[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/09/CM090415.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
September 4, 2015

The Board of Commissioners met at 9:00 am on Friday, September 4, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille and Bob. The meeting was taped for Madison TV by Tim Hughes.

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

The Action list is reviewed and discussed.

1. Agenda

Mike Smith makes a motion to approve the agenda.
Ron Sandstrom seconds the motion
The motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

To hold work on work order 1091
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

Buy pad locks and attach them to the outhouses when the boats are removed from the beaches.
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

Commissioners meetings 9/11 Friday, 9/21 Mondays after that starting at 9:00.
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

3. Water System Planning
4. Administration

The payroll report is presented $6546.28.
Mike Smith makes a motion to approve payroll in the amount of $6546.28.
Larry Leonard seconds the motion.
Report and time cards are reviewed and discussed.
The motion passed 3-0.

5. Accounts Payable

The check manifest is presented.
Mike Smith makes a motion to approve check manifest in the amount of $7006.62.
Larry Leonard seconds the motion.
Manifest is reviewed and discussed.
The motion passed/failed 3-0.

6. Minutes

The minutes of 8/28:
Mike Smith made a motion to approve the minutes as presented.
Larry Leonard seconds the motion
The motion passed 3-0.

7. Commissioners Reports

Add beach ordinance review to the meeting on September 26
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

Add water ordinance review to the meeting on September 26
Larry Leonard makes a motion
Mike Smith seconds the motion.
The motion passed 3-0.

8. Signature Items

Sign 9 middle shore
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

Approve time off requests:
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

9. Correspondence
10. Scheduled Appearances
11. Other Business

Create a motion log with date of motion status, date
Mike Smith makes a motion
Larry Leonard seconds the motion.
The motion passed 3-0.

12. Public Comments

A consultation with the Attorney was held following the meeting.

At 12:00 pm Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Minutes as taken by Ron Sandstrom.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/09/CM082815.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
August 28, 2015

The Board of Commissioners met at 9:00 am on Friday, August 28, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (hwy), Jim Ramsey of Liberty International and Treasurer Dinah Reiss. Resident Gloria Aspinall joined the meeting in progress. Tim Hughes of Madison TV was unable to film the meeting due to technical difficulties with the camera.

At 9:05 am the meeting was called to order by Chairman Ron Sandstrom.

The Action list is reviewed and discussed.

1. Agenda

Mike Smith 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 outlines that the roller does not have a scraper blade. Due to this, the crew was unable to compact Oak Ridge Road once it began to rain. MB Tractor has stated they will get the scraper blade attached. Road work scheduling and planning is discussed. Ron Sandstrom discusses the need to account for the purchased gravel. Ron Sandstrom makes a motion to have the purchased gravel accounted for by road. Larry Leonard seconds the motion and the motion passed 3-0. The cutting edge for the backhoe is discussed. The edge arrived with an incorrect hole pattern to match the bucket. The bucket itself may be incorrectly lined. This will be looked into by Chadwick Ba-Ross. The new truck was viewed this week. Bob Hackett of HP Fairfield informed the crew the truck may not be fully outfitted for delivery until early November. Discussion on the delay is held. Jim Ramsey will discuss the time line with HP Fairfield. Carbide blades for the plows are discussed. Mike Smith makes a motion to purchase two carbide blades at a cost of $1,700. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on placing of debris from road work is held. Some debris has been placed on private property. This will not be done going forward. Areas will be cleaned up from placed debris. Placement of the no parking signs at Boulder Beach is discussed. Ron Sandstrom makes a motion to place the signs in a manner removable for winter. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to not allow trucks with plows to travel around the side of DPW II. Ron Sandstrom seconds the motion. Discussion is held on holding this for additional discussion next week. Placing of bollards at the corners of the building is discussed. Mike Smith tables the motion for one week. Driveway permits for construction that were submitted for last week are discussed. 24 Jungfrau is approvable with addition of a 15 inch culvert the length of the new opening. 67 Eidelweiss Drive is approvable with replacement of the driveway culvert to a new 15 inch culvert and placement of the channel drain as designed. 26 Diessbach will need to agree in writing for placement of a culvert at the end of this driveway. Permits will be updated.
3. Water System Planning

The estimates have been received from all vendors for the Jungfrau pump replacement project. Total estimated cost is $35,401. Discussion on funding is held. Addition of the flow meter is discussed. The lack of inclusion of a time schedule following approval is discussed. This will be requested.
Larry Leonard leaves the meeting at 10 am.

Mike Smith makes a motion to send an email to each vendor requesting the schedule, the cost of the flow meter with detachable mount, and to request a 10% reduction from each. Ron Sandstrom seconds the motion and the motion passed 2-0.

The obtaining of flow information from Muddy Beach Well #1 is discussed. Ian Hayes will be pursuing this project after Labor Day.

The specification for the tank lining project is being finalized with Fluet Engineering so as to be ready for release upon completion of the 30 day comment period that is currently ongoing.

4. Administration

Little Loop and Altdorf drainage issues reviewed by Paul Fluet on his recent visit are discussed. Mike Smith makes a motion to place the survey and engineering on the 2016 Warrant. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to send letters to the effected property owners regarding this plan. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Policy book has been reviewed. 8 of 31 policies within this book are current. Some of the information within this book is to be moved to the Ordinance book as there are historical versions of the water ordinance, driveway ordinance and beach ordinance within this policy book. Ron Sandstrom requests that the 8 policies be distributed to the Board of Commissioners for review for next week. This will be done.

The weekly Asset Management meeting has been moved to Sunday at 9 am. This will be posted. The Board of Commissioners attendance at Asset Management meetings will also be posted.

Mike Smith states that he will begin working on additional locations for isolation valves with Ian Hayes next week.

Mike Smith and Nancy Cole have begun work on the presentation for the upcoming meeting to outline the repairs for Oak Ridge Road. The Engineer’s estimate for the road construction has been received. The presentation will be finalized and sent to the Board for review and discussion. Mike Smith makes a motion to schedule the public hearing on September 26 at 12 pm at the Lodge. Ron Sandstrom seconds the motion and the motion passed 2-0.

The requested owner and tax value of the lot next to Geneva Beach has been distributed. Mike Smith makes a motion to send a letter to the owner to request discussion on sale or donation of the lot to the VDOE. Ron Sandstrom seconds the motion and the motion passed 2-0.
An upcoming Hazardous Material disposal day has been announced. Ron Sandstrom makes a motion to place the information on the web site and bulletin boards. Mike Smith seconds the motion and the motion passed 2-0.

5. Accounts Payable

Mike Smith makes a motion to approve 13 checks for a total of $117,978.49. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 8/21 are reviewed. Mike Smith makes a motion to correct flow meter from pressure transducer in the Jungfrau pump discussion and approve the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom states that work is continuing on the database for assets.

Ron Sandstrom discusses ability for Commissioners to isolate VDOE materials from personal items. Google docs for Governments is an application that may be usable by the District to allow access to documents and email in a separate location from personal emails and documents on any persons home computer. This would eliminate the need to buy software for a laptop or tablet. A Chrome Book can be purchased for less than $300. Cost for use of Google docs is $5 per user per month; estimated at $300 per year. Ron Sandstrom makes a motion to allow contact with Google docs for Governments to explore this option up to $400 annually. Mike Smith seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to send an email to Ian Hayes for the cost of the coupler needed to be on hand for Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to submit the Asset Management progress update to NH DES. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to obtain a price for a 20 x 24 shed for storing of water system parts. Ron Sandstrom seconds the motion. Discussion is held on placing of a shed near the well head to allow one location for all water system storage needs, including pipes. The need to obtain permission from NH DES for placement of a building within the well head radius is discussed. This permission will be obtained prior to pricing of the shed. Motion is called to a vote and the motion passed 2-0. If approved by DES, both wooden and metal building prices will be obtained.

Mike Smith discusses pressure data loggers. The VDOE owned two of these and the current location of this equipment is unknown. Discussion is held on purchasing two for the District. This will be discussed at a later time.

Mike Smith makes a motion to go to Eversource for information on optional time of day metering. Ron Sandstrom seconds the motion. This program could save the District money on electricity for every pump station. Motion is called to a vote and the motion passed 2-0.

Mike Smith discusses weeding of the VDOE gardens. Following discussion with Ralph Lutjen, an estimate of $500 per year for a landscaper to weed the gardens would be sufficient. Discussion on placing a request for additional volunteers is held. Ralph Lutjen will be approached with this suggestion and will be informed that the VDOE will budget up to $500 annually through the Parks and Recreation line item for weeding.

8. Signature Items

The Driveway Permit for 24 Jungfrau is discussed. Mike Smith makes a motion to require a 15” culvert the length of the driveway and approve the Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Driveway Permit for 67 Eidelweiss is discussed. Mike Smith makes a motion to require replacement of the driveway culvert with a 15” culvert with installation of the channel drain as submitted and approve the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Driveway Permit for 26 Diessbach is discussed. Mike Smith makes a motion to obtain in writing an agreement to place a 15” culvert at the bottom of this driveway prior to approving the permit and to have the drawings completed. Ron Sandstrom seconds the motion and the motion passed 2-0.

The MS 34 for the NH Department of Revenue has been updated to include the $30,000 offset to taxes by use of the Unassigned Fund balance. Mike Smith makes a motion to sign the MS 34. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to the homeowners at 86 Oak Ridge outlining the outcome of the pressure testing agreement for this property is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to NH DES requesting copies of all correspondence relating to 23 Diessbach Drive is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to the Town of Madison Code Enforcement requesting copies of all correspondence relating to 23 Diessbach Drive is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work order 1089 for the approved Warrant Article work for Little Shore is reviewed. Mike Smith makes a motion to approve Work Order 1089. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work order 1090 for the approved Warrant Article work for Bristenstock culvert header placement is reviewed. Mike Smith makes a motion to approve Work Order 1090. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work order 1091 for the approved Warrant Article work for Old Town Road culvert replacement and check dam placement is reviewed. Mike Smith makes a motion to approve Work Order 1091. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The Town of Madison Trustees of the Trust Funds have sent the check for the installation of the new air conditioning and heating unit from the Office Equipment CRF.

The NH Department of Health and Human Services has sent the weekly arboviral bulletin. No cases of West Nile Virus or Eastern Equine Encephalitis have been diagnosed in NH this year.

10. Scheduled Appearances

Jim Ramsey of Liberty International has attended the meeting to transfer paperwork and receive the check for the new truck. Jim will work with HP Fairfield to meet the requested delivery of the new truck by mid-October. Jim Ramsey outlines the ability to add back up cameras to the truck. The State of NH has now outfitted all trucks with backup cameras as has the Town of Bow. Pricing will be sent. The Warranty for the new truck is discussed. The District has 6 months in which to enroll in extended warranty plans as outlined. The total cost for the extended warranty is $7,020.

Ron Sandstrom makes a motion to sign the Liberty International warranty paperwork. Mike Smith moves to amend to pursue the extended warranty now with remaining warrant article or budget funds with a final payment by February 1. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0.

11. Other Business
12. Public Comments

Gloria Aspinall discusses the cleaning of the catch basin placed across from her property. The catch basin was cleaned, but the materials were deposited onto her property and have now blocked the other culverts. Mike Smith makes a motion to have the DPW crew clean the catch basin and culverts, remove all debris, and correct the angle of the check dams along Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 8:00 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment 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.

Motions and votes of Non-Public Session:

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 9:00 am Mike Smith makes a motion to exit Non-Public session. Ron Sandstrom seconds the motion. Motion called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.
At 11:20 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) legal matters. Ron Sandstrom seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to settle the case on 15 Jungfrau as recommended by the Attorney and Property-Liability Trust. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 11:30 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/08/CM082115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
August 21, 2015

The Board of Commissioners met at 9:00 am on Friday, August 21, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Treasurer Dinah Reiss, Clerk Jay Buckley and water operator Ian Hayes. SCADA programmer Tom Therrien and electrician Chad Poulin will be met at Jungfrau pump house at the end of this meeting. The meeting was taped for Madison TV by Tim Hughes.

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

The Action list is reviewed and discussed.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

The highway crew is working on the upper section of Oak Ridge Road today. This work was begun yesterday and will be completed today. No issues have been reported with the equipment or trucks. Ron Sandstrom will meet with the crew next week for updating the road status information. A 91-A request for road maintenance was received this week. In compliance with the law, the information on record was released. Cleaning of culverts is discussed. This will be the work focus in late September and October. Mike Smith makes a motion to proceed with the ditch work on Little Shore and the culvert header on Bristenstock per the 2015 Warrant Article and encumber the remaining funds to use as offset for the 2016 Middle Shore at Geneva Place Warrant Article. Ron Sandstrom seconds the motion and the motion passed 3-0. Oak Ridge Road Warrant Article for drainage at Saint Moritz is discussed. Bids will continue to be pursued. Jay Buckley discusses the NH Department of Environmental Services (DES) homeowner program called Soak up the Rain. Discussion on a prior attempt to purchase a lot on Middle Shore for creation of a silt retention pond prior to drainage traveling into the Pea Porridge Ponds is discussed. Steps that a homeowner and steps the District can take to mitigate silt flow into the ponds are discussed. A vacant lot next to Geneva Beach is discussed as a potential location for a silt collection pond. Mike Smith makes a motion to check the tax assessment and current owner information for this lot. Ron Sandstrom seconds the motion and the motion passed 3-0. The No Parking signs have been received. The DPW will install these signs at Boulder Beach and the Veteran’s garden area along Eidelweiss Drive. A tree that came down on Middle Shore at West Bergamo is discussed. Mike Smith makes a motion to have the DPW clean up the fallen tree. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water System Planning

Ian Hayes and SCADA programmer Tom Therrien are working in the chemical injection room. The work to connect the chemical injection flow rates is being completed. This will allow for SCADA based control over the pump speeds going forward. The final conversion box will be installed in two weeks. Tom Therrien will be providing the updated schematics once the project is completed. Mike Smith makes a motion to have Ian Hayes and Tom Therrien provide a sequence of operation diagram for the chemical injection room. Ron Sandstrom seconds the motion. Discussion is held on the level of schematic needed. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to have Ian Hayes provide a single line drawing of the Oak Station for the as built diagram. Ron Sandstrom seconds the motion and the motion passed 3-0. The pressure sensor at Oak Station is not reading correctly. An air release valve is recommended. Installation is estimated to be 2 hours. Mike Smith makes a motion to purchase and install an air release valve not to exceed $1,000. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith will work with Ian Hayes on identifying potential storage locations for water pipes. The District has entered the 30 day public comment period required for acceptance of the State Revolving Loan Fund. The data loggers for obtaining the current system pressures for comparison to the study done in 2012 are installed. They will be removed Monday and the information will be downloaded. Ian Hayes discusses placement of the transducers in the wells at Muddy Beach prior to beginning the Jungfrau pump replacement project. A draw down test for Muddy Beach Well #1 is discussed and should also be completed prior to taking Jungfrau offline for the pump replacement. The anticipated down time for the Jungfrau station during the pump replacement project is discussed. The station could be off line for three weeks to a month. Mike Smith makes a motion to have each vendor submit a time schedule with the estimate for the Jungfrau pump replacement project. Ron Sandstrom seconds the motion. Discussion on Muddy Beach testing ensues. Motion is called to a vote and the motion passed 3-0. Preparation for known potential issues with Muddy Beach is discussed. Ian Hayes will price a shaft coupling to have on hand in case needed. Recognition of communication outages that can occur at Muddy Beach and a plan for manual operation should it be needed is discussed. Risk reduction for the Jungfrau pump replacement project is discussed. Acquiring of all parts prior to onset of the project is outlined. Mike Smith makes a motion to purchase a shaft coupling for Muddy Beach. Ron Sandstrom seconds the motion. Discussion ensues of receipt of a full list of all parts needed for the Jungfrau project including any parts needed to be available for Muddy Beach is held. A list will be produced for next week. Mike Smith withdraws the motion. The placement of the transducers in the wells at Muddy Beach is discussed. Ian Hayes recommends a draw down test for Muddy Beach Well #1. The process is outlined. The testing would take up to one week in which Muddy Beach Well #1 would be used exclusively for the system. This test will indicate the stability of Well #1 and give a sustainable usage rate from this well. Ian Hayes states that 4 hours of his time would cover the testing. Mike Smith makes a motion to allow up to 4 hours for a draw down test on Muddy Beach Well #1. Ron Sandstrom seconds the motion. Discussion ensues on performing this test after Labor Day. Motion is called to a vote and the motion passed 3-0. Ron Sandstrom questions if the Jungfrau project will effect system distribution and it will not. Ian Hayes outlines that the pressure test was completed at 86 Oak Ridge Road in accordance with the agreement. The curb stop was not connected to the distribution line. This has been corrected. Ian Hayes discusses a need for replacement of stock parts, including corporations, valves, and saddles for water hook ups. A purchase order request will be put submitted. Mike Smith makes a motion to approve up to $1,500 for inventory. Ron Sandstrom seconds the motion. Discussion ensues on receipt of a list for next week with pricing. Mike Smith withdraws the motion. Ian Hayes outlines the need to allot time and funds for repair of valves being identified as bent or damaged. Work orders will be produced for each valve location. The status of the ongoing valve location projects is discussed. Ian Hayes requests inclusion on project plans. Mike Smith makes a motion to reconvene this session at Jungfrau pump station at 12:00 pm with Ian Hayes and Tom Therrien. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 12:40 pm the meeting is reconvened at Jungfrau Pump Station. Mike Smith, Larry Leonard, Nancy Cole, Ian Hayes, Tom Therrien and Chad Poulin are present.

The project for replacing the 10 HP pump with the new 20 HP pump is discussed. Power needs for the building and the VFD panel are outlined and discussed. The station will need to be updated. Adding a fan for ventilation within the building is discussed. Time lines, cost estimates and scheduling of the work is discussed. All vendors will submit time and cost estimates to the office for review next Friday.

4. Administration

A safety meeting will be scheduled.

The status of the Asset Management projects has been discussed.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,366.35. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

A proposal for removal of the shed in the DPW yard has been received from Garside Construction. Mike Smith makes a motion to accept the proposal for removal of the shed in the DPW yard at a cost of $750. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against paying a contractor for this work.

Mike Smith makes a motion to place the establishment of a roof over the sander rack in the back of the DPW building on the 2016 Warrant in the amount of $7,650.00. Ron Sandstrom seconds the motion and the motion passed 3-0.

The DPW II heat detector and warning light have been installed.

The monthly water usage report has been distributed.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 20 checks for $17,601.30. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of Aug 7 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of the non-public session of Aug 7 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom discusses addition of an export button for addition of photographs to the information linked to each property within the new database. Echo Group is being contacted for pricing on hosting the database. Ability to update the database going forward is discussed.

Mike Smith makes a motion to have a work order created for the establishment of a ditch line on Little Shore with the work to be done in September. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have the VDOE test the water from the culverts on Middle Shore near Geneva Place. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on the history of a septic failure at #7 Middle Shore.
Mike Smith makes a motion to remove Larry Leonard from the Asset Management Committee as requested by the Committee. Ron Sandstrom seconds the motion. Discussion is held on the lack of participation recently by Larry Leonard with the Committee. Motion is called to a vote and the motion passed 2-0-1 with Larry Leonard abstaining. Mike Smith makes a motion to name Ron Sandstrom and Mike Smith as alternates for the Asset Management Committee. Ron Sandstrom seconds the motion. Discussion is held on Larry Leonard’s option of becoming active with the Committee going forward. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard voting against the motion. Ron Sandstrom makes a motion that any Commissioner can meet with the Asset Management Committee. Larry Leonard seconds the motion and the motion passed 2-1 with Mike Smith voting against.
Mike Smith makes a motion to post the Asset Management Committee meetings for attendance by the Board of Commissioners. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to purchase 3 tablets for use by the Commissioners. Ron Sandstrom seconds the motion. Discussion ensues on protection of personal computer equipment and separation of VDOE data. Estimated cost is $650 per unit. Motion is called to a vote and the motion passed 2-1 with Larry Leonard voting against stating that this is not an issue.
Mike Smith makes a motion to have the office delete all emails that are not safety related. Ron Sandstrom seconds the motion. Discussion ensues on not distributing all emails received to the Board of Commissioners, direction of emails to proper personnel, i.e. highway, water. Encouragement from the Board to all residents for input on all VDOE matters is discussed. Motion is called to a vote and the motion failed 1-2 with Larry Leonard and Ron Sandstrom voting against deletion of emails received.
Mike Smith makes a motion to have Mike Smith work with Nancy Cole on preparation of the materials for the public meeting on Oak Ridge Road reconstruction. Ron Sandstrom seconds the motion and the motion passed 3-0.
8. Signature Items

A purchase order for sand is presented. Mike Smith makes a motion to approve the purchase order for sand in the amount of $6,500. Ron Sandstrom seconds the motion and the motion passed 3-0.

A purchase order for a 10 foot ladder is presented. Mike Smith makes a motion to approve the purchase order for a 10 foot ladder in the amount of $245.90. Ron Sandstrom seconds the motion and the motion passed 3-0.

A purchase order for a cutting edge for the backhoe is presented. Mike Smith makes a motion to approve the purchase order for a cutting edge for the backhoe in the amount of $460. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Operation for 59 Oak Ridge Road is presented. Mike Smith makes a motion to approve the Driveway Permit for Operation. Ron Sandstrom seconds the motion and the motion passed 3-0.

Driveway Permits for Construction applications and inspection reports for 67 Eidelweiss Drive, 24 Jungfrau and 26 Diessbach are presented. Mike Smith makes a motion to hold the Driveway Permits for Construction for Board of Commissioners review. Ron Sandstrom seconds the motion and the motion passed 3-0.

The NH Department of Revenue Form MS 535 is reviewed. This form is an accounting of 2014 and has been reviewed by Auditor Tamar Roberts. Mike Smith makes a motion to sign the MS 535. Ron Sandstrom seconds the motion and the motion passed 3-0.

Correspondence

An email received from resident Kevin Dorney regarding the lot on Bern Drive that is used for storage is discussed. Mike Smith makes a motion to have the office outline the use of this lot by the DPW during projects and the intent to clean up the lot when done. Ron Sandstrom seconds the motion and the motion passed 3-0.

The NH Department of Health and Human Services has sent the weekly arboviral bulletin. No cases of Eastern Equine Encephalitis or West Nile Virus have been confirmed in NH this year.

The NH Department of Revenue has sent a bulletin outlining the tax rate setting impacts of the unapproved/contingent State Budget and Carroll County budget issues.

NH Department of Environmental Services has announced a fall Asset Management Seminar. Information will be distributed to the Asset Management Committee.

Granite State Analytical has sent the monthly bacteria test results for the water system. All results are clean.

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

The third party electric report has been received. VDOE has saved $2,712 in 2015.
Health Trust is seeking a new executive director via a national search effort.

The NH Municipal Association has sent the weekly NewsLink.

10. Scheduled Appearances

Treasurer Dinah Reiss presents and discusses the loan documentation for the International Terra Star. The loan documents have been reviewed by Attorney Dan Crean. Two payments of $11,998.65 will be made annually; February and August. The interest rate on the loan is 3.3%. Mike Smith makes a motion to sign the Bank of NH loan documents in the amount of $109,590 for purchase of a 2015 International Terra Star. Ron Sandstrom seconds the motion and the motion passed 3-0. The monthly cash flow report is reviewed and discussed. The Unassigned Fund balance and establishment of the 2015 estimated tax rate are discussed. Mike Smith makes a motion to assign $30,000 from the Unassigned Fund balance to offset the 2015 taxes. Ron Sandstrom seconds the motion. Discussion on future year’s impact and cash flow by use of the Unassigned Fund balance is held. Motion is called to a vote and the motion passed 3-0.

11. Other Business

The next Board of Commissioners meeting will be Friday August 28.
The schedule following that meeting will be as follows:
Friday September 4.
Monday September 14
Mondays at 8 am weekly.

12. Public Comments

At 12:00 pm Mike Smith makes a motion to take a 5 minute recess. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 12:05 pm Chairman Ron Sandstrom calls the meeting back to order.
At 12:22 pm Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment 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.
Motions and votes of Non-Public Session:
Ron Sandstrom makes a motion to post a non-public session for 8 am on Friday, August 28. Mike Smith seconds the motion and the motion passed 3-0.
At 12:30 pm Mike Smith makes a motion to exit Non-Public session and recess the meeting for reconvening at the Jungfrau Pump Station. Ron Sandstrom seconds the motion. Motion called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.
Meeting reconvenes at 12:40 at Jungfrau Pump Station.
At 1:35 Mike Smith 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/2015/08/CM080715.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
August 7, 2015

The Board of Commissioners met at 9:00 am on Friday, August 7, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille and Bob Goddard (hwy), Clerk Jay Buckley, residents Amy Thompson, Hannah Thompson, Paul McKenna and Joe Rosenberg. The meeting was taped for Madison TV by Tim Hughes.

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

The Action list is reviewed and discussed.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the brakes have been adjusted on the International. The truck will need to go back for the inspection that is now due in September. The roller has been rented from MB Tractor in Tilton and will be delivered on August 17. The upper area of Oak Ridge Road is discussed. Ledge pack from Ambrose, delivered, will be $15 per ton. Tony Eldridge will come in to run the road grader for this work. Total cost of materials is $4,703.26 for 313.5 tons. Funding is discussed. Use of Capital Reserve Funds for this project is discussed. Mike Smith makes a motion to withdraw $4,700 from the Road Construction Capital Reserve Fund. Ron Sandstrom seconds the motion. Discussion on funding additional road work for remainder of 2015 is held. Jay Buckley questions inclusion of any effected driveways. Kelly Robitaille responds that the one driveway in the work zone is included. Motion is called to a vote and the motion passed 3-0. Larry Leonard questions proceeding on the Warrant Article for Middle Shore at Geneva Hill and is informed that Engineer Paul Fluet did not recommend proceeding with the Article as passed. Sand delivery is discussed. Brandon Drew of High Street Sand & Gravel is working on a project in which his trucks are traveling Eidelweiss Drive to obtain materials for disposal. As the trucks are passing DPW II, Mr Drew has been delivering sand. Cost is $9 per ton delivered. This is the best cost available and is a higher quality product. Mike Smith makes a motion to approve up to $6,500 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille will submit the road work sheet from last week. Mike Smith discusses repair of a water valve on Barden Place. The area will need to be filled once the valve repair is completed. A valve that was located on Sarnen Road is discussed. Protection of valves during road work is outlined. Discussion is held on current road work and culvert cleaning. The year to date budget is reviewed and discussed. Mike Smith compliments the road conditions and the beaches. Ron Sandstrom outlines an upcoming notice for removal of improperly stored boats at the beaches. Discussion on enforcement of Ordinances is held.

3. Water System Planning

The transducers for Muddy Beach wells have been approved by Paul Fluet. The chemical injection room SCADA work will be completed by August 21. A service contract has been purchased from Electrical Installations Inc for SCADA work. Budget levels and funding for additional projects this year are discussed. The option of funding the installation of the new pump at Jungfrau from the Water System Extension Fund is discussed. The Extension Fund could be used provided cost does not exceed $25,000. Purchase of the pump is discussed. Ron Sandstrom makes a motion to assign $6,034 for purchase of the pump to the Water System Extension Fund. Mike Smith seconds the motion and the motion passed 3-0. Funding for projects for the water system is discussed. The funds within the Water System Capital Reserve fund are discussed; $55,000 is available. The wells at Muddy Beach are discussed. Mike Smith makes a motion to have Ian Hayes obtain the levels of the wells up to $1,000. Ron Sandstrom seconds the motion. Discussion on Hartley Well pulling Well #1 for inspection is held. Mike Smith withdraws the motion. The cost of pulling this well is discussed. Well #2 cost a total of $6,250, including replacement of the pump.

A five minute break is taken at 10:35 am.
Session resumes at 10:40 am.

Mike Smith makes a motion to obtain a date that Hartley Well could pull Well #1 at Muddy Beach with costs. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to request worst case scenario costs from Hartley Well; including replacing the pump, conduit, casing, etc. Ron Sandstrom seconds the motion and the motion passed 3-0.

Scheduling of a meeting with Ian Hayes and Tom Therrien for review of the schematic for the pump installation at Jungfrau is discussed. Mike Smith makes a motion to target Tuesday at 1 pm for this meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

A required notice and 30 day comment period for acceptance and use of State Funding for the tank inspection and lining project is reviewed. Mike Smith makes a motion to post the notice for acceptance and use of State Funding as required. Ron Sandstrom seconds the motion and the motion passed 3-0.

Granite State Rural Water is expected to install the data loggers next week for the pressure survey.

4. Administration

There is an Asset Management meeting scheduled for tomorrow at 9 am.
Curb stop location verification and marking is ongoing. Isolation valve location recordings are being taken.

The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $6,435.95. Mike Smith seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

Accounts Payable
6. Minutes

The minutes of 7/31 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of the non-public session of 7/20 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom discusses the Water System Ordinance. The Ordinance currently establishes billing for curb stop valve turns between November 1 and May 1. A resident requested the Commissioners consider the option of billing for curb stop valve turns at all times of the year which take over one hour. That would alleviate the need for seasonal billing of valve turns and would also level the billing for all valve turns. This will be looked at going forward.

Mike Smith makes a motion to have the Treasurer Dinah Reiss make recommendations for an unassigned fund balance offset to the tax rate for 2015. Ron Sandstrom seconds the motion. Discussion on funding and impact on future years is held. Motion is called to a vote and the motion passed 3-0.

Discussion is held on the Public Hearing to be held for the reconstruction of Oak Ridge Road. The numbers for the road reconstruction are needed for review.

Mike Smith makes a motion to send a letter to Madison for inclusion of the VDOE in all correspondence regarding the lot on Diessbach. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to make the same request to NH DES. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on attending any meeting held in which is related to this property.

8. Signature Items

Work Order 1086 to identify the properties with rope lines in Big Pea Porridge Pond is reviewed. Mike Smith makes a motion to approve work order 1086. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1087 to repair the valve for the chemical injection fill port is reviewed. Mike Smith makes a motion to approve work order 1087. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1088 for repair of road shoulders is presented. Mike Smith makes a motion to approve work order 1086. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase Order 116 is presented. Mike Smith makes a motion to approve purchase order 116. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase Order 117 is presented. Mike Smith makes a motion to approve purchase order 117. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Town of Madison Code Enforcement Officer Bob Boyd has sent a copy of the cease and desist notice sent on the lot at 23 Diessbach.

Mark Graffam has sent a picture of a tree leaning over Eidelweiss Drive. The tree has been removed.

Mark Graffam has sent pictures of boats left outside the racks at the beaches. Discussion on communication prior to removal of the boats is held. Enforcement of the Ordinance is discussed. The ability of the Board to alter the Ordinance following a Public Hearing is discussed. Mike Smith makes a motion to schedule a Public Hearing on the Beach Ordinance the same day as the Oak Ridge Road meeting. Ron Sandstrom seconds the motion. Discussion on enforcing the Ordinance as it is currently written is held. Mike Smith moves to amend the motion and hold the Public Hearing on the Beach Ordinance in two weeks. Ron Sandstrom seconds the amendment. Discussion continues on enforcement of Ordinances. Recommendation to discuss this further on August 21 is made. Mike Smith withdraws the motion.

The NH Department of Health and Human Services has sent the arboviral bulletin. No incidents of Eastern Equine Encephalitis or West Nile Virus have been discovered in NH this year.

The rental check for the Coleman Tower site has been received.

10. Scheduled Appearances

Paul McKenna discusses the curb stop valve for his property. As the driveway is being paved today, he would like to know if an extension is needed on the valve. Mr. McKenna is informed not to alter the area and to pave around the valve.

As a recently replaced beach cleaner, Amy Thompson is questioned if she would like a public or non-public appearance. Ms. Thompson requests a public appearance. Ms. Thompson is upset that the beach cleaning was transferred to the DPW personnel. Ms. Thompson states that in her opinion there is no reason to rake the beaches daily. The work that was being done was defended with negative statements regarding a resident that submitted a complaint. Ron Sandstrom outlines that one day notice was given for the vacation recently taken by the beach cleaners and that the Commissioners gave the responsibility to the DPW. The DPW cleans the beaches prior to their regular work day; therefore it does not interfere with road work. As the DPW was doing a very good job and improvement in the appearance of the beaches was noticed, the Commissioners voted to have them continue handling the beaches for the remainder of the season. Larry Leonard and Amy Thompson continue to defend the work that was being done. Mike Smith adds that he traveled to each beach one morning and the beaches were not raked or cleaned. Ms. Thompson and Mr. Leonard add that they were upset over being displaced as the beach cleaners. Ron Sandstrom states that Amy Thompson has been asked to be the backup beach cleaner. Amy Thompson replies that she is not interested in helping.

An interview for Hannah Thompson for the position of data collector for the Asset Management projects was requested by Miss Thompson to be moved earlier in the week. The interview did not occur earlier as requested and ultimately was canceled. Hannah states that she believes this would have been a good job for her and that she is upset that the recently adopted Elected Officials Compensation Policy has made her ineligible for this position. Ron Sandstrom outlines the 24 hour notice required for any meeting and states that he was unable to confirm any possible time more than 24 hours in advance. Larry Leonard states that the Elected Officials Compensation Policy was discussed when he was not in attendance at a meeting and therefore he was not able to give input on the policy prior to adoption by the Board. Ron Sandstrom outlines that this policy was originally presented in April; it was not a new concept. Proper adoption at a posted Commissioners meeting by a quorum of the Board follows all regulations for adoption of any policy. Ron Sandstrom adds that avoiding situations that create a potential conflict of interest was the driving force behind adoption of the Elected Officials Compensation Policy.

11. Other Business

The minutes of the Asset Management Committee meeting were sent to the Commissioners.

12. Public Comments

Resident Joe Rosenberg discusses the edge of his property along West Bergamo. Mr. Rosenberg has a photo of a garden area that used to exist next to his driveway. The DPW has done work in the area that has removed the berm in front of his house. Mr. Rosenberg would like an additional review of the area for correction of the drainage.

The next meeting date is discussed. The next Commissioners meeting will be held on August 21, 2015 at 9 am.

At 11:40 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment 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.

Commissioner Larry Leonard leaves the meeting at this time.

Motions and votes of Non-Public Session:

At 12:00 pm Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/08/CM073115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 31, 2015

The Board of Commissioners met at 9:00 am on Friday, July 31, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Treasurer Dinah Reiss and resident Dorothy Wondolowski. Tom Therrien of Electrical Installation joined the meeting at 9:30 am. The meeting was taped for Madison TV by Tim Hughes.

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

The Action list is reviewed and discussed.

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 requests a purchase order for new brushes for the sweeper at a cost of $487.20. Mike Smith makes a motion to approve a purchase order for $487.20 for new brushes for the sweeper. Ron Sandstrom seconds the motion and the motion passed 3-0. The International latch on the tailgate is not functioning properly. The brakes were smoking when hauling down Oak Ridge Road the other night. The truck will be brought to Albany Service Center to be looked at. An inspection for the truck will also be set up as all trucks will now need to be inspected in September. The International Terra-Star is expected at Liberty International mid-August. Upon notification of the date of arrival, the DPW crew will go to Manchester to inspect the truck. Treasurer Dinah Reiss is working on the financing for the new truck. Some washouts from the recent rains are being repaired. Kelly Robitaille discusses the top of Oak Ridge Road. The ledge pack recently picked up at Ambrose has a high sand content. Kelly Robitaille will check the price for ledge pack at Pike. Ron Sandstrom discusses establishing a work plan for the upper section of Oak Ridge. Ron Sandstrom makes a motion to approve a purchase order for ledge pack repair to 450 feet of upper Oak Ridge not to exceed $4,500. Mike Smith seconds the motion. Discussion on the work process and expected cost is held. Ron Sandstrom withdraws the motion. Kelly Robitaille will put together additional information for next week. A compacting roller is available from MB Tractor in Tilton. Mike Smith makes a motion to approve rental of a roller for one month at a cost of $3,700 beginning in two weeks (Aug 17). Ron Sandstrom seconds the motion and the motion passed 2-0. A printout from the VDOE database on road work is reviewed. Tracking of work for future planning is outlined and discussed. Ability to identify repetitive repairs needed for obtaining a more permanent repair option is discussed. Maintenance, wear & tear, and weather related repairs are to be tracked for the database. Mike Smith discusses focusing on cleaning of culverts for a period of one month this fall. This will be done following return of the roller rental. 46 Aspen repair will be scheduled. 37 & 39 Oak Ridge are discussed. An email from Jay Buckley regarding a culvert at 41 Oak Ridge is discussed. This culvert is not angled properly and the outlet is below grade of the ditch. Mike Smith makes a motion to have Paul Fluet review this, and the intersection of Middle Shore at Little Shore upon his next visit. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom makes a motion to pursue estimates for a 2016 Warrant Article for repair of Middle Shore at Geneva Hill using the specifications provided by Paul Fluet. Mike Smith seconds the motion and the motion passed 2-0.
Ron Sandstrom compliments the DPW on the condition of the beaches. Discussion is held on an email received regarding improperly stored boats on beaches. A notice will be created for posting and removal of these watercrafts.

3. Water System Planning

SCADA programmer Tom Therrien of Electrical Installation Inc (EII) is questioned on the status of the integration of the chemical injection information into the SCADA system. Tom Therrien is informed that Ian Hayes has completed his work. A date for completion of the work by EII is discussed. Tom Therrien states that all work will be completed by August 21. Addition of a level transducer for Muddy Beach Well #2 is discussed. Tom Therrien will forward the information on the transducer most commonly used by EII for review by Paul Fluet. Mike Smith informs Tom Therrien that Hartley Well has completed the work on Muddy Beach Well #2 and the conduit is in place for the transducer. The transducers at Muddy Beach will be placed prior to proceeding with the Jungfrau pump replacement project. Mike Smith makes a motion to approve the purchase of two well level transducers upon approval by Paul Fluet. Ron Sandstrom seconds the motion. Discussion on well depth is held. Ian Hayes will be contacted for the information and the information will be sent to Tom Therrien. Mike Smith makes a motion to approve the purchase of two well level transducers for Muddy Beach not to exceed $2,500. Ron Sandstrom seconds the motion and the motion passed 2-0. Radios for the SCADA system are discussed. Current in use radios are older technology. Tom Therrien recommends replacing all radios within the system at a cost of $1,200 per station. Electrical work is discussed. Tom Therrien will quote the Jungfrau pump replacement project with intent to use Androscoggin Electric. Mike Smith makes a motion to approve EII quoting the Jungfrau pump replacement with use of Androscoggin Electric. Ron Sandstrom seconds the motion and the motion passed 2-0. Adding a transducer to the DPW well is discussed. Piping recommendation from Tom Therrien for running the line to the well is steel piping, not plastic, for protection of the system. In the event of a direct lightening strike, steel will dissipate the energy while protecting the interior wires while plastic will allow the surge to pass through it. System back ups are discussed. A service contract with EII is reviewed. Mike Smith makes a motion to sign a service contract with EII for 4 days of work time at a cost of $3,600. Ron Sandstrom seconds the motion and the motion passed 2-0. A back up of all systems will be done under the service contract, as will an inspection of all panels within the system. A meeting will be established to review the schematic of the Jungfrau pump replacement project.

At 10:50 am a 5 minute break is taken.
At 10:55 am Ron Sandstrom reconvenes the meeting.

4. Administration

The next safety meeting will be set up for the end of August.

Mike Smith makes a motion to have Nancy Cole compile the data for the isolation valves and create an Excel spreadsheet of this information. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to obtain a quote from Paul Fluet for plotting of 150 valves on the VDOE map for field usable results. Ron Sandstrom seconds the motion and the motion passed 2-0.

The numbers from Paul Fluet for the survey and design of drainage on Little Loop and Altdorf have been received. These will be reviewed next week for approval following the budget review.

Accounts Payable

The check manifest if presented. Mike Smith makes a motion to approve 20 checks for a total of $22,190.02. 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 July 17 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith discusses need for contact with Ian Hayes and Gloria Aspinall regarding their knowledge of isolation valve locations. Ron Sandstrom makes a motion to approve Mike Smith direct contact with Ian Hayes and Gloria Aspinall regarding isolation valves. Mike Smith seconds the motion and the motion passed 2-0.

Ron Sandstrom reports additional progress on the asset management database.
Ron Sandstrom discusses pursuit of two lap tops that may be available for the VDOE at no cost.

8. Signature Items

Paul & Anne McKenna have signed and returned the Hold Harmless agreement to obtain approval to pave their previously disconnected driveway. Paving this driveway may cause additional water flow onto this property, as outlined in the agreement. Ron Sandstrom makes a motion to countersign the Hold Harmless agreement. Mike Smith seconds the motion and the motion passed 2-0.

The Revised Driveway Permit for Construction for 59 Oak Ridge Road is reviewed. Mike Smith makes a motion to approve and sign the Revised Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.

A thank you letter for the EPOA and Ralph Lutjen for completion of the office garden area is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to property owner Ed Foley outlining the option of a non-standard hook up for the house being constructed on Grachen is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to the property owners of 37 Oak Ridge regarding drainage at this location is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

Purchase order 116 for purchase of a metal detector is reviewed. Mike Smith makes a motion to approve the purchase order. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work Order 1081 is presented. Mike Smith makes a motion to approve Work Order 1081 for repair of the valve on Adelboden. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work Order 1082 is presented. Mike Smith makes a motion to approve Work Order 1082 for water pressure testing at 86 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Jay Buckley has sent two emails regarding drainage at 41 Oak Ridge Road that were previously discussed.

Jim Ellis has sent a request for review of drainage at the intersection of Bern Drive and Sarnen Road. A work order will be created.

Robert Grau has sent a request for review of drainage at 21 Chocorua View Drive. A work order will be created.

Mark Graffam has sent an email regarding clogged culverts throughout the District.

Mark Graffam has sent photos of improperly stored watercraft that has previously been discussed.
The Town of Madison Trustees of the Trust Funds have sent the requested withdrawal from the Water System Capital Reserve Fund.

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

NH DES has sent final approval from the Executive Council on the loan agreement for the State Revolving Loan Fund approved at the 2015 Annual Meeting.

NH Municipal Association has sent a summary of all bills passed during this legislative session.

NH Municipal Association has sent the monthly News Link bulletin.

10. Scheduled Appearances

Resident Dorothy Wondolowski discusses the corner on Eidelweiss Drive across from Boulder Beach. A gulley has been created off the shoulder on the inside of this corner. This should be addressed for protection of the pavement. Another washout along the edge of the pavement at the corner of Oak Ridge Road and Eidelweiss Drive is requested to be looked at for preservation of the pavement in this area. Shoulder work is also needed at #30 and #37 Oak Ridge Road.

11. Other Business

The proposed Elected Officials Compensation Policy is reviewed. Ron Sandstrom makes a motion to adopt the Elected Officials Compensation Policy. Mike Smith seconds the motion and the motion passed 2-0.

12. Public Comments

At 11:25 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to seal the minutes of the non-public session. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 11:55 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/08/CM071715.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 17, 2015

The Board of Commissioners met at 9:00 am on Friday, July 17, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present was Bev Mattatall of the Eidelweiss Property Owner’s Association (EPOA) and resident Joe Rosenberg. 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

Ron Sandstrom makes a motion to hear scheduled appearances first. Mike Smith seconds the motion. Mike Smith moves to add a non-public session. Ron Sandstrom seconds the motion. Motion is called to a vote and the motion passed 2-0.

The Action list is reviewed and discussed.

2. Highway Department Report

The crew is grading roads; part time employee Tony Eldridge is in today. The completed work list from last week is reviewed. Volvo is working on the backhoe fittings at the corporate level; this problem exists with the backhoe, not the VDOE’s attachments. The International Terra Star is expected to arrive at Liberty International on August 15. Kelly Robitaille and Bob Goddard will inspect the truck prior to transfer to HP Fairfield for outfitting. The delivery information will be sent to Bob Hackett of HP Fairfield. The need for a compacting roller is discussed. Nancy Cole states that an online search for used equipment could be done. Mike Smith makes a motion to have Nancy Cole check these sites for a roller. Ron Sandstrom seconds the motion and the motion passed 2-0. Gravel is discussed. The purchase order for $7,500 has been expended. A new purchase order for $5,000 is presented. Mike Smith makes a motion to approve the purchase order for $5,000 for gravel. Ron Sandstrom seconds the motion and the motion passed 2-0. No parking signs for the area around Boulder Beach are on order. These are needed prior to the police taking action as there is no posted restriction for parking at this time. Ron Sandstrom makes a motion to have Kelly Robitaille informed to notify office when a valve is hit. Mike Smith seconds the motion and the motion passed 2-0. Ron Sandstrom discusses the area above 37 Oak Ridge. The homeowner has altered drainage to divert the water flow in the area. Mike Smith discusses contact with the homeowner for water flow via culvert with an offer to work with their septic designer and VDOE Engineer for a solution to the problem. Mike Smith makes a motion to send a letter to the homeowner outlining the VDOE’s willingness to work with their engineer for a solution to water runoff at this lot, with all correspondence to go through the office. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water System Planning

Seasonal turn off/on requests has been calculated. 20 requests were responded to last year, with an average cost of $50. Turn offs during the winter months average $200 per valve due to extra digging time needed to expose the valves. Mike Smith makes a motion to track these costs annually. Ron Sandstrom seconds the motion and the motion passed 2-0. The new pump for the Jungfrau station is expected to be delivered Monday. Funding options for the installation of the new pump are discussed. The water line extension fund and the capital reserve fund are available funding options. Mike Smith makes a motion to have Mike Smith work on the pipe storage needs. Ron Sandstrom seconds the motion and the motion passed 2-0.

The bid specification for the tank lining project has been completed and sent to Paul Fluet. Mike Smith makes a motion to send the specification to Attorney Dan Crean for review after approval by Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

The next safety meeting will be July 29.

Blue tooth devices for the highway cell phones are being obtained.

Chemical list of all chemicals in the garage is to be created by Kelly Robitaille and turned into the office by the end of the month.

Interviews for the data collector applicants are being scheduled.

The minutes of the Safety meeting of July 6 are reviewed.

A quote has been received for the installation of heat detectors with an exterior warning light for DPW II. Mike Smith makes a motion to approve the quote received from Chip Johnson at $860.00. Ron Sandstrom seconds the motion and the motion passed 2-0.

Options for repair or replacement of the office air conditioning unit have been received. Mike Smith makes a motion to approve the purchase and installation of a Mitsubishi 1.25 ton Hyper Heat and A/C mini split system by JG Burner Service at a cost of $3,937.21. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to fund the Mitsubishi Hyper Heat and A/C system from the Office Equipment Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.

The open invoice report for balances remaining on water user fees is reviewed and discussed.

The worksheet developed for reporting culvert conditions and maintenance is reviewed. Ron Sandstrom makes a motion to adopt the culvert data collection sheet. Mike Smith seconds the motion and the motion passed 2-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 18 checks for $13,293.00. 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 July 10 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom reports that work is progressing on the asset management database.

Mike Smith makes a motion to return the beach comber metal detectors and apply the funds toward refurbish of the mag locator. Ron Sandstrom seconds the motion and the motion passed 2-0.

33 isolation valves have been located with GPS coordinates. Work is being done in zones and will continue next week.

Mike Smith discusses a recent report submitted on water usage.

Mike Smith makes a motion to send a formal thank you to the EPOA and Ralph Lutjen for the new office entrance garden. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith discusses the requested information on the transducer and is informed that the information was received from Ian Hayes this morning and forwarded to Paul Fluet.

Mike Smith makes a motion to establish a 15 minute limit for scheduled appearances. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

A letter to the McKenna’s regarding the signatures required on the hold harmless agreement prior to release of a revised driveway permit for construction is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to the Merrill’s regarding waiver of the driveway permit application fee as this driveway had been permitted before but construction was not completed at the site. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Driveway Permit for Construction for the Merrill’s property at 17 Middle Shore Drive is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.

An approval for a requested water hook up at 26 Grison is presented. An error is noted on the document. Mike Smith makes a motion to sign the corrected form when completed. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to the Sheehan’s outlining the process through which the Water Ordinance was updated last year is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

A time off request for highway department employee Bob Goddard is presented. Mike Smith makes a motion to approve the time off request. Ron Sandstrom seconds the motion and the motion passed 2-0.

A time off request for highway department employee Kelly Robitaille is presented. Mike Smith makes a motion to approve the time off request. Ron Sandstrom seconds the motion and the motion passed 2-0.

A requested purchase order for asphalt is reviewed. Mike Smith makes a motion to approve the purchase order for $1,000 in asphalt. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has forwarded the monthly bacteria testing results for the water system. All results are clean.

Neighborhood Energy has sent the savings report on the third party electricity supply. Total saved on electricity is $2,483 to date.

The Town of Madison has sent the fully signed and recorded update to the Treasurer’s Agreement for Payment of Taxes.

The Town of Madison has sent the final approved application for voluntary change of address for the property located at 31 Saint Moritz Drive.

The Town of Madison has sent notification that the NH DOT has changed the required month for municipal fleet inspections to September.

David Maudsley has sent a report on the water usage data relating to the leak under Geneva Place.

Mark Graffam has sent a picture of a valve hit by the road grader on Adelboden.

Mark Graffam has sent pictures of cars parked along Eidelweiss Drive at Boulder Beach. No parking signs are on order to be placed at this location.

Jim Ramsey of Liberty International sent the production schedule for the ordered Terra Star.

10. Scheduled Appearances

Beverly Mattatall of the EPOA requests use of the Lodge for a meeting on 7/26 and the pig roast being scheduled for 8/15. Mike Smith makes a motion to approve use of the Lodge by the EPOA on July 26. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve use of the Lodge by the EPOA on August 15. Ron Sandstrom seconds the motion and the motion passed 2-0. Bev Mattatall outlines that the EPOA would like to post information on membership and the pig roast on the outhouses at the beaches. Mike Smith makes a motion to approve the EPOA posting notices and application information on the outhouses. Ron Sandstrom seconds the motion and the motion passed 2-0. The beach cleaners will be notified that the postings are approved. Bev Mattatall discusses opening of the view from the scenic overlook and the Lodge. Cost sharing between the EPOA and the VDOE is discussed. Mike Smith makes a motion to have the EPOA work with the office for obtaining quotes. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom and Mike Smith thank Bev for the work the EPOA volunteers have done on the gardens.

11. Other Business
12. Public Comments

Resident Joe Rosenberg has come to the meeting to request a review of West Bergamo in front of his property. Mr. Rosenberg states that since the reduction in size of the berm he had created in front of his property occurred, water flows across the end of his driveway and creates damage. West Bergamo was ditched and graded last week. Kelly Robitaille will be asked to look at this area.

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

Motions and votes of Non-Public Session:

Mike Smith makes a motion to have the DPW as primary for beach cleaning for the remainder of the summer with Amy Thompson or Larry Leonard as backup. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to approve the DPW on call employee for overtime for Saturday and Sunday beach cleaning. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to have the DPW completed the beach raking by 8 am. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to have the 2 hour minimum call in apply to beach cleaning. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 10:35 amMike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM071015.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 10, 2015

The Board of Commissioners met at 9:00 am on Friday, July 10, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 10:15). Also present were Ian Hayes (water operator), Treasurer Dinah Reiss and resident Ed Foley. The meeting was taped for Madison TV by Tim Hughes.
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At 9:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille is not in attendance as part time grader operator Tony Eldridge is in and the crew is grading Burgdorf. Kelly Robitaille did report that the roller that was to be rented was sold by the auction house. A replacement option is being looked into. A culvert worksheet will be drafted for review. The list of roads where cold patch has been placed will be obtained. The calculation for ledge pack as an option for the final surface on Oak Ridge Road will be followed up on. Replacement for the signs at the entrances to the District on Eidelweiss Drive regarding parking regulations is being priced. Budgets year to date are reviewed and discussed. Mike Smith makes a motion to formalize a plan for cleaning ditches and culverts. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water System Planning

The withdrawal from the Water System Capital Reserve Fund has not been received. The budgets will be offset when funds are charged to the CRF deposit. Ian Hayes reports that the chemical injection system is on line. Discussion is held on reporting pH readings to the office for distribution to the Commissioners. Discussion ensues about an independent testing monthly of the pH for the system by Granite State Analytical when obtaining the bacteria testing samples. Mike Smith makes a motion to have Granite State Analytical take pH readings monthly. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ian Hayes reports that the Pressure Reducing Valve pits have been cleaned and checked. Muddy Beach Well #2 is discussed. Hartley Well will be followed up with for scheduling. Mike Smith makes a motion to have the office follow up with Hartley Well for the scheduling of work at Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0. The replacement of the 10 horse power pump at Jungfrau is discussed. Mike Smith makes a motion to approve $1,200 for creation of a schematic for the replacement pump and associated valves and pipes with a request it be completed next week. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion that upon receipt of the schematic quotes be requested for the controls, electric work, meters and installation costs with not to exceed numbers. Ron Sandstrom seconds the motion and the motion passed 2-0. The bid and contract documents for the tank lining project are being worked on. Sending of the documents to Paul Fluet for review once completed is discussed. Mike Smith makes a motion to approve up to $10,000 for Fluet Engineering Associates, a division of Dubois & King, to handle project management with funds to come from the State Revolving Loan Fund. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve up to $1,000 for updating of the Water System Hydraulic Model by Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on duplicating the data logger information by Granite State Rural Water. This will be done the end of July or first week in August. The information will be sent to Paul Fluet for comparison with the data collected in 2011.

Ian Hayes reports that the work in the chemical injection room has been completed. Tom Therrien of Electrical Installation will be scheduled to complete the SCADA system connections. Hartley Well is expected the end of next week for work at Muddy Beach Well #2. Placing of conduit for addition of a transducer is discussed. Mike Smith makes a motion to approve up to $400 for placement of the conduit. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Ian Hayes submit transducer information to Paul Fluet for approval. Ron Sandstrom seconds the motion and the motion passed 3-0. A procedure for assigning funds for work orders will be established for logging of approved expenses. Ian Hayes outlines upcoming work. A curb stop valve needs to be placed on Lakeview. An isolation valve will be added while the work is being done. 86 Oak Ridge Road pressure agreement has been returned. This work will be scheduled. A repair of a valve on Adelboden that was struck by the road grader will be scheduled. Any other valves struck by the road grader or plows will be identified for scheduling.

Budget for the water system is reviewed and discussed. The deposit from the Capital Reserve Fund has been received or allocated. Use of funds from the Water Line Extension Fund is outlined.

System maintenance and returning of completed work orders is discussed. Mike Smith makes a motion to have Ian Hayes complete the as built information for Oak Station by July 31. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes is informed that Scott Hayes will be in the District on Tuesday’s and Thursday’s for isolation valve location reviews.

4. Administration

A safety meeting was held last week. Blue tooth devices will be obtained for the highway phones to comply with the new hands free regulation. Material Data Safety Sheets will be updated for all chemicals in the garage. A list has been requested from Kelly Robitaille of all chemicals in the garages to be turned in by the end of July. An inspection of all buildings will be scheduled with the Madison Fire Department and the insurance company for August.

Mike Smith makes a motion to have the office obtain quotes for iron and aluminum options of a railing at the unused chemical pit in the chemical injection room. Ron Sandstrom seconds the motion and the motion passed 2-0.

Quotes will be obtained for placement of a motion sensor light outside the back door of the DPW garage and to move the location of the interior motion sensor light so the light comes on upon entry to the room.

Drainage on Little Loop is discussed. Mike Smith makes a motion to proceed with the survey and design. Ron Sandstrom seconds the motion. Discussion is held on creation of warrant articles for repairs to roads. Mike Smith withdraws the motion. Mike Smith makes a motion to obtain the cost of the survey only. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Engineer’s recommendation for the hill on Middle Shore at Geneva is discussed. The Engineer has advised that this area should remain paved. Mike Smith makes a motion to take no action on the Warrant Article for Middle Shore at Geneva. Ron Sandstrom seconds the motion and the motion passed 2-0.

The drainage ditch for Little Shore will be done by the DPW. Placement of a header on the culvert on Bristenstock will also be done by the DPW.

Mike Smith makes a motion to pursue pricing for the drainage work for Oak Ridge Road from BE Quint III and Jon Cyr. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Engineer’s estimate for construction for Oak Ridge Road is discussed. Mike Smith makes a motion to approve $500 for the Engineer’s estimate of construction. Ron Sandstrom seconds the motion and the motion passed 2-0.

Treasurer Dinah Reiss discusses cash flow. The numbers from the check reconciliation of June 30 are reviewed and discussed.

Dinah Reiss discusses the Town of Madison Selectmen’s meeting attended by herself and Nancy Cole on June 30. Additional tax income from utility poles will be received going forward. The Town has determined that the VDOE is 20% of all taxes for the Town and will therefore receive 20% of the taxes collected from Eversource and Fairpoint for utility poles. The Treasurer’s agreement between the VDOE and Town of Madison will be updated to reflect the agreement to pay all taxes due to the District 30 days after due date to the Town. This 15 day reduction from the current 45 day agreement for payment will help with cash flow and will be effective with the second tax check of 2015. Abatements were discussed and will be reviewed annually by the Town for discussion with the Commissioners on any refund that may be requested from the District.

Dinah Reiss will work on establishing the truck loan and a tax anticipation note.

The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $5,019.10. Mike Smith seconds the motion. Report and time cards reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

A water hook up request for 26 Grison has been received. Mike Smith makes a motion to send the request to Paul Fluet for approval. Ron Sandstrom seconds the motion and the motion passed 3-0.

Accounts Payable
6. Minutes

The minutes of June 22 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of June 29 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of July 1are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Larry Leonard states that he will not be in attendance at next week’s meeting.

Mike Smith makes a motion to have the DPW rake the beaches from 7-13 to 7-18. Ron Sandstrom seconds the motion. Discussion ensues on Saturday raking. Motion is called to a vote and the motion passed 3-0.

Mike Smith makes a motion to have the Asset Management Committee begin the process of culvert locating. Ron Sandstrom seconds the motion. Discussion on committee focus is held. Ron Sandstrom requests feedback from committee prior to approving a motion. Mike Smith moves to amend the motion to ask the Asset Management Committee for feedback on the concept of locating culverts with size, location, GPS coordinates and material at the same time as curb stop valves. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0.

Mike Smith makes a motion to contact Madison Police regarding cars parking next to the rocks along Eidelweiss Drive at Boulder Beach. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Work order 1078 for ditch work at 37 Oak Ridge Road is reviewed. Mike Smith makes a motion to approve work order 1078. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work order 1079 for ditch work and gravel at Geneva hill. Mike Smith makes a motion to approve work order 1079. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work order 1080 for repair of asphalt at 46 Aspen is reviewed. Mike Smith makes a motion to approve work order 1078. Ron Sandstrom seconds the motion and the motion passed 3-0.

Letter to the homeowner at 46 Aspen regarding the work order is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to NH DES regarding the denial for water hook up on Grachen Ext is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter granting permission to park a trailer at the Huttwil lot for Denise Noel is reviewed. Mike Smith makes a motion to approve the camper parking, sign and send the letter. Larry Leonard seconds the motion and the motion passed 3-0.

A letter granting permission to park a boat and trailer at the Huttwil lot for Larry Leonard is reviewed. Mike Smith makes a motion to approve the parking of the boat and trailer, sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he requested the permission.

The agreement for pressure testing at 86 Oak Ridge Road has been signed and returned. Mike Smith makes a motion to approve the pressure testing for 86 Oak Ridge Road and sign the agreement. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Rural Water Association has sent their upcoming class listing.

Jay Buckley has sent an outline of his impression of the presentation by Wes Smith of Thorne Surveyors.

Jay Buckley has sent an alternative method on repairing the old road roller. This would leave impressions within the road that could retain water and increase pot holes.

NH Municipal Association has sent the monthly News Link.

NH DES has confirmed receipt of all documents needed for the State Revolving Loan Fund application. The District’s loan agreement is on the Executive Council agenda for their next meeting, scheduled July 22.

The owner of the properties on Diessbach that was contacted for unpermitted driveway creation has responded that these areas will be loamed and seeded; no driveway will exist.

10. Scheduled Appearances

Resident Ed Foley discusses the recent denial of his application for water hook up for the property on Grachen Drive. Mr. Foley asks if alternatives could be pursued, such as a booster pump inside the house and/or at the Jungfrau station. Mr. Foley is informed that NH Department of Environmental Services does not allow booster pumps in private homes connected to a public water system. Mr. Foley is informed that establishment of a separate pressure zone for one house is not feasible. An alternative, non-standard connection from the Aspen zone, which would require extension of the water main from #4 Aspen down Grachen to the new construction, is discussed. Mr. Foley questions if any other property has been denied hook up and is informed yes, there was a denial at the top of Aspen a few years ago. Ian Hayes informs Mr. Foley that there are other areas within the District that would also be denied based on pressure. Obtaining confirmation of water availability to a property prior to proceeding with construction is discussed. Mr. Foley questions if anyone has done this. Mike Smith responds with information regarding a hook up request by property owner Tom Verrochi for a lot upon which no house has been built to date; the property owner pays a water fee each year. The option of engineering a non-standard hook up is further discussed. Non-standard hook up would be performed at the property owner’s expense. The ability to include other properties on the Class VI section of road and therefore cost share the expense with other property owner’s is discussed. Engineering review and approval would be needed prior to completion of a cost estimate. Mr. Foley is informed he will need to re-apply for a water hook up should he want to explore this option further.

11. Other Business

Mike Smith makes a motion to establish interviews for data collectors for the Asset Management project Sunday, July 19 after 11: am. Larry Leonard seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have the Asset Management Committee produce bid specifications for maps for water and roads. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have the Asset Management Committee to supply a list of recommended bidders and turn the list in with the specifications. Ron Sandstrom seconds the motion and the motion passed 3-0.

12. Public Comments

At 11:45 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM070115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 1, 2015

The Board of Commissioners met at 9:30 am on Wednesday, July 1, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Paul Fluet and Nick Sceggell of Fluet Engineering Associates, A division of Dubois & King.
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At 9:30 am the meeting was called to order by Chairman Ron Sandstrom.

The quote for the Grundfos Pump for Jungfrau is reviewed. Paul Fluet recommends purchase of the pump without the VFD installed for future work on both the pump and VFD. The pump should be purchased and a separate VFD should be purchased. Mike Smith discusses ordering the pump now with intent to install as second pump to also have on hand should the current pump fail. Paul Fluet agrees with this. Mike Smith makes a motion to purchase a Grundfos CR-45-2 from Maltz Sales at a cost of $5,867. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Paul Fluet create a schematic for second pump install and piping for Jungfrau station. Ron Sandstrom seconds the motion. Discussion on schematic to include valves and flow meters is held. Motion is called to a vote and the motion passed 3-0.

Oak Station is discussed. The completed booster pump replacement work will be viewed today.

Paul Fluet and Nick Sceggell are informed that communication errors from Muddy Beach station SCADA equipment continue.

Updating of the hydraulic model of the VDOE water system is discussed. Nick Sceggell discusses the peak demand evaluation that is needed to assess the model. Paul Fluet outlines that the model should include psi losses between pump houses. Losses also exist between the street and any connected house. The report done a few years ago by Granite State Rural Water (GSRWA) obtaining data logger information from bleeder sites within the system for analysis is discussed. This report will be located and sent to Paul Fluet and Nick Sceggell. Discussion on repeating this system analysis for comparison is held. Paul Fluet estimates 10 hours of analysis would be needed once the comparative data is completed. Mike Smith makes a motion to approve an initial checking of the hydraulic model up to $1,000. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Nancy Cole contact GSRWA for data loggers. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Ian Hayes work with GSRWA on the set up of the data logger equipment. Ron Sandstrom seconds the motion and the motion passed 3-0. A meeting will be established upon completion of the analysis of the hydraulic model status.

The tank inspection and lining project is discussed. Oversight of this project for the VDOE is requested from Paul Fluet. Mike Smith makes a motion to have Paul Fluet review the bid specification. Ron Sandstrom seconds the motion and the motion passed 3-0. Involvement in the bid process is discussed. Mike Smith makes a motion to have Fluet Engineering, A division of Dubois & King, handle project management and administration of the bid process. Ron Sandstrom seconds the motion and the motion passed 3-0.

Replacement of the water lines during the reconstruction of the lower section of Oak Ridge Road is discussed. The status of the pipe exposed during installation of the ditch lines is outlined and discussed. The water line did not show signs of buildup; it is 6” PVC. Paul Fluet states that the line should not be changed at this time. Asphalt is expected to last 5-7 years and the lines could be evaluated for replacement for the next repaving of the road.

Roads that will be viewed during today’s site visit are discussed.

The Jungfrau pump station is visited. Measurements are taken to complete the schematic for the second Grundfos pump installation planned for this year.

The Oak pump station is visited. Completed pump replacement project is viewed.

37 Oak Ridge Road is visited. Paul Fluet recommends contact to the property owner to see if septic design could be altered to include a non-perforated culvert pipe within the septic area to move water to the back of the lot. The ditch line above this area is viewed. Mike Smith makes a motion to have the DPW clean the ditch line, place fabric and fill with rip-rap stone from the telephone pole to the property of 37 Oak Ridge. Ron Sandstrom seconds the motion and the motion passed 3-0.
Commissioner Larry Leonard leaves the session at this time.

59 Oak Ridge Road is visited. The homeowner has requested replacing asphalt to reconnect the prior driveway. Water flow in area and drainage needs is discussed. Homeowner Paul McKenna is informed that a waiver of liability for any damage to the property from water flow will be required prior to authorizing repaving of the driveway. Mike Smith makes a motion to have the office draft the needed waiver. Ron Sandstrom seconds the motion and the motion passed 2-0. Mr. McKenna is informed that he should not anticipate any use of VDOE equipment, personnel or funds for this project.

Middle Shore at Geneva is visited. Paul Fluet does not recommend reclaiming this road with the intent for a gravel road at completion of work. Rebuilding of road with an asphalt surface when completed is recommended based on steepness of slope and vehicle usage of this road. The existing ditches need to be cleaned. Gravel should be added to shoulder area below pavement and the area properly sloped for water runoff into the existing culverts. Culverts also need to be cleaned in this area.

Diessbach at Big Loop and Interlaken is visited. Paul Fluet recommends this area be surveyed for an engineered design to be developed to correct drainage. An estimate of costs will be supplied by Paul Fluet.

#1 Altdorf is visited. This area will also need an engineered design to correct drainage that currently crosses this property. Mike Smith makes a motion to request a quote from Paul Fluet for a drainage design. Ron Sandstrom seconds the motion and the motion passed 2-0.

Little Loop at #4 and #6 is visited. Water flow and standing water in this area is viewed. Paul Fluet recommends this area be surveyed for an engineered design to be developed to correct drainage. A catch basin, culvert and swale will be needed. Outlet of the culvert and direction of a swale will need to calculate distance from the pond to verify if approval needed from NH Department of Environmental Services for construction. Mike Smith makes a motion to obtain budget numbers for survey and design from Paul Fluet for Little Loop Road. Ron Sandstrom seconds the motion and the motion passed 2-0.

Saint Moritz Drive is viewed for planned construction of a portion of the design for the reconstruction of Oak Ridge Road that includes drainage construction for this area.

At 2:00 pm 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="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM062915.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 29, 2015

The Board of Commissioners met at 8:00 am on Monday, June 29, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Wes Smith of Thaddeus Thorne Surveyors, Treasurer & Asset Management Committee member Dinah Reiss, Clerk & Asset Management Committee member Jay Buckley, residents Paul & Anne McKenna, and Joe Rosenberg. The meeting was taped for Madison TV. Session recessed and reconvened Wednesday July 1 at 8:30 am.
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At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Larry Leonard makes a motion to add a non-public session and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to have scheduled appearances first. Mike Smith seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that Blinden was worked on Friday. A few more hours will be needed to complete the road. Tony Eldridge operated the grader and will be in tonight to grade Eidelweiss Drive. Little Loop will be looked at Wednesday by the Engineer. Cutting of tree limbs over roads is discussed. Kelly Robitaille states that he does not like to do this work. A basket that could be used in the front of the backhoe is available from Coleman’s for $1,000. This would allow the person cutting the limbs to not be under the limbs in the back of a truck. Mike Smith makes a motion to get the cost of renting and renting to own this bucket. Ron Sandstrom seconds the motion and the motion passed 3-0. The completed road work report is discussed. The top of Oak Ridge and the cost of ledge pack are discussed. Estimate for work in this area is $3,300 with 6 inches of ¾ inch gravel; $4,500 with 3 inches ¾ inch gravel and 3 inches ledge pack. Roller lease numbers are expected for Wednesday. An option of lease to own will be asked about. Planned work for the DPW includes dead ends off Oak Ridge Road. Culverts are being cleaned in areas as work is done. Discussion on the estimates requested for Oak Ridge drainage project and Middle Shore at Geneva Hill are discussed. Mike Smith makes a motion give Wirling until the end of the week and if no estimate is received, contact for an estimate will be made with BEQ III Construction with a request for numbers by 7/10. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the No Fireworks signs installed by Friday July 3. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith states that a board was put into the dam on Friday. A safety meeting will be scheduled for Wednesday at 8:30 am.

3. Water System Planning

A follow up will be done on completion of the work in the chemical injection room. Hartley Well has stated they will schedule the work for Muddy Beach Well #2. Tom Therrien of Electrical Installations was sent the upcoming meeting schedule last week. A scheduled appearance for Tom will be worked on. The quote for the new pump at Jungfrau has been requested. Resident Mark Graffam has sent a 91-A request to review pH information from the water system. A meeting to give access to the documents containing this information has been requested. Mike Smith will work with Scott Hayes of Iron Mountain to schedule work on locating additional isolation valve locations.

(July 1) The quote for the Grundfos CR 45-3-2 has been received. Mike Smith makes a motion to order the pump. Ron Sandstrom seconds the motion. Discussion on having Paul Fluet review the quotes prior to order is held. Motion held for review by Paul Fluet.

Tom Therrien has stated that he is on vacation the week of July 10 and can appear at the Commissioners meeting July 17. Larry Leonard will not be in attendance that meeting. Mike Smith makes a motion to schedule Tom Therrien to appear July 24. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

The Asset Management meeting held this past Saturday is discussed. Committee member Jay Buckley outlines the creation of a form for collecting the data and the database containing the information. The database has been made available to authorized users. Links exist to the Town of Madison map, lot, and Eidelweiss street address for each lot. The hardware selection for tools recommended for purchase by the Committee is outlined. Data Collectors are needed for this project. The Purchase Order submitted to the Commissioners from the Asset Management Committee is reviewed. Mike Smith makes a motion to authorize the Purchase Order in the amount of $2,020. Ron Sandstrom seconds the motion. Discussion is held on the use of all equipment for this project and going forward. Use of the information when responding to an emergency situation with the water system is discussed. Future use of all tools recommended is emphasized. Cameras are discussed. The VDOE has one camera for use and Ron Sandstrom will donate a second. Motion is called to a vote and the motion passed 3-0.

Electrician Chip Johnson has been asked for a quote for installation of the heat detectors for DPW II. Mr. Johnson will be in to look at the garage today.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 13 checks for a total for $18,933.65. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 6/8 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of 6/15 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The Non-Public minutes of 6/15 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to seal the minutes of the Non-Public Session of 6/15. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom discusses activity on the creation and development of the database for asset management.

Mike Smith discusses the beach signs. The wording for allowance of camping with permission is on the Town of Madison signs; which is the origination of the wording carried forward onto the Eidelweiss signs. Roads are in good shape following the rain. Mike Smith makes a motion to price toilets and hardware for the outhouses for the 2016 Warrant. Ron Sandstrom seconds the motion. Discussion is held on option of replacing outhouses with port-o-potties. Motion is called to a vote and the motion passed 3-0. Larry Leonard advises that the toilet seats will be checked this week. Discussion is held on the construction occurring on the wetlands lot on Diessbach. Mike Smith makes a motion to request all information on the lot from NH Department of Environmental Services. Ron Sandstrom seconds the motion and the motion passed 3-0.

(July 1) Larry Leonard discusses that he feels that his value on the Board has been diminished by the vendor notice recently sent. Larry Leonard outlines the work he has done to try to move projects forward and states he does not feel his work is valued. Ron Sandstrom states that Larry Leonard adds to the Board, but that a vote from the Board to pursue projects is needed. One member of the Board cannot just move forward on any project. Ron Sandstrom outlines the difficulties created when one member of the Board is gathering data on his own. Larry Leonard states that the projects were discussed last fall; he feels blindsided by attacks. Mike Smith informs Larry Leonard that he should not take things personally. Going down a road on his own without bringing information to the Board is not how to get anything done. Larry Leonard responds that he does not work in that way. Mike Smith reiterates that all items must come through the Board. Ron Sandstrom adds that individual work, shared timely with the Board for discussion, is the process in which government works. Compliance with the RSA’s is required. Larry Leonard states that he feels nothing is getting done and he should resign from the Board. The role of elected officials and compliance with RSA 91-A are discussed.

8. Signature Items (July1)

Draft of a letter to Glen Builders regarding damage to Blinden Drive during construction 12 Blinden is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Loan Agreement for NH DES State Revolving Loan Fund is reviewed. Mike Smith makes a motion to sign the loan agreement. Ron Sandstrom seconds the motion. Discussion on review completed by Attorney Dan Crean is held. Motion is called to a vote and the motion passed 2-0.

A letter of support for the Property-Liability Trust is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The property owner at 46 Aspen has requested an update on the work to be done to repair the pavement at the edge of his driveway and Aspen. One load of asphalt in the 550 would allow the DPW crew to do this job independent of other asphalt needs. Ron Sandstrom makes a motion to produce a work order for the DPW to repair this area. Mike Smith seconds the motion. Mike Smith moves to amend the motion to include sending a letter to the homeowner updating the status of the plan. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion, as amended, passed 2-0.

An email with photo of puddles in the Huttwil parking lot was received from Mark Graffam. Mike Smith makes a motion to not respond to this email. Ron Sandstrom seconds the motion and the motion passed 2-0.

Eversource has sent information regarding changing of all electric meters.

Neighborhood energy has sent the savings report on electric costs. Mike Smith discusses use of a program called optional time of day for the pump houses going forward.

An email complaint on the appearance of the beaches and stating that there is a broken picnic table at Boulder Beach has been received from Holly Maudsley. Nancy Cole states that the picnic table has been removed and replaced with one of the new tables recently purchased.

The NH Municipal Association has sent the Legislative Bulletin and monthly NewsLink.

The pond testing results through the Volunteer Lake Assessment Program taken by Eidelweiss Property Owner’s Association members have been received.

The owners of 17 Middle Shore (formerly D-1) have sent an inquiry regarding the status of the Driveway Permit for Construction for this lot. As the permit expired over a year ago, a new permit application has been requested. Mike Smith makes a motion to waive the application fee for this lot as it has already been paid once. Ron Sandstrom seconds the motion. Discussion on requiring compliance with the Engineer’s drawings for the site is held. Motion is called to a vote and the motion passed 3-0.

A call from the owner of 1 Forclaz regarding the changes to the Water Ordinance last year is discussed. The homeowner is not pleased that persons will be billed for seasonal shut off or turn on of water service between November 1 and May 1. Caller also expressed displeasure for not being aware of public hearings on that matter. The email notification system available through the VDOE website was outlined as a means of receiving notice of information from the VDOE to the caller. Mike Smith makes a motion to send a letter to the homeowner outlining the holding of Public Hearings and update to the Ordinance. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on the number of seasonal turn on and offs each year and associated costs. Larry Leonard states that he feels all persons should pay for this service. Mike Smith makes a motion to tally for analysis the number of seasonal turn off requests and associated costs. Ron Sandstrom seconds the motion and the motion passed 3-0.

Information on an upcoming class on gravel roads by Russ Lanoie has been sent by Jay Buckley. Mike Smith makes a motion to send the DPW to the class. Ron Sandstrom seconds the motion. Discussion is held on class attendance on a Saturday. Mike Smith moves to amend the motion to include 6 hours of overtime pay for attending. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0.

10. Scheduled Appearances

Paul & Anne McKenna submit a letter to the Commissioners. The reconnection of the prior driveway and the channel grate required in the Driveway Permit for Construction are discussed. The McKenna’s would like to replace the asphalt instead of placing the grate. A request is made by the McKenna’s for the VDOE to cost share or supply labor for the work needed. The history of the driveway asphalt cut is outlined by Paul McKenna. Drainage at the intersection of Upper Lakeview and Oak Ridge is discussed. Water flow onto the property if the asphalt is replaced is discussed. Paul McKenna states that there was not a problem with water flowing onto the property prior to the cut being made. Drainage throughout the area improved once the ditching was done further up Oak Ridge Road. Addition of pea stone to the ditch area so as to be able to drive over and maintain drainage for the road is discussed. Mike Smith makes a motion to have Engineer Paul Fluet review the area Wednesday. Ron Sandstrom seconds the motion and the motion passed 3-0. Paul McKenna requests the Commissioners consider the request that the VDOE supply labor or cost share on this project. Ron Sandstrom discusses the potential setting of precedent for all homeowners and work on this driveway would not be in the best interest of the taxpayers. Mike Smith states that this Board will work with the McKenna’s for inspection of the work, but is not responsible for actions of prior boards. Ordinance at the time was followed. Information from the Engineer will be sent after the review.

Wes Smith of Thaddeus Thorne Surveyors discusses gathering of information and the information already in possession of Thorne Surveyors for lots within Eidelweiss. Discussion on the ability of Thorne to provide the information they already have is held. Wes Smith states that all information can be provided. Wes Smith estimates that 75% of the lots from Oak Ridge Road to Rte 113 have surveyed information. Unless required to return to the lot or area of the lot, they do not have curb stop valve locations. Wes Smith discusses surveyed locations of roads. This information is not based on the deeds held by the VDOE for the roads; it is based on current travel surface. Wes Smith outlines that putting information into an Excel spreadsheet is not his focus; he develops maps and then adds specific information. Because of this, the information is not currently in the format requested. Wes Smith estimates to complete the area he refers to as Phase A – Eidelweiss Drive from Oak Ridge Road to Rte 113, including all roads within that boundary; would cost $5,000. This would cover 5 days of field work and office mapping time. No estimate of time to complete this work is stated. The verification project the Asset Management Committee is working on for curb stop valves is supported by Wes Smith who states he can input the information onto a map when compiled.
(Ron Sandstrom leaves the meeting at 10:45 am.) Wes Smith continues by stating that to use the information going forward, the maps should be as accurate as possible.

11. Other Business (July 1)

Mike Smith discusses the extended length of the meeting with Wes Smith of Thorne Surveyors on Monday. The information to be given was not put forth in an organized fashion.

Chief Mullen of Madison Police has reviewed and is in favor of posting the See Something, Say Something notice. Ron Sandstrom makes a motion to post the notice on the website. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith discusses new driveway work at 31 Interlaken. Mike Smith makes a motion to send a letter to the homeowner for obtaining a Driveway Permit. Ron Sandstrom seconds the motion and the motion passed 3-0.

12. Public Comments

At 11:15 am Mike Smith makes a motion to recess the meeting until 8:30 am Wednesday July 1. Larry Leonard seconds the motion and the motion passed 2-0.

Meeting reconvened July 1, 2015 at 8:30 am.

At 9:25 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM062215.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 22, 2015

The Board of Commissioners met at 8:00 am on Monday, June 22, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Ian Hayes (water operator), Treasurer Dinah Reiss, resident Ralph Lutjen and Gloria Aspinall. The meeting was taped for Madison TV.
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At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to add Ralph Lutjen to the agenda and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

The roads are holding up well. Effort for the DPW crew will be cleaning culverts this week. The hills will be first for culvert cleaning. Removal of tree limbs over roads will be planned. A compacting roller is being priced through Coleman Rentals. Mike Smith makes a motion to have Kelly Robitaille look into available options, including the auction house in Tamworth. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that the Big Loop culvert needs attention daily for cleaning. The beavers are busily attempting to fill the culvert inlet. The culvert report sheet and road work report sheet are being updated for use. The culvert worksheet will be distributed for review. The goal is to track work completed for ability to predict future needs; creation of a model for road work. The list of roads that received cold patch will be turned in. Crack sealing quotes are being pursued. Options for repair of the broken pavement at the top of Oak Ridge are discussed. A follow up will be done with Bob Wirling on the status of the requested quotes. No Fireworks signs are discussed. Three signs have been ordered. Mike Smith makes a motion to order 3 additional No Fireworks signs for a total of 6 and to place one at each beach. Ron Sandstrom seconds the motion. The locations for placement of the three signs on order are discussed. Huttwil, Middle Shore and the back entrance of the VDOE will be the locations for the signs. Motion held until after the 4th of July. Construction on the outhouses is completed. The outhouses will be stained. An email regarding back dragging with the road grader has been received. Done properly, this should not damage the machine. Kelly Robitaille states that techniques for back dragging were taught at grader school.

3. Water System Planning

The repair for Muddy Beach Well #2 will be scheduled. A meeting with Tom Therrien of Electrical Installations will be scheduled. Attorney Dan Crean has been requested to review the contract for the State Revolving Loan Fund. Mike Smith discusses hiring of a project manager for the tank inspection and lining project. Discussion on oversight for the project is discussed. Paul Fluet is recommended. Mike Smith makes a motion to hire Dubois & King as VDOE representation on the tank lining project. Ron Sandstrom seconds the motion and the motion passed 3-0. This will be discussed with Paul Fluet on his scheduled visit July 1.

4. Administration

A safety meeting will be held Wednesday at 12:30 pm.

The Treasurer’s report is distributed by Treasurer Dinah Reiss. $56,000 will be transferred in June from the Water Usage Account to the Bank of NH operating account. $25,000 is being requested from the Water System Capital Reserve Fund. The Building project Warrant Article expenditures will be updated to actual at the end of this month. Dinah Reiss is working on establishing the truck loan documentation and a Tax Anticipation Note

The Policy Book will be reviewed for needed updates and to remove materials currently found in other document books, such as the employee handbook.

Asset Management is discussed. Thorne Surveyors will be in attendance at next Monday’s meeting. Ron Sandstrom requests any available member of the Asset Management Committee attend. Larry Leonard states that Thorne has good data on the District. Mike Smith makes a motion to have the Asset Management Team attend next Monday’s Commissioners meeting for Asset Management Team input. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to not televise the discussion with Thorne Surveyors. 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 $5,747.10. 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.

Accounts Payable
6. Minutes

The minutes of 06/03 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom reports that work is progressing on creation of a database for the Asset Management Committee. This will be reviewed Saturday at the scheduled meeting.

Mike Smith discusses the requested purchase order from the Asset Management Committee for tools for the curb stop valve location project. This will be discussed by the Asset Management Committee this Saturday. Varying GPS units and the actual application of use of the data are discussed. During a storm or the middle of the night, a location within three feet is close enough to use the metal detector to locate the valve. The inability to reproduce survey grade GPS coordinates during an emergency situation is discussed. Isolation valves and deeded road coordinates would benefit from the additional accuracy of a survey grade GPS. Mike Smith makes a motion to have the Asset Management Committee schedule meetings for the next three months. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion that all minutes of Asset Management Committee meetings be distributed to the Commissioners. Ron Sandstrom seconds the motion and the motion passed 3-0.
The eggs laid by the loons are expected to hatch this week. A live cam is available on the Loon Society web site.
The letter regarding road damage during construction at 12 Blinden will be done this week.
Mike Smith makes a motion to order the replacement pump for Jungfrau now. Ron Sandstrom seconds the motion. Discussion ensues on pricing for the pump. Mike Smith tables the motion for pricing review.
Mike Smith questions the discussion held during a recent Asset Management Committee meeting on exercising valves. This is not within the scope of, nor will it be pursued by, the Asset Management Committee.

8. Signature Items

A letter to the owner of 23 and 26 Diessbach is reviewed regarding construction of an unpermitted driveway. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to the owner of 25 Eidelweiss Drive regarding cleaning up of trash strewn about the property is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

NH Department of Environmental Services has sent information on a leak detection survey that is being offered.

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

The invitation from the Board of Selectmen for appearance at the June 30 meeting has been discussed.

The email from Mark Graffam regarding back dragging with the grader has been discussed.

Payment one of two expected this month from the Coleman Tower site has been received.

10. Scheduled Appearances

Ralph Lutjen is thanked for the work done to create the office entrance garden. Ralph Lutjen thanks Kelly Robitaille for his assistance during the project. The tree moved on Friday will need to wait to be pruned; this will be done next spring. The shrubs and mulch were placed by volunteers over the weekend. The garden should produce color throughout the summer and fall months. The cost to the VDOE for this garden is labor by the DPW calculated at a burdened rate to be $420. The cost to the Eidelweiss Property Owner’s Association is over $1,000. Ron Sandstrom states that the area looks good and is a vast improvement. Mike Smith adds that in making the District buildings look better there is a win-win for all.

Treasurer Dinah Reiss discusses a request from the Town of Madison to appear at the Selectmen’s meeting June 30 at 5:30 pm. Nancy Cole and Dinah Reiss will attend. Four items are listed for discussion; request to alter Treasurer’s agreement, tax on telephone poles, tax abatements, address changes. Discussion on advice from Attorney Crean is held. Mike Smith makes a motion to have Nancy Cole and Dinah Reiss contact Attorney Crean. Ron Sandstrom seconds the motion and the motion passed 3-0.

Gloria Aspinall discusses the catch basin on Eidelweiss Drive near her property. Mike Smith makes a motion to have the DPW clean the catch basin. Ron Sandstrom seconds the motion and the motion passed 3-0. Gloria Aspinall questions camping on the beaches and under what parameters the Commissioners would grant permission to camp on a beach. The wording of the Ordinance restricts camping. Discussion is held on the wording on the new beach signs and the ability of the Commissioners to grant permission.

11. Other Business

A question has been raised regarding a permit for digging a well at 29 Grachen. This is not within the scope of VDOE control; the homeowner is responsible for obtaining the proper permits from NH Department of Environmental Services.

Paul Fluet will be asked to review drainage and the proposed work for Middle Shore at Geneva Shore Place.

12. Public Comments

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

Respectfully submitted,

Nancy E. Cole
Administrator
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