[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/10/CM100316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 3, 2016

The Board of Commissioners met at 8:00 am on Monday, October 3, 2016. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also in attendance was Kelly Robitaille (hwy), Jeff DeMartino (hwy) and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

Larry Leonard 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

Kelly Robitaille states that two of the three trucks are inspected. The International 7400 is at Albany Service Center for inspection. Culverts were cleaned last week. A high-pressure pump was rented from Coleman’s. This pump was more effective than the pump currently owned by the District. Kelly Robitaille will price a pump for potential purchase that will more effectively work with the whirl-a-way nozzle for cleaning culverts. The new culverts are expected to arrive tomorrow for the work planned on Eidelweiss Drive and at 84 Oak Ridge. Culverts were purchased from Water Industries. The culvert installation at 84 Oak Ridge will occur this week. The culvert work for Eidelweiss Drive will be scheduled with Tony Eldridge. Kelly Robitaille is informed that the engineer will be in the District on Wednesday and a review of problem road areas will be completed. Saint Moritz at Basil and Oak Ridge at #19 are scheduled to be viewed. Other areas can be viewed as time allows. The rafts will be removed from the ponds this week. The rope fence will be taken down for winter plow operation preparation. The no parking signs at Boulder Beach will be removed for winter. Kelly Robitaille informs the Board that Brandon Drew of High Street Sand & Gravel will deliver sand and remove loads of debris on return trips. Cost per yard of sand will remain at $9.50. Coleman’s current price per yard of sand is over $10. Ron Sandstrom makes a motion to approve purchase of $4,000 of sand. Larry Leonard seconds the motion and the motion passed 2-0. Road data for work completed this year has been turned in. The data has been compiled into the database, which now has three years of road work information. The ad for part time snow plow operators will run again this week. The year to date budget is reviewed. Line items are discussed.

3. Water

Water operator Ian Hayes and SCADA programmer Tom Therrien will attend the meeting with the Engineer scheduled for this Wednesday at 10 am.

4. Administration

A safety meeting is scheduled for October 17.
Capital needs for the District are to be listed for review and discussion.
The requested outline for how to change the classification of a Class VI road to Class V has been distributed. Publishing the document on the policy page of the website is discussed. The document is read aloud by Ron Sandstrom. Larry Leonard makes a motion to put the document on the policy page of the website. Ron Sandstrom seconds the motion and the motion passed 2-0.
Security needs for the District is being reviewed by Pope Security. All buildings were reviewed. Recommendations for all buildings will be sent for review.
The August daily water usage has been revised with the Muddy Beach flow data.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 10 checks for a total of $6,503.80. Larry Leonard 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 September 26 are presented. Ron Sandstrom makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom highlights that an average of 30 emails are received each week from the office in preparation for the following week’s meeting. He states that he may occasionally not remember a specific email correspondence; but stating he does not remember it does not mean it was not received by the Board.
The road data spreadsheet has been updated by Ron Sandstrom for the asset management database.

8. Signature Items

Drafted response to the question raised by Suzanne Malkasian regarding 19 Oak Ridge Road is presented. Ron Sandstrom makes a motion to sign the letter explaining that 19 Oak Ridge did not receive a paved apron and culvert header as this address is outside the approved project completed this year. Larry Leonard seconds the motion and the motion passed 2-0. Discussion is held on scanning the letter and sending via email. Larry Leonard makes a motion to scan and email the signed letter. Ron Sandstrom seconds the motion and the motion passed 2-0.
A driveway permit for operation is presented. Ron Sandstrom makes a motion to sign the Driveway Permit for Operation with conditions as listed for 26 Diessbach Drive. Larry Leonard seconds the motion and the motion passed 2-0.
A time off request is presented. Ron Sandstrom makes a motion to approve Kelly Robitaille’s requested time off. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

The rental check for the Coleman Tower site has been received.
NH DES has requested all systems voluntarily test the water for the six (6) listed Perflourinated Compounds (PFC) by October 31. DES has been notified that the District will be budgeting this testing for the first quarter of 2017 and will report results at that time. DES has acknowledged the notification.
NH Department of Health and Human Services (NHDHHS) has sent a bulletin outlining blood testing that is being completed for 200 volunteer residents of the Merrimack Village Water District. This area has tested high for PFC’s in the water system.
NH DES is holding the annual Water Expo at the end of October.
NH Municipal Association has sent the bi-weekly News Link.
NHDHHS has sent the weekly arboviral bulletin. No additional positive results have been recorded for Eastern Equine Encephalitis or West Nile Virus.

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

Dinah Reiss suggests production and distribution of the process for building a new house. Having an outline available on the website would be helpful for persons looking for information.

At 8:52 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/10/CM092616.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 26, 2016

The Board of Commissioners met at 8:00 am on Monday, September 26, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy) and Colin Preece of Mountain Meadow Riders Snowmobile Club. The meeting was not taped by Madison TV.

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

1. Agenda

Ron Sandstrom makes a motion to hear scheduled appearances first and approve the agenda as presented. 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 asphalt patching was done last week. Middle Shore at Geneva Place was worked as was Chocorua View Drive. A section on Aspen where pavement was removed for placement of a water line is discussed. Kelly Robitaille states that this section creates difficulty for plowing and can cause damage to both the plow and the existing asphalt. To fill this section would require approximately 10 tons of asphalt at $70/ton. A one-day roller rental would also be needed; total cost estimate $1,500. Discussion is held on repairing this area now or waiting for spring 2017; this area will be added to the 2017 work plan. Repair of broken asphalt near 19 Oak Ridge will be done. Kelly Robitaille reports that all equipment is in good condition; the Terra-Star will be brought to Albany Service Center for inspection tomorrow. The International 7400 will be brought for inspection Thursday of this week. Discussion is held on the recent brake repair for the F-550 during inspection and purchase orders. Kelly Robitaille outlines that the 1,000 service for the road grader will be done in early 2017. Part time snow plow operators are discussed. Two applications were picked up, neither has been returned as of today. Mike Smith makes a motion to run the ad for part time snow plow operators again. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith discusses the bonus program for part time snow plow operators. Ron Sandstrom suggests creation of a policy for approval. This will be done. The completed road review of all VDOE roads is reviewed and discussed. Kelly Robitaille will submit the information on all work completed in 2016. The status of culvert cleaning is discussed. Kelly Robitaille states that he would like the list by number of all culverts in the District so as to be able to organize information on cleaning and status of culverts. The new culverts scheduled for installation on Eidelweiss Drive and at 84 Oak Ridge Road will be scheduled. Winter equipment for the trucks is discussed. The F-550 sander will need a new chain; the plows will need plow edges. The amount and cost will be determined when the trucks are being outfitted for winter operations.

3. Water

Mike Smith outlines that SCADA programming for off-peak pumping is scheduled to be completed this week. The schematics for the chemical injection room are due the end of the month. The meeting to be scheduled with the engineers has been set for October 5th at 10 am.

4. Administration

A safety meeting was held last week. Future meetings will be held on Monday’s following the scheduled Commissioners meeting.
The motion log has been distributed. Action on motions is reviewed and discussed. Mike Smith recommends snap on arrow markers for the water system pump house pipes. A directional sticker had been priced for review.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,257.95. 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 Town of Madison has notified the office that the car at 14 Aspen has been removed. The water lien for this property will be added to the tax amount when the property is sold by the Town at a future date which is at least three years away. Mike Smith discusses sending the Town a water bill next year for the service. This will be discussed when water bills are produced for 2017.
The last Saturday in February 2017 is February 25th. Mike Smith makes a motion to schedule the 2017 Annual Meeting for Saturday, February 25, 2017 with the polls to open at 5 pm and the deliberative session to begin at 7 pm. Ron Sandstrom seconds the motion and the motion passed 3-0.
Proposed signs for the beaches stating that the ice is not tested and may be thin are reviewed. Input from the insurance company will be sent to the Board prior to approval.
Proposed wording for a postcard to be sent to all home owners is reviewed. Mike Smith makes a motion to add the dates for the 2017 Budget Hearings and Annual Meeting and send. 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 1 check for a total of $3,100.00. Larry Leonard 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 September 19 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present.
The minutes of the non-public session of September 19 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present.

7. Commissioners Reports

8. Signature Items

Capital Reserve Fund withdrawal paper work is presented. Ron Sandstrom makes a motion to sign the withdrawal request for $3,000 from the Land Acquisition CRF for purchase of 36 Adelboden Way. Mike Smith seconds the motion and the motion passed 3-0.
The Grison and Burgdorf culvert replacement engineering proposal is presented. Mike Smith makes a motion to sign the updated proposal which clarifies that permitting costs are included in the $15,500 proposal. Ron Sandstrom seconds the motion. Discussion ensues on the need for this project and the passage of the Warrant Article approving this project for this year. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against stating that these funds should not be spent as the repairs completed in 2014 was work well done.
Purchase order 161 is presented. Mike Smith makes a motion to approve purchase order 161 in the amount of $716.10 for brakes and inspection of the F-550. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 162 is presented. Mike Smith makes a motion to approve purchase order 162 in the amount of $2,500 for filling of the Sodium Hydroxide tank for the water system. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work order 1130 is presented. Mike Smith makes a motion to approve work order 1130 for a water turn on at 18 Diessbach. Ron Sandstrom seconds the motion. Discussion is held on the requirement that payment for overdue water bills be received prior to the turn on. Motion is called to a vote and the motion passed 3-0.
The annual service contract with Electrical Installations is presented. Mike Smith makes a motion to enter a quarterly service contract in the amount of $3,500. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Health Trust has sent insurance plan information for plans that will be available beginning January 1, 2017. The current VDOE plan will no longer be offered. Ron Sandstrom requests a review and recommendation be completed and sent to the Board. This will be done.
The third party electric supplier has sent a report outlining projections for winter electricity costs. The VDOE contract will revert from the third party supply company to Eversource November 1.
NH Department of Health and Human Services has sent the weekly arboviral report. One batch of mosquitoes in Nashua has tested positive for West Nile Virus. No human or animal cases have occurred in NH to date.
A certified letter received from Suzanne and Martin Malkasian is reviewed. Letter outlines primary concern of not being included in the reconstructed portion of Oak Ridge Road. Discussion ensues on the scope of the project approved and that the 2016 project was designed so that it would end at the beginning of the 2005 repaving project. Mike Smith makes a motion to inform the Malkasian’s of the October 5th scheduled visit of the engineers and that a time of visit to the property at 19 Oak Ridge is not determined. Motion fails for lack of a second. Drafting a written response to be sent via certified mail is discussed. Ron Sandstrom makes a motion to send a certified letter that this property was not in the scope of the 2016 project. Larry Leonard seconds the motion and the motion passed 3-0.

10. Scheduled Appearances

Colin Preece of Mountain Meadow Riders Snowmobile Club has come to the meeting to discuss a proposed route change for the snowmobile trail that borders District property along the power lines. The proposed trail change would move the trail to cross two VDOE properties and one private property located on Class VI Huttwil Drive; across from the gun club. The trail width maintained by the club is 12 feet. An increase in noise from snowmobiles that may negatively affect residents is discussed. Mike Smith questions liability for the property owner and a brochure from NH Bureau of Trails is reviewed that states there is no liability to the property owner for any incident or injury sustained while operating a snowmobile on another’s property. The question of coverage for any legal fees that may be incurred defending an injury claim is raised. Colin Preece will check on this and advise. Colin Preece outlines that to create the new trail, materials on sight, a berm specifically, would be used to smooth the travel surface. The Mountain Meadow Riders Club incurs all costs for creation and maintenance of the trails. Ron Sandstrom suggests contact for permission with all abutting property owners and a Public Hearing be held by the District prior to any permission being given to create this new trail. Colin Preece outlines that the request to create this new section of trail is being proposed so that the snowmobiles will encounter Rte 113 at a 90-degree angle; which increased visibility to and from the road and is much safer for the snowmobilers. Ron Sandstrom requests a formal proposal be drafted and submitted for discussion at the 2017 Annual Meeting.

11. Other Business

The minutes of the Asset Management meeting of August 21 have been distributed. The next Asset Management meeting will be October 16, 2016 at 10 am.

12. Public Comments

At 9:33 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

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM091916-1.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 19, 2016

The Board of Commissioners met at 8:00 am on Monday, September 19, 2016. In attendance were Commissioners Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy), Ian Hayes (water operator) and Tom Therrien (SCADA programmer). The meeting was taped for Madison TV by Gary Boyd.
At 8:00 am the meeting was called to order by Commissioner Mike Smith.

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 states that asphalt work is planned for this week. A quote for brush cutting along and over roads has been requested. A quote for a leaf blower/vacuum system for cleaning ditches has been requested. All trucks are due for inspection in September. The F-550 was brought last week. Tires were needed. Cost is $275 per for the 6 tires needed. The inspection was completed. The Terra-Star and the 7400 will be scheduled. The asphalt work planned for this week includes Middle Shore at Geneva and Chocorua View Drive. Shimming of asphalt roads will be done if time allows. A quote for the culverts needed has been received from EJP at $157; Paris Farms charges $265. Kelly Robitaille states that a 12-inch culvert will be obtained for the driveway at 84 Oak Ridge due to ledge in the area. Mike Smith outlines that a 15-inch culvert is standard. Kelly Robitaille recommends a metal culvert be used if 15-inch as this size culvert would not be deep enough for proper top protection. A metal culvert will be used. The road review is discussed. Kelly Robitaille states that this will be completed today. The ad for part time snow plow operators will be in the Conway Daily Sun this week.

3. Water

Muddy Beach is discussed. The electrical work needed is discussed. Ian Hayes requests a non-public session with the Board. Upon resuming public session, the conduit for Muddy Beach is discussed. The installation will be quoted by the electrician as Ian Hayes does not have the tools necessary to work with the conduit. Tom Therrien outlines that the conduit is lightning protection for the wires running between the station and the wells. Mike Smith makes a motion to have Justin quote needed lightning protection for the wells. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith makes a motion to obtain a quote for lightning protection at the pump houses; with a breakdown of needed protection and cost per pump house. Larry Leonard seconds the motion and the motion passed 2-0. Tom Therrien outlines that the pump houses likely to sustain a lightning strike may need a grounding grid; where as other pump houses may just need grounding rods placed. The well transducers are discussed. The metal conduit will be placed prior to replacing the transducers. The meters at Muddy Beach are discussed. Ian Hayes outlines that the meters are operational, but the SCADA interface is not; therefore no read for daily usage is being captured by the SCADA system. Mike Smith makes a motion to have Ian Hayes submit monthly water usage for Muddy Beach to the office. Larry Leonard seconds the motion and the motion passed 2-0. Tom Therrien informs the Board that the off-peak programming and placement of the new panel at Reinach are scheduled for next week. Discussion is held on a recommendation from Engineer Paul Fluet to scale back the Oak station pumps and to pump only at night. The information obtained from the data loggers to analyze the pressure loss at 1 Bristenstock and on Blinden is discussed. A meeting with Paul Fluet to review the information is discussed. Mike Smith makes a motion to establish a meeting with Paul Fluet for review of the pressure loss and suggestions for creation of the Reinach pressure zone. Larry Leonard seconds the motion and the motion passed 2-0. The target time line will be first week of October. Ian Hayes and Tom Therrien will be notified once scheduled. Winterizing the line at 1 Bristenstock will also be discussed. Should an issue occur with the temporary line; the house could be returned to the original line.
Tom Therrien reiterates that the Reinach panel will be installed next week; off-peak programming will be completed next week; the schematic for the chemical injection room will be completed by the end of the month.
The placing of a gate valve for the DPW well field is discussed. Benefits include ability to calibrate the well meter, ability to de-pressurize the DPW line for work in the chemical injection pit, as well as an additional blow off and bleeder site for system flushing. Extending of valves located along Eidelweiss Drive to Little Shore as approved by the Board is discussed with Ian Hayes. This will be scheduled for October. Ian Hayes adds that the repair for the leak that was found on Aspen is scheduled for this week. The cleaning of the containment pit for the day tank for the sodium hydroxide will be completed next week. A visual marker will be set on Grandval Way for the air release valve located near the manhole entrance. Ian Hayes adds that the sodium hydroxide tank needs to be filled. A delivery will be ordered.

4. Administration

A safety meeting will be held following this meeting.
The motions log will be distributed for review next week.
The monthly cash flow report has been distributed. The District will most likely need to use TAN loan proceeds beginning in December.
An Asset Management meeting is scheduled for Sunday, September 25.
The report on outstanding water bills is reviewed. 5 customers will receive notice of intent to discontinue services for non-payment. Mike Smith makes a motion to send the certified notice for shut off of services for non-payment on October 3, 2016 stating a shut off date of November 7, 2016 if the balance remains unpaid. Larry Leonard seconds the motion and the motion passed 3-0.
A quote for removal of the marked trees at the Lodge is reviewed. The quote is for $3,200. Discussion is held on additional quotes requested but not yet received. These will be followed up. Mike Smith makes a motion to have Kelly Robitaille pressure wash the entry ramp to the lodge to remove the moss this week. Larry Leonard seconds the motion and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 12 checks for a total of $9,512.48. Larry Leonard 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 August 29 are presented. 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 September 12 are presented. 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
8. Signature Items

The agreement for engineering services for Grison and Burgdorf culverts has been clarified at $15,500. This will be held for next week.
The Reinach pressure zone agreement has been received. This will be reviewed with Paul Fluet upon his visit to the District.
A letter to Carroll County Registry of Deeds for filing of the deed for 11 Lakeview Drive is presented. Mike Smith makes a motion to sign the letter. Larry Leonard seconds the motion and the motion passed 2-0.
Purchase order 157 is presented. Mike Smith makes a motion to sign purchase order 157 for a tire for the International 7400 at a cost of $630. Larry Leonard seconds the motion and the motion passed 2-0.
Purchase order 158 is presented. Mike Smith makes a motion to sign purchase order 158 for 6 tires for the F-550 at a cost of $1,740. Larry Leonard seconds the motion and the motion passed 2-0.
Purchase order 159 is presented. Mike Smith makes a motion to sign purchase order 159 for gravel at a cost of $500. Larry Leonard seconds the motion and the motion passed 2-0.
Purchase order 160 is presented. Mike Smith makes a motion to sign purchase order 160 for culverts at a cost of $1,325. Larry Leonard seconds the motion and the motion passed 2-0.
Work order 1129 is presented. Mike Smith makes a motion to sign work order 1129 for filling of potholes on Middle Shore at Geneva. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria and pH test results. All results clean.
The Town of Madison has sent notice of filing of a tax deed for 14 Aspen. The outstanding water bill balance and request for removal of the car on this lot will be sent to the Town.
The Zoning Board of Adjustment has sent notice that a public hearing will be held regarding development of 17 Middle Shore on Wednesday, September 21, 2016 at 7 pm.
The Town of Madison has sent notice that two additional lots are being offered to abutters. One is on Class V Bristenstock and the other is on Class VI Waldsbut. The District has no lots in the area of either of these available lots.
Mark Graffam sent a 91-A request for the draft minutes of August 29. The information was sent.
The Eidelweiss Property Owner’s Association is discussing having an expert review the VLAP information on the ponds for analysis of the pond conditions.
Eversource has sent notice that the downed trees within the VDOE right of way will be removed.
EJP has sent notice of a third party who is requesting information on EJP contracts.
NH Retirement has sent a bulletin regarding the 2018/19 fiscal rates for employer contributions that will go into effect on July 1, 2017.
The August VLAP testing results and the first of the September VLAP results have been received and distributed.
NH Health and Human Services has sent the arboviral bulletin. No cases of West Nile Virus or Eastern Equine Encephalitis have been detected this year.
HealthTrust has sent notice of IRS forms that will be required for reporting on health insurance for calendar year 2016.
NH Municipal Association has sent the bi-weekly NewsLink.

10. Scheduled Appearances
11. Other Business

Larry Leonard questions if mowing and weeding is going to be done. This will be followed up on.

12. Public Comments

At 8:15 am Larry Leonard makes a motion to enter non-public session pursuant to RSA 91-A:3, II (c) reputation. Mike Smith seconds the motion. Motion is called via roll call Mike Smith yea, Larry Leonard yea and the motion passed 2-0.

No motions or votes were made during non-public session.

At 8:20 am Mike Smith makes a motion to exit nonpublic session and resume the public meeting. Larry Leonard seconds the motion and the motion passed 2-0.

At 9:35 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

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM091216.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 12, 2016

The Board of Commissioners met at 8:00 am on Monday, September 12, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy) and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Carol Dandeneau.

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.

2. Highway Department Report

Kelly Robitaille reports that Barden Place was worked last week. 37 loads of fill were removed to ditch the road and clear the culverts. Two culverts were replaced; a 15-inch culvert was replaced with a 24-inch and a second 15-inch culvert was replaced. Gravel was placed, additional gravel is needed to finish the road. Mike Smith makes a motion to approve up to $500 in gravel. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that sidewall damage occurred to a front tire on the International 7400 requiring the tire be replaced. Cost is $630. A purchase order will be created. The road grader is approaching the 1,000-hour service. Prices for all fluids and filters needed will be obtained for approval. An estimate from Mike Parsons will be requested for completing the service. Inspections for all three trucks are due this month and will be scheduled. The F-550 will be scheduled for this week for review of the front end of the truck. The road survey of all District roads with condition and estimates for work recommendations will be completed. Tony Eldridge was in for three days last week and operated the road grader as Barden Place was worked on. The culverts to be placed at 69 and 71 Eidelweiss Drive will be scheduled. Tony Eldridge will be used for this project. The total cost of the culverts needed for this job is $1,325. Discussion is held on using the pre-cast header that is in stock. The culvert at the driveway for 69 Eidelweiss Drive, which is a circular driveway, will be 60 feet. The inlet of this culvert will be the location of the pre-cast header. An option of using EJP for the culverts in lieu of Paris Farms is discussed and would reduce the culvert cost. EJP will sell the culverts at $176 per; Paris Farms is $265 per. Mike Smith makes a motion to approve up to $1,325 for culverts for Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 3-0. Cutting of limbs over roads is discussed. Kelly Robitaille will present options. Mike Smith makes a motion to obtain pricing for the total District and on a 4-year plan. Ron Sandstrom seconds the motion and the motion passed 3-0. The time estimate for performing this work will also be obtained.
Highway employee Jeff DeMartino is introduced. Budgets are reviewed. Line items are discussed. Ability to control costs and the needs of the District are discussed. Beaches are now being raked as needed, no additional weekend hours will be incurred. Removal of debris remaining at Muddy Beach well field will be removed. Mike Smith outlines that valve extensions have been approved for placement on up to 15 valves. The backhoe will be needed for this work which will be scheduled with water operator Ian Hayes. Kelly Robitaille outlines that 57 loads of fill were removed from behind DPW II by part time employee TJ Eldridge. Work performed in the District has created 42 additional loads. Mike Smith informs Kelly Robitaille and Jeff DeMartino that a safety meeting will be held next week; Monday following the Commissioners meeting.

3. Water

Ian Hayes and Tom Therrien will be in attendance next week.

4. Administration

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,236.93. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. A note on the time card of Gloria Aspinall states that a toilet seat is needed at Thusis Beach. This will be done in the spring. An additional note remarks on pot holes on Middle Shore at Geneva Place. Mike Smith makes a motion to create a work order for filling the pot holes at Geneva hill. Ron Sandstrom seconds the motion and the motion passed 3-0. Motion to approve payroll is called to a vote and the motion passed 3-0.
The August water usage has been completed and will be distributed for review.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 17 checks for a total of $10,747.47. 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

Ron Sandstrom reports that the bench he is donating to the District is ready to be picked up.
Mike Smith discusses following up with water operator Ian Hayes regarding the quote for the replacement conduit for Muddy Beach and with SCADA programmer Tom Therrien regarding the replacement transducer costs. This will be done.

8. Signature Items

The MS 434 for NH DRA is presented as approved last week with no additional offset from the Unassigned Fund Balance. Mike Smith makes a motion to sign the MS 434. Ron Sandstrom seconds the motion and the motion passed 3-0.
Driveway Permit for Construction for 26 Diessbach is presented. Discussion is held on the potential need for a drainage grate on this driveway. Mike Smith makes a motion to approve the Driveway Permit for Construction for 26 Diessbach with a condition of a negative grade at the end of the driveway or a drainage grate. Ron Sandstrom seconds the motion. Discussion ensues. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against placing that requirement as there is no existing drainage ditch to channel the water to. Ron Sandstrom makes a motion to approve the Driveway Permit for Construction. Larry Leonard seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining. Discussion is held on placing the requirement for a potential future need of a drainage grate or a negative grade on the Driveway Permit for Operation to be effective upon completion of road drainage by the VDOE.
The engineering agreement for production of the design and permitting for the Grison and Burgdorf culverts is presented. Discussion ensues with Larry Leonard speaking against the engineering agreement, stating that the full cost is not included. Mike Smith makes a motion to have the office contact Paul Fluet for confirmation of not to exceed $15,500. Ron Sandstrom seconds the motion and the motion passed 3-0. Agreement will be presented again following response from the engineers.

9. Correspondence

The Eidelweiss Property Owner’s Association (EPOA) has sent a request for permission to redesign the garden at the flagpole by adding loam and seed to the area to create a lawn. Mike Smith makes a motion to approve the work proposed by the EPOA at the flagpole garden. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Town of Madison has sent notice of an illegal beach being created by the property owner’s at 114 Eidelweiss Drive. NH DES has been informed and the property owners have been informed that permits from NH DES are required.
Mark Graffam has sent a 91-A request for the minutes of the June 27 meeting. Minutes have been sent. Discussion ensues regarding the website having been behind but now up to date with minutes.
NH Retirement system has sent a bulletin regarding a trend to replace full time employees with part time employees for certain highly compensated positions within municipalities; primarily police and fire chiefs. While not illegal, the trend may create additional funding needs for the system when the total income from participating employees is reduced by these amounts.
NH Department of Health and Human Services has sent the weekly arboviral report. No Eastern Equine Encephalitis or West Nile Virus has been detected in NH this year.
The third party electricity supplier has sent the monthly report outlining that $319 was saved in August; with $4,794 being saved since inception of the contract.
10. Scheduled Appearances
11. Other Business
12. Public Comments

At 9:03 am Ron Sandstrom makes a motion to enter non-public session pursuant to RSA 91-A:3, II (d) property. Mike Smith seconds the motion. Motion is voted via roll call; Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public session:
Ron Sandstrom makes a motion to place a bid of $3,000 for the property located at 36 Adelboden and fund from the Land Acquisition Capital Reserve Fund. Larry Leonard seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to not bid on the property located at 17 East Bergamo. Larry Leonard seconds the motion and the motion passed 3-0.

At 9:10 am Ron Sandstrom makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,
Nancy E. Cole, Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM082216.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 22, 2016

The Board of Commissioners met at 8:00 am on Monday, August 22, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy), Ian Hayes (water operator), Tom Therrien (SCADA programmer), Treasurer Dinah Reiss and resident Mike Massimi. The meeting was taped for Madison TV by Carol Dandeneau.

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

1. Agenda

Ron Sandstrom makes a motion to add resident Mike Massimi to the agenda, hear his appearance first, and accept 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 reports that the S-turn on Oak Ridge Road was worked last week. 6” stone was placed in the ditch line. The driveway at 84 Oak Ridge is washing out with every rain. Kelly Robitaille recommends a culvert be placed under the driveway; 12 inch by 20 feet culvert would be used. Mike Smith makes a motion to start the process of placing a culvert at 84 Oak Ridge Road and send notice to the homeowner. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that work was done on the intersection of Porridge Shore, Waldsbut and East Bergamo. Some grading was done on Eidelweiss Drive, Grachen and Grison to remove potholes. Maintenance is being completed on the equipment as needed. Documentation for work completed is discussed. Budgets, cash flow and upcoming needs for the highway department are discussed. Rake tines and sweeper brushes will be needed this fall.

3. Water

Ian Hayes outlines the damage that was done to Muddy Beach during the recent lightning strike. The tank was flushed last week to turn over the water that has been sitting within the tank. The tank was tested for bacteria, clean results were received, and Muddy Beach was put back on line. The transducers in the wells are not working, nor are the flow meters. A relay in the SCADA system and the starter motor for Well #1 were also damaged. No warranty coverage or insurance coverage exists for this strike. $4,424 is estimate for SCADA repairs, not including the flow meters or recommended replacement conduit for the wires. Discussion is held on budgeting this amount next year. Discussion is held on the need for the well level transducers to be operational so as to analyze the effect each well has on the other over sustained use. Discussion turns to the expected effect on the pressure zones by having Muddy Beach on line. Ian Hayes outlines that Muddy Beach is mechanically operational and that any effect on the pressure zones will be measured without the transducers on line. It is the ability to size the replacement booster pumps next year that needs the well levels. Though mechanically operational, the station is not SCADA operational. Mike Smith makes a motion to purchase and install transducers at the Muddy Beach wells. Motion fails for lack of a second. Discussion on what is needed now and what can wait for next year is held. Ian Hayes outlines that the information is needed now to move forward with proper booster pump replacement next year. Mike Smith makes a motion to purchase two transducers, install and fund the expense from the Water System Capital Reserve. Ron Sandstrom seconds the motion. Discussion ensues. Mike Smith moves to amend the motion to include up to $4,500. Ron Sandstrom seconds the amendment. Motion, as amended, is called to a vote and the motion passed 3-0. Protection for the wiring is discussed. Mike Smith makes a motion to purchase the 1” conduit and install at time & materials billing. Ron Sandstrom seconds the motion. Discussion ensues on obtaining an estimate prior to approval. Ian Hayes outlines that the work would not be completed for at least two weeks. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against approval prior to receipt of the estimate. Ian Hayes will send an estimate.
Tom Therrien outlines that there have been no communication issues since the polling sequence has been updated. Tom recommends that the planned replacement of the antenna at Reinach and installation of the telephone pole to house the antenna be placed on hold at this time. The programming change appears to have corrected the issue. Ron Sandstrom makes a motion to not proceed with the telephone pole and replacement antenna at Reinach. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the electrician go through each pump house and recommend lightning protection. Ron Sandstrom seconds the motion and the motion passed 3-0. Tom Therrien will schedule the new panel installation for Reinach as the platform needed to access the wall has been built. Ron Sandstrom makes a motion to schedule the installation for mid-September. Mike Smith seconds the motion and the motion passed 3-0. Tom Therrien will send updated numbers for renewal of the service contract with Electrical Installations Inc. The Operation and Maintenance book for Jungfrau station is turned in. Off peak programming for electricity usage at the pump houses is 90% completed. The remaining programming at each pump house will be completed when Tom Therrien is in for replacement of the Reinach panel in mid-September.
Mike Smith discusses located isolation valves during the asset management initiative to locate and obtain GPS coordinates for all valves. 11 of the valves are believed to be 2 or 3 feet below the surface. Extensions are needed for these valves so as to have them available for testing and use when needed. Mike Smith recommends these valves be dug up and extension boxes placed, stating a quick estimate would be up to $1,500. Discussion is held on waiting until next year for placement of the extension boxes. Budget and cash flow are discussed. Ian Hayes recommends proceeding with placement of the extension boxes to allow for future testing of the valves and to allow access should an emergency arise. Mike Smith makes a motion for up to $1,500 for extension boxes and placement of these boxes for up to 15 isolation valves. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard recommending holding on this work for now. 1 Bristenstock is discussed. Information is needed from the Engineer’s on protecting this line for winter. Ian Hayes outlines an option of digging the valve for connection, insulating the temporary line and placing a bleeder at the house. The Engineers will be consulted. Ian Hayes reports that a chemical valve failed resulting in the day tank for the sodium hydroxide overflowing the secondary containment and into the concrete pit. Ian Hayes recommends adding a secondary valve when the repair is made. Mike Smith makes a motion to have Ian Hayes clean the pit and install the valves up to $800. Ron Sandstrom seconds the motion and the motion passed 3-0. Access to the water buildings is discussed. Ian Hayes would like to see no access available; siting the DES No Trespassing signs placed at each site. One key for access in an emergency, which would be kept in the office, is discussed. Combination codes that could be personalized for each person with access are discussed. Units that record all access and are programmable would be preferred. Combination lock units and re-keying the water system access keys will be priced for review.

4. Administration

The office procedure manual has been completed.
Larry Sodano of the Asset Management Committee will be taking the photos of the tagged valves at Chocorua, Oak and Summit pump houses which will be added to the spreadsheets being created for each pump house.
The title search has been completed on 11 Lakeview Drive and has revealed a potential paperwork issue with the 1991 Town of Madison Tax Deed for this property. Attorney Chris Boldt has advised that this would only be a potential issue should the District sell the property in the future; adding that the property has changed ownership since this deed without issue. Mike Smith makes a motion to move forward with the acceptance of the 11 Lakeview Drive lot donation from Mike & Heidi Gervino. 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 13 checks for a total of $36,189.28. Larry Leonard 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 August 15 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining as he was not in attendance at the meeting.

7. Commissioners Reports

Mike Smith makes a motion to follow up on the removal of the car from 14 Aspen with the Town of Madison one month from the prior letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith discusses having a letter created to the Malkasian’s for submission of any questions for the Engineer’s to the office in advance of the visit with the letter to state that discussion during the visit will be limited to the Board and the Engineers.
Larry Leonard questions the list and letter for Eversource regarding the issue with the trees left in and near ditch lines within the District and is informed that the list has not yet been created by the Highway Department for creation of the letter. Mike Smith makes a motion to add creation of the list to the Action List. Larry Leonard seconds the motion and the motion passed 3-0.

8. Signature Items

Driveway Permit for Operation for 21 Saint Moritz is reviewed. Mike Smith makes a motion to approve the Driveway Permit for Operation for 21 Saint Moritz. Ron Sandstrom seconds the motion and the motion passed 3-0.
Driveway Permit for Operation for 29 Grachen Drive, with all wording as recommended by Attorney Boldt, is reviewed. Mike Smith makes a motion to approve the Driveway Permit for Operation for 29 Grachen Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Water Billing Policy, as updated with wording to reflect the $1,500 limit prior to submission to NH Small Claims Court, is presented. Mike Smith makes a motion to adopt the revised Water Billing Policy. Ron Sandstrom seconds the motion and the motion passed 3-0.
A time off request for employee Nancy Cole is reviewed. Mike Smith makes a motion to approve the time off request. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. All results are good.
A 91-A request was received for all documentation relating to any permits issued by the District for 17 Middle Shore Drive. The information was sent.
A 91-A request for the estimate of repairs needed at the Lodge received from Garside Construction was received. The information was sent.
A report of a TV at Thusis Beach driveway was received. Discussion is held on the amount of time reported that the TV was there and other information obtained which states a far shorter time frame.
Information on the washout at the S-turn on Oak Ridge was received. This area has been cleaned and repaired as previously reported by Kelly Robitaille.
Pot holes on Eidelweiss Drive near Thusis were reported and repaired. The intersection at Thusis was also worked.
Grison Road was reported to have a hole near the access to Route 113 which has been repaired.
Pavement issues and holes on Chocorua View were reported on and are known about.
The NH Department of Health and Human Services has sent the weekly arboviral report. No cases of Eastern Equine Encephalitis or West Nile Virus have been detected in NH.
Property-Liability Trust has reported that though the reinsurance sell off recommended by the PLT Board was approved by the members, the State Board of Securities has denied the transaction. PLT will re-open negotiations for standard re-insurance of the projected liability claims run off.
NH Retirement System has issued a frequently asked questions bulletin regarding a recent report of large pensions being paid by the System.

10. Scheduled Appearances

Resident Mike Massimi has come to the meeting to request a waiver of the fine and return of his impounded kayaks. The kayaks were tied to a tree. Ron Sandstrom outlines that enforcement of Ordinances is a challenge; it is not always predictable when enforcement will occur. The Ordinance was adopted following a Public Hearing where all tax payers have the ability to give input on the regulations. Ron Sandstrom adds that it would not be a good precedent to waive the fee as others have already paid to retrieve their watercraft. Mike Massimi states that he has been traveling and was not aware the boats had been posted for removal or he would have removed them. Mr. Massimi adds that this is the first year he was unable to get a space on the canoe racks for his boats. Larry Leonard speaks against enforcement of the Ordinance, stating that he feels the designated area for storage is not clearly defined, and that if the boats are off to the side they should not be taken. Mike Massimi discusses rack space and potential use of the racks by persons who are not property owners in Eidelweiss. Ron Sandstrom outlines that the racks were donated and are not managed. Mike Smith states that a permit process with a fee, completed through a lottery system, may be a solution for rack space. Parking passes will also be discussed for parking at the beaches. Mike Smith adds that controls are needed for these issues. Ron Sandstrom states that leaving boats tied to trees is not a designated area. Mike Smith makes a motion to reduce the fine to $50. Larry Leonard seconds the motion and the motion passed 2-1 with Ron Sandstrom against reducing a fine for one resident. Additional discussion is held. Ron Sandstrom clarifies that is a reduction of fine for this resident only. Ron Sandstrom makes a motion that this is a fine reduction for one individual to $50. Mike Smith seconds the motion and the motion passed 2-1 with Ron Sandstrom against reducing a fine for one person. Mr. Massimi pays $50 for release of his two impounded kayaks.

11. Other Business

Ron Sandstrom outlines the potential liability exposure to the District should the vote for approval of beach camping stand. As Mr. Sandstrom voted against the approval, he cannot move to re-open the motion; requesting that either Mike Smith or Larry Leonard does so. With no motion to re-open the prior motion, Ron Sandstrom re-iterates that he is not in favor of this and concludes the discussion.

12. Public Comments

Dinah Reiss states that the recent membership drive done by the Eidelweiss Property Owners Association (EPOA) has been successful. The EPOA would like to volunteer to replace the American Flag. Ron Sandstrom makes a motion to approve replacement of the American Flag by the EPOA. Mike Smith seconds the motion and the motion passed 3-0.

Dinah Reiss, District Treasurer, discusses the available budget funds remaining within the approved 2016 budgets for both Highway/Operations and Water, adding that the budget should be looked at prior to consideration of withdrawal from savings. Ron Sandstrom discusses cash flow and the desire to reduce any TAN impact.

Discussion is held on the $5,000 approved Warrant Article for Asset Management stating that these funds may want to be considered for use for the isolation valve extensions.

At 10:25 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM081516.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 15, 2016

The Board of Commissioners met at 8:00 am on Monday, August 15, 2016. In attendance were Commissioners Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy), Treasurer Dinah Reiss and Eversource representative Bob Berner (9 am). The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Vice Chair Mike Smith.

1. Agenda

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

2. Highway Department Report

Kelly Robitaille reports that the roads held up well during the recent rains. Run off occurred at the S turn on Oak Ridge. The road will be swept. The new hire will be starting with the District August 29. TJ Eldridge has been hauling materials out from behind DPW II; over 30 loads have been moved. Grachen Drive will be worked on. Forecast for heavy rain mid-week, all roads will be watched. The International 7400 repairs have been completed and the truck is in service. Kelly Robitaille advises that new tires will be needed for all trucks and the backhoe next summer. Discussion is held on persons who moved a rock at Boulder Beach so as to park on the beach. Madison Police responded and handled the issue.

3. Water

Ian Hayes and Tom Therrien will appear at the meeting scheduled for August 22.

4. Administration

A safety meeting will be scheduled going forward.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,316.55. 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.
The monthly cash flow report is reviewed and discussed. Treasurer Dinah Reiss outlines that use of the TAN loan is expected to be needed in December, as the next tax check will not be received until January 2017.
The outstanding balance report for water bills is reviewed. $7,297.69 is owed to the District. Mike Smith makes a motion to review this report monthly through year end. Larry Leonard seconds the motion and the motion passed 2-0.
NH Retirement System has sent the calculations for the two employees eligible to buy service credits. The District liability, should the employees choose to buy back the time, will be $9,247.00.

5. Accounts Payable

6. Minutes

The minutes of August 8 are presented. 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 makes a motion to approve up to $100 for flowers or donation in memory of Ron Sandstrom’s mother, who passed away last Wednesday. Larry Leonard seconds the motion and the motion passed 2-0.

8. Signature Items
9. Correspondence

Granite State Analytical has sent the monthly water system test results for bacteria and pH. All results are good.
The annual check for the Coleman Tower site has been received.
The July pond testing results through the Volunteer Lake Assessment Program (VLAP) have been received. Results show that the ponds are aging and degradation of the water quality is occurring over time. The silt pond planned for Geneva Beach will help reduce the amount of road sand and contaminants that enter the ponds. Persons with homes around the ponds keeping their septic systems clean and properly working also helps.
The Department of Health and Human Services has issued the weekly arboviral report; no occurrences of West Nile Virus or Eastern Equine Encephalitis have been discovered to date.
Erin Hartley of Hartley Well has confirmed the request for ordering of spare parts for the Muddy Beach wells to have available for emergency situations.
Suzanne Malkasian has requested the date for the Engineer’s road review and was informed that the date has not yet been set.
Health Trust has sent notice of a new website design.
Madison Zoning Board of Adjustment has sent notice of a Public Hearing regarding a request to place a shed 10 feet from the rear property line of 31 Saint Moritz. This lot abuts a VDOE lot containing culverts. Mike Smith makes a motion to not oppose the variance for this set back. Larry Leonard seconds the motion and the motion passed 2-0.

10. Scheduled Appearances

Eversource representative Bob Berner has joined the meeting to discuss the tree cutting being done with Eidelweiss to clear the power lines. Mike Smith outlines that cut trees have been left in the ditch lines of Eidelweiss and some piles of cut trees are within the right of way and will impede plowing efforts this winter. Bob Berner outlines that recent changes to the tree removal program have resulted in additional aggression to remove trees that may affect the power lines. Mr. Berner adds that permission from the property owner is obtained prior to cutting any tree. As the trees are on privately owned property, the tree and resulting cut wood belongs to the property owner and the property owner is responsible for removing the wood. Mike Smith outlines that issues regarding tree trimming and cutting have only occurred within the last two years, prior to that no issues were reported with these processes. The District concern is wood within the right of way and ditches. It is outlined that the District can request that all wood be placed outside the right of way, which will place the wood further away from the roads and reduce the potential of wood rolling into a ditch. Mike Smith asks if the wood can be removed by Eversource’s sub-contractor, Asplundh. Mr. Berner outlines that the wood is privately owned and removal without property owner’s permission is timber theft; they cannot remove the wood. Production of a list of addresses where wood is piled close to the road and may impede plowing is discussed. Mr. Berner states that he will follow up with property owner’s once the list is received to make sure the property owner is aware that is their responsibility to remove the wood and attempt to prompt action being taken to remove said wood. Larry Leonard states that the District will produce a list to be given to Eversource for contact with the property owner’s. Mike Smith makes a motion to update the letter of permission to cut trees within the right of way to state that no wood is to be left within the VDOE 10 foot right of way on any road. Larry Leonard seconds the motion and the motion passed 2-0. Clean up of existing wood and continued cutting within the District is discussed. The letter with address for owner contact by Eversource will be produced for next Monday. Mike Smith makes a motion to put a notice on the website for property owners to remove the wood or work with Asplundh Tree for removal. Larry Leonard seconds the motion and the motion passed 2-0.

11. Other Business
12. Public Comments

At 8:30 am Mike Smith makes a motion to recess the meeting until the 9:00 am scheduled appearance. Larry Leonard seconds the motion and the motion passed 2-0.

At 9:00 am Mike Smith calls the meeting back to order.

At 9:25 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

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM080816.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 8, 2016

The Board of Commissioners met at 8:00 am on Monday, August 8, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Carol Dandeneau.

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

1. Agenda

Ron Sandstrom makes a motion to accept the agenda as presented. Mike Smith seconds the motion and the motion passed 3-0.
Due to a family medical issue, Ron Sandstrom leaves the meeting at 8:01 am.

The Action List is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that all leaf springs and assembly on both sides have required full replacement. Albany Service Center has approached the approved repair of $2,000. Mike Smith makes a motion to allocate an additional $500 for the repairs. Larry Leonard seconds the motion and the motion passed 2-0. Jeff DeMartino has accepted the Highway position. He will begin with the District on August 29, 2016. The ad for part time snow plow operators for this winter will be placed in the paper for September 1. Kelly Robitaille reports that Tony Eldridge was in Friday; West Bergamo was worked. Discussion ensues on the underlying asphalt that is below the gravel on this road and the issues with drainage and maintenance that result secondary to the asphalt layer.

3. Water

Ian Hayes and Tom Therrien will appear at the meeting scheduled for August 22. Mike Smith makes a motion to send an email to Tom Therrien requesting the status of the documentation for Jungfrau and the chemical injection room. Larry Leonard seconds the motion and the motion passed 2-0. A leak was reported on Aspen; Ian Hayes has repaired. Details will be requested.

4. Administration

A safety meeting will be scheduled going forward.
The existing DPW job descriptions will be sent to the Board for review.
Mike Smith makes a motion to remove the action item for discussion with Madison regarding the Highway Block Grant received from the State by the Town. Mike Smith withdraws the motion; this will be pursued.
The next Asset Management meeting will be August 21.
The maps of the isolation valves have been received and will be reviewed by Mike Smith. Any required changes will be made prior to sending the information to Engineer Paul Fluet.
Nancy Cole and Dinah Reiss will be doing additional work on identifying the remaining curb stop valve locations.
The July daily water usage report has been distributed.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 21 checks for $56,180.04. Larry Leonard 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 August 1 are presented. 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

Larry Leonard questions the status of the inspection for the driveway at 29 Grachen. Inspection has been completed, setbacks from the Bridal Path are correct, however a portion of Grachen has been paved. The Driveway Permit for Operation will need to reflect that the District would not be responsible to replace any pavement that may be disturbed should access to the water lines be needed.
Larry Leonard suggests contact with the person hired for weeding of the District gardens, as the gardens need to be tended to.
Mike Smith makes a motion to have the office check on propane prices for the upcoming winter season. Larry Leonard seconds the motion and the motion passed 2-0.

8. Signature Items

A letter to the property owner of 21 Geneva is presented. Mike Smith makes a motion to sign the letter regarding removal of a mooring placed in Middle Pea Porridge Pond. Larry Leonard seconds the motion and the motion passed 2-0.
A letter to property owner at 30 Saint Moritz is presented. Mike Smith makes a motion to sign the letter regarding the intent to have the Engineer’s review drainage in this area on their next visit to the District. Larry Leonard seconds the motion and the motion passed 2-0.
A letter to the property owner at 23 Huttwil is presented. Mike Smith makes a motion to sign the letter regarding replacement of the driveway culvert and send the letter via certified mail. Larry Leonard seconds the motion and the motion passed 2-0.
A letter to the Trustees of the Trust Funds is presented. Mike Smith makes a motion to sign the letter regarding the creation of and deposits to Capital Reserve Funds as voted at the Annual Meeting. Larry Leonard seconds the motion and the motion passed 2-0.
Purchase Order 153 is presented. Mike Smith makes a motion to sign Purchase Order 153, as amended during the highway report to $2,500, for repairs to the International 7400 suspension. Larry Leonard seconds the motion and the motion passed 2-0.
Driveway permits for 55 Eidelweiss Drive are presented. Mike Smith makes a motion to sign the Driveway Permit for Construction for paving of 55 Eidelweiss Drive. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith makes a motion to sign the Driveway Permit for Operation for the completed paving job at 55 Eidelweiss Drive. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. All results are good.
The monthly rental check for the Coleman Tower site has been received.
A picture of a blockage at the Big Loop culvert has been received. Kelly Robitaille will clear the culvert.
The representative from Eversource will be in attendance at next week’s meeting for discussion on the recent tree cutting in Eidelweiss.
Suzanne Malkasian requested a scanned copy of the resolution letter from the Board. This was sent.
The report on electric costs for July has been received, the District saved $256.
NH Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

The minutes of the Asset Management meeting of July 10 were distributed.
The minutes of the Lodge review meeting of July 27 were distributed.

12. Public Comments

At 8:31 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

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM080116.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 1, 2016

The Board of Commissioners met at 8:00 am on Monday, August 1, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Carol Dandeneau.

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

1. Agenda

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

2. Highway Department Report

Kelly Robitaille reports that Tony Eldridge was in Friday. Work was done at the intersection of Saint Moritz and Basil in response to the drainage complaint received. Kelly Robitaille states that he would like to work the remainder of this section of Saint Moritz to the dead end. The catch basin before the driveway at #30 Saint Moritz is blocked. This was done in response to additional water flow onto the property at #30. Mike Smith makes a motion to start the process of obtaining a drainage easement for a culvert to be placed at 30 Saint Moritz. Ron Sandstrom seconds the motion. Discussion ensues on a full review with the Engineers for recommendations on correcting drainage issues at this location. Mike Smith withdraws the motion. Mike Smith makes a motion to send a letter to the property owner at 30 Saint Moritz outlining intent to have Engineer review the area. Ron Sandstrom seconds the motion and the motion passed 3-0. A washout was reported at the S-turn on Oak Ridge. 6” stone will be placed in the ditch line when possible. The International 7400 was noted to have a broken leaf spring. Truck has been brought to Albany Service Center. Three leaf springs have been identified as cracked and in need of replacement. Ron Sandstrom makes a motion to repair the leaf springs on the International 7400 up to $2,000. Mike Smith seconds the motion and the motion passed 3-0. Kelly Robitaille reports that some of the debris to be removed from Muddy Beach well field has been removed; remaining items will take two persons to move. The current focus will be on road maintenance. Ron Sandstrom discusses GPS devices that could be purchased and used on a monthly basis with no contract to be signed; adding that knowing the locations and routes of the trucks for snow plow operations may be beneficial. As there is no contract, the units could be purchased and implemented for a three month period only. Mike Smith states that he is not in favor with placing GPS devices in the trucks. This will be looked at again if such information is deemed to be necessary; i.e. there are issues with the snow plowing. Discussion ensues on part time snow plow operators that will be needed for this winter. Mike Smith makes a motion to place the ad for winter plow help on September 1. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille will complete the road review for submission. The work that is currently being done is to complete areas. Ditching in 2017 will focus on the Reinach side of the District. Kelly Robitaille will discuss the roller rental with MB Tractor. Mike Smith makes a motion to not rent a roller this year. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille discusses renting of a lift for removing tree branches over roads. An estimate will be submitted.
The year to date budget is reviewed and discussed. Line items are reviewed. The over expenditure of the insurance for the property-liability is discussed. The insurance cost increase with the new coverage is $25,000 over last year’s expenditure and this year’s line item. Allocating funds from budget line items to cover the expenditure is discussed. Creation of a purchase order to show funds as expended on the budget review is discussed. Mike Smith makes a motion to drop the on call status and stipend for the highway crew. Ron Sandstrom seconds the motion. The need for a person to be on call for emergency situations is discussed. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to create a purchase order and assign $15,000 as follows: $2,000 salt, $1,000 culverts, $500 safety, $500 Retirement, $1,000 Buildings & Grounds, $2,000 highway repairs, $5,000 fuel, and $3,000 subcontract equipment. Mike Smith seconds the motion and the motion passed 3-0.

3. Water

A quote for $731 for spare parts for the well controls for Muddy Beach has been received from Erin Hartley of Hartley Well. Mike Smith makes a motion to approve $731 in spare control parts for the Muddy Beach wells. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Engineers and water operator Ian Hayes are still working on collecting the data needed for full diagnosis of the flow and pressure issues at 1 Bristenstock and for houses at the other end of the line that are on Blinden.

4. Administration

A safety meeting will be scheduled going forward.
The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $3, 884.46. 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.

5. Accounts Payable
6. Minutes

The minutes of July 25 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
8. Signature Items

A letter to the homeowner of 26 Diessbach for paving of the driveway without a permit is presented. Mike Smith makes a motion to sign and send the letter for submission of a driveway permit for construction. Ron Sandstrom seconds the motion and the motion passed 3-0.
A thank you letter to Mike and Heidi Gervino for the donation of a lot to the District is presented. 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 Suzanne Malkasian in response to emails and the request for a resolution report for the properties located on Oak Ridge Road is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Employee recognition for Nancy Cole for action above expectations for response to a motor vehicle accident that occurred on Rte. 113 is presented. Mike Smith makes a motion to sign the employee recognition and place the letter in the employee’s file. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has quoted $1,200 for the perflourinated compound testing recommended by NH DES for all water systems. Mike Smith makes a motion to add this testing as a line item to the 2017 water budget. Ron Sandstrom seconds the motion and the motion passed 3-0.
A request for camping one night on either Geneva or Porridge Shore Beach has been received. Mike Smith makes a motion to approve one night of camping after August 25 with notice to the office of the intended night for notification of the approval to local authorities. Ron Sandstrom seconds the motion. Discussion ensues; Ron Sandstrom states he is not in favor of allowing camping on any beach. Motion is called to a vote and the motion passed 2-1 with Ron Sandstrom against allowing camping.
The representative from Eversource with whom a meeting is to be established regarding the tree cutting in the District is being scheduled. Mike Smith makes a motion to have Kelly Robitaille take pictures of cut trees in ditch lines on Big Loop and Little Loop. Ron Sandstrom seconds the motion and the motion passed 3-0.

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

At 8:12 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion and the motion passed 3-0.
Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to sign the offer letter for Jeff DeMartino contingent upon the equipment review with Kelly Robitaille. Mike Smith seconds the motion and the motion passed 3-0.

At 8:18 am Ron Sandstrom makes a motion to exit Non-Public session and resume the Public meeting. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion and the motion passed 3-0.
At 9:30 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

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM072516.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 25, 2016

The Board of Commissioners met at 8:00 am on Monday, July 25, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Treasurer Dinah Reiss. The meeting was taped for Madison TV by Carol Dandeneau.

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

1. Agenda

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

2. Highway Department Report

Kelly Robitaille reports that some minor washouts occurred with the rainstorm. The availability of the compacting roller will be checked on. The ditch work done recently held up well during the storm. Discussion ensues on the 2 weeks’ roller rental due to the District from MB Tractor. Mike Smith makes a motion to have Kelly Robitaille negotiate a buy out of the two weeks of roller rental from MB Tractor if they are unable to deliver a unit. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille reports that the week of work with Tony Eldridge and TJ Eldridge went very well. All equipment is in working order. A battery is needed for the Ford 550. Maintenance is due on the equipment and will be done. Some gravel is needed. Additional hauling of fill to High Street will be coordinated. Kelly Robitaille states that TJ Eldridge would be available to haul fill out from behind DPW II evenings. Mike Smith makes a motion to have TJ Eldridge haul fill from behind the DPW II building 3 to 4 nights per week for up to 4 hours per night for 2 weeks. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom discusses obtaining quotes for needed work on Middle Shore Drive at Geneva Place; one for a full rebuild of the road and the other for a resurfacing only. The driveway at 55 Eidelweiss Drive was paved recently without a permit. A letter was sent to the property owner who has contacted the office and stated the application for a driveway permit will be completed and sent. An inspection will be ordered upon receipt. Kelly Robitaille reports that he has seen the driveway and a negative grade exists prior to intersecting the road. The functionality of channel grates in driveways is discussed. Surface calculations of the driveway and drainage area may be needed to properly size the channel grates. A follow up will be done with Eversource regarding tree removal in the District and the leaving of trees in ditch lines. Kelly Robitaille will take photos to be sent with the follow up.

3. Water

The reported lightning strike at Muddy Beach last week is discussed. The well transducers are not working. Mike Smith makes a motion to send an email to Tom Therrien questioning if the transducers or wiring is damaged. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to ask Tom Therrien if the transducers are damaged, can the company repair? If the wiring is damaged it is to be replaced. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to obtain the cost for the spare parts recommended to be kept in stock by Hartley Well. Ron Sandstrom seconds the motion and the motion passed 2-0. The worksheet listing of the remaining isolation valves that have been located will be worked on. Location information from the field will be added to the spreadsheet.

4. Administration

A debt analysis for the District has been put together by Treasurer Dinah Reiss. The report is reviewed and discussed. All loans and annual obligations are outlined. Treasurer Dinah Reiss recommends organization of priorities for water, roads and equipment. Long term capital needs are discussed. Saving for upcoming needs in lieu of taking of loans is discussed. Consideration for upcoming needs and incorporating these needs into a plan is discussed. Mike Smith makes a motion to explore the setup of a short term (5 year) and long term (10 year) outline for capital improvement needs. Ron Sandstrom seconds the motion and the motion passed 2-0. The need to update the water system master plan is mentioned as an item to be included in the above mentioned outline. Ron Sandstrom adds that the road plan on a 4-year cycle should also be outlined. Mike Smith makes a motion to establish a work shop for developing the Capital Improvement Plan. Ron Sandstrom seconds the motion and the motion passed 2-0. October will be the target time for this workshop.
The District has received notification from Mike and Heidi Gervino that they would like to donate a lot to the District. Mike Smith makes a motion to except the donation of 11 Lakeview Drive as offered by Mike and Heidi Gervino and to start the deed process. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to have the VDOE incur the costs for the deed. Ron Sandstrom seconds the motion and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 14 checks for $78,168.87. 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 18 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

Mike Smith discusses isolation valves that have been located that need repair. Mike Smith makes a motion to repair isolation valves as needed. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ron Sandstrom discusses that the Lodge Sale Review Committee meeting has been rescheduled to this week.

8. Signature Items
9. Correspondence

A trip hazard on Boulder Beach was reported and has been fixed.
Suzanne Malkasian has sent an email requesting contact from Commissioner Larry Leonard. The request is discussed. No response is needed at this time as all information requested was discussed during their recent appearance.
Water Operator Ian Hayes has sent the requested quote for installation of a gate valve in the DPW yard. Parts, excavation and labor cost estimates total $5,890. The benefits to the system of having this valve and blow off are discussed. The cost is discussed. Ron Sandstrom recommends placing this item on the 2017 Warrant for inclusion in the 2017 water usage fee. Mike Smith states that he would like to see this done this year. Discussion ensues on placing this item on the action list for review in September. This will be done.
NH DES has sent a request to all water systems to voluntarily test the water sources for perflourinated compounds. Estimated cost is up to $2,100. Mike Smith makes a motion to obtain a quote for this testing and for inclusion in next year’s water testing budget. Ron Sandstrom seconds the motion and the motion passed 2-0.
Granite State Analytical has sent the beach testing results. All results are good.
NH Municipal Association has sent the bi-weekly News Link.
Continued discussion between Engineers Paul Fluet and Nick Sceggell with water operator Ian Hayes as diagnosis of the water pressure issue at 1 Bristenstock continues has been received. Analysis of pressure and flow data via the data loggers is continuing.

10. Scheduled Appearances
11. Other Business

Establishing of an interview with a candidate for the DPW position is discussed. The interview will be set for Wednesday at 4:30 pm. Mike Smith makes a motion to move the Lodge Sale Review Committee meeting to 4:00 pm on Wednesday with the interview to follow. Ron Sandstrom seconds the motion and the motion passed 2-0.
Canoes and watercraft on the beaches and tied to trees are discussed. Mike Smith makes a motion to mark the watercraft for removal August 10. Ron Sandstrom seconds the motion and the motion passed 2-0.
Two trailers are located in the Huttwil parking lot. Mike Smith makes a motion to notify Madison Police for removal of the trailer. Ron Sandstrom seconds the motion. Discussion is held on posting the trailer for removal and checking on the approved request by Larry Leonard for parking of his boat in the lot. The request of Larry Leonard is pulled and it is verified that approval included parking of the trailer in the lot; the other trailer will be noticed for removal. Motion is called to a vote and the motion passed 2-0.

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 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator