2016 Documents

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/AssetMngmnt031316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
March 13, 2016

The Asset Management Committee met at 10:00 am on Sunday, March 13, 2016. In attendance were Committee members Jay Buckley, Dinah Reiss, Nancy Cole, Tommy Gunn and Mike Smith.

At 10:00 am the meeting was called to order by Chairman Jay Buckley.

Dinah Reiss makes a motion to approve the agenda. Mike Smith seconds. Motion passed 5-0.

The minutes of Feb 13 are reviewed. Mike Smith moves to accept the minutes as presented. Dinah Reiss seconds. Motion passed 5-0.

Remaining curb stop valves to be located are discussed. Mike Smith states that postcards will be included with the water bill for the 32 no finds. Mike Smith outlines the ability to inform the water users of the status of the Asset Management Committee via an insert in the water bills. Drafting wording for review and submission to the Commissioners is discussed. Dinah Reiss and Nancy Cole will work on an initial outline for review. The Committee members will handle the locating of the remaining curb stop valves.

Remaining isolation valves to be located are discussed. Mike Smith informs the team that the Commissioners have approved up to $1,500 for additional work on isolation valve locating. Discussion is held on funding this project as a priority and funds expected to be available should DES reimbursement continue to be withheld. Mike Smith makes a motion to put isolation valve location information as a priority for funding from Asset Management funds. Tommy Gunn seconds. Motion passed 5-0.

A bleeder location information sheet has been drafted by Jay Buckley. The sheet is reviewed and discussed. Any recommendations for alterations will be sent to Jay.

A blow off valve location information sheet has been drafted by Jay Buckley. The sheet is reviewed and discussed. Any recommendations for alterations will be sent to Jay.
Both sheets will be shared with water operator Ian Hayes.

The status of the maps is discussed. The remaining time frame of 1.5 months to submit information to NH DES as a deliverable product per the Grant requirements is discussed. Mike Smith will contact Chad Roberge of Terra Map/Avitar Associates with Nancy Cole following tomorrow’s Commissioner’s meeting. The status of the maps, any issues with map production and the ability to add a layer showing the outlines of the houses for developed lots will be discussed.

Culvert tags are discussed. Tag materials and designs are discussed. Wording that could be placed on the tag, such as VDOE and Do Not Remove is discussed. Tommy Gunn will look into available options and make a recommendation. Nancy Cole will place the order for the tags once design is final. Tags will be ordered numbered 1 – 200 in duplicate. Mike Smith makes a motion to approve up to $400 for tags. Nancy Cole seconds. Discussion ensues on additional information to be obtained prior to final pricing. Motion passed 5-0.

Hiring of Gloria Aspinall for culvert data collection is discussed. Nancy Cole makes a motion to recommend to the Board of Commissioners the hiring of Gloria Aspinall for road culvert data collection at a rate of $7 per sheet. Mike Smith seconds. Motion passed 5-0.

The information from Luis Adorno of NH DES on the need to submit deliverables as outlined in the Grant request in order to receive reimbursement for expenditures is discussed. The initial Grant request is reviewed; specific focus is paid to statements of intended accomplishments. Many of these items are not clearly defined, but do state that condition of all assets and remaining life expectancy of these assets would be included in the final information. The level of detail for this information that DES will consider acceptable will be questioned. A draft for alteration of the scope of the project will be created. Jay Buckley and Nancy Cole volunteer to work on the initial draft for distribution to the group. Questions will be listed on submittals, partial payments, risk analysis detail level needed, and assessment criteria details. After review and editing by the Asset Management Committee, the draft will be submitted to the Commissioners for approval and submission to NH DES. Discussion ensues on submitting directly to NH DES by the Committee with a copy to the Board. The response from DES, and further actions that may be needed, will be summarized and submitted to the Commissioners when received. Mike Smith makes a motion to have Jay Buckley champion the submission of the correspondence to NH DES. Dinah Reiss seconds. Motion passed 5-0. Jay Buckley will submit the initial draft in the next three days.

The next meeting will be held Saturday, March 26 at 9 am.

At 11:10 am Tommy Gunn makes a motion to adjourn the meeting. Dinah Reiss seconds. Motion passed unanimously.

Respectfully submitted,

Nancy Cole
Committee Member

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/AssetMngmnt021316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
February 13, 2016

The Asset Management Committee met at 9:00 am on Saturday, February 13, 2016. In attendance were Committee members Jay Buckley, Dinah Reiss, Nancy Cole, Tommy Gunn, Larry Sodano and Commissioner Mike Smith.

At 9:04 am the meeting was called to order by Chairman Jay Buckley.

The agenda is discussed. Agenda will be modified to highlight culvert information first, followed by financials and Asset Management presentation for the VDOE Annual Meeting.
Mike Smith makes a motion to approve the agenda as amended. Jay Buckley seconds. Motion passed 6-0.
Minutes of Jan 30 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Dinah Reiss seconds. Motion passed 6-0.

Tommy Gunn discusses the progress on organizing the road culvert information for entry into the database and numbering of the culverts in the spring. The manner in which streets should be organized is discussed. The ability to sort data by road within the database is outlined and discussed as the manner in which culverts will be viewed. This allows culverts on all roads to be numbered in order without concern for the order of the roads. Should Eidelweiss Drive use culvert numbers 1-15; Huttwil or Grachen could begin with 16. The ability to add sub-set numbers for culverts added in the future could also be considered. A culvert added between culvert 87 and 88 could be numbered 87-A. Tommy Gunn will continue to work on this.
2015 hours spent by volunteers have been accumulated and the NH DES Asset Management Grant reimbursement forms have been completed. Information is reviewed and discussed. Nancy Cole makes a motion to recommend the Board of Commissioners approve the reimbursement request for submission to NH DES. Jay Buckley seconds. Motion passed 6-0.
The mapping project is discussed. Maintaining original coordinates while showing that a valve is not to scale is discussed. This will allow marking of all valves in which the location on the map appears potentially inaccurate for verification purposes. Moving valves on the map without first verifying that the new location is correct would create additional problems to resolve going forward. Correcting valve locations by extrapolating the swing tie measurements that are in the system already may also be an option. Any valve location that is moved will still need to be verified for final accuracy.
The presentation on the status of the Asset Management Grant received last year is discussed. Larry Sodano has put together some slides for review. Inclusion of the 2014 Asset Management Warrant Article is discussed as an option. Including the total dollars to be reimbursed to the VDOE by NH DES is discussed. Larry Sodano will update the slides and send to the Committee for review and comments.
The next Asset Management meeting will be March 12, 2016 at 9 am.

At 10:15 am Dinah Reiss makes a motion to adjourn the meeting. Jay Buckley seconds. Motion passed unanimously.
Respectfully submitted,
Nancy Cole
Committee Member

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/AssetMngmnt013016.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
January 30, 2016

The Asset Management Committee met at 9:00 am on Saturday, January 30, 2016. In attendance were Committee members Jay Buckley, Dinah Reiss, Nancy Cole, Tommy Gunn and Mike Smith. Larry Sodano participated by telephone.

At 9:00 am the meeting was called to order by Chairman Jay Buckley.

Jay Buckley makes a motion to approve the agenda. Mike Smith seconds. Motion passed 5-0.
Jay Buckley makes a motion to call Larry Sodano. Dinah Reiss seconds. Motion passed 5-0. Larry Sodano is contacted and joins the meeting.

The minutes of Nov 28 are reviewed. Dinah Reiss moves to accept the minutes as presented. Jay Buckley seconds. Motion passed 4-0-2 with Mike Smith and Tommy Gunn abstaining as they were not in attendance.

The minutes of Jan 09 are reviewed. Mike Smith moves to accept the minutes as presented. Dinah Reiss seconds. Motion passed 5-0-1 with Tommy Gunn abstaining as he was not in attendance.

Volunteer hours for 2015 are reviewed. The hours for the six meetings held prior to August 16 will be added to the spreadsheet.
Dinah Reiss will have 42 hours added for data entry.
Jay Buckley will tally his hours verifying curb stop locations.
Larry Sodano will have 10 hours added for data collection in pump houses.
Nancy Cole will compile the information for review and approval for submission to NH DES by the Board of Commissioners on February 8.

Curb stop valve location data plotting onto the maps is discussed. Discussion is held on correcting those valves that are not plotting accurately. Using the measurements from the swing ties that are already in the system is outlined as a way to correct those valves inaccurately plotting. Jay Buckley states the error ratio appears to be approximately 8%.
Another option would be to retake the GPS points and replot to the updated points.
Labels for the valve information are discussed.
The layer for home or lot is being added.
Receipt of all maps with all locations plotted will be needed to check for overall accuracy. Use of arrow indicators to show flow direction for the isolation valves is discussed.
Exercising of valves and identifying pipe sizes will need to be done going forward.

The culvert location sheets that have been created by the DPW for road culvert locations are discussed. The sheets need to be organized and all culverts assigned a number for tagging of the culverts in the spring. GPS coordinates for each culvert inlet and outlet will be taken at that time. The data collectors will continue the driveway culverts in the spring. Mike Smith makes a motion to appoint Dinah Reiss and Tommy Gunn to work together to gather and organize the culvert data. Jay Buckley seconds. Discussion on the process of organizing the culverts is held. Tag numbers will need to be assigned to each culvert and added to the data sheets for the DPW to place the tags in the spring. Motion passed 6-0.

The presentation on the work of the Asset Management Committee for the Annual Meeting is discussed. Larry Sodano will work on this for review and discussion at the next meeting.

Next meeting will be February 13, 2016 at 9:00 am.

At 10:05 am Larry Sodano makes a motion to adjourn the meeting. Nancy Cole seconds. Motion passed unanimously.

Respectfully submitted,

Nancy Cole
Committee Member

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/AssetMngmnt010916.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
January 9, 2016

The Asset Management Committee met at 9:00 am on Saturday, January 9, 2016. In attendance were Committee members Jay Buckley, Dinah Reiss, Nancy Cole, Commissioner Ron Sandstrom and Commissioner Mike Smith. Larry Sodano participated via telephone.

At 9:00 am the meeting was called to order by Chairman Jay Buckley.

NH DES has sent a denial of the VDOE 2016 Asset Management Grant application. Discussion is held on using the available funds through May 31, 2016. Mike Smith states isolation valve locating will resume late March or early April with Scott Hayes or Ian Hayes. Information relating to the location of curb stop valves for properties where valves were not located will be included in the water billing for those properties. Discussion turns to locating of valves and assessing the conditions of all valves. Locations will be determined as current priority.

Jay Buckley makes a motion to request the Board of Commissioners place a Warrant Article on the 2016 Warrant for authorization of expenditure of VDOE portion of Asset Management funds beyond the expiration of the Grant on May 31, 2016 in the amount of $5,000. Ron Sandstrom seconds the motion. Discussion on use of Unassigned Fund Balance and cash flow is held. Motion passed 6-0.

Cost for mapping of the water system valves is discussed. Using funds that are available for the initial creation of the map as a priority is discussed. Discussion ensues on applying to the Grant for reimbursement of volunteer hours as in-kind matching funds. Using these hours for in-kind match can maximize the dollars from the Grant for the VDOE. Mike Smith makes a motion to send a bill to the Grant for volunteer hours through 12-31-15. Jay Buckley seconds the motion. Discussion on hours for 2016 being calculated for submission prior to May 2016 is held. Motion passed 6-0.

The sample map that has been received from Chad Roberge of Terra Map/Avitar Associates is reviewed. The street address for each location should be added. The latitude and longitude numbers should be added. Isolation valves, with latitude and longitude numbers should be added. Ron Sandstrom makes a motion to send an email to Chad Roberge requesting inclusion of street address, latitude and longitude numbers, and lot type added as layers. Nancy Cole seconds the motion. Motion passed 6-0. Ron Sandstrom makes a motion to send Chad Roberge the isolation valve information, once downloaded, for inclusion with latitude and longitude numbers and a note field. Nancy Cole seconds the motion. Motion passed 6-0.

Mike Smith makes a motion to add new resident Tom Gunn to the Asset Management Committee. Jay Buckley seconds the motion. Motion passed 6-0.

Mike Smith makes a motion to assign the task of obtaining tags for the road culverts to Nancy Cole. Nancy Cole seconds the motion. Motion passed 6-0.

A master list of all valves in pump houses, with direction of control, will be developed.

At 10:30 am Mike Smith makes a motion to adjourn the meeting. Jay Buckley seconds. Motion passed unanimously.

The next Asset Management meeting will be January 30, 2016 at 9 am.

Respectfully submitted,

Nancy Cole
Committee Member

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Fill is currently available from the VDOE. Any property owner who like to have fill dropped off at their property should contact the office for a fill disposal agreement. Once executed, this agreement will allow the DPW to drop fill in a designated area on your property for your use. The fill has not been screened and may contain rocks and other materials. The office can be reached at 603-367-9022.

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VILLAGE DISTRICT OF
EIDELWEISS
Board of Commissioners
WATER SYSTEM FLUSHING

Flushing of the Water System will begin on Wednesday, May 25, 2016. Some customers may experience short periods of low pressure and slight water discoloration. Should your water be discolored, please run a large faucet (outside spigot, tub, kitchen sink) for a period of 10 minutes. If the situation does not clear up, please contact the office at 603-367-9022.
The flushing program is implemented to ensure high quality drinking water, and to comply with the requirements of the NH Department of Environmental Services.

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM050916.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 9, 2016

The Board of Commissioners met at 8:00 am on Monday, May 9, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and Dave Cribbie of G. W. Brooks. 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 roads are in good shape. Shim plates, or grader shoes, were completed last Friday by part time employee Tony Eldridge. Shimming of Eidelweiss Drive is planned for next week. The paving of the upper section of Oak Ridge Road and Klausen is scheduled for Thursday, May 19. Discussion ensues on the use of Tony Eldridge for welding of the shim plates for the road grader, and best use of part time employees. Kelly Robitaille states that Tony Eldridge is an experienced welder, with knowledge of the building of the grader shim plates; having Tony complete this work was more cost effective than sending to a contractor. The date of the roller rental beginning is discussed. Kelly Robitaille reports that the roller will be delivered on May 26, one week later than originally scheduled. A recall notice for the Terra Star was received Friday for a safety clip that holds the parking brake. Liberty International will be contacted to schedule the repair. The need to cut out pot holes while grading roads is discussed. Kelly Robitaille outlines that a full grading, including addition of gravel, will be done while the vibratory roller is rented. Mike Smith outlines that cleaning of culverts, without cleaning the ditch line to/from the culvert, is not effective work. The process of highway work will be looked at. Mike Smith will work with Kelly Robitaille.

8:15 am – Ron Sandstrom leaves the meeting at this time.

3. Water

Adelboden repairs to the bleeder and blow off are scheduled for today or tomorrow. Possible water outages have been posted for both days. Ian Hayes, Tom Therrien, Erin Hartley and Nick Sceggell will be in attendance next week to discuss the water system, SCADA, and Muddy Beach wells.

4. Administration

A safety meeting will be held May 18.
The motion log will be distributed for next week.
DPW job descriptions will be updated and sent to the Board for review.
The next Asset Management meeting is scheduled for May 14.
Mike Smith will work on scheduling isolation valve locating.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,221.94. 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 status of water billing for 2016 is discussed. Budget amount has been reached. 62 accounts had late fee of $50 added for a total of $3,100 additional billed.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 3 checks for $4,747.56. 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 May 2, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0.

7. Commissioners Reports
8. Signature Items

A request for waiver of certified plot plan requirement for 5 Lakeview has been received from Nicholas Borelli. Mr. Borelli has stated that decks will be connected with no change to footprint of the house. Mike Smith makes a motion to approve the request and sign the letter. Larry Leonard seconds the motion and the motion passed 2-0.

A time off request has been received from Nancy Cole. Mike Smith makes a motion to approve the time off request. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

NH Municipal Association has sent the Legislative Bulletin.

10. Scheduled Appearances

Dave Cribbie of G. W. Brooks is in attendance to review and discuss the reconstruction of Oak Ridge Road. Paving is currently on target for May 20. Change order #2 is discussed. The District has not yet received approval of Change Order #2 from the Engineer’s. This Change Order covers the completed work for moving the water line around catch basin #2 and for replacing of the water line from Oak Ridge that travels down Saint Moritz. Dave Cribbie is informed of the VDOE’s intent to split charges related to the first water break 50/50. The estimated total cost for the repairs needed due to the break is $800; VDOE will pay $400 and charge G. W. Brooks $400. Discussion turns to the request for payment and approval of three trucks for the water line relocating work. Dave Cribbie is asked to review his pricing for this work. Potential overages on unsuitable materials and boulders being removed from the road bed are discussed. Discussion is held on replacing of the service line from the water main to the curb stop for the break discovered at 10 Oak Ridge which was repaired last week. Ian Hayes has recommended changing this service connection prior to paving of the road. Mike Smith makes a motion to obtain a cost estimate for this work. Larry Leonard seconds the motion and the motion passed 2-0. At 8:55 am Dave Cribbie leaves the meeting.

11. Other Business

A draft of an agreement that residents could sign to have fill from highway work delivered to their property has been drafted and sent to Attorney Dan Crean for review.

12. Public Comments

Dinah Reiss discusses an application received for a driveway permit for number 34 Little Shore. Ms. Reiss outlines the steepness of the slope and protection of the road.

At 9:58 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (a) employment matters. Larry Leonard seconds the motion. Motion is called via roll call Mike Smith yea, Larry Leonard yea and the motion passed 2-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to seal the minutes of the Non-Public Session. Larry Leonard seconds the motion and the motion passed 2-0.

At 9:25 am Mike Smith makes a motion to exit non-public session. Larry Leonard seconds the motion. Motion called via roll call Mike Smith yea, Larry Leonard yea and the motion passed 2-0.

Mike Smith makes a motion to recess the meeting until 9:30 am Tuesday, May 10. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM050216.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 2, 2016

The Board of Commissioners met at 8:00 am on Monday, May 2, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Kelly Robitaille and Bob Goddard (hwy), Treasurer Dinah Reiss, residents Gloria Aspinall and Ralph Lutjen. 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 add a Non-Public session pursuant to RSA 91-A3: II (d) property and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

2. Highway Department Report

Kelly Robitaille reports that work was completed on ditches along Eidelweiss Drive and Little Shore Drive. The pot holes and depressions at the entrance of Eidelweiss Drive will be filled with asphalt once the plant opens, which is scheduled for May 9. Sunday paving is scheduled to begin the work on the upper section of Oak Ridge Road and Klausen Drive May 9. The driveway culvert cleaning list is being worked on. Mike Smith states that culverts, ditching and grading are to be the priority work for the department. Tagging of the road culverts is discussed. Gloria Aspinall questions the process that will be used. Discussion is held on best manner of proceeding. Ron Sandstrom makes a motion to obtain pricing for metal posts to replace the wooden grade stakes as culvert markers. Mike Smith seconds the motion and the motion passed 2-0. Ability to remove leaves from the ditches is discussed. Mike Smith makes a motion to obtain pricing for a vacuum system to remove leaves from ditches. Ron Sandstrom seconds the motion and the motion passed 2-0. The aesthetic appearance of the DPW II site is discussed. Ralph Lutjen outlines a design for placement of plants to improve the appearance of the site. Site preparation would be handled by the DPW crew, including removal of a couple of feet of existing soil/sand and refilling the area with materials on hand more suitable for planting. A rock border would be created for the area, also with materials on hand. The Oak Ridge side of the site would need a slight grade change, as well as removal of existing soil/sand and filling of the area with more materials on hand. The plantings would block entry to that side of the DPW building. Ralph Lutjen states that, if the Board approves the plan contingent upon approval of funding by the EPOA, he will approach the EPOA with that approval to obtain the funding. Mike Smith makes a motion to approve Ralph Lutjen working with the DPW to create the garden areas for the DPW II site contingent upon funding of the plants by the EPOA. Ron Sandstrom seconds the motion and the motion passed 2-0. Weeding of existing gardens is discussed. Ralph Lutjen states that he will continue looking for someone to perform this task.
The year to date budget status is discussed. Line items are reviewed and discussed.
The work recently completed at Little Shore is discussed.

3. Water

A work order will be created for approval for all seasonal work. Ian Hayes and Tom Therrien will appear May 16. Pricing for Muddy Beach is discussed. Pumps, electric work, SCADA work and pump installation with related piping change estimates are needed for project estimation. Discussion is held on the current well production occurring from this site. The wells should be evaluated and repaired prior to committing any funds to pump replacement. Mike Smith makes a motion to approve Hartley Well work on the Muddy Beach wells up to $20,000. Ron Sandstrom seconds the motion and the motion passed 2-0. Project management for the VDOE is discussed. Ron Sandstrom makes a motion to appoint Mike Smith as project manager. Mike Smith seconds the motion and the motion passed 2-0. A follow up will be done on the replacement of the water line under Oak Ridge to Saint Moritz. The reading of the flow meter at Jungfrau station on the SCADA system will be followed up on. The off peak programming for the SCADA system is completed. Putting the program on line is discussed and will be discussed with Tom Therrien. As built drawings for the chemical injection room and Jungfrau stations will be followed up on with Tom Therrien, Ian Hayes and Chad Poulin.

4. Administration

The year to date budget is reviewed.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 5 checks for $36,085.33. Mike Smith 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 April 27, 2016 are reviewed. Ron Sandstrom makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith makes a motion to request Norm Garside submit an estimate for repairs to the Lodge by May 31. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith discusses forming a committee to look into selling the Lodge. Mike Smith makes a motion to form a Committee to explore the option of selling the Lodge and to name Tommy Gunn and Kevin O’Brien to the Committee with Ron Sandstrom named as Commissioner Representative and proceeds from the sale to be used for building a new building for the VDOE. Ron Sandstrom seconds the motion and the motion passed 2-0. The cost of the water main repair on Oak Ridge is discussed. Mike Smith makes a motion to split the $800 expense with G. W. Brooks. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to check with the EPOA if a Board of Commissioners update is requested for the EPOA Annual meeting and, if requested, to update the EPOA members on the Oak Ridge Road project, option of selling the Lodge and option of establishing a manner of adopting beach parking stickers. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

A pressure test agreement for testing of water pressure at 19 Winnigon is presented. Mike Smith makes a motion to sign and send the letter and agreement. Ron Sandstrom seconds the motion and the motion passed 2-0.

Water System Capital Reserve Fund withdrawal request form is presented. Mike Smith makes a motion to request a withdrawal of $30,210 for funding of the Jungfrau project and Tank lining project. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

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

10. Scheduled Appearances

Appearances were completed within Highway discussion.

11. Other Business

A draft of an agreement that residents could sign to have fill from highway work delivered to their property has been drafted and sent to Attorney Dan Crean for review.

12. Public Comments

At 9:10 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (d) property. 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:
None

At 9:15 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

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM042716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 27, 2016

The Board of Commissioners met at 8:00 am on Wednesday, April 27, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:03). Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss, David Cribbie of G. W. Brooks, Nick Sceggell of Fluet Engineering and Oak Ridge Rd project clerk Norm Garside. 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. 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 the snow storm yesterday went well. The Terra Star was used to plow, salt and sand as needed. Huttwil Drive was graded with part time employee Tony Eldridge last Friday. Gravel will be added to Huttwil. Beaches are being cleaned and readied for summer. New signs are needed for the dam; the “No Entry” signs in place are no longer legible. The roller rental will be arriving on May 16 for 6 weeks. Timing is discussed. Mike Smith advises delaying receipt of the roller until more gravel roads have been graded and are ready for compacting. Kelly Robitaille will list the roads to be worked on prior to the roller rental arriving, and for while the rental is in the District. Driveway culverts are being cleaned. The list received from Gloria Aspinall showing culverts 75-100% blocked is being used. Mike Smith discusses cleaning of ditch lines. Kelly Robitaille reports that ditch lines are being cleaned and shaped with the grader as roads are being worked on. An exhaust issue with the Terra Star was fixed last week. Repair is covered under Warranty. The gravel supply is good at this time. Additional gravel will be picked up as needed up to the allocated purchase order limit. Securing of DPW II is discussed. Mike Smith makes a motion to secure the back of DPW II with a chain and sign for authorized entry only. Ron Sandstrom seconds the motion and the motion passed 3-0. A sign is on order for use at this location. The culvert on East Bergamo at Dorfli is discussed. Kelly Robitaille reports that the culvert is working. No need to change at this time, culvert will be checked for replacement going forward. Mike Smith will work with Kelly Robitaille and Bob Goddard on scheduling clean up for the pump houses. The schedule for repair to Upper Oak Ridge Road and Klausen is discussed. Water operator Ian Hayes has stated that a leak detection survey is scheduled for May 24 and has requested holding this road work until the leak detection is completed. Kelly Robitaille states that he intends to work the ditch line in the area next week. If the area dries, Sunday Paving schedule will not be changed; if the area remains wet, the paving will be delayed. The water level of the ponds and information from the NH Loon Preservation Society are discussed. Water levels are to be established and maintained during Loon nesting time; May – July. Kelly Robitaille reports that the abandoned raft that was at Boulder Beach has been removed.

3. Water

Muddy Beach estimates for upgrades will be reviewed Monday. A follow up will be done with Hartley Well for the per foot cost estimate for repairs to Muddy Beach Well #1. Granite State Rural Water will be setting the pressure transducer/data loggers for the Bristenstock area and performing a leak detection survey on the Summit pressure zone on May 24.

4. Administration

The monthly cash flow report is discussed. Treasurer Dinah Reiss outlines the income that will be received from the Capital Reserve funds will maintain positive cash flow until the August tax check is received.

Asset Management is discussed. The status of maps and printing of the maps is outlined and reviewed. This will be followed up on.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,177.74. 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.

A status information sheet for the water system tank lining project has been drafted. Draft is reviewed and discussed. Mike Smith makes a motion to post to approve the draft and post to the website. 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 28 checks for $32,462.02. 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 April 11, 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

Ron Sandstrom announces that the Kennett High Robotics competitors did very well at the World Championship competition.

Mike Smith makes a motion to look into the option of selling the Lodge, using the proceeds for a new building. Ron Sandstrom seconds the motion and the motion passed 3-0. An advisory committee will be established to look into this option.

Mike Smith makes a motion to send a letter to all local real estate agencies requesting they do not advertise VDOE beaches for property sales outside the VDOE. Ron Sandstrom seconds the motion. Discussion ensues. Mike Smith withdraws the motion.
Mike Smith makes a motion to look into a parking sticker system to limit parking at the VDOE beaches to VDOE residents and guests. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Work order 1113 for clearing the sleuth way for the dam is reviewed. Mike Smith makes a motion to approve and sign work order 1113. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work order 1114 for cleaning of driveway culverts as listed on report by Gloria Aspinall is presented. Mike Smith makes a motion to approve and sign work order 1114. Ron Sandstrom seconds the motion and the motion passed 3-0.

DRA form MS 535 is presented. This form is a financial report of final expenditures of 2015. All information within the report is taken from the 2015 VDOE Audit and the report has been reviewed by Auditor Tamar Roberts. Mike Smith makes a motion to sign the MS 535. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to owner of 23 Diessbach outlining the need to obtain a driveway permit for construction for the curb cut being created at this lot is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

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

Browning Surveys has questioned the status of VDOE roads as Class V, municipal Public Roads. This has been clarified.

NH DES has sent information regarding regulation of dams to establish water levels that are protective of the Loons.

NH DES has sent a lead pipe survey which has been completed and returned to DES.

Resident Jay Buckley has requested use of the VDOE sandwich board sign at the Huttwil mailboxes for placement of the flyer for Valley Pride Clean up day (May 7). Larry Leonard makes a motion to approve use of the sign. Ron Sandstrom seconds the motion and the motion passed 3-0.

Attorney Dan Crean has announced his retirement the end of June, 2016. Mike Smith makes a motion to request three options for new legal counsel for the VDOE from Dan Crean. Ron Sandstrom seconds the motion and the motion passed 3-0.

10. Scheduled Appearances

David Cribbie of G. W. Brooks, contractor for Oak Ridge Road reconstruction and Nick Sceggell of Fluet Engineering are in attendance to discuss the water main break that occurred during construction last week. Construction plans call for test pits in the area of the main break which were not done prior to excavation. David Cribbie outlines the distance between the estimated location on the plans and the actual location of the water main. G. W. Brooks will not bill for lost man hours or equipment used to dig and repair the water line, and requests that they are not held responsible for water operator Ian Hayes time. Confirmation is made that the VDOE will be responsible for the moving of the water line at the catch basins. The void which exists under Oak Ridge at the water line feed for Saint Moritz is discussed. Replacing of this water line while the area is excavated for road construction is discussed as the best manner of proceeding. This work would be done at time & materials billing by G. W. Brooks, with the VDOE responsible for time of Ian Hayes. The balancing change order done at the end of the project will list and calculate any changes to the contract price based on this work. 6 inches of additional excavation over a 30 foot span is estimated as additional work.

The order to proceed on the project is presented. Mike Smith makes a motion to sign the Order to Proceed. Ron Sandstrom seconds the motion and the motion passed 3-0. Change order #1 is presented. Mike Smith makes a motion to sign Change Order #1. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to hire Norm Garside as Clerk of the Works for the Oak Ridge project. Ron Sandstrom seconds the motion and the motion passed 3-0.
Nick Sceggell and David Cribbie leave the meeting at this time.

Contractor Norm Garside has submitted quotes for building repairs needed at Jungfrau station and Oak station. Mike Smith makes a motion to approve the Oak Ridge station repairs at a cost of $1,350. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve the Jungfrau station repairs at a cost of $2,320. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to fund these projects from the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Norm Garside submit an estimate for repairs to the foot bridge at Boulder Beach. Ron Sandstrom seconds the motion and the motion passed 3-0.
Norm Garside leaves the meeting at this time.

11. Other Business

Ron Sandstrom makes a motion to create a work order for measurement from the edge of road to the pavement placed at 26 Diessbach. Mike Smith seconds the motion and the motion passed 3-0.

12. Public Comments

At 10:35 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/2016/05/CM041116.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 11, 2016

The Board of Commissioners met at 8:00 am on Monday, April 11, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:07). Also in attendance were Treasurer Dinah Reiss and resident Jay Buckley (arrived 8:15). Water Operator Ian Hayes and SCADA programmer Tom Therrien join the meeting in progress at 9:00 and 9:15 am.

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 is not in attendance today. All equipment is in good shape. Updates to the Oak Ridge Road project will be posted on the website as they become available. Detour signs will be posted prior to onset of construction. G. W. Brooks is expected to mobilize next Monday. A recall notice was received on the F-550 which was scheduled and taken care of last week.

3. Water

Ian Hayes advises that Hartley Well has been asked to submit a worst case scenario cost estimate for Muddy Beach Well #1 proposed work. Replacing the well pump is discussed and will be quoted. Replacing the piping within the well will be quoted. All estimates will be based on a 400 foot well depth. Actual well depth is unknown. Mike Smith makes a motion to have Ian Hayes request Hartley Well produce an estimate for replacement of pump and piping, at a per foot cost estimate, for Muddy Beach Well #1; and to provide flushing cost for Well #1 and Well #2 for submission to the office. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes is informed that quotes are being requested for building repairs needed at Jungfrau, Oak and Summit water stations. Ian Hayes recommends spray foam insulation is used at Oak station. Mike Smith informs Ian Hayes that the DPW will be cleaning up the pump houses. Any item to be left will be marked. Mike Smith will be with the crew when they are in the pump stations. Ian Hayes will produce the as built drawings for the pumps and piping at Jungfrau and the chemical injection room. Androscoggin Electric will be producing the electrical design flow for Jungfrau. Electrical Installation will be providing the SCADA flow information. Mike Smith requests Ian Hayes produce estimates for replacement booster pumps for Muddy Beach station. The pumps are to have 300 lb flanges. Labor estimate will also be provided. Ian Hayes discusses replacement of the day tank for the Sodium Hydroxide. The pit would be repainted with the appropriate enamel paint while the tank is removed. Mike Smith makes a motion to have Ian Hayes submit pricing for this project. Ron Sandstrom seconds the motion and the motion passed 3-0.
The contact information for G. W. Brooks personnel assigned to the Oak Ridge Road reconstruction project will be sent to Ian Hayes. Ian Hayes reports that 2 blow off valves need to be repaired; one at dead end of Adelboden and one on upper Aspen. Repairs will be scheduled. Granite State Rural Water Association has been requested to place three data loggers/pressure transducers in the area of 1 Bristenstock. Memorial Day is targeted for data logger information gathering. Ian Hayes discusses the option of using Granite State Rural Water for leak detection survey of the Summit zone. Mike Smith makes a motion to have Ian Hayes submit pricing for a leak detection survey of the Summit zone. Ron Sandstrom seconds the motion and the motion passed 3-0.
Tom Therrien of Electrical Installation, SCADA programmer, is thanked for the good work completed at Jungfrau station. Mike Smith requests Tom Therrien provide pricing for 2 VFD’s and related electrical work for Muddy Beach station by April 27. Tom Therrien states that the pump specifications will be needed to quote the electrical and VFD’s. This will provided when known. Tom Therrien will have the as built drawing schematics for Jungfrau station and the chemical injection room sent to the office. Off peak programming will be completed by the end of April.
Usage of the new pump at Jungfrau station is discussed. Ian Hayes states that he is using the new pump only at this time, with the intent to establish a lead/lag between the two pumps going forward. Mike Smith makes a motion to place Jungfrau station on a lead/lag rotational system between the two booster pumps. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

First review of all VDOE policies has been completed. Mike Smith makes a motion to send all identified policies with proposed updates to Attorney Dan Crean for review. Ron Sandstrom seconds the motion and the motion passed 2-0.

A safety meeting is scheduled for Wednesday of this week at 12:30 pm.

The monthly cash flow report will be distributed this week; the bank statements have been received for reconciliation.

Treasurer Dinah Reiss reports that a blue pickup truck was seen behind the DPW II building, taking gravel from the VDOE stock. This will be reported to the Madison Police.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,535.73. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

The daily water usage for March has been distributed.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 2 checks for $8362.21. 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 April 4, 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

Ron Sandstrom reports that he will be adding a culvert location information page to the database so that the information can be entered once the driveway culvert location project is completed.

Mike Smith makes a motion to establish a meeting with Eversource and Asplundh Tree regarding the leaving of wood from the downed trees in the District. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send a letter stating that clean up of the downed trees is needed. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Asplundh remove all wood from the VDOE right of way on all future cutting. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to inform Asplundh tree that no additional cutting is to be done until the above meeting has taken place. Ron Sandstrom seconds the motion and the motion passed3-0.
Mike Smith makes a motion to approve bollards for DPW II by Norm Garside at a cost of $275 each. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve the concrete slab for the fueling station at DPW II at a cost of $1,275. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to obtain quotes from Norm Garside for repairs needed at Jungfrau, Oak and Summit water stations. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the DPW crew clean up the pump houses. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Work order 1111 for checking and repairing of the exposed culvert on East Bergamo is reviewed. Mike Smith makes a motion to approve and sign work order 1111. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work order 1112 for removal of construction debris at Jungfrau station is presented. Mike Smith makes a motion to approve and sign work order 1112. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase order 144 in the amount of $10,000 for gravel is presented. Mike Smith makes a motion to approve and sign purchase order 144. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase order 145 in the amount of $3,700 for rental of the compacting roller is presented. Mike Smith makes a motion to approve and sign purchase order 145. Ron Sandstrom seconds the motion and the motion passed 3-0.

Treasurer Dinah Reiss presents updated Oak Ridge Road loan documents. The documents signed last week were not accepted by the bank as only two Commissioners had signed. Dinah Reiss outlines that the loan interest rate is 2.72% for seven years with payments due semi annually on August 28 and February 28. Mike Smith makes a motion to sign the loan documents. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly pH readings for the water system. Readings are compliant.

NH Municipal Association has sent the Legislative bulletin.

The Federal Department of Labor has issued a notice that the minimum salary range for an employee who is salaried, exempt from overtime will be raised to $970 per week. The Board is informed that this will affect the office, as the Administrator is currently salaried, exempt from overtime but is below the new minimum standard for this classification.

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

At 8:35 am Ron Sandstrom makes a motion to recess the meeting until the 9 am estimated arrival of water operator Ian Hayes. Mike Smith seconds the motion and the motion passed 3-0.

At 9:00 am Ian Hayes joins the meeting and the meeting is reconvened by Chairman Ron Sandstrom.

At 10:00 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