[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM062016.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 20, 2016

The Board of Commissioners met at 8:00 am on Monday, June 20, 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 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

2. Highway Department Report

Kelly Robitaille reports that the focus on ditching continues. The roads around the ponds are being worked on; Middle Shore, Little Shore and Interlaken have been worked. Kelly Robitaille discusses disposal of the fill being generated, reporting that Brandon Drew of High Street, Madison has stated that he will take all fill that the District would like to have removed. Mike Smith makes a motion for Kelly Robitaille to make arrangements with Brandon Drew for 125 loads of fill. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that Tony Eldridge will be in next week for the full week and that arrangements for a truck driver are being finalized. Line painting is discussed. Line painting is scheduled for June 27. All equipment is in good condition. Beaches are now being raked daily. Mike Smith makes a motion to place an ad in the paper for a full time Highway worker. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom reports that Bob Goddard has given notice of resignation. Mike Smith makes a motion that applicants interview with Nancy Cole and Kelly Robitaille first; recommendations are to be made for the Board to review. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that the pond levels are low. The dam is discussed. Some flow to the brook is maintained by the break in the board between the 4th and 5th boards. DES has contacted the office regarding the dam and the brook flow based on a complaint received regarding low flow in the brook. Dam operations were outlined including the information that flow is never 100% restricted. The dam was inspected and the DES report will be forthcoming, but operation has been outlined as correct.

3. Water

The estimate for building the deck needed at Reinach station in the amount of $325 has been received. Mike Smith makes a motion to approve $325 for the building of the deck at Reinach station. Ron Sandstrom seconds the motion and the motion passed 3-0.
The transducer at Muddy Beach Well #2 has been installed and is working. Mike Smith states that the DPW well was checked and a transducer is installed in the well. The SCADA system does not read this transducer. Tom Therrien will be asked to check to see if the issue is the programming or the transducer. Mike Smith makes a motion to request a quote from Tom Therrien to test the installed transducer and if working, program into the SCADA system; if not, quote a replacement. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith discusses water loss that has been noted between DPW and Jungfrau. The flow meter at DPW calibration is discussed. The meter has not been calibrated in five years. Ian Hayes can install a blow off valve to test flow and calibrate the meter. Ron Sandstrom makes a motion to request a quote for installation of an 8” valve with a 2” blow off. Mike Smith seconds the motion and the motion passed 3-0. Larry Leonard questions the leak detection at Summit and is informed that it was completed two weeks ago. A valve was located that was partially closed and has been corrected.
Mike Smith discusses use of the backhoe to expose isolation valves on Aspen at the bridal path. Discussion ensues on the need to use the Aspen isolation to test the issue occurring at 1 Bristenstock. Ron Sandstrom makes a motion to schedule Kelly Robitaille to use the backhoe to expose the valves on Jungfrau and Aspen. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to place bollards at the access road to the DPW well and Muddy Beach wells. The per bollard installation cost supplied by Norm Garside will be distributed for review. Mike Smith withdraws the motion.
Any adjustment that may be needed on the isolation valve locations once plotted on the maps is discussed. Mike Smith makes a motion to establish a meeting with Paul Fluet regarding isolation valve locations and adding them to the water cad model of the water system in the fall. Ron Sandstrom seconds the motion and the motion passed 3-0.
The well pump for Muddy Beach Well #1 has been ordered.

4. Administration

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,466.64. 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.
Line painting is scheduled for next Monday, June 27.
The EPOA has requested use of the lodge on June 25. Ron Sandstrom makes a motion to approve use of the lodge on June 25 by the EPOA. Mike Smith seconds the motion and the motion passed 3-0.
The property owners of 17 Middle Shore have requested a modification to the driveway permit. Mike Smith makes a motion to approve the amendment to place a wooden top rail to the guardrail pending approval by Paul Fluet. Ron Sandstrom seconds the motion and the motion passed 3-0.
19 Oak Ridge is discussed. Mike Smith makes a motion to request a drawing from Paul Fluet redirecting flow to the next culvert down. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send the drawing to G. W. Brooks for a quote to execute the work. Ron Sandstrom seconds the motion and the motion passed 3-0. The homeowner will be notified.
Mike Smith makes a motion to approve $310 for work on the footbridge. Ron Sandstrom seconds the motion and the motion passed 3-0.

Accounts Payable
6. Minutes
7. Commissioners Reports
8. Signature Items

Signature cards for the establishment of the Northway Bank retainage account for Oak Ridge Road project are presented. Mike Smith makes a motion to sign the cards for establishment of the account. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the results of the monthly water system testing. Bacteria testing are clean; the pH tested low at Jungfrau due to recent isolation of the tank.
Madison TV has notified the District that the station is now on 24 hours a day, seven days a week. Programming options are being looked into and suggestions are welcome.

10. Scheduled Appearances
11. Other Business

The TAN note paperwork is scheduled to be signed next week.
The safety minutes from June 8 were distributed.
The footbridge repairs have been completed.

12. Public Comments

At 8:52 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea and Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to approve Bob Goddard’s request for time off. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to request a letter stating Bob Goddard does not intend to buy back time from the NH Retirement System, with approval from Attorney Dan Crean. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to set a backhoe skills test with pay for the proposed new hire for the Highway Department. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 9:02 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM061316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 13, 2016

The Board of Commissioners met at 8:00 am on Monday, June 13, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille, Treasurer Dinah Reiss, Ian Hayes (Water Operator), Tom Therrien (SCADA programmer), Suzanne Malkasian, Martin Malkasian and Mark Sheridan of 19 Oak Ridge Road. 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

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that ditches on Altdorf and Interlaken have been worked on. Tony Eldridge will be scheduled for a week to help in the ditching effort. All equipment is reported to be in good condition. A valve is needed for the Calcium Chloride (CaCl) tank, cost is $390.38. Mike Smith makes a motion to approve $390.38 for the valve. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that 10 bags of CaCl remain in stock. Approval to purchase liquid CaCl once in stock supply is depleted was previously granted. Culvert stakes are being placed with the marker numbers and Gloria Aspinall has been working on obtaining the GPS coordinates and condition information. Fill agreements are discussed; Kelly Robitaille will schedule deliveries. Holes on Sarnen are discussed. These will be filled and smoothed. Placing a board in the dam is discussed. Mike Smith makes a motion to place a board in the dam. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

Ian Hayes and Tom Therrien join the meeting. The transducer at Muddy Beach Well #2 will be installed following this meeting. The placing of the transducer at 325 feet for Muddy Beach Well #1 is discussed. The site tube size may need to be increased to facilitate placement of the transducer at this depth. Erin Hartley will be notified. A new transducer for this depth will be ordered with an alternate cable that will help in placement. The final prep work for the site is placement of a valve to allow for flushing of the well.
Tom Therrien informs the Board that the off-peak programming will be completed today so that the data can be collected for review of this option going forward.
Tom Therrien and Ian Hayes will look at the telephone pole at Reinach station to see if the existing pole could be used for the new antenna that will be placed.
Ian Hayes will schedule a time to clean the pump houses.
The chemical injection day tank pit was worked on last week. The concrete is damaged. Ian Hayes recommends placing a containment tray under the day tank instead of fixing the concrete to repaint the pit. Ian will send a cost estimate for this option.
May water usage is discussed. Water main breaks and system flushing contribute to the higher than average usage numbers. Suspected water loss from the Jungfrau area is being looked into. Granite State Rural Water will be scheduled to assist in leak detection from the DPW well to the Jungfrau tank. Ian Hayes will order directional arrows for the pipes within all pump houses to show flow direction.
Ian Hayes rejoins the meeting to inform the Commissioners that the cost of the containment container is $275. Ron Sandstrom makes a motion to approve $275 for the spill containment. Mike Smith seconds the motion and the motion passed 3-0.

4. Administration

A safety meeting was held last week.
Policy review for all District policies, incorporating comments from Attorney Dan Crean will be done by the end of the month.
The Asset Management Committee met last weekend. Mike Smith outlines that Nancy Cole has been voted as Chair and Tommy Gunn was voted as Vice-Chair. Tommy Gunn will also act as the new Secretary for the Committee. Discussion was held on sending the curb stop valve locations to Engineer Paul Fluet for his records. Mr. Fluet will be asked if he would like that information. A date of September 1 was set for sending all isolation valve information to Paul Fluet for updating of the water model. NH DES has informed the office that the VDOE will be approved for $6,797.14 reimbursement through the Asset Management Grant. The next meeting for Asset Management will be Sunday, July 10 at 10 am.
The permit from NH DES for placing of culverts at 69 and 71 Eidelweiss Drive has been received.
$293 was received from North Country Recycling for materials brought from recent projects.
May water usage was distributed.
The emergency contact list was updated and distributed.
Total cost for Oak Ridge Road reconstruction is $218,517.
Mike Smith makes a motion to request a Tax Anticipation Note in the amount of $100,000. 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 10 checks for $78,926.72. 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 June 6, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0 1 with Ron Sandstrom abstaining as he was not in attendance.
The non-public minutes of June 6, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0 1 with Ron Sandstrom abstaining as he was not in attendance.

7. Commissioners Reports

Ron Sandstrom discusses placing of a VDOE sign at the mailboxes.

Mike Smith makes a motion to hire Attorney Chris Boldt of Donahue Tucker & Ciandella (DTC) as legal counsel for the VDOE upon retirement of Attorney Dan Crean June 30, 2016. Ron Sandstrom seconds the motion. Discussion ensues. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to send a thank you letter to Attorney Peter Malia. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to request estimated transition costs from DTC. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have Nancy Cole obtain a price for a new American Flag. Ron Sandstrom seconds the motion. Discussion is held on the fading of the colors on the current flag. Motion is called to a vote and the motion passed 3-0.
Mike Smith makes a motion to have the pipe samples removed from Oak Ridge Road tested and to obtain testing facility options from Engineer Paul Fluet. Discussion is held on the need to test these pipes. Ron Sandstrom moves to amend the motion to ask Engineer Paul Fluet if testing the pipes is recommended. Mike Smith seconds the amendment and the move to amend passed 3-0. Motion, as amended is voted and the motion passed 3-0.

8. Signature Items

The Engineer’s review and recommendation for payment #4 for G. W. Brooks is presented. Mike Smith makes a motion to sign the payment request. Ron Sandstrom seconds the motion and the motion passed 3-0.
Transfer request to move $35,468 from the water usage account to the operations account for the remaining portion of the 2016 water budget is presented. Mike Smith makes a motion to sign the transfer request for remaining portion of water budget to the operations account. Ron Sandstrom seconds the motion and the motion passed 3-0.
Transfer request to move $370 from the water usage account to the operations account for reimbursement of payments made to water users is presented. Ron Sandstrom makes a motion to sign the transfer request to reimburse the operations account for expenses paid. Mike Smith seconds the motion and the motion passed 3-0.
A letter to Treasurer Dinah Reiss for establishing a retainage account for Oak Ridge Road is presented. Ron Sandstrom makes a motion to sign the letter requesting Treasurer Dinah Reiss establish a retainage account for Oak Ridge Road in the amount of $4, . Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to send a copy of the letter to Engineer Nick Sceggell and Contractor G. W. Brooks for their records. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to the property owner at 29 Grachen Drive regarding the Driveway is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to the property owner at 34 Little Shore Drive regarding the requested driveway permit for construction is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work order 1124 for placement of the culverts at 69 & 71 Eidelweiss Drive, in compliance with the NH DES permit, is presented. Ron Sandstrom makes a motion to approve work order 1124 for placement of the driveway culverts at 69 and 71 Eidelweiss Drive in compliance with the NH DES permit. Larry Leonard seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining.

9. Correspondence

A report of trash left in the road on Appenvel Way was received and responded to.
A report of a blocked culvert near 9 Barden Place was received. Kelly Robitaille will check on this.
An ongoing discussion regarding placement of signs at the gardens and canoe racks within the District is occurring among EPOA members. A sign has been developed for review by the EPOA. The EPOA has been requested to submit a formal request for placement of any signs within the District.
A resident has stated intention to take a survey of beach goers at the District beaches. A request has been made for a copy of the results should the resident proceed with this survey.

10. Scheduled Appearances

Suzanne Malkasian discusses the letter sent to the Board on April 27. No written response to this letter has been received. The letter is reviewed. Ron Sandstrom outlines that the issue of drainage at 17 Oak Ridge Road has been reviewed and discussed with the Engineers. The stone placement at #17 is to spread and slow any water that may enter that property. Suzanne Malkasian claims that the stone is directing water to the property, and that damage is resulting on the property. Ron Sandstrom states that this will be discussed with the Engineers and that a course of action will be requested. Natural drainage throughout the area is discussed. Martin Malkasian discusses new culverts at other properties, and discusses the 2007 paving of the middle portion of Oak Ridge Road. Property owners state that the water flow is compromising their ability to place a shed on this lot. Mike Smith makes a motion to have the Engineers review and provide a resolution report to the Commissioners. Larry Leonard seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to move to water next on the agenda. Mike Smith seconds the motion and the motion passed 3-0.

11. Other Business
12. Public Comments

At 10:10 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/2016/07/CM060616.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 6, 2016

The Board of Commissioners met at 8:00 am on Monday, June 6, 2016. In attendance were Commissioners Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.

At 8:05 am the meeting was called to order by Commissioner Mike Smith.

1. Agenda

Mike Smith makes a motion to approve the agenda. 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 roads are in good shape. Minor washouts were noted with yesterday’s rain that will be repaired. 100 of the 185 culverts have been marked. Gloria Aspinall has begun working on obtaining GPS coordinates of the culverts. Ditch work is being done, with first focus on the pond areas. Mike Smith informs Kelly Robitaille that Tony Eldridge has been approved for 1 full week of work with an additional truck driver to work that week so as to maximize the ditching effort. The road list will be used as the guide as to which roads to ditch first. Schools will be closing in the next two weeks, additional vehicle traffic and pedestrian traffic will occur. Personnel should be aware and additional caution used. Kelly Robitaille reports that all materials collected for scrap metal will be brought to the recycling center this week. Mike Smith makes a motion to have Kelly Robitaille remove the debris at Muddy Beach station. Larry Leonard seconds the motion and the motion passed 2-0. Two driveway inspections have been completed and both are recommended for Commissioner review. Mike Smith makes a motion to require an engineered drawing for the driveway at 34 Little Shore; with the letter to the homeowner to include Dubois & King contact information as well as a statement that all charges for this engineering are to be paid by the property owner. Discussion is held on the steepness of the grade at the intersecting point of the driveway and road. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith makes a motion to have 29 Grachen re-submit a driveway permit application showing as built information for this driveway, including all property boundary marker points and setbacks. Larry Leonard seconds the motion and the motion passed 2-0.

3. Water

Ian Hayes and Tom Therrien will be in attendance at next week’s meeting.

4. Administration

The year to date budget is reviewed. All line items within expected range for this time of year.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,242.10. 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.
The Asset Management Reimbursement request and project status document were submitted to NH DES Friday, June 3.
Outstanding water bill balance report is reviewed. $17,227 is still due to the District. Statements have been sent.
A water hook up application has been received and sent to Paul Fluet for review of pressure requirements at site.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 27 checks for $62,921.64. Larry Leonard seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of May 23, 2016 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 2-0.
The minutes of May 28, 2016 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 2-0.
The minutes of May 31, 2016 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 2-0.
The minutes of June 2, 2016 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 2-0.
The Asset Management minutes of May 14, 2016 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 Asset Management minutes of May 27, 2016 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 2-0.
The safety meeting minutes of May 17, 2016 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith states that the Commissioners are interviewing potential legal counsel for the District as current Attorney Dan Crean is retiring the end of June.

Mike Smith makes a motion to approve the 7.5 HP pump recommended by Hartley Well and approved by Engineer Paul Fluet. Larry Leonard seconds the motion and the motion passed 2-0.
The ordering of the proper depth transducer for Muddy Beach Well #1 will be followed up on with Tom Therrien of Electrical Installation.

8. Signature Items

The Engineer’s review and recommendation for payment for G. W. Brooks is presented. Mike Smith makes a motion to sign the payment request. Larry Leonard seconds the motion and the motion passed 2-0.
The Engineer’s review and recommendation for approval of Change Order #4 for the Oak Ridge Road project is presented. Mike Smith makes a motion to sign Change Order #4. Larry Leonard seconds the motion and the motion passed 2-0.
The Engineer’s review and recommendation for approval of Change Order #5 for the Oak Ridge Road project is presented. Mike Smith makes a motion to sign Change Order #5. Larry Leonard seconds the motion and the motion passed 2-0.
The Engineer’s review and recommendation for approval of Change Order #6 for the Oak Ridge Road project is presented. Mike Smith makes a motion to sign Change Order #6. Larry Leonard seconds the motion and the motion passed 2-0.
A letter to Eversource regarding cutting of trees by Asplundh Tree, with a copy to Asplundh is presented. Mike Smith makes a motion to sign and send the letter. Larry Leonard seconds the motion and the motion passed 2-0.
A completed fill request has been received from 14 Blinden. Mike Smith makes a motion to approve the fill request. Larry Leonard seconds the motion and the motion passed 2-0.
A completed fill request has been received from 38 Appenvel. Mike Smith makes a motion to approve the fill request. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

Chief Eldridge of Madison Fire Department has sent the written approval of the wall built between the boiler and tank in the DPW garage.
NH DES has sent notice of release of the previously approved funds for the tank lining project.
Norm Garside has submitted the results of the Lodge inspection. $30,000 to $35,000 in repairs is estimated.
NH Municipal Association has sent two Legislative Bulletins.
NH Municipal Association has sent the bi-weekly News Link.
The third party electric supplier has sent the monthly report outlining that $108 was saved in May.

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

At 8:30 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (e) legal. Larry Leonard seconds the motion. Motion is called via roll call Mike Smith yea, Larry Leonard yea and the motion passed 2-0.

Motions and votes of Non-Public session:
No motions were made.

At 9:10 am Mike Smith makes a motion to exit Non-Public session and resume the public meeting. Larry Leonard seconds the motion. Motion is called via roll call Mike Smith yea, Larry Leonard yea and the motion passed 2-0.

At 9:35 am Mike Smith makes a motion to recess the meeting until 10 am. Larry Leonard seconds the motion and the motion passed 2-0.

At 10 am Mike Smith calls the meeting back to order. Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (e) legal. Larry Leonard seconds the motion. Motion is called via roll call Mike Smith yea, Larry Leonard yea and the motion passed 2-0.

Motions and votes of Non-Public session:
Mike Smith makes a motion to post a Non-Public session for next Monday’s Commissioner meeting. Larry Leonard seconds the motion and the motion passed 2-0.

At 10:35 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM060216.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 2, 2016

The Board of Commissioners reconvened on Thursday, June 2 at 9 am. Present were Commissioners Ron Sandstrom, Mike Smith, and Larry Leonard. Also present was Water Operator Ian Hayes. Erin Hartley of Hartley Well and Engineers Paul Fluet and Nick Sceggell participated telephonically.

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

The Muddy Beach wells are discussed. Erin Hartley outlines that the recent work at the wells has shown that the pump at Well #2 is at 98 feet. The well is 123 feet. Rocks and sand were found at the bottom of the well. Surging of the well removed debris to a depth of 140 feet. The well refilled to 123 feet following surging. The well yielded 50 to 60 gallons per minute through testing. The transducer tube was installed. Erin Hartley states that the amperage is low, cause is unknown. A sleeve was placed over the pump to protect it. This pump is two years old and is a 2 horsepower, 33 gallon per minute pump. The pump was reinstalled at 98 feet. Pump model is Gould 33 GS20. Ron Sandstrom leaves the meeting at 9:30 am.

Both wells may be in the same aquifer, it is not certain if this is the case.

The pump for Well #1 was noted to be at 328 feet*. The pump removed is a Pluegar 6 stage pump. The bottom of this well was noted at 357 feet. Shale at the bottom of the well was removed by surging and the full depth of the well is 420 feet. Tom Therrien of Electrical Installation will be notified of the pump depth. The transducer previously purchased will need to be returned and a transducer for this depth will be needed. The air lift test yielded 100 gallons per minute. Draw down testing of this well has shown the sustained rate of the well over long term pumping is estimated at 35 gallons per minute. System needs from this well field are discussed. Ian Hayes recommends replacing the pump with a 35-40 gallon per minute pump. Discussion continues on needs of the system and production capability of the wells. Erin Hartley discusses a 40-45 gallon per minute pump and will submit the information on the specific pump recommendation to the office for distribution. Placing of the transducers is discussed. Mike Smith makes a motion to have Hartley Well place the transducers while working on the well field. Ron Sandstrom seconds the motion and the motion passed 3-0. Should well #2 need to be put on line sooner, Ian Hayes will place the transducer prior to flushing and testing the well for return to service. Erin Hartley leaves the meeting at this time.
* Via email submitted following the meeting, Erin Hartley corrects this depth of the pump to 338 feet. Updated information is forwarded to Tom Therrien.

The water loss that is occurring at #1 Bristenstock is discussed. This house is believed to be served from the 2 inch Aspen water main. Pressure transducer/data loggers were placed to analyze the occurrence. The data loggers were removed following the long weekend and downloaded. Loss of pressure to negative numbers shows on the graph. The negative pressure allows for air to build in the water lines and appears to be creating the interruption of flow to the house. The cause of the pressure loss will be looked into. The tank levels and pump run times will be sent to the Engineers for additional ability to analyze the cause. Correction of the issue is discussed. Options are outlined which include closing of the loop by connecting the Bristenstock and Aspen lines, addition of an air release valve at or near the property to release the air from the system prior to getting to the house, and creation of a Reinach pressure zone. Isolation of the Aspen line can confirm that the house is connected to this water main. Connecting the house to the Bristenstock line, which dead ends near the property, may also be an option to correct the issue. Placement of an air release valve may be the most cost effective short term solution to stop the interruptions in water flow; however, this will not correct the low water pressure at the house which shows on the data logger graphs.

At 10:15 am Mike Smith makes a motion to recess the meeting until 3 pm. Larry Leonard seconds the motion and the motion passed 2-0.

At 3:00 pm the meeting reconvenes. Present were Commissioners Ron Sandstrom, Mike Smith, and Larry Leonard. Also present was part time Highway Employee Tony Eldridge.
Meeting is called to order by Chairman Ron Sandstrom.

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

Motions and votes of Non-Public Session:

Mike Smith makes a motion to seal the minutes of the non-public session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 3:35 pm Ron Sandstrom makes a motion to exit Non-Public session and resume the public session. Mike Smith seconds the motion and the motion passed 3-0.

The document and financial forms for submission to NH DES for the Asset Management Grant are reviewed. Ron Sandstrom makes a motion to approve the document for submission. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to sign the Reimbursement Request. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to sign In-kind Match Document #1. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to sign In-kind Match Document #2. Larry Leonard seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to sign In-kind Match Document #3. Larry Leonard seconds the motion and the motion passed 3-0.

Quotes requested from Tom Therrien of Electrical Installation are reviewed. Mike Smith makes a motion to approve $1,634 for programming of the polling sequence of the SCADA system. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve replacement of the panel at Reinach station for $1,492. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Tom Therrien purchase the proper transducer for placement at 335 feet and return the transducer previously purchased. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have Nancy Cole post pictures of Loons on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.

A homeowner has requested waiver of the late fee as she did not receive the original mailing per the note received with the check. The homeowner did include the late fee in the payment. Ron Sandstrom makes a motion to waive and reimburse the late fee. Mike Smith seconds the motion and the motion passed 3-0.

At 4:05 pm 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/2016/07/CM053116.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 31, 2016

The Board of Commissioners met at Oak Ridge Road at 9:00 am on Tuesday, May 31, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Engineer Nick Sceggell, Oak Ridge Road reconstruction Clerk of the Works Norm Garside, Dave Cribbie and Scott Brooks Sr of G. W. Brooks.

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

Signature item: The insurance proposal from Primex for property-liability insurance is presented. Ron Sandstrom makes a motion to accept and sign the proposal. Mike Smith seconds the motion and the motion passed 2-0.

Oak Ridge Road is viewed. The project is substantially complete. Punch list items are identified for final completion and submission of final pay application from G. W. Brooks. Punch list items identified include removal of the upper silt fence to be done this week and removal of the lower silt fence once growth within the seeded area has stabilized the soil. Seeded areas will be checked for growth and stabilization of the areas throughout the summer and again next April. Engineer Nick Sceggell will produce and distribute the punch list. Mike Smith makes a motion to accept the project as substantially complete. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 10:30 am Mike Smith makes a motion to recess the meeting until Thursday, June 2 at a time to be determined. 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/2016/07/CM052816.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 28, 2016

The Board of Commissioners met with the Eidelweiss Property Owner’s Association at 10:00 am on Saturday, May 28, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith.

A presentation is given to the EPOA membership.
Information regarding establishing a review of an option to sell the lodge and create a new community center/meeting room and office is presented.
The completion of the Oak Ridge Road reconstruction and the reconstruction project is discussed. Compliments on the work are received. Discussion on the need for the drainage as established is held. Engineering road designs for compliance with storm water management and ability to handle the 100 year storm are outlined.
Pump replacement work completed at Jungfrau, building repairs to Jungfrau and Oak stations, and work scheduled on the Muddy Beach wells is outlined and discussed.
Beaches and initiation of parking passes at the beaches are discussed. Enforcement of any such regulation, once passed, is discussed. An option for an Eidelweiss specific sticker, separate from the Town of Madison transfer station and beach parking pass, is discussed. This option has the most support amongst those present. Adding an option of an on-line parking pass purchase available for renters and visitors is suggested. This would allow some income to be generated for the District.
The rafts in the ponds are discussed. The yellow raft at Boulder Beach is outlined as being less desirable than the wooden rafts based on discomfort while lying on the raft and slipperiness of the raft due to algae growth.

Mike Smith makes a motion to post the presentation delivered today on the website. 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/2016/07/CM052316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 23, 2016

The Board of Commissioners met at 8:00 am on Monday, May 23, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille 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 Geneva Place was ditched Friday. All culverts, driveway and road, were cleaned. The rafts will be put into the ponds this week. The speed bumps will also be placed this week. Access to the Muddy Beach wells will be cleared this week. Kelly Robitaille continues by stating that shoulder work on upper Oak Ridge is still needed and will be completed. Mike Smith makes a motion to delay placing of the speed bumps until school is out. Ron Sandstrom seconds the motion and the motion passed. Supplies are good and all equipment is reported to be in good condition. The paving of lower Oak Ridge Road is beginning today. The list of additional roads to be added for work this summer will be circulated. Deliveries will be scheduled for the fill request from Bern Drive. Ron Sandstrom makes a motion to place the availability of fill on the website. Mike Smith seconds the motion and the motion passed 3-0. The No Lifeguard on Duty signs for the beaches have been received and will be installed.

3. Water

Estimates for the replacement panel at Reinach and programming of the polling sequence have been received.

4. Administration

Mike Smith makes a motion to not meet next week. Ron Sandstrom seconds the motion and the motion passed 3-0.
A safety meeting was held last week. Next meeting will be June 8.
Attorney Dan Crean has stated the policy review should be completed this week.
Meetings with recommended replacement legal counsel are discussed. A meeting with Attorney Chris Boldt has been scheduled for 8:30 am June 6. The second Attorney will be scheduled 10 am.
Treasurer Dinah Reiss discusses the monthly cash flow report. A retainage account will need to be established for Oak Ridge Road. A letter from the Commissioners will be needed to open the new account. Establishing a Tax Anticipation Note in June is recommended by the Treasurer. Mike Smith makes a motion to establish a TAN. Ron Sandstrom seconds the motion. Discussion on amount is held. Ron Sandstrom moves to amend the motion to add in the amount of $100,000. Mike Smith seconds. Motion, as amended, is called to a vote and the motion passed 3-0. Treasurer Dinah Reiss will contact the bank. The intent for additional withdrawal from the Water System Capital Reserve Fund is discussed. Mike Smith makes a motion to split the Muddy Beach Well work at $17,500 from the CRF and $17,500 from the Water System Extension Fund. Ron Sandstrom seconds the motion and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,377.55. Ron Sandstrom seconds the motion. Discussion is held. Further discussion will be held in non-public session. Mike Smith makes a motion to approve payroll minus the ½ hr Overtime. 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 3 checks for $67,456.95. 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 May 16, 2016 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 May 17, 2016 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 reports that he has locked down the website as it has been under attack recently.

Larry Leonard discusses submitting additional information to NH DES. Larry Leonard makes a motion to collect and complete a final request for reimbursement application for the Asset Management Grant. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion not to pursue alternate engineering options. Ron Sandstrom seconds the motion. Discussion ensues. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard in favor of keeping the item open.
Mike Smith makes a motion to send a letter to Eversource with a copy to Asplundh requesting holding of any additional tree cutting and establish a meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith reports that he has permission to publish photographs of the Loons, with credit to the NH Loon Society. Discussion is held on placing pictures and a notice on the website regarding safety and protection of the Loons.
Mike Smith discusses topics to be covered with the EPOA at the meeting this coming Saturday. Topics should include selling the Lodge, a new building, beach stickers and options for parking restriction, ID on boats per Ordinance, Oak Ridge Road reconstruction, upgrades to Jungfrau and Oak water stations, and planned rehab of the Muddy Beach wells. An outline will be created.

8. Signature Items

Work order 1122 for repair of the plumbing at the Lodge is reviewed. Mike Smith makes a motion to approve Work Order 1122. Ron Sandstrom seconds the motion and the motion passed 3-0.

Letters to two residents requesting participation on the Lodge sale review committee are presented. Mike Smith makes a motion to sign the letters to Kevin O’Brien and Tommy Gunn requesting participation on the Lodge sale review committee. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results; results are clean. Granite State Analytical has sent the pH testing results; results are compliant.
A 91-A request for the summary outline of the water system tank lining project was received from Jay Buckley. The document was sent electronically.
A 91-A request for the approval of the pavement preservation work recently completed on the upper section of Oak Ridge Road and Klausen and Annual Meeting document outlining this project was received from Mark Graffam. The documents were sent electronically.

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

At 8:59 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (a) employment 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:
Ron Sandstrom makes a motion to deny the ½ hour overtime shown on Bob Goddard’s time card. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to sign the letter to Bob Goddard. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to establish a meeting with part time employee Tony Eldridge. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 9:15 am Ron Sandstrom makes a motion to exit non-public session and 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/2016/05/CM051716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 17, 2016

The Board of Commissioners reconvened the session of May 16 at 1 pm Tuesday, May 17, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith, and Larry Leonard. Also in attendance, at separate times, were Kelly Robitaille and Bob Goddard of the Highway Department.

At 1:00 pm the reconvened session was called to order by Chairman Ron Sandstrom.

Signature items:

Mike Smith makes a motion to sign Work Order 1120 for clearing access to the Muddy Beach well field. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign Work Order 1121 for replacement of the Sodium Hydroxide day tank and repainting of the containment pit. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign Oak Ridge Road reconstruction Change Order #3 as recommended by the Engineers. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve the Fill Request submitted by #10 Bern Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.

Highway:

Manner in which the Board will receive work status reports from the Highway Dept is discussed.

The 2016 work plan as submitted by Kelly Robitaille is discussed. Mike Smith recommends altering the plan to focus on drainage needs – ditch and culvert cleaning – around the ponds prior to other work listed. Discussion is held on establishment of priorities for road work.
Delay of the compacting roller which has been ordered through MB Tractor is discussed. Potential loss of the machine rental for this summer is outlined as a possible result of delay at this time. Mike Smith makes a motion to discuss with Kelly Robitaille a change of scope from the submitted plan to focus on ditching and culvert cleaning beginning around the ponds. Ron Sandstrom seconds the motion. Discussion on changing scope of plan is held. Motion is called to a vote and the motion passed 3-0.

Kelly Robitaille joins the meeting and is informed the Board has voted to alter the focus of the 2016 road work to ditching and culvert cleaning around the ponds as priority. Asphalt work and road grading will be delayed. Kelly Robitaille is informed to contact MB Tractor and delay the roller rental. Kelly Robitaille will cancel the delivery scheduled for next week.
Road work, ditching, and some added difficulties in completing these tasks with a two person team are discussed. Some debris may need to be left roadside for pick up the next day. Storage needs for removed debris discussed.
Mike Smith makes a motion to obtain a price from G. W. Brook & Son for placement of asphalt in the pot holes near the entrance on Eidelweiss Drive. Ron Sandstrom seconds the motion. Discussion ensues. Kelly Robitaille states the DPW can fill at much lower cost. Mike Smith withdraws the motion.

Numbering and checking on all road culverts will be handled as a priority for the DPW. This assessment of all road culverts will give necessary information on the overall status of culverts and work needed. Mike Smith makes a motion to allocate up to $1,000 for metal grade stakes and paint for installation as new culvert markers. Ron Sandstrom seconds the motion and the motion passed 3-0.

Driveway culverts as an integral part of drainage is outlined and discussed. Cleaning of driveway culverts when working in any given area concurrently with the other work is outlined.

Kelly Robitaille leaves the meeting.

Bob Goddard joins the meeting. Work flow and change of scope to work plan for 2016 outlined and discussed.

Mike Smith makes a motion to revisit the work plan with the DPW in 3-4 weeks. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 3:15 pm 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/2016/05/CM051616.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 16, 2016

The Board of Commissioners met at 8:00 am on Monday, May 16, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy), Ian Hayes (water operator), Tom Therrien (SCADA), Engineers Paul Fluet and Nick Sceggell, Erin Hartley of Hartley Well, Dave Cribbie of G. W. Brooks (Oak Ridge Contractor), and Treasurer Dinah Reiss.

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 the pavement preservation project on Upper Oak Ridge and Klausen was completed last Thursday. The area was ditched prior to the asphalt being placed. The shoulders will be worked in the area. Pavement now extends an additional 25 feet beyond the prior cut location to ease transition around the top of the S turn. Porridge Shore was ditched. Bern Drive and Sarnen will also be ditched. Seasonal work to be done by Memorial Day is discussed. Mike Smith makes a motion to put the rafts in on a good day. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to put the speed bumps in on Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 3-0. The fence at the veterans garden will be placed after Oak Ridge Road construction is complete. The list of roads planned for work is reviewed and discussed. A work session for road work is scheduled for 1 pm today. Discussion is held on cleaning ditches and culverts around the ponds first. Cleaning of road culverts, pavement shimming and shoulder work needed on suggested roads is discussed. The marking of road culverts is discussed. Kelly Robitaille shows a metal garden stake, painted yellow at the top with a number tag attached. Kelly Robitaille informs the Board the stakes cost $2.20 each. Each culvert requires two for a total cost under $1,000. Three days is estimated as completion time of painting and tagging the garden stakes. Priority of work for the department is discussed. Mike Smith discusses option of canceling the roller rental. The ability to have roads prepared in advance of the rental is discussed. Mike Smith adds that he would like to see a priority on ditching and culvert cleaning with grading of roads to follow. Discussion on process of road work continues. The need for a place to deposit materials during road work is discussed. Road work and priority discussion will continue in the reconvened session. Scheduling of the session is discussed; Tuesday at 1 pm.

3. Water

Mike Smith will work with Ian Hayes on isolation valve locating. Beginning date is discussed. Ian Hayes states able to begin Wednesday, June 1 at 1 pm. Work on locating and obtaining GPS coordinates for the valves will continue weekly at 9 am on Wednesdays beginning June 8. Pricing for the replacement of the booster pumps at Muddy Beach is stated by Ian Hayes to have been sent last night to the office, total cost, including pumps, is estimated at $23,000. The pricing for replacement of the day tank for the Sodium Hydroxide with repainting of the pit is estimated at $1,400 - $600 in parts and $800 in labor. Ron Sandstrom makes a motion to proceed with the replacement of the day tank for the Sodium Hydroxide, including repainting of the protective paint in the pit, up to $1,400. Mike Smith seconds the motion and the motion passed 3-0. The quote for the booster pump and piping replacement at Muddy Beach is discussed. Ron Sandstrom outlines that no action will be taken on the booster pump replacement until the work is completed on the wells and production is assessed. Off peak metering for the water system is discussed. Tom Therrien states that the program will be added to the stations this week. Tom Therrien discusses the height of the antenna at Reinach station. The antenna is too low and should be placed on a telephone pole next to the station to at a height of 30-35 feet. Mike Smith makes a motion to obtain pricing for purchase and placement of the telephone pole and placing of the antenna. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain pricing for the larger enclosure needed for Reinach station. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain pricing for updating of the SCADA system polling sequence with a sequence of operation report for the VDOE. Ron Sandstrom seconds the motion and the motion passed 3-0. The water outage on May 8 is outlined as being caused by a polling sequence failure. Tom Therrien leaves the meeting at 9:30 am.
The work needed on the wells at Muddy Beach is discussed with Erin Hartley of Hartley Well, Water Operator Ian Hayes, Engineers Nick Sceggell and Paul Fluet of Fluet Associates, a division of Dubois & King. Surging of Well #2 is outlined as the best means of cleaning the well to stop the sediment clogging the well pump. Well #2 is 110 feet at pump depth. Mike Smith makes a motion to shut off the camera for this discussion. Ron Sandstrom seconds the motion. Discussion is held on the information to be discussed as public information. Motion is called to a vote and the motion failed 1-2 with Larry Leonard and Ron Sandstrom stating the information is public. Muddy Beach Well #1 is discussed. Ian Hayes outlines that the production of this well reduces to 35 gallons per minute (gpm) with regular use. Once recovered, the well will return to 85 gpm production. Erin Hartley recommends pulling of the pump from Well #1, surging the well while open and placing a new pump. Size of the pump for the well is discussed. Ian Hayes states that if 35 gpm is the long term production for this well, the pump should be sized in that range, in lieu of an 85 gpm pump. The difference in horse power of the pump will make a large difference in the price and lead time needed to obtain. Well #2 will be flushed and put on line prior to removing the pump from Well #1. When the pump is removed from Well #1, the well will be tested by Hartley Well for production. This test will give a short term production capability; not long term sustainable rate of production. Paul Fluet states that information on the production rate should be used to size the pumps so that the pumps give a production rate which matches the flow. Paul Fluet adds that he agrees that Well #2 should be flushed and put back on line prior to removing the pump from Well #1. The transducers which will be placed in the wells while they are open will give the needed information on the flow ability of these wells. The cost estimate for the work is discussed. Worst case for Well #1, which would include a 10 HP pump for 85 gpm flow capability is $26,500. Well #2 is estimated to cost $3,700 to $5,200. Total budget for the project is $30,000. Scheduling is discussed. Erin Hartley states can be scheduled for phase 1 the week of May 30. Upon completion of phase 1, the information obtained about the short term production ability of Well #1 will be sent to the Engineers who will size the replacement pump. A two week lead time for receipt of the new pump for Well #1 will be needed and the new pump and piping will be installed as phase 2. Mike Smith makes a motion to authorize up to $35,000 for this project. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith leaves the meeting at this time to view the access to the Muddy Beach wells with Erin Hartley and Ian Hayes. Kelly Robitaille is contacted and requested to go to Muddy Beach station to review the access needs for the equipment of Hartley Well.

4. Administration

The monthly safety meeting will be held Tuesday at 12:30 pm.
The motion log has been distributed for review.
The work order log has been distributed for review.
The updated job description for the highway foreman has been distributed. This document will be discussed in the reconvened session of this meeting scheduled 5/17 at 1 pm.
Attorney Dan Crean has reviewed the fill agreement. Recommendation is that the Board sign these agreements, not the Highway Foreman. Mike Smith makes a motion to update the fill agreement to reflect signatures of the Board and approve use of the fill agreement as amended. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining stating he did not read the document.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 16 checks for $9,609.85. 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 May 9, 2016 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 reports that minor trimming of tree limbs and moving of a few rocks is all that is needed to prepare the access area for the Muddy Beach well field. The DPW will handle the work.
Mike Smith discusses the Commissioners Report to be given at the Eidelweiss Property Owner’s Association meeting Saturday May 28, 2016. Placing of identification in watercraft is discussed.
Mike Smith discusses the Asset Management meeting held last Saturday. The Asset Management Committee has voted to recommend to the Board of Commissioners that efforts to collect funds from the State of NH Asset Management Grant be stopped after May 31. Larry Leonard discusses contact with Luis Adorno of NH DES from the Board. Larry Leonard makes a motion to send a letter to Luis Adorno of NH DES inviting him to a Commissioners meeting. Ron Sandstrom seconds the motion and the motion passed 2-1 with Mike Smith voting against stating that contact has been made and not responded to; additional contact is not needed.
Mike Smith makes a motion to approve up to $400 for printing of maps once all data points are established for the isolation valve locations. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against production of the isolation valve maps.

8. Signature Items

Work order 1117 for seasonal water turn on for VDOE is presented. Mike Smith makes a motion to approve work order 1117 for seasonal water turn on. Ron Sandstrom seconds the motion and the motion passed 2-0. (Commissioner Leonard stepped away)
Work order 1118 for seasonal water turn on for a resident is presented. Mike Smith makes a motion to approve work order 1118 for seasonal water turn on. Ron Sandstrom seconds the motion and the motion passed 2-0. (Commissioner Leonard stepped away)
Work order 1119 for seasonal water turn on for a resident is presented. Mike Smith makes a motion to approve work order 1119 for seasonal water turn on. Ron Sandstrom seconds the motion and the motion passed 2-0. (Commissioner Leonard stepped away)
A driveway permit for construction for 23 Diessbach Drive 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.
Draft of a letter to Eversource regarding tree cutting is presented. Draft is reviewed and discussed. Draft held for additional discussion.
Transfer of funds request to Treasurer Dinah Reiss for movement of $100,000 from the Water Usage Account to the Operations Account is presented. Ron Sandstrom makes a motion to sign the Transfer of Funds request. Mike Smith seconds the motion and the motion passed 3-0.

9. Correspondence

Ralph Lutjen has sent notification that resident Melissa hatch has agreed to weed the gardens and mow the lawns for the season at a cost of $200. Mike Smith makes a motion to approve allocation of $200 for garden and lawn maintenance. Ron Sandstrom seconds the motion. Larry Leonard questions if specifics for the job have been outlined, the number of and location of the gardens, the number of and location of the lawns and if a work order or signed agreement will be in place. Larry Leonard is informed there are 5 gardens, 2 lawns, and that the job was posted for over a week with no other response. Mr. Leonard begins to ask additional questions. Mike Smith moves to call the question. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against, stating he has additional questions. Motion to approve the $200 for garden and lawn maintenance is called to a vote and the motion passed 2-0-1 with Larry Leonard against.

Mike Smith makes a motion to approve the request for parking of a trailer, occasionally with a boat on it, at the Huttwil lot for the summer. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard recused from the vote as he is the requesting resident.

NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances

Dave Cribbie of G. W. Brooks & Son, contractor for the Oak Ridge Road project joins the meeting to discuss project status with the Engineers and Board. Correction of the raised catch basin on Eidelweiss Drive at the intersection with Oak Ridge Road is proposed as Change Order #3. Cost for purchase and placement of the C-throat is $645. Nick Sceggell states that this is the correct solution and gives verbal approval of the change order. Ron Sandstrom makes a motion to approve Change Order #3 based on verbal approval of the Engineers. Larry Leonard seconds the motion and the motion passed 3-0. Final paperwork will be forwarded by Nick Sceggell for signing. Paul Fluet discusses placing the base asphalt layer at this time with final top coat to be done in the fall. Dave Cribbie will obtain pricing for this option. The pipe at catch basin #2 at the intersection of Saint Moritz needs to be extended 5 feet. Cost for this is $280 and will be calculated with the final balancing change order vial alteration of the unit amounts (5 feet of culvert piping will be added). The rocks removed from the project and unsuitable materials removed during preparation of the road bed remain to be calculated and approved. Some rocks are outlined as having been destroyed prior to VDOE verification of measurements. Exchange of a headwall for a catch basin is discussed. If VDOE keeps the headwall once removed, cost will be $2,300. If G. W. Brooks keeps the headwall the cost will reduce to $2,100. Mike Smith makes a motion to approve the work at a cost of $2,300 with the VDOE keeping the headwall. Ron Sandstrom seconds the motion and the motion passed 3-0.
The driveway at #18 Oak Ridge will need additional apron work to tie into the new road surface. One load of gravel, compacted and sloped, will be needed. The class C erosion stone in the ditches at the lower portion of the road will need to be moved to lower the ditch line. The stone will be used in other areas of the ditch line up hill. Cost for additional labor to move the stones is $1,200. Mike Smith makes a motion to approve up to $1,250 for movement of the class C erosion stone. Ron Sandstrom seconds the motion and the motion passed 3-0. The components of the current mix of asphalt being produced at Pike have not been released for 2016, but have not changed from 2015. Approval of the asphalt mix based on 2015 published data is discussed. No changes to the mix are known. Mike Smith makes a motion to recommend Fluet Engineering approve the asphalt mix based on the 2015 publication. Ron Sandstrom seconds the motion and the motion passed 3-0. Dave Cribbie will send the information to the Engineers. Dave Cribbie leaves the meeting at 11:20 am.

Discussion ensues with Paul Fluet and Nick Sceggell regarding Grison and Burgdorf engineering as approved at the VDOE Annual Meeting. Mike Smith makes a motion to act on the Warrant Articles and begin engineering, design and permitting of permanent repairs for the culverts on Grison and Burgdorf. Ron Sandstrom seconds the motion. Discussion ensues with Larry Leonard speaking against this project. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against stating that he does not think this is needed.

Paul Fluet is informed that off peak pumping for savings on electric costs for the water system is being modeled and looked into.

11. Other Business

Ron Sandstrom makes a motion to post the paving schedule for Oak Ridge Road on the website. Mike Smith seconds the motion and the motion passed 3-0.

12. Public Comments

At 12:00 pm Mike Smith makes a motion to recess the meeting until Tuesday, May 17 at 1:00 pm. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator