for information on the intersection of Diessbach and Interlaken. Paul Fluet will be asked to review the area the next time he is in the District.
5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 7 checks for a total of $9821.99. 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 4/22 are reviewed. Larry Leonard 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 4/22 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 4/27 are reviewed. Mike Smith makes a motion to approve the minutes with correction of the typographical error of house to hose. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Larry Leonard discusses a spreadsheet that he is putting together to track DPW planned work and scheduling.

Ron Sandstrom discusses the pond level. Removal of a board from the dam is normally done in spring. Ron Sandstrom makes a motion to pull a board from the dam. Mike Smith seconds the motion. Discussion on the lack of rain recently or predicted is held. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against removing a board.

Mike Smith makes a motion to begin the beach cleaning. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Work Order 1072 for summer water turn on at 55 Oak is presented. Mike Smith makes a motion to approve and sign the work order. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1073 is presented. Mike Smith makes a motion to approve and sign the work order. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1074 for restoration of the berm on the property of 19 Oak Ridge is presented. Mike Smith makes a motion to approve and sign the work order. Ron Sandstrom seconds the motion and the motion passed 3-0.

Times off requests for Nancy Cole are presented. Mike Smith makes a motion to approve May 15th. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve May 26 – 29. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Resident LeeAnn O’Hara has requested permission to park a coach on occasion at the Huttwil parking lot. The coach to be parked may be up to 46 feet. Mike Smith makes a motion to approve the request and the coach is to be parked in the back corner of the lot. Ron Sandstrom seconds the motion and the motion passed 3-0. A letter of approval will be prepared for next week.

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

The NH Municipal Association has sent the weekly Legislative Bulletin.

The NH Municipal Association has sent the monthly News Link. Outlined is information relating to the change of PSNH to Eversource. Increasing of the stranded electric costs and delivery costs targeted customers who purchase electricity from third party suppliers has been proposed to the Utilities Commission.

10. Scheduled Appearances
11. Other Business

Nancy Cole and Treasurer Dinah Reiss will be attending the Government Finance Officers seminars Thursday and Friday of this week.

Larry Leonard will be attending the Granite State Rural Water Association Line location and Leak Detection seminar on May 12.

Ron Sandstrom will be attending the Local Officials Workshop by the NH Municipal Association on May 15.

Updating the spreadsheet for the road work being done is discussed. The size of the spreadsheet and the information contained within are discussed. Larry Leonard requests a simplified summary that could be printed. Defining the terms of “fair”, “poor”, and “good” as relating to road conditions is needed.

Water billing collections to date are discussed. A report will be prepared for next week.

An outline of the Commissioners meeting scheduled for May 23rd will be developed.

Ron Sandstrom will work on providing the costs to supply the DPW with email and a manner of accessing it.

12. Public Comments

At 10:35 am Mike Smith makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/06/CM042715.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
April 27, 2015

The Board of Commissioners met at 8:00 am on Monday, April 27, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Clerk Jay Buckley. 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

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that all equipment is in good shape. The water turn on at the entry garden will require use of the backhoe to dig the valve. This will be scheduled. Alternate sites to access water may be looked into if needed. Mike Smith offers use of the hose at his house if necessary. Shoulder work is being completed on roads. Overall the roads are in good shape. The York rake is being used where appropriate. Discussion is held on the intersection of Interlaken and Diessbach. This area will be checked for resolution of the standing water that is there every spring. Jay Buckley states that this area was looked at by the Engineer a few years back and that a solution had been outlined but not implemented. This will be checked on. Mike Smith makes a motion for the office to locate the documentation on the proposed repair. Ron Sandstrom seconds the motion and the motion passed 3-0.
Discussion on drainage needs in this low lying wet area continues. Damaged culverts are being checked for repairs. Two are noted on Porridge Shore with another on Middle Shore. Kelly Robitaille will check these culverts and report. The road list that was updated April 7 will be redistributed. The shed in the DPW yard is discussed. Mike Smith makes a motion to take off the metal roof for recycling and to remove the remainder of the debris. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain a price for a roof over the sander rack. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom outlines that a budget review will be done next week. Kelly Robitaille and Bob Goddard of the highway department will both attend. A safety meeting is scheduled for Wednesday. Mike Smith states this may be changed, he will notify.

3. Water System Planning

The total costs to date for the Oak station pump replacement project and the Jungfrau pump replacement will be calculated for next week. Completion of the SCADA work at Oak station will be followed up on. The quote for the transducers for the wells is discussed. Mike Smith makes a motion to have Paul Fluet specify the transducers for the Muddy Beach wells. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against this engineering cost being incurred. Ian Hayes will be notified that this request is being sent to Engineer Paul Fluet.

4. Administration

A safety meeting is scheduled for Wednesday.

Valley Pride information was attempted to be posted on the website last week. The post would not load into the computer. Ron Sandstrom has updated the website and the post will be placed on the site today. The sandwich notice board will be placed at the Huttwil parking lot and a notice for Valley Pride will be posted there as well.

The inventory lists for DPW equipment will be developed going forward. Discussion is held on creating the list and maintaining it once created. Larry Leonard states that he would like to put a start date onto this project. This will be discussed with the DPW crew next Monday.

Thorne Surveyors will be rescheduled for delivery of the Asset Management information they have developed for the VDOE.

Mike Smith will contact Scott Hayes for available times to continue with the location of isolation valves within the District. June will be targeted for this project.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,422.60. 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.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ron Sandstrom discusses the “No Parking between signs” signs that are located in varying areas of the District. There are no corresponding signs in any area that outline a no parking zone. Administrator Nancy Cole outlines that these signs were placed many years ago and never removed.

8. Signature Items

Work Order 1069 for summer water turn on is presented. Mike Smith makes a motion to sign the Work Order. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Driveway Permit for Construction for 59 Oak Ridge Road is presented. Mike Smith makes a motion to sign the Permit. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on the date referenced on the Permit form. This will be checked. Compliance with the Driveway Ordinance will also be referenced.

9. Correspondence

Clerk Jay Buckley has submitted information on the DES program for home owner storm water management.
10. Scheduled Appearances

Jay Buckley distributes information on the NH Department of Environmental Services program “Soak up the Rain”. This program is a storm water management program for homeowners. Making the information available for homeowners is discussed. Ron Sandstrom makes a motion to add the information to the website. Mike Smith seconds the motion and the motion passed 3-0. Discussion on drainage at Geneva Beach is held. An attempt to purchase the vacant lot next to #7 Middle Shore was unsuccessful a few years back. Mike Smith makes a motion to obtain the owner’s information and the tax assessment information. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business

Ron Sandstrom discusses the property at 19 Oak Ridge and the request to reconstruct the berm that was removed by the DPW in 2012 discussed last year. A work order will be created for next week.

12. Public Comments

At 9:10 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
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/06/CM042215.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
April 22, 2015

The Board of Commissioners met at 8:00 am on Wednesday, April 22, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.
[expand title="More Text"]
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the Top Kick was picked up by Liberty International on Monday. Tony Eldridge was in on Friday and the roller has been welded. Once water is available, the weld on the roller will need to be tested. Asphalt roads are being swept. Gravel roads are being prepped for grading. Tony Eldridge is available on Mondays, Thursdays and some Fridays. Basil was graded and graveled last week. Overtime hours during the summer months for highway personnel is discussed. Overtime would be used to maximize the benefit of Tony Eldridge’s hours operating the grader. Scheduling would be weather permitting. The lack of running water in this building is discussed. The roller cannot be filled nor can the water tank. Mike Smith makes a motion to have the water turned on at the entry garden. Ron Sandstrom seconds the motion and the motion passed 3-0. The heavy rain from the other night is discussed. The overflow culverts on Burgdorf were blocked by a tree branch. Some water went over the road in this area. The culverts were cleared and no damage to the road was done. Discussion is held on the inlet of the bottom culvert on Burgdorf. This culvert needs to be repaired. This will be looked at over the summer months. The intersection of Diessbach and Interlaken is discussed. Drainage in this area should be improved and will be looked at. An exposed valve cover on Porridge Shore is discussed. Mike Smith makes a motion to dig the area and cut & re-cover the pipe below grade. Ron Sandstrom seconds the motion. Discussion on doing this work, potential closing of three small roads while work is completed, and the project overall is held. Motion is called to a vote and the motion passed 3-0. A work order will be produced.
The recent update to the road list and work planner is discussed. This document will be redistributed for review and discussion.
Kelly Robitaille is informed that a tree has been marked across from Porridge View Drive as a potential location for placement of the mirror purchased by John Lynch, a resident of Porridge View. The location will be checked.

3. Water System Planning

The SCADA work needed at Oak station is discussed. This work has not yet been completed. Tom Therrien of Electrical Installation will be followed up with. The work in the chemical injection room is progressing. The Sodium Hydroxide is on line. The Jungfrau pump has been leveled. The spare parts inventory has been ordered. Quotes are expected for transducers that will be placed into the Muddy Beach Wells. A recommendation and quote is expected for replacement of the metal detector. Maintenance agreement options for a contract with Electrical Installations are discussed. Tom Therrien will be scheduled for a discussion with the Commissioners. Intermediary costs for alternative options will be requested prior to the discussion occurring. Treasurer Dinah Reiss discusses the State Revolving Loan Fund, outlining that the program is on a reimbursement basis. Specific bid processes and contract requirements are in place for use of these funds. Mike Smith makes a motion to get the parameters required for the State Revolving Loan Fund. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

Cleaning of the pump houses is discussed. Amy Thompson has responded that she will clean the pump houses for a rate of $13 per hour. Mike Smith makes a motion to hire Amy Thompson to clean the pump houses and office. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he is related to Ms Thompson. Mike Smith makes a motion to have the cleaning for the pump houses and office done quarterly. Ron Sandstrom seconds the motion and the motion passed 3-0.

Valley Pride Clean Up day is Saturday May 2.

Thorne Surveyors are expected as a scheduled appearance April 27th.

An office procedure manual is being developed.

A request for Permit for Driveway Construction has been received for 59 Oak Ridge Road. Requirements for reconnecting the original driveway are discussed. Ron Sandstrom discusses placement of a channel drain into the current opening in the pavement. Mike Smith makes a motion to approve the application with all construction costs to be paid by the homeowner at the altering of an existing driveway cost of $75.00. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to require a channel grate, the same ratings as the one placed in the existing driveway, and to have a Driveway Permit for Construction ready for next Monday’s meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 21checks for a total of $16,733.20. 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 4/13 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom announces that Kennett High School finished 16th overall in the World Championships for robotics.

Mike Smith discusses that it is time to turn off the heat in the pump houses.

8. Signature Items

The final application for the State Revolving Loan Fund is presented. Mike Smith makes a motion to approve and sign the application. Ron Sandstrom seconds the motion and the motion passed 3-0.

Exhibit A and B of the Asset Management Grant paperwork are presented. Ron Sandstrom makes a motion to sign the paperwork. Mike Smith seconds the motion and the motion passed 3-0.

A letter to the new owner of 24 Interlaken is presented. The letter notifies the owner of the outstanding balance due on the property for water usage fees which were not collected at the time of the closing as the VDOE was not contacted prior to the transfer. Mike Smith makes a motion to sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1066 for placement of a stop sign and road names at the intersection of Appenvel Way and Eidelweiss Drive is presented. Mike Smith makes a motion to sign the work order. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1067 for turning off of the water system bleeders is presented. Mike Smith makes a motion to sign the work order. Larry Leonard seconds the motion and the motion passed 3-0.

Work Order 1068 for checking and cleaning of the Pressure Reducing Valve (PRV) pits for the water system is presented. Mike Smith makes a motion to sign the work order. Larry Leonard seconds the motion and the motion passed 3-0.

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

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results. All results clean.
Attorney Dan Crean has sent his schedule for the next month.
NH Municipal Association has sent the monthly Legislative Bulletin.
NH Municipal Association has sent the weekly NewsLink.
Luis Adorno of NH DES has reviewed the Asset Management Grant paperwork.

10. Scheduled Appearances

Treasurer Dinah Reiss presents a cash flow analysis. Average monthly expenditure is based on the average of 2014 expenditures. The spreadsheet is reviewed and discussed. Approved expenditure planning for available cash flow is outlined. Dinah Reiss states that the Commissioners have direct control over the timing of expenditures for projects. Discussion on the potential need for a Tax Anticipation Note (TAN) this fall is held. The spreadsheet will be updated monthly to reflect actual bank balance and monthly expenditures. Discussion is held on the frequency that the Board would like to receive updates as this tool is being provided for their use. Ron Sandstrom makes a motion to update and distribute the spreadsheet monthly. Mike Smith seconds the motion. Mike Smith moves to amend the motion to include adding the Capital Reserve Funds and Water Extension Fund. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0. The Commissioners thank Dinah Reiss for her work in creating this document.

The Treasurers agreement for tax payments from the Town of Madison is discussed. Dinah Reiss outlines that she intends to recommend altering the agreement so that the VDOE receives payment 30 days after the due date of the taxes to the Town. Dinah Reiss has requested an appointment with Town of Madison Treasurer Catherine Tilton.

11. Other Business
12. Public Comments

At 10:00 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters. Ron Sandstrom seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to give each part time snow plow operator a bonus of $300. Ron Sandstrom seconds the motion. Mike Smith moves to amend the motion to $300 for Paul Costello and Kevin Thomas and $200 for Peter Graham. Ron Sandstrom seconds the motion to amend. Motion as amended is voted and the motion passed 3-0.

Mike Smith makes a motion to follow up with employees on status of health insurance. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:10 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 vote 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/2015/06/CM041315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
April 13, 2015

The Board of Commissioners met at 8:00 am on Monday, April 13, 2015. In attendance were Commissioners Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Ian Hayes (water operator) and resident Gloria Aspinall. 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 Commissioner Larry Leonard.

1. Agenda

Mike Smith makes a motion to approve the agenda as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that all equipment is in good shape. The sander and plow equipment will be removed from the Ford 550 this week. The Top Kick is scheduled for pick up this Friday. The truck will be cleaned prior to pick up by the dealership. Asphalt roads will be swept this week. Shoulder work along asphalt roads will also be done. The area of 48 Little Shore will be checked for water running across the street. Discussion is held on the use of cold patch on Eidelweiss Drive near Rte. 113. Shimming the area with asphalt is discussed as an option. The roller will be scheduled for repair. The road grader will have a service scheduled with Volvo. The option of adding a defroster blower to the road grader is discussed. Updated pricing for the blower motor is expected. Mike Smith makes a motion to have the office create a maintenance schedule of all equipment. Larry Leonard seconds the motion. Discussion is held on the DPW crew tracking the hours on the equipment to notify the office when maintenance needs to be scheduled. Mike Smith withdraws the motion.

3. Water System Planning

Ian Hayes reports that the meters at Oak Station are not accumulating readings properly. This will be worked on. The Sodium Hydroxide pump is on line and functioning properly. The Sodium Bicarbonate is not on due to lack of running water in this building to fill the tank. The power supply to the bicarbonate pump will be checked. Discussion turns to SCADA communication failures at Muddy Beach. Ian Hayes outlines that the programming that would be required to shut down the booster pumps during a communication failure is more difficult than was thought. Tom Therrien of Electrical Installation has stated that this would require extensive programming changes to the SCADA system. The diagnosis and repair of Muddy Beach Well #2 will be scheduled with Hartley Well once the area around Muddy Beach pump house can be accessed with the needed equipment. The cost of adding a transducer to the well while it is open will be obtained. A transducer for well #1 will be added going forward. Well #2 will be flushed by Hartley Well following the diagnosis and repair of the pump. Access to the well head will be checked as it may require some work prior to the work being done. Discussion is held on locating the water lines under Oak Ridge Rd. Ian Hayes will contact Granite State Rural Water to check on the available options for completing this task. Mike Smith makes a motion to excavate the isolation valves at the intersection of Saint Moritz and Oak Ridge Road for pictures of the electrical conduit and access to the water lines for locating. Larry Leonard seconds the motion. Discussion ensues on the process and procedure to be followed. Mike Smith moves to amend the motion to include Nancy Cole coordinate the project. Larry Leonard seconds the amendment. Motion is called to a vote and the motion passed 2-0. The suggested inventory supply list is reviewed. Mike Smith makes a motion to approve up to $3,500 for inventory. Larry Leonard seconds the motion and the motion passed 2-0. A location for storing pipes is discussed. The pipe rack at the Cabana is discussed. Alternate locations are discussed. The primary storage need is 3” pipe of varying materials. Organization of the water room in DPW II is needed. Ian Hayes estimates one day to organize and clean the water room. Mike Smith makes a motion to approve up to $400 for organizing and cleaning of the water room. Larry Leonard seconds the motion and the motion passed 2-0. Proceeding with the Asset Management project is discussed. Ian Hayes states that information flow and coordination of tasks should be done. Spring work to be scheduled is discussed. Mike Smith makes a motion to shut off the heaters in the pump houses. Larry Leonard seconds the motion and the motion passed 2-0. The year-to-date water budget is reviewed and discussed. Projects to be planned this year and funding of these projects are discussed. Drainage in the area of Reinach station will be checked. The metal detector should be replaced. Ian Hayes will provide information for review on a recommended replacement.

4. Administration

A safety meeting is scheduled for 4/29.

The fuel reconciliation will be worked on this week.

The list of persons available to clean the pump houses with hourly rates will be completed this week.

The paperwork required for the Asset Management Grant is in process.

Work on the Asset Management projects is in process.

The payroll report is presented for review. Mike Smith makes a motion to approve payroll in the amount of $5,409.00. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable
6. Minutes

The minutes of the Non-Public session of 3/27 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The minutes of 4/6 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith requests the updated equipment inventory be sent to the Board.
Mike Smith requests the VDOE contact list of personnel be sent to the Board.
Mike Smith discusses cash flow. Nancy Cole informs the Board that the cash flow spreadsheet is being worked on by herself and Treasurer Dinah Reiss. Treasurer Dinah Reiss will be presenting the information to the Board next week.

8. Signature Items

Work order for repair of the roller is presented. Mike Smith makes a motion to approve the work order. Larry Leonard seconds the motion and the motion passed 2-0.

Purchase order for gravel is presented. Mike Smith makes a motion to approve the purchase order. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

Jay Buckley has sent information on Valley Pride Clean Up which is being held on May 2. Mike Smith makes a motion to place the information on the website. Larry Leonard seconds the motion and the motion passed 2-0.

The NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances

Resident Gloria Aspinall questions replacement of the road sign for the intersection of Appenvel Way and Eidelweiss Drive. Ms. Aspinall is informed the pole and signs were ordered and received last fall and will be installed once the frost is fully out of the ground.

11. Other Business
12. Public Comments

At 9:50 am Mike Smith makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/04/CM033015.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 30, 2015

The Board of Commissioners met at 8:00 am on Monday, March 30, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Kelly Robitaille (highway), Clerk Jay Buckley, Jim Ramsay of Liberty International, and Bob Hackett of HP Fairfield. The meeting was taped for Madison TV by Tim Hughes.

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

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that equipment is good. The sander and plows are recommended for removal from the International for hauling gravel. Gravel is needed for the edges of paved roads. Mike Smith makes a motion to remove the plows and sander from the International for hauling gravel. Ron Sandstrom seconds the motion and the motion passed 2-0. Speeding is reported along Eidelweiss Drive in the area of the Huttwil mailboxes. Mike Smith makes a motion to have Nancy Cole contact the Madison Police for use of the speed wagon. Ron Sandstrom seconds the motion and the motion passed 2-0. Potholes are forming at the intersection of Eidelweiss Drive and Rte 113. Discussion on repairs is held. Inclusion of this area in a plan for summer road work is held. This will be looked at. Discussion is held on the timing for a systematic road review to be completed. Grader paving is discussed. Shoes would need to be fabricated for the new grader to be used for placing asphalt. Sand and salt supplies are good. A bulk purchase of sand will be looked into. The road list will be updated by Kelly Robitaille for next week. Ability to plan for road work needed. Damaged culverts will be listed for repairs. Road work from the approved Warrant Articles is being for planning of the work. The current lists of roads will be compiled into 1 list for updating. Establishment of an email for the highway personnel is discussed. Ron Sandstrom makes a motion to establish an email account for Kelly Robitaille. Mike Smith seconds the motion and the motion passed 2-0. Ability to access the account is discussed. Purchase of a tablet or smart phone for is discussed. Mike Smith makes a motion to approve up to $300 for equipment purchase. Ron Sandstrom seconds the motion. Discussion on various equipment that is available and price ranges for this equipment is held. Mike Smith makes a motion to amend the motion to get pricing for equipment. Ron Sandstrom seconds the amendment and the motion, as amended, passed 2-0. Mike Smith outlines discussion form the safety meeting last week on having the Town of Madison Fire Chief review the buildings for Eidelweiss once the heat detectors for DPW II and smoke detectors at the Lodge are completed.

3. Water System Planning

Tom Therrien of Electrical Installations is expected this week to update the SCADA programming. Ian Hayes will be asked for the status of the Jungfrau pump leveling, pH numbers and spare parts list.

4. Administration

Safety meeting was held last week.
Diesel log reconciliation will be completed for April 13.
Asset Management is in process.
An office procedures manual will be worked on. The list of monthly responsibilities will be distributed to the Board.

The payroll report is presented. Mike Smith makes a motion to approve payroll at $5,509.25. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable
6. Minutes

The minutes of March 9 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of March 16 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of March 23 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of the non-public session of March 23 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
8. Signature Items

2015 Warrant for Collection of Water rates is presented. Mike Smith makes a motion to approve and sign the document. Ron Sandstrom seconds the motion and the motion passed 2-0.

Vote Certification for pursuit of matching grant through NH DES for asset management is reviewed. Clerk Jay Buckley signs the form.

Vote Certification for approval to accept and expend revolving loan funds through NH DES for the tank inspection and lining is reviewed. Clerk Jay Buckley signs the form.

Application to pursue State revolving loan funds is reviewed. Mike Smith makes a motion to sign the form to pursue the loan. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

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

Clerk Jay Buckley has sent information on a local water line replacement project to show the current costs of replacing water lines is $150/foot. Placement of water lines in a location other than under pavement, such as under a road shoulder, is discussed.

NH Municipal Association has sent the weekly legislative bulletin.

10. Scheduled Appearances

Clerk Jay Buckley apologizes for not being in attendance at the reconvened session of the Annual Meeting. He was at a fire call. A Clerk’s guide book has been developed and is turned in. A list of the URL’s for the websites containing the information will be compiled so that the most up to date forms will be used each year. Discussion is held on placing an Article on the 2016 Warrant to have the Clerk be elected for a two year term.

Bob Hackett of HP Fairfield and Jim Ramsay of Liberty International join the meeting at 9:30 am. The proposed International Terra Star truck and outfitting of said truck are discussed.
Items that can reduce the cost are reviewed and discussed. Items that have been marked for removal from the quote by Kelly Robitaille are outlined and discussed. The revised quote will be sent to the office today. Information on available tires will be sent to the office today. The pinnell plate and hook will be removed from the HP Fairfield quote as this truck will not be used to tow a trailer. Bob Hackett states the savings will be $1,000 for this reduction. Mike Smith makes a motion to purchase the truck with outfitting for a total of $109,590. Ron Sandstrom seconds the motion and the motion passed 2-0. Trade of the Top Kick for offset of purchase price is discussed. Mike Smith makes a motion to have Liberty International take possession of the Top Kick April 17, 2015. Ron Sandstrom seconds the motion and the motion passed 2-0. Fully outfitted truck is expected for delivery to the District early September, 2015.

11. Other Business

Beach signs are discussed. Pricing has been distributed for review and approval. Mike Smith makes a motion to approve the purchase of 6 top signs for the beaches. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve the purchase of 5 bottom signs. Ron Sandstrom seconds the motion and the motion passed 2-0.

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

12. Public Comments

At 9:15 am Mike Smith makes a motion to recess the meeting until the arrival of Jim Ramsay and Bob Hackett. Ron Sandstrom seconds the motion and the motion passed 2-0. Filming is stopped at this time.

At 10:20 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/04/CM032315.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 23, 2015

The Board of Commissioners met at 8:00 am on Monday, March 23, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Jim Ramsey of Liberty International. The meeting was taped for Madison TV.

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that a frayed wire was discovered in the Top Kick which was causing the alternator light to come on. The wire has been fixed. The Top Kick is being used for sanding as necessary. Possible rain this coming Thursday may create a need for sanding of the roads. Punch outs in snow banks are being created. All snow banks have been pushed back as far as possible. Salt and sand supplies are ok at this time; some sand may be needed next week depending on use later this week. A bulk purchase of sand was done a few summers back and may be done again this summer. One call from the answering service was received this weekend; however it was not delivered to highway on call personnel as the caller stated it was not an emergency. Kelly Robitaille is informed that Jim Ramsey of Liberty International is expected at 9:30 am. Kelly Robitaille will be called when Mr. Ramsey arrives.

Discussion is held on the financing for the truck. The loan will be in place prior to receipt of the truck so that the funds are available for payment upon invoicing by the dealership.

3. Water System Planning

The programming of the SCADA controls at Oak station is expected to be completed this week. Granite State Rural Water is expected this week to attempt to trace the lines from this building so as to try to locate the freeze point of the water lines. Work in the chemical injection room is continuing, both pumps have been repaired. Electrical Installation will be handling the SCADA interface to the chemical pumps. Ron Sandstrom questions if a pH meter exists that could be put in a holding tank. This will be looked into. The second gate valve at Jungfrau has been replaced. The station can now be isolated for leveling of the 20 HP pump. Discussion is held on cleaning of the pump houses. Larry Leonard suggests using DPW personnel to clean the stations. Mike Smith speaks against this idea; suggesting the cleaning of the stations be hired out for a minimum of twice per year. Mike Smith makes a motion to gather names for options for cleaning the pump houses. Ron Sandstrom seconds the motion. Discussion is held. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against subbing out this work.

4. Administration

A safety meeting will be held March 25.

Fuel log reconciliation completion is targeted for April 13.

Asset Management Grant application information and paperwork has been obtained and is in process of being completed.

State Revolving Loan Fund information and application paperwork has been requested but not yet received.

Water billing invoices are being worked on. The water rate is $390 and is due 5-1-15.

The cash flow spreadsheet will be worked on.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 29 checks for $54,882.05. Ron Sandstrom seconds the motion. Checks and invoices are discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Ron Sandstrom makes a motion to send the petitioned article for Oak Ridge Road to Paul Fluet to check if this work is consistent with the updated plan. Mike Smith seconds the motion. Discussion on performing this work is held. Motion is called to a vote and the motion passed 3-0.

Ron Sandstrom discusses creation of a policy for elected officials and family to not be eligible for hire for a paid position within the VDOE. Mike Smith makes a motion to have Nancy Cole draft a policy for review and discussion by the Board. Ron Sandstrom seconds the motion. Discussion on part time positions verses full time positions is held. Larry Leonard states that approval of payroll should be enough review. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against limiting available persons for project assistance.

Mike Smith makes a motion to approve paying the Moderator and Clerk for their work at the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Beach signs are discussed. The design will be completed this week.

An update of the status of negotiations with the Treasurer for the Town of Madison will be requested from Treasurer Dinah Reiss.
Mike Smith makes a motion to obtain a quote from Bob Wirling on the approved work on Middle Shore at Geneva Place. Ron Sandstrom seconds the motion and the motion passed 3-0.
8. Signature Items

Mike Smith makes a motion to sign the Purchase and Sales agreement for the articulating backhoe bucket. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve the MS 232. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve work order 1064 for a repair at 17 Big Loop. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve work order 1065 for repair of the valve and service line at 56 Bern Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

NH Municipal Association has sent the weekly Legislative bulletin. The Local Officials Workshop is being offered in Conway on May 15. Ron Sandstrom will attend the workshop.

NH Municipal Association has sent the monthly NewsLink.

10. Scheduled Appearances

Jim Ramsey of Liberty International has come to the meeting to discuss purchase of an International Terra Star. Lead time, truck options, pricing, and warranty are discussed. Outfitting of the truck by HP Fairfield is discussed. Bob Hackett of HP Fairfield is contacted by phone and will attend next week’s Commissioner’s meeting. Jim Ramsey will review all numbers for the chassis, note options that could be removed to reduce the price and will submit updated information for the Board to review. Warranty options will also be reviewed. Servicing of the truck by an International dealer for warranty work is outlined. Manchester or Maine are the two dealers that could be used to service the truck.

Lead time will be 90 – 120 days for the chassis followed by 6-8 weeks for the outfitting.

Trade of the Top Kick is discussed. Jim Ramsey will offer $10,000 if the truck is traded.

11. Other Business
12. Public Comments

At 9:05 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, Larry Leonard yea and the motion passed 3-0.

Mike Smith makes a motion to handle employee reviews Friday, March 27 at 10 am. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against an additional meeting.

At 11:10 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 vote 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/2015/04/CM031615.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 16, 2015

The Board of Commissioners met at 8:00 am on Monday, March 16, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present was Kelly Robitaille (highway). The meeting was taped for Madison TV by Tim Hughes.

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

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

The Action list is reviewed and discussed.

2. Highway Department Report

Difficulty in plowing spring snow due to the roads getting softer is outlined and discussed. The alternator light has come on in the Top Kick. Discussion on the option of obtaining a plow blade for the backhoe is held. Heaviness of machine limits use on the roads when they are wet. Mike Smith makes a motion to obtain an estimate on repairs for the Top Kick. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom informs Kelly Robitaille that no calls to the answering service were received during the storm. Kelly Robitaille reports that the old pumps and debris outside of Oak pump house have been removed. Discussion on repairs to muddy sections of road is held. Plans to use 6” stone covered in gravel for stabilizing an area as was done on Visp Road in 2011 are outlined. Sand and salt supplies are good. Mike Smith makes a motion to schedule the installation of the heat detectors in DPW II. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water System Planning

The platform has been installed at Oak station. The SCADA tie in is being scheduled. One of the gate valves at Jungfrau has been replaced. The second will be replaced this week. 2 low pressure calls and one no water call were received during the work. The water lines to this building are frozen. 125 of line were thawed and the ice was not removed. Granite State Rural Water has been contacted to trace the line for additional work. Water line to 56 Bern Drive is frozen on the VDOE side of the curb valve. The valve will be dug this week to thaw the line. Adding insulation above water lines is discussed.

4. Administration

A safety meeting will be held March 23.

Fuel log reconciliation completion is targeted for April 13.

Asset Management Grant application information and paperwork will be obtained and sent for review.

Discussion will be held on hiring of someone to clean the pump houses this spring.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,600.50. Ron Sandstrom seconds the motion. Report and time cards are discussed. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 5 checks for $1,148.16. Ron Sandstrom seconds the motion. Checks and invoices are discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes
7. Commissioners Reports

Ron Sandstrom makes a motion to send an email to the Town of Madison regarding the missing meeting videos on the Madison TV website. Mike Smith seconds the motion and the motion passed 2-0. Tim Hughes adds that he will also inquire.

Mike Smith makes a motion to approve and schedule the installation of smoke detectors at the Lodge. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to send flowers to the funeral of Dave Dempsey up to $100. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith delivers paperwork he had in a file on the inspection of the Reinach tanks completed in 2011. This will be distributed to the Board for review.

8. Signature Items

Mike Smith makes a motion to approve a time off request from Bob Goddard. Ron Sandstrom seconds the motion and the motion passed 2-0.

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

At 8:30 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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