Commissioners Meetings Documents

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM050216.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 2, 2016

The Board of Commissioners met at 8:00 am on Monday, May 2, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Kelly Robitaille and Bob Goddard (hwy), Treasurer Dinah Reiss, residents Gloria Aspinall and Ralph Lutjen. 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 add a Non-Public session pursuant to RSA 91-A3: II (d) property and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

2. Highway Department Report

Kelly Robitaille reports that work was completed on ditches along Eidelweiss Drive and Little Shore Drive. The pot holes and depressions at the entrance of Eidelweiss Drive will be filled with asphalt once the plant opens, which is scheduled for May 9. Sunday paving is scheduled to begin the work on the upper section of Oak Ridge Road and Klausen Drive May 9. The driveway culvert cleaning list is being worked on. Mike Smith states that culverts, ditching and grading are to be the priority work for the department. Tagging of the road culverts is discussed. Gloria Aspinall questions the process that will be used. Discussion is held on best manner of proceeding. Ron Sandstrom makes a motion to obtain pricing for metal posts to replace the wooden grade stakes as culvert markers. Mike Smith seconds the motion and the motion passed 2-0. Ability to remove leaves from the ditches is discussed. Mike Smith makes a motion to obtain pricing for a vacuum system to remove leaves from ditches. Ron Sandstrom seconds the motion and the motion passed 2-0. The aesthetic appearance of the DPW II site is discussed. Ralph Lutjen outlines a design for placement of plants to improve the appearance of the site. Site preparation would be handled by the DPW crew, including removal of a couple of feet of existing soil/sand and refilling the area with materials on hand more suitable for planting. A rock border would be created for the area, also with materials on hand. The Oak Ridge side of the site would need a slight grade change, as well as removal of existing soil/sand and filling of the area with more materials on hand. The plantings would block entry to that side of the DPW building. Ralph Lutjen states that, if the Board approves the plan contingent upon approval of funding by the EPOA, he will approach the EPOA with that approval to obtain the funding. Mike Smith makes a motion to approve Ralph Lutjen working with the DPW to create the garden areas for the DPW II site contingent upon funding of the plants by the EPOA. Ron Sandstrom seconds the motion and the motion passed 2-0. Weeding of existing gardens is discussed. Ralph Lutjen states that he will continue looking for someone to perform this task.
The year to date budget status is discussed. Line items are reviewed and discussed.
The work recently completed at Little Shore is discussed.

3. Water

A work order will be created for approval for all seasonal work. Ian Hayes and Tom Therrien will appear May 16. Pricing for Muddy Beach is discussed. Pumps, electric work, SCADA work and pump installation with related piping change estimates are needed for project estimation. Discussion is held on the current well production occurring from this site. The wells should be evaluated and repaired prior to committing any funds to pump replacement. Mike Smith makes a motion to approve Hartley Well work on the Muddy Beach wells up to $20,000. Ron Sandstrom seconds the motion and the motion passed 2-0. Project management for the VDOE is discussed. Ron Sandstrom makes a motion to appoint Mike Smith as project manager. Mike Smith seconds the motion and the motion passed 2-0. A follow up will be done on the replacement of the water line under Oak Ridge to Saint Moritz. The reading of the flow meter at Jungfrau station on the SCADA system will be followed up on. The off peak programming for the SCADA system is completed. Putting the program on line is discussed and will be discussed with Tom Therrien. As built drawings for the chemical injection room and Jungfrau stations will be followed up on with Tom Therrien, Ian Hayes and Chad Poulin.

4. Administration

The year to date budget is reviewed.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 5 checks for $36,085.33. Mike Smith 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 April 27, 2016 are reviewed. Ron Sandstrom 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 makes a motion to request Norm Garside submit an estimate for repairs to the Lodge by May 31. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith discusses forming a committee to look into selling the Lodge. Mike Smith makes a motion to form a Committee to explore the option of selling the Lodge and to name Tommy Gunn and Kevin O’Brien to the Committee with Ron Sandstrom named as Commissioner Representative and proceeds from the sale to be used for building a new building for the VDOE. Ron Sandstrom seconds the motion and the motion passed 2-0. The cost of the water main repair on Oak Ridge is discussed. Mike Smith makes a motion to split the $800 expense with G. W. Brooks. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to check with the EPOA if a Board of Commissioners update is requested for the EPOA Annual meeting and, if requested, to update the EPOA members on the Oak Ridge Road project, option of selling the Lodge and option of establishing a manner of adopting beach parking stickers. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

A pressure test agreement for testing of water pressure at 19 Winnigon is presented. Mike Smith makes a motion to sign and send the letter and agreement. Ron Sandstrom seconds the motion and the motion passed 2-0.

Water System Capital Reserve Fund withdrawal request form is presented. Mike Smith makes a motion to request a withdrawal of $30,210 for funding of the Jungfrau project and Tank lining project. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

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

10. Scheduled Appearances

Appearances were completed within Highway discussion.

11. Other Business

A draft of an agreement that residents could sign to have fill from highway work delivered to their property has been drafted and sent to Attorney Dan Crean for review.

12. Public Comments

At 9:10 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (d) property. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public session:
None

At 9:15 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM042716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 27, 2016

The Board of Commissioners met at 8:00 am on Wednesday, April 27, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:03). Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss, David Cribbie of G. W. Brooks, Nick Sceggell of Fluet Engineering and Oak Ridge Rd project clerk Norm Garside. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the snow storm yesterday went well. The Terra Star was used to plow, salt and sand as needed. Huttwil Drive was graded with part time employee Tony Eldridge last Friday. Gravel will be added to Huttwil. Beaches are being cleaned and readied for summer. New signs are needed for the dam; the “No Entry” signs in place are no longer legible. The roller rental will be arriving on May 16 for 6 weeks. Timing is discussed. Mike Smith advises delaying receipt of the roller until more gravel roads have been graded and are ready for compacting. Kelly Robitaille will list the roads to be worked on prior to the roller rental arriving, and for while the rental is in the District. Driveway culverts are being cleaned. The list received from Gloria Aspinall showing culverts 75-100% blocked is being used. Mike Smith discusses cleaning of ditch lines. Kelly Robitaille reports that ditch lines are being cleaned and shaped with the grader as roads are being worked on. An exhaust issue with the Terra Star was fixed last week. Repair is covered under Warranty. The gravel supply is good at this time. Additional gravel will be picked up as needed up to the allocated purchase order limit. Securing of DPW II is discussed. Mike Smith makes a motion to secure the back of DPW II with a chain and sign for authorized entry only. Ron Sandstrom seconds the motion and the motion passed 3-0. A sign is on order for use at this location. The culvert on East Bergamo at Dorfli is discussed. Kelly Robitaille reports that the culvert is working. No need to change at this time, culvert will be checked for replacement going forward. Mike Smith will work with Kelly Robitaille and Bob Goddard on scheduling clean up for the pump houses. The schedule for repair to Upper Oak Ridge Road and Klausen is discussed. Water operator Ian Hayes has stated that a leak detection survey is scheduled for May 24 and has requested holding this road work until the leak detection is completed. Kelly Robitaille states that he intends to work the ditch line in the area next week. If the area dries, Sunday Paving schedule will not be changed; if the area remains wet, the paving will be delayed. The water level of the ponds and information from the NH Loon Preservation Society are discussed. Water levels are to be established and maintained during Loon nesting time; May – July. Kelly Robitaille reports that the abandoned raft that was at Boulder Beach has been removed.

3. Water

Muddy Beach estimates for upgrades will be reviewed Monday. A follow up will be done with Hartley Well for the per foot cost estimate for repairs to Muddy Beach Well #1. Granite State Rural Water will be setting the pressure transducer/data loggers for the Bristenstock area and performing a leak detection survey on the Summit pressure zone on May 24.

4. Administration

The monthly cash flow report is discussed. Treasurer Dinah Reiss outlines the income that will be received from the Capital Reserve funds will maintain positive cash flow until the August tax check is received.

Asset Management is discussed. The status of maps and printing of the maps is outlined and reviewed. This will be followed up on.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,177.74. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

A status information sheet for the water system tank lining project has been drafted. Draft is reviewed and discussed. Mike Smith makes a motion to post to approve the draft and post to the website. 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 28 checks for $32,462.02. 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 April 11, 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

Ron Sandstrom announces that the Kennett High Robotics competitors did very well at the World Championship competition.

Mike Smith makes a motion to look into the option of selling the Lodge, using the proceeds for a new building. Ron Sandstrom seconds the motion and the motion passed 3-0. An advisory committee will be established to look into this option.

Mike Smith makes a motion to send a letter to all local real estate agencies requesting they do not advertise VDOE beaches for property sales outside the VDOE. Ron Sandstrom seconds the motion. Discussion ensues. Mike Smith withdraws the motion.
Mike Smith makes a motion to look into a parking sticker system to limit parking at the VDOE beaches to VDOE residents and guests. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Work order 1113 for clearing the sleuth way for the dam is reviewed. Mike Smith makes a motion to approve and sign work order 1113. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work order 1114 for cleaning of driveway culverts as listed on report by Gloria Aspinall is presented. Mike Smith makes a motion to approve and sign work order 1114. Ron Sandstrom seconds the motion and the motion passed 3-0.

DRA form MS 535 is presented. This form is a financial report of final expenditures of 2015. All information within the report is taken from the 2015 VDOE Audit and the report has been reviewed by Auditor Tamar Roberts. Mike Smith makes a motion to sign the MS 535. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter to owner of 23 Diessbach outlining the need to obtain a driveway permit for construction for the curb cut being created at this lot is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

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

Browning Surveys has questioned the status of VDOE roads as Class V, municipal Public Roads. This has been clarified.

NH DES has sent information regarding regulation of dams to establish water levels that are protective of the Loons.

NH DES has sent a lead pipe survey which has been completed and returned to DES.

Resident Jay Buckley has requested use of the VDOE sandwich board sign at the Huttwil mailboxes for placement of the flyer for Valley Pride Clean up day (May 7). Larry Leonard makes a motion to approve use of the sign. Ron Sandstrom seconds the motion and the motion passed 3-0.

Attorney Dan Crean has announced his retirement the end of June, 2016. Mike Smith makes a motion to request three options for new legal counsel for the VDOE from Dan Crean. Ron Sandstrom seconds the motion and the motion passed 3-0.

10. Scheduled Appearances

David Cribbie of G. W. Brooks, contractor for Oak Ridge Road reconstruction and Nick Sceggell of Fluet Engineering are in attendance to discuss the water main break that occurred during construction last week. Construction plans call for test pits in the area of the main break which were not done prior to excavation. David Cribbie outlines the distance between the estimated location on the plans and the actual location of the water main. G. W. Brooks will not bill for lost man hours or equipment used to dig and repair the water line, and requests that they are not held responsible for water operator Ian Hayes time. Confirmation is made that the VDOE will be responsible for the moving of the water line at the catch basins. The void which exists under Oak Ridge at the water line feed for Saint Moritz is discussed. Replacing of this water line while the area is excavated for road construction is discussed as the best manner of proceeding. This work would be done at time & materials billing by G. W. Brooks, with the VDOE responsible for time of Ian Hayes. The balancing change order done at the end of the project will list and calculate any changes to the contract price based on this work. 6 inches of additional excavation over a 30 foot span is estimated as additional work.

The order to proceed on the project is presented. Mike Smith makes a motion to sign the Order to Proceed. Ron Sandstrom seconds the motion and the motion passed 3-0. Change order #1 is presented. Mike Smith makes a motion to sign Change Order #1. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to hire Norm Garside as Clerk of the Works for the Oak Ridge project. Ron Sandstrom seconds the motion and the motion passed 3-0.
Nick Sceggell and David Cribbie leave the meeting at this time.

Contractor Norm Garside has submitted quotes for building repairs needed at Jungfrau station and Oak station. Mike Smith makes a motion to approve the Oak Ridge station repairs at a cost of $1,350. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve the Jungfrau station repairs at a cost of $2,320. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to fund these projects from the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Norm Garside submit an estimate for repairs to the foot bridge at Boulder Beach. Ron Sandstrom seconds the motion and the motion passed 3-0.
Norm Garside leaves the meeting at this time.

11. Other Business

Ron Sandstrom makes a motion to create a work order for measurement from the edge of road to the pavement placed at 26 Diessbach. Mike Smith seconds the motion and the motion passed 3-0.

12. Public Comments

At 10:35 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

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM041116.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 11, 2016

The Board of Commissioners met at 8:00 am on Monday, April 11, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:07). Also in attendance were Treasurer Dinah Reiss and resident Jay Buckley (arrived 8:15). Water Operator Ian Hayes and SCADA programmer Tom Therrien join the meeting in progress at 9:00 and 9:15 am.

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 is not in attendance today. All equipment is in good shape. Updates to the Oak Ridge Road project will be posted on the website as they become available. Detour signs will be posted prior to onset of construction. G. W. Brooks is expected to mobilize next Monday. A recall notice was received on the F-550 which was scheduled and taken care of last week.

3. Water

Ian Hayes advises that Hartley Well has been asked to submit a worst case scenario cost estimate for Muddy Beach Well #1 proposed work. Replacing the well pump is discussed and will be quoted. Replacing the piping within the well will be quoted. All estimates will be based on a 400 foot well depth. Actual well depth is unknown. Mike Smith makes a motion to have Ian Hayes request Hartley Well produce an estimate for replacement of pump and piping, at a per foot cost estimate, for Muddy Beach Well #1; and to provide flushing cost for Well #1 and Well #2 for submission to the office. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes is informed that quotes are being requested for building repairs needed at Jungfrau, Oak and Summit water stations. Ian Hayes recommends spray foam insulation is used at Oak station. Mike Smith informs Ian Hayes that the DPW will be cleaning up the pump houses. Any item to be left will be marked. Mike Smith will be with the crew when they are in the pump stations. Ian Hayes will produce the as built drawings for the pumps and piping at Jungfrau and the chemical injection room. Androscoggin Electric will be producing the electrical design flow for Jungfrau. Electrical Installation will be providing the SCADA flow information. Mike Smith requests Ian Hayes produce estimates for replacement booster pumps for Muddy Beach station. The pumps are to have 300 lb flanges. Labor estimate will also be provided. Ian Hayes discusses replacement of the day tank for the Sodium Hydroxide. The pit would be repainted with the appropriate enamel paint while the tank is removed. Mike Smith makes a motion to have Ian Hayes submit pricing for this project. Ron Sandstrom seconds the motion and the motion passed 3-0.
The contact information for G. W. Brooks personnel assigned to the Oak Ridge Road reconstruction project will be sent to Ian Hayes. Ian Hayes reports that 2 blow off valves need to be repaired; one at dead end of Adelboden and one on upper Aspen. Repairs will be scheduled. Granite State Rural Water Association has been requested to place three data loggers/pressure transducers in the area of 1 Bristenstock. Memorial Day is targeted for data logger information gathering. Ian Hayes discusses the option of using Granite State Rural Water for leak detection survey of the Summit zone. Mike Smith makes a motion to have Ian Hayes submit pricing for a leak detection survey of the Summit zone. Ron Sandstrom seconds the motion and the motion passed 3-0.
Tom Therrien of Electrical Installation, SCADA programmer, is thanked for the good work completed at Jungfrau station. Mike Smith requests Tom Therrien provide pricing for 2 VFD’s and related electrical work for Muddy Beach station by April 27. Tom Therrien states that the pump specifications will be needed to quote the electrical and VFD’s. This will provided when known. Tom Therrien will have the as built drawing schematics for Jungfrau station and the chemical injection room sent to the office. Off peak programming will be completed by the end of April.
Usage of the new pump at Jungfrau station is discussed. Ian Hayes states that he is using the new pump only at this time, with the intent to establish a lead/lag between the two pumps going forward. Mike Smith makes a motion to place Jungfrau station on a lead/lag rotational system between the two booster pumps. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

First review of all VDOE policies has been completed. Mike Smith makes a motion to send all identified policies with proposed updates to Attorney Dan Crean for review. Ron Sandstrom seconds the motion and the motion passed 2-0.

A safety meeting is scheduled for Wednesday of this week at 12:30 pm.

The monthly cash flow report will be distributed this week; the bank statements have been received for reconciliation.

Treasurer Dinah Reiss reports that a blue pickup truck was seen behind the DPW II building, taking gravel from the VDOE stock. This will be reported to the Madison Police.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,535.73. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

The daily water usage for March has been distributed.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 2 checks for $8362.21. 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 April 4, 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

Ron Sandstrom reports that he will be adding a culvert location information page to the database so that the information can be entered once the driveway culvert location project is completed.

Mike Smith makes a motion to establish a meeting with Eversource and Asplundh Tree regarding the leaving of wood from the downed trees in the District. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send a letter stating that clean up of the downed trees is needed. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Asplundh remove all wood from the VDOE right of way on all future cutting. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to inform Asplundh tree that no additional cutting is to be done until the above meeting has taken place. Ron Sandstrom seconds the motion and the motion passed3-0.
Mike Smith makes a motion to approve bollards for DPW II by Norm Garside at a cost of $275 each. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve the concrete slab for the fueling station at DPW II at a cost of $1,275. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to obtain quotes from Norm Garside for repairs needed at Jungfrau, Oak and Summit water stations. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the DPW crew clean up the pump houses. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Work order 1111 for checking and repairing of the exposed culvert on East Bergamo is reviewed. Mike Smith makes a motion to approve and sign work order 1111. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work order 1112 for removal of construction debris at Jungfrau station is presented. Mike Smith makes a motion to approve and sign work order 1112. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase order 144 in the amount of $10,000 for gravel is presented. Mike Smith makes a motion to approve and sign purchase order 144. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase order 145 in the amount of $3,700 for rental of the compacting roller is presented. Mike Smith makes a motion to approve and sign purchase order 145. Ron Sandstrom seconds the motion and the motion passed 3-0.

Treasurer Dinah Reiss presents updated Oak Ridge Road loan documents. The documents signed last week were not accepted by the bank as only two Commissioners had signed. Dinah Reiss outlines that the loan interest rate is 2.72% for seven years with payments due semi annually on August 28 and February 28. Mike Smith makes a motion to sign the loan documents. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly pH readings for the water system. Readings are compliant.

NH Municipal Association has sent the Legislative bulletin.

The Federal Department of Labor has issued a notice that the minimum salary range for an employee who is salaried, exempt from overtime will be raised to $970 per week. The Board is informed that this will affect the office, as the Administrator is currently salaried, exempt from overtime but is below the new minimum standard for this classification.

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

At 8:35 am Ron Sandstrom makes a motion to recess the meeting until the 9 am estimated arrival of water operator Ian Hayes. Mike Smith seconds the motion and the motion passed 3-0.

At 9:00 am Ian Hayes joins the meeting and the meeting is reconvened by Chairman Ron Sandstrom.

At 10:00 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM040416.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 4, 2016

The Board of Commissioners met at 8:00 am on Monday, April 4, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Kelly Robitaille and Bob Goddard (hwy).

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

1. Agenda

Mike Smith makes a motion to add a Non-Public session pursuant to RSA 91-A3: II (a) employment matters and approve the agenda as amended. 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 gravel is being used as road grading is done. A stockpile of gravel is requested. The gravel will then be readily available during a job. The dollar amount for the purchase order is discussed. Mike Smith makes a motion to approve a purchase order in the amount of $10,000 for gravel with $5,000 available to spend now and an additional $5,000 to resupply the stock when depleted. Ron Sandstrom seconds the motion and the motion passed 2-0. The rental for the compacting roller is discussed. MB Tractor will be renting the machine to the VDOE for 2 additional weeks with no additional charge. Monthly rental fee is $3,700. Should the machine be rented for two months, the cost would be reduced to $3,300 per month for a total of $6,600. Discussion ensues on maximizing use of the machine for while it is rented. Rental for one month would result in 6 weeks for the roller to be in the District. Mike Smith makes a motion to approve $3,700 for 6 week rental of the compacting roller. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille reports that three (3) picnic tables are needed. They are now available at Lowes for $90 each. Mike Smith makes a motion to approve up to $300 for purchase of picnic tables. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom reports that a resident came to his house to report a drainage issue at the intersection of Big Loop and Diessbach. This issue is on the resident’s property and this puddle has formed for many years in the same location. The area will be reviewed.
Budgets are reviewed. A work order to place asphalt to fill pot holes on Eidelweiss Drive and to correct the depressed areas near the entrance will be created for review. Kelly Robitaille adds that an option would be to shim coat the area to fill the depressions. The road grader could be used for this; project would be less expensive than contracting the repair. An earlier quote received will be redistributed for review. Use of a pre-mixed liquid for dust control in lieu of the bags that the crew mixes into the tank is discussed. There are benefits to the pre-mixed solution as the solution is at the correct ratios and properly dissolved. The VDOE owns a tank for this solution and, at one time, used this method for dust control. Cost for the pre-mixed Calcium Chloride solution is $1 per gallon. The VDOE tank will hold 2,000 gallons. Mike Smith makes a motion to approve a purchase order up to $1,100 for liquid Calcium Chloride. Ron Sandstrom seconds the motion and the motion passed 2-0. The supply of bags of Calcium Chloride on hand will be used prior to ordering the liquid.
Removal of construction debris at Jungfrau pump house is discussed. Mike Smith makes a motion to have the DPW remove all construction debris from Jungfrau pump house. Ron Sandstrom seconds the motion. Mike Smith outlines the cost effectiveness of the DPW removing the pump, pipes and other materials instead of the water operator. Motion is called to a vote and the motion passed 2-0.

3. Water

Mike Smith discusses work needed on the building of the Jungfrau pump house. A meeting with Norm Garside will be scheduled to create a cost estimate for the work. Interior holes created by removal of the old pipes, pump and electrical panels need to be repaired. The doors need replacing. The exterior needs to be stained. Sheetrock for the interior of the Oak Station will also be quoted. This was overlooked during the station rehab that was completed last year. The piping changes in the chemical injection room and placement of the second pump on the Sodium Hydroxide has been completed. Mike Smith makes a motion to obtain quotes for the rehabilitation of Muddy Beach pump house including electrical panel, SCADA control variable frequency drives, booster pumps, flow meters and related piping upgrades. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to have Nancy Cole coordinate pricing of the pumps and flow meters. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to approve the purchase order for Androscoggin Electric to place a mechanical louver vent in Jungfrau pump house at a cost of $750. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

April’s meeting schedule for Commissioners meetings is discussed. Ron Sandstrom makes a motion to cancel the weekly meeting scheduled for April 18 and move the meeting scheduled for April 25 to April 27 at 8 am. Mike Smith seconds the motion and the motion passed 2-0.

Water bills were completed and mailed last week.

The 2016 VDOE Water System Consumer Confidence Report has been completed and will be placed on the website.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 10 checks for $24,912.90. 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 March 28, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith discusses an option of proposing use of the $12,000 collected in 2015 from the water users via the water user fee that was not expended on the tank lining project as the funding for the new Capital Reserve Fund for Water Tank replacement. This will be looked at in the fall. Options for heaters in the pump houses that do not require electricity to operate will be looked into. This would be a significant reduction of any day time usage of electricity should the off-peak metering program be put into place for the water system.

8. Signature Items

Draft for a letter to Rick Skarinka of NH Department of Environmental Services (DES) outlining the decision to not pursue the tank lining project at this time is presented. Mike Smith makes a motion to sign the letter informing DES of the decision to not pursue tank lining. Ron Sandstrom seconds the motion and the motion passed 2-0.

The loan documents for the Oak Ridge Road loan are presented. Mike Smith makes a motion to pursue the loan and sign the documents. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The report of electric usage and savings from Neighborhood Energy has been received. The District has saved nearly $200 in one month.

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

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

At 8:55 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public session:
Mike Smith makes a motion to increase Nancy Cole’s salary as outlined. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to increase Kelly Robitaille’s hourly wage as outlined. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 9:55 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM032816.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 28, 2016

The Board of Commissioners met at 10:00 am on Monday, March 28, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Water Operator Ian Hayes joined the meeting at 10:30; Engineer Nick Sceggell joined the meeting at 10:50; 3-G Construction owner Stan Graton and manager Derek Elfstrom joined the meeting at 11:00; Kelly Robitaille (hwy) joined the meeting at 1:30 with G. W. Brooks’ representatives Dave Cribbie and Scott Brooks. The meeting was filmed for Madison TV.

At 10:00 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 culvert near the property at 7 Grison Road has been reported to have a sinkhole. Kelly Robitaille has been asked to check on this. Mike Smith makes a motion to have Kelly Robitaille check the culvert on East Bergamo and report on the condition. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Oak Ridge Road pre-construction meeting will be held at 1:30 pm.

3. Water

The meeting to review qualifications for the bidder on the tank lining project will be held at 11:00 am.

Mike Smith makes a motion to place creation of a Water System Capital Reserve Fund for water tank relining and replacement on the 2017 proposed Warrant Article list. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

The policy book will be reviewed following completion of the Jungfrau project and water billing.
An Asset Management meeting was held Saturday. Tags for culverts and pump house valves are being ordered. Arrows for water flow direction will be purchased; Ian Hayes will handle installation. A master list for valves and control functions within each pump house will be created; copies will be posted at the pump houses. The next Asset Management meeting will be April 16th.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,494.00. 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.

5. Accounts Payable
6. Minutes

The minutes of March 23, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of the safety meeting of March 16, 2016 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 altering the meeting schedule the end of April. Discussion ensues on changing weekly meetings to Friday. Mike Smith states preference for the Monday meetings, but arrangements will be made to accommodate needs.

Mike Smith requests an update to the emergency contact list. This will be done.
Mike Smith makes a motion to contact Norm Garside for review of the Jungfrau pump house for needed work. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

A request for time off has been received. Mike Smith makes a motion to approve Bob Goddard’s time off request. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

10. Scheduled Appearances

Ian Hayes joins the meeting at 10:30 am. The Jungfrau pump replacement project is discussed. Ian Hayes states that a mechanical louver vent is needed in the station. Mike Smith makes a motion to obtain quotes for purchase and installation of a mechanical louvre vent for Jungfrau pump house. Ron Sandstrom seconds the motion and the motion passed 2-0.

Nick Sceggell joins the meeting at 10:50 am. The tank lining project is discussed.
Stan Graton and Derek Elfstrom of 3-G Construction, the only bidder on the tank lining project, join the meeting at 11:00 am. The tank lining project is discussed, experience of the bidder with tanks for a public water system is discussed. Though the company has extensive experience with the mechanics of tank lining projects, there is no specific public water system tank experience. At 11:45 am Stan Graton and Derek Elfstrom of 3-G Construction leave the meeting.

Discussion is held on the contractor’s ability to safely manage a public water system project.
Mike Smith makes a motion to disqualify the bid of 3-G Construction based on lack of company references. Ron Sandstrom seconds the motion and the motion passed 2-0.
The possibility of replacing the tanks at Reinach at a higher elevation for creation of the Reinach pressure zone is discussed as an alternative to lining those tanks. Pressure issues reported from 1 Bristenstock may require steps to begin creation of this needed pressure zone within the water system. Should tank lining be pursued, beginning with the Summit tanks would be recommended. Mike Smith makes a motion to have Dubois & King prepare a report for budget numbers to sandblast and clean, inspect and evaluate, and line, if needed, each of the water tanks independently for each station. Ron Sandstrom seconds the motion and the motion passed 2-0.

Muddy Beach is discussed. A check of the pump in Well #1 is needed. The transducer will be placed while the well is opened for checking the pump. The depth of the well pump will also be obtained.

Mike Smith makes a motion to notify Rick Skarinka at NH DES that the District will not be pursuing the approved State Revolving Loan Fund tank lining project funding. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to approve Ian Hayes scheduling of Hartley Well to pull Muddy Beach Well #1 following the scheduled work on Muddy Beach Well #2 and to fund this work through the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to allocate any expenses against the funding for the Water System Tank lining project to the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 1:30 pm Dave Cribbie and Scott Brooks, representatives from G. W. Brooks, the company awarded the Oak Ridge reconstruction project, join the meeting. Highway Foreman Kelly Robitaille also joins the meeting. Discussion on the project and starting date for work is held. The required bonds are reviewed. Turnaround time for payment requisitions and submission of payment requests are discussed. The contract documents are reviewed. The first payment application will be submitted two weeks following beginning of the project. A spreadsheet identifying workers on site for G. W. Brooks will be submitted. District contacts will be distributed to G. W. Brooks personnel. The submittals for all project materials will be sent to Nick Sceggell. Contractor personnel will work with homeowners during construction that will affect the ability to access any property individually as it occurs.

Ron Sandstrom makes a motion to send notice to the homeowners to sign up on the website for email notification of updates regarding this project Mike Smith seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to place detour signs prior to construction on the road beginning. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille will handle the placement of the signs.

Work on the project will begin with tree work scheduled for Monday, April 4.

11. Other Business
12. Public Comments

At 10:20 am Mike Smith makes a motion to recess the meeting until the scheduled appearance at 10:30. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 10:30 am Ron Sandstrom calls the meeting back to session.

At 2:25 pm Mike Smith makes a motion to recess the meeting until Tuesday, March 29; if needed. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom leaves the meeting at this time. Meeting is not reconvened. Adjourn.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM032316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 23, 2016

The Board of Commissioners met at 8:00 am on Wednesday, March 23, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present was Kelly Robitaille (hwy). The meeting was filmed 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 add a non-public session and approve the agenda as amended. 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 pot holes are being worked on as possible. The rake is being used when roads are not too wet. Eidelweiss Drive and Little Shore were graded last week. Gravel is needed for the roads. Unable to haul until sanders are able to be removed from the trucks. The intersection of Little Shore Drive and Eidelweiss Drive is discussed. The ditch line created last year is to be cleaned. Kelly Robitaille states that the ditch is at the level of the drainage grate, and cannot be made deeper. Additional gravel may need to be added to the area. All trucks are in good condition. The backhoe service is being done. All fluids were changed on Friday. The remainder of the service will be completed this week. Kelly Robitaille is informed that a meeting with the Engineers and G. W. Brooks on the reconstruction of Oak Ridge Road is scheduled for 1:30 pm on Monday, March 28. Mike Smith makes a motion to obtain pricing on No Lifeguard on Duty signs, with separate posts, for the beaches. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve the installation of the cement slab at DPW II. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to obtain a price for the pouring of bollards at the corners of DPW II. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille is informed that the old pump and piping being removed from Jungfrau water station will need to be removed. Gloria Aspinall will be cleaning the outhouses this summer, while the DPW will rake the beaches. The Asset Management Committee will be ordering tags that the DPW will need to place on the road culverts. The summer hours for the DPW will be 6:30 am to 3:00 pm. Beaches will be raked every morning. Overtime rate will be paid for weekend beach raking. Discussion is held on having a backup person to rake the beaches should the crew be unavailable. This will be looked into. Having the DPW remove trees that are cut for the Oak Ridge Road reconstruction project may produce some savings on the project. Use of the lot on Saint Moritz for materials storage may produce savings on transport costs.

3. Water

Work at the Jungfrau station is progressing; the project is close to 70% complete. The piping is being installed for the new pump. The Electrician will complete the electrical work this week. The pump should be on line the middle of next week. Mike Smith makes a motion to approve change order to the Jungfrau project for replacement of the piping from the DPW to the tank inside Jungfrau station up to $1,000. Ron Sandstrom seconds the motion and the motion passed 2-0. The meeting scheduled for next Monday with the tank lining bidding contractor is discussed.

4. Administration

A safety meeting was held last week.
The motion log has been distributed.
Policies and procedures have been sent to Mike Smith for review. Mike Smith will work with Nancy Cole on creation of the new manual.
Mike Smith makes a motion to approve the Asset Management Committee expend up to $400 for tags for road culverts. Ron Sandstrom seconds the motion and the motion passed 2-0.
Options for extending the Water Tank Lining project time frame and/or funding allowance for the State Revolving Loan Fund have been received from NH DES. Approval of additional funding and extension of time frame for project completion could be sought from NH DES and then placed on the Warrant for voter approval.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 20 checks for $58,308.02. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion to approve manifest is called to a vote and the motion passed 2-0.

At 8:40 am Mike Smith makes a motion to take a 5 minute break to sign checks. Ron Sandstrom seconds the motion and the motion passed 2-0. Filming is stopped for 5 minutes.

6. Minutes

The minutes of March 7 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of March 14 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of the Asset Management meeting of March 13 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Mike Smith votes in favor; Ron Sandstrom abstains as he was not in attendance at the meeting. Minutes will be reviewed at the next Asset Management meeting.

7. Commissioners Reports

Mike Smith reports that the light on the telephone pole at Jungfrau station is broken. Eversource will be notified.
The status of the Minutes of the Annual Meeting is requested. The signed minutes have been received from the Clerk and posted to the website.
Discussion is held on the curb cut for the now approved boardwalk on Diessbach Drive. A driveway permit for construction was discussed last fall but has not yet been applied for. The application for the driveway permit for construction to pave the house property was not signed by the Board.

8. Signature Items

The Department of Revenue MS-232 for statement of appropriations as voted at the Annual Meeting is reviewed. Mike Smith makes a motion to sign and submit the MS-232 Ron Sandstrom seconds the motion and the motion passed 2-0.

The Department of Revenue MS-123 for statement of VDOE Officials as voted at the Annual Meeting is reviewed. Mike Smith makes a motion to sign and submit the MS-123. Ron Sandstrom seconds the motion and the motion passed 2-0.

The NH DES Shore land Permit Application for placing of culverts under the driveways located at 69, 71 and 73 Eidelweiss Drive has been completed and is reviewed. Mike Smith makes a motion to sign and submit the application. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work order 1110 is presented. Mike Smith makes a motion to approve and sign work order 1110 for replacing of the inlet piping to the water storage tank at Jungfrau station. Ron Sandstrom seconds the motion and the motion passed 2-0.

Purchase Order 142 for contractor services to locate water system isolation valves in the amount of $1,500 is presented. Ron Sandstrom makes a motion to approve and sign purchaser order 142 in the amount of $1.500. Mike Smith seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has forwarded the monthly bacteria testing results. Results clean.

NHMA forwarded the bi-monthly News Link.

The Town of Madison has confirmed VDOE roads are not included in the Town’s Highway Block Grant requests.

10. Scheduled Appearances
11. Other Business

Disturbances at the Bern Huttwil loop area have been brought to the attention of the Madison Police. Known activity and use of the area for recreational purposes by residents was also highlighted to the police.

Primex, the Workers Comp and Unemployment Comp insurance carrier will be visiting the District on April 14th in preparation of offering a quote for property-liability insurance.

12. Public Comments

The meeting on Monday, March 28, 2016 will begin at 10 am. The change of time for the meeting will be posted.

At 9:00 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to seal the minutes until resolution of the matter discussed. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

At 9:45 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM031416.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 14, 2016

The Board of Commissioners met at 8:00 am on Monday, March 14, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Kelly Robitaille (hwy), Treasurer Dinah Reiss and resident Gloria Aspinall. Water Operator Ian Hayes and SCADA programmer Tom Therrien joined the meeting in progress. The meeting was filmed for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that some raking was done last week. Some gravel was added as needed to fill pot holes. Roads will be worked on when possible to rake; roads are too soft to use the grader at this time. Parts for the backhoe 1000 hour service have been picked up. The grader plow and wing plow have been removed for spring. The pavement plan for the upper section of Oak Ridge Road and Klausen is being scheduled for mid-April. Phones are discussed. The cost of a replacement phone is $150; the data plan will add $30 monthly to the bill. Approval to proceed with the replacement is discussed. Ron Sandstrom makes a motion to approve $150 for a replacement phone. Mike Smith seconds the motion. Discussion on approval of the monthly charges being included is held. Ron Sandstrom withdraws the motion. Mike Smith makes a motion to approve a contract price increase with Verizon at $30 per month. Ron Sandstrom seconds the motion and the motion passed 2-0. The water project at Jungfrau station is discussed. The Highway crew will need to bring the pump to the station with the backhoe. Removal of old parts and pump will need to be done once the project is complete. DPW II is discussed. Mike Smith makes a motion to have Ralph Lutjen complete a design and estimate for the area. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille is informed that the monthly safety meeting will be Wednesday at 12:30.

3. Water

Mike Smith discusses inclusion of a postcard to the property owners of the 32 curb stop valves not located last summer. An update on the Asset Management Committee will also be developed for inclusion with the bills.
Mike Smith makes a motion to have Ian Hayes shut down the bleeders and pump station heat within the next two weeks. Ron Sandstrom seconds the motion and the motion passed 2-0. Ian Hayes will notify the office when complete. Year to date water expenses are reviewed. The installation of the second pump for the Sodium Hydroxide will be completed by the end of March. Muddy Beach well transducers will be installed after completion of the pump change over at Jungfrau. The pump at the Summit station has been installed. Mike Smith discusses project management for water projects. Ian Hayes states that he can summarize work completed in a weekly email to the office, which will be distributed to the Board. Mike Smith makes a motion to have project oversight on small water projects. Ron Sandstrom seconds the motion and the motion passed 2-0. Tank lining project is discussed. Ian Hayes will attend the meeting with the contractor set for March 28 at 11 am.
Tom Therrien reports that the new radios have been installed. Some adjustments to the direction of radio traffic have been made. Additional adjustments will be needed before system updates to polling logic and sequence are completed. One day of work is expected for this. Mike Smith makes a motion to have Tom Therrien update the radio system and provide the VDOE with a direction of communication and polling sequence schematic. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom makes a motion to have Tom Therrien submit any other recommendations for SCADA system upgrades. Mike Smith seconds the motion and the motion passed 2-0.
The electrical and SCADA panel work at Jungfrau is ready for the installation of the new pump.
The light outside Jungfrau station, on the pole, is broken. Mike Smith makes a motion to have Chad Poulin of Androscoggin Electric repair/replace the light up the $400. Ron Sandstrom seconds the motion and the motion passed 2-0.
The process for the replacement of the 10 HP pump at Jungfrau is outlined by Ian Hayes.
Ian Hayes is notified that bleeder valve location sheets and blow off valve location sheets have been developed and will need to be completed when the bleeders are turned off for summer.

4. Administration

Safety meeting will be Wednesday, March 16 at 12:30 pm
Asset Management is discussed. Mike Smith makes a motion to hire Gloria Aspinall for road culvert data collection at a rate of $7 per sheet. Ron Sandstrom seconds the motion. Discussion ensues on having the highway crew mark the culverts with the tags and then have Ms. Aspinall record the information and take the GPS location data. Motion passed 2-0. Mike Smith makes a motion to have Alex Manning and Gloria Aspinall begin driveway culvert locating at $6 per sheet. Ron Sandstrom seconds the motion and the motion passed 2-0.
A follow up on the status of the maps from Avitar will be made following this meeting.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,414.91. 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 monthly cash flow report is reviewed and discussed. Treasurer Dinah Reiss outlines the timing of loan payments, the new loan for Oak Ridge Road reconstruction approved this year, and overall cash flow for the VDOE.
Establishing the 2016 water rate is discussed. Mike Smith makes a motion to set the water rate for 2016 at $370.00. Ron Sandstrom seconds the motion. Discussion ensues on setting of the rate, water system needs, and proceeding in a manner which will best protect the VDOE water system. Placing of a Warrant Article for raising funds to deposit into the water CRF for transparency is discussed by Treasurer Dinah Reiss. Open discussion on projects completed and planned to be paid for from Capital Reserve Funds is also recommended. Motion is called to a vote and the motion passed 2-0. Mike Smith makes a motion to place an Article on the 2017 Warrant for deposit of dollars (amount to be determined) into the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.
The listing of Class VI roads with houses has been distributed. The process of changing classification of a Class VI road to Class V will be outlined into a separate document for distribution.

5. Accounts Payable
6. Minutes

The minutes of Feb 29 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 states that he attended the Town of Madison Annual Meeting this past Saturday.

8. Signature Items

Work order 1109 for replacement of the Summit pump is presented. Mike Smith makes a motion to approve Work Order 1109 for replacement of the Summit pump. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work Order 1108 for marking of water valves prior to Oak Ridge Road construction is presented. Mike Smith makes a motion to approve Work Order 1108 for marking of water valves prior to construction on Oak Ridge Rd. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to Rick Skarinka of NH DES questioning timing aspects for the approved State Revolving Loan Funds is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

Purchase Order for sand is presented. Mike Smith makes a motion to approve Purchase Order 141 in the amount of $3,000 for sand. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

NH Municipal Association has sent the Legislative Bulletin. The bill to alter RSA 91-A to require a government to produce records in any format requested by a citizen has failed.

10. Scheduled Appearances

Gloria Aspinall has come to the meeting to discuss summer work options. Ms. Aspinall is informed of the vote taken to hire her as road culvert data collector. Mike Smith makes a motion to hire Gloria Aspinall for cleaning of the outhouses. Ron Sandstrom seconds the motion and the motion passed 2-0.

Gloria Aspinall discusses needed road work on Eidelweiss Drive. Mike Smith recommends that the paving company fill/patch the area when in for planned work on Oak Ridge and Klausen. Ron Sandstrom makes a motion to create a work order for review. Mike Smith seconds the motion and the motion passed 2-0.

Engineer Paul Fluet may be asked to discuss drainage on Eidelweiss Drive with Gloria Aspinall on March 28, depending on time available.

11. Other Business
12. Public Comments

At 10:00 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/2016/04/CM030716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 7, 2016

The Board of Commissioners met at 8:00 am on Monday, March 7, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Kelly Robitaille and Bob Goddard (hwy). The meeting was filmed 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 add a non-public session and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Asplundh Tree will be on hold until after the reduced road weight limit is removed. The trucks are too heavy to continue working at this time. A quote has been received from Chadwick-BaRoss for the 1000 hour service for the backhoe in the amount of $3.404.55. Mechanic Mike Parsons can handle the service at a cost of $1,600 plus parts. Mike Smith makes a motion to have Kelly Robitaille approach Chadwick-BaRoss for a price reduction. If no reduction is given approve Mike Parsons to perform the 1000 hour service on the backhoe. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille reports that the roads are very soft with some pot holes and will be raked when possible. The reconstruction of Oak Ridge Road is discussed. The Board is informed that contact with David Chase of Conway has been made and that Mr. Chase has fully retired. Options for a clerk of the works for the project are still being looked into. Paul DegliAngeli of Conway has been contacted for recommendations.
The budget is reviewed and discussed. Mike Smith makes a motion to approve up to $3,000 for sand if High Street Sand & Gravel will offer the same price. Ron Sandstrom seconds the motion and the motion passed 2-0.
The crew is informed that access to the wells at Muddy Beach will be needed; the access road will need to be cleared and stabilized for the equipment to gain access to the wells.
The damaged car on the lot at 14 Aspen and the response from Madison to the request for removal of the car are discussed. Mike Smith makes a motion to request the Town place a safety fence around the car. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water

Work at the Jungfrau station is continuing. The meeting with the contractor that bid on the tank lining project is scheduled for March 28 at 11am. Mike Smith makes a motion to have Paul Fluet view the Jungfrau station upgrades when in the District; schedule the Oak Ridge Road kick-off meeting for that afternoon; and review Aspen while here. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

Safety meeting will be held March 16 as Kelly Robitaille will not be in this Wednesday.
The scanned file of the current policies will be sent to Mike Smith.
The water rate calculation for 2016 with varying contingency percentages will be distributed this week so that the water rate can be set next week.
The Asset Management meeting set for Saturday will be moved due to the Town of Madison Annual Meeting being held this Saturday.
Mike Smith makes a motion to approve up to $1,500 for Scott Hayes & Ian Hayes to continue work on the isolation valve location project. Ron Sandstrom seconds the motion and the motion passed 2-0.
February daily water usage report has been distributed.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 13 checks for $22,189.60. Ron Sandstrom seconds the motion. Checks and invoice are reviewed and discussed. Ron Sandstrom makes a motion to increase the salt purchase order amount to $3,109.05. Mike Smith seconds the motion and the motion passed 2-0. Motion to approve manifest is called to a vote and the motion passed 2-0.

Mike Smith makes a motion to take a 5 minute break to sign checks. Ron Sandstrom seconds the motion and the motion passed 2-0. Filming is stopped for 5 minutes.

6. Minutes
7. Commissioners Reports

Ron Sandstrom states that he is preparing updates to the database for Asset Management.

Mike Smith makes a motion to name Ron Sandstrom Chair for 2016. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to post the results of the Annual Meeting on the website. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to have Mike Smith act as project manager for the pump install and related work at the Jungfrau station. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to request Treasurer Dinah Reiss proceed with the Oak Ridge Road reconstruction project loan. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to pay the Supervisors of the Checklist the same as last year and to process payment to the Clerk and Moderator for the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to contact Rick Skarinka of NH DES regarding the time line for access to SRF funds, the process if a new bid is needed to be completed, the process for accessing additional funds and inquire of any projects know to be completed by 3-G Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to approve up to $100 for flowers for the funeral of Kelly Robitaille’s mother.
Ron Sandstrom discusses updating the signs at the Huttwil mailboxes so that the VDOE information is more prevalent as outlined last year. Mike Smith makes a motion to explore a banner for the bulletin board with the VDOE website. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

The Department of Revenue MS-60 for statement of audit status is presented. Mike Smith makes a motion to sign and submit the MS-60. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to G. W. Brooks for the funding approval of the Oak Ridge Road project is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The monthly rental check for the Coleman Tower site has been received.
NH Municipal Association has sent the bi-weekly News Link.

The Town of Madison response to the request for removal of the damaged car at 14 Aspen has already been discussed.

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

At 9:00 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to seal the minutes until resolution of the matter discussed. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

At 9:45 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/03/CM022916.pdf"]

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting            

February 29, 2016

The Board of Commissioners met at 8:00 am on Monday, February 29, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard.  Also present were Kelly Robitaille (hwy) and Treasurer Dinah Reiss.  Ian Hayes joined the meeting in session at 9 am.

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

1. Agenda

Mike Smith makes a motion to add swearing in of Officers and approve the agenda as amended.   Ron Sandstrom seconds the motion and the motion passed 3-0. 

            Nancy Cole is sworn in as Clerk.

            Mike Smith is sworn in as Commissioner.

 The action list is reviewed and discussed.

2. Highway Department Report

 Kelly Robitaille states that the Town of Madison has posted roads for spring. Mike Smith makes a motion to post the VDOE roads March 1. Ron Sandstrom seconds the motion and the motion passed 3-0.  Scheduling of projects for the summer is discussed.  Kelly Robitaille would like to schedule the approved work under the pavement preservation Article.  Mike Smith makes a motion to have Kelly Robitaille pursue pavement plan for Upper Oak Ridge and Klausen. Ron Sandstrom seconds the motion. Discussion ensues on adding 25 feet of pavement to Oak Ridge at a cost of $1,000.  Total plan, as recommended, would cost $13,120.  Mike Smith moves to amend the motion to include the additional 25 feet of pavement. Ron Sandstrom seconds and the motion passed 3-0.   The backhoe is in need of a 1000 hour service.  Kelly Robitaille will obtain quotes for approval of a purchase order.  Kelly Robitaille informed that the reconstruction of Oak Ridge Road article also passed.  Discussion is held on the request for a Public Hearing prior to beginning of construction with discussion to occur on cost saving measures that can be taken within the project.  Mike Smith discusses hiring a clerk of the works for the project.  David Chase from Conway is mentioned as an option.  Mike Smith makes a motion to contact David Chase for an hourly rate for project oversight. Ron Sandstrom seconds the motion and the motion passed 3-0.  Establishment of a construction schedule and manners in which costs can be controlled or reduced is discussed.  Mike Smith makes a motion to send a letter to G. W. Brooks notifying them of funding approval and request scheduling of a kick off meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.  Mike Smith makes a motion to notify Fluet Engineering of funding approval of the Oak Ridge Road project. Ron Sandstrom seconds the motion and the motion passed 3-0.  Mike Smith makes a motion to request filming of the kick-off meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.  Mike Smith makes a motion to have Ian Hayes mark all water valves prior to the onset of construction. Ron Sandstrom seconds the motion and the motion passed 3-0.  Mike Smith makes a motion to place the Asplundh tree work notice on the website and email the post to subscribers. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

 Ian Hayes states that Hartley Well will wait until after road postings are removed to do the work on Muddy Beach Well #2. The access road is too soft.  Ian Hayes states that he would like Muddy Beach work to be completed prior to changing the pump at Jungfrau.  The radios for the SCADA should also be installed prior to the work at Jungfrau.  Mike Smith makes a motion to send an email to Tom Therrien of Electrical Installation stating that the radios and Muddy Beach transducers are to be installed prior to the March 14 begin date for the Jungfrau project. Ron Sandstrom seconds the motion and the motion passed 3-0.  Mike Smith makes a motion to send an email to Chad Poulin of Androscoggin Electrical that the electrical swap at Jungfrau needs to be completed prior to March 14 work at Jungfrau beginning. Ron Sandstrom seconds the motion and the motion passed 3-0.  Ian Hayes states that the new pump for the Summit station has been received and will be installed this week.  The pump that is being removed will be stored.  The tank lining project is discussed.  Ian Hayes outlines his meeting with the contractor that bid on the project.  Questions on the bid spec were raised by the contractor.  Discussion is held on the engineer’s lack of recommendation for proceeding with this contractor is held.  Ron Sandstrom makes a motion to contact Attorney Dan Crean for review of the email from Paul Fluet and advise if the Board needs to pursue additional information.  Mike Smith seconds the motion and the motion passed 3-0.  Mike Smith makes a motion to pursue additional funding for the project for next year and put back in front of the voters.  Ron Sandstrom seconds the motion.  Discussion ensues on options for financing.  Larry Leonard recommends discussion with DES on the DES requirements within the bid spec.  Limiting the spec to specific tanks is discussed, as is the impact on mobilization charges should the project be broken up.  Ian Hayes discusses pursuing cost to replace the tanks for comparison.  Mike Smith makes a motion to call Nick Sceggell of Fluet Engineering. Ron Sandstrom seconds the motion and the motion passed 3-0.  No answer is received.  Ian Hayes discusses contact with the homeowners of 1 Bristenstock.  The house has intermittent pressure issues that are possibly being caused by air build up in the water lines along Bristenstock.  The homeowner may need to contact a plumber to check the internal system.  Ian Hayes states that an air release valve pit placed at the highest point in the water main near #1 may be the best option.  Estimated cost to place the air release valve pit would be $7,000 to $10,000.  Ron Sandstrom makes a motion to contact Paul Fluet for possible air release valve pit location based on the hydraulic model. Mike Smith seconds the motion and the motion passed 3-0.

4. Administration

 Safety meetings will be held the second Wednesday of each month.

The audit has been completed and will be removed from the list.

The pavement plan has been finalized and approved and will be removed from the list.

Mike Smith makes a motion to work with Nancy Cole on the VDOE policies. Ron Sandstrom seconds the motion and the motion passed 3-0. 

Mike Smith makes a motion to request Highway Block Grant information from the Town of Madison. Ron Sandstrom seconds the motion and the motion passed 3-0. 

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,339.72. 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 motion log is reviewed.

5. Accounts Payable

 The check manifest is presented. Mike Smith makes a motion to approve 2 checks for $4,966.00. Ron Sandstrom seconds the motion.  Checks and invoice are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

 The minutes of 02-15 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of 02-22are 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 discusses the need for the VDOE website address to be more prevalent at the Huttwil mailbox area. Ron Sandstrom makes a motion to approve up to $250 for a sign matching the front office sign for placement at the mailboxes. Mike Smith seconds the motion and the motion passed 3-0.

Discussion is held on the late fees for the water system. Outline of covering incurred costs for shut off of a non-pay and reconnection after payment has been received is discussed.  Though punitive in appearance, the $100 late fee at 90 days was set to cover incurred costs, which include certified mail, posting of house, and water operator time to locate and shut off valve.  The $100 reconnection fee covers water operator time.

Opening of a purchase order for approved engineering expenses is discussed. Ron Sandstrom makes a motion to create purchase orders for engineering projects. Larry Leonard seconds the motion and the motion passed 3-0.

Mike Smith discusses options for engineering. Ron Sandstrom states that he will start discussion with a local engineer, targeting May 15 for distribution of information.

Mike Smith makes a motion to send a 91-A request to NH DES for information on the person(s) who reported the work on Grison and Burgdorf. Motion failed for lack of a second. 

Mike Smith makes a motion to list Class VI roads for conversion to Class V. Ron Sandstrom seconds the motion.  Discussion ensues on the path for conversion to a Class V road. Motion is called to a vote and the motion passed 3-0.

Mike Smith makes a motion to obtain an estimate for crack sealing Lugano for the 2017 Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0. 

Mike Smith makes a motion to include Little Loop and Altdorf drainage designs on the 2017 Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0. 

8. Signature Items    

 Purchase order 139 for salt in the amount of $3,000 is reviewed. Mike Smith makes a motion to approve purchase order 139 for salt in the amount of $3,000. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase order 140 for sand in the amount of $3,000 is reviewed. Mike Smith makes a motion to approve purchase order 140 for sand in the amount of $3,000. Ron Sandstrom seconds the motion and the motion passed 3-0.

9.Correspondence

 Granite State Analytical has sent the remaining results for first quarter chemical testing. All results are compliant with standards.

NH Municipal Association has sent the Legislative Bulletin.

10. Scheduled Appearances

11. Other Business

 The tank lining bid is further discussed.

The audit representation letter has been signed and the audit has been completed. Bound copies will be received.

12. Public Comments 

At 11:00 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/2016/03/CM022216.pdf"]

VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

February 22, 2016

 

The Board of Commissioners met at 8:00 am on Monday, February 22, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard.  Also present were Kelly Robitaille (hwy) and Moderator Bob Ingram.  Engineer Nick Sceggell joined the meeting in progress at 9:50.  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 add Bill Ingram’s parking request to other business and approve the agenda as amended. Larry Leonard seconds the motion and the motion passed 3-0. 

 

The action list is reviewed and discussed.

 

  1. Highway Department Report

 

Kelly Robitaille reports that all equipment is in good condition. Roads are being maintained and treated as needed.  The ice last week was a challenge.  Additional sand will be needed.  Mike Smith makes a motion to approve a Purchase Order for $3,000 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0.  Salt is discussed; two loads are requested.  Mike Smith makes a motion to approve a Purchase Order for $3,000 for salt. Ron Sandstrom seconds the motion and the motion passed 3-0.  Kelly Robitaille is informed that a plan is being developed for the numbering and marking of the road culverts this spring.

 

  1. Water

 

An update on Muddy Beach Well #2 has been received from water operator Ian Hayes. The bid opening for the tank inspection and lining project is at 10 am.

 

  1. Administration

 

Safety meetings will be held the second Wednesday of each month.

The draft audit has been received. The Management Discussion and Analysis will be finalized.

Preparation for the Annual Meeting is discussed. Moderator Bob Ingram discusses having any amendments the Board will propose prepared and sent to him in advance.  The budget detail worksheet will also be sent. Mike Smith makes a motion to include the NH DES correspondence on Grison and Burgdorf Roads in the meeting handout. Ron Sandstrom seconds the motion and the motion passed 3-0.  Ron Sandstrom makes a motion to include the road plan in the meeting handout.  Mike Smith seconds the motion and the motion passed 3-0.  A presentation that will be given prior to voting on Article 11 for Asset Management will be given by Asset Management Committee member Larry Sodano.  The presentation will be sent electronically to Bob Ingram.  Articles 12 through 16 will need wording only.  Review of the handout packet will be given at the meeting prior to moving of Article 2.

The audited Unassigned Fund Balance and available Unassigned Fund Balance dollars to be spent on the Warrant are reviewed and discussed. Mike Smith makes a motion to amend Article 3 to $27,500. Ron Sandstrom seconds the motion.  Discussion continues on reduction of $13,000 of Unassigned Fund balance dollars needed. Maintaining a level tax rate is discussed. Mike Smith withdraws the motion. Discussion is held on funds that may be needed for NH Retirement System liability.  Should all employees buy back all available time, the potential liability is estimated to be up to $20,000.  Increasing the Retirement System line within Employee Benefits by $7,000 would create an estimated tax rate of $4.66.  Discussion is held on using various Articles to reduce the funds to be appropriated from the Unassigned Fund Balance.  Ron Sandstrom makes a motion to amend Article 3 to $25,000 from the Unassigned Fund Balance while maintaining the $35,000 reduction to the Medical Insurance within Employee Benefits by $35,000. Mike Smith seconds the motion.  Discussion ensues on remaining reduction to Unassigned Fund Balance appropriations.  Ron Sandstrom moves to amend the motion to $20,000 to be raised from the Unassigned Fund Balance for Article 3. Larry Leonard seconds the motion to amend and the motion passed 3-0.

 

Accounts Payable

 

The check manifest is presented. Mike Smith makes a motion to approve 13 checks for $34,997.38. Ron Sandstrom seconds the motion.  Checks and invoice are reviewed and discussed.  Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to hold this manifest as non-public information until Friday, February 26.  Ron Sandstrom seconds the motion and the motion passed 3-0. 

 

  1. Minutes
  2. Commissioners Reports

 

Mike Smith makes a motion to contact the Town of Madison for removal of the car at 19 Aspen. Ron Sandstrom seconds the motion and the motion passed 3-0. 

Mike Smith makes a motion to update the Retirement System eligibility in the employee handbook to the first day of employment. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

  1. Signature Items    

 

Draft response to NH DES correspondence regarding the recent work on Grison and Burgdorf roads is reviewed and discussed. Suggested updates to the letter received from Larry Leonard are discussed.  Pictures of the completed work that Larry Leonard has are viewed.  Mike Smith makes a motion to include these pictures in the response. 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 against including the pictures. Engineer Nick Sceggell is requested to give input on the response to DES.  Nick Sceggell reviews the documents and makes recommendations.  Ron Sandstrom makes a motion to finalize page 1 as amended. Mike Smith seconds the motion and the motion passed 3-0.  Mike Smith makes a motion to include the photos of the completed work.  Ron Sandstrom seconds the motion and the motion passed 3-0.  Ron Sandstrom makes a motion to finalize page 2 as amended and sign the document out of session when updates have been completed.  Mike Smith seconds the motion and the motion passed 3-0.

 

  1. Correspondence

 

Granite State Analytical has sent the first quarter chemical testing, monthly bacteria and pH testing results, and nitrate testing results for the water system. All results are compliant with standards.

 

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

 

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

 

 

 

 

 

 

  1. Scheduled Appearances

 

Engineer Nick Sceggell joins the meeting for the bid opening scheduled for 10 am today for bids on the Tank Inspection and Lining project.

One bid has been received. The qualification of the bidder that would occur following the opening of the bid is outlined.  Ron Sandstrom makes a motion to open the bid. Mike Smith seconds the motion and the motion passed 3-0.

Complete Bid received from 3G Construction - $121,000

 

Fluet Engineering will qualify the bid and bidder.

 

  1. Other Business

 

Resident Bill Ingram has delivered a request to continue parking the commercial truck at the Huttwil parking lot. Mike Smith makes a motion to approve the request from Bill Ingram to continue parking the truck in the Huttwil parking lot. Ron Sandstrom seconds the motion and the motion passed 3-0. 

 

The minutes of the Safety meeting of February 10 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

The Asset Management Committee meeting minutes of February 13 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-1 with Ron Sandstrom abstaining.

 

  1. Public Comments

 

 

At 10:50 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91A-3, II (d) property. Ron Sandstrom seconds the motion.  Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0. 

 

 

 

 

Motions and votes of non-public session:

 

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

 

At 11:00 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion.  Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

 

Respectfully submitted,

 

 

Nancy E. Cole

Administrator