[gview file="https://vdoe-nh.org/wp-content/uploads/2017/06/CM041817.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 18, 2017

The Board of Commissioners met at 8:00 am on Tuesday, April 18, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy). The meeting was filmed for Madison TV by Tim Hughes.

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

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that signs will be straightened and replaced as needed this week. Culvert marker stakes will be straightened and some will be relocated slightly. The roads will be swept when the shoulders dry out.
The beavers on Big Pea near the outlet to Middle Pea at Big Loop Road are very active. A secondary dam is being built to block the water flow to Middle Pea. The option of removing the beavers is discussed. Beavers may be removed when creating a public safety issue; such as endangering a road by blocking a culvert. Ralph Lutjen states that the level of Big Pea is established by the beaver dam. A prior removal of a portion of the dam is outlined as one means of attempting to stop the construction. An option of placing a beaver grate on the other side of the Big Loop culvert to stop the beavers from entering from that side is discussed. Selective elimination of a few beavers is discussed. Mike Smith makes a motion to have Kelly Robitaille obtain a price for trapping as many beavers as possible. Ron Sandstrom seconds the motion and the motion passed 3-0.
A large puddle at the intersection of Interlaken and Blinden and a second puddle at the intersection of Interlaken and Diessbach are discussed. Kelly Robitaille states Blinden would benefit from a culvert to move the water into established drainage. Mike Smith makes a motion to have Kelly Robitaille obtain a quote for the culvert needed at the intersection of Interlaken and Blinden. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille states that the intersection of Interlaken and Diessbach would benefit from a driveway culvert being placed under the driveway across from the intersection to move the water further down the road into other established drainage. Mike Smith makes a motion to have Kelly Robitaille obtain a quote for the culvert needed at the driveway across from the intersection of Interlaken and Diessbach. Ron Sandstrom seconds the motion and the motion passed 3-0.
A culvert could also be used on Grachen near Grachen Extension. Mike Smith makes a motion to have Kelly Robitaille obtain a quote for the culvert needed on Grachen. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille will obtain a street address for the lot that the outlet of this culvert would direct water to so that ownership records for the lot can be checked.
Kelly Robitaille outlines that a saddle bag wetting system is available for adding to standard sanders. This would remove the need to outfit a truck with a tank for brining roads. The system wets the salt as it is placed; increasing adhesion and reducing the air temperature to which the salt will be effective against the forming of ice on the roads. Cost information will be looked into for this option. Mike Smith outlines that he has been in contact with the Loon Society and has asked if they have any information on the effectiveness of brine solutions for protection of the ponds.
Ron Sandstrom makes a motion to have Mike Smith oversee the input and removal of boards from the dam based on loon nest levels to the water. Ralph Lutjen seconds the motion and the motion passed 3-0.
Crack sealing on asphalt roads is discussed.
Kelly Robitaille will work with Ian Hayes to establish a schedule for digging the valves to be extended on Eidelweiss Drive. Ron Sandstrom discusses producing a work order for this project. Mike Smith makes a motion to produce work orders on all projects over $1,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
Kelly Robitaille recommends attendance for he and Jeff DeMartino at a pavement class this week. Ron Sandstrom makes a motion to approve $120 for the highway crew to attend the Pavement Preservation class. Mike Smith seconds the motion and the motion passed 3-0.
Kelly Robitaille reports that sand and salt supplies are good.
Mike Smith makes a motion to hire Gloria Aspinall to clean and stock the beach outhouses at a rate of $13 per hour. Ron Sandstrom seconds the motion and the motion passed 3-0.
Pumping of the outhouses before the summer season is discussed. Mike Smith makes a motion to obtain a quote for pumping of the outhouses. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

Ron Sandstrom discusses the rate of flow on the bleeder valve on Blinden. The flow appears higher than normal. All water system bleeders will be shut down soon.

4. Administration

The motion log will be reviewed next week.
Ron Sandstrom questions setting up the screen and projector for the meeting this afternoon with the engineer. This will be checked into if needed.
The cash flow report is reviewed and discussed. Use of TAN proceeds is discussed. A follow up will be done on the final audit report.
The Asset Management Committee and Board of Commissioners are meeting this afternoon with Engineer Nick Sceggell at 1 pm.
A petition has been received from residents on Grandval Way for the road to be upgraded to Class V standards paid via betterment assessment. The Board will have to hold a public hearing during which the cost of construction for needed upgrades at the hearing. Ron Sandstrom makes a motion to discuss the requirements and procedure with legal counsel next week. Mike Smith seconds the motion and the motion passed 3-0.
The number of estimates to be obtained, a survey of the road location and engineering costs that may be incurred in establishing the estimate for construction are discussed. The District should not incur any costs that would not be included in the assessment. Mike Smith makes a motion to track all charges incurred for the Grandval Way petition in a separate account, including legal costs incurred, for allocating to the betterment assessment cost.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 16 checks for $18,331.49. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. The number of hours and charges billed by the water operator for the property at 4 Salins are discussed. Ralph Lutjen makes a motion to bill the property owner of 4 Salins for charges over 2 hours in the amount of $300. Ron Sandstrom seconds the motion and the motion passed 3-0. Motion to approve 16 checks in the amount of $18,331.49 is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Ralph Lutjen distributes the draft of the strategic development plan. Plan will include capital projects identified by the Asset Management Committee once plan is approved for inclusion by the Board. Updates to the document are recommended to be done by one person only. Submission of recommended changes/updates can be sent to the office with the person’s initials and the date. Development of a long term financial plan for the District is the final goal.
Ron Sandstrom outlines that the website has been moved to a new host and the domain name has also been moved to a new host at significant savings.
Mike Smith makes a motion to have the lodge inspected by the Fire Chief. Ron Sandstrom seconds the motion and the motion passed 3-0. Ralph Lutjen makes a motion to have Mike Smith act as project manager for the Fire Department inspection. Mike Smith seconds the motion and the motion passed 3-0.

8. Signature Items
9. Correspondence

Granite State Analytical has sent the monthly bacteria and pH test results. All results are good.
The Town of Madison has sent a request for participation on the Madison Emergency Operations Planning Committee. Nancy Cole states she served on the prior committee with Madison for development of the Hazards Mitigation Plan and would be willing to serve on this Committee. Mike Smith makes a motion to have Nancy Cole represent VDOE on the Madison Emergency Operations Planning Committee. Ron Sandstrom seconds the motion and the motion passed 3-0.
The NH Municipal Association has sent the bi-weekly News Link and the weekly Legislative Bulletin. Discussion continues regarding ratifying of Town Meetings and elections postponed due to the storm on Tuesday, March 14.

10. Scheduled Appearances

11. Other Business

Mike Smith makes a motion to order two (2) copies in black and white of each of three (3) NH Department of Environmental Services Storm Water Manuals. Ralph Lutjen seconds the motion and the motion passed 3-0.
Lightening protection for Muddy Beach station is discussed. Engineer Lee Carroll has sent suggestions regarding recommended protection for the electronics and wells. Mike Smith makes a motion to obtain a quote from Just Electric for placing the conduit at Muddy Beach as specified by Lee Carroll. Ron Sandstrom seconds the motion and the motion passed 3-0.

Discussion is held on this afternoon’s meeting. Keeping on agenda topics to keep the meeting on track is discussed.

12. Public Comments

At 9:34 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/06/CM041117.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 11, 2017

The Board of Commissioners met at 8:00 am on Tuesday, April 11, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and water operator Ian Hayes (arrived 8:30 am). The meeting was filmed for Madison TV by Tim Hughes.

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

1. Agenda

Ron Sandstrom makes a motion to approve the agenda. Ralph Lutjen 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 roads are messy. The roads still have frost; they are not ready for grading. The York rake will be used this week.
Gravel has been purchased. A purchase order for gravel is requested. Mike Smith makes a motion to approve a purchase order in the amount of $5,000 for gravel. Ron Sandstrom seconds the motion. Discussion on place of purchase and type of gravel being purchased is held. Ambrose is used to purchase ledge pack; gravel is purchased from Coleman. Motion is called to a vote and the motion passed 3-0.
Discussion is held on stockpiling of sand over the summer. Mike Smith makes a motion to have High Street Sand & Gravel remove fill while delivering sand during the summer of 2017. Ron Sandstrom seconds the motion and the motion passed 3-0.
Kelly Robitaille will turn in the punch out location list.
The F-550 sander has been removed for summer.
Plowing the last storm was difficult as the roads were soft.
Salt and sand supplies are good.
Ron Sandstrom discusses creating an open PO list for review with the monthly budgets.
The crew attended the Green Snow Pro class last week. Good information was received on use of salt; the amount of salt to be used for best effect and salt alternatives including pre-treatment. Application of pre-treatment requires a truck to be outfitted with a tank. Kelly Robitaille states that salt is used properly for the conditions.
Ralph Lutjen outlines the decline in the ponds over the last 20 years. Increased materials in suspension within the ponds are part of the decline that has occurred. The ponds are still above average; however the decline over the last 10 years shows in the results of the pond testing. An increase in residences around the ponds over the last ten years and the varying sources of tributaries that flow into the ponds are discussed. Use of Magnesium Chloride may be better for the ponds over time. Benefit vs cost would need to be analyzed. The decline in the overall pond quality is recognized as a cumulative issue; taking action to control those factors possible is recommended.
Discussion is held on a call from a resident on Grison Road. Kelly Robitaille reports that he returned, plowed and treated the area. The road was slushy, but not in bad condition. Mike Smith states that he drove the road following the complaint and thought the road was good. Kelly Robitaille outlines a discussion with the property owner; responses to all calls from the property owner over the winter were outlined. Addressing of a complaint to the office for referral to the Board for resolution and discussion with property owners is outlined. Directing property owners to the office by the Highway crew is outlined by Ralph Lutjen. Ron Sandstrom states that total calls during the past few winters are far less than the historical average; Kelly Robitaille has done a good job handling issues as they occur. Ralph Lutjen responds that a perception by a resident of special treatment can create other problems; requested alteration to the plow routes should be directed to the Board. The Board will create actions to be taken. Mike Smith outlines safety as the primary concern for residents. Continued discussion on directing of any complaint to the office; the use of social media by some residents; and encouragement to contact the Board through the office for official District response is held.

3. Water

The year to date budget will be reviewed with Ian Hayes next month. Ian Hayes did receive a copy of the budget as expended through April 1.
Ian Hayes will complete a list of valves to be extended with Kelly Robitaille.
The DPW gate valve will be scheduled with outside excavation as it will require digging at the water main.
The water system bleeders will be shut down and seasonal flushing will be scheduled.
The PRV pits will be inspected.
The seals and valves for the chemical injection pumps will be changed.
Flood alarms have been ordered for the pump houses.
Lightening protection for Muddy Beach will be determined by the engineers; a follow up has been sent to Lee Carroll for recommendations.
Ian Hayes outlines lightening protection should be looked at for all stations.
Mike Smith makes a motion to have Ian Hayes attend the meeting with the Engineer next Tuesday at 2 pm. Ron Sandstrom seconds the motion and the motion passed 3-0.
The pricing for electrical upgrades needed at the pump houses has been requested.
Mike Smith makes a motion to approve the Just Electric quote for the electrical upgrades at Muddy Beach in the amount of $8,600. Ron Sandstrom seconds the motion. Ralph Lutjen discusses receipt of as built drawings prior to final payment being made. Mike Smith withdraws the motion. Ralph Lutjen makes a motion to adjust the proposal to reflect initial 50% payment on or after May 15th and include requirement for submission of an as built drawing prior to final payment. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes outlines that the project will be completed after Memorial Day.
Ian Hayes outlines the costs for meters for the water system are:
2 inch meter $1,988
3 inch meter $2,217 plus $500
4 inch meter $2,289
To the cost of each meter add $500 for flanges and shipping. Standard delivery time is up to 6 weeks. Installation costs would include two persons for 1 day at $1,500 average.
Discussion ensues regarding the ability to read the new meter(s) to be installed through the SCADA system. Ian Hayes outlines that the remote locations would not be tied into the SCADA system, the PRV pits would be remote locations.
Discussion on increased ability to detect leaks by zone metering is held. Analysis of tank trends as a means of identifying that there are leaks within the system is discussed; comparison of 2 pm to 2 am could be done. Furthering the abilities of the SCADA system to detect flow changes within zones is outlined as a goal. The current use of more standard programming and materials is outlined. The development of the SCADA system from the original telemetry to current is outlines. The cost for upgrades versus the benefits of the increased information is discussed. Ian Hayes states that the VDOE system is good for the cost expended to date.
Ian Hayes recommends placement of a meter at Reinach – 3” meter, installed, at approximately $4,000. Tom Therrien, SCADA programmer, will be asked for a quote to add the meter to SCADA. Once the meter is placed, dead end sections of the Reinach zone could be isolated for leak detection; Ian Hayes estimates two persons for 2 – 3 days. Granite State Rural Water will then be contacted to perform leak detection on any section showing positive signs of a leak. If a large leak is found and repaired, cost could run from $4,000 to $12,500 depending on location. Ian Hayes outlines that with the age of the pipes in this system; repair of one leak can potentially worsen another or, in some cases cause a weak area to begin to leak. The possibility of many small leaks and/or one or two larger leaks within the system is discussed. A large leak, if located, would need to be repaired.
Ralph Lutjen states to place the meter at Reinach and embark on isolating dead end areas. The Board may determine any repairs to be done. Ralph Lutjen makes a motion to place and program for SCADA a meter at Reinach at a cost of $4,500. Ron Sandstrom seconds the motion. Discussion on allowance of an additional $500 for programming the meter into the SCADA system is held. Ralph Lutjen moves to amend the motion to allocate up to $5,000 for the placement and programming of a meter at Reinach. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0.
Discussion is held on inspecting the Reinach tank. Ian Hayes outlines the monitoring of the tank levels being at the top of one of the tanks. Prep work would need to be done to move the system to the other tank.

4. Administration

Ralph Lutjen is working on updates to the highway department job descriptions.
Discussion of the development of a capital improvement plan (CIP) for the District is held. Financing of water projects is discussed. Dinah Reiss outlines the need for general counsel approval to review the possibility of issuance of a general obligation note for a water project. Dinah Reiss would like to discuss this with the VDOE Attorney. Ron Sandstrom makes a motion for Dinah Reiss to contact Attorney Chris Boldt for guidance. Mike Smith seconds the motion. Discussion is held on two Commissioners being present for a call with the Attorney. April 25 will be the target date for discussion. Motion is called to a vote and the motion passed 3-0.
The agenda for the meeting with the engineer April 18 is reviewed. Water system will be discussed first, roads second. Mike Smith makes a motion to revise the agenda as outlined and distribute to Paul Fluet and Nick Sceggell. Ralph Lutjen seconds the motion and the motion passed 3-0.
The VDOE-nh domain host has been moved from FatCow to GoDaddy. The website has been moved to BlueHost for better control and cost effectiveness. Cost for the domain and website was reduced from the FatCow renewal of $466. to $106 for three years with BlueHost.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,580.71. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 1 check for $3,239.89. Ron Sandstrom seconds the motion. Check is monthly deposit to the NH Retirement System. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of April 4 are reviewed. Mike Smith makes a motion to approve the minutes of March 14 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen reviews three years of historical expenditures for the ability to forecast future budget levels. Projects from the CIP can be entered onto the budget forecast for review of financing needs. This tool can be used to forecast costs that the District can expect to incur going forward for road and water system needs. Increases in medical insurance, payroll items and loan payments are outlined as factors affecting base budget increases. The increase in fixed payments and debt level are reviewed.

Mike Smith discusses project management for the repairs to the lodge. Mike Smith makes a motion to have Mike Smith be project manager for the lodge repairs. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have the office produce an attendance list for Asset Management meetings. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith will work on getting an estimate for small repairs needed at Oak pump house. The work would be done after the electrical work is completed. The quote is expected in a few weeks.
Locks for pump houses are discussed. This item will be added to the action list.

8. Signature Items

Purchase order 182 is presented. Mike Smith makes a motion to approve Purchase Order 182 in the amount of $552.83 for repairs to the F-550. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 183 is presented. Mike Smith makes a motion to approve Purchase Order 183 in the amount of $245 for stamps for the water bill mailing. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

Resident Jim Ellis has sent a request for repair of the asphalt apron at Sarnen and Rte.113. Mr. Ellis has also suggested placing a remote sand supply at the intersection of Sarnen and Bern Drive; permission would be granted to place the supply container on Mr. Ellis’ property at that intersection. Ralph Lutjen states he is not in favor of placing remote supplies based on the logistics of checking/filling and repair/replacement of containers. Mike Smith states that the resident can do this if he chooses; the VDOE will not pursue.

10. Scheduled Appearances
11. Other Business

Dinah Reiss states that her curb stop valve cover has been knocked off by a plow. Water Operator Ian Hayes will be informed.

A cost per gallon analysis over the last five years for the water system is reviewed and discussed. Cost per gallon of water for 2016 was $0.004. Cost of system operations over the same period of years has been relatively steady. The water loss due to running the bleeders is discussed. An analysis done in 2005 to bury all water lines within the District so as to be able to remove the bleeders showed it was not feasible in a cost vs benefit review.

12. Public Comments

At 10:32 am Mike Smith makes a motion to recess the meeting until 11 am at the Lodge. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 11:00 am Mike Smith reconvenes the meeting at the Lodge. Ralph Lutjen seconds the motion and the motion passed 2-0.
Present were Commissioners Mike Smith and Ralph Lutjen, Dinah Reiss, Nancy Cole and contractor Norm Garside.

Norm Garside outlines that the building is safe with the support structure that has been placed; it could be used as is.
The roof will be repaired with the existing chimney flashing removed; shingles pulled back and checked; placement of new flashing and re-shingling of the area.
The improper shingling of the valley of the roof line leading to the chimney will be corrected.
The paneling along the fireplace wall will be removed and wall beams checked.
Paneling will be replaced upon completion of repairs to any beams and placement of new insulation with pine.
Downstairs is also showing signs of water damage around the chimney area. Area will be checked and beams will be repaired or replaced as needed.
The electrical connections and panel will be reviewed. Norm Garside will schedule electrician Chip Johnson to estimate any repairs or upgrades needed.
Deck boards will be replaced as needed. Railings on both upper and lower decks will be replaced with 42” railings as specified by codes.
The dishwasher on the lower deck will be removed.
The entrance railing and trees abutting the entry way will be next on the work list. This will be done after Memorial Day.
Fire Extinguishers will be given to Norm Garside for placement in the Lodge.

At 12:10 pm Ralph Lutjen 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/2017/03/CM022717.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 27, 2017

The Board of Commissioners met at 8:00 am on Monday, February 27, 2017. In attendance were Commissioners Ron Sandstrom, Mike Smith and Commissioner-elect Ralph Lutjen. Also present was Treasurer-elect 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

Chairman Ron Sandstrom accepts the Oath of Office and swears in Nancy Cole as Clerk.
Clerk Nancy Cole accepts the Oath of Office and swears in Dinah Reiss as Treasurer.
Clerk Nancy Cole accepts the Oath of Office and swears in Ralph Lutjen as Commissioner.

Ron Sandstrom states that he is stepping down as Chair. Ron Sandstrom nominates Mike Smith as Chair for 2017. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith nominates Ralph Lutjen as Vice-Chair for 2017. Ron Sandstrom seconds the motion and the motion passed 3-0.

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Highway Foreman Kelly Robitaille states that the roads handled the recent rain well. Some areas have potholes. Until the roads soften and dry, the road grader can’t be used to remove the potholes. Gravel could be added and areas smoothed. Kelly Robitaille will pick up gravel as the purchase will be under $200.
The driveways at #4 and #8 Little Shore will be looked at for water shedding into the roadway. Kelly Robitaille reports that punch outs are being made where needed. A punch out will be made across from the area of #31 and #33 Little Shore.
Kelly Robitaille will create a list of the locations where punch outs have been made.
Kelly Robitaille reports that the road grader needs service. An estimate for the parts and fluids will be completed. The work could be completed by part time employee Tony Eldridge who just completed service on the Volvo road grader he operates for the State. Mike Smith makes a motion to approve $200 for Tony Eldridge to complete the service. Ron Sandstrom seconds the motion. Ralph Lutjen questions warranty. The road grader and backhoe are out of warranty; the Capital Reserve Fund (CRF) for heavy equipment was established for that reason. Mike Smith moves to amend the motion to read “up to $200”. Ralph Lutjen seconds the amendment and amendment passed 3-0. Motion, as amended, is called for a vote and the motion passed 3-0.
Sand and salt are discussed. Kelly Robitaille discusses having an open purchase order so that sand and salt may be ordered as necessary. Supplies were ordered during the recent storms as needed. Mike Smith makes a motion to approve purchase order 176 in the amount of $2,000 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve purchase order 175 in the amount of $3,000 for salt. Ron Sandstrom seconds the motion and the motion passed 3-0. An additional purchase order will be created for review next week.
Training and classes for the highway crew available this year will be looked into. Ralph Lutjen discusses the Green Sno-Pro class; this class would be beneficial. Protection of the ponds is outlined as a factor for consideration while establishing road treatment procedures. The use of brine for pre-treating roads is discussed as a possible means of reducing the amount of salt needed on roads during winter storms. This technique is outlined to have had measurable results in reduction of salt purchases for some municipalities and some areas of the State roads.
Ralph Lutjen discusses reports of the District truck being outside the District. Time out of the District is to be reported on employees’ time cards as per the personnel policy. Recording of this time can be used to help alleviate insinuations.

3. Water

Ian Hayes will be in attendance next week. Mike Smith makes a motion to move Ian Hayes scheduled appearance time to 8:30 am. Ron Sandstrom seconds the motion and the motion passed 3-0.
An outline of the off-peak pumping programming for the water system is given to Ralph Lutjen.
Mike Smith makes a motion to send an email to office of Electrical Installations Inc. with a copy to Tom Therrien requesting the status of the chemical injection room schematic. Ralph Lutjen seconds the motion and the motion passed 3-0.
The water usage fee for 2017 is to be established. The base rate information will be sent to the Board for discussion next week.
Lee Carroll, electrical engineer, has been contacted for guidance on the lightning protection needed for Muddy Beach station. Mike Smith outlines the lightning strike and resulting damage from last summer.

4. Administration

A safety meeting will be held after this meeting.
DPW job descriptions will be reviewed by Ralph Lutjen.
The cash flow report is done monthly. Treasurer Dinah Reiss outlines that the grader lease payment is due the end of March. Establishing the Tax Anticipation Note (TAN) for 2017 will be looked into should funds be needed early in the year. The withdrawal from the Medical Trust Capital Reserve Fund authorized at the Annual Meeting may need to be taken in March.
The audit and the Government Accounting Standards Board recommendation to change auditors every few years so as to maintain independence are discussed.
The Management Discussion and Analysis will be completed now that the audited schedules are available.
A seminar for development of a Capital Improvement Plan (CIP) is being held in Ossipee on March 22. Nancy Cole, Asset Management Committee Chair, requests funding to be approved so that all members of the team could attend. Cost will be $500. Mike Smith makes a motion to approve up to $500 for the Asset Management Committee to attend the CIP seminar. Ron Sandstrom seconds the motion. Discussion ensues. Ron Sandstrom would also like to attend this seminar. Mike Smith makes moves to amend the motion to up to $600. Ron Sandstrom seconds the amendment. Amendment passed 3-0. Motion, as amended, is called to a vote and the motion passed 3-0.
A status update of the Asset Management Committee is given; spring work to be scheduled is outlined. The Development of a CIP for the District by the committee is beginning.
Ralph Lutjen discusses development of an overall Strategic Plan for the District which would incorporate both some budget areas as well as the CIP information. This plan would outline both intended maintenance work with gravel and asphalt needs as well as the funding needed for upcoming capital projects prioritized over the six year period to be covered. Holding of Public Hearings to inform the public about the plan is a very important aspect towards the successful implementation. As the taxpayers will be asked to fund the plan, all information regarding the plans development should be discussed. A focus on where the VDOE needs to be and associated costs to get there will be the base document. The need to prioritize items for best protection of the VDOE roads, water system, ponds and capital needs is discussed. Gather all the information and roll it into one Strategic Plan for the VDOE.
Mike Smith makes a motion to have Ralph Lutjen champion contact with the members of the pond protection volunteers listed on the report distributed at the Annual Meeting for formulation of the recommendations for protection of the ponds. Ron Sandstrom seconds the motion. Discussion is held on a joint meeting with the Asset Management Committee. Motion is called to a vote and the motion passed 3-0.
The next Asset Management Committee meeting is March 15 at 1 pm.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 2 checks in the amount of $28,837.67. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed; Oak Ridge Road Loan payment and Terra Star loan payment. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Mike Smith discusses organizing Warrant Articles for action.
A quote is expected from Just Electric for work at Oak Station. This will be followed up on.
Beginning the work at Muddy Beach with the electrical upgrades is discussed.
Mike Smith makes a motion to review the third party electric proposal renewal for next week. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Purchase orders were signed during Highway report.

9. Correspondence

Granite State Analytical has sent the monthly pH test results; within standard limits.
Jay Buckley has sent an email regarding plowing difficulties due to the truck parked very close to the road at 18 Oak Ridge. Kelly Robitaille has responded that there is no issue plowing in this area.
Andrew Harteveldt has sent an alternative to the canoe rack proposal discussed at the Budget Hearing in January. Registration for canoe rack spaces is recommended with an outline to minimize administration burdens that would result in charges for the rack spaces. Logistical issues still need to be worked out prior to implementing any change to the current first come, first served policy for the canoe racks. A proposal will be worked on for future implementation.
NH Municipal Association has sent the weekly Legislative Bulletin. Mike Smith outlines that the bill that would hold a municipality responsible for the plaintiff’s legal fees in all successful 91-A cases has been moved for reconsideration; this bill was reported as defeated last week.

10. Scheduled Appearances
11. Other Business

Ralph Lutjen discusses the weekly meeting schedule. Mr. Lutjen may need to request Monday afternoons at times. Tuesday meetings are discussed as an option. Mike Smith makes a motion to move the weekly Board of Commissioners meeting to 8 am on Tuesday’s beginning Tuesday, March 14. Ralph Lutjen seconds the motion and the motion passed 3-0.
Ralph Lutjen states that he would like to reinstate the fuel log verification spreadsheet. Ralph makes a motion to complete the report which compares fuel usage to fuel purchases on a monthly basis for review by the Board. Ron Sandstrom seconds the motion. Mike Smith discusses including vehicle mileage or equipment hours on the spreadsheet. Motion is called to a vote and the motion passed 3-0.

12. Public Comments

At 10:05 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/03/CM022017.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 20, 2017

The Board of Commissioners met at 8:00 am on Monday, February 20, 2017. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were resident Jay Buckley and Ian Hayes (water operator, arrived 9 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 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

Highway Foreman Kelly Robitaille is not in attendance as today is a holiday. Only one complaint of an icy road was received during the recent storms; the DPW handled the storms well. Sand and salt supplies are discussed. Supplies were ordered as needed during the recent storms, a purchase order will be put together for next week. The 2017 proposed budget will be checked against expenditures to date. An increase to the salt and sand line items may be needed.

3. Water

Ian Hayes reports that a leak was detected on the service line for 4 Salins. Service to the house has been disconnected until repaired. 27 Upper Lakeview Drive will have water service restored today; the leak at this property has been repaired. The curb stop valve for 23 Huttwil will be replaced in the spring. The gate valve and blow-off to be placed on the water line to the chemical injection pit will also be done in the spring. Ian Hayes adds that water usage has been high for this time of year; there are most likely undetected leaks. Ian Hayes is informed of the data logger purchase order approved for up to $1,500. Ian will order the units.
Mike Smith discusses the work that was approved but not completed in 2016 for extending of the isolation valves to proper depth. Mike Smith makes a motion to approve up to $3,000 for valve extending. Ron Sandstrom seconds the motion. Discussion ensues. Ian Hayes outlines the intent to focus on known valves that will most benefit the ability to isolate different areas of the system. The valves at the bottom of Lugano will be included. Ian adds that some of this work will be scheduled with Kelly Robitaille, some will require outside excavation. The option of using the Water Extension fund for this project is discussed. Motion is called to a vote and the motion passed 2-0. Installation of flood alarms at the pump stations is discussed; Ian Hayes will install the units. Ian outlines electrical work needed at Oak station. An estimate has been obtained and will be forwarded to the office. Tom Therrien will be in the District next week to check on the recent communication failures at Reinach. Discussion ensues on establishing a safeguard within the SCADA system that would shut down pumps sending water to a station should that station have a communication failure. Lightning protection is still being pursued. Ian Hayes states that he will forward a proposal on needed maintenance and upgrade for the Sodium Bicarbonate set up in the chemical injection room. The pressure issues on Bristenstock and Blinden are holding with the new pumping schedule.

4. Administration

A safety meeting will be held next week.
The audit is in process. Schedules and draft expected this week.
The cash flow report is reviewed and discussed. The use of and need for a TAN is discussed. Focusing on ditching with the highway department can be done to help preserve cash flow. Jay Buckley questions if the Unassigned Fund Balance should be listed along with the reserve funds shown on the report and is informed the UFB is not part of the monthly cash flow report.
The Asset Management update submitted by Tommy Gunn will be included in the handout for Saturday’s Annual Meeting.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,933.40. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Jeff DeMartino of the Highway Department passed his CDL; his rate has been changed as voted by the Board to take effect upon obtaining CDL licensing. Motion is called to a vote and the motion passed 2-0.
Discussion is held on the 12 hour limitation for highway shifts. Ron Sandstrom makes a motion to adopt the State of NH DOT regulations regarding shift limitations. Mike Smith seconds the motion. Discussion is held on requiring breaks, compliance with DOL standards and safety of the crews. Motion is called to a vote and the motion passed 2-0. A policy will be developed for approval by the Board.
NH Retirement System has completed the compliance audit for FY 2016. VDOE is compliant with NHRS requirements and reporting.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 18 checks in the amount of $13,394.32. 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 January 30 are reviewed. Mike Smith makes a motion to approve the minutes of January 30 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of February 6 are reviewed. Mike Smith makes a motion to approve the minutes of February 6 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith makes a motion to have the office contact the Conway Daily Sun regarding placing of a newspaper pick up box at the Huttwil parking lot. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith discusses checking of the sand and salt supplies and expenditures against the proposed 2017 budget funding levels.
Ron Sandstrom reviews the completed road work report, which includes three years of road maintenance information.
Ron Sandstrom outlines the completed wage and benefit survey; stating that the VDOE falls into the lowest 13% for health insurance contribution and lowest percentile of employee salary levels.

8. Signature Items
9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results; clean.
The monthly rental check for the Coleman Tower site has been received.
Attorney Chris Boldt has confirmed he will attend the Annual Meeting next Saturday.
The third party supplier for electricity has sent the renewal packet. Three options for suppliers are included in this rate comparison. Discussion ensues on obtaining additional proposals. The agreement reached with the current vendor to return to Eversource as electricity supplier automatically at the conclusion of the contract is discussed; not all vendors would include this provision.
Mark Graffam has sent a compliment on employee Jeff DeMartino; stating that Jeff appears to be doing a good job operating the equipment. The email and recommendation included within to train Jeff DeMartino on the road grader is discussed; training to be given will be determined by the Commissioners and Foreman Kelly Robitaille.
NH Municipal Association has sent two legislative bulletins and the bi-weekly News Link.
Of note, the NH House of Representatives has killed a bill that would have required municipalities to pay the legal expenses of any person successful in a 91-A case regardless if the municipal officials were aware or should have been aware of the violation.

10. Scheduled Appearances

Resident Jay Buckley discusses the replacement of the culvert at 34 Oak Ridge Road in 2005 during the construction on the middle section of Oak Ridge Road. Jay Buckley is given the property folder so that he may locate a document received from the Commissioners in 2005.
The letter from the Commissioners in 2005 that responded to Mr. Buckley’s claim of inappropriate culvert installation is reviewed and discussed. The response to Mr. Buckley from the Commissioners in 2005 states the culvert installation was correct. The letter also states that the driveway would be reviewed for the non-standard 30 foot width should Mr. Buckley wish to pursue this further. Jay Buckley references completion of the re-installation of a driveway culvert across from his property at 44 Oak Ridge Road. Mr. Buckley states that he would like his culvert re-installed at the proper length. It is outlined that his neighbor received a letter from the Commissioners in 2005 stating that the VDOE would take corrective action which was not taken until 2016 while the letter to Mr. Buckley states the culvert length installed in 2005 was correct. The issue of the timing of bringing forward this complaint from 11 years ago is discussed. Jay Buckley states that he feels this Board is open to such discussions where prior Board’s may not have been. Mike Smith responds that Mr. Buckley chose not to bring this issue to prior Boards; therefore he does not know if they would have taken action. Discussion is held regarding the 30 foot width of the driveway in question as the standard is 20 feet. Ron Sandstrom makes a motion that if the driveway was approved at 30 feet, the VDOE should correct the culvert. Mike Smith seconds the motion. Discussion on the need to see the permit is held. Jay Buckley will submit his driveway permit, which he states approved the 30 foot driveway for safety reasons entering/exiting the roadway. Ron Sandstrom withdraws the motion pending review of additional documentation.

11. Other Business

The information packet to be distributed at the Annual Meeting is discussed. Items to be included: Warrant, budget detail, budget informational sheet, warrant article detail sheets for each article.
Set up for the Annual Meeting is discussed. Saturday at 3:30 pm is discussed as the time to meet at the school for set-up. Time will be confirmed later in the week via e-mail.

12. Public Comments

At 9:31 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/2017/03/CM020617.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 6, 2017

The Board of Commissioners met at 8:00 am on Monday, February 6, 2017. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:05 am). Also present was Kelly Robitaille (hwy).

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 everything is in good shape and they are preparing for tomorrow’s storm. 5-8 inches of snow are expected. Snow banks are being pushed back today in preparation of the additional snow. Sand and salt supplies are good.
The asphalt plan for 2017 has been turned in. Kelly Robitaille recommends purchase of a crack sealing unit that is made to be mounted on a trailer for use on the hills. A 30-gallon unit has been priced that would cost under $1,000. Pricing of a 50-gallon tank is discussed. This will be done for review. The Highway crew could crack seal the hills as and where needed without contracting the expense.
Discussion is held on the petitioned Article to upgrade Grachen Extension to Class V status.

3. Water

A water break was discovered at 27 Upper Lakeview Drive. The break is inside the house. The water has been turned off at the street. The homeowner was contacted and made aware of the situation. Homeowner will contact the District when ready to have the water turned on.
Discussion is held on replacement of the flood alarm at Oak Station; this will be checked on with water operator Ian Hayes.

4. Administration

An Asset Management meeting was held last week. Mike Smith makes a motion that the Capital Improvement Plan (CIP) the Asset Management Committee will be drafting includes water. Ron Sandstrom seconds the motion. Discussion on all aspects being reviewed and included in one plan is held. Motion is called to a vote and the motion passed 3-0. Trucks and heavy equipment are discussed. Mike Smith makes a motion to have the Asset Management CIP include trucks and heavy equipment. 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 15 checks in the amount of $24,676.54. 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
7. Commissioners Reports

Ron Sandstrom congratulates the freshman girls’ robotics team from Kennett High on their performance this year.
Mike Smith discusses upcoming NHMA webinars. Mike Smith makes a motion to have the office register for the Right-to-Know Law webinar at 12:00 pm on Feb 8. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the office register for the LEAN-how to add value in public service webinar at 12:00 pm on March 8. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Draft letter to the Madison Fire Dept is presented. Mike Smith makes a motion to sign the letter to Madison Fire Chief Eldridge regarding VDOE not using backhoe outside of District to clear the fire hydrant at Carroll County Fish & Game. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 173 is presented. Mike Smith makes a motion to approve and sign purchase order 173 for data loggers up to $1,500. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 174 is presented. Mike Smith makes a motion to approve and sign purchase order 174 for office supplies up to $357.83. Ron Sandstrom seconds the motion and the motion passed 3-0.
Agreement for exchanging propane providers to AmeriGas is presented. Ron Sandstrom makes a motion to sign the agreement to have AmeriGas provide propane for the District. Mike Smith seconds the motion and the motion passed 3-0.
The 2017 Warrant is presented. Ron Sandstrom makes a motion to sign the 2017 Warrant. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to send the Warrant to the Attorney for review. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to send the Warrant to the DRA for review. Ron Sandstrom seconds the motion and the motion passed 3-0.
The MS 636, Budget for the Village District is presented. Mike Smith makes a motion to sign the MS 636. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

91-A request was received for an email regarding a speeding report from 2014 and an email regarding lower Oak Ridge Road.
The monthly electric report has been received. $482 was saved in December.
NH Municipal Association has sent the bi-weekly News Link and the weekly Legislative Bulletin.
Health Trust has sent the updated bi-laws as amended following the hearings in December.
The Legal Hotline has confirmed that the percentage to be paid by the VDOE for health insurance for the employees is under the authority of the Board of Commissioners. The health plan chosen is also under the Commissioner’s authority.

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

At 8:53 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator