[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/03/CM022017.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 20, 2017

The Board of Commissioners met at 8:00 am on Monday, February 20, 2017. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were resident Jay Buckley and Ian Hayes (water operator, arrived 9 am). The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Highway Foreman Kelly Robitaille is not in attendance as today is a holiday. Only one complaint of an icy road was received during the recent storms; the DPW handled the storms well. Sand and salt supplies are discussed. Supplies were ordered as needed during the recent storms, a purchase order will be put together for next week. The 2017 proposed budget will be checked against expenditures to date. An increase to the salt and sand line items may be needed.

3. Water

Ian Hayes reports that a leak was detected on the service line for 4 Salins. Service to the house has been disconnected until repaired. 27 Upper Lakeview Drive will have water service restored today; the leak at this property has been repaired. The curb stop valve for 23 Huttwil will be replaced in the spring. The gate valve and blow-off to be placed on the water line to the chemical injection pit will also be done in the spring. Ian Hayes adds that water usage has been high for this time of year; there are most likely undetected leaks. Ian Hayes is informed of the data logger purchase order approved for up to $1,500. Ian will order the units.
Mike Smith discusses the work that was approved but not completed in 2016 for extending of the isolation valves to proper depth. Mike Smith makes a motion to approve up to $3,000 for valve extending. Ron Sandstrom seconds the motion. Discussion ensues. Ian Hayes outlines the intent to focus on known valves that will most benefit the ability to isolate different areas of the system. The valves at the bottom of Lugano will be included. Ian adds that some of this work will be scheduled with Kelly Robitaille, some will require outside excavation. The option of using the Water Extension fund for this project is discussed. Motion is called to a vote and the motion passed 2-0. Installation of flood alarms at the pump stations is discussed; Ian Hayes will install the units. Ian outlines electrical work needed at Oak station. An estimate has been obtained and will be forwarded to the office. Tom Therrien will be in the District next week to check on the recent communication failures at Reinach. Discussion ensues on establishing a safeguard within the SCADA system that would shut down pumps sending water to a station should that station have a communication failure. Lightning protection is still being pursued. Ian Hayes states that he will forward a proposal on needed maintenance and upgrade for the Sodium Bicarbonate set up in the chemical injection room. The pressure issues on Bristenstock and Blinden are holding with the new pumping schedule.

4. Administration

A safety meeting will be held next week.
The audit is in process. Schedules and draft expected this week.
The cash flow report is reviewed and discussed. The use of and need for a TAN is discussed. Focusing on ditching with the highway department can be done to help preserve cash flow. Jay Buckley questions if the Unassigned Fund Balance should be listed along with the reserve funds shown on the report and is informed the UFB is not part of the monthly cash flow report.
The Asset Management update submitted by Tommy Gunn will be included in the handout for Saturday’s Annual Meeting.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,933.40. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Jeff DeMartino of the Highway Department passed his CDL; his rate has been changed as voted by the Board to take effect upon obtaining CDL licensing. Motion is called to a vote and the motion passed 2-0.
Discussion is held on the 12 hour limitation for highway shifts. Ron Sandstrom makes a motion to adopt the State of NH DOT regulations regarding shift limitations. Mike Smith seconds the motion. Discussion is held on requiring breaks, compliance with DOL standards and safety of the crews. Motion is called to a vote and the motion passed 2-0. A policy will be developed for approval by the Board.
NH Retirement System has completed the compliance audit for FY 2016. VDOE is compliant with NHRS requirements and reporting.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 18 checks in the amount of $13,394.32. 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 January 30 are reviewed. Mike Smith makes a motion to approve the minutes of January 30 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of February 6 are reviewed. Mike Smith makes a motion to approve the minutes of February 6 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith makes a motion to have the office contact the Conway Daily Sun regarding placing of a newspaper pick up box at the Huttwil parking lot. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith discusses checking of the sand and salt supplies and expenditures against the proposed 2017 budget funding levels.
Ron Sandstrom reviews the completed road work report, which includes three years of road maintenance information.
Ron Sandstrom outlines the completed wage and benefit survey; stating that the VDOE falls into the lowest 13% for health insurance contribution and lowest percentile of employee salary levels.

8. Signature Items
9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results; clean.
The monthly rental check for the Coleman Tower site has been received.
Attorney Chris Boldt has confirmed he will attend the Annual Meeting next Saturday.
The third party supplier for electricity has sent the renewal packet. Three options for suppliers are included in this rate comparison. Discussion ensues on obtaining additional proposals. The agreement reached with the current vendor to return to Eversource as electricity supplier automatically at the conclusion of the contract is discussed; not all vendors would include this provision.
Mark Graffam has sent a compliment on employee Jeff DeMartino; stating that Jeff appears to be doing a good job operating the equipment. The email and recommendation included within to train Jeff DeMartino on the road grader is discussed; training to be given will be determined by the Commissioners and Foreman Kelly Robitaille.
NH Municipal Association has sent two legislative bulletins and the bi-weekly News Link.
Of note, the NH House of Representatives has killed a bill that would have required municipalities to pay the legal expenses of any person successful in a 91-A case regardless if the municipal officials were aware or should have been aware of the violation.

10. Scheduled Appearances

Resident Jay Buckley discusses the replacement of the culvert at 34 Oak Ridge Road in 2005 during the construction on the middle section of Oak Ridge Road. Jay Buckley is given the property folder so that he may locate a document received from the Commissioners in 2005.
The letter from the Commissioners in 2005 that responded to Mr. Buckley’s claim of inappropriate culvert installation is reviewed and discussed. The response to Mr. Buckley from the Commissioners in 2005 states the culvert installation was correct. The letter also states that the driveway would be reviewed for the non-standard 30 foot width should Mr. Buckley wish to pursue this further. Jay Buckley references completion of the re-installation of a driveway culvert across from his property at 44 Oak Ridge Road. Mr. Buckley states that he would like his culvert re-installed at the proper length. It is outlined that his neighbor received a letter from the Commissioners in 2005 stating that the VDOE would take corrective action which was not taken until 2016 while the letter to Mr. Buckley states the culvert length installed in 2005 was correct. The issue of the timing of bringing forward this complaint from 11 years ago is discussed. Jay Buckley states that he feels this Board is open to such discussions where prior Board’s may not have been. Mike Smith responds that Mr. Buckley chose not to bring this issue to prior Boards; therefore he does not know if they would have taken action. Discussion is held regarding the 30 foot width of the driveway in question as the standard is 20 feet. Ron Sandstrom makes a motion that if the driveway was approved at 30 feet, the VDOE should correct the culvert. Mike Smith seconds the motion. Discussion on the need to see the permit is held. Jay Buckley will submit his driveway permit, which he states approved the 30 foot driveway for safety reasons entering/exiting the roadway. Ron Sandstrom withdraws the motion pending review of additional documentation.

11. Other Business

The information packet to be distributed at the Annual Meeting is discussed. Items to be included: Warrant, budget detail, budget informational sheet, warrant article detail sheets for each article.
Set up for the Annual Meeting is discussed. Saturday at 3:30 pm is discussed as the time to meet at the school for set-up. Time will be confirmed later in the week via e-mail.

12. Public Comments

At 9:31 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/03/CM020617.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 6, 2017

The Board of Commissioners met at 8:00 am on Monday, February 6, 2017. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:05 am). Also present was Kelly Robitaille (hwy).

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that everything is in good shape and they are preparing for tomorrow’s storm. 5-8 inches of snow are expected. Snow banks are being pushed back today in preparation of the additional snow. Sand and salt supplies are good.
The asphalt plan for 2017 has been turned in. Kelly Robitaille recommends purchase of a crack sealing unit that is made to be mounted on a trailer for use on the hills. A 30-gallon unit has been priced that would cost under $1,000. Pricing of a 50-gallon tank is discussed. This will be done for review. The Highway crew could crack seal the hills as and where needed without contracting the expense.
Discussion is held on the petitioned Article to upgrade Grachen Extension to Class V status.

3. Water

A water break was discovered at 27 Upper Lakeview Drive. The break is inside the house. The water has been turned off at the street. The homeowner was contacted and made aware of the situation. Homeowner will contact the District when ready to have the water turned on.
Discussion is held on replacement of the flood alarm at Oak Station; this will be checked on with water operator Ian Hayes.

4. Administration

An Asset Management meeting was held last week. Mike Smith makes a motion that the Capital Improvement Plan (CIP) the Asset Management Committee will be drafting includes water. Ron Sandstrom seconds the motion. Discussion on all aspects being reviewed and included in one plan is held. Motion is called to a vote and the motion passed 3-0. Trucks and heavy equipment are discussed. Mike Smith makes a motion to have the Asset Management CIP include trucks and heavy equipment. 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 15 checks in the amount of $24,676.54. Larry Leonard 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

Ron Sandstrom congratulates the freshman girls’ robotics team from Kennett High on their performance this year.
Mike Smith discusses upcoming NHMA webinars. Mike Smith makes a motion to have the office register for the Right-to-Know Law webinar at 12:00 pm on Feb 8. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the office register for the LEAN-how to add value in public service webinar at 12:00 pm on March 8. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Draft letter to the Madison Fire Dept is presented. Mike Smith makes a motion to sign the letter to Madison Fire Chief Eldridge regarding VDOE not using backhoe outside of District to clear the fire hydrant at Carroll County Fish & Game. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 173 is presented. Mike Smith makes a motion to approve and sign purchase order 173 for data loggers up to $1,500. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 174 is presented. Mike Smith makes a motion to approve and sign purchase order 174 for office supplies up to $357.83. Ron Sandstrom seconds the motion and the motion passed 3-0.
Agreement for exchanging propane providers to AmeriGas is presented. Ron Sandstrom makes a motion to sign the agreement to have AmeriGas provide propane for the District. Mike Smith seconds the motion and the motion passed 3-0.
The 2017 Warrant is presented. Ron Sandstrom makes a motion to sign the 2017 Warrant. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to send the Warrant to the Attorney for review. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to send the Warrant to the DRA for review. Ron Sandstrom seconds the motion and the motion passed 3-0.
The MS 636, Budget for the Village District is presented. Mike Smith makes a motion to sign the MS 636. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

91-A request was received for an email regarding a speeding report from 2014 and an email regarding lower Oak Ridge Road.
The monthly electric report has been received. $482 was saved in December.
NH Municipal Association has sent the bi-weekly News Link and the weekly Legislative Bulletin.
Health Trust has sent the updated bi-laws as amended following the hearings in December.
The Legal Hotline has confirmed that the percentage to be paid by the VDOE for health insurance for the employees is under the authority of the Board of Commissioners. The health plan chosen is also under the Commissioner’s authority.

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

At 8:53 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

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

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water
4. Administration

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

Recommendations for articles are voted:

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

5. Accounts Payable

6. Minutes

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

7. Commissioners Reports
8. Signature Items

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

9. Correspondence

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator

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

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

At 8:02 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water
4. Administration

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

5. Accounts Payable

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

6. Minutes

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

7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances
11. Other Business

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

12. Public Comments

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

Respectfully submitted,

Nancy E. Cole
Administrator

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

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

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

6. Minutes
7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator

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

The Board of Commissioners met at 8:00 am on Monday, January 9, 2017. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy) and Ian Hayes (water operator). The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

The check manifest is presented. Larry Leonard makes a motion to approve 3 checks in the amount of $7,879.51. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 12/19 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The minutes of 01/03 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

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

8. Signature Items
9. Correspondence

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

10. Scheduled Appearances
11. Other Business

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

12. Public Comments

At 9:45 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,
Nancy E. Cole, Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/CM121916.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 19, 2016

The Board of Commissioners met at 8:00 am on Monday, December 19, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy) and Ian Hayes (water operator). The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the roads are good. The crew did a great job over the weekend with the snow and ice. The Commissioners commend the crew on the work done keeping the roads clear for travel. Kelly Robitaille states that all equipment is in good condition. Studded snow tires are discussed for the F-550. Cost will be looked into. Sand and salt supplies are good, additional salt will be needed soon. Mike Smith makes a motion to order one load of salt at the end of the week at a cost of $1,500. Ron Sandstrom seconds the motion. Discussion is held on the budget and additional purchases. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to schedule an additional load of salt for delivery after 1-1. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on sending an email through the website regarding the tax payer sand pile. Information is on the website. The year to date budgets are reviewed and discussed.

3. Water

Ian Hayes reports that the NH DES sanitary survey of the water system was performed last week with Rick Skarinka. Discussion with DES included the need for a long term plan that includes pipe replacement for elimination of the bleeders. A report from DES is expected to be received in early 2017. Discussion was held regarding funding of projects and funds available through low cost loans and grants for upgrades needed to the water system. Discussion ensues on electric versus propane heat for the Reinach station. Maintenance of heaters for the pump stations and costs to install and run the heat in the stations is discussed. Ian Hayes outlines that even with propane heat in the pump houses, the electric heaters should remain in place as a backup if needed. Ian Hayes also discusses use of pilot heaters for a propane heating source so that the heat would not be dependent on electricity to turn on. This would eliminate the concern over a station freezing should the power and heat go out.
The beginning of the testing of off peak pumping for the DPW well and Jungfrau stations is discussed. Ian Hayes is informed the Board would like to begin the testing Wednesday, December 21. Ian Hayes states that the system is not ready to begin this testing. Oak station and Chocorua station are currently pumping during off peak hours only. To place the DPW well and Jungfrau station on off peak pumping would place additional demand on Muddy Beach. Without the well transducers, it is unknown if Muddy Beach can sustain the system for an extended time; prior use of Muddy Beach has shown that the well production will not sustain the system for any extended time frame. Ian Hayes adds that production of Muddy Beach well #2 is down. Without the transducers in the wells, the reason for this lower production is unknown. Discussion continues on the water system, daily usage demands and well production. Installation of Variable Frequency Drives (VFD) at Muddy Beach during the planned station upgrade will allow additional control over flows. Ron Sandstrom makes a motion to not begin the off peak testing until the system is ready. Mike Smith seconds the motion. Discussion is held on input from Engineer Paul Fluet on the off peak pumping; the Engineers have requested well level information from the transducers in order to be able to analyze the system capabilities to handle off peak pumping. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to install the well transducers at Muddy Beach after the first of the year, but not hook up until lightening protection has been installed. Ron Sandstrom seconds the motion. Discussion ensues on opening the wells during winter months. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against opening the wells during winter.
Discussion is held on the need to change the curb stop valve at 23 Huttwil. This valve failed when the attempt to turn off for non-pay was performed at this location. It is an old style bleeder valve, any of which should be replaced when discovered. The work is scheduled for next week.
The recent gasket failure at Oak Station is discussed. The gasket was replaced and the Chocorua tank filled. The flood alarm at Oak Station will be re-installed.

4. Administration

A safety meeting will be scheduled for early January.
The monthly cash flow report is reviewed and discussed. Moving of additional funds from the TAN line of credit to the operating account will be discussed with Treasurer Dinah Reiss.
The 2017 Asset Management Grant application has been submitted to NH DES.
The 2017 proposed budget is reviewed and discussed. The updated proposed budget form with the year to date expenditures will be placed on the website.
Discussion is held regarding placing of the proposed water system upgrades to Muddy Beach on the 2017 Warrant. Mike Smith states that he is against including this on the Warrant.
The payroll report is presented. Larry Leonard makes a motion to approve payroll in the amount of $7,041.27. 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 motions log is reviewed and discussed.
Ron Sandstrom makes a motion to place a copy of the recently mailed post card to home owners on the website. Larry Leonard seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 8 checks in the amount of $5,653.40. Larry Leonard 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 December 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

Mike Smith suggests a conference call with Eversource regarding the off peak pumping option for the water system. Mike Smith makes a motion to have the office set up a conference call with Eversource to occur during a Monday Commissioners meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Purchase order 167 is presented. Mike Smith makes a motion to approve and sign purchase order 167 in the amount of $6,600 for purchase of a new sander for the F-550. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 168 is presented. Mike Smith makes a motion to approve and sign purchase order 168 in the amount of $3,000 for two load of salt. Ron Sandstrom seconds the motion and the motion passed 3-0.
A withdrawal request has been completed for withdrawal of $2,719 from the Heavy Equipment Capital Reserve Fund for the recent repairs to the backhoe. Discussion ensues on contact with Chadwick BaRoss regarding the hourly rate being charged for this service. Ron Sandstrom makes a motion to have Larry Leonard contact Chadwick Ba-Ross regarding the service rate on the invoice. Larry Leonard seconds the motion and the motion passed 3-0. The withdrawal request will not be acted on at this time, the expense will be covered with budgeted highway funds.

9. Correspondence

Granite State Analytical has sent the December bacteria testing results for the water system – clean.
Granite State Analytical has sent the December pH testing results – in range.
Season’s greetings are being received from vendors.

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

At 10:18 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/CM121316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 13, 2016

The Board of Commissioners met at 8:00 am on Tuesday, December 13, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Tim Hughes.

At 8:03 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the roads are good. New part time plow operator Mike Legere worked yesterday and did well. Salt is needed, two loads are recommended. Mike Smith makes a motion to approve up to $3,000 for 2 loads of salt. Ron Sandstrom seconds the motion and the motion passed 3-0. Chadwick BaRoss technician has repaired the backhoe transmission issue. A sensor had failed. The sander chain on the International 7400 broke during the storm. This will be repaired. Kelly Robitaille discusses a quote received for a new sander for the F-550. The proposed sander is larger, but still within load limit for the truck, has better controls and is stainless steel. Cost is $6,600. Ron Sandstrom discusses holding approval until the budget review next week. Mike Smith states that Capital Reserve Funds would be available if needed. Mike Smith makes a motion to approve Kelly Robitaille ordering the sander at a cost of $6,600 with funding to be determined next week. Ron Sandstrom seconds the motion and the motion passed 3-0. The tax payer sand pile is established. Notice will be placed on the website. Kelly Robitaille reports that the culvert replacement at 43 Oak Ridge Road was completed last week.
Driveway permit for operation for 1582 Conway Road is discussed. Kelly Robitaille recommends approval of the permit. Mike Smith makes a motion to sign the Driveway Permit for Operation for 1582 Conway Road for the driveway access to Lucerne Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
Driveway permit for operation for 43 Aspen Drive is discussed. Kelly Robitaille states that minimal work was done to the side of the driveway with no change to where the driveway meets the road. Approval is recommended. Mike Smith makes a motion to sign the Driveway Permit for Operation for 43 Aspen Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to post the beaches with thin ice signs. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

Off-peak pumping for the water system is discussed. The DPW and Jungfrau will be the target for a test plan to see if off-peak pumping is sustainable for the system. Significant savings on electricity for these two stations could be seen if off-peak pumping can be done. A three month period for the test plan is discussed. Mike Smith makes a motion to send the test plan to the engineers prior to implementing. Ron Sandstrom seconds the motion. Discussion ensues on the information to be sent to the engineer. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against sending the entire document to the engineers. Ron Sandstrom makes a motion to send an email to the engineers outlining the intent to test off-peak pumping for DPW and Jungfrau as a check-in for risk. Larry Leonard seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining. Ron Sandstrom makes a motion to target a start date for the trial of December 21. Larry Leonard seconds the motion and the motion passed 3-0.
Heat for Reinach station is discussed. Electric heat versus changing to propane is discussed. Ron Sandstrom makes a motion to approve the recommendation forwarded by Ian Hayes for an electric heater for Reinach station at a cost of $800. Larry Leonard seconds the motion. Discussion ensues regarding analysis of electric costs during winter months as compared to summer months for this station. Cost of electric heat for the old, less efficient heater was $100 per month. Mike Smith outlines that if the intent is to move to propane for the pump houses, then it should be done now, adding that purchasing an electric heater to replace within a couple of years is not a good investment. Ron Sandstrom adds that swapping to propane for the larger stations going forward should be done. Motion is called to a vote and the motion passed 2-1 with Mike Smith against purchasing an electric heater. The water issue Sunday morning with no water in the Chocorua tank causing an outage on Chocorua View, Saint Moritz and parts of Oak Ridge Road is discussed. An alarm for a low tank at Chocorua will be checked for.

4. Administration

A safety meeting will be scheduled.
A budget review will be done next week.
The Asset Management Committee has submitted the completed application for the NH DES Asset Management Grant for review. The application is reviewed and discussed. Ron Sandstrom makes a motion to approve the 2017 NH DES Asset Management Grant application for submission. Mike Smith seconds the motion and the motion passed 3-0.
Draft for the 2017 Warrant is reviewed and discussed. The Auditor has stated that planned expenses from a Capital Reserve Fund (CRF) should be placed on the Warrant for approval by the voters. Ron Sandstrom makes a motion to add a Warrant Article to the draft for the planned improvements to Muddy Beach. Larry Leonard seconds the motion. Mike Smith discusses the Commissioners as agents to expend from the CRF and the potential for an Article to not be passed, thereby not allowing the upgrades to be done in 2017. Larry Leonard responds that the voters will generally not vote down an article that is prepared for needed upgrades to the water system. Motion is called to a vote and the motion passed 2-1 with Mike Smith against placing Muddy Beach upgrades on the Warrant.
A draft deed from the Town of Madison for the purchase of 36 Adelboden has been received. The Attorney has questioned if a title search is to be done. Ron Sandstrom makes a motion to not do a title search on the property. Larry Leonard seconds the motion and the motion passed 3-0.
The signed deed for 6 Chocorua View Drive has been received from the sellers. Larry Leonard makes a motion to have Ron Sandstrom sign the deed. Mike Smith seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining.
Warrant Article 6 of the 2016 Warrant has not yet been completed. Recommendation is made to encumber the funds as the work is in progress. Larry Leonard makes a motion to encumber Warrant Article 6 for the engineering, design and permitting of culverts for Grison and Burgdorf. Ron Sandstrom seconds the motion and the motion passed 3-0.
The 2016 Census Bureau Survey of Local Governments has been completed and submitted.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 23 checks in the amount of $26,814.56. Mike Smith 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 December 5 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Larry Leonard highlights electric usage and savings with the third party electric supplier. Ron Sandstrom makes a motion to put the analysis on the website. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have Mike Smith, Gloria Aspinall and Nancy Cole meet to outline the procedure for beach stickers and canoe rack space regulations. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Withdrawal request from the Land Acquisition Capital Reserve Fund is presented. Mike Smith makes a motion to sign the withdrawal request for $1,000 from the Land Acquisition CRF for purchase of the lot at 6 Chocorua View Drive.
Withdrawal from the Water Usage account with deposit of funds into the Water System CRF request is presented. Ron Sandstrom makes a motion to sign the request for Treasurer Dinah Reiss to withdraw $38,000 from the Water Usage Account. Larry Leonard seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to sign the request for deposit of $38,000 into the Water System CRF for the Trustees of the Trust Funds. Larry Leonard seconds the motion and the motion passed 3-0.
A time off request form is presented. Mike Smith makes a motion to approve Nancy Cole’s request for time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly water system bacteria test results – clean.
Granite State Analytical has sent the monthly water system pH results – in range.
LRGH has sent notice that they have disbanded the drug testing consortium for municipal CDL drivers. Employees of this department have formed a new company which will handle the mandatory testing compliance for northern municipalities. The District has enrolled with the new company.
Primex has sent a not to exceed renewal number for July 1, 2017 for budgeting purposes.
NH Municipal Association (NHMA) has sent the bi-weekly NewsLink updates.
NHMA has sent a 2016 summary of webinars, legislative work, and other actions of the association during 2016.
The third party electric supplier has sent the monthly summary of savings for the District.
Pike Industries has sent notice that a 3.5% increase in aggregate pricing will go into effect on January 1, 2017.

10. Scheduled Appearances
11. Other Business

Meeting schedule for the end of December and first week of January is discussed.
Ron Sandstrom makes a motion to not meet the week of December 26. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to meet next on Tuesday, January 3, 2017 at 8 am. Larry Leonard seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:48 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/CM120516.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 5, 2016

The Board of Commissioners met at 8:00 am on Monday, December 05, 2016. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also in attendance was Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes. Commissioner Mike Smith participated via telephone.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
Ron Sandstrom makes a motion to contact Mike Smith by telephone for participation in this meeting. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith joins the meeting via telephone.

1. Agenda

Larry Leonard makes a motion to approve the agenda. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

The Highway Department is not in attendance secondary to the ongoing snow storm. A lull in the icing conditions of last week allowed the crew to use the road grader to remove pot holes. Grachen, Grison, Bern Drive and the parking lot on Huttwil were graded. The replacement culvert for 43 Oak Ridge Road was done last week as well. No known equipment issues. No update on the transmission issue reported last week on the backhoe.

3. Water

The need for a heater at the Reinach station is discussed. Cost difference between electric and propane for heating the station is discussed. Larry Leonard makes a motion to obtain a quote for an electric heater at Reinach station. Ron Sandstrom seconds the motion. Discussion continues regarding electric vs. propane costs, initial set up charges and the expected payback time frame for the expenditure. As electric costs at this station vary $100 during winter versus summer months, cost for electric heat for one year is $500. With the initial set up for propane quoted at $2,155 plus propane tank costs, Larry Leonard states that an electric heater should be purchased. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith no and the motion passed 2-1 with Mike Smith voicing objections to electric heat. Mike Smith makes a motion to begin the process of installation for the Rinnai propane heater at Reinach station. Ron Sandstrom seconds the motion. Discussion continues regarding cost versus payback, off-peak pumping hours for electric cost reduction and the long-term plan to have all stations heated with propane. Mike Smith states that purchase of an electric heater is not in the interest of the long-term plan. As a quote for an electric heater and installation will be pursued for next week, Mike Smith withdraws the motion pending receipt of additional information. Water usage is discussed. Larry Leonard discusses leak detection needs to reduce overall water usage. The property owner has been informed of the leak on the service line at 14 Forclaz which was discovered during changing of the curb stop valve for this property; the csv was also leaking.
Lightning protection is discussed. A review of the pump stations was done last week with Larry Leonard and the representative from Northeast Lightning Protection. A proposal of recommended actions for protection of the water system equipment from additional lightning damage will be sent. Electrical Engineer Lee Carroll has also been requested to send a quote for recommended protective devices for the water stations. Noted during the review last week was a need for proper grounding rods at Muddy Beach and Reinach stations.

4. Administration

The year to date budget status is reviewed. Line items are reviewed and discussed. Budget is in good shape for December. Ron Sandstrom discusses purchase of the leaf vacuum-blower system for cleaning of ditches this month should funds be available. Ron Sandstrom makes a motion to obtain an updated quote for the leaf vacuum system for next week. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
The Asset Management Grant application work will continue Wednesday of this week.
The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $8,411.33. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
The proposed 2017 budget is reviewed. The updated budget includes coverage of health insurance for all three employees. The estimated tax for 2017 is $4.75 per thousand valuation.
Discussion on possible revenue increases for 2017 that would offset the tax increase is held. Mike Smith outlines that should the District update the Beach Ordinance to include a fee for parking permits and a charge for canoe rack space for each season, these revenues would reduce the tax increase impact.

5. Accounts Payable
6. Minutes

The minutes of November 14 are reviewed. Mike Smith makes a motion to approve the minutes of November 14 as presented. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0-1 with Larry Leonard abstaining as he was not in attendance.
The minutes of the non-public session of November 14 are reviewed. Mike Smith makes a motion to approve the minutes of the non-public session of November 14 as presented. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0-1 with Larry Leonard abstaining as he was not in attendance.
The minutes of November 28 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0-1 with Mike Smith abstaining as he was not in attendance.

7. Commissioners Reports

Larry Leonard questions shoveling of pump houses for this winter and is informed that Norm Garside will continue performing this work.
Larry Leonard discusses the request to Engineer Paul Fluet for creation of a single line drawing for the Muddy Beach piping configuration to be installed with the replacement booster pumps. Larry Leonard states that he and Ian Hayes have created a document that could be used as the drawing at no expense. Discussion ensues on licensed engineers and Engineer of Record for the water system as the appropriate party to create this document.
Mike Smith makes a motion to create a place on the 2017 Warrant for allowing the Board to enter vendor agreements for up to a period of 36 months. Ron Sandstrom seconds the motion. Discussion on the ability to enter a longer-term contract for electricity and propane services that may yield savings is held. A review by the DRA would be needed prior to placement on the 2017 Warrant. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
Mike Smith requests Dinah Reiss act as liaison for the EPOA regarding the Lodge and Beach Ordinance updates.
Ron Sandstrom discusses that the proposed 2017 budgets are still being worked on and developed. Any concerns or questions regarding the status of any changes to be proposed should be directed to the office.

8. Signature Items

The Health Insurance renewal paperwork is presented. Ron Sandstrom makes a motion to sign the paperwork for the $20 co-pay plan for 2017. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

9. Correspondence

The Lodge was requested to be reviewed by the EPOA as wetness on the fireplace and chimney was noted during their last meeting in the building. The Lodge was looked at Friday morning and a 4x8 support beam which runs horizontal across the chimney and supports the roof rafters is decayed to the point where it broke apart when touched. The flashing around the chimney, as viewed from the parking lot above the lodge, appears to be pulled away.
Mike Smith makes a motion to approve up to $2,000 for emergency repairs and securing of the Lodge for the winter. Ron Sandstrom seconds the motion. Discussion is held on ability to repair or replace flashing during cold weather is held. The need to place support beams under the now exposed rafter beams is discussed. The ability to place a tarp or some type of protective layer around the chimney base is discussed. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-1 with Larry Leonard against allocating $2,000 for this work. Information regarding the status of the Lodge and options being outlined within the Warrant will be drafted for the Annual Meeting handout.
Dinah Reiss outlines suggests that the $40,000 lodge repair proposed article be reduced to a smaller amount with repairs to occur over a couple of years as this may be more acceptable to the voters.
The monthly rental check for the Coleman Tower site has been received.
The third party electric supplier has sent the winter forecast for electric costs.
NH Municipal Association has sent the bi-weekly NewsLink.

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

At 10:00 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator