[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/02/CM013017.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 30, 2017

The Board of Commissioners met at 8:00 am on Monday, January 30, 2017. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (hwy) and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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 snow along roads is being pushed back, snow banks are being shelved, intersections and blind spots are being cleared. Equipment is in good condition. Maintenance is being done on equipment as needed.
Kelly Robitaille discusses plow operations. Some residents are questioning driveway entrance clearing during a snow event, with requests to plow operators to push snow only to one side of a street. Confirmation is given that the VDOE does not plow private property; all residents with questions or complaints should contact the office. The snow plow policy will be reviewed for any needed updates.
Kelly Robitaille adds that he is working on the asphalt road plan for 2017.

3. Water
4. Administration

The 2017 Warrant draft is reviewed.
Article 3 – operating budget; correction to medical insurance allocation outlined. Corrections within Highway & Streets to accurately list tools and road maintenance items within those line items outlined.
Article 4 – Lodge repairs; Larry Leonard questions dollar amount. Mike Smith outlines need to fix entire building.
Article 5 – Little Loop Engineering
Article 6 – Water budget
Article 7 – Muddy Beach repairs; discussion on two-year plan is held. Discussion on dollar amount allocations between the two years within the published financial breakdown is held.
Article 8 – Reinach Pressure Zone Engineering; discussion on Fluet Engineering proposal for this project is held. Ron Sandstrom makes a motion to place the Fluet Engineering proposal on the website. Mike Smith seconds the motion and the motion passed 3-0.
Article 9 – Water Tank CRF establishment.
Article 10 – Water Extension Fund authorization.

Recommendations for articles are voted:

Mike Smith makes a motion to recommend Article 3 as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to recommend Article 4 as written. Mike Smith seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining.
Ron Sandstrom makes a motion to recommend Article 5 as written. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to recommend Article 6 as written. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to recommend Article 7 as written. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to recommend Article 8 as written. Mike Smith seconds the motion and the motion passed 2-1 with Larry Leonard against this Article.
Ron Sandstrom makes a motion to recommend Article 9 as written. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to recommend Article 10 as written. Mike Smith seconds the motion and the motion passed 3-0.
Larry Leonard discusses propane costs and recommends notifying the current provider to stop deliveries. Mr. Leonard is informed that the requested written confirmation on price per gallon and tank charges has not yet been received from AmeriGas. This will be followed up on.
Treasurer Dinah Reiss reviews the monthly cash flow report for January 1, 2017. The use of additional TAN proceeds at the end of December is reviewed. Upcoming loan payments for February and March are discussed.
Discussion is held on CRF balances and the Unassigned Fund Balance over the last five years. The increase in annual debt service is discussed.
The calculation for the 2017 Water Usage Fee is discussed. Dinah Reiss recommends semi-annual billing if the fee exceeds $400. A service charge for the option of semi-annual billing could be implemented to offset the increase in administrative workload and postage fees. Mike Smith outlines the increased fee would allow for funding of the proposed Muddy Beach upgrades without creating a reduction in the CRF balance.
Asset management is discussed. Mike Smith has reviewed the isolation valve information. Plotting of the information onto the maps is discussed. As 10 valves are still to be verified, plotting of the valves will be held until that work is complete. The valve information will be placed into an excel spreadsheet with all needed fields for upload into the database and plotting on the maps.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,225.20. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
The 2016 expenditures are reviewed.
The 2017 proposed budget is reviewed.
The Highway Equipment Repair and Supplies line is reviewed and discussed. Over $20,000 of funds expended had a purchase order authorized.
Compilation of SCADA expenses is discussed. Ability to produce a report through QuickBooks is outlined. The change to telemetry and SCADA from the old Bana lines is outlined.

5. Accounts Payable

6. Minutes

The minutes of January 16 are reviewed. Mike Smith makes a motion to approve the minutes of Jan 16 as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The minutes of January 23 are reviewed. Mike Smith makes a motion to approve the minutes of Jan 23 as presented. Larry Leonard seconds the motion and the motion

7. Commissioners Reports
8. Signature Items

A transfer request from the Water Extension Fund to the Operating Account is presented. Mike Smith makes a motion to authorize and sign the request to transfer $10,008.47 from the Water Extension Fund to the Operating Account for expenses allocated from the Extension Fund in 2016. Larry Leonard seconds the motion and the motion passed 3-0.
NH DES has requested a signed single audit waiver for calendar year 2015 for their records. Mike Smith makes a motion to sign the single audit waiver certifying that the VDOE did not receive more than $750,000 in State or Federal funds in 2015. Ron Sandstrom seconds the motion and the motion passed 3-0.
The draft Bid Policy for the District is presented. Mike Smith makes a motion to adopt and sign the Bid Policy. Ron Sandstrom seconds the motion. Discussion on the level of the policy at the State of NH level of $35,000 is held. The difference between obtaining three quotes and requiring an open bid process is outlined. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against establishing this policy at $35,000.

9. Correspondence

NH Municipal Association has sent the Legislative Bulletin.
NH Retirement System has sent a bulletin outlining bills in front of the NH Legislature that may have a cost impact to employers participating in the system.

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

At 9:30 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/02/CM012317.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 23, 2017

The Board of Commissioners met at 8:00 am on Monday, January 23, 2017. In attendance were Commissioners Ron Sandstrom and Mike Smith. The meeting was taped for Madison TV by Tim Hughes.

At 8:02 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 roads are in good condition and equipment and supplies are good for the upcoming storm. Discussion is held on grader operations and the discussion at the Public Hearing on the Budget last Friday is outlined. Mike Smith states that he is in favor of using Tony and his experience with grader operations. Kelly Robitaille outlines that during ditching operations, three persons are used with each being used for his best strength. Kelly Robitaille further adds that he does use the road grader regularly and is comfortable with the machine. Tony Eldridge has greater experience with shoulders and ditching so he is used in the grader during those efforts to use personnel where most effective is beneficial to the District. Ron Sandstrom questions road issues reported in the last six months. A few sanding needed reports have been received from a resident at the Bern-Huttwil intersection. Ron Sandstrom adds that he is pleased with the work being done on the District roads. The report in the Conway Daily Sun regarding Kelly Robitaille being named as Health Officer in an adjourning town is discussed. Kelly Robitaille reports that he has held this position for three years and there has been no conflict with his work for the District. The budget line item for asphalt is discussed. A plan for the funds will be detailed for the Annual Meeting. Mike Smith discusses clearing of the hydrant at the Fish & Game Club. He does not recall the District clearing this hydrant. Mike Smith makes a motion to send a letter to the Madison Fire Department to arrange for clearing the hydrant as the VDOE will not clear the hydrant as it is outside of District boundaries. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille discusses that the crew is aware of overtime hours and is trying to limit the impact of overtime. Parking lots have been getting cleared upon return of the crew for regular work hours in lieu of incurring additional overtime to clear parking lots as a priority.

3. Water
4. Administration

The District was notified Friday that the Asset Management Grant application was not funded for 2017. NH DES representative Luis Adorno stated that the funds available were distributed to systems that have not yet started an asset management program. Mr. Adorno also stated that he intends to submit a recommendation that future grant applications and funding be separated between those systems that need to start and those systems that have a specific, important project to be performed. Mike Smith makes a motion to request the Asset Management Committee complete a long term plan for the roads with outlines for financial needs and options. Ron Sandstrom seconds the motion. Discussion is held on the Committee completing the projects already in process to finalize the maps for the water system valves. Mike Smith states that work will continue on the valve mapping. Motion is called to a vote and the motion passed 2-0.
The proposed Warrant is reviewed. Articles 2 and 3; the VDOE operating and water system budgets are discussed by line item. A summary of the notes from the Budget Hearing is outlined. Safety is discussed. The first aid kits were installed following a meeting and review of buildings with the insurance company. Medical insurance is discussed. Confirmation that 100% coverage is the benefit level for the Town of Madison employees has been received. The NHMA survey of wages and benefits that is compiled annually has been downloaded and will be reviewed. The allocation for Social Security will be checked. Mike Smith makes a motion to increase this line item to $13,000. Ron Sandstrom seconds the motion and the motion passed 2-0. Salt allocation is discussed. Mike Smith makes a motion to increase the line item for salt to $15,000. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on beach raking and potential cost savings by hiring outside labor at a rate below the DPW rate. Mike Smith states that he is in favor of the DPW continuing to rake the beaches.
Ron Sandstrom discusses establishing a policy for bidding of all projects over a specified dollar amount as outlined at the Public Hearing. Ron Sandstrom makes a motion to create a policy document for establishment of a dollar level for open bidding of any project at the State of NH level of $30,000. Motion fails for lack of a second. Mike Smith makes a motion to create a policy document that sets the dollar amount to require an open bid process at the established governmental guideline. For 2017, this amount will be $30,000. Ron Sandstrom seconds the motion and the motion passed 2-0. The policy will be reviewed for update upon any change to the guidelines.
Article 4 is discussed. Ron Sandstrom recommends removing this Article and Article 6. Mike Smith discusses the original intent of these Articles. Ron Sandstrom makes a motion to remove Articles 4 and 6 from the Warrant draft. Mike Smith seconds the motion and the motion passed 2-0.
Article 5 is discussed. Recommendation was for a specific plan for repair of structural deficiency in 2017 with additional repairs to be funded going forward. Mike Smith discusses fixing the entire building at once. No change will be made. An alternative repair number will be obtained to have available for the Annual Meeting.
Article 6 is discussed. Ron Sandstrom makes a motion to remove Article 6 for the proposed closure of the Lodge. Mike Smith seconds the motion and the motion passed 2-0.
Article 7 is discussed. Recommendation was to add the Legislative Body as agents to expend from the new fund. No changes will be made at this time. As fund will be established for water system tanks, inspection, lining and/or replacement would be options dependent upon the individual tanks needs.
Article 8 is discussed. Ron Sandstrom makes a motion to remove Article 8, canoe rack assignment. Mike Smith seconds the motion and the motion passed 2-0.
Article 9 is discussed. Low pressure calls and the need to supply adequate pressure to all homes connected to the system is discussed. Ron Sandstrom makes a motion to leave this Article as is. Mike Smith seconds the motion and the motion passed 2-0.
Article 10 is discussed. Article will be left as is.
Article 11 is discussed. Ron Sandstrom makes a motion to remove Article 11 for the Asset Management Grant. Mike Smith seconds the motion and the motion passed 2-0. Discussion is held on the intent to exercise as many isolation valves as possible in 2017.
Article 12 is discussed. Article will remain as is.
Article 13 is discussed. Ron Sandstrom makes a motion to remove Article 13 for beach parking passes. Mike Smith seconds the motion and the motion passed 2-0.
Article 14 is discussed. Article will remain as is.
Discussion is held on ordering the articles within the Warrant. Operational budget will be followed by articles raising funds by taxation and the water budget and articles will then be listed. Mike Smith makes a motion to order the Articles as discussed. Ron Sandstrom seconds the motion and the motion passed 2-0.
The motion log is reviewed. Nine motions are open; three of which are complete but remain on the list for informational purposes going forward.
The 2017 Holiday list has been produced in compliance with the employee handbook.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 7 checks in the amount of $9,954.35. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of January 9 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom discusses the need for volunteers to assist the District in planning.

8. Signature Items

Purchase order 171 is presented. Ron Sandstrom makes a motion to approve purchase order 171 in the amount of $5,000 for sand. Mike Smith seconds the motion and the motion passed 2-0.
Purchase order 172 is presented. Ron Sandstrom makes a motion to approve purchase order 172 in the amount of $5,000 for salt. Mike Smith seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the bacteria testing results; all results clean.
Granite State Analytical has sent the pH readings; within target range.
NH Municipal Association has sent the biweekly News Link.
NH Municipal Association has sent the Legislative Bulletin.
The Department of Health & Human Services has sent a link regarding well testing. Mike Smith makes a motion to send a letter to Madison regarding availability of well testing. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ron Sandstrom makes a motion to place the well testing information on the website. Mike Smith seconds the motion and the motion passed 2-0.

10. Scheduled Appearances
11. Other Business

The Attorney has stated he is available for the Annual Meeting if legal presence is required. Mike Smith makes a motion to have legal counsel attend the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

12. Public Comments

At 9:45 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/02/CM011617.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 16, 2017

The Board of Commissioners met at 8:00 am on Monday, January 16, 2017. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

The International Terra Star was returned from Liberty International last week. A few trees were reported down on Friday with the wind. The Answering Service escalation of the reported road blockage of Eidelweiss Drive is discussed. Ron Sandstrom received a text message with no identification of who the sender was or what road was affected. The equipment is ready for the next storm.
Communication pathways with Madison are discussed. Mike Smith makes a motion to sign the letter to Madison Fire Department regarding communication paths with the VDOE. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water

Water usage discussion occurred between Ian Hayes and the engineers last week. A probable leak is being tracked in the Summit gravity zone. A call for low pressure was received from Upper Lakeview Drive. Mike Smith makes a motion to have the VDOE purchase up to 6 data loggers for a total of $1,500.00. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

A safety meeting was held last week.
Status of the Asset Management Grant application is expected shortly.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $7,168.81. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
The upcoming budget hearing is discussed. The slides will be updated for Friday’s presentation at the public hearing.
The warrant draft is reviewed. Supporting documentation for warrant articles is reviewed. Ron Sandstrom makes a motion to place the draft Warrant on the website. Mike Smith seconds the motion and the motion passed 2-0. Mike Smith makes a motion to include the Beach Ordinance proposed update draft with the Warrant. Ron Sandstrom seconds the motion and the motion passed 2-0. The proposed wording for the handout to outline the Article for the Reinach Pressure Zone engineering is reviewed. Ron Sandstrom makes a motion to approve the wording. Mike Smith seconds the motion and the motion passed 2-0. The proposed updates to the Beach Ordinance are reviewed. The wording for receipt of one parking pass will be changed to homeowner. The Muddy Beach supporting documentation is reviewed. The budget proposed for the project is reviewed. Mike Smith outlines that the project will be proposed to be completed over two years. The budget will be updated to assign the costs to the year in which the work would be completed.
Discussion is held on the water usage fee and setting of the 2017 rate. Multi-year planning and other upcoming needs are discussed. Ron Sandstrom makes a motion to establish a new Water Advisory Board for creation of a long term plan for the water system. Mike Smith seconds the motion and the motion passed 2-0. Ron Sandstrom makes a motion to place the creation of the new Water Advisory Board on the website and include in handout. Mike Smith seconds the motion and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 23 checks in the amount of $14,920.77. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes
7. Commissioners Reports

Mike Smith discusses the low pressure report from 15 Upper Lakeview Drive. The area is being checked for a potential leak. The report to Ian Hayes from the answering service regarding the call for low pressure did not include the property address or a return phone number. Ron Sandstrom makes a motion to have the office discuss the information to be collected on a call regarding the water system with the answering service. Mike Smith seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to have the Asset Management Committee meet and prepare an update for the VDOE Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

A request for information for the Auditor from the insurance companies is presented; one letter for Primex, one for the agent handling the PLT run-off. Mike Smith makes a motion to sign the request for information for Primex. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to sign the request for information from Gallagher-Basset. Ron Sandstrom seconds the motion and the motion passed 2-0.
The NH Department of Transportation has requested updates for the State records regarding all municipal accounts. Ron Sandstrom makes a motion to sign the report of municipal account for the State of NH DOT. Mike Smith seconds the motion and the motion passed 2-0.

9. Correspondence

Discussion on the report that the VDOE has historically cleared the fire hydrant at the Carroll County Fish & Game Club is held. Any liability that may be occurred by the VDOE should the Highway Department clear this hydrant will be looked into.

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

At 9:20 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/02/CM010917.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 9, 2017

The Board of Commissioners met at 8:00 am on Monday, January 9, 2017. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy) and Ian Hayes (water operator). 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 good. Sand is needed and is available at $10.50 per ton from High Street Sand & Gravel. Coleman’s price is $11.00 per ton. Mike Smith makes a motion to approve $5,000 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0. Salt is also needed; the shed can hold 4 loads. Mike Smith makes a motion to approve 4 loads of salt up to $6,000. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that the Terra Star is having an exhaust issue as it did last year. Exhaust enters the drivers cab when the sander is loaded and the truck is plowing on the hills. Liberty International picked up the truck and brought it to Manchester for repair. The truck is expected back Tuesday afternoon. The new sander in the F-550 is reported to be working out great. Loaded weight of the truck and prior issues with damage and wear caused to a 550 by overloading this type of truck are discussed. Kelly Robitaille will load the truck as normal and take the truck to the scales at Coleman’s for the weight to be checked. Kelly Robitaille reports that he received a call from the Sheriff’s department regarding exposed drainage at #7 Oak Ridge Road. The area was coned off and will be corrected. Damage may have been caused by a wing plow or the contractor who plows the driveway. Communication paths are discussed. Kelly Robitaille reports that the District cell phones are used and that the Sheriff’s department and Madison Police have directly contacted him when needed. Radio communication with Madison Highway is possible, but varies with location of drivers. No problems have been noted with the communication paths. Pushing back of snow banks and intersections as well as punch outs in snowbanks is being done.

3. Water

Larry Leonard discusses receiving regular updates on the status of the system and work completed from water operator Ian Hayes. Ian Hayes reports that the heater at Reinach has been installed. SCADA programmer Tom Therrien was in last Friday to review and analyze recent communication failures that have occurred at Summit, Chocorua, Oak and Muddy Beach stations. A failure at Reinach required resetting of the PLC. The antennas may need to be repositioned in the spring. Discussion ensues on programming a shut off for any pump when a communication failure occurs that would be timed based so that the receiving tank would not be overflowed. Lightning protection for the water system is discussed. Ian Hayes states that there are many options and processes that may be available, but the contractors who are familiar with the specifics of the VDOE are in the best position to make recommendations. Discussion with Tom Therrien and Lee Carroll, electrical engineer, may be considered. Basic lightning protection should be done first, beginning with proper ground rods being placed. Ian Hayes recommends having Tom Therrien review lightning protection for each station. Discussion is held on requesting information from NH DES. Ron Sandstrom makes a motion to send a request to Rick Skarinka of NH DES on what other systems are doing for lightning protection and any contractors that DES may recommend. Mike Smith seconds the motion and the motion passed 3-0.
Ian Hayes reports that the replacement of the curb stop valve at 23 Huttwil was postponed due to weather conditions. The valve is off at this time. Replacement will be scheduled for the spring. Seasonal maintenance for the chemical injection room is discussed. Ian Hayes will send an estimate. The sodium bicarbonate delivery system is discussed. Ian Hayes will send a proposal for recommended changings to increase the efficiency of the sodium bicarbonate delivery set up. A follow up will be sent to Tom Therrien on the chemical injection room schematic. Mike Smith makes a motion to send an email to Tom Therrien with a copy to the Electrical Installation Inc. office. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on the Muddy Beach upgrade warrant article. Larry Leonard has produced a document for the proposed upgrades. Document will be reviewed for discussion. Verbiage for the Reinach pressure zone warrant article will be drafted for review. Ron Sandstrom makes a motion for Larry Leonard to do the write up for the proposed warrant articles. Mike Smith seconds the motion. Discussion ensues on the information to be included as an overview of the engineering needed for the new pressure zone. Motion is called to a vote and the motion passed 3-0. Ian Hayes discusses purchase of data loggers for the system. Cost is approximately $500 each. Ian Hayes will check on available units. Mike Smith questions modeling of the off-peak pumping status for the system. Ian Hayes outlines that Muddy Beach is not able to keep up with demands. Muddy Beach is not able to keep Reinach at a safe level and running Muddy Beach is a high risk to the well. Adding meters to the systems stations and the prv pits is recommended by Ian Hayes for the ability to more easily track leaks within the system.

4. Administration

A safety meeting will be held following this meeting.
The Annual Meeting notice is reviewed. Notice will be in the Conway Daily Sun Wednesday, January 11 and again on January 18.
A draft of the handout for the budget hearings is reviewed. Mike Smith makes a motion to have the handout at the budget hearing. Ron Sandstrom seconds the motion and the motion passed 3-0. Other information will be put together for review next week.
The draft of the 2017 Warrant is discussed. The proposed article for instituting permit parking at the beaches was reviewed with Madison Police last week. No parking on one side of the streets at each beach should be added during the summer months with permit parking only on the other side the street. This will allow enforcement and keep persons from parking on the street to avoid the need for a parking permit. Mike Smith estimates up to $400 in signs would be needed.

5. Accounts Payable

The check manifest is presented. Larry Leonard makes a motion to approve 3 checks in the amount of $7,879.51. 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 12/19 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The minutes of 01/03 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Mike Smith discusses contact with Engineer Paul Fluet by Commissioner Larry Leonard while putting together the budget number for Muddy Beach. Mike Smith states that no costs were authorized to be incurred for this budget number to be obtained. Larry Leonard objects. Ron Sandstrom adds that incurring costs for a budget number is not needed; activating engineering resources as well as water operator and SCADA programmer time costs money.
Larry Leonard states that savings can be incurred by swapping the propane provider to AmeriGas. Larry Leonard makes a motion to begin the move to AmeriGas for providing propane for the District. Ron Sandstrom seconds the motion. Discussion ensues on obtaining a written proposal from AmeriGas. Larry Leonard withdraws the motion. Mike Smith makes a motion to have the office contact AmeriGas for a written price quote confirmation of $1.32 per gallon through 2017 with any costs for swapping of the tanks. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items
9. Correspondence

The monthly Coleman Tower Site rental check has been received.
Primex has sent the 2017 training schedule.
NH Municipal Association has sent the 2017 Legislative Bulletin.
NH Municipal Association has sent the biweekly News Link.

10. Scheduled Appearances
11. Other Business

15 new email sign ups have been received by the website based on the postcard notice recently sent. 211 emails were sent Friday when the Annual Meeting notice was posted.

12. Public Comments

At 9:45 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