2017 Documents

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[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/CM092617.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 26, 2017

The Board of Commissioners met at 8:00 am on Tuesday, September 26, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV.

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 shoulder work and filling of pot holes will be done this week. Crack sealing is anticipated for Thursday. Aspen, Chocorua View, Eidelweiss Drive and Oak Ridge are target roads for crack sealing. All trucks will be brought for inspection throughout this week. The asphalt shim on Middle Shore at Geneva that was done last week is discussed. Ralph Lutjen outlines that the intent was to reclaim this section of asphalt while rebuilding the road bed and the drainage for watershed management; this work may not be the money spent. Kelly Robitaille states that the shim coat will stabilize the area until the road is rebuilt; adding that a preservation effort was needed in this area for winter plowing. For $3,000, the road is now able to be traveled easily and the need to reclaim, which is intended to include drainage and watershed management for protection of the pond as well as the rebuilding the road bed can now be planned for going forward versus an immediate need. The shim coat on Middle Shore and Eidelweiss Drive may gain 3-5 years of useful road life. Kelly Robitaille states that now that the crew has implemented this pavement technique, they have the experience and confidence to do more of this type of work going forward. The ability to extend pavement useful life years allows for better planning of major expenses.
Kelly Robitaille adds that the crew is attending a class for gravel road repair this Friday; they will not be in the District.
Pink ribbons which have been found on Boulder Beach, Thusis Beach and some roads are discussed. An email from the engineers stating that the survey crew would be in the District for Little Loop, Thusis Beach culvert, and Geneva hill surveys and wetlands delineation was received. Dubois & King engineer Nick Sceggell will be checked with to see if these are related to that survey work.
Gravel supply is good, as is salt and sand.
Funding for any potential additional purchases will be looked at going forward.
Speed limits within the VDOE are discussed. Mike Smith makes a motion to have all VDOE roads at a posted limit of 20 mph. Ralph Lutjen seconds the motion. Discussion ensues on obtaining input from Madison Police. The current posted limit of 25 mph on Eidelweiss Drive is discussed. Madison Police will be asked for a recommendation regarding the speed limit to be posted on Eidelweiss Drive. Mike Smith withdraws the motion.
A quote for a backhoe plow has been received in the amount of $10,800. The status of the F-550 is discussed. Kelly Robitaille outlines that the truck is getting old and is showing signs of wear. Should the F-550 be out of service, there is no back-up. Having a plow assembly for the backhoe would allow the backhoe to be used to do some of the work the F-550 currently does, saving additional wear to the truck. Mike Smith states that the purchase could be funded from the Highway Equipment Capital Reserve Fund. Ralph Lutjen outlines that this expense would leave only a minimal amount in the fund should a large repair be needed to a truck.
The 550 is scheduled for inspection this week; a status report on the truck will be requested from the mechanic. A quote for just the plow assembly, with purchase of a plow from a different vendor will be prepared and this addressed again next week.
Kelly Robitaille is informed that a Thank You has been received from resident Andrew Harteveldt for the shim work completed on Middle Shore at Geneva (Geneva hill).

3. Water

An additional follow up will be sent to Tom Therrien, with a copy to the Electrical Installation Inc. office manager, regarding the outstanding chemical injection room schematic.
Mike Smith states that all sheet rock and insulation was removed from Muddy Beach station due to the condition. The full station will be reinsulated and sheet rocked this week. The concrete pedestals the pumps were on are being removed. A new pad will be poured for the new pump. Mike Smith adds that he would like to consider expending any remaining warrant article funds to do additional work at Muddy Beach this year. Funds may be available to allow purchase of the second pump and VFD, therefore completing the working portion of the pump house and leaving only the exterior of the building left to be completed next year.
Engineer Nick Sceggell has responded to the question regarding addition of meters to the PRV pits. Mike Smith makes a motion to authorize the engineers to design the PRV pit upgrades with estimated construction costs and place the project on the 2018 Warrant. Ralph Lutjen seconds the motion and the motion passed 3-0.
The flood alarms in all pump houses are installed and programmed to the SCADA alarm system.

4. Administration

The additional locks authorized have been ordered.
There will be an Asset Management meeting today at 1 pm. The water system capital needs, by priority, will be the primary discussion point. Mike Smith states that 5 additional curb stop valves were located yesterday. Culvert entry is being worked on by Dinah Reiss.
The summary of the Muddy Beach kick-off meeting of September 12 has been distributed.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $7,158.78. 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.
Draft update for the Unassigned Fund Balance (UFB) policy is reviewed. Ralph Lutjen questions the need to update the policy. Discussion ensues on cash flow, borrowing, protection for the District in the event of an unforeseen catastrophic loss. Discussion is held on the UFB – funds cannot be intentionally raised; underspending of the operational budget and warrant articles is added via audit at year end to calculate addition/loss to the UFB. The policy would stand as a guide to Commissioners to not recommend expenditure of funds from the UFB on the annual warrant and to not use UFB funds to offset the tax rate when it is annually established. Once the UFB is at recommended policy update to $200,000 or the amount of the January tax check, whichever is greater, Commissioners can then consider recommending expenditure from this fund. Ralph Lutjen makes a motion to approve the policy update as written. Mike Smith seconds the motion and the motion passed 3-0.
Establishment of the 2018 Annual Meeting is discussed. Mike Smith makes a motion to schedule the 2018 Annual Meeting for February 24, 2018 with voting from 5 pm to 7 pm and the deliberative session to begin at 7 pm. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft for a Commissioners newsletter is presented. Ron Sandstrom makes a motion to approve the draft with the inclusion of two positive items. Mike Smith seconds the motion and the motion passed 3-0. Draft will be updated for additional review.
The time for the public hearing scheduled for October 14 is questioned. Mike Smith makes a motion to schedule the public hearing at 10 am at the lodge on October 14. 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 2 checks in the amount of $3,208.89. Ron Sandstrom seconds the motion. Check and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0. Ralph Lutjen requests review for charges to be sent to property owners’ on the invoice submitted by Ian Hayes. This will be done for next week’s manifest.

6. Minutes

The minutes of September 19 are reviewed. Mike Smith makes a motion to approve the minutes of September 19 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen questions when designs will be received from the engineers. Ralph Lutjen makes a motion to send an email to the engineers for completion dates and status of projects. Ron Sandstrom seconds the motion and the motion passed 3-0.
Discussion is held on the needed replacement of the service line at 11 Klausen. Ralph Lutjen makes a motion to interrupt the customer’s water service on October 10 if the line is not replaced. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith discusses the proposed Loon Society presentation for Saturday of Memorial Day weekend 2018. The presentation would be held at 6 pm. An ice cream social as the event is proposed. The presentation lasts approximately 45 minutes, ice cream could be served, and then a question and answer period could be held. Allowing the Loon Society to sell t-shirts and other items at the presentation is discussed and approved of. Holding of a 50/50 raffle with the Loon Society as the recipient of the proceeds is discussed. This will be looked into. Ron Sandstrom makes a motion to sponsor the Loon Society presentation and host an ice cream social Saturday of Memorial Day weekend 2018 at 6 pm at the lodge. Mike Smith seconds the motion and the motion passed 3-0.
Ralph Lutjen discusses holding a meeting in November as a follow up to the meeting scheduled October 14. This meeting would highlight the essential needs and discuss funding for those needs. Ralph Lutjen makes a motion to schedule a follow up meeting December 2, 2017 at 10 am at the lodge. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have AmeriGas price the needed heaters and propane line work. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith states that the remaining funds for the Muddy Beach project should be checked after completion of the current work to see if the second pump and VFD can be ordered this year.
Two valves were identified while working on remaining curb stop valve locations which will need to be excavated; one is on Bern and the other on West Bergamo. This will be done at the completion of the curb stop valve locating work as other valves may be identified that need to be excavated.

8. Signature Items
9. Correspondence

Notice has been received that Eversource will be upgrading power lines on Eidelweiss Drive, Bern Drive, Barden Place.
Health Trust has sent notice of a new Healthcare Reimbursement Account option that will be available. The Flexible Spending Account arrangements have also been upgraded.

10. Scheduled Appearances
11. Other Business

The owner of 14 Jungfrau has contacted the office to have the DPW review the driveway area as the owner intends to build a tent garage and was questioning if a driveway permit may be needed.
The trees have been cut at the lodge entry way. Upon payment of the recent services at the lodge, remaining funds will be checked to see if the upstairs meeting area walls can be upgraded this year.
Through a random contact, the office has come into possession of a document regarding the Pea Porridge Pond Watershed that was found at the Madison Historical Society. The document is very well written, author unknown at this time. The document can be used going forward as watershed management and the need for doing so is discussed further.

12. Public Comments

At 9:35 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

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[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/CM091917.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 19, 2017

The Board of Commissioners met at 8:00 am on Tuesday, September 19, 2017. In attendance were Commissioners Mike Smith and Ron Sandstrom. 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 Mike Smith.

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille is on vacation. Roads are in good condition; a nice job was done on Eidelweiss Drive and Middle Shore at Geneva (Geneva Hill). The gravel PO of $5,000 has now been expended.

3. Water

Muddy Beach work is in progress. The station is being stripped of existing pipes, pumps, sheet rock and insulation to facilitate replacement. The new insulation and sheet rock is expected to be installed next week. The new pump, VFD, and meters are expected for arrival the following week.
The status of programming for the pump house flood alarms will be checked on.

4. Administration

A safety meeting will be scheduled for next week.
The motion log is reviewed and discussed. The Commissioners monthly correspondence memo is discussed. Nancy Cole outlines focus on the upcoming public hearing information as well as notice of new procedures; 91-A request form, Huttwil parking lot use request form and lodge use request form. A construction update on Muddy Beach and the Lodge could also be included. A draft will be submitted for review.
The trees over the walkway at the lodge are scheduled, weather dependent, for Friday of this week. The back decks on the lodge are expected to be completed this week.
The cash flow report is reviewed and discussed. Treasurer Dinah Reiss states that the funds approved from water usage fees for the engineering of the Reinach Pressure Zone will be transferred this month. There is $55,000 available on the TAN line of credit. Should the District need additional cash, a new line of credit can be established. Treasurer Dinah Reiss outlines that she intends to wait until October to apply for additional funds, if needed. Ron Sandstrom discusses updating the VDOE Policy for Unassigned Fund Balance Retention. Ron Sandstrom makes a motion to draft an update to the Unassigned Fund Balance Policy as previously recommended by the Treasurer. Mike Smith seconds the motion and the motion passed 2-0.
2017 water usage fee collection is discussed. Nancy Cole advises that 14 accounts have balances over 90 days; certified notice for disconnection should be sent at this time. Mike Smith makes a motion to send certified letters for disconnection on overdue accounts. Ron Sandstrom seconds the motion and the motion passed 2-0.
Asset management is discussed. A meeting is scheduled for next Tuesday, September 26 at 1 pm. The capital improvement plan (CIP) draft will be updated as discussed at the last meeting. Next week’s meeting will focus on the needs of the water system. Water Operator Ian Hayes will be in attendance as will two representatives from Granite State Rural Water. Review of the road portion of the CIP will be needed to include the recent successful shim coat of asphalt placed on Eidelweiss Drive and Geneva hill. This process is a primary means of extended the useful life of asphalt roads. Seal coating of the shimmed areas should be planned for spring 2018.
The updated isolation valve maps are expected this week.
Five (5) additional curb stop valves were located last week by Mike Smith and Ian Hayes. The information will be added to the asset management database.
A draft for a request for parking in the Huttwil parking lot is presented. Mike Smith makes a motion to adopt the Huttwil Parking Lot Request form and put the information on the website. Ron Sandstrom seconds the motion and the motion passed 2-0.
The Beach Ordinance update for implementing a registration system for the canoe racks has been updated. A registration form is being developed. This will be reviewed when the full Board is present.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 18 checks in the amount of $9,681.85. Ron Sandstrom seconds the motion. Check and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of September 12 are reviewed. Mike Smith makes a motion to approve the minutes of September 12 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom outlines that the updates the asset management system for culvert entry have been completed.
The ability to send an email blast from the website directly has been updated and is functional.
Mike Smith states that additional curb stop valve locating that is scheduled for tomorrow is being postponed due to the predicted weather.

8. Signature Items

A request to use the lodge on September 28 is presented. Mike Smith outlines that contractor Norm Garside has stated the building will be ready for use. Mike Smith makes a motion to approve the request for use of the lodge September 28. Ron Sandstrom seconds the motion and the motion passed 2-0.
Driveway permit for construction is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction for 5 Burgdorf Road. Ron Sandstrom seconds the motion and the motion passed 2-0.
A water quality agreement is presented. Mike Smith makes a motion to sign and send the water quality test agreement to the property owner of 86 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 2-0.
A follow up on 11 Klausen is presented. Mike Smith makes a motion to sign the follow up letter regarding replacement of the water service line at 11 Klausen. Ron Sandstrom seconds the motion and the motion passed 2-0.
A letter regarding 6 Middle Shore is presented. Mike Smith makes a motion to sign the letter to the property owner of 6 Middle Shore to protect the fire scene. Ron Sandstrom seconds the motion and the motion passed 2-0.
A withdrawal from capital reserve form is presented. Mike Smith makes a motion to sign the withdrawal form for withdrawal of $4,000 from the water system Capital Reserve Fund for electrical work completed at Oak Station. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 215 is presented. Mike Smith makes a motion to sign purchase order 215 in the amount of $270 for completion of the isolation valve mapping for the water system. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 216 is presented. Mike Smith makes a motion to sign purchase order 216 in the amount of $400 for purchase of a backhoe blade. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 217 is presented. Mike Smith makes a motion to sign purchase order 217 in the amount of $1,750 for keypad entrance locks. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 218 is presented. Mike Smith makes a motion to sign purchase order 218 in the amount of $8,200 for asphalt work. Ron Sandstrom seconds the motion and the motion passed 2-0.
An update to previously approved purchase order 211 with the updated purchase price of the VFD is presented. Mike Smith makes a motion to sign the amended purchase order 211 in the amount of $2,500 for purchase of the VFD for Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria test results. Results are clean.
Granite State Analytical has sent the monthly pH test results. The pH was low; Ian Hayes was informed verbally by the technician. Ian Hayes checked the chemical injection room; the day tank was not filling; the valve has been replaced.
The monthly electric report from the third-party supplier has been received. Discussion is held on justifying the report showing that money is being saved on electricity monthly yet the pump house electricity budget is over-expended. The issue earlier in the year where two concurrent checks to Eversource were not allocated to the accounts, the additional payments made at the time, and the lack of paying electric bills since then due to the resulting credits from the extra payments is outlined. The pump house electricity line remains at the 104% shown in the budget in May of this year.
NH Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

A request has been received from the owner of the boat posted for violation of parking rules last week to allow the boat to remain until the end of September. Mike Smith makes a motion to approve parking of the boat until September 30. Ron Sandstrom seconds the motion. Discussion ensues on long term versus short term parking. Motion is called to a vote and the motion passed 2-0.
A quote has been received for replacement of the doors and plexi-glass at the Huttwil bulletin board. The bulletin board is in need of repair; this item will be held for funding option review.

12. Public Comments

At 8:50 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

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[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/CM091217.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 12, 2017

The Board of Commissioners met at 8:00 am on Tuesday, September 12, 2017. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, water operator Ian Hayes, SCADA programmer Tom Therrien and contractor Norm Garside. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

Mike Smith makes a motion to approve the agenda. Ron Sandstrom seconds the motion. Mike Smith moves to amend the agenda to enter Non-Public session first. Ron Sandstrom seconds the amendment and the amendment passed 2-0. Motion to approve agenda, as amended, passed 2-0.
At 8:03 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91A: 3 II (d) property. Ron Sandstrom seconds the motion. Motion is called via roll call Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.
Mike Smith makes a motion to seal the minutes of the non-public session. Ron Sandstrom seconds the motion. Motion is called via roll call vote, Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.
At 8:20 am Mike Smith makes a motion to exit non-public session and resume the public meeting. 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 asphalt work is scheduled for this week. The roller will be delivered today; part time employee Tony Eldridge will be in Wednesday, Thursday and Friday if needed. Eidelweiss Drive, including the ditch line, will be worked on and shimmed. Jungfrau was graded last week. The road needs gravel. Kelly Robitaille reports that an edge is needed for the backhoe; cost is $385. Mike Smith makes a motion to approve a purchase order for a backhoe blade not to exceed $400. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on vehicle inspections; the trucks are due for inspection in October. Kelly Robitaille is informed he will be contacted for pick-up of materials at Muddy Beach when needed. The upcoming salt symposium that is being sponsored by DES is discussed. Kelly Robitaille states that he reviewed the information and the primary topics are the same as the Green Snow-Pro class the crew attended. No numbers have yet been received for cost of pre-treated salt. This will be followed up on. Discussion is held on pouring the containment pad for the dieseling fueling area behind DPW II. Kelly Robitaille will work with Norm Garside to set the size and base for the pad. Norm Garside will frame and pour the pad. Discussion is held on placing bollards at the corners of DPW II. Kelly Robitaille will price pre-cast blocks for this purpose.

3. Water

The service line replacement at 3 Geneva Place is scheduled for September 18. Ian Hayes will schedule the turn off, inspection and connection of the new line. The service line at 6 Interlaken is being scheduled. Ian Hayes is scheduling October 26 at 8 am for the requested shut off at 3 Lakeview Drive.
Two recent complaints regarding high pressure have been received. Both property owners will be sent a pressure testing agreement. Discussion is held on the system psi being maintained at far lower pressure than is being stated by both property owners. The pressure in the water mains has a psi in the 70’s; even with gravity, a pressure of over 125 is unlikely. Ian Hayes will check the PRV pits. Ron Sandstrom outlines the water system content of the meeting to be held October 14. Ian Hayes will be sent the presentation for input.
Discussion is held on chasing leaks in the water system. The recent series of a break occurring immediately upon repair of a leak on the same zone shows that minor leaks can be made worse when a larger leak is repaired. All areas repaired showed signs that the leaks had been present in low amounts for a while. Placing meters in the prv pits to establish baseline flows and better identify zones for leak detection is discussed. The ability to target areas of the District where water main replacement is needed by mapping the locations of leaks is discussed. The current usage numbers since the 5 leaks were repaired are closer to historical average. The time of year, passed the Labor Day holiday, is also a factor in the decrease in daily usage numbers.
Ian Hayes states that addition of isolation valves to reduce outage areas when work is completed on the water mains would also be a high priority for the system needs.
The cost of maintaining the existing pipes versus the long term benefit of expending funds to replace water mains is discussed. As the existing pipes continue to wear the need for repairs will become more frequent. In contrast to continued higher costs for electricity and chemicals due to wasted water through small leaks, excavation and repair of water mains and connections, the cost of replacing lines in a planned manner is more beneficial than maintaining existing long term. Mike Smith discusses establishing an update for the priority list within the master plan based on the current needs of the system. The Asset Management Committee will begin working on water system needs, by priority at the September 26 meeting. Tanks, meters, Reinach Pressure zone establishment, water line replacement, and isolation valve clusters are all priority needs for the water system. Developing of a plan for meeting the needs of the system will be worked on.
Placing of meters in prv pits this fall is discussed. Mike Smith makes a motion to request a number from Paul Fluet for design to upgrade the Como and Jungfrau prv pits with addition of flow meters. Ron Sandstrom seconds the motion and the motion passed 2-0.
Addition of meters at Chocorua, Summit and Jungfrau tank is discussed. Metering flow within these areas will also help with future leak detection efforts.

4. Administration

A safety meeting will be scheduled the end of this month.
The motion log will be reviewed next week.
The monthly cash flow report will be reviewed next week.
Building security is discussed. Mike Smith makes a motion to approve purchase of 6 additional keypad door locks. Ron Sandstrom seconds the motion and the motion passed 2-0.
The next asset management meeting is September 26 at 1 pm. Establishing the capital needs for the water system and priorities to address those needs will be the primary focus of the meeting.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,886.78. 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 August daily water usage report is reviewed. The daily usage in August was down slightly and is more in line with historical levels.
The electricity usage report for the water stations is reviewed. The report shows the higher usage of kwh during winter months due to the electric heat in the stations; changing the stations to propane would be beneficial.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 1 check in the amount of $4,380.00. Ron Sandstrom seconds the motion. Check and invoices are reviewed and discussed; check is for electrical work at Muddy Beach and Oak station. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of August 29 are reviewed. Mike Smith makes a motion to approve the minutes of August 29 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of September 5 are reviewed. Mike Smith makes a motion to approve the minutes of September 5 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom discusses confusion created for some residents by use of the Eidelweiss crest and name on websites. The use of “EidelweissVillage” by the EPOA is highlighted as potentially confusing; persons could think that these other entities have authority within the District. Increasing communications from the Board is discussed. Ron Sandstrom makes a motion to begin monthly communication from the Board of Commissioners to residents. Mike Smith seconds the motion and the motion passed 2-0.
Ron Sandstrom discusses the updates made to the draft of the presentation for the October 14th meeting.
Mike Smith states that he has contacted the Loon Society regarding the desired presentation to residents next spring.
Ron Sandstrom makes a motion to improve the VDOE web presence with various search engines. Mike Smith seconds the motion and the motion passed 2-0.
Mike Smith discusses the kick-off meeting held this morning for the Muddy Beach project. A propane heater is being added to the project. The station upgrades will be completed by October 13.

8. Signature Items

A letter to the EPOA is presented. Mike Smith makes a motion to sign the letter to the EPOA advising that the lodge may not be available 9/23 and concern regarding the location of new plantings. Ron Sandstrom seconds the motion. Discussion ensues regarding the schedule for the tree removal, the lower level back deck being completed and the new entrance ramp railing being installed. If the building does not have an entrance railing or if the downstairs deck is not complete, the building cannot be used. Motion is called to a vote and the motion passed 2-0. Mike Smith makes a motion to not interrupt contractor’s work to allow for use of the lodge. Ron Sandstrom seconds the motion and the motion passed 2-0.
A request to use the lodge 9/28 has been received. Mike Smith makes a motion to review this request and the EPOA request 9/19. Ron Sandstrom seconds the motion. Discussion ensues on following up on the status of the lodge work prior to next week’s meeting. Motion is called to a vote and the motion passed 2-0.
Purchase order 209 is presented. Mike Smith makes a motion to approve purchase order 209 in the amount of $375 for the purchase of an impact wrench. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 210 is presented. Mike Smith makes a motion to approve purchase order 210 in the amount of $3,335 for the purchase of the Muddy Beach booster pump. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 211 is presented. Mike Smith makes a motion to approve purchase order 211 in the amount not to exceed $10,000 for the purchase of the Muddy Beach variable frequency drive (VFD). Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 212 is presented. Mike Smith makes a motion to approve purchase order 212 in the amount of $7,500 for the purchase of meters for Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 213 is presented. Mike Smith makes a motion to approve purchase order 213 in the amount of $3,000 for the repair of Aspen Drive. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 214 is presented. Mike Smith makes a motion to approve purchase order 214 in the amount of $1,125 for the rental of a roller. Ron Sandstrom seconds the motion and the motion passed 2-0.
The MS 434 has been finalized as voted last week and is presented. Mike Smith makes a motion to sign the MS 434. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The requested quote from the electrician for the needed electrical work identified by Lee Carroll at the water stations has been received. Estimate for all work is $39,900. This quote and establishment of a plan for implementing the needed work will be discussed further.

10. Scheduled Appearances
11. Other Business

New plants have been placed outside the fence at the playground. Discussion ensues regarding the location of the plants; they are in an area where snow is deposited. No request to establish a new garden has been received. The plants are addressed in the letter signed earlier to the EPOA.

A bench has been placed at the intersection of Grison and Rte 113. The bench is located on private property. The property owner stated he did not know who owned or placed the bench. The property owner has been informed that he has the right to remove the bench from his property if he chooses. The bench is located in an area where snow is plowed to.

12. Public Comments

At 9:55 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

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[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/AssetMngmnt-08-22-17.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
August 22nd, 2017

The Asset Management Committee met at 1:00 pm on Wednesday, August 22nd, 2017. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith as well Kelly Robitaille

At 1:02 pm the meeting was called to order by Chairwomen Nancy Cole

There were no minutes to approve at this meeting.

Andrew Madison from Granite State Rural Water Association showed up for the meeting but his portion was rescheduled to the upcoming September meeting.

Kelly Robitaille participated in today’s meeting to address open issues with the VDOE Fleet and roads, both gravel and asphalt.

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

1. Data Collection – Remaining CSV’s – Mike will work with Ian as he thinks he may know where some of the remaining values are located and once tentative location is determined Tommy and Mike will work to physically locate.
2. Data Entry – Ron completed the update to the website, Ron’s son Tom assisted during the summer as an intern updating the data base SQL components of the VDOE data base. A thank you will be sent to Tom for his efforts.
3. Mapping Project – No new updates.

Other Business:
1. CIP for Trucks & Equipment - Much discussion was had on the F550, the 7400 vs a new Telstar. The current F550 is nearing end of life, it has a new sander. Kelly commented “we need a vehicle this size”. Discussion on the possibility of moving to a four-vehicle fleet for snow removal, it was agreed this was not the direction or approach to take at this time. The grader was discussed as a tool for snow removal given the cost and limited effectiveness for normal snow fall it will continue to be used as a tool of last resort. Leasing the next replacement was discussed as a financial instrument. Adjustments were made in the CIP draft planning to address timing of the F550 replacement. Also, discussion around the purchase of a plow for the backhoe was discussed and it was decided to pursue the purchase prior to the 2017/2018 snow season, discussion at the next Commissioners meeting will determine timing.
2. CIP for Water – deferred to next meeting
3. CIP for Roads – Discussion around changes that resulted from a recent Commissioners meeting, add to the high priority list is Little Loop, Thusis, Eidelweiss Drive, Geneva/Middle-shore retention pond. Nancy has updated priorities based on Kelly’s input. Lastly, the Commissioners voted to have a separate committee for roads.
4. CIP buildings and grounds – No update at this time.
5. Discussion around the status of various engineering efforts and why little progress appears to have been made. The two efforts of concern were the Geneva Retention pond and the Thusis drainage project. Ralph suggested pushing the engineering firm to produce results asap.

Establish Next Meeting – Next meeting scheduled for Tuesday, September 26th @ 1:00 PM

At 2:10 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously.

Respectfully submitted,

Tommy Gunn
Committee Member

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/Asset-Mngmnt-071817.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
July 18, 2017

The Asset Management Committee met at 2:00 pm on Tuesday, July 18, 2017. In attendance were Committee members Nancy Cole, Dinah Reiss, Ralph Lutjen and Mike Smith.

At 2:00 pm the meeting was called to order by Chairwomen Nancy Cole

Chairperson Nancy Cole asks if a motion will be made to contact Jay Buckley for participation by phone. No motion is made.

Agenda:

1. Data Collection – Remaining CSV’s –Jay Buckley has turned in three additional curb stop locations. 11 remain. Any not completed by July 31st will be given to Mike Smith and Tommy Gunn.
2. Data Collection – IV – Ron Sandstrom has stated the program to convert the GPS numbers to those needed by Avitar for mapping purposes will be done this week. Upon conversion of the coordinates, the information will be sent to Chad Roberge.
3. Data Entry – Final input has been delayed due to resources, Tommy Gunn has offered to assist, Nancy to check with Dinah first, if ok’s a date will be set for an onsite training for Tommy.
4. Mapping Project – update after spring collection of information is complete, see above. No Change.

Other Business:

CIP: The discussion on the CIP plan focused on how to present the plan, prioritization of road improvements and including water management issues. The information for trucks, buildings and roads is reviewed and discussed.

1. CIP for Trucks & Equipment – No Change
2. CIP for Water – Initial outline for establishing priorities worked on
3. CIP for Roads – Reviewed and updated. Target years for projects arranged to meet target financial goals.

Establish Next Meeting – Next meeting scheduled for August. Date will be determined.

At 3:00 pm Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed unanimously.

Respectfully submitted,

Nancy Cole
Committee Member

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/Asset-Mngmnt-061417.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
June 14, 2017

The Asset Management Committee met at 1:00 pm on Wednesday, June 14th, 2017. In attendance were Committee members Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith.

At 1:00 pm sharp the meeting was called to order by Chairwomen Nancy Cole

Chairperson Nancy Cole makes a motion to call Jay Buckley as he has requested, the motion was seconded, a vote taken was two (2) in favor, two (2) opposed. The motion did not pass as only four were in attendance. The motion failed no call was placed.

Mike Smith makes a motion to approve the minutes from May 24thth as written, Nancy Cole seconds and all in attendance agreed and voted yes.

Agenda:

1. Data Collection – Remaining CSV’s –14 cards remain for CSV locating, Jay Buckley has offered to locate the remaining CSV’s. Mike makes a motion to let Jay locate the remaining CSV and give him until July 31st to complete. Those not completed by July 31st Mike Smith and Tommy Gunn will take over the remaining valves
2. Data Collection – IV – Isolation valves complete, Mike Smith makes a motion to send the data to Chad for mapping, Ralph Lutjen seconds, all agree. No Change from May 24th.
3. Data Entry – Final input has been delayed due to resources, Tommy Gunn has offered to assist, Nancy to check with Dinah first, if ok’s a date will be set for an onsite training for Tommy.
4. Mapping Project – update after spring collection of information is complete, see above. No Change.

Other Business:

CIP: The discussion on the CIP plan focused on how to present the plan, prioritization of road improvements and including water management issues. The discussion debated the ideas of one larger project for initiatives or breaking them into smaller projects. No firm approach was agreed to. Ralph suggested a public hearing be planned in November prior to the budget hearing and annual meeting, no final decision was reached for voting. The group agreed the July meeting will focus on CIP for the water infrastructure.

1. CIP for Trucks & Equipment – No Change
2. CIP for Water – No Change
3. CIP for Roads – No Change

Establish Next Meeting – Next meeting scheduled for July 12th @ 1:00 PM

At 2:00 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously.

Respectfully submitted,

Tommy Gunn
Committee Member

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/AssetMngmnt-05-24-17.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
May 24th, 2017

The Asset Management Committee met at 1:00 pm on Wednesday, May 24th, 2017. In attendance were Committee members Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith.

At 1:02 pm the meeting was called to order by Chairwomen Nancy Cole

Mike Smith makes a motion to approve the minutes from May 17thth as written, Ralph Lutjen seconds and all in attendance agreed and voted yes.

Mike Smith makes a motion to replace Jay Buckley as a member of the asset management committee, Ralph Lutjen seconds all agree, motion passes 4 to 0.

Agenda:

1. Data Collection – Remaining CSV’s –14 cards remain for CSV locating, Tommy and Mike to work in the spring. Mike makes a motion to bring the 14 remaining cards to the EPOA meeting on Saturday, May 27th for possible homeowner assistance, all approved Nancy to coordinate with Mike Smith.
2. Data Collection – IV – Isolation valves complete, Mike Smith makes a motion to send the data to Chad for mapping, Ralph Lutjen seconds, all agree.
3. Data Entry – Complete, item to be closed.
4. Mapping Project – update after spring collection of information is complete, see above.

Other Business:
1. CIP for Trucks & Equipment – Review of status was conducted, all agree that after Nancy broke out the CRF by asset it would be better to keep consolidated under the Trucks and Equipment, Nancy agreed to reconsolidate, Tommy will plug in replacement for a specific asset at planned year and with todays estimated cost.
2. CIP for Water – In progress once study is complete data will be included in the CIP. Basic review will start at next meeting and after engineers status update @ June review with the commissioners.
3. CIP for Roads – A second round of discussion ensured on the results of the field trip conducted the previous week with Tommy, Nancy and Kelly to evaluate the roads and next steps. The committee reviewed the spreed sheet Nancy prepared and discussed the high and medium priority locations that were rated as in poor condition. As stated at last meeting on the 17th of May only asphalt roads are to be in the CIP plan, gravel roads will be handled as a maintenance activity only. Initially three high priority locations had been identified along with an enhanced asphalt PM program recommended to the commissioners for implementation. After further review it was agreed to include additional asphalt roads that are less travel (the road less traveled) but are in poor condition and are damaging snow plowing equipment because of their condition. Once the final list of high priority locations is complete they will be prioritized in order of need. The committee also agreed to discuss with the VDOE’s preferred partner for road maintenance and get quotes for the H locations and a price per yard for road replacement to include drainage, and without drainage. Nancy will work with the commissioners to schedule visit.
4. CIP buildings and grounds – Like trucks and equipment a sheet has been prepared for recommended improvements and replacements to be included in the capital reserve fund. These will be added into the CIP with estimates and estimated year for said improvements to be implemented, by location and with estimated $.

Establish Next Meeting – Next meeting scheduled for June 14th @ 1:00 PM

At 2:01 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously.

Respectfully submitted,

Tommy Gunn
Committee Member

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/AssetMngmnt-05-17-17.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
May 17th, 2017

The Asset Management Committee met at 1:00 pm on Wednesday, May 17th, 2017. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith.

At 1:02 pm the meeting was called to order by Chairwomen Nancy Cole

Mike Smith makes a motion to approve the minutes from March 16th as written, Ralph Lutjen seconds and all in attendance were in agreement and voted yes. No coffee or refreshments were provided, very sad.

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

1. Data Collection – Remaining CSV’s – The data collection from 2016 was discussed and its status. Most items are up to date with a few sheets from the curb stop value effort require in putting, should be completed by next meeting. 14 cards remain for CSV locating, Tommy and Mike to work in the spring.
2. Data Entry – Web Site Development – Excel export – culvert sheet – Ron has finished the programing of the culvert sheet, Nancy will follow up on next steps.
3. Mapping Project – update after spring collection of information is complete.

Other Business:
1. CIP for Trucks & Equipment - Much discussion was had on the F550 vs a new Telstar, as well discussion on replacement of equipment, back-hoe, grader etc. Various scenarios were discussed for estimating the time, dollars to be accrued for the capital reserve fund and need. Ralph has requested a single sheet or summary be prepared for the commissioners to review and to prepare for presentation at next year’s annual. meeting
2. CIP for Water – deferred to next meeting
3. CIP for Roads – deferred to next meeting
4. CIP buildings and grounds – Similar to trucks and equipment a sheet will be prepared for recommended improvements and replacements to be included in the capital reserve fund.

Establish Next Meeting – Next meeting scheduled for Wednesday May 24th @ 1:00 PM

At 2:10 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously.

Respectfully submitted,

Tommy Gunn
Committee Member