[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM052316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 23, 2016

The Board of Commissioners met at 8:00 am on Monday, May 23, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille 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

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that Geneva Place was ditched Friday. All culverts, driveway and road, were cleaned. The rafts will be put into the ponds this week. The speed bumps will also be placed this week. Access to the Muddy Beach wells will be cleared this week. Kelly Robitaille continues by stating that shoulder work on upper Oak Ridge is still needed and will be completed. Mike Smith makes a motion to delay placing of the speed bumps until school is out. Ron Sandstrom seconds the motion and the motion passed. Supplies are good and all equipment is reported to be in good condition. The paving of lower Oak Ridge Road is beginning today. The list of additional roads to be added for work this summer will be circulated. Deliveries will be scheduled for the fill request from Bern Drive. Ron Sandstrom makes a motion to place the availability of fill on the website. Mike Smith seconds the motion and the motion passed 3-0. The No Lifeguard on Duty signs for the beaches have been received and will be installed.

3. Water

Estimates for the replacement panel at Reinach and programming of the polling sequence have been received.

4. Administration

Mike Smith makes a motion to not meet next week. Ron Sandstrom seconds the motion and the motion passed 3-0.
A safety meeting was held last week. Next meeting will be June 8.
Attorney Dan Crean has stated the policy review should be completed this week.
Meetings with recommended replacement legal counsel are discussed. A meeting with Attorney Chris Boldt has been scheduled for 8:30 am June 6. The second Attorney will be scheduled 10 am.
Treasurer Dinah Reiss discusses the monthly cash flow report. A retainage account will need to be established for Oak Ridge Road. A letter from the Commissioners will be needed to open the new account. Establishing a Tax Anticipation Note in June is recommended by the Treasurer. Mike Smith makes a motion to establish a TAN. Ron Sandstrom seconds the motion. Discussion on amount is held. Ron Sandstrom moves to amend the motion to add in the amount of $100,000. Mike Smith seconds. Motion, as amended, is called to a vote and the motion passed 3-0. Treasurer Dinah Reiss will contact the bank. The intent for additional withdrawal from the Water System Capital Reserve Fund is discussed. Mike Smith makes a motion to split the Muddy Beach Well work at $17,500 from the CRF and $17,500 from the Water System Extension Fund. Ron Sandstrom seconds the motion and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,377.55. Ron Sandstrom seconds the motion. Discussion is held. Further discussion will be held in non-public session. Mike Smith makes a motion to approve payroll minus the ½ hr Overtime. Ron Sandstrom seconds the motion and the motion passed 3-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 3 checks for $67,456.95. 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 May 16, 2016 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 May 17, 2016 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 reports that he has locked down the website as it has been under attack recently.

Larry Leonard discusses submitting additional information to NH DES. Larry Leonard makes a motion to collect and complete a final request for reimbursement application for the Asset Management Grant. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion not to pursue alternate engineering options. 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 in favor of keeping the item open.
Mike Smith makes a motion to send a letter to Eversource with a copy to Asplundh requesting holding of any additional tree cutting and establish a meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith reports that he has permission to publish photographs of the Loons, with credit to the NH Loon Society. Discussion is held on placing pictures and a notice on the website regarding safety and protection of the Loons.
Mike Smith discusses topics to be covered with the EPOA at the meeting this coming Saturday. Topics should include selling the Lodge, a new building, beach stickers and options for parking restriction, ID on boats per Ordinance, Oak Ridge Road reconstruction, upgrades to Jungfrau and Oak water stations, and planned rehab of the Muddy Beach wells. An outline will be created.

8. Signature Items

Work order 1122 for repair of the plumbing at the Lodge is reviewed. Mike Smith makes a motion to approve Work Order 1122. Ron Sandstrom seconds the motion and the motion passed 3-0.

Letters to two residents requesting participation on the Lodge sale review committee are presented. Mike Smith makes a motion to sign the letters to Kevin O’Brien and Tommy Gunn requesting participation on the Lodge sale review committee. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results; results are clean. Granite State Analytical has sent the pH testing results; results are compliant.
A 91-A request for the summary outline of the water system tank lining project was received from Jay Buckley. The document was sent electronically.
A 91-A request for the approval of the pavement preservation work recently completed on the upper section of Oak Ridge Road and Klausen and Annual Meeting document outlining this project was received from Mark Graffam. The documents were sent electronically.

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

At 8:59 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public session:
Ron Sandstrom makes a motion to deny the ½ hour overtime shown on Bob Goddard’s time card. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to sign the letter to Bob Goddard. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to establish a meeting with part time employee Tony Eldridge. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 9:15 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/2016/05/CM051716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 17, 2016

The Board of Commissioners reconvened the session of May 16 at 1 pm Tuesday, May 17, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith, and Larry Leonard. Also in attendance, at separate times, were Kelly Robitaille and Bob Goddard of the Highway Department.

At 1:00 pm the reconvened session was called to order by Chairman Ron Sandstrom.

Signature items:

Mike Smith makes a motion to sign Work Order 1120 for clearing access to the Muddy Beach well field. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign Work Order 1121 for replacement of the Sodium Hydroxide day tank and repainting of the containment pit. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign Oak Ridge Road reconstruction Change Order #3 as recommended by the Engineers. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve the Fill Request submitted by #10 Bern Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.

Highway:

Manner in which the Board will receive work status reports from the Highway Dept is discussed.

The 2016 work plan as submitted by Kelly Robitaille is discussed. Mike Smith recommends altering the plan to focus on drainage needs – ditch and culvert cleaning – around the ponds prior to other work listed. Discussion is held on establishment of priorities for road work.
Delay of the compacting roller which has been ordered through MB Tractor is discussed. Potential loss of the machine rental for this summer is outlined as a possible result of delay at this time. Mike Smith makes a motion to discuss with Kelly Robitaille a change of scope from the submitted plan to focus on ditching and culvert cleaning beginning around the ponds. Ron Sandstrom seconds the motion. Discussion on changing scope of plan is held. Motion is called to a vote and the motion passed 3-0.

Kelly Robitaille joins the meeting and is informed the Board has voted to alter the focus of the 2016 road work to ditching and culvert cleaning around the ponds as priority. Asphalt work and road grading will be delayed. Kelly Robitaille is informed to contact MB Tractor and delay the roller rental. Kelly Robitaille will cancel the delivery scheduled for next week.
Road work, ditching, and some added difficulties in completing these tasks with a two person team are discussed. Some debris may need to be left roadside for pick up the next day. Storage needs for removed debris discussed.
Mike Smith makes a motion to obtain a price from G. W. Brook & Son for placement of asphalt in the pot holes near the entrance on Eidelweiss Drive. Ron Sandstrom seconds the motion. Discussion ensues. Kelly Robitaille states the DPW can fill at much lower cost. Mike Smith withdraws the motion.

Numbering and checking on all road culverts will be handled as a priority for the DPW. This assessment of all road culverts will give necessary information on the overall status of culverts and work needed. Mike Smith makes a motion to allocate up to $1,000 for metal grade stakes and paint for installation as new culvert markers. Ron Sandstrom seconds the motion and the motion passed 3-0.

Driveway culverts as an integral part of drainage is outlined and discussed. Cleaning of driveway culverts when working in any given area concurrently with the other work is outlined.

Kelly Robitaille leaves the meeting.

Bob Goddard joins the meeting. Work flow and change of scope to work plan for 2016 outlined and discussed.

Mike Smith makes a motion to revisit the work plan with the DPW in 3-4 weeks. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 3:15 pm 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

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM051616.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 16, 2016

The Board of Commissioners met at 8:00 am on Monday, May 16, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy), Ian Hayes (water operator), Tom Therrien (SCADA), Engineers Paul Fluet and Nick Sceggell, Erin Hartley of Hartley Well, Dave Cribbie of G. W. Brooks (Oak Ridge Contractor), and Treasurer Dinah Reiss.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the pavement preservation project on Upper Oak Ridge and Klausen was completed last Thursday. The area was ditched prior to the asphalt being placed. The shoulders will be worked in the area. Pavement now extends an additional 25 feet beyond the prior cut location to ease transition around the top of the S turn. Porridge Shore was ditched. Bern Drive and Sarnen will also be ditched. Seasonal work to be done by Memorial Day is discussed. Mike Smith makes a motion to put the rafts in on a good day. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to put the speed bumps in on Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 3-0. The fence at the veterans garden will be placed after Oak Ridge Road construction is complete. The list of roads planned for work is reviewed and discussed. A work session for road work is scheduled for 1 pm today. Discussion is held on cleaning ditches and culverts around the ponds first. Cleaning of road culverts, pavement shimming and shoulder work needed on suggested roads is discussed. The marking of road culverts is discussed. Kelly Robitaille shows a metal garden stake, painted yellow at the top with a number tag attached. Kelly Robitaille informs the Board the stakes cost $2.20 each. Each culvert requires two for a total cost under $1,000. Three days is estimated as completion time of painting and tagging the garden stakes. Priority of work for the department is discussed. Mike Smith discusses option of canceling the roller rental. The ability to have roads prepared in advance of the rental is discussed. Mike Smith adds that he would like to see a priority on ditching and culvert cleaning with grading of roads to follow. Discussion on process of road work continues. The need for a place to deposit materials during road work is discussed. Road work and priority discussion will continue in the reconvened session. Scheduling of the session is discussed; Tuesday at 1 pm.

3. Water

Mike Smith will work with Ian Hayes on isolation valve locating. Beginning date is discussed. Ian Hayes states able to begin Wednesday, June 1 at 1 pm. Work on locating and obtaining GPS coordinates for the valves will continue weekly at 9 am on Wednesdays beginning June 8. Pricing for the replacement of the booster pumps at Muddy Beach is stated by Ian Hayes to have been sent last night to the office, total cost, including pumps, is estimated at $23,000. The pricing for replacement of the day tank for the Sodium Hydroxide with repainting of the pit is estimated at $1,400 - $600 in parts and $800 in labor. Ron Sandstrom makes a motion to proceed with the replacement of the day tank for the Sodium Hydroxide, including repainting of the protective paint in the pit, up to $1,400. Mike Smith seconds the motion and the motion passed 3-0. The quote for the booster pump and piping replacement at Muddy Beach is discussed. Ron Sandstrom outlines that no action will be taken on the booster pump replacement until the work is completed on the wells and production is assessed. Off peak metering for the water system is discussed. Tom Therrien states that the program will be added to the stations this week. Tom Therrien discusses the height of the antenna at Reinach station. The antenna is too low and should be placed on a telephone pole next to the station to at a height of 30-35 feet. Mike Smith makes a motion to obtain pricing for purchase and placement of the telephone pole and placing of the antenna. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain pricing for the larger enclosure needed for Reinach station. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain pricing for updating of the SCADA system polling sequence with a sequence of operation report for the VDOE. Ron Sandstrom seconds the motion and the motion passed 3-0. The water outage on May 8 is outlined as being caused by a polling sequence failure. Tom Therrien leaves the meeting at 9:30 am.
The work needed on the wells at Muddy Beach is discussed with Erin Hartley of Hartley Well, Water Operator Ian Hayes, Engineers Nick Sceggell and Paul Fluet of Fluet Associates, a division of Dubois & King. Surging of Well #2 is outlined as the best means of cleaning the well to stop the sediment clogging the well pump. Well #2 is 110 feet at pump depth. Mike Smith makes a motion to shut off the camera for this discussion. Ron Sandstrom seconds the motion. Discussion is held on the information to be discussed as public information. Motion is called to a vote and the motion failed 1-2 with Larry Leonard and Ron Sandstrom stating the information is public. Muddy Beach Well #1 is discussed. Ian Hayes outlines that the production of this well reduces to 35 gallons per minute (gpm) with regular use. Once recovered, the well will return to 85 gpm production. Erin Hartley recommends pulling of the pump from Well #1, surging the well while open and placing a new pump. Size of the pump for the well is discussed. Ian Hayes states that if 35 gpm is the long term production for this well, the pump should be sized in that range, in lieu of an 85 gpm pump. The difference in horse power of the pump will make a large difference in the price and lead time needed to obtain. Well #2 will be flushed and put on line prior to removing the pump from Well #1. When the pump is removed from Well #1, the well will be tested by Hartley Well for production. This test will give a short term production capability; not long term sustainable rate of production. Paul Fluet states that information on the production rate should be used to size the pumps so that the pumps give a production rate which matches the flow. Paul Fluet adds that he agrees that Well #2 should be flushed and put back on line prior to removing the pump from Well #1. The transducers which will be placed in the wells while they are open will give the needed information on the flow ability of these wells. The cost estimate for the work is discussed. Worst case for Well #1, which would include a 10 HP pump for 85 gpm flow capability is $26,500. Well #2 is estimated to cost $3,700 to $5,200. Total budget for the project is $30,000. Scheduling is discussed. Erin Hartley states can be scheduled for phase 1 the week of May 30. Upon completion of phase 1, the information obtained about the short term production ability of Well #1 will be sent to the Engineers who will size the replacement pump. A two week lead time for receipt of the new pump for Well #1 will be needed and the new pump and piping will be installed as phase 2. Mike Smith makes a motion to authorize up to $35,000 for this project. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith leaves the meeting at this time to view the access to the Muddy Beach wells with Erin Hartley and Ian Hayes. Kelly Robitaille is contacted and requested to go to Muddy Beach station to review the access needs for the equipment of Hartley Well.

4. Administration

The monthly safety meeting will be held Tuesday at 12:30 pm.
The motion log has been distributed for review.
The work order log has been distributed for review.
The updated job description for the highway foreman has been distributed. This document will be discussed in the reconvened session of this meeting scheduled 5/17 at 1 pm.
Attorney Dan Crean has reviewed the fill agreement. Recommendation is that the Board sign these agreements, not the Highway Foreman. Mike Smith makes a motion to update the fill agreement to reflect signatures of the Board and approve use of the fill agreement as amended. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining stating he did not read the document.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 16 checks for $9,609.85. 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 May 9, 2016 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 reports that minor trimming of tree limbs and moving of a few rocks is all that is needed to prepare the access area for the Muddy Beach well field. The DPW will handle the work.
Mike Smith discusses the Commissioners Report to be given at the Eidelweiss Property Owner’s Association meeting Saturday May 28, 2016. Placing of identification in watercraft is discussed.
Mike Smith discusses the Asset Management meeting held last Saturday. The Asset Management Committee has voted to recommend to the Board of Commissioners that efforts to collect funds from the State of NH Asset Management Grant be stopped after May 31. Larry Leonard discusses contact with Luis Adorno of NH DES from the Board. Larry Leonard makes a motion to send a letter to Luis Adorno of NH DES inviting him to a Commissioners meeting. Ron Sandstrom seconds the motion and the motion passed 2-1 with Mike Smith voting against stating that contact has been made and not responded to; additional contact is not needed.
Mike Smith makes a motion to approve up to $400 for printing of maps once all data points are established for the isolation valve locations. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against production of the isolation valve maps.

8. Signature Items

Work order 1117 for seasonal water turn on for VDOE is presented. Mike Smith makes a motion to approve work order 1117 for seasonal water turn on. Ron Sandstrom seconds the motion and the motion passed 2-0. (Commissioner Leonard stepped away)
Work order 1118 for seasonal water turn on for a resident is presented. Mike Smith makes a motion to approve work order 1118 for seasonal water turn on. Ron Sandstrom seconds the motion and the motion passed 2-0. (Commissioner Leonard stepped away)
Work order 1119 for seasonal water turn on for a resident is presented. Mike Smith makes a motion to approve work order 1119 for seasonal water turn on. Ron Sandstrom seconds the motion and the motion passed 2-0. (Commissioner Leonard stepped away)
A driveway permit for construction for 23 Diessbach Drive 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.
Draft of a letter to Eversource regarding tree cutting is presented. Draft is reviewed and discussed. Draft held for additional discussion.
Transfer of funds request to Treasurer Dinah Reiss for movement of $100,000 from the Water Usage Account to the Operations Account is presented. Ron Sandstrom makes a motion to sign the Transfer of Funds request. Mike Smith seconds the motion and the motion passed 3-0.

9. Correspondence

Ralph Lutjen has sent notification that resident Melissa hatch has agreed to weed the gardens and mow the lawns for the season at a cost of $200. Mike Smith makes a motion to approve allocation of $200 for garden and lawn maintenance. Ron Sandstrom seconds the motion. Larry Leonard questions if specifics for the job have been outlined, the number of and location of the gardens, the number of and location of the lawns and if a work order or signed agreement will be in place. Larry Leonard is informed there are 5 gardens, 2 lawns, and that the job was posted for over a week with no other response. Mr. Leonard begins to ask additional questions. Mike Smith moves to call the question. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against, stating he has additional questions. Motion to approve the $200 for garden and lawn maintenance is called to a vote and the motion passed 2-0-1 with Larry Leonard against.

Mike Smith makes a motion to approve the request for parking of a trailer, occasionally with a boat on it, at the Huttwil lot for the summer. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard recused from the vote as he is the requesting resident.

NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances

Dave Cribbie of G. W. Brooks & Son, contractor for the Oak Ridge Road project joins the meeting to discuss project status with the Engineers and Board. Correction of the raised catch basin on Eidelweiss Drive at the intersection with Oak Ridge Road is proposed as Change Order #3. Cost for purchase and placement of the C-throat is $645. Nick Sceggell states that this is the correct solution and gives verbal approval of the change order. Ron Sandstrom makes a motion to approve Change Order #3 based on verbal approval of the Engineers. Larry Leonard seconds the motion and the motion passed 3-0. Final paperwork will be forwarded by Nick Sceggell for signing. Paul Fluet discusses placing the base asphalt layer at this time with final top coat to be done in the fall. Dave Cribbie will obtain pricing for this option. The pipe at catch basin #2 at the intersection of Saint Moritz needs to be extended 5 feet. Cost for this is $280 and will be calculated with the final balancing change order vial alteration of the unit amounts (5 feet of culvert piping will be added). The rocks removed from the project and unsuitable materials removed during preparation of the road bed remain to be calculated and approved. Some rocks are outlined as having been destroyed prior to VDOE verification of measurements. Exchange of a headwall for a catch basin is discussed. If VDOE keeps the headwall once removed, cost will be $2,300. If G. W. Brooks keeps the headwall the cost will reduce to $2,100. Mike Smith makes a motion to approve the work at a cost of $2,300 with the VDOE keeping the headwall. Ron Sandstrom seconds the motion and the motion passed 3-0.
The driveway at #18 Oak Ridge will need additional apron work to tie into the new road surface. One load of gravel, compacted and sloped, will be needed. The class C erosion stone in the ditches at the lower portion of the road will need to be moved to lower the ditch line. The stone will be used in other areas of the ditch line up hill. Cost for additional labor to move the stones is $1,200. Mike Smith makes a motion to approve up to $1,250 for movement of the class C erosion stone. Ron Sandstrom seconds the motion and the motion passed 3-0. The components of the current mix of asphalt being produced at Pike have not been released for 2016, but have not changed from 2015. Approval of the asphalt mix based on 2015 published data is discussed. No changes to the mix are known. Mike Smith makes a motion to recommend Fluet Engineering approve the asphalt mix based on the 2015 publication. Ron Sandstrom seconds the motion and the motion passed 3-0. Dave Cribbie will send the information to the Engineers. Dave Cribbie leaves the meeting at 11:20 am.

Discussion ensues with Paul Fluet and Nick Sceggell regarding Grison and Burgdorf engineering as approved at the VDOE Annual Meeting. Mike Smith makes a motion to act on the Warrant Articles and begin engineering, design and permitting of permanent repairs for the culverts on Grison and Burgdorf. Ron Sandstrom seconds the motion. Discussion ensues with Larry Leonard speaking against this project. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against stating that he does not think this is needed.

Paul Fluet is informed that off peak pumping for savings on electric costs for the water system is being modeled and looked into.

11. Other Business

Ron Sandstrom makes a motion to post the paving schedule for Oak Ridge Road on the website. Mike Smith seconds the motion and the motion passed 3-0.

12. Public Comments

At 12:00 pm Mike Smith makes a motion to recess the meeting until Tuesday, May 17 at 1:00 pm. Ron Sandstrom 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/2016/04/CM040416.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 4, 2016

The Board of Commissioners met at 8:00 am on Monday, April 4, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Kelly Robitaille and Bob Goddard (hwy).

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

1. Agenda

Mike Smith makes a motion to add a Non-Public session pursuant to RSA 91-A3: II (a) employment matters and approve the agenda as amended. 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 gravel is being used as road grading is done. A stockpile of gravel is requested. The gravel will then be readily available during a job. The dollar amount for the purchase order is discussed. Mike Smith makes a motion to approve a purchase order in the amount of $10,000 for gravel with $5,000 available to spend now and an additional $5,000 to resupply the stock when depleted. Ron Sandstrom seconds the motion and the motion passed 2-0. The rental for the compacting roller is discussed. MB Tractor will be renting the machine to the VDOE for 2 additional weeks with no additional charge. Monthly rental fee is $3,700. Should the machine be rented for two months, the cost would be reduced to $3,300 per month for a total of $6,600. Discussion ensues on maximizing use of the machine for while it is rented. Rental for one month would result in 6 weeks for the roller to be in the District. Mike Smith makes a motion to approve $3,700 for 6 week rental of the compacting roller. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille reports that three (3) picnic tables are needed. They are now available at Lowes for $90 each. Mike Smith makes a motion to approve up to $300 for purchase of picnic tables. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom reports that a resident came to his house to report a drainage issue at the intersection of Big Loop and Diessbach. This issue is on the resident’s property and this puddle has formed for many years in the same location. The area will be reviewed.
Budgets are reviewed. A work order to place asphalt to fill pot holes on Eidelweiss Drive and to correct the depressed areas near the entrance will be created for review. Kelly Robitaille adds that an option would be to shim coat the area to fill the depressions. The road grader could be used for this; project would be less expensive than contracting the repair. An earlier quote received will be redistributed for review. Use of a pre-mixed liquid for dust control in lieu of the bags that the crew mixes into the tank is discussed. There are benefits to the pre-mixed solution as the solution is at the correct ratios and properly dissolved. The VDOE owns a tank for this solution and, at one time, used this method for dust control. Cost for the pre-mixed Calcium Chloride solution is $1 per gallon. The VDOE tank will hold 2,000 gallons. Mike Smith makes a motion to approve a purchase order up to $1,100 for liquid Calcium Chloride. Ron Sandstrom seconds the motion and the motion passed 2-0. The supply of bags of Calcium Chloride on hand will be used prior to ordering the liquid.
Removal of construction debris at Jungfrau pump house is discussed. Mike Smith makes a motion to have the DPW remove all construction debris from Jungfrau pump house. Ron Sandstrom seconds the motion. Mike Smith outlines the cost effectiveness of the DPW removing the pump, pipes and other materials instead of the water operator. Motion is called to a vote and the motion passed 2-0.

3. Water

Mike Smith discusses work needed on the building of the Jungfrau pump house. A meeting with Norm Garside will be scheduled to create a cost estimate for the work. Interior holes created by removal of the old pipes, pump and electrical panels need to be repaired. The doors need replacing. The exterior needs to be stained. Sheetrock for the interior of the Oak Station will also be quoted. This was overlooked during the station rehab that was completed last year. The piping changes in the chemical injection room and placement of the second pump on the Sodium Hydroxide has been completed. Mike Smith makes a motion to obtain quotes for the rehabilitation of Muddy Beach pump house including electrical panel, SCADA control variable frequency drives, booster pumps, flow meters and related piping upgrades. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to have Nancy Cole coordinate pricing of the pumps and flow meters. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to approve the purchase order for Androscoggin Electric to place a mechanical louver vent in Jungfrau pump house at a cost of $750. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

April’s meeting schedule for Commissioners meetings is discussed. Ron Sandstrom makes a motion to cancel the weekly meeting scheduled for April 18 and move the meeting scheduled for April 25 to April 27 at 8 am. Mike Smith seconds the motion and the motion passed 2-0.

Water bills were completed and mailed last week.

The 2016 VDOE Water System Consumer Confidence Report has been completed and will be placed on the website.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 10 checks for $24,912.90. 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 March 28, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith discusses an option of proposing use of the $12,000 collected in 2015 from the water users via the water user fee that was not expended on the tank lining project as the funding for the new Capital Reserve Fund for Water Tank replacement. This will be looked at in the fall. Options for heaters in the pump houses that do not require electricity to operate will be looked into. This would be a significant reduction of any day time usage of electricity should the off-peak metering program be put into place for the water system.

8. Signature Items

Draft for a letter to Rick Skarinka of NH Department of Environmental Services (DES) outlining the decision to not pursue the tank lining project at this time is presented. Mike Smith makes a motion to sign the letter informing DES of the decision to not pursue tank lining. Ron Sandstrom seconds the motion and the motion passed 2-0.

The loan documents for the Oak Ridge Road loan are presented. Mike Smith makes a motion to pursue the loan and sign the documents. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The report of electric usage and savings from Neighborhood Energy has been received. The District has saved nearly $200 in one month.

NH Municipal Association has sent the bi-weekly News Link.

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

At 8:55 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public session:
Mike Smith makes a motion to increase Nancy Cole’s salary as outlined. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to increase Kelly Robitaille’s hourly wage as outlined. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 9:55 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom 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/2016/04/CM032816.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 28, 2016

The Board of Commissioners met at 10:00 am on Monday, March 28, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Water Operator Ian Hayes joined the meeting at 10:30; Engineer Nick Sceggell joined the meeting at 10:50; 3-G Construction owner Stan Graton and manager Derek Elfstrom joined the meeting at 11:00; Kelly Robitaille (hwy) joined the meeting at 1:30 with G. W. Brooks’ representatives Dave Cribbie and Scott Brooks. The meeting was filmed for Madison TV.

At 10:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

The culvert near the property at 7 Grison Road has been reported to have a sinkhole. Kelly Robitaille has been asked to check on this. Mike Smith makes a motion to have Kelly Robitaille check the culvert on East Bergamo and report on the condition. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Oak Ridge Road pre-construction meeting will be held at 1:30 pm.

3. Water

The meeting to review qualifications for the bidder on the tank lining project will be held at 11:00 am.

Mike Smith makes a motion to place creation of a Water System Capital Reserve Fund for water tank relining and replacement on the 2017 proposed Warrant Article list. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

The policy book will be reviewed following completion of the Jungfrau project and water billing.
An Asset Management meeting was held Saturday. Tags for culverts and pump house valves are being ordered. Arrows for water flow direction will be purchased; Ian Hayes will handle installation. A master list for valves and control functions within each pump house will be created; copies will be posted at the pump houses. The next Asset Management meeting will be April 16th.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,494.00. 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 23, 2016 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 safety meeting of March 16, 2016 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

Ron Sandstrom discusses altering the meeting schedule the end of April. Discussion ensues on changing weekly meetings to Friday. Mike Smith states preference for the Monday meetings, but arrangements will be made to accommodate needs.

Mike Smith requests an update to the emergency contact list. This will be done.
Mike Smith makes a motion to contact Norm Garside for review of the Jungfrau pump house for needed work. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

A request for time off has been received. Mike Smith makes a motion to approve Bob Goddard’s time off request. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

10. Scheduled Appearances

Ian Hayes joins the meeting at 10:30 am. The Jungfrau pump replacement project is discussed. Ian Hayes states that a mechanical louver vent is needed in the station. Mike Smith makes a motion to obtain quotes for purchase and installation of a mechanical louvre vent for Jungfrau pump house. Ron Sandstrom seconds the motion and the motion passed 2-0.

Nick Sceggell joins the meeting at 10:50 am. The tank lining project is discussed.
Stan Graton and Derek Elfstrom of 3-G Construction, the only bidder on the tank lining project, join the meeting at 11:00 am. The tank lining project is discussed, experience of the bidder with tanks for a public water system is discussed. Though the company has extensive experience with the mechanics of tank lining projects, there is no specific public water system tank experience. At 11:45 am Stan Graton and Derek Elfstrom of 3-G Construction leave the meeting.

Discussion is held on the contractor’s ability to safely manage a public water system project.
Mike Smith makes a motion to disqualify the bid of 3-G Construction based on lack of company references. Ron Sandstrom seconds the motion and the motion passed 2-0.
The possibility of replacing the tanks at Reinach at a higher elevation for creation of the Reinach pressure zone is discussed as an alternative to lining those tanks. Pressure issues reported from 1 Bristenstock may require steps to begin creation of this needed pressure zone within the water system. Should tank lining be pursued, beginning with the Summit tanks would be recommended. Mike Smith makes a motion to have Dubois & King prepare a report for budget numbers to sandblast and clean, inspect and evaluate, and line, if needed, each of the water tanks independently for each station. Ron Sandstrom seconds the motion and the motion passed 2-0.

Muddy Beach is discussed. A check of the pump in Well #1 is needed. The transducer will be placed while the well is opened for checking the pump. The depth of the well pump will also be obtained.

Mike Smith makes a motion to notify Rick Skarinka at NH DES that the District will not be pursuing the approved State Revolving Loan Fund tank lining project funding. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to approve Ian Hayes scheduling of Hartley Well to pull Muddy Beach Well #1 following the scheduled work on Muddy Beach Well #2 and to fund this work through the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to allocate any expenses against the funding for the Water System Tank lining project to the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 1:30 pm Dave Cribbie and Scott Brooks, representatives from G. W. Brooks, the company awarded the Oak Ridge reconstruction project, join the meeting. Highway Foreman Kelly Robitaille also joins the meeting. Discussion on the project and starting date for work is held. The required bonds are reviewed. Turnaround time for payment requisitions and submission of payment requests are discussed. The contract documents are reviewed. The first payment application will be submitted two weeks following beginning of the project. A spreadsheet identifying workers on site for G. W. Brooks will be submitted. District contacts will be distributed to G. W. Brooks personnel. The submittals for all project materials will be sent to Nick Sceggell. Contractor personnel will work with homeowners during construction that will affect the ability to access any property individually as it occurs.

Ron Sandstrom makes a motion to send notice to the homeowners to sign up on the website for email notification of updates regarding this project Mike Smith seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to place detour signs prior to construction on the road beginning. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille will handle the placement of the signs.

Work on the project will begin with tree work scheduled for Monday, April 4.

11. Other Business
12. Public Comments

At 10:20 am Mike Smith makes a motion to recess the meeting until the scheduled appearance at 10:30. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 10:30 am Ron Sandstrom calls the meeting back to session.

At 2:25 pm Mike Smith makes a motion to recess the meeting until Tuesday, March 29; if needed. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom leaves the meeting at this time. Meeting is not reconvened. Adjourn.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM032316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 23, 2016

The Board of Commissioners met at 8:00 am on Wednesday, March 23, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present was Kelly Robitaille (hwy). The meeting was filmed for Madison TV by Tim Hughes.

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

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 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that pot holes are being worked on as possible. The rake is being used when roads are not too wet. Eidelweiss Drive and Little Shore were graded last week. Gravel is needed for the roads. Unable to haul until sanders are able to be removed from the trucks. The intersection of Little Shore Drive and Eidelweiss Drive is discussed. The ditch line created last year is to be cleaned. Kelly Robitaille states that the ditch is at the level of the drainage grate, and cannot be made deeper. Additional gravel may need to be added to the area. All trucks are in good condition. The backhoe service is being done. All fluids were changed on Friday. The remainder of the service will be completed this week. Kelly Robitaille is informed that a meeting with the Engineers and G. W. Brooks on the reconstruction of Oak Ridge Road is scheduled for 1:30 pm on Monday, March 28. Mike Smith makes a motion to obtain pricing on No Lifeguard on Duty signs, with separate posts, for the beaches. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve the installation of the cement slab at DPW II. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to obtain a price for the pouring of bollards at the corners of DPW II. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille is informed that the old pump and piping being removed from Jungfrau water station will need to be removed. Gloria Aspinall will be cleaning the outhouses this summer, while the DPW will rake the beaches. The Asset Management Committee will be ordering tags that the DPW will need to place on the road culverts. The summer hours for the DPW will be 6:30 am to 3:00 pm. Beaches will be raked every morning. Overtime rate will be paid for weekend beach raking. Discussion is held on having a backup person to rake the beaches should the crew be unavailable. This will be looked into. Having the DPW remove trees that are cut for the Oak Ridge Road reconstruction project may produce some savings on the project. Use of the lot on Saint Moritz for materials storage may produce savings on transport costs.

3. Water

Work at the Jungfrau station is progressing; the project is close to 70% complete. The piping is being installed for the new pump. The Electrician will complete the electrical work this week. The pump should be on line the middle of next week. Mike Smith makes a motion to approve change order to the Jungfrau project for replacement of the piping from the DPW to the tank inside Jungfrau station up to $1,000. Ron Sandstrom seconds the motion and the motion passed 2-0. The meeting scheduled for next Monday with the tank lining bidding contractor is discussed.

4. Administration

A safety meeting was held last week.
The motion log has been distributed.
Policies and procedures have been sent to Mike Smith for review. Mike Smith will work with Nancy Cole on creation of the new manual.
Mike Smith makes a motion to approve the Asset Management Committee expend up to $400 for tags for road culverts. Ron Sandstrom seconds the motion and the motion passed 2-0.
Options for extending the Water Tank Lining project time frame and/or funding allowance for the State Revolving Loan Fund have been received from NH DES. Approval of additional funding and extension of time frame for project completion could be sought from NH DES and then placed on the Warrant for voter approval.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 20 checks for $58,308.02. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion to approve manifest is called to a vote and the motion passed 2-0.

At 8:40 am Mike Smith makes a motion to take a 5 minute break to sign checks. Ron Sandstrom seconds the motion and the motion passed 2-0. Filming is stopped for 5 minutes.

6. Minutes

The minutes of March 7 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 14 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 Asset Management meeting of March 13 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Mike Smith votes in favor; Ron Sandstrom abstains as he was not in attendance at the meeting. Minutes will be reviewed at the next Asset Management meeting.

7. Commissioners Reports

Mike Smith reports that the light on the telephone pole at Jungfrau station is broken. Eversource will be notified.
The status of the Minutes of the Annual Meeting is requested. The signed minutes have been received from the Clerk and posted to the website.
Discussion is held on the curb cut for the now approved boardwalk on Diessbach Drive. A driveway permit for construction was discussed last fall but has not yet been applied for. The application for the driveway permit for construction to pave the house property was not signed by the Board.

8. Signature Items

The Department of Revenue MS-232 for statement of appropriations as voted at the Annual Meeting is reviewed. Mike Smith makes a motion to sign and submit the MS-232 Ron Sandstrom seconds the motion and the motion passed 2-0.

The Department of Revenue MS-123 for statement of VDOE Officials as voted at the Annual Meeting is reviewed. Mike Smith makes a motion to sign and submit the MS-123. Ron Sandstrom seconds the motion and the motion passed 2-0.

The NH DES Shore land Permit Application for placing of culverts under the driveways located at 69, 71 and 73 Eidelweiss Drive has been completed and is reviewed. Mike Smith makes a motion to sign and submit the application. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work order 1110 is presented. Mike Smith makes a motion to approve and sign work order 1110 for replacing of the inlet piping to the water storage tank at Jungfrau station. Ron Sandstrom seconds the motion and the motion passed 2-0.

Purchase Order 142 for contractor services to locate water system isolation valves in the amount of $1,500 is presented. Ron Sandstrom makes a motion to approve and sign purchaser order 142 in the amount of $1.500. Mike Smith seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has forwarded the monthly bacteria testing results. Results clean.

NHMA forwarded the bi-monthly News Link.

The Town of Madison has confirmed VDOE roads are not included in the Town’s Highway Block Grant requests.

10. Scheduled Appearances
11. Other Business

Disturbances at the Bern Huttwil loop area have been brought to the attention of the Madison Police. Known activity and use of the area for recreational purposes by residents was also highlighted to the police.

Primex, the Workers Comp and Unemployment Comp insurance carrier will be visiting the District on April 14th in preparation of offering a quote for property-liability insurance.

12. Public Comments

The meeting on Monday, March 28, 2016 will begin at 10 am. The change of time for the meeting will be posted.

At 9:00 am Ron Sandstrom 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 Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to seal the minutes until resolution of the matter discussed. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

At 9:45 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM031416.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 14, 2016

The Board of Commissioners met at 8:00 am on Monday, March 14, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Kelly Robitaille (hwy), Treasurer Dinah Reiss and resident Gloria Aspinall. Water Operator Ian Hayes and SCADA programmer Tom Therrien joined the meeting in progress. The meeting was filmed for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that some raking was done last week. Some gravel was added as needed to fill pot holes. Roads will be worked on when possible to rake; roads are too soft to use the grader at this time. Parts for the backhoe 1000 hour service have been picked up. The grader plow and wing plow have been removed for spring. The pavement plan for the upper section of Oak Ridge Road and Klausen is being scheduled for mid-April. Phones are discussed. The cost of a replacement phone is $150; the data plan will add $30 monthly to the bill. Approval to proceed with the replacement is discussed. Ron Sandstrom makes a motion to approve $150 for a replacement phone. Mike Smith seconds the motion. Discussion on approval of the monthly charges being included is held. Ron Sandstrom withdraws the motion. Mike Smith makes a motion to approve a contract price increase with Verizon at $30 per month. Ron Sandstrom seconds the motion and the motion passed 2-0. The water project at Jungfrau station is discussed. The Highway crew will need to bring the pump to the station with the backhoe. Removal of old parts and pump will need to be done once the project is complete. DPW II is discussed. Mike Smith makes a motion to have Ralph Lutjen complete a design and estimate for the area. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille is informed that the monthly safety meeting will be Wednesday at 12:30.

3. Water

Mike Smith discusses inclusion of a postcard to the property owners of the 32 curb stop valves not located last summer. An update on the Asset Management Committee will also be developed for inclusion with the bills.
Mike Smith makes a motion to have Ian Hayes shut down the bleeders and pump station heat within the next two weeks. Ron Sandstrom seconds the motion and the motion passed 2-0. Ian Hayes will notify the office when complete. Year to date water expenses are reviewed. The installation of the second pump for the Sodium Hydroxide will be completed by the end of March. Muddy Beach well transducers will be installed after completion of the pump change over at Jungfrau. The pump at the Summit station has been installed. Mike Smith discusses project management for water projects. Ian Hayes states that he can summarize work completed in a weekly email to the office, which will be distributed to the Board. Mike Smith makes a motion to have project oversight on small water projects. Ron Sandstrom seconds the motion and the motion passed 2-0. Tank lining project is discussed. Ian Hayes will attend the meeting with the contractor set for March 28 at 11 am.
Tom Therrien reports that the new radios have been installed. Some adjustments to the direction of radio traffic have been made. Additional adjustments will be needed before system updates to polling logic and sequence are completed. One day of work is expected for this. Mike Smith makes a motion to have Tom Therrien update the radio system and provide the VDOE with a direction of communication and polling sequence schematic. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom makes a motion to have Tom Therrien submit any other recommendations for SCADA system upgrades. Mike Smith seconds the motion and the motion passed 2-0.
The electrical and SCADA panel work at Jungfrau is ready for the installation of the new pump.
The light outside Jungfrau station, on the pole, is broken. Mike Smith makes a motion to have Chad Poulin of Androscoggin Electric repair/replace the light up the $400. Ron Sandstrom seconds the motion and the motion passed 2-0.
The process for the replacement of the 10 HP pump at Jungfrau is outlined by Ian Hayes.
Ian Hayes is notified that bleeder valve location sheets and blow off valve location sheets have been developed and will need to be completed when the bleeders are turned off for summer.

4. Administration

Safety meeting will be Wednesday, March 16 at 12:30 pm
Asset Management is discussed. Mike Smith makes a motion to hire Gloria Aspinall for road culvert data collection at a rate of $7 per sheet. Ron Sandstrom seconds the motion. Discussion ensues on having the highway crew mark the culverts with the tags and then have Ms. Aspinall record the information and take the GPS location data. Motion passed 2-0. Mike Smith makes a motion to have Alex Manning and Gloria Aspinall begin driveway culvert locating at $6 per sheet. Ron Sandstrom seconds the motion and the motion passed 2-0.
A follow up on the status of the maps from Avitar will be made following this meeting.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,414.91. 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.
The monthly cash flow report is reviewed and discussed. Treasurer Dinah Reiss outlines the timing of loan payments, the new loan for Oak Ridge Road reconstruction approved this year, and overall cash flow for the VDOE.
Establishing the 2016 water rate is discussed. Mike Smith makes a motion to set the water rate for 2016 at $370.00. Ron Sandstrom seconds the motion. Discussion ensues on setting of the rate, water system needs, and proceeding in a manner which will best protect the VDOE water system. Placing of a Warrant Article for raising funds to deposit into the water CRF for transparency is discussed by Treasurer Dinah Reiss. Open discussion on projects completed and planned to be paid for from Capital Reserve Funds is also recommended. Motion is called to a vote and the motion passed 2-0. Mike Smith makes a motion to place an Article on the 2017 Warrant for deposit of dollars (amount to be determined) into the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.
The listing of Class VI roads with houses has been distributed. The process of changing classification of a Class VI road to Class V will be outlined into a separate document for distribution.

5. Accounts Payable
6. Minutes

The minutes of Feb 29 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

Ron Sandstrom states that he attended the Town of Madison Annual Meeting this past Saturday.

8. Signature Items

Work order 1109 for replacement of the Summit pump is presented. Mike Smith makes a motion to approve Work Order 1109 for replacement of the Summit pump. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work Order 1108 for marking of water valves prior to Oak Ridge Road construction is presented. Mike Smith makes a motion to approve Work Order 1108 for marking of water valves prior to construction on Oak Ridge Rd. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to Rick Skarinka of NH DES questioning timing aspects for the approved State Revolving Loan Funds is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

Purchase Order for sand is presented. Mike Smith makes a motion to approve Purchase Order 141 in the amount of $3,000 for sand. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

NH Municipal Association has sent the Legislative Bulletin. The bill to alter RSA 91-A to require a government to produce records in any format requested by a citizen has failed.

10. Scheduled Appearances

Gloria Aspinall has come to the meeting to discuss summer work options. Ms. Aspinall is informed of the vote taken to hire her as road culvert data collector. Mike Smith makes a motion to hire Gloria Aspinall for cleaning of the outhouses. Ron Sandstrom seconds the motion and the motion passed 2-0.

Gloria Aspinall discusses needed road work on Eidelweiss Drive. Mike Smith recommends that the paving company fill/patch the area when in for planned work on Oak Ridge and Klausen. Ron Sandstrom makes a motion to create a work order for review. Mike Smith seconds the motion and the motion passed 2-0.

Engineer Paul Fluet may be asked to discuss drainage on Eidelweiss Drive with Gloria Aspinall on March 28, depending on time available.

11. Other Business
12. Public Comments

At 10:00 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

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM030716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 7, 2016

The Board of Commissioners met at 8:00 am on Monday, March 7, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Kelly Robitaille and Bob Goddard (hwy). The meeting was filmed for Madison TV by Tim Hughes.

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

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 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Asplundh Tree will be on hold until after the reduced road weight limit is removed. The trucks are too heavy to continue working at this time. A quote has been received from Chadwick-BaRoss for the 1000 hour service for the backhoe in the amount of $3.404.55. Mechanic Mike Parsons can handle the service at a cost of $1,600 plus parts. Mike Smith makes a motion to have Kelly Robitaille approach Chadwick-BaRoss for a price reduction. If no reduction is given approve Mike Parsons to perform the 1000 hour service on the backhoe. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille reports that the roads are very soft with some pot holes and will be raked when possible. The reconstruction of Oak Ridge Road is discussed. The Board is informed that contact with David Chase of Conway has been made and that Mr. Chase has fully retired. Options for a clerk of the works for the project are still being looked into. Paul DegliAngeli of Conway has been contacted for recommendations.
The budget is reviewed and discussed. Mike Smith makes a motion to approve up to $3,000 for sand if High Street Sand & Gravel will offer the same price. Ron Sandstrom seconds the motion and the motion passed 2-0.
The crew is informed that access to the wells at Muddy Beach will be needed; the access road will need to be cleared and stabilized for the equipment to gain access to the wells.
The damaged car on the lot at 14 Aspen and the response from Madison to the request for removal of the car are discussed. Mike Smith makes a motion to request the Town place a safety fence around the car. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water

Work at the Jungfrau station is continuing. The meeting with the contractor that bid on the tank lining project is scheduled for March 28 at 11am. Mike Smith makes a motion to have Paul Fluet view the Jungfrau station upgrades when in the District; schedule the Oak Ridge Road kick-off meeting for that afternoon; and review Aspen while here. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

Safety meeting will be held March 16 as Kelly Robitaille will not be in this Wednesday.
The scanned file of the current policies will be sent to Mike Smith.
The water rate calculation for 2016 with varying contingency percentages will be distributed this week so that the water rate can be set next week.
The Asset Management meeting set for Saturday will be moved due to the Town of Madison Annual Meeting being held this Saturday.
Mike Smith makes a motion to approve up to $1,500 for Scott Hayes & Ian Hayes to continue work on the isolation valve location project. Ron Sandstrom seconds the motion and the motion passed 2-0.
February daily water usage report has been distributed.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 13 checks for $22,189.60. Ron Sandstrom seconds the motion. Checks and invoice are reviewed and discussed. Ron Sandstrom makes a motion to increase the salt purchase order amount to $3,109.05. Mike Smith seconds the motion and the motion passed 2-0. Motion to approve manifest is called to a vote and the motion passed 2-0.

Mike Smith makes a motion to take a 5 minute break to sign checks. Ron Sandstrom seconds the motion and the motion passed 2-0. Filming is stopped for 5 minutes.

6. Minutes
7. Commissioners Reports

Ron Sandstrom states that he is preparing updates to the database for Asset Management.

Mike Smith makes a motion to name Ron Sandstrom Chair for 2016. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to post the results of the Annual Meeting on the website. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to have Mike Smith act as project manager for the pump install and related work at the Jungfrau station. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to request Treasurer Dinah Reiss proceed with the Oak Ridge Road reconstruction project loan. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to pay the Supervisors of the Checklist the same as last year and to process payment to the Clerk and Moderator for the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to contact Rick Skarinka of NH DES regarding the time line for access to SRF funds, the process if a new bid is needed to be completed, the process for accessing additional funds and inquire of any projects know to be completed by 3-G Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to approve up to $100 for flowers for the funeral of Kelly Robitaille’s mother.
Ron Sandstrom discusses updating the signs at the Huttwil mailboxes so that the VDOE information is more prevalent as outlined last year. Mike Smith makes a motion to explore a banner for the bulletin board with the VDOE website. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

The Department of Revenue MS-60 for statement of audit status is presented. Mike Smith makes a motion to sign and submit the MS-60. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to G. W. Brooks for the funding approval of the Oak Ridge Road project is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The monthly rental check for the Coleman Tower site has been received.
NH Municipal Association has sent the bi-weekly News Link.

The Town of Madison response to the request for removal of the damaged car at 14 Aspen has already been discussed.

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

At 9:00 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to seal the minutes until resolution of the matter discussed. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

At 9:45 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator