[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

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM071816.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 18, 2016

The Board of Commissioners met at 8:00 am on Monday, July 18, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Suzanne Malkasian, Mark Sheridan 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 accept the agenda as presented. Ron Sandstrom seconds. Ron Sandstrom moves to amend the agenda to hear scheduled appearances first. Mike Smith seconds the amendment and moves to approve the agenda as amended. Motion passed 2-0.

2. Highway Department Report

Kelly Robitaille is not in today. Middle Shore, Little Shore, Big Loop and Sarnen were all graded last week. The intersection of Little Shore Middle Shore was ditched.
One application has been received for the open highway position.

3. Water

The transducer in the DPW well has been replaced and is recording well levels in the SCADA system. The polling sequence has been updated. The cost for the telephone pole at Reinach and documentation on the chemical injection room and Jungfrau are outstanding from Electrical Installation.

4. Administration

A safety meeting will be scheduled.
The cash flow report is reviewed and discussed. Treasurer Dinah Reiss discusses the projection for use of the TAN late this year. The tax check from Madison is due to the District August 1. Funding projects from savings and the depleted status of the capital reserve funds is outlined. Treasurer Dinah Reiss states that she is working on a debt service spreadsheet that will show the annual payments through loan maturity for each loan. Fixed expenses within the budget and funding future needs of the District are discussed.
Asset management is discussed. Dinah Reiss and Nancy Cole are working on the curb stop locations for the valves not located by the data collectors last year.
Mike Smith outlines that 31 isolation valves have been located on the south side of Eidelweiss Drive in the District. The target date for sending the plotted valve location information to Engineer Paul Fluet is September 1. Mike Smith states that he would like to do additional exploring and extending of the valves on Middle Shore, Little Shore and Big Loop. Mike Smith makes a motion to approve up to 2 days of isolation valve work with Ian Hayes. Ron Sandstrom seconds the motion and the motion passed 2-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $7,614.41. 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 additional funds expending on the pavement preservation work done on the upper section of Oak Ridge Road and Klausen are discussed. A prior discussion on withdrawing the additional $3,210 from the Road Construction Capital Reserve was held. It is questioned if the Board would like paperwork for a withdrawal. Ron Sandstrom states that the amount should be covered within the 2016 Highway budget gravel line item.
The motion log is reviewed. 21 motions have been moved to the completed sheet. 17 motions remain active, most being held for action in the fall.

5. Accounts Payable
6. Minutes

The minutes of July 11 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom reports he has been looking at building designs; particularly the welcome center building on Rte 302 in ME.
Mike Smith makes a motion to obtain pricing for re-surfacing only and full reconstruction of the hill on Middle Shore at Geneva for the 2017 Warrant. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

A withdrawal request from the Water System Capital Reserve Fund in the amount of $11,237 for 50% of the cost of the Muddy Beach Well work is presented. Mike Smith makes a motion to sign and submit the withdrawal request. Ron Sandstrom seconds the motion and the motion passed 2-0.
A withdrawal request from the Water System Extension Fund in the amount of $11,237 for 50% of the cost of the Muddy Beach Well work is presented. Mike Smith makes a motion to sign the withdrawal request for Treasurer Dinah Reiss to move $11,237 from the Extension Fund to the operating account. Ron Sandstrom seconds the motion and the motion passed 2-0.
A withdrawal request from the Water System Capital Reserve Fund in the amount of $3,670 for the building repair work at Jungfrau and Oak stations is presented. Mike Smith makes a motion to sign and submit the withdrawal request. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 151 for the rental of a vibratory roller for one month is presented. Mike Smith makes a motion to approve purchase order 151 in the amount of $2,950. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 152 for a new welder for the highway department is presented. Mike Smith makes a motion to approve purchase order 152 in the amount of $1,046. Ron Sandstrom seconds the motion and the motion passed 2-0.
Work order 1125 is presented. Mike Smith makes a motion to approve work order 1125 for the checking and correction of the drainage at 30 Saint Moritz. Ron Sandstrom seconds the motion and the motion passed 2-0.
Work order 1126 is presented. Mike Smith makes a motion to approve work order 1126 for removal of the debris at the Muddy Beach wells. Ron Sandstrom seconds the motion and the motion passed 2-0.
Work order 1127 is presented. Mike Smith makes a motion to approve work order 1127 for blocking of access to the Muddy Beach wells. Ron Sandstrom seconds the motion and the motion passed 2-0.
An amended Driveway Permit for Construction for 17 Middle Shore, with wording recommended by Attorney Chris Boldt is presented. Mike Smith makes a motion to approve the Amended Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.
A Driveway Permit for Construction for 21 Saint Moritz is presented. Mike Smith makes a motion to approve Driveway Permit 201603 for paving at 21 Saint Moritz with conditions as listed. Ron Sandstrom seconds the motion and the motion passed 2-0.
A letter to the Town of Madison Board of Selectmen is presented. Mike Smith makes a motion to sign the letter to the Town regarding the water services balance and removal of the car on the lot at 14 Aspen. Ron Sandstrom seconds the motion and the motion passed 2-0.
A thank you letter to Attorney Peter Malia is presented. Mike Smith makes a motion sign the letter thanking Attorney Malia for his meeting with the Board. Ron Sandstrom seconds the motion and the motion passed 2-0.
A letter to the property owner of 55 Eidelweiss Drive is presented. Mike Smith makes a motion to sign the letter regarding paving of the driveway without a permit. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results for the water system. Results are clean.
Granite State Analytical has sent the monthly pH test results for the water system. Results are within range of 7.1 – 7.3.
NH DES has sent a bulletin outlining requirements for notification to the State should water restrictions be put into place. Many communities in the State are under varying levels of water usage restrictions as the water levels across the State are low. Ron Sandstrom makes a motion to place a notice on the website regarding the pond level as a result of reduced rainfall this year and to place a reminder that fireworks are not allowed. Mike Smith seconds the motion and the motion passed 2-0.

10. Scheduled Appearances

Suzanne Malkasian and Mark Sheridan, owners of 19 and 17 Oak Ridge Road, are in attendance to discuss drainage. Suzanne Malkasian states that she received the letter from the Board outlining the District’s proposed alteration of the drainage as it passes 17 Oak Ridge Road as discussed when the Malkasian’s appeared June 13 and questions why Commissioner Leonard did not sign the letter. Ron Sandstrom outlines that the two Commissioners present at the meeting when the letter was signed, signed the letter; two Commissioners is a quorum and the letter was signed during a posted meeting in which Commissioner Leonard was not present. Suzanne Malkasian questions why she did not receive requested phone contact from a Commissioner and was informed that one Commissioner, outside of a public meeting, does not have authority to bind the District and that communication with the Board occurs at a public meeting. Mike Smith states that an issue of drainage was raised at 17 Oak Ridge, which was responded to by the Board in writing. Suzanne Malkasian questions the driveway at 19 Oak Ridge, stating that there is water damage and that a portion of the road is broken at this location. Ron Sandstrom outlines that #19 was not part of this project, the project ended at the property line between 19 and 17. Suzanne Malkasian states that the prior project from 2007 ended at #23. Ron Sandstrom outlines that a complaint regarding water run-off at #19 is a new issue; the issue raised regarding the property at #17 has been corrected. Suzanne Malkasian requests that the driveway at #19 have paved apron placed and culvert headwalls placed. It is reiterated that the approved project recently completed for the reconstruction of Oak Ridge Road did not include #19. Use of the driveway to access the VDOE pump house is mentioned. Mike Smith makes a motion to have the engineers view the driveway at #19 Oak Ridge on their next scheduled visit to VDOE. Ron Sandstrom seconds the motion and the motion passed 2-0. The Suzanne Malkasian and Mark Sheridan are informed that no scheduled visit exists at this time, however, this driveway will be looked at when the engineers are in the District next; there is no time line at this point for this review.

11. Other Business

The property owner of 29 Grachen has submitted an as built drawing of the driveway at the property. Mike Smith makes a motion to have Kelly Robitaille check the boundary line set back from the edge of the driveway pavement to the Bridal Path. Ron Sandstrom seconds the motion and the motion passed 2-0.

12. Public Comments

At 9:30 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM071116.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 11, 2016

The Board of Commissioners met at 8:00 am on Monday, July 11, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:04 am). Also in attendance was Gloria Aspinall, Treasurer Dinah Reiss (arrived 9:10 am) and Ian Hayes (arrived 9:15 am). 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 accept the agenda as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

2. Highway Department Report

Kelly Robitaille is not in attendance as part highway employees Tony Eldridge and TJ Eldridge are in the District for planned road work.
Gloria Aspinall has completed the data collection for all road culverts. The list of culverts needing attention is reviewed. Culverts are listed by number and location. 191 road culverts have been identified.
No issues have been reported with the equipment.

3. Water

Ian Hayes states that Muddy Beach Well #1 has been chlorinated and tested. He is waiting for the test results prior to putting the well on line. Information on the possible interconnection of the two wells at Muddy Beach will be looked at by the Engineers. Additional information will be collected going forward once the wells are on line. SCADA programming can be used to protect the wells from drawing down to levels that may damage the pumps. The cost of the pole needed at Reinach is still outstanding. Ian Hayes states that Tom Therrien of Electrical Installation will be in the District Thursday and is the contact person for that quote. The polling sequence, DPW transducer status and off peak programming will be followed up on with Tom Therrien when he is here Thursday. The new panel for Reinach has been ordered.
Ian Hayes adds that the secondary containment and new day tank for the Sodium Hydroxide has been installed. A new pump should be ordered for the Sodium Bicarbonate. Mike Smith makes a motion to hold action on a new bicarbonate pump until the end of the year. Ron Sandstrom seconds the motion and the motion passed 3-0.
1 Bristenstock is discussed. An outline of the field findings created by Ian Hayes is being reviewed and discussed with the Engineers. The temporary feed to this property is holding flow with a psi around 35. Some peaks and valleys show on the graph. Discussion ensues on factors that may be effecting the flow and pressure at this house. Once Muddy Beach is on line; any effect of that station on the pressure at 1 Bristenstock will also be captured. Ian Hayes reports that one of the transducers has been installed at 19 Blinden to show flow and pressure at the far end of the water line that serves 1 Bristenstock. The property owners at 19 Blinden have had the same periods of reduced pressure and flow that have been observed at 1 Bristenstock.
Having the data loggers available for use as needed in different sections of the water system would be beneficial in diagnosing issues. Ian Hayes will approach Granite State Rural Water to see if they may sell the data loggers being used by the District at this time to the District.
Ian Hayes will send the quote for the valves needed to establish the set up for calibration of the DPW well flow meter.

4. Administration

A safety meeting will be scheduled.
All policies have been placed on the website. Minutes were also added.
An Asset Management meeting was held yesterday. Nancy Cole outlines that pump house information is being compiled with all valves and pumps that will be placed within each pump house upon completion. The Jungfrau data sheet has been completed and is reviewed.
Maps with isolation valves for the North side of the District have been ordered. Testing of valves will be a future project. Locations and verifying accuracy of the locations on the maps is the current priority. The number of isolation valves within the District that have been located has exceeded expectations – it was not known that over 100 isolation valves existed within the system.
Mike Smith makes a motion to approve purchase of directional arrows for pipe flows for the pump houses not to exceed $400. Ron Sandstrom seconds the motion. Discussion ensues on marking the pipes to show flow direction in each pump house. Motion is called to a vote and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,794.11. 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 year to date budget is reviewed and discussed. All areas within the budget are within normal range for this time of year.
The outstanding balance report for water bills is reviewed. The Town of Madison will be approached regarding the outstanding balance at 19 Aspen, which was recently deeded by the Town. Mike Smith makes a motion to file in small claims for any balance due over $1,500. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to create a policy that any outstanding water bill is filed with small claims at $1,500. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include a request for protection of, or removal of, the car on the lot at 19 Aspen as a safety issue in the letter to the Town of Madison. Ron Sandstrom seconds the motion and the motion passed 3-0.
The June daily water usage report is reviewed.
The quarterly report of water usage has been submitted to the State.
17 Oak Ridge Road and the received quote for altering the drainage in front of this property is discussed. Mike Smith makes a motion to approve the G. W. Brooks proposal, with a request for billing to be on a time and material basis not to exceed the $9,883 proposal. Ron Sandstrom seconds the motion and the motion passed 3-0. A letter will be drafted to the property owner outlining the acceptance of the proposal for completion of this work.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 25 checks for $22,898.42. Mike Smith 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 June 27 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The minutes of June 28 are presented. 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

Mike Smith reports that he discussed the guardrail amendment request with the property owners at 17 Middle Shore. Nancy Cole informs the Board that the proposed wording has been sent to legal counsel for review.
Mike Smith discusses the needed updates from Tom Therrien on project work.
Muddy Beach wells are discussed. The wells are ready to be put back on line. The draw down from MB Well #2 noted during flushing of MB Well #1 will be watched to determine if the two wells are in the same vein of the aquifer. Mike Smith makes a motion to inform Engineer Paul Fluet about the initial draw down relationship shown between the two wells. Ron Sandstrom seconds the motion and the motion passed 3-0. The make, model and depth of installation of each well pump will be collected; as will the depth and information on the transducer for each well. Discussion is held on additional review of the Muddy Beach wells draw down and any risk to the system that may result.
Mike Smith makes a motion to have Kelly Robitaille pick up the old pump at the Muddy Beach well field and bring for recycling. Ron Sandstrom seconds the motion and the motion passed 3-0. A work order will be created.
Mike Smith makes a motion to have Kelly Robitaille block access to the Muddy Beach well field and place boulders at the well heads. Ron Sandstrom seconds the motion and the motion passed 3-0. A work order will be created. The manner of blocking the road with a chain is discussed. Bollards may be placed, or the chain may be installed to a tree.
Mike Smith makes a motion to begin the ground work for distributing information on Class VI to Class V road conversion, including instructions and communications required to complete the process, in time for the 2017 Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

The bank amendment to the TAN loan documents, altering to a line of credit from a single disbursement is presented. Ron Sandstrom makes a motion to sign the TAN loan amendment document. Mike Smith seconds the motion and the motion passed 3-0.
Purchase order 150 for 8-foot sign posts is presented. Mike Smith makes a motion to approve purchase order 150 in the amount of $350.06. Ron Sandstrom seconds the motion and the motion passed 3-0.
Driveway permit for operation for 23 Diessbach is presented. Mike Smith makes a motion to approve the Driveway permit for operation. Ron Sandstrom seconds the motion and the motion passed 3-0.
The schedule of exposures for the new Primex Liability policy is presented and reviewed. Mike Smith makes a motion to sign the schedule of exposures. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

PLT has sent information regarding a public hearing to be held on July 21 at 9:30 am at the PLT office in Concord for proposed changes to the by-laws of the company that are required to handle run-off of any claims now that PLT can no longer write coverage. Mike Smith makes a motion to have Nancy Cole attend the hearing. Ron Sandstrom seconds the motion and the motion passed 3-0.
NH Municipal Association has sent the bi-weekly NewsLink.
The third party electric supplier has reported that the District saved $54 in June.
NH DES has sent a congratulatory notice to all systems awarded funds through the Asset Management Grant.

10. Scheduled Appearances
11. Other Business

The Asset Management Committee meeting minutes of June 11 were distributed.
The Lodge Sale Review Committee met and will be exploring ability to sell the Lodge.

Mike Smith makes a motion to have Tom Therrien repair or replace the DPW well transducer when in the District this coming Thursday not to exceed $2,000. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard voting against as no work order has been created or approved.

12. Public Comments

Dinah Reiss updates the Commissioners on the Eidelweiss Property Owner’s Association (EPOA) meeting held last weekend. The EPOA discussed the proposed option of selling the Lodge and questioned maintenance on the building until such time as a sale may be made. Ron Sandstrom states that the District has received a quote for $30,000 of repairs to be completed at the Lodge and that the Board will place this item on the 2017 Warrant.
Dinah Reiss questions why Kelly Robitaille is not the operator of the road grader when part time employee Tony Eldridge is in; adding that Kelly would gain more experience by operating the machine. Ron Sandstrom responds that it has been reported to the Board that Kelly Robitaille is getting much better with the grader; however, when Tony Eldridge is in the District he is handling the more difficult work with the machine for the most cost effective results for the District.

At 10:15 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