[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/01/CM1214151.pdf"]VILLAGE DISTRICT OF EIDELWEISS
BOARD OF COMMISSIONERS
December 14, 2015

The Board of Commissioners met at 9:00 am on Monday, December 14, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (hwy), Ian Hayes (water), Treasurer Dinah Reiss, Maureen Brooks of GW Brooks and Bruce Davis of All States Paving. The meeting was taped for Madison TV by Tim Hughes.

At 9:00 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.

Bid Opening for Middle Shore Drive at Geneva Place road work:
One bid is received from GW Brooks and Son in the amount of $62,525.00.

Maureen Brooks is thanked for the bid and leaves the meeting.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports roads are in good condition. Equipment has been outfitted for winter operations except for the road grader as it is still being used as needed. 3 applications for part time snow plow operators have been received. Work order information is up to date. Supplies are good for salt and sand. Road culvert locations are being worked on. 185 culverts have been identified. Culverts are being cleaned as needed. The status of all culverts will be tracked. Pot holes will be worked on this week. Mike Smith makes a motion to file an application with NH DES for culvert placement near 68 Eidelweiss Drive. Ron Sandstrom seconds the motion. The distance to the road from the pond is 230 feet. All culverts placed, including driveway culverts, will need to be permitted by DES. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to bring Gloria Aspinall in to an upcoming Commissioners meeting for additional discussion regarding drainage. Ron Sandstrom seconds the motion. Discussion is held regarding the potential need to place both the road culvert and the driveway culverts to alleviate the drainage issues in this area. Motion is called to a vote and the motion passed 3-0.
The next meeting date is discussed. Mike Smith makes a motion to move next week’s meeting to Tuesday, December 22 at 8 am. Ron Sandstrom seconds the motion and the motion passed 3-0. A safety meeting will be scheduled following the Commissioners meeting.

3. Water

Water Operator Ian Hayes reports that the Chocorua booster pump received was not the correct pump. The correct replacement pump is expected this week. The work order log is reviewed and discussed. Mike Smith makes a motion to notify Thorne Surveyors to no longer proceed. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining stating notification is not needed. Remaining open work orders are reviewed. Reinach station is discussed. Work order to proceed will be created with submitted prices. The pumps in the chemical injection room will be worked on, the parts have been received. Summit zone is discussed. The small leak detected outside the Summit station a few years ago is outlined. General discussion on assessing water loss within the system is held. A leak detected at the bleeder site on Upper Lakeview has been repaired. Ian Hayes recommends a water audit be performed next spring. Cost to the VDOE would be hours for Ian Hayes and a second man. Granite State Rural Water would be used for the detection equipment. Prioritizing upcoming work is outlined. Completion of isolation valve locations is to be done before a water audit. Dinah Reiss states that if the application for a 2016 NH DES Asset Management Grant is approved, this would be a potential form of funding. The list of curb stop valves noted as bent or broken will be sent to Ian Hayes. The meter at Oak station has been functioning properly. Discussion on Rosemount meters versus Badger meters is held. Ian Hayes prefers Badger meters and states they are the industry standard. Tom Therrien of Electrical Installations has also stated preference for Badger meters. Mike Smith states that Engineer Paul Fluet has recommended Rosemount meters. Larry Leonard disagrees, stating that he had sent a Rosemount meter to Paul for approval; the information did not originate with Paul Fluet. Ron Sandstrom makes a motion to contact Paul Fluet for guidance. Larry Leonard seconds the motion and the motion passed 3-0. The new doors installed at Muddy Beach and Reinach stations are discussed. An email notifying Ian Hayes of the work schedule had been sent, however Ian Hayes states he did not see it. Access to pump houses is discussed. Potential issues that can arise when pump house access is granted are outlined. Security for the water system is discussed. Mike Smith states that the VDOE should not be incurring charges for Ian Hayes to open a pump house for planned work to the building. Ian Hayes responds that a check of any station should be completed following any access by any contractor. All future emails to Ian Hayes will copy in the Commissioners.

4. Administration

The monthly cash flow report is reviewed and discussed. Treasurer Dinah Reiss recommends moving $32,000 from the water usage account to the Water System Capital Reserve Fund. Mike Smith makes a motion to transfer $32,000 to the Capital Reserve Fund. Larry Leonard seconds the motion and the motion passed 3-0.

The status of the audit is discussed. The audit is scheduled the week of January 20, 2016. The Management Discussion and Analysis will be worked on.

Fleet tracking units are discussed. This item will not be pursued at this time and will be removed from the action list.

The mapping for the locations of the VDOE water valves is being worked on by Avitar Associates.

Mike Smith discusses scheduling of a walk through with the insurance company following completion of the building of the required fire wall between the oil tank and the furnace in the garage.

Accounts Payable
6. Minutes
7. Commissioners Reports

Larry Leonard makes a motion to donate the metal detectors to the Toys for Tots campaign sponsored by the Kiwanis Club. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to close the office and DPW at noon on Christmas Eve and New Year’s Eve. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith discusses establishing a special meeting/workshop for review and establishment of the 2016 Budgets and Warrant. This will be discussed further next week.

Off peak metering for the pump houses is discussed. Ron Sandstrom outlines the need for use of electricity to run the SCADA system at all times. Usage during peak hours will be billed at a penalty rate which will offset any potential savings. Larry Leonard adds that he has analyzed the usage at the pump houses and the data shows that no savings would occur. Mike Smith states that he will contact the Eversource rate specialist again for additional information.

8. Signature Items

The transfer request to move $32,000 from the Water Usage Account to the Water System Capital Reserve Fund is signed.

The updated Requisition/Purchase Order Policy, changing the dollar limit to the $200 limit in effect, is presented. Mike Smith makes a motion to sign the updated Policy. Ron Sandstrom seconds the motion and the motion passed 3-0.

A time off request for employee Bob Goddard is presented. Ron Sandstrom makes a motion to authorize and sign the time off request. Mike Smith seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results. All results are clean. The monthly pH readings remain compliant.

A Water Usage survey has been received. Discussion is held on the inability to conclude water usage within a house based on the number of cars in the driveway. Ron Sandstrom adds that a report such as this would need additional data points to draw any conclusions regarding water usage.

Resident Willis Gray has sent a link to a local weather site within Madison. Ron Sandstrom will review. Reliance on such a site is not recommended as the site may be taken down without notice.

NH Municipal Association has sent the bi-weekly News Link. A workshop entitled A Hard Road to Travel, outlining NH laws regarding road work has been scheduled for January. Information on the workshop will be sent to the Commissioners.

10. Scheduled Appearances

Bruce Davis of All States Paving discusses asphalt road needs and manners of preserving pavement life. The process of sand sealing is discussed. Creation of a plan for long term pavement preservation is discussed. Bruce Davis recommends that shoulder work and crack sealing be done on a routine basis on all paved roads. Sand sealing can extend the life of a paved road and should be considered. Shimming of roads should be done with sand sealing completed the following year for the overall best result. A “worst first” plan is not recommended for pavement preservation. Extending the life of roads that are in decent shape with additional funds set to deal with the worst roads is outlined. Annual funding in the amount of $20,000 for paved roads is discussed. A model, using the $20,000, can be created for paved roads for review by the Commissioners. The need to treat as many miles of paved roads as possible each year is recommended by Mr. Davis. Per mile life span of roads can be calculated using preservation intention of crack sealing, shimming and sand sealing. Mike Smith makes a motion to get the footage of Eidelweiss Drive from Rte. 113 to the mailboxes for pricing calculation. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business

Ron Sandstrom discusses limiting the 2016 Warrant articles so as to minimize additional increases in the tax rate. The tax rate with the truck loan should target the 2015 rate of $4.66 per thousand.

12. Public Comments

At 11:10 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Larry Leonard seconds the motion. Motion is called via roll call vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Ron Sandstrom makes a motion to seal the minutes of the Non-Public Session. Larry Leonard seconds the motion and the motion passed 3-0.

At 12:05 pm Ron Sandstrom makes a motion to exit Non-Public session and recess the meeting for additional discussion on this matter. Larry Leonard seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to approve a check manifest for three checks in the amount of $3,625.00. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/01/CM122215.pdf"]VILLAGE DISTRICT OF EIDELWEISS
December 22, 2015

The Board of Commissioners met at 8:00 am on Tuesday, December 22, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:05 am). Also present was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports roads are in good condition. The crew is repairing pot holes where possible. Cutting of tree limbs over roads is being done. The sander for the International 7400 has been worked on and is now functioning properly. The wall to separate the oil tank and furnace in the garage has been built. Madison Fire will be notified. The road culvert location project is ongoing and has identified 185 road culverts within the District. Larry Leonard states that Chadwick BaRoss will be sending information regarding extended warranty for the backhoe and road grader. Ron Sandstrom states that a steel tracked machine appears to have been driven on Oak Ridge Road. Kelly Robitaille will check the area for damage to the pavement. Kelly Robitaille is informed that the Commissioners have authorized closing at noon on Christmas Eve.

3. Water

Replacement radios are being worked on for the SCADA system by Tom Therrien of Electrical Installation. Engineer Paul Fluet will be followed up with on the tank lining bid dates.

4. Administration

Chad Roberge of Avitar has sent an email stating that the script had been sent for the SQL database. A follow up will be sent as the information has not been received.

A safety meeting is scheduled following this meeting.

The next Asset Management meeting will be scheduled for January.

Encumbering of funds is discussed. Mike Smith makes a motion to encumber $20,000 for Oak Ridge Road construction; $17,378.85 for Middle Shore at Geneva Place construction and $2,201.46 towards extending warranty for the new truck from the 2015 Warrant. Ron Sandstrom seconds the motion. Discussion ensues about allowing the funds remaining in these Articles to go into the Unassigned Fund Balance. The Unassigned Fund Balance could then be used to offset the cost of any 2016 Warrant Article chosen. Mike Smith moves to amend the motion to encumber $2,201.46 for purchase of the extended warranty for the 2015 Terra Star. Ron Sandstrom seconds the move to amend. Motion passed 3-0. Discussion on use of Unassigned Fund Balance to offset the cost of Oak Ridge Road construction ensues. Tax rate impact of the Warrant and keeping the tax rate controlled within the proposed Articles is held. The need for a plan for pavement preservation is discussed.

A list of items discussed throughout the year for potential inclusion in the 2016 Warrant is reviewed.
Mike Smith makes a motion to create an Article for $5,000 for beach testing and tree removal at the Lodge. Ron Sandstrom seconds the motion. Discussion ensues on separating these items into two Articles. Ron Sandstrom moves to amend the motion to create an Article for beach testing and an Article for tree removal with $4,000 being assigned to trees and $1,000 for beach testing. Mike Smith seconds the amendment. Motion passed 3-0.
Creation of an Article for survey and design for drainage on Little Loop and Altdorf is discussed. Mike Smith makes a motion to create an Article for survey and design of Little Loop and Altdorf with funds to come from the Road Construction Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to not include the sander rack roof. Ron Sandstrom seconds the motion and the motion passed 3-0.
Placing of bollards at the corners of the DPW II garage and the back of the DPW building is discussed. Ron Sandstrom makes a motion to not include this on the Warrant. Mike Smith seconds the motion and the motion passed 3-0.
Building of a storage shed for the water department is discussed. Mike Smith makes a motion to not include this item on the Warrant and fund through the 2016 Water Extension Fund Article. Ron Sandstrom seconds the motion. Discussion is held on the need for this building. Motion passed 3-0.
Oak Ridge Road reconstruction will be included on the Warrant. Bids will be due January 11, 2016.
Ron Sandstrom makes a motion to include extending of the term limit for Clerk and Treasurer. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to place creation of an Expendable Trust Fund for Health Insurance in the amount of $35,000 with funds to come from the Unassigned Fund Balance. Ron Sandstrom seconds the motion. Discussion is held on reducing the Operations/Highway Budget on the floor of the Annual Meeting should this Article pass. Ron Sandstrom adds that this Article should be early on the Warrant. Funding is discussed as Ron Sandstrom states he would like to offset Oak Ridge Road construction as much as possible. Motion passed 2-1 with Larry Leonard against stating that he does see the reason for this fund.
Mike Smith makes a motion to not include fencing for the side of the DPW II building. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include an Article for $8,000 for purchase of an extended warranty for the 2015 Terra Star, offset by $2,201.46 encumbered funds. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to not include Muddy Beach pumps and controls and fund through the 2016 Extension Fund Article or the water system Capital Reserve Fund. Ron Sandstrom seconds the motion. Discussion ensues with Larry Leonard stating favor for informing the water users of the intent to rehabilitate the station. Motion passed 2-1 with Larry Leonard against not placing this item on the Warrant.
Ron Sandstrom makes a motion to include matching Asset Management Grant funds if the VDOE application is approved for funding. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include an Article for design and permitting of a permanent fix for Grison and Burgdorf roads. Ron Sandstrom seconds the motion. Discussion ensues on the need to act on this item, with Larry Leonard stating that the repairs made this year should hold for many years. Motion passed 2-1 with Larry Leonard against including this on the Warrant.
Ron Sandstrom makes a motion to include a $20,000 Article for pavement preservation. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to include an Article for extended warranty purchase for the backhoe and road grader. Mike Smith seconds the motion and the motion passed 3-0.
The proposed 2016 Operations/Highway Budget and Water Budget are reviewed.
Telecom will be changed to $2,000.
Numbers for the NHRS will be checked.
Mike Smith makes a motion to adopt the 2016 proposed budgets as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $9,269.00. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion passed 3-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve the manifest in the amount of $11,972.75. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion passed 3-0. Larry Leonard makes a motion to release the held check payable to Chadwick BaRoss for grader repairs. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Minutes

The minutes of December 7 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining as he was not present at that meeting.

7. Commissioners Reports

Mike Smith discusses off peak meter usage for the water system. The charges that would be incurred should the District change to off peak are outlined. Some questions still exist on the total potential benefit of this program. Changing to propane for heat at the pump houses is discussed.

8. Signature Items

Work order 1106 for replacement of the starter for the Chocorua booster pump in the amount of $500 is presented. Ron Sandstrom makes a motion to approve work order 1106. Larry Leonard seconds the motion and the motion passed 3-0.

Work order 1105 for requested seasonal shut offs to the water system is presented. Ron Sandstrom makes a motion to approve work order 1105. Larry Leonard seconds the motion and the motion passed 3-0.

The Health Trust insurance agreement signed in November was missing a signature in one place. Ron Sandstrom makes a motion to sign the Agreement. Mike Smith seconds the motion and the motion passed 3-0.

A time off request is presented. Ron Sandstrom makes a motion to approve the time off request. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve a work order for repairs to Reinach pump house in the amount of $2,600. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve a purchase order in the amount of $1,250 for purchase of a backup for the chemical injection pumps. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Ian Hayes sent the information previously approved for repairs to the Reinach pump house.

Madison Police have been notified of the impounded watercraft that was located on the beach after November 11.

10. Scheduled Appearances
11. Other Business

The next meeting to be held is discussed. Mike Smith makes a motion to recess this meeting until December 30 at 9 am. Ron Sandstrom seconds the motion. Discussion is held on the ability to post a meeting should the need arise. Mike Smith withdraws the motion.

Next meeting will be held Monday, January 4, 2016 at 8 am.

12. Public Comments

At 10:25 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) property matters. Mike Smith seconds the motion. Motion is called via roll call vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Mike Smith makes a motion to seal the minutes of the Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 11:00 am Mike Smith makes a motion to exit Non-Public session and 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/2016/01/CM120715.pdf"]VILLAGE DISTRICT OF EIDELWEISS
December 7, 2015

The Board of Commissioners met at 9:00 am on Monday, December 7, 2015. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also present were Kelly Robitaille (hwy), Bob Goddard (hwy), Treasurer Dinah Reiss, Clerk Jay Buckley and resident Gloria Aspinall. Chad Roberge of Terra Map/Avitar Associates joins the meeting in progress. The meeting was taped for Madison TV by Tim Hughes.

At 9:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Larry Leonard makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom makes a motion to call Mike Smith. Larry Leonard seconds the motion and the motion passed 2-0. No answer is received.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille discusses intervention needed on the bill from Chadwick BaRoss for the road grader. It is recommended a Commissioner contact the service manager. Ron Sandstrom makes a motion to have Larry Leonard contact Chadwick BaRoss. Larry Leonard seconds the motion and the motion passed 2-0. Kelly Robitaille reports that the culvert on Upper Lakeview was worked on last week. Additional drainage pipes were found in the area running alongside the culvert to be changed. The area has been secured for winter and will be planned for work in the spring. Investigation of these other pipes will be needed. Road culverts are being identified by the closest street address to the road culvert. The GPS unit is now available and the work will continue. Road work that is needed going forward is discussed. A plan for the paved roads is needed. Ron Sandstrom makes a motion to schedule Bruce Davis for an appearance. Larry Leonard seconds the motion and the motion passed 2-0. The outlet work needed at the culverts on Grison Road should be completed this week. Open work orders are reviewed. Two work orders remain open and will be completed. Dinah Reiss questions if the work on Little Shore in accordance with the Warrant Article has been completed and Kelly Robitaille responds that is done. Year to date budgets are reviewed. Line item status is discussed. Highways and Streets is currently running 101.8% of budget; this includes $26,063.55 for the contracted work on Grison and Burgdorf. Ron Sandstrom makes a motion to hear scheduled appearances next. Larry Leonard seconds the motion and the motion passed 2-0.
Kelly Robitaille adds a request for residents to contact the answering service for weather related road conditions. It is outlined that an email was received from a resident on Klausen. Ron Sandstrom states that a new full time resident near the Bern-Huttwil loop, who is pregnant, has stated concern for winter road conditions. Highway related work orders and purchase orders are reviewed and discussed. Kelly Robitaille questions keeping possession of the VDOE Lowe’s card. The Commissioners and Kelly Robitaille are informed that would be against policy for an employee to retain possession of any VDOE credit card. Ron Sandstrom thanks the crew for the good work that has been done.

3. Water

The proposed storage shed for water inventory quote has been received. Quote is for $22,360.

The date for the bids for the tank lining project will be checked into with Engineer Paul Fluet.

4. Administration

A safety meeting will be scheduled when Commissioner Mike Smith returns.

Office manuals are being reviewed and updated. Information on all VDOE policies has been distributed to the Commissioners.

Quotes for GPS tracking units for the VDOE trucks are being pursued.

Optional time of day rates for electricity is discussed. The electric heat and SCADA computer cannot be turned off during daytime hours and will draw power. This draw may offset any potential savings. Information is still being reviewed.

The application for the 2016 NH DES Asset Management Grant was submitted last week.

Line items of the year to date budgets are reviewed.

The payroll report is presented. Larry Leonard makes a motion to approve payroll in the amount of $5,798.44. 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.

Water system daily usage for November has been distributed.

5. Accounts Payable

The check manifest is presented. Larry Leonard makes a motion to approve 19 checks for a total of $15,730.27. 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 11-23 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of the non-public session of 11-23 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

8. Signature Items

Work order 1103 to measure the distance from the pond to Eidelweiss Drive near #68 is reviewed. Ron Sandstrom makes a motion to sign work order 1103. Larry Leonard seconds the motion and the motion passed 2-0.

Work order 1104 to build a fire wall between the oil tank and oil burner in the DPW garage is reviewed. Ron Sandstrom makes a motion to sign work order 1104. Larry Leonard seconds the motion and the motion passed 2-0.

Purchase order 128 for chains for the International 7400 is reviewed. Ron Sandstrom makes a motion to approve purchase order 128. Larry Leonard seconds the motion and the motion passed 2-0.

Purchase order 129 for a metal culvert for Upper Lakeview is reviewed. Ron Sandstrom makes a motion to hold this work order for review in the spring. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

Rick Skarinka of NH DES has cautioned the District on placement of the proposed storage shed near the well head and provided guidance should this be the location chosen. As all listed recommendations are included in the proposal, the Board can determine if near the well will be the sheds location.

Jay Buckley has sent a recommendation to add gravel to the shoulders of all paved roads for preservation of the road edges.

Mark Graffam made a 91-A request for communication and invoices related to the Grison and Burgdorf road and culvert repairs.

Engineer Paul Fluet has sent an email reiterating the recommendation that the culverts under Grison and Burgdorf be replaced with box culverts, stating that the new headwalls are not the final repairs for these roads.

Property Liability Trust has sent notice that their request to continue writing coverage beyond 7-1-2016 has been denied. The District will need to replace the property coverage for that date.

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

10. Scheduled Appearances

Gloria Aspinall discusses the drainage work needed in the area of 68 Eidelweiss Drive. Ms. Aspinall is concerned about the amount of water that will be brought to her lot by the proposed new culvert. Her preference is to move water further down the road to the existing culvert near #72. Discussion is held on the need for permits from NH DES for any culvert work in this area. The distance to the pond from the road will be checked. The work will be planned for 2016.
11. Other Business

The motion log is reviewed and discussed. The log will be updated and redistributed.

Treasurer Dinah Reiss recommends the Commissioners transfer $32,000 from the water usage account to the Water System Capital Reserve Fund per the provisions of RSA 38:29. Treasurer Reiss discusses the collection of $12,000 from the water users in 2015 for a payment for the State Revolving Loan Fund that has not been expended.

Clerk Jay Buckley questions ways in which the VDOE can increase participation at the budget hearings and Annual Meeting. Re-establishing the mailing of the Warrant to registered voters is discussed as one action item that can be taken towards the goal of increased participation. Ron Sandstrom states moving the Annual Meeting from the morning to the evening was done in an attempt to increase participation as well.

Chad Roberge of Terra Map/Avitar Associates joins the meeting to discuss the mapping of VDOE assets. The structure of the sequel database and data points to be included is discussed. Details for map layers and the ability to update the information is discussed. The ability to use the information and format in which it can be used by the water operator and highway crew is discussed. Maps will be available in pdf for use in the field without need for an internet connection. Chad Roberge outlines that all map layers and information can be updated. A field to contain maintenance and repair dates and specifics is discussed. Pipe locations can be added as currently known and updated to verified locations going forward. An estimate for including the pipe locations will be sent. Chad Roberge outlines the need to run a specific application to the current database so as to add a converted GPS location to each data point. Upon completion of this, the map will take about a week to produce.

12. Public Comments

At 10:55 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/12/CM112315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
November 23, 2015

The Board of Commissioners met at 9:00 am on Monday, November 23, 2015. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Commissioner Mike Smith participated telephonically. Also present was Kelly Robitaille (hwy). The meeting was taped by Tim Hughes for Madison TV.

At 9:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Larry Leonard makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom makes a motion to call Mike Smith. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith joins the meeting.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports on the repairs to Grison and Bergdorf. Both roads are now open. Some work on the outlet sides of the culverts is still to be completed.

Kelly Robitaille requests a purchase order in the amount of $430 for chains for the International 7400. Ron Sandstrom makes a motion to approve up to $430 for chains for the International 7400. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
Kelly Robitaille reports that a culvert on Upper Lakeview needs to be replaced. Based on the depth, a metal culvert should be used at this location. A 15 inch metal culvert will cost $300. Mike Smith makes a motion to approve up to $300 for replacement of the culvert on Upper Lakeview. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. The DPW phones are discussed. Kelly Robitaille states that he would like to check for available upgrades. Ron Sandstrom makes a motion to pursue upgrades for the DPW phones. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. The second publication for the help wanted ad for snow plow operators appeared in Saturday’s paper. The one application received has been given to Kelly Robitaille for review. Mike Smith questions if the culvert intended to be placed on Eidelweiss Drive is within 250 feet of the pond. Kelly Robitaille will measure and report. The needed drainage easement to place the culvert is being drafted by Attorney Dan Crean. Mike Smith makes a motion to create a work order for taking of the measurement from the pond. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

3. Water

Follow ups will be done with Ian Hayes and Tom Therrien on the status of open work orders. Mike Smith discusses the need to complete the electrical change over work at Jungfrau station this year for funding from the Water Extension Fund.

4. Administration

The Madison Fire Department completed the walk through of buildings last week. Mike Smith makes a motion to create a work order for the fire wall needed between the oil tank and oil burner. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The motion log is reviewed and discussed. Larry Leonard makes a motion to place the unreturned metal detectors on Craig’s List. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The response from Neighborhood Energy regarding the question of off peak metering is unclear. Discussion is held on additional contact to clarify the answer. Larry Leonard will contact Tad Dziemian for clarification.

The Asset Management Committee unanimously recommended a request to the Commissioners to move forward with Avitar Associates for creation of the VDOE asset maps. The authorization to Paul Fluet in the amount of $500 for plotting of isolation valves is discussed. Larry Leonard makes a motion to place a hold on Fluet Engineering work on plotting of isolation valves. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. Ron Sandstrom makes a motion to move forward with Avitar Associates. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. Ron Sandstrom makes a motion to have the Asset Management Committee quantify the data fields and calculate the cost of the map production. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. Mike Smith makes a motion to pursue a 2016 NH DES Grant for Asset Management and to authorize Ron Sandstrom to sign the application out of public session. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,644. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The cost estimate from Fluet Engineering for creation and handling of bid specifications for the reconstruction of Oak Ridge Road is discussed. The cost for creation and handling of the bid package is $4,500. Mike Smith makes a motion to have Fluet Engineering proceed with the bid process. Ron Sandstrom seconds the motion. Larry Leonard discusses engineering costs for 2015. Motion is called via roll call; Ron Sandstrom yea, Mike Smith yea, Larry Leonard against incurring additional engineering costs and the motion passed 2-1.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 16 checks for a total of $31,868.75. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Larry Leonard makes a motion to hold check 2667, payable to Chadwick BaRoss for work on the road grader in the amount of $1,111.38. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. Mike Smith moves to amend the motion for approval of the manifest to 15 checks for a total of $30,757.38. Ron Sandstrom seconds the amendment. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

6. Minutes

The minutes of 11-15 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

7. Commissioners Reports

The option of off peak pumping for electric savings will be analyzed for review.

8. Signature Items

Work order 1102 for removal of any remaining watercraft from all beaches and racks is presented. Ron Sandstrom makes a motion to approve work order 1102. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The water testing contract from Granite State Analytical is reviewed and discussed. This contract is in the amount of $3,648 for required monthly, quarterly and annual testing per NH DES requirements. Ron Sandstrom makes a motion to contract Granite State Analytical for water system testing for 2016 and sign the contract. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

An inspection was completed for a requested Driveway Permit for Operation for the property at 19 Aspen. Inspection report reviewed. Ron Sandstrom makes a motion to approve and sign the Driveway Permit for Operation. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

9. Correspondence

Correspondence from the third party electric provider has been discussed.

A 91-A request for water usage data has been received and responded to.

The Town of Madison has confirmed the VDOE tax rate at $4.66 per thousand of valuation.

10. Scheduled Appearances
11. Other Business

The Auditor will be in for initial review of the books for completion of the 2015 audit on December 9.

Follow ups were sent to NH DES regarding placement of the water storage building and to providers of GPS tracking units for the trucks.

The next Commissioners meeting is discussed. The next meeting will be Monday, December 7, 2015 at 9 am.

12. Public Comments

At 10:28 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (d) property. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

No motions were made during this session.

At 10:35 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/12/CM111615.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
November 16, 2015

The Board of Commissioners met at 9:00 am on Monday, November 16, 2015. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Commissioner Mike Smith participated telephonically. Also present were Kelly Robitaille (hwy), Ian Hayes (water) and Treasurer Dinah Reiss. The meeting was taped for Madison TV.

At 9:06 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Larry Leonard makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom makes a motion to call Mike Smith. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith joins the meeting.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that all equipment is in good condition. The grader will be outfitted for winter operations next week. Volvo has repaired the grader. All computer error codes have been cleared. The drive shaft tower did not need to be replaced. The machine will be watched for any error codes. The culvert repair project on Grison and Bergdorf is being done by contractor Jon Cyr. Concrete walls have been built for the inlet sides of both culvert sets. The outlets will also be stabilized with concrete walls. Kelly Robitaille reports that a small machine for blowing leaves has been rented from Russ Lanoie. Cost is below $200 per day. Leaves will be blown from ditches this week. Some road grading, including West Bergamo will be done this week. The work on Little Shore has been completed. The area that was washed out along Eidelweiss Drive downhill from the intersection with Little Shore has been repaired. Part time help for snow plowing is discussed. One application has been received. Ron Sandstrom makes a motion to run the ad again. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. Two copies of insurance information required to be distributed to all employees regarding financial assistance programs available for medical insurance for employees and dependents are given to Kelly Robitaille. Kelly Robitaille will deliver the second copy to Bob Goddard.

3. Water

SCADA programmer Tom Therrien was in last week. Updates were made to the security of the system. Muddy Beach Well #2 is pumping. Unknown if any intervention was done. The Commissioners will be sent the follow up request to NH DES for placement of the planned water storage building near the well head. Mike Smith outlines that an alternate location behind the DPW garage could be used if necessary. The bid process for the tank lining project is discussed. The pre-bid meeting is scheduled for December 1. Bids will be due December 14. Ian Hayes joins the meeting and confirms that computer passwords have been changed. Log me in user ID and password are also being changed. The SCADA computer in the office now requires a password to remove the screen saver. Ian Hayes states that a wiring issue was found and corrected in the motor control for Muddy Beach Well #2. The booster pump for Chocorua station has been ordered. The upcoming work list submitted by Ian Hayes is reviewed. The chemical injection pumps need servicing. New diaphragms and check valves are needed. Discussion on a future plan for purchasing redundant pumps for the chemical injection system is held. Ian Hayes will update the work order list with current status of each work order that remains open. Reinach station is discussed. Ian Hayes outlines the need to perform this work this year. Mike Smith states that prior approval was given for the work needed at Reinach. Larry Leonard adds that review of outstanding work orders and pending work should be completed. The program update for off peak pumping for the well pumps is not yet completed.

4. Administration

The monthly cash flow projection is reviewed.

The year to date budget is reviewed. The budget information has been put into the Excel spreadsheet used at the Annual Meeting for beginning discussions on establishment of the 2016 proposed budget.

Electric supply and usage is discussed. Ron Sandstrom makes a motion to pursue the question of off peak pumping programs that may be available through the third party electric supply company. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
Discussion ensues regarding establishment of a warrant article for electricity purchase arrangements.

Engineer Paul Fluet has sent the costs for the bid phase for the planned Oak Ridge Road reconstruction. Cost for proceeding with completion of the specification and handling of the bids is $4,500. Discussion is held on the need to expend these funds at this time so as to have a contracted number for the 2016 Warrant. Discussion tabled for next week.

The October daily water usage report has been distributed.

Insurance renewal information has been distributed.

NH DES has confirmed the need for permits prior to placing of a driveway culvert within 250 feet of the ponds.

Garside Construction has submitted the estimate for replacing the doors at Reinach station and Muddy Beach station. Cost is $1,540. Mike Smith makes a motion to move forward with replacing the doors at Reinach and Muddy Beach for a cost of $1,540 with funds to be withdrawn from the Water Extension Fund. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0-1 with Larry Leonard abstaining.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 14 checks for a total of $5,599.51. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

6. Minutes

The minutes of 11-09 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith abstained from this vote as he was not in attendance at that meeting.

7. Commissioners Reports

Mike Smith questions if the 2015 audit will be scheduled for January so as to be available for the Annual Meeting and is informed yes.

8. Signature Items

Purchase order 127 for office supplies is presented. Larry Leonard makes a motion to approve purchase order 127 for office supplies in the amount of $332.57. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

A letter to the property owners at 17 Geneva for moving of an invisible fence which was placed in the ditch line along the road is presented. Larry Leonard makes a motion to sign and send the letter. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The health insurance renewal includes a 3.2% increase. Plan changes that will take effect on January 1 2017 are discussed. A full review of the plans offered by the District will benefits advisor Peter Chapel of Health Trust is recommended for the spring of 2016. Ron Sandstrom makes a motion to accept the insurance renewal at 3.2% increase. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The Health Trust member agreement for 2016 is reviewed. Ron Sandstrom makes a motion to sign the member agreement. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The Asset Management Committee has completed a reimbursement request in the amount of $3,003. Ron Sandstrom makes a motion to sign and submit the request for reimbursement. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The submitted proposal for the replacement of the doors at Reinach and Muddy Beach stations is presented. Ron Sandstrom makes a motion to sign the proposal. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

9. Correspondence

An email regarding Sarnen Road has been received. The resident will be informed that the area will be reviewed and thanked for his input.

Notification has been received from JG Burner that the DPW oil burner is not installed correctly. Code calls for 5 feet minimum between the burner and the oil tank; there is only 4 feet between the two in the garage. The Fire Chief has been contacted and options will be pursued. The cleaning and service will be scheduled once the Fire Chief has approved working on the equipment in its current location. The technician did review the boiler. The filter will need to be moved for future ability to access the filter. The timer gauge is not working. JG Burner has updated the quote to include worst case repairs needed. The updated quote is not to exceed $1,000. Ron Sandstrom makes a motion to proceed with the cleaning and repairs up to $1,000. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

10. Scheduled Appearances
11. Other Business

The minutes of the Asset Management meeting of 11-7 have been distributed.

12. Public Comments

At 10:40 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/12/CM110915.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
November 9, 2015

The Board of Commissioners met at 9:00 am on Monday, November 9, 2015. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also present were Kelly Robitaille (hwy), Treasurer Dinah Reiss, Clerk Jay Buckley and resident Joe Farnese. The meeting was taped for Madison TV by Tim Hughes.

At 9:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Larry Leonard makes a motion to approve the agenda. Ron Sandstrom seconds the motion. Ron Sandstrom moves to hear scheduled appearances first. Larry Leonard seconds the motion to amend. Motion is called to a vote and the motion passed 2-0. Larry Leonard makes a motion to call Mike Smith. Ron Sandstrom seconds the motion and the motion passed 2-0. Call to Mike Smith is made and no answer is received.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille states that the issue with the road grader continues. The new shaft installed by Chadwick BaRoss did not alleviate the computer code showing failure of the drive shaft. Kelly Robitaille has spoken to Mike Ouellette, the sales representative that sold the machine. Larry Leonard makes a motion to bring the problem above Chadwick BaRoss if needed. Ron Sandstrom seconds the motion and the motion passed 2-0. The culvert failure on Grison is being worked on by Jon Cyr of JECS Inc. Jon installed the overflow culvert on Grison after the primary road failure of 2012. The intent is to attempt to open the bottom culvert prior to rebuilding the headwall. The inlet area will be cleaned up in the process.

3. Water

Ian Hayes has rescheduled his appearance to next week. A booster pump at the Chocorua station has failed. Ian Hayes has requested a purchase order to replace the pump in the amount of $4,300, including all associated valves, pipes and labor. Ron Sandstrom makes a motion to approve the purchase order for $4,300 for replacement of the Chocorua booster pump. Larry Leonard seconds the motion and the motion passed 2-0. A purchase order for filling of the Sodium Hydroxide tank is presented. Ron Sandstrom makes a motion to approve the purchase order for NaOH at $3,500. Larry Leonard seconds the motion and the motion passed 2-0.

4. Administration

A follow up on the scheduling of the Madison Fire Department safety review of the buildings for the VDOE will be done.

A follow up on the requested quote for GPS tracking units and software for the District’s trucks will be done.

Asset management is discussed. Jay Buckley outlines the need to include maintenance planning within the asset management system as it is developed. The Asset Management Committee will be completing the application for an available 2016 NH DES Asset Management Grant for the Board to review and consider.

The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $4,594. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 4 checks for a total of $7,108.75. Larry Leonard seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of 11-02 are reviewed. Larry Leonard 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 an extract of curb stop location data taken from the database that will be shared with Ian Hayes.

Larry Leonard questions the potential need for property owners to obtain NH DES permits for placing of driveway culverts within 250 feet of the road as stated earlier by Mr. Farnese of Diessbach Drive. Larry Leonard makes a motion to pose the question to NH DES. Ron Sandstrom seconds the motion and the motion passed 2-0. Larry Leonard makes a motion to validate the road grading idea proposed by Mr. Farnese with Engineer Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 2-0. Larry Leonard discusses placing Diessbach Drive as a target road to be worked on in 2016.

8. Signature Items

Purchase order 123 for shifter repairs to the road grader is presented. Larry Leonard states he will not sign this purchase order. Repairs were authorized during the 11/2 meeting.

Purchase order 124 for snow tires for the new Terra Star is presented. Ron Sandstrom makes a motion to sign purchase order 124 in the amount of $1,830. Larry Leonard seconds the motion and the motion passed 2-0.

Work order 1099 for cleaning of the Big Loop culvert by boom truck operated by Stubby Heath for $200 is presented. Ron Sandstrom makes a motion to sign work order 1099. Larry Leonard seconds the motion and the motion passed 2-0.

Work order 1100 for a final driveway inspection at 19 Aspen Drive is presented. Ron Sandstrom makes a motion to sign work order 1100. Larry Leonard seconds the motion and the motion passed 2-0.

Work order 1101 for inspection of drainage and driveway repairs, if appropriate at 32 and 22 Oak Ridge Road is presented. Ron Sandstrom makes a motion to sign work order 1101. Larry Leonard seconds the motion and the motion passed 2-0.

A letter to the owner of 13 Presidential View regarding a possible location for the curb stop valve for that property with a request to access the outside spigot for testing of the theory is presented. Ron Sandstrom makes a motion to sign the letter to the property owner of 13 Presidential View. Larry Leonard seconds the motion and the motion passed 2-0.
Treasurer Dinah Reiss presents the Tax Anticipation Note (TAN) loan documents. Documents are reviewed and signed.

9. Correspondence

The monthly rental check of $500 for the Coleman Tower site has been received.

Engineers Paul Fluet and Nick Sceggell have sent information on how to execute emergency repairs to Grison and Burgdorf.

Ian Hayes has sent through planned and needed work for the water system with some costs requested by the Board. The list and priority of the work listed will be discussed with next week with Ian Hayes.

Madison Code Enforcement officer Bob Boyd has sent notice responding to a complaint of tree cutting on Jungfrau that is very near the brook. Notice will be sent to the property owner who has cut the trees to remove the slag that has been left and the need for NH DES permits to cut any trees within 75 feet of the brook.

10. Scheduled Appearances

Joseph Farnese of Diessbach Drive has attended the meeting at the request of the Commissioners to discuss the driveway for his property, which was recently paved prior to issuance of a permit. Discussion ensues on installation of a driveway culvert. Mr. Farnese outlines that the road is not ditched nor properly crowned, therefore no culvert is necessary at this time. Ron Sandstrom outlines that the VDOE Engineers were recently in the District and viewed Diessbach so as to be able to make recommendations on proper drainage flow. Mr. Farnese states that he has checked for a NH DES permit for the culvert that exists on Diessbach and empties into a lot owned by Mr. Farnese and has not discovered a permit. Mr. Farnese shows a drawing done for a former owner of the lot that shows a 12 inch culvert, the current culvert at this location is larger. Mr. Farnese shows drainage flowing across the vacant lot towards the lot line, following a trench to the pond. It is unknown if this is a drawing depicting an option the property owner may need to install, or if it is the existing drainage route at the time the drawing was created in 1988. Discussion on a NH DES requirement on the permits issued to Mr. Farnese regarding replanting of portions of the lot is held. Mr. Farnese discusses the flow from the culvert, claiming it is interfering with his ability to comply with the permit. Resolution moving forward will be sought regarding the culvert and the VDOE’s right to create drainage to protect the road. Kelly Robitaille discusses the need to ditch the area and crown the road. Mr. Farnese discusses pitching the road towards his house lot to avoid additional flow directly into the wetlands. Ron Sandstrom states that all information will be sent for review by the engineers, legal counsel and NH DES. Larry Leonard makes a motion to place the submitted application for a driveway permit for construction on hold. Ron Sandstrom seconds the motion and the motion passed 2-0.

11. Other Business

Ron Sandstrom outlines that he was contacted by a resident who is concerned about the fall potential at the 17 Middle Shore construction site. The Board is informed that the property owners have posted the property as required during construction.

12. Public Comments

At 10:20 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (c) legal. Larry Leonard seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0.

Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to request a list of action items for the District from Attorney Dan Crean once he has had a chance to review the tape of today’s meeting. Larry Leonard seconds the motion and the motion passed 2-0.

At 10:35 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/11/CM110215.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
November 2, 2015

The Board of Commissioners met at 9:00 am on Monday, November 2, 2015. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also present were Kelly Robitaille (hwy), Bob Goddard (hwy), resident Gloria Aspinall and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.

At 9:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Larry Leonard 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 road grader would not shift gears when an attempt was made to grade and ditch Little Shore. The issue was reported to Chadwick BaRoss. The warranty was for one year and expired in July. Discussion is held on pursuing coverage for this failure. Kelly Robitaille has contacted Mike Ouellette, the sales rep for Chadwick BaRoss. The repair is estimated at $2,800.00. Ron Sandstrom makes a motion to approve up to $3,000 for grader shifter repairs. Larry Leonard seconds the motion and the motion passed 2-0. The new International Terra Star was picked up last week. Kelly Robitaille requests purchase of studded snow tires for the truck at a cost of $285 each; $1,710 total. Purchase of an additional rim is discussed for use as a spare tire at $115.54. Total purchase order request $1,825.54. Ron Sandstrom makes a motion to approve up to $1,830 for tires and a spare rim for the International Terra Star. Larry Leonard seconds the motion and the motion passed 2-0. Purchase of an extended warranty for the Terra Star will be looked at prior to the end of the year. The Big Loop culvert is discussed. The culvert is actively being blocked. Kelly Robitaille recommends contracting with a boom truck operator to clear the culvert. Stubby Heath has quoted the job at $200. Ron Sandstrom makes a motion to approve up to $200 for clearing of the Big Loop culvert. Larry Leonard seconds the motion and the motion passed 2-0. The sinkhole that has developed on Burgdorf Drive is discussed. The road is closed to through traffic. All houses are reachable from the respective ends of Burgdorf; Aspen, Konstanz or Grandval. The Engineer was up on Friday to see the area and will be developing a repair. The culverts on Grison are recommended to be watched closely as they are showing signs of wear along the edges of the culverts and could also develop a sinkhole. Kelly Robitaille reports that part time employee Kevin Thomas will be available to return this winter. The GPS locating for the road culverts is being planned. Ron Sandstrom makes a motion to put a picture of the new truck on the website. Larry Leonard seconds the motion and the motion passed 2-0. The year to date budget expenditures are reviewed and discussed.

3. Water

Ian Hayes is expected at next week’s meeting. Security for the water system will be discussed in Non-Public session. The lack of flow from Muddy Beach Well #2 will be discussed with Ian Hayes when he appears. Meters for the pump houses are discussed. Larry Leonard makes a motion to allow Larry Leonard to investigate Badger meters. Ron Sandstrom seconds the motion and the motion passed 2-0. Larry Leonard makes a motion to obtain numbers for Muddy Beach pump house upgrades for the 2016 Warrant. Ron Sandstrom seconds the motion. Discussion is held on the current plan for completion of Jungfrau pump house. Motion is called to a vote and the motion passed 2-0. The work scheduled for last week on Lakeview Drive has been postponed. The posting will be updated when the work is rescheduled.

4. Administration

The next safety meeting will be the Fire Department review.

The motion log will be reviewed November 23.

The monthly cash flow report will be delivered November 23.

A quote has been requested for the GPS locating system for the trucks.

The asset management meeting is discussed. The Asset Management Status report as requested by NH DES is reviewed. Ron Sandstrom makes a motion to submit the report to NH DES. Larry Leonard seconds the motion. Discussion is held. The inventory completion line is to be reduced to state 80% completed. Ron Sandstrom moves to approve submission of the status form as amended. Larry Leonard seconds and the motion passed 2-0. Dinah Reiss discusses mapping options through Avitar Associates. Obtaining additional quotes is discussed. Ron Sandstrom makes a motion to have the Asset Management Committee obtain three quotes. Larry Leonard seconds the motion and the motion passed 2-0.

The bid specification for the work on Middle Shore to be included in the 2016 Warrant is reviewed. Ron Sandstrom makes a motion to approve the specification and advertise the bid. Larry Leonard seconds the motion and the motion passed 2-0.

Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 15 checks for a total of $22,062.47. Larry Leonard seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of 10-21 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of 10-26 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports
8. Signature Items

An amended driveway permit for construction for 17 Middle Shore allowing for the U shaped driveway to be created is presented. Larry Leonard makes a motion to approve the amendment and sign the Permit. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work order 1096 for programming of off peak hours for running of the water system pumps is presented. Ron Sandstrom makes a motion to sign work order 1096. Larry Leonard seconds the motion and the motion passed 2-0.

Work order 1097 for updating of log me in access to the water system SCADA program is presented. Ron Sandstrom makes a motion to sign work order 1097. Larry Leonard seconds the motion and the motion passed 2-0.

Work order 1098 for work on isolation valves is presented. Ron Sandstrom makes a motion to sign work order 1098. Larry Leonard seconds the motion and the motion passed 2-0.

Purchase order 121 for radios with power supplies for the SCADA system in the amount of $9,500 is presented. Ron Sandstrom makes a motion to approve purchase order 121 in the amount of $9,500. Larry Leonard seconds the motion and the motion passed 2-0.

Purchase order 122 for a new power supply panel at Muddy Beach in the amount of $800 is presented. Ron Sandstrom makes a motion to approve purchase order 122 in the amount of $800. Larry Leonard seconds the motion and the motion passed 2-0.

HP Fairfield has sent a quote for the addition of the carbide blades for the plows on the new Terra Star. Ron Sandstrom makes a motion to sign the quote. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

Zee medical, the company that supplies the first aid equipment, has sent notice that they are now part of Cintas Corporation.

Neighborhood Energy has sent the electric usage report. The District saved $179 in September.

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

10. Scheduled Appearances

Gloria Aspinall discusses drainage on Eidelweiss Drive. The Engineers reviewed this area October 21. Discussion is held on the recommendation to place a culvert across Eidelweiss Drive that would remove the water and debris prior to entering the culvert that crosses near the driveway of Ms. Aspinall. A drainage easement would be needed in order to place this culvert. Gloria Aspinall states that she will agree to the easement. The secondary recommendation is to attempt to move the water further down Eidelweiss Drive to the next existing culvert. This option would require addition of driveway culverts at two properties. Ron Sandstrom makes a motion to obtain estimates for both options. Larry Leonard seconds the motion and the motion passed 2-0. Nancy Cole will work on establishment of the drainage easement and culvert placement for the primary recommendation. Kelly Robitaille will estimate cost of placing the driveway culverts and extension of the ditch line along Eidelweiss Drive.

11. Other Business

The minutes of the last Asset Management Committee meeting have been distributed.

12. Public Comments

Dinah Reiss discusses the recent visit by the Engineer and the comments noted about a lack of a proper crown on VDOE roads. The road work done with the grader this summer has not produced proper crowns or drainage ditches within the District. Dinah Reiss adds that she is looking forward to the repair planned at the intersection of Little Shore and Eidelweiss Drive. Overall, however, she had hoped for better results. West Bergamo and the work completed on that road, without creating significant improvement are outlined by Dinah Reiss. The need for collection of data on work done for the asset management initiative is discussed. Ron Sandstrom outlines the need for additional and continued improvement moving forward. Additional road work still needed this fall is discussed.

At 10:40 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) property. Larry Leonard seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0.

Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to seal the minutes of the Non-Public session. Larry Leonard seconds the motion and the motion passed 2-0.

At 11:20 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator