[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM061515.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 15, 2015

The Board of Commissioners met at 8:00 am on Monday, June 15, 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 and resident Ralph Lutjen. Engineer’s Paul Fluet and Nick Sceggell participate telephonically. The meeting was taped for Madison TV by Tim Hughes.
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At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille discusses the rental authorized from MB Tractor. The equipment to be rented was reviewed and is not the correct equipment. ProQuip in Gorham NH has been contacted for a potential rental. Burnham Company of Conway is also being contacted. Discussion turns to the worksheet created for tracking road work on a weekly basis. The spreadsheet did not print in a usable manner. The sheet will be reworked. Old Town Rd is discussed. This road is in need of asphalt repair. Klausen is also in poor shape. Obtaining information on the areas in need of repair is discussed. Mike Smith makes a motion to have Kelly Robitaille create a list of asphalt roads in need of repair. Ron Sandstrom seconds the motion and the motion passed 3-0. Pricing for repairs will be done through the office once the list has been developed. Kelly Robitaille outlines that the State of NH is currently placing gravel over pavement in some areas. This may be a viable option for Klausen, but would not be done on a steep slope. Kelly Robitaille will discuss this further with Tony Eldridge. The pot hole at the end of the pavement on Oak Ridge will be filled in. The Big Loop culvert was cleaned Friday. The culvert needs to be cleaned again. The beavers are very active in their attempts to block the culvert. The culvert on Thusis Beach will be cleaned as will the culvert on Winnegon. The culvert on Porridge Shore will be checked. An email from Jay Buckley stating that many blocked culverts were noticed on Oak Ridge Road is discussed. These will be checked. Mike Smith discusses a visit to be scheduled with Engineer Paul Fluet for roads including Little Loop, the intersection of Diessbach and Big Loop, Altdorf, Little Shore. Burgdorf will also be checked. Report of a chair on Adelboden is discussed. Ron Sandstrom requests that reports for items such as this be made when first noticed. The policy book is reviewed. Updating of the book is discussed. Knowledge of current policies is discussed. Confirmation is given that it is policy that the DPW crew is responsible for removal of trash from the road and VDOE right of way along the roads. Ron Sandstrom makes a motion to have Nancy Cole review the book and create a current policy book and a historical policy book. Mike Smith seconds the motion. Discussion ensues. Motion is called to a vote and the motion passed 3-0.
Mike Smith discusses road signs. Mike Smith makes a motion to order 6 Dead End signs. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to replace the parking regulation signs at the entrances. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to order No Fireworks signs. Ron Sandstrom seconds the motion. Discussion ensues on the number of signs to be ordered. The Commissioners are informed that three No Fireworks signs are on order and expected next week. Mike Smith withdraws the motion. Ron Sandstrom discusses the drafted notice on when to contact the Police. The drafted notice will be distributed to the Board. The office will discuss the notice with Chief Mullen. Mike Smith makes a motion to request the Madison Police speed sign. Ron Sandstrom seconds the motion. Discussion ensues on the office to handle coordinating use of the sign with the Police. Motion is called to a vote and the motion passed 3-0. Discussion on house numbers and the letter to be sent to the homeowner across from DPW II where the animals have scattered the trash is held. Lack of visible house numbers on three houses concurrently creating difficulty in identifying the property is outlined. The letter to clean the property with a picture will be prepared for next week.

3. Water System Planning

The PRV pit readings have been taken and the pits cleaned. The information has been distributed to the Board and Engineer Paul Fluet. Mike Smith makes a motion to have the office create an Excel spreadsheet for the PRV pits. Ron Sandstrom seconds the motion and the motion passed 3-0. The spare parts inventory has been received but is not yet put away. Ian Hayes states that the parts are on order for the chemical injection room. Ian Hayes adds that he has spoken to Tom Therrien of Electrical Installations (EII) on scheduling of the SCADA hook up. Mike Smith makes a motion to schedule Tom Therrien for an upcoming meeting. Ron Sandstrom seconds the motion. Discussion on establishing a contract with EII is held. Ian Hayes recommends that a review of anticipated hours be done to determine the contract hours needed. Motion is called to a vote and the motion passed 3-0. An item list for discussion with Tom Therrien will be distributed.
Engineer’s Paul Fluet and Nick Sceggell are contacted by phone. The priority of projects for the District water system is discussed. Discussion on additional use of Muddy Beach recently is held. Direction from Paul Fluet is requested. Paul Fluet outlines the design of the system with the DPW well as the primary source and Muddy Beach as the secondary source; expected to supply 15 to 20 percent. Based on DPW as the primary source, Jungfrau station is the critical path of water flow to the Reinach tanks. The reliability of the 10 HP pump that is currently the second pump at the Jungfrau station is unknown. The 20 HP primary pump is less than a year old; but should a failure occur the system would be in danger of not being able to supply the District under peak demands. Paul Fluet recommends replacement of the 10 HP pump at Jungfrau prior to replacing the booster pumps at Muddy Beach. Paul Fluet outlines that a variable frequency drive with soft start is needed when any pump is replaced. Three phase power is also required. Paul Fluet agrees that Well #2 at Muddy Beach should be investigated for repair/flushing as needed and that addition of well transducers is recommended. The specification for a well transducer is discussed. Paul Fluet states that if EII has a model they have used effectively, it would be Ok to go with that. Ron Sandstrom makes a motion to request EII send information on the model of well transducer they have used to Paul Fluet. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to proceed with the second 20 HP pump at Jungfrau to be funded from the Water System Capital Reserve Fund. Mike Smith seconds the motion. Mike Smith moves to amend the motion to include piping, flow meters and the VFD. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion passed 3-0.

A visit to the District by Paul Fluet and Nick Sceggell will be scheduled.

29 Grachen water hook up application is discussed. The psi numbers will be sent.

The curb stop valve replacement on Lucerne Drive will be postponed. Ian Hayes will advise the new date. Mike Smith makes a motion to have Ian Hayes schedule the valve work on Lucerne with the DPW. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

The drainage issue at 4 Little Loop is discussed. The draft letter to the homeowner is reviewed. Ron Sandstrom makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.

The picnic tables have been picked up and are in the DPW II garage for staining.

The total amount expended on the Oak Station booster pumps replacement project is reviewed. Mike Smith makes a motion to withdraw $10,000 from the Water Extension Fund and $15,000 from the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion. Discussion on options for funding is held. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to withdraw $25,000 from the Water System Capital Reserve Fund. Mike Smith seconds the motion and the motion passed 3-0.

A requested purchase order from the Asset Management Committee for tools needed for the curb stop valve location project is reviewed. Mike Smith makes a motion to approve the purchase order for the Asset Management Committee in the amount of $3,250. Ron Sandstrom seconds the motion. The specifications of the GPS model to be ordered are discussed. Mike Smith withdraws the motion for additional information. The help wanted ad for data collection persons is reviewed. Ron Sandstrom makes a motion to place the ad in the Conway Daily Sun and distribute to the available interns from UNH. Mike Smith seconds the motion and the motion passed 3-0. Dinah Reiss discusses the intention of the Asset Management Committee is to review prospective hires and make recommendations for the Commissioners to review.

The Asset Management Committee has voted unanimously to recommend that the Commissioners not pursue additional work from Thorne Surveyors. Larry Leonard speaks against stopping the process with Thorne Surveyors. Ron Sandstrom speaks in favor of following the Committee’s recommendations. Mike Smith makes a motion to put Thorne Surveyors on hold. Ron Sandstrom seconds the motion. Mike Smith moves to amend the motion that if Thorne does not produce the already requested work by June 29 for review, the order will be canceled. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion passed 3-0.

The purchase order for $7,500 for gravel has $2,150 remaining after today’s payment for gravel.

Mike Smith makes a motion to obtain estimates for the replacement pump at Jungfrau for next week. Ron Sandstrom seconds the motion and the motion passed 3-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 12 checks for a total of $20,193.63. 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
7. Commissioners Reports

Mike Smith discusses the work on the outhouses. He has spoken to contractor Norm Garside. Once the outhouses are completed, this building will be worked on next. A review of remaining funds will be done once the DPW is complete prior to working on the cabana.

Work on a property on Diessbach is discussed. A new driveway appears to have been created. Mike Smith makes a motion to send a letter to the homeowner to apply for a driveway permit. Larry Leonard seconds the motion and the motion passed 3-0. NH DES and the Town of Madison are reviewing the construction across the street at the wetlands.

The isolation valve project will resume with Scott Hayes in July.

Larry Leonard reports that a new rake has been purchased for the beach cleaners.

8. Signature Items

The State Revolving Loan Fund documentation is reviewed.
Mike Smith makes a motion to sign Forms 5, 4, and 3. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign Form 6. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the Executive Summary. Ron Sandstrom seconds the motion and the motion passed 3-0.

The denial for water hook up for 29 Grachen is reviewed. Mike Smith makes a motion to deny the hook up and have Nancy Cole add the psi numbers upon receipt from Engineer Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 3-0.

The draft Vendor Notice is reviewed. Mike Smith makes a motion to sign the vendor notice. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence
10. Scheduled Appearances

Ralph Lutjen discusses the work completed last week on the new garden being built in front of the office. The initial work has already improved the appearance. Ralph Lutjen outlines that Salyards in Conway has a mature green Japanese maple tree that is available. The tree would require the backhoe to be removed from the ground. Mike Smith makes a motion to approve the use of the backhoe to get the tree. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom adds that the area out front is improved and looks good. Larry Leonard questions the time that will be needed to get the tree and is informed approximately 2 hours. Kelly Robitaille states that he is alone this week and someone will be needed to drive a truck to bring the tree back. Part time employee Tony Eldridge will be asked if he is available. Ralph Lutjen states that he will arrange for the mulch and loam to be delivered to the front of the building. Volunteers are expected next weekend to spread the loam and mulch as well as plant the new shrubs. The total dollars expended by the Eidelweiss Property Owner’s Association (EPOA) and the District personnel time and equipment will be calculated upon completion of the project. Ralph Lutjen adds that a place for annuals may be added for additional color going forward.

Resident Kay Mastrolia discusses drainage at the property located at 37 Oak Ridge Road. This area was reviewed by the Board two years ago. Mike Smith makes a motion that the Commissioners review to see if the area should be included for review by Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 2-0. Larry Leonard had stepped away during this vote.
11. Other Business
12. Public Comments

At 11:15 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91A 3:II (e) Legal matters. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.
At 11:18 am Ron Sandstrom makes a motion to exit Non-Public Session. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0

Tom Therrien of Electrical Installation will be scheduled to appear at an upcoming meeting. Tom will send information to the office on the transducer for the Muddy Beach wells.

At 11:25 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91A-3:II (e) Legal matters. Mike Smith seconds the motion. Motion is called via roll call 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 pay Integrated Water Systems $425 through the Deductive Change Order for the Jungfrau pump replacement project and mark the check “Final Payment”. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 11:35 am Mike Smith makes a motion to exit Non-Public Session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea 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/CM060315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 3, 2015

The Board of Commissioners met at 8:00 am on Wednesday, June 3, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille and Bob Goddard (highway). The meeting was taped for Madison TV by Tim Hughes.
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At 8:05 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to add housekeeping before Commissioners Reports 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

Kelly Robitaille reports that the air conditioning in the grader is not working. The Volvo technician is scheduled to do this repair this week. The weld on the pull behind roller has released and the roller cannot be used in current condition. Leasing or renting of a compacting roller is discussed. Chadwick-BaRoss has a machine that could be leased to own over a 7 year period for a total price of $75,000. MB Tractor rents compactors for $1,200 per month; $500 per week; or $150 per day. The need to compact roads after grading is discussed. Ron Sandstrom makes a motion to rent one from MB Tractor for one month. Mike Smith seconds the motion. Discussion ensues. Larry Leonard comments on the road plan and the need to see what roads are to be graded to determine if machine is needed. Ron Sandstrom agrees that the road plan and priority list needs to be worked on; however, not working effectively is not cost effective. Kelly Robitaille adds that ditching was done on Salins prior to grading of the road, adding time to that road while shifting other work as a result. Weather, ditching, response to washouts, time sensitive work such as rafts and picnic tables, etc. are all factors that will shift the work plan. Discussion on the continued use of part time employee Tony Eldridge for grader operations is held. Kelly Robitaille states that three persons for grading projects are effective and that the crew is still learning full operations of the machine. Motion is called to a vote and the motion passed 3-0. Kelly Robitaille states that the fittings for changing the backhoe bucket are still an issue. Volvo is working on this issue which is affecting the product line, not just Eidelweiss. The road plan will be updated for the next meeting. Discussion on crack sealing is held. The VDOE has not used this machine since the burn injury to an employee. Cold patch into potholes on paved roads is discussed. Asphalt shimming on larger paved areas that need repair is discussed. Mike Smith makes a motion to have the office pursue crack sealing vendors with pricing. Ron Sandstrom seconds the motion and the motion passed 3-0. Estimates for the road work approved at the Annual Meeting are expected. A meeting with Bob Wirling is scheduled. Mike Smith discusses establishing a plan for the DPW portion of the approved work. A work order will be issued for any of the Warrant Article work to be completed. DPW inventory list will be updated by the crew. Maintaining of the list going forward will be done. Drainage on Little Loop is discussed. The homeowner of 4 Little Loop requested to meet and discuss drainage near his property with Kelly Robitaille. Road water is washing out the driveway to this property. A culvert under the road with the outlet along the side of the driveway would correct the issue. One large tree next to the driveway would need to be removed. The homeowner has stated he is willing to remove the tree to allow the work to be done. Nancy Cole outlines the close proximity to the pond that this culvert outlet would have and the potential need for a permit from the Department of Environmental Services. Mike Smith makes a motion to have Paul Fluet review the drainage in this area. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to the homeowner will be prepared. The year to date budget is reviewed with the Highway personnel. Highway expenditures are currently at 46% of budget and we are currently 42% through the year. This is within expected variances given that certain line items are more heavily expended during the winter months; salt; sand; heat, etc. The road maintenance/gravel line item is discussed. Kelly Robitaille will check to see if line painting is needed this summer. The new truck is expected at Liberty International mid-August. Trimming of trees over roads is needed. Mike Smith discusses the level of the pond and the boards in the dam. Ron Sandstrom makes a motion to approve Mike Smith have direct contact with the office regarding the level of the pond for removal or addition of boards to the dam. Mike Smith seconds the motion and the motion passed 3-0. Discussion on the approval of creating a garden area in front of the office by the EPOA is held. Ron Sandstrom makes a motion to invite Ralph Lutjen to an upcoming meeting for discussion on the plans for the office garden. Mike Smith seconds the motion and the motion passed 3-0. Work that is being done at 23 Diessbach is discussed. A NH Department of Environmental Services permit for building of a boardwalk exists. The specifics of the permit are not known. There is not a Town of Madison building permit visible at the site, Code Enforcement will be checked with to see if a permit is needed.

3. Water System Planning

Ian Hayes, water operator, is expected at next week’s meeting. Chemical injection room work is progressing. Discussion on transducers is held. Larry Leonard outlines that the specification for the proposed transducers has been sent to Engineer Paul Fluet. No response has been received as of today. Approval from Paul Fluet for all equipment within the water system is outlined. Mike Smith states that the request was for the Engineer to specify the transducer, not the water operator. Proper use of the Engineer is discussed. Larry Leonard responds that this is not the Engineer’s expertise and that review of supplied information for approval is cost effective. Mike Smith outlines that Larry Leonard has traveled a solo path and that he has possibly incurred charges to the VDOE. Discussion continues. Ron Sandstrom recommends a note to all vendors that no costs are to be incurred from discussion with one commissioner. Discussion on acting as a Board is held. The role of the Board to manage the systems of the District as a team is outlined. Actions require votes of the Board to pursue. Mike Smith suggests limiting access to vendors by individual commissioners. The emails to Paul Fluet regarding Muddy Beach station are outlined and discussed. Larry Leonard’s initiation of these emails without inclusion of the remainder of the Board is discussed by Ron Sandstrom. Larry Leonard responds that it was discussed. Ron Sandstrom reiterates that a note to the vendors would help in situations going forward. Mike Smith makes a motion that when the Board of Commissioners contacts a vendor, the VDOE will pay the bill; if an individual contacts a vendor and incurs a charge; the individual will pay the bill. Ron Sandstrom seconds the motion. Discussion ensues. Emails from/to Paul Fluet and Larry Leonard are reviewed. Ron Sandstrom outlines that projects to be worked on and engineered are to come from the Board. Larry Leonard states Asset Management. Additional discussion on proper work flow is held. Mike Smith adds that Muddy Beach Well #2 has only run for 6 weeks since January; adding that he feels Paul Fluet is being misled. Review of an additional email from Larry Leonard to Paul Fluet is done. Ron Sandstrom discusses process and design of an unapproved project as an ineffective expenditure of time. Larry Leonard responds that he does not understand the issue. Ron Sandstrom outlines that all work is to be discussed and approved as a Board; not as one individual. This design for Muddy Beach has not been approved by the Board. Larry Leonard states asset management. Mike Smith adds that the project must be approved by the Board, not one Commissioner. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to send a notice to all vendors that no costs are to be incurred when work is not authorized by the Board. Mike Smith seconds the motion. Discussion on authorized work being sent from the office is held. Individual discussions with one Commissioner are not to incur charges. Mike Smith moves to amend the motion to include beginning today. Ron Sandstrom seconds the amendment. Larry Leonard states work being done is asset management. Nancy Cole informs the Board that the Asset Management Committee has not met and has not discussed pump replacement projects. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against this notice to vendors.

4. Administration

Ron Sandstrom outlines that a vote taken at the last meeting was not compliant with RSA 21-G:22. Ron Sandstrom adds that Larry Leonard should have abstained from the vote for compensation for individuals for work on Asset Management. Mike Smith makes a motion to rescind the vote for compensation on the isolation valve project. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining secondary to a conflict of interest. Discussion on establishing a meeting for the Asset Management Committee is held. Discussion is held on the Asset Management Committee making recommendations for the Board to consider on proceeding with the asset management project. Larry Leonard outlines his ideas on how to collect and update the information needed. Ron Sandstrom responds that he would like the Committee to have a meeting to review, discuss and create recommendations for the Board. Ron Sandstrom makes a motion to have the Board of Commissioners pre-approve all expenditures on asset management. Mike Smith seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining.

The total costs for the Oak Station pump replacement will be reviewed next Monday.

The next safety meeting is scheduled for June 24th.

The renewal for the Property and Liability Insurance for the District has been completed. All coverages and covered equipment are reviewed.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,492.41. 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.

The Water Usage fees collected to date are $161,878.00.

Accounts Payable

Mike Smith makes a motion to approve 22 checks for a total of $20,384.36. 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 5-11 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 5-18 are presented. 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

Larry Leonard states that the cleaning of the pump houses has been completed. Larry Leonard distributes work orders he created for water system projects. Mike Smith states that the 10 HP pump at Jungfrau is not to be relied on and that the Board should discuss with Engineer Paul Fluet. Discussion on setting up a conference call with Paul Fluet next Monday is held. Mike Smith adds that he would like confirmation of the priorities for the District. Mike Smith makes a motion to set up a conference call with Engineers Paul Fluet and Nick Sceggell for Monday. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard presents a purchase order for purchase of a SCADA program called XL Reporter. This program will be reviewed prior to authorizing purchase.

8. Signature Items

A letter to the homeowners of 19 Oak Ridge outlining restoration of the cut out created by the DPW in 2012 is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work orders will be on hold for further review.

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

9. Correspondence

Pictures of damage done to the pavement on Blinden Drive at the construction site for #12 have been submitted by Mark Graffam. Mike Smith makes a motion to send a letter to Glenn Builders including the photo for repair of the area. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ralph Lutjen has sent information on the building of a garden area in front of the office. Mr. Lutjen will be invited to attend an upcoming meeting to discuss the work with the Board.

The Loon Society has sent information on a new field Biologist who will be working with them this summer.

Nicole Linton has contacted the office with an offer to replace the basketball hoop and net that is broken at Eidelweiss Beach. The Linton’s will be asked to donate the item and the VDOE DPW will install.

10. Scheduled Appearances
11. Other Business

The Capital Reserve Fund articles approved at the Annual Meeting are being worked on.

NH Retirement System has sent a reminder of the rate increase that goes into effect July 1.

12. Public Comments

At 10:35 am Mike Smith makes a motion to take a 10 minute break. Ron Sandstrom seconds the motion and the motion passed 3-0.

Meeting resumes at 10:45 am.

At 10:55 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM060815.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 8, 2015

The Board of Commissioners met at 8:00 am on Monday, June 8, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Ian Hayes (water operator) and residents Ralph Lutjen and Ed Foley. The meeting was taped for Madison TV by Tim Hughes.

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

Mike Smith makes a motion to hear scheduled appearances first 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

Kelly Robitaille reports that work is being done on Huttwil. Ditching and graveling are being done. The speed bumps will be put in this week. The air conditioning in the road grader was repaired by Volvo last week. Discussion is held on the drainage basin at the back of the Huttwil parking lot that is being filled in. Ron Sandstrom questions the ability to be able to identify these items without documentation available on what was there. Ron Sandstrom makes a motion to have the office check for information on the placement of this drainage basin. Mike Smith seconds the motion. Discussion on locating historical information is held. Motion is called to a vote and the motion failed 1-2 with Mike Smith and Larry Leonard against stating to wait and see if needed and review then. Ron Sandstrom has distributed an updated road document. Discussion is held on compiling the information. A form for Kelly Robitaille to report work completed will be created by Ron Sandstrom. Discussion is held on inclusion of planned work within the information to be turned in. The document will be worked updated. Discussion on drainage at the entrance to Little Shore is held. The approved Warrant Article is discussed. Any work to be done in this area will have a work order created. Kelly Robitaille reports that some cold patching was done last week. Prices for sand are being looked at. Trash behind the playground will be picked up. Trash at the Chocorua pump house was picked up last week. Mike Smith makes a motion to send a letter to the homeowner across from DPW II regarding cleaning up the trash on the property. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to include a picture that Kelly Robitaille and bring to the office. Ron Sandstrom seconds the motion and the motion passed 3-0. Construction on Diessbach Drive is discussed. Ron Sandstrom has taken a picture that will be sent to NH Department of Environmental Services. Kelly Robitaille will check on the reported existence of a new driveway to the house across the street.

3. Water System Planning

Ian Hayes reports that he has completed the price list for the parts needed to rebuild the platform over the Sodium Bicarbonate tank. Cost is $200 and 4 hours of labor. Mike Smith makes a motion to approve $200 for parts for the Sodium Bicarbonate tank set up. Ron Sandstrom seconds the motion and the motion passed 3-0. The chemical injection room will be fully on line upon completion of this work. Ron Sandstrom outlines defining work and the ability to control costs. Discussion on structured budgets for all aspects of planned work is held. Ron Sandstrom makes a motion to include not exceeding totals on all future work orders. Mike Smith seconds the motion and the motion passed 3-0. Completing work in a timely basis is discussed. Change of scope during a project and the increases in time to complete that can result is discussed. Mike Smith makes a motion to have Ian Hayes complete the chemical injection room work by June 29. Ron Sandstrom seconds the motion and the motion passed 3-0. The pressure readings from the PRV pits have been turned in and will be sent to Engineer Paul Fluet. A discussion with Paul Fluet is scheduled for next week’s meeting. Ian Hayes will attend. Spare parts inventory has been received. The metal detector is discussed. Approximately $700 would be the cost for replacement. Mike Smith makes a motion to approve ordering of a replacement metal detector not to exceed $1,000. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Nancy Cole request Paul Fluet have a specification for a recommended transducer for the Muddy Beach Wells for next week. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion turns to the needed work on Muddy Beach Well #2 and warranty for the pump as it is less than a year old. Should the work be covered under warranty, would that coverage include the labor to pull the pump? Ian Hayes states that the issue does not appear to be the pump; sediment in the well blocking the inlet is the most probable cause. Flushing of the well is estimated to cost $2,000; labor to pull the pump is estimated at $1,200 and time allotment for Ian Hayes is estimated at $400. Mike Smith makes a motion to approve the work for Muddy Beach Well #2 at a cost not to exceed $3,600. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to obtain a cost estimate from Electrical Installations (EII) for addition of a well transducer to the SCADA system. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to obtain pricing for replacement booster pumps and control panels at Muddy Beach station. Ron Sandstrom seconds the motion. Discussion ensues on the order of projects. Motion is called to a vote and the motion failed 1-2 with Mike Smith and Ron Sandstrom stating this should wait until discussed with Engineer Paul Fluet next week. The water system and DPW well as the primary source for the system is discussed. Jungfrau station as the critical path for ability to supply water is discussed. Discussion is held on the need for input from Tom Therrien of EII on radio and antenna needs is discussed. Estimates are also needed. The chemical injection room is discussed. Mike Smith makes a motion to approve $400 for running of conduit from the Sodium Bicarbonate tank in the chemical injection room. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain and estimate from EII for completing the work in the chemical injection room. Ron Sandstrom seconds the motion and the motion passed 3-0. A railing for the unused chemical pit in the chemical injection room is to be quoted. The option of placing a platform over the open pit is discussed. Mike Smith makes a motion to have the office contact the Madison Fire Department for requirements for fire rating of a platform. Ron Sandstrom seconds the motion and the motion passed 3-0. The creation of a bid specification for the tank inspection and lining project is discussed. Nancy Cole will work with Larry Leonard on this. Discussion is held on a project manager for this project. Mike Smith makes a motion to have the office work on obtaining available persons and pricing. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against stating it is premature to do this at this time. The program XL reporter that is available for the SCADA system to compile report information automatically is discussed. The program will be reviewed for possible purchase this fall. Oak Station is discussed. Mike Smith makes a motion to request the as built information from Ian Hayes. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

A safety meeting is scheduled for June 24.

Drainage at 4 Little Loop is discussed. Mike Smith makes a motion to have Paul Fluet review the drainage in this area. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Paul Fluet review the intersections at Interlaken and Diessbach; Little Shore and Eidelweiss; and Geneva Hill on Middle Shore. Ron Sandstrom seconds the motion. Larry Leonard discusses inclusion of updating the hydraulic model for the water system. Mike Smith moves to amend the motion to include this update. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion passed 3-0.

Three (3) picnic tables are expected to be available for pick up by the DPW this week.

Asset Management Grant tasks are in progress. Discussion on use of interns or students for hire on the data collection portion of the curb stop valve location project. Larry Leonard makes a motion to advertise for the position. Ron Sandstrom seconds the motion and the motion passed 3-0. Nancy Cole and Dinah Reiss will work on creation of the ad. Work on compiling available data and linking the information to the property map and lot numbers is being done. Ron Sandstrom makes a motion to give access to the database of valve locations to the asset management committee members. Mike Smith seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to copy the isolation book. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom will work on this.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,918.60. 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.

The daily water usage for May has been distributed.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 1 check for $835.64. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Mike Smith makes a motion to have the Asset Management Committee approve unanimously for any funds for an individual and submit the vote to the Commissioners. Larry Leonard seconds the motion. Discussion is held on pre-approval for an individual to be paid. Mike Smith moves to amend the motion to be a pre-approval. Ron Sandstrom seconds the motion to amend and the motion passed 3-0. Mike Smith makes a motion to establish the wage for asset management work at $12 per hour. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against the hourly rate.

Mike Smith reports that work on the outhouses at the beaches is progressing. Costs for repairs to this building may need additional review as the building has deteriorated since the original estimate was completed.

Mike Smith makes a motion to allocate $50,000 to offset taxes in August. Ron Sandstrom seconds the motion. Discussion ensues on cash flow and the Unassigned Fund Balance. Motion is tabled for a later date.

Ron Sandstrom makes a motion to move the weekly Commissioners meeting to Friday mornings at 9 am for July and August. Mike Smith seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to have Nancy Cole obtain pricing for vehicle tracking systems as time allows. Mike Smith seconds the motion. Discussion on the safety reasons for implementing this type of system is held. Motion is called to a vote and the motion passed 3-0.

8. Signature Items

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

9. Correspondence

NH Department of Environmental Services has sent the approval of the Asset Management Grant application. The signed documentation from the State will be sent.

David Maudsley has sent a picture of trash outside the Chocorua pump house, reporting it has been there for 10 days. The DPW was informed of the trash upon receipt of the information by the office and has cleaned up the area.

Clerk Jay Buckley has sent information on pending rate changes for Eversource.

Mark Graffam has sent information and a picture regarding established drainage in the Huttwil parking lot that is being filled in by the DPW. Discussion on awareness of drainage locations within the District and lack of documentation on the drainage is held.

The NH Municipal Association has sent the Legislative Bulletin.

10. Scheduled Appearances

Ralph Lutjen outlines the plan for creation of a garden in front of the office. The major work would be placement of the landscape timbers for the walkway. The Eidelweiss Property Owner’s Association (EPOA) would reimburse the District for the cost of the timbers. The walkway would be filled with gravel. Ralph Lutjen outlines that the EPOA volunteers would not be able to place the gravel, the DPW will be requested to perform that function if approved. The mulch that was picked up at the Madison Transfer Station is reported to have pine cones, sticks and debris mixed in. Ralph Lutjen will check the mulch prior to placing. Larry Leonard states that mulch can be purchased for $15 per ton. The DPW will also be asked to remove a taxus that is obstructing the view onto Rte 113 at the entrance garden. Kelly Robitaille requests that Ralph Lutjen be present for guidance if the DPW is to place the landscape timbers. This will be arranged. Snow plowing and the effects this garden may have on where the DPW puts snow in front of the building is discussed. Snow will need to be plowed to the other side of the access road. Placing of gravel in the walkway is discussed. Kelly Robitaille reports that the VDOE has gravel available that could be used. Ralph Lutjen outlines that the entire project for the DPW portion could be completed in one and ½ days. Mike Smith makes a motion to have Kelly Robitaille work with Ralph Lutjen on creation of the office garden up to 12 hours. Ron Sandstrom seconds the motion. Larry Leonard discusses addition of color to the garden at the entrance. Ralph Lutjen outlines that the garden was planted last summer; the first year is the hardest as some of the plants may not have survived the first winter. Some annuals could be added going forward. Motion is called to a vote and the motion passed 3-0.

Ed Foley discusses his application for water hook up at 29 Grachen Drive. Mr. Foley is informed that all additional information requested by the Engineer has been sent. No official pressure reading from the Engineer has yet been received. Original report is that the pressure will not be adequate to meet the requirements for hook up. Mr. Foley requests a refund of the application fee. Mike Smith makes a motion to refund $8,000 to Ed Foley. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business
12. Public Comments

At 11:30 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/06/CM051815.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
May 18, 2015

The Board of Commissioners met at 8:00 am on Monday, May 18, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.
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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 approve the agenda as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

A quote for a new cutting edge for the grader has been received in the amount of $229.54. Kelly Robitaille outlines that two cutting edges are desired. Mike Smith makes a motion to approve the purchase of two cutting edges not to exceed $500. Ron Sandstrom seconds the motion and the motion passed 3-0. Road work updates will be added to the database created by Ron Sandstrom. Kelly Robitaille reports that all equipment is in good shape. Little Shore was ditched on Friday and will be graveled and graded this week. Cold patch will be placed on asphalt roads with pot holes this week. Kelly Robitaille outlines issues with the pavement on Klausen. This area is in poor shape. Kelly Robitaille will discuss the area with Russ Lanoie for obtaining options to repair the area. The weld on the compacting roller is holding at this time. The work list for the upcoming week is discussed. The berm restoration at 19 Oak Ridge Road has been completed. Mike Smith makes a motion to send a letter to the homeowners stating work is complete and hope it meets expectations. Ron Sandstrom seconds the motion and the motion passed 3-0. The reconstruction of Oak Ridge Road is discussed. Nancy Cole asks the Board if the Engineers estimate for construction for the road should be ordered. This request will continue to be held. Estimates for roller rentals, should one be needed, are discussed. Nancy Cole will obtain estimates for review. The culvert at the end of Porridge Shore is discussed. This culvert will be cleaned. Discussion on the culvert located at 68 Eidelweiss Drive is held. This culvert is OK at this time. The culvert across from 68 Eidelweiss Drive will be cleaned.

3. Water System Planning

A follow up with Ian Hayes on the status of completing work orders will be done. A follow up will also be done on the quote for the metal detector. A quote is expected from Hartley Well for Muddy Beach Well #2 repairs. A follow up will be done with Paul Fluet on the transducers for the wells. Input from Paul Fluet on project plans is also expected. Discussion on the plans for projects and concern for the project cost for Muddy Beach is held. Ron Sandstrom makes a motion to follow up with Paul Fluet on the proposed project list. Mike Smith seconds the motion and the motion passed 3-0. Locating water lines under Oak Ridge Road as a project is discussed. Mike Smith makes a motion to hold this project. Larry Leonard seconds the motion and the motion passed 3-0. SCADA software is discussed. An upgrade is available to the software that will automatically compile the water usage information needed for reports to the NH Department of Environmental Services. Information on the software and costs will be obtained for review. Mike Smith makes a motion to update the hydraulic model for the water system upon receipt of the fifth water hook up application. Ron Sandstrom seconds the motion. Discussion on the priority of updating the engineer’s hydraulic model ensues. Cost of updating the model is discussed. Mike Smith moves to amend the motion to contact Paul Fluet and Ian Hayes for costs to update the model. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion, as amended, passed 3-0. The total costs for the Jungfrau and Oak station pump projects are discussed. Jungfrau costs are $5,179. Oak costs are close to $20,000. Discussion on ability to transfer funds from the Water Extension Fund or the Water System Capital Reserve Fund is held.

4. Administration

The next safety meeting is scheduled for June 24.
The DPW inventory has been drafted. Discussion on having the DPW team review and update the list is held. Ron Sandstrom makes a motion to have the DPW update the inventory list. Larry Leonard seconds the motion and the motion passed 3-0.
An update on Asset Management will be delivered at the EPOA meeting this Saturday. Larry Leonard will give the presentation. Slides will be developed. General update slides will be included for informing those present as to the current status of planned work. Discussion on scheduling an Asset Management Committee meeting is held.
The monthly water usage for April has been distributed.
An application for water hook up for the lot located at 29 Grachen Drive has been received. The information on the request has been submitted to Engineer Paul Fluet for approval. Mike Smith makes a motion to obtain the pressure readings at the gauge when water is turned on to a property and to note that reading on the curb stop location card. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Lodge is being worked on for correction of the water leaks and installation of the smoke detectors this week. The heat detectors in DPW II will also be installed this week.

The new beach signs have been installed.

A quote for the road work outlined in the approved Warrant Articles is being pursued.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 19 checks for a total of $7,366.06. 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
7. Commissioners Reports

Larry Leonard discusses the level of the brook, stating that the level is very low.

Ron Sandstrom discusses attendance at the Local Officials Workshop sponsored by the NH Municipal Association last week. Ron Sandstrom makes a motion to pursue establishing pricing for separate email accounts for each Commissioner. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith discusses continued work on location of isolation valves within the VDOE. Scott Hayes of Iron Mountain is tentatively scheduled for Thursday, June 4 at 9:30 am. The intent will be to meet weekly for this work to be completed. Larry Leonard makes a motion to collect hours for reimbursement of the Commissioners from the Asset Management Grant. Mike Smith seconds the motion. Discussion ensues. Ron Sandstrom states he is against any model that includes payment to the commissioners. Mike Smith states that he is volunteering his time for this work and will not turn in hours for reimbursement. Discussion continues. Motion is called to a vote and the motion passed 2-1 with Ron Sandstrom against the motion to allow payment to commissioners. Mike Smith makes a motion to establish the rate at $13 per hour for reimbursement. Ron Sandstrom seconds the motion. Discussion ensues. Larry Leonard states that a higher reimbursement rate should be established. Mike Smith moves to amend the motion to a rate of $16 per hour. Larry Leonard seconds the amendment. Motion is called to a vote and the motion passed 2-0-1 with Ron Sandstrom abstaining from the vote as he is against the idea of paying commissioners for work done that benefits the VDOE. Mike Smith makes a motion to review the payment information, hours and rate in 60 days. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

A permit for construction of Dorfli Road is presented. Mike Smith makes a motion to approve the permit for construction of Dorfli Road. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Construction for 2 Splugen Place is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to the Town of Madison, Trustees of the Trust Funds to close the Expendable Equipment Trust Fund and withdraw all monies is presented. Mike Smith makes a motion to sign the letter to close the trust fund by withdrawing all funds. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter and form for voluntary correction of the address for the house listed as 31 Basil Street to 31 Saint Moritz Drive is presented. Mike Smith makes a motion to sign and send the letter and form for correction of this non-standard address. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

NH Municipal Association has sent the monthly News Link.

Part time snow plow operator Kevin Thomas has sent a Thank You to the Board for the end of season bonus he received.

10. Scheduled Appearances

Treasurer Dinah Reiss distributes and discusses the monthly cash flow report. $50,000 will be transferred from the Water Usage account to the Operating account. Delivery date of the ordered truck is discussed. Dinah Reiss will obtain the loan information and documentation needed. Jim Ramsey of Liberty International will be contacted for the delivery date.

11. Other Business

Classification change of Class VI roads to Class V roads is discussed.

12. Public Comments

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

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 10:15 am Mike Smith makes a motion to exit Non-Public Session and resume the public session. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Discussion is held on the next Commissioner’s meeting date. The meeting scheduled for June 1 will be moved to June 3 at 8 am in the District office. The meeting will be posted.

Mike Smith makes a motion to send for the Engineer’s Estimate of Construction costs for the reconstruction of Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:25 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/06/CM051115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
May 11, 2015

The Board of Commissioners met at 8:00 am on Monday, May 11, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Ian Hayes (water operator) and Wes Smith of Thorne Surveyors. The meeting was taped for Madison TV by Tim Hughes.
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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 approve the agenda as presented. 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 trucks are in good condition. The grader has been worked on by Volvo. The air conditioning is not working in the unit. Chadwick-BaRoss will schedule recharging the system. No resolution has been found for the grader’s computer brake system alarm. All aspects of the braking system have been tested by the technician and are functional. New edge blades are needed for the grader. Kelly Robitaille will submit a purchase order. The roller weld did not hold. The option of leasing a vibratory compactor for the summer is discussed. Mike Smith makes a motion to have the office price rental costs per job and for the season. Ron Sandstrom seconds the motion and the motion passed 3-0. The fittings for the bucket connections on the backhoe are difficult to maneuver. Chadwick-BaRoss will be replacing the fittings. Ron Sandstrom outlines that the road status spreadsheet has been put into a sequel server database for ease of use. Ron Sandstrom distributes an updated printout. Discussion on updating of this form is held. Inclusion of upcoming work planned is discussed. Ron Sandstrom makes a motion to have Kelly Robitaille report weekly the work completed that week and the work planned for the next two weeks. Mike Smith seconds the motion and the motion passed 3-0.
Discussion on the use of work orders for larger projects and manners of determining when a work order should be used is held. Kelly Robitaille reports that at this time maintenance is being done. The information on work completed and planned will be brought to the office weekly. Cleaning of culverts, including driveway culverts is discussed. The year to date expenditures on the budget for part time employees and overtime are discussed. Stockpiling of sand is discussed. High Street Sand & Gravel will reduce the price per ton by $2.00 if the VDOE hauls the sand. Calcium Chloride is needed. Mike Smith makes a motion to approve the purchase of Calcium Chloride up to $1,200. Ron Sandstrom seconds the motion and the motion passed 3-0.

Discussion is held on last week’s water main break during the valve repair on Porridge Shore Drive. Ability to improve work flow going forward is held. The ability to minimize additional issues during work on the water system is discussed. Proper isolation of the affected area so as to minimize the resulting water outage and timely notice of the resulting water outage from the office were well handled. Location of, and addition of, isolation valves to be able to properly isolate areas is discussed.

Three picnic tables are needed. Mike Smith makes a motion to purchase three picnic tables. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to put the rafts out. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike smith makes a motion to put out the speed bumps. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to remove the spring load limit. Ron Sandstrom seconds the motion and the motion passed 3-0.

Broken water pumps for the water at the Lodge are discussed. Mike Smith makes a motion to hire a plumber to repair the Lodge water lines. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water System Planning

The year to date budget status for the water system is reviewed with water operator Ian Hayes.
Discussion is held on moving the Oak Station pump replacement charges to the Water System Extension Fund in the amount of $23,000. Ian Hayes discusses being part of all plans for projects. Having funds available for emergency work that may be needed is discussed. Ian Hayes reports that the chemical injection room should be fully on line this week. Combining work with other SCADA work is discussed. The bleeders have been turned off. The heat is off at all pump houses. Water system flushing will be posted for next Tuesday and Wednesday. The Pressure Reducing Valve pits will be cleaned and checked this week. Seasonal turn ons for the water system are being done. The delivery for the spare parts ordered recently is expected. The make and model of the proposed metal detector replacement will be sent by Ian Hayes. Transducer model for the wells has been requested from Paul Fluet, water system Engineer. Clearing of the pump for Muddy Beach Well #2 is discussed. Hartley Well will be scheduled to diagnose the issue. Ian Hayes discusses the rationale for locating the pipes along/under Oak Ridge Road. Though Granite State Rural Water offers the locating equipment and personnel free of charge, multiple dig sites would be needed along Oak Ridge to gain entry to the pipes. The option of having Granite State Rural Water attend an upcoming Commissioners meeting is discussed.

4. Administration

The next safety meeting is scheduled for June 24th.

The VDOE inventory list for the garages has been started. Discussion ensues on completing and verifying the list.

A meeting will be held on Saturday May 23 at 12:30 pm in the Lodge.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,708.92. 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.

The status of the water billing collections to date and remaining open accounts is reviewed and discussed. There are currently 93 accounts with an open balance.

5. Accounts Payable

2 checks for $1,684.83 are presented. Mike Smith makes a motion to approve 2 checks for a total of $1,684.83. Ron Sandstrom seconds the motion. Checks and invoices are reviewed; one is health insurance for the month and the other is the NH Retirement System contribution. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 5/4 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

Mike Smith makes a motion to have the office contact Rick Skarinka of NH Department of Environmental Services (DES) to determine if State Revolving Loan Fund monies through the DES program could be used to pave a road following water line replacement. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith asks the office to obtain the status of the Lodge smoke detectors and DPW II heat detectors. This will be followed up on. Mike Smith makes a motion to have Paul Fluet review the proposed order of water system projects. Ron Sandstrom seconds the motion. Discussion ensues. Mike Smith withdraws the motion for additional discussion next week.

Ron Sandstrom discusses caution needed to be used by an individual commissioner to not commit the VDOE.

8. Signature Items

A draft of a letter to the Town of Madison Selectmen requesting information on the status of the property located at 14 Aspen is presented. Mike Smith makes a motion to approve and sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A draft of a letter to resident Leanne O’Hara approving her request to occasionally park a coach up to 46 feet in length in the Huttwil parking lot is presented. Mike Smith makes a motion to approve and sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

The NH Municipal Association has sent the weekly Legislative bulletin.

Jay Buckley has sent a Thank You to the Board for posting the Valley Pride Clean Up day information.

10. Scheduled Appearances

Wes Smith from Thorne Surveyors is present to show the Commissioners what Thorne Surveyors could create for maps for the Asset Management System. Information that Thorne Surveyors has on file has been compiled. Discussion on the information on record and the information needed for the VDOE maps is held. Wes Smith outlines that surveyed lot lines are an example of information on record with Thorne that is not needed on the VDOE maps. Discussion is held on the ability to add the information available on curb stop locations to the maps is held. The valves would be added as an overlay. Marking items on the map as GPS location or calculated locations via color or some other means is discussed. Cost going forward and cost of the initial map creation is discussed. Wes Smith outlines that he would need to see the amount of information available in order to be able to compile the needed pricing. Pricing for four levels of potential service will be calculated: 1. Base map creation; previously quoted at $1,200; 2. Addition of VDOE data as overlay; 3. Field work of additional surveyed locations; 4. Ongoing costs for maintenance and updating of the maps.
Wes Smith recommends that he be allowed to review the Fluet Engineering information and the VDOE information on file for ability to complete the cost estimates and create a time line for completion of the initial project. Mike Smith makes a motion to have the office obtain the information from Paul Fluet and the curb stop card data for review by Wes Smith. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business

The Oak Ridge Road specification from the Annual Meeting was given to Bob Wirling last week.

12. Public Comments

At 11:10 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/06/CM050415.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
May 4, 2015

The Board of Commissioners met at 8:00 am on Monday, May 4, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Clerk Jay Buckley. The meeting was taped for Madison TV by Tim Hughes.
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At 8:05 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Work was done on the road grader by Volvo on Friday. The cause of the braking system alarm is being corrected. Chadwick-BaRoss has offered to sell the defroster blower for the grader to the VDOE for $450.00. The installation is to be scheduled with warranty work. Mike Smith makes a motion to add the defroster motor to the next work scheduled not to exceed $500. Ron Sandstrom seconds the motion and the motion passed 3-0. Oak Ridge Road is discussed. Fluet engineering has sent a cost for development of the Engineer’s estimate of construction. Mike Smith makes a motion to approve up to $600 for creation of the Engineer’s Estimate for Construction. Ron Sandstrom seconds the motion. Discussion on the project is held. The intent to obtain the numbers and hold meetings to outline the project to the voters is discussed. The road design and specifications are discussed. Mike Smith moves to amend the motion to include a description of the specifications. Ron Sandstrom seconds the motion to amend. Discussion continues on verifying the specifications prior to creating an estimate to construct the project. Motion is called to a vote and the motion failed 0-3. Ron Sandstrom makes a motion to obtain the specifications used for the road construction. Mike Smith seconds the motion and the motion passed 3-0. Kelly Robitaille joins the meeting in progress. The rabid raccoon on Huttwil Drive that he had been watching as requested by the Police until an officer was on scene has been taken care of by the Madison Police. Kelly Robitaille reports that the Volvo technician will be returning to finish the corrections to the computer causing the brake system alarm on the road grader. Volvo will also be working on the backhoe as the attachment point for the bucket has seized. Part time employee and grader operator Tony Eldridge will be in this afternoon to grade Eidelweiss Drive. The spreadsheet for road work will be updated on a weekly basis. The next area for grading and graveling will be to complete the Chocorua View, Basil, St Moritz section that was started last week. Grachen Drive, Salins and Bristenstock will follow. Grachen also needs ditch work will be completed. Culvert repairs and cleaning are being handled as each road segment is worked on. Discussion on predictive modeling of gravel costs for road work is discussed. Planning and execution of a plan for road work is discussed. The old shed in the DPW yard is discussed. The Town of Madison has stated that the transfer station is unable to accept this amount of construction debris. A price for delivery of a construction dumpster could be obtained. Alternatives such as obtaining a burn permit are discussed. The metal will be removed and brought to North Country Recycling. The fire scene at 14 Aspen is discussed. Mike Smith makes a motion to send a letter to the Town of Madison requesting an update on the status of making the scene safe. Ron Sandstrom seconds the motion and the motion passed 3-0. The upper section of Oak Ridge Road where the pavement was removed Patchwork repairs could be made to Klausen and Oak Ridge. The area will be reviewed and discussed further.

3. Water System Planning

Ian Hayes will be at next week’s meeting. Within the budgets, funds expended this year on the Oak pump replacement project and the Jungfrau pump replacement project have been charged to pump house repairs. Some of these expenditures will be moved to the Water Extension Fund. Information from the water operator requesting the status of projects will be requested by email. The requirements for the State Revolving Loan Fund for the tank lining project are discussed. Discussion is held on establishing milestones for the project and a timeline for completion is held.

4. Administration

A safety meeting is scheduled for Wednesday at 12:30.

Expenditures to date for the Jungfrau pump replacement completion and the Oak pump replacement project are distributed and discussed. Charges from Electrical Installation for the SCADA programming are outstanding and will be added to the project costs when received.

Larry Leonard outlines an inventory sheet which has been established for tracking inventory in the DPW garages. Discussion on the level of information to be collected is held. Basing the list on the cost of items is discussed. Ability to update and maintain the list is discussed. Ron Sandstrom makes a motion to track inventory with a value of $100 or more. Larry Leonard seconds the motion. Discussion on the need for this information is held. Motion is called to a vote and the motion passed 2-1 with Mike Smith against this project.

The fuel reconciliation is being worked on.

Ron Sandstrom states that he will not be available on May 23rd.

Asset Management grant tasks are being worked on.

Norm Garside of Garside Construction is expected this week to begin work on the beach outhouses. The beach signs are expected this week.

Paul Fluet has responded to the request for information on the intersection of Diessbach and Interlaken. Paul Fluet will be asked to review the area the next time he is in the District.
5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 7 checks for a total of $9821.99. 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 4/22 are reviewed. Larry Leonard 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 4/22 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 4/27 are reviewed. Mike Smith makes a motion to approve the minutes with correction of the typographical error of house to hose. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Larry Leonard discusses a spreadsheet that he is putting together to track DPW planned work and scheduling.

Ron Sandstrom discusses the pond level. Removal of a board from the dam is normally done in spring. Ron Sandstrom makes a motion to pull a board from the dam. Mike Smith seconds the motion. Discussion on the lack of rain recently or predicted is held. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against removing a board.

Mike Smith makes a motion to begin the beach cleaning. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Work Order 1072 for summer water turn on at 55 Oak is presented. Mike Smith makes a motion to approve and sign the work order. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1073 is presented. Mike Smith makes a motion to approve and sign the work order. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1074 for restoration of the berm on the property of 19 Oak Ridge is presented. Mike Smith makes a motion to approve and sign the work order. Ron Sandstrom seconds the motion and the motion passed 3-0.

Times off requests for Nancy Cole are presented. Mike Smith makes a motion to approve May 15th. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve May 26 – 29. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Resident LeeAnn O’Hara has requested permission to park a coach on occasion at the Huttwil parking lot. The coach to be parked may be up to 46 feet. Mike Smith makes a motion to approve the request and the coach is to be parked in the back corner of the lot. Ron Sandstrom seconds the motion and the motion passed 3-0. A letter of approval will be prepared for next week.

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

The NH Municipal Association has sent the weekly Legislative Bulletin.

The NH Municipal Association has sent the monthly News Link. Outlined is information relating to the change of PSNH to Eversource. Increasing of the stranded electric costs and delivery costs targeted customers who purchase electricity from third party suppliers has been proposed to the Utilities Commission.

10. Scheduled Appearances
11. Other Business

Nancy Cole and Treasurer Dinah Reiss will be attending the Government Finance Officers seminars Thursday and Friday of this week.

Larry Leonard will be attending the Granite State Rural Water Association Line location and Leak Detection seminar on May 12.

Ron Sandstrom will be attending the Local Officials Workshop by the NH Municipal Association on May 15.

Updating the spreadsheet for the road work being done is discussed. The size of the spreadsheet and the information contained within are discussed. Larry Leonard requests a simplified summary that could be printed. Defining the terms of “fair”, “poor”, and “good” as relating to road conditions is needed.

Water billing collections to date are discussed. A report will be prepared for next week.

An outline of the Commissioners meeting scheduled for May 23rd will be developed.

Ron Sandstrom will work on providing the costs to supply the DPW with email and a manner of accessing it.

12. Public Comments

At 10:35 am Mike Smith 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/2015/06/CM042715.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
April 27, 2015

The Board of Commissioners met at 8:00 am on Monday, April 27, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Clerk Jay Buckley. The meeting was taped for Madison TV by Tim Hughes.
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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 approve the agenda as presented. 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 all equipment is in good shape. The water turn on at the entry garden will require use of the backhoe to dig the valve. This will be scheduled. Alternate sites to access water may be looked into if needed. Mike Smith offers use of the hose at his house if necessary. Shoulder work is being completed on roads. Overall the roads are in good shape. The York rake is being used where appropriate. Discussion is held on the intersection of Interlaken and Diessbach. This area will be checked for resolution of the standing water that is there every spring. Jay Buckley states that this area was looked at by the Engineer a few years back and that a solution had been outlined but not implemented. This will be checked on. Mike Smith makes a motion for the office to locate the documentation on the proposed repair. Ron Sandstrom seconds the motion and the motion passed 3-0.
Discussion on drainage needs in this low lying wet area continues. Damaged culverts are being checked for repairs. Two are noted on Porridge Shore with another on Middle Shore. Kelly Robitaille will check these culverts and report. The road list that was updated April 7 will be redistributed. The shed in the DPW yard is discussed. Mike Smith makes a motion to take off the metal roof for recycling and to remove the remainder of the debris. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain a price for a roof over the sander rack. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom outlines that a budget review will be done next week. Kelly Robitaille and Bob Goddard of the highway department will both attend. A safety meeting is scheduled for Wednesday. Mike Smith states this may be changed, he will notify.

3. Water System Planning

The total costs to date for the Oak station pump replacement project and the Jungfrau pump replacement will be calculated for next week. Completion of the SCADA work at Oak station will be followed up on. The quote for the transducers for the wells is discussed. Mike Smith makes a motion to have Paul Fluet specify the transducers for the Muddy Beach wells. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against this engineering cost being incurred. Ian Hayes will be notified that this request is being sent to Engineer Paul Fluet.

4. Administration

A safety meeting is scheduled for Wednesday.

Valley Pride information was attempted to be posted on the website last week. The post would not load into the computer. Ron Sandstrom has updated the website and the post will be placed on the site today. The sandwich notice board will be placed at the Huttwil parking lot and a notice for Valley Pride will be posted there as well.

The inventory lists for DPW equipment will be developed going forward. Discussion is held on creating the list and maintaining it once created. Larry Leonard states that he would like to put a start date onto this project. This will be discussed with the DPW crew next Monday.

Thorne Surveyors will be rescheduled for delivery of the Asset Management information they have developed for the VDOE.

Mike Smith will contact Scott Hayes for available times to continue with the location of isolation valves within the District. June will be targeted for this project.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,422.60. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ron Sandstrom discusses the “No Parking between signs” signs that are located in varying areas of the District. There are no corresponding signs in any area that outline a no parking zone. Administrator Nancy Cole outlines that these signs were placed many years ago and never removed.

8. Signature Items

Work Order 1069 for summer water turn on is presented. Mike Smith makes a motion to sign the Work Order. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Driveway Permit for Construction for 59 Oak Ridge Road is presented. Mike Smith makes a motion to sign the Permit. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on the date referenced on the Permit form. This will be checked. Compliance with the Driveway Ordinance will also be referenced.

9. Correspondence

Clerk Jay Buckley has submitted information on the DES program for home owner storm water management.
10. Scheduled Appearances

Jay Buckley distributes information on the NH Department of Environmental Services program “Soak up the Rain”. This program is a storm water management program for homeowners. Making the information available for homeowners is discussed. Ron Sandstrom makes a motion to add the information to the website. Mike Smith seconds the motion and the motion passed 3-0. Discussion on drainage at Geneva Beach is held. An attempt to purchase the vacant lot next to #7 Middle Shore was unsuccessful a few years back. Mike Smith makes a motion to obtain the owner’s information and the tax assessment information. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business

Ron Sandstrom discusses the property at 19 Oak Ridge and the request to reconstruct the berm that was removed by the DPW in 2012 discussed last year. A work order will be created for next week.

12. Public Comments

At 9:10 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/06/CM042215.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
April 22, 2015

The Board of Commissioners met at 8:00 am on Wednesday, April 22, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.
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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 approve the agenda as presented. 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 Top Kick was picked up by Liberty International on Monday. Tony Eldridge was in on Friday and the roller has been welded. Once water is available, the weld on the roller will need to be tested. Asphalt roads are being swept. Gravel roads are being prepped for grading. Tony Eldridge is available on Mondays, Thursdays and some Fridays. Basil was graded and graveled last week. Overtime hours during the summer months for highway personnel is discussed. Overtime would be used to maximize the benefit of Tony Eldridge’s hours operating the grader. Scheduling would be weather permitting. The lack of running water in this building is discussed. The roller cannot be filled nor can the water tank. Mike Smith makes a motion to have the water turned on at the entry garden. Ron Sandstrom seconds the motion and the motion passed 3-0. The heavy rain from the other night is discussed. The overflow culverts on Burgdorf were blocked by a tree branch. Some water went over the road in this area. The culverts were cleared and no damage to the road was done. Discussion is held on the inlet of the bottom culvert on Burgdorf. This culvert needs to be repaired. This will be looked at over the summer months. The intersection of Diessbach and Interlaken is discussed. Drainage in this area should be improved and will be looked at. An exposed valve cover on Porridge Shore is discussed. Mike Smith makes a motion to dig the area and cut & re-cover the pipe below grade. Ron Sandstrom seconds the motion. Discussion on doing this work, potential closing of three small roads while work is completed, and the project overall is held. Motion is called to a vote and the motion passed 3-0. A work order will be produced.
The recent update to the road list and work planner is discussed. This document will be redistributed for review and discussion.
Kelly Robitaille is informed that a tree has been marked across from Porridge View Drive as a potential location for placement of the mirror purchased by John Lynch, a resident of Porridge View. The location will be checked.

3. Water System Planning

The SCADA work needed at Oak station is discussed. This work has not yet been completed. Tom Therrien of Electrical Installation will be followed up with. The work in the chemical injection room is progressing. The Sodium Hydroxide is on line. The Jungfrau pump has been leveled. The spare parts inventory has been ordered. Quotes are expected for transducers that will be placed into the Muddy Beach Wells. A recommendation and quote is expected for replacement of the metal detector. Maintenance agreement options for a contract with Electrical Installations are discussed. Tom Therrien will be scheduled for a discussion with the Commissioners. Intermediary costs for alternative options will be requested prior to the discussion occurring. Treasurer Dinah Reiss discusses the State Revolving Loan Fund, outlining that the program is on a reimbursement basis. Specific bid processes and contract requirements are in place for use of these funds. Mike Smith makes a motion to get the parameters required for the State Revolving Loan Fund. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

Cleaning of the pump houses is discussed. Amy Thompson has responded that she will clean the pump houses for a rate of $13 per hour. Mike Smith makes a motion to hire Amy Thompson to clean the pump houses and office. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he is related to Ms Thompson. Mike Smith makes a motion to have the cleaning for the pump houses and office done quarterly. Ron Sandstrom seconds the motion and the motion passed 3-0.

Valley Pride Clean Up day is Saturday May 2.

Thorne Surveyors are expected as a scheduled appearance April 27th.

An office procedure manual is being developed.

A request for Permit for Driveway Construction has been received for 59 Oak Ridge Road. Requirements for reconnecting the original driveway are discussed. Ron Sandstrom discusses placement of a channel drain into the current opening in the pavement. Mike Smith makes a motion to approve the application with all construction costs to be paid by the homeowner at the altering of an existing driveway cost of $75.00. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to require a channel grate, the same ratings as the one placed in the existing driveway, and to have a Driveway Permit for Construction ready for next Monday’s meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 21checks for a total of $16,733.20. 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 4/13 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom announces that Kennett High School finished 16th overall in the World Championships for robotics.

Mike Smith discusses that it is time to turn off the heat in the pump houses.

8. Signature Items

The final application for the State Revolving Loan Fund is presented. Mike Smith makes a motion to approve and sign the application. Ron Sandstrom seconds the motion and the motion passed 3-0.

Exhibit A and B of the Asset Management Grant paperwork are presented. Ron Sandstrom makes a motion to sign the paperwork. Mike Smith seconds the motion and the motion passed 3-0.

A letter to the new owner of 24 Interlaken is presented. The letter notifies the owner of the outstanding balance due on the property for water usage fees which were not collected at the time of the closing as the VDOE was not contacted prior to the transfer. Mike Smith makes a motion to sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1066 for placement of a stop sign and road names at the intersection of Appenvel Way and Eidelweiss Drive is presented. Mike Smith makes a motion to sign the work order. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work Order 1067 for turning off of the water system bleeders is presented. Mike Smith makes a motion to sign the work order. Larry Leonard seconds the motion and the motion passed 3-0.

Work Order 1068 for checking and cleaning of the Pressure Reducing Valve (PRV) pits for the water system is presented. Mike Smith makes a motion to sign the work order. Larry Leonard seconds the motion and the motion passed 3-0.

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

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results. All results clean.
Attorney Dan Crean has sent his schedule for the next month.
NH Municipal Association has sent the monthly Legislative Bulletin.
NH Municipal Association has sent the weekly NewsLink.
Luis Adorno of NH DES has reviewed the Asset Management Grant paperwork.

10. Scheduled Appearances

Treasurer Dinah Reiss presents a cash flow analysis. Average monthly expenditure is based on the average of 2014 expenditures. The spreadsheet is reviewed and discussed. Approved expenditure planning for available cash flow is outlined. Dinah Reiss states that the Commissioners have direct control over the timing of expenditures for projects. Discussion on the potential need for a Tax Anticipation Note (TAN) this fall is held. The spreadsheet will be updated monthly to reflect actual bank balance and monthly expenditures. Discussion is held on the frequency that the Board would like to receive updates as this tool is being provided for their use. Ron Sandstrom makes a motion to update and distribute the spreadsheet monthly. Mike Smith seconds the motion. Mike Smith moves to amend the motion to include adding the Capital Reserve Funds and Water Extension Fund. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0. The Commissioners thank Dinah Reiss for her work in creating this document.

The Treasurers agreement for tax payments from the Town of Madison is discussed. Dinah Reiss outlines that she intends to recommend altering the agreement so that the VDOE receives payment 30 days after the due date of the taxes to the Town. Dinah Reiss has requested an appointment with Town of Madison Treasurer Catherine Tilton.

11. Other Business
12. Public Comments

At 10:00 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters. Ron Sandstrom 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 give each part time snow plow operator a bonus of $300. Ron Sandstrom seconds the motion. Mike Smith moves to amend the motion to $300 for Paul Costello and Kevin Thomas and $200 for Peter Graham. Ron Sandstrom seconds the motion to amend. Motion as amended is voted and the motion passed 3-0.

Mike Smith makes a motion to follow up with employees on status of health insurance. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:10 am Mike Smith makes a motion to exit Non-Public Session and adjourn the meeting. Ron Sandstrom 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.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/06/CM041315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
April 13, 2015

The Board of Commissioners met at 8:00 am on Monday, April 13, 2015. In attendance were Commissioners Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway), Ian Hayes (water operator) and resident Gloria Aspinall. The meeting was taped for Madison TV by Tim Hughes.
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At 8:00 am the meeting was called to order by Commissioner Larry Leonard.

1. Agenda

Mike Smith makes a motion to approve the agenda as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that all equipment is in good shape. The sander and plow equipment will be removed from the Ford 550 this week. The Top Kick is scheduled for pick up this Friday. The truck will be cleaned prior to pick up by the dealership. Asphalt roads will be swept this week. Shoulder work along asphalt roads will also be done. The area of 48 Little Shore will be checked for water running across the street. Discussion is held on the use of cold patch on Eidelweiss Drive near Rte. 113. Shimming the area with asphalt is discussed as an option. The roller will be scheduled for repair. The road grader will have a service scheduled with Volvo. The option of adding a defroster blower to the road grader is discussed. Updated pricing for the blower motor is expected. Mike Smith makes a motion to have the office create a maintenance schedule of all equipment. Larry Leonard seconds the motion. Discussion is held on the DPW crew tracking the hours on the equipment to notify the office when maintenance needs to be scheduled. Mike Smith withdraws the motion.

3. Water System Planning

Ian Hayes reports that the meters at Oak Station are not accumulating readings properly. This will be worked on. The Sodium Hydroxide pump is on line and functioning properly. The Sodium Bicarbonate is not on due to lack of running water in this building to fill the tank. The power supply to the bicarbonate pump will be checked. Discussion turns to SCADA communication failures at Muddy Beach. Ian Hayes outlines that the programming that would be required to shut down the booster pumps during a communication failure is more difficult than was thought. Tom Therrien of Electrical Installation has stated that this would require extensive programming changes to the SCADA system. The diagnosis and repair of Muddy Beach Well #2 will be scheduled with Hartley Well once the area around Muddy Beach pump house can be accessed with the needed equipment. The cost of adding a transducer to the well while it is open will be obtained. A transducer for well #1 will be added going forward. Well #2 will be flushed by Hartley Well following the diagnosis and repair of the pump. Access to the well head will be checked as it may require some work prior to the work being done. Discussion is held on locating the water lines under Oak Ridge Rd. Ian Hayes will contact Granite State Rural Water to check on the available options for completing this task. Mike Smith makes a motion to excavate the isolation valves at the intersection of Saint Moritz and Oak Ridge Road for pictures of the electrical conduit and access to the water lines for locating. Larry Leonard seconds the motion. Discussion ensues on the process and procedure to be followed. Mike Smith moves to amend the motion to include Nancy Cole coordinate the project. Larry Leonard seconds the amendment. Motion is called to a vote and the motion passed 2-0. The suggested inventory supply list is reviewed. Mike Smith makes a motion to approve up to $3,500 for inventory. Larry Leonard seconds the motion and the motion passed 2-0. A location for storing pipes is discussed. The pipe rack at the Cabana is discussed. Alternate locations are discussed. The primary storage need is 3” pipe of varying materials. Organization of the water room in DPW II is needed. Ian Hayes estimates one day to organize and clean the water room. Mike Smith makes a motion to approve up to $400 for organizing and cleaning of the water room. Larry Leonard seconds the motion and the motion passed 2-0. Proceeding with the Asset Management project is discussed. Ian Hayes states that information flow and coordination of tasks should be done. Spring work to be scheduled is discussed. Mike Smith makes a motion to shut off the heaters in the pump houses. Larry Leonard seconds the motion and the motion passed 2-0. The year-to-date water budget is reviewed and discussed. Projects to be planned this year and funding of these projects are discussed. Drainage in the area of Reinach station will be checked. The metal detector should be replaced. Ian Hayes will provide information for review on a recommended replacement.

4. Administration

A safety meeting is scheduled for 4/29.

The fuel reconciliation will be worked on this week.

The list of persons available to clean the pump houses with hourly rates will be completed this week.

The paperwork required for the Asset Management Grant is in process.

Work on the Asset Management projects is in process.

The payroll report is presented for review. Mike Smith makes a motion to approve payroll in the amount of $5,409.00. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable
6. Minutes

The minutes of the Non-Public session of 3/27 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The minutes of 4/6 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith requests the updated equipment inventory be sent to the Board.
Mike Smith requests the VDOE contact list of personnel be sent to the Board.
Mike Smith discusses cash flow. Nancy Cole informs the Board that the cash flow spreadsheet is being worked on by herself and Treasurer Dinah Reiss. Treasurer Dinah Reiss will be presenting the information to the Board next week.

8. Signature Items

Work order for repair of the roller is presented. Mike Smith makes a motion to approve the work order. Larry Leonard seconds the motion and the motion passed 2-0.

Purchase order for gravel is presented. Mike Smith makes a motion to approve the purchase order. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

Jay Buckley has sent information on Valley Pride Clean Up which is being held on May 2. Mike Smith makes a motion to place the information on the website. Larry Leonard seconds the motion and the motion passed 2-0.

The NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances

Resident Gloria Aspinall questions replacement of the road sign for the intersection of Appenvel Way and Eidelweiss Drive. Ms. Aspinall is informed the pole and signs were ordered and received last fall and will be installed once the frost is fully out of the ground.

11. Other Business
12. Public Comments

At 9:50 am 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
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