[gview file="https://vdoe-nh.org/wp-content/uploads/2017/06/CM050217.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 2, 2017

The Board of Commissioners met at 8:00 am on Tuesday, May 2, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. 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 Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille outlines that a cleanup of debris is needed. Rental of a dumpster has been quoted at a deposit of $750 per month; once picked up and weighed, the final bill or credit is determined. Ralph Lutjen makes a motion to approve up to $1,000 for a dumpster. Mike Smith seconds the motion and the motion passed 3-0.
The rental cost of a street sweeping machine has been quoted at $100 per hour. Kelly Robitaille reports that use of the broom is efficient at this time.
A quote to trap beavers has been received at $100 per beaver or $300 for as many beavers as are caught. Mike Smith makes a motion to approve $300 for beaver trapping. Ralph Lutjen seconds the motion and the motion passed 3-0.
Filling of the Calcium Chloride tank is discussed. The line item for dust control is reviewed. Mike Smith makes a motion to approve up to $1,500 for Calcium Chloride. Ron Sandstrom seconds the motion and the motion passed 3-0.
A quote for culverts has been looked into. Smithfield Plumbing & Heating has the lowest prices. Once the list of needed culverts is completed, the full estimate will be obtained.
The quote for crack sealing equipment has been received. Mike Smith makes a motion to approve up to $1,500 for purchase of the tar melter and needed accessories for crack sealing. Ralph Lutjen seconds the motion and the motion passed 3-0.
The issue with the Terra Star was the rear differential. Repairs were covered under the warranty. The truck will be ready for pick-up the end of this week.
All other equipment is in good condition.
Ralph Lutjen discusses an option of pre-treating the salt with a brine solution when the salt is received and stored. The pre¬-treated material will be more efficient so that less application is needed to control ice. The contractor from Moultonborough is willing to come to the District to do a demonstration on application of the pre-treating liquid. The liquid is a mixture of Magnesium Chloride and organics. Mike Smith makes a motion to calculate the number of tons of salt purchased winter 2016-2017. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to hold the remaining purchase order funds for salt. Ralph Lutjen seconds the motion and the motion passed 3-0.
Sand supply is discussed. Stockpiling of sand while the High Street pit is active is the most cost effective option. Stockpiling of sand this week is discussed. The budget will be checked.
A request for fill is anticipated from the property owner at the intersection of Diessbach and Interlaken. Discussion on the removal of fill from behind DPW II is held. Potential changes to regulations regarding disposal of road material fill may make it more difficult to get rid of the product in the future. Discussion is held on extending the area to which fill would be made available to property owners to up to a 5 mile radius. Ron Sandstrom makes a motion to allow fill to be made available to an extended area up to 5 miles upon approval of a completed fill request form. Mike Smith seconds the motion and the motion passed 3-0.
The budgets are reviewed. Line items are reviewed and discussed.
Kelly Robitaille outlines that picnic tables will be needed for the beaches. Options for tables with metal frames will be looked at. A quote will be created for review.

3. Water

The status of the water billing is reviewed. $150,545 has been collected to date. $72,000 remains outstanding.
The installation of the gate valve in the DPW yard is scheduled for next week.
Water system flushing is scheduled for next week.
Isolation valve extending was done last week to the valves located along Eidelweiss Drive.
The repairs needed for Oak station lock and door jamb has been completed.

4. Administration

The DPW job description updates will be reviewed next week.
The Eidelweiss Property Owners Association (EPOA) Annual meeting will be held May 27. Ron Sandstrom will work on the draft for the Commissioners presentation.
The Asset Management Committee is working on the Capital Improvement Plan for the District. A summary of initial recommendations for consideration by the Board has been completed. This summary includes trucks and building needs for the next 6 years. The summary format will be updated to include additional narrative.
The Management Discussion and Analysis for the audit is discussed. A revision to the form has been submitted by Ralph Lutjen, which simplifies the form and discussion points. Mike Smith makes a motion to approve and submit to the auditor the revised MD & A as submitted by Ralph Lutjen. 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 21 checks in the amount of $26,346.72. 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 April 18 Joint meeting of the Commissioners and Asset Management Committee are reviewed. Mike Smith makes a motion to approve the minutes of April 18 Joint meeting of the Commissioners and Asset Management Committee as presented. Ralph Lutjen seconds the motion. An amendment to the minutes has been submitted to add wording regarding addition of location of the water main on Grison to the design for the new culvert. Mike Smith moves to amend the minutes as discussed and approve the minutes as amended. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses the strategic plan document. The impact to the tax rate and water bill in future years can be shown as any intended project is added to the report. Saving for trucks and buildings is discussed. There are difficult decisions to be made regarding prioritizing of projects needed within all aspects of the District. An attempt to normalize the numbers for future years to help avoid major impacts to the tax rate or water bill in any year is outlined as the long-term intent.
Ron Sandstrom discusses adding the website information over the bulletin board at the mailbox area on Huttwil. Mike Smith makes a motion to obtain a price for a 2” by 4’ sign with the VDOE website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith outlines that the work at the Lodge is progressing. The Rinnai heater needs to be moved from the corner to the center of the wall on the other side of the fireplace. The propane line needs to be checked and a new line run to the new heater location. The fireplace propane line should also be checked. Pine boards being placed where the paneling was removed from the wall will angle towards the fireplace to make the fireplace a focal point in the room. A sign showing ‘not an exit’ will be placed on the back door which leads to the deck as there is no egress from the deck in case of an emergency in the building.
Painting of the footbridge at the dam is discussed. Mike Smith makes a motion to appropriate not more than $675 for repair and painting of the footbridge. Ralph Lutjen seconds the motion and the motion passed 3-0.
The telephone pole at Oak station should be looked at for removal. Fairpoint will be notified to remove the inactive line which is on the pole.

8. Signature Items

Purchase order 185 is presented. Mike Smith makes a motion to approve Purchase Order 185 in the amount of $354.60 for electrical repairs on the International 7400. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to resident regarding use of the Huttwil parking lot is presented. Mike Smith makes a motion to approve the request to park a motorcycle trailer in the Huttwil lot. Ron Sandstrom seconds the motion. Discussion ensues regarding use of the lot in this manner. Motion is called to a vote and the motion passed 3-0.
Driveway permit renewal, as discussed last week, is presented. Mike Smith makes a motion to approve the renewal of the Driveway Permit for Construction for 11 Jungfrau Road. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

NH Department of Environment Services has announced the pre-application period for 2018 State Revolving Loan Fund. Project pre-applications are due in June.
The MS 535 for the Department of Revenue (DRA) has been completed and reviewed by Auditor Tamar Roberts. Mike Smith makes a motion to approve and sign the MS 535. Ron Sandstrom seconds the motion and the motion passed 3-0.
The DRA has incorporated a new sign in ability to the web portal for municipalities to allow their auditor to complete the 535 directly.
Photos of cracks in the asphalt on Aspen and Bristenstock have been received. Crack sealing equipment is being considered.
The first 2017 US Census Bureau Survey of Local Governments has been received, completed and submitted.
NH Municipal Association has sent the weekly Legislative Bulletin and the bi-weekly News Link.

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

At 9:35 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/06/CM042517.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 25, 2017

The Board of Commissioners met at 8:00 am on Tuesday, April 25, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and Treasurer Dinah Reiss. The meeting was filmed for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that Madison has removed the road ban. The roads are drying out and are safe to remove the ban. Mike Smith makes a motion to have Kelly Robitaille remove the posted weight restriction ban. Ron Sandstrom seconds the motion and the motion passed 3-0.
Kelly Robitaille states that shallow grading is being done to smooth the roads and fill the potholes until the roads are ready for full grading. Raking of roads is also being done.
The Terra Star was towed to Liberty International with an issue in the rear end of the truck. Additional information is expected later today.
The crew attended a pavement preservation class last week. Asphalt roads within the District are in need of attention. The estimated cost for complete reclaiming of an asphalt road can reach a cost of up to $273,152 per mile. Discussion ensues on the intent to preserve the asphalt on Oak Ridge Road. Establishing a strategy for all asphalt roads is discussed. Kelly Robitaille will complete an evaluation of all roads. Ralph Lutjen outlines determining of priorities for the needed work. Kelly Robitaille states that shimming will be done this summer on Eidelweiss Drive.
The road condition report will be updated for review. Mike Smith makes a motion to have Ron Sandstrom work with Kelly Robitaille on updating the road condition report. Ralph Lutjen seconds the motion and the motion passed 3-0.
General known condition of Middle Shore at Geneva, Chocorua View, and other asphalt roads that are in poor condition is discussed.
Purchase of crack sealing equipment is discussed. Kelly Robitaille has received a quote for a 30 gallon and 50 gallon machine with accessories needed for use. A second quote is expected but has not yet been received. The ability to use this equipment on the hills as the melting pot is in the truck is outlined. The benefits of the District owning the proper crack sealing equipment are outlined and discussed; the ability to use many times throughout the season in different areas as work is completed is outlined.
The stop sign at the intersection of Appenvel and Eidelweiss Drive has been hit and knocked down for a second time. Discussion on protecting the sign post with rocks or placing the post into concrete is held.
Sweeping of roads is discussed. The broom will be used today. Mike Smith makes a motion to obtain an estimate for rental of a sweeper unit. Ron Sandstrom seconds the motion and the motion passed 3-0.
A request for renewal of a driveway permit has been received from the property owner of 11 Jungfrau. Kelly Robitaille has inspected the driveway and recommends creation of a negative grade where the driveway intersects the road. The driveway slope is to shed water into the existing drainage; currently the water is entering the road not the drainage system. Mike Smith makes a motion to approve the renewal of the Driveway Permit for Construction for 11 Jungfrau Road. Ralph Lutjen seconds the motion and the motion passed 3-0.
Kelly Robitaille reports that sand has been picked up at High Street Sand & Gravel. Gravel is being picked up and stockpiled for use as needed.
Kelly Robitaille reports that the target area for ditching this summer will be Aspen, Jungfrau, Grison and Burgdorf.
Two boards will be placed in the dam. Mike Smith will continue to watch the water level.

3. Water

Mike Smith makes a motion to request a design and budget number from Lee Carroll for Muddy Beach lightening protection. Ron Sandstrom seconds the motion and the motion passed 3-0. The work will be done after Memorial Day.
The lock at Oak station has broken. The locksmith has replaced the interior of the lock. Mike Smith makes a motion to have Norm Garside repair the door and jamb at Oak station not to exceed $400. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ralph Lutjen questions if something occurred within the water system that has created the need for the Reinach pressure zone. The water usage numbers for March were again over 3 million gallons. The placement of the meter at Reinach and the leak detection effort to follow the meter installation are discussed.
Mike Smith makes a motion to turn off all water system bleeders by May 1. Ron Sandstrom seconds the motion and the motion passed 3-0.
Locating of leaks as a priority for the water system is discussed.
Mike Smith outlines that the need for the Reinach Pressure Zone creation is highlighted in the Water System Master Plan of 2005. This need did not just occur.

4. Administration

A safety meeting will be held today.
The Motion list is reviewed and discussed.
The meeting with the engineers occurred last week; this will be removed from the action list.
The job descriptions for the highway department have been updated for review by Ralph Lutjen. These will be discussed next week.
Ron Sandstrom makes a motion to send a letter from the Board regarding status of the audit to Tamar Roberts. Ralph Lutjen 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 $6,197.60. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
The water system daily usage report for March has been distributed and discussed.

5. Accounts Payable

6. Minutes

The minutes of April 11 are reviewed. Mike Smith makes a motion to approve the minutes of April 11 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of April 18 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

Ralph Lutjen discusses the strategic plan development. The financial forecast extends to 2022 and includes a summary of needs and the backup details to the financials. The project planning spreadsheet with all Capital Reserve Funds and Warrant Articles listed by category will be the tool used to develop the numbers for the financial forecast. Any project in the upcoming years will impact taxes or the water bill; this spreadsheet will show that impact. Planning for the District’s future needs and pro-actively establishing a savings regiment to meet those needs is beneficial to the taxpayers. Though current debt may not allow saving at full needed levels, not incurring additional debt should be the strategy. Maintaining one master of these documents by Ralph Lutjen is discussed; Ralph will make the changes recommended for creation of future versions of these spreadsheets.
The historical Volunteer Lake Assessment Program testing results and reports has been scanned by a resident and shared with the office. Nancy Cole recommends placement of these documents on the website. Ron Sandstrom makes a motion to place the VLAP testing results and reports on the VDOE website. Ralph Lutjen seconds the motion and the motion passed 3-0. A thank you to resident Andrew Harteveldt for scanning these documents will be sent.

Ron Sandstrom outlines that he is continuing to work on the Asset Management database.

8. Signature Items

A letter to Jay Buckley is presented. Mike Smith makes a motion to sign the letter requesting Jay Buckley to not send email correspondence directly to the Commissioners home email addresses. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 184 is presented. Mike Smith makes a motion to approve Purchase Order 184 for gravel in the amount of $5,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work order 1135 is presented. Mike Smith makes a motion to approve Work Order 1135 to authorize Brandon Drew to haul fill when delivering sand. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work order 1136 is presented. Mike Smith makes a motion to approve Work Order 1136 for purchase, installation and programming of the meter at Reinach station. Ralph Lutjen seconds the motion and the motion passed 3-0.
Work order 1137 is presented. Mike Smith makes a motion to approve Work Order 1137 for the highway department and water operator to work to extend isolation valves to the proper depth on Eidelweiss Drive. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

The monthly Coleman Tower rental check has been received.
Jay Buckley has sent information on Valley Pride Day. Nancy Cole outlines that the flyer is placed in the bulletin boards every year. Jay Buckley has requested placement of the information on the VDOE website. Ron Sandstrom makes a motion to place the information for Valley Pride Clean-Up Day on the website. Ralph Lutjen seconds the motion and the motion passed 3-0.
The electricity usage summary report from the third party provider has been received.
NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances
11. Other Business

A legal consultation has been set with Attorney Chris Boldt for Thursday at 1 pm.

12. Public Comments

At 9:45 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 Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of Non-Public session:
Mike Smith makes a motion to approve Jeff DeMartino’s time off request. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to firm up the driveway area of DPW II. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to update the personnel contact list and distribute. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:45 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion. Motion is called via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/06/CM041817.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 18, 2017

The Board of Commissioners met at 8:00 am on Tuesday, April 18, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were 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 Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that signs will be straightened and replaced as needed this week. Culvert marker stakes will be straightened and some will be relocated slightly. The roads will be swept when the shoulders dry out.
The beavers on Big Pea near the outlet to Middle Pea at Big Loop Road are very active. A secondary dam is being built to block the water flow to Middle Pea. The option of removing the beavers is discussed. Beavers may be removed when creating a public safety issue; such as endangering a road by blocking a culvert. Ralph Lutjen states that the level of Big Pea is established by the beaver dam. A prior removal of a portion of the dam is outlined as one means of attempting to stop the construction. An option of placing a beaver grate on the other side of the Big Loop culvert to stop the beavers from entering from that side is discussed. Selective elimination of a few beavers is discussed. Mike Smith makes a motion to have Kelly Robitaille obtain a price for trapping as many beavers as possible. Ron Sandstrom seconds the motion and the motion passed 3-0.
A large puddle at the intersection of Interlaken and Blinden and a second puddle at the intersection of Interlaken and Diessbach are discussed. Kelly Robitaille states Blinden would benefit from a culvert to move the water into established drainage. Mike Smith makes a motion to have Kelly Robitaille obtain a quote for the culvert needed at the intersection of Interlaken and Blinden. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille states that the intersection of Interlaken and Diessbach would benefit from a driveway culvert being placed under the driveway across from the intersection to move the water further down the road into other established drainage. Mike Smith makes a motion to have Kelly Robitaille obtain a quote for the culvert needed at the driveway across from the intersection of Interlaken and Diessbach. Ron Sandstrom seconds the motion and the motion passed 3-0.
A culvert could also be used on Grachen near Grachen Extension. Mike Smith makes a motion to have Kelly Robitaille obtain a quote for the culvert needed on Grachen. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille will obtain a street address for the lot that the outlet of this culvert would direct water to so that ownership records for the lot can be checked.
Kelly Robitaille outlines that a saddle bag wetting system is available for adding to standard sanders. This would remove the need to outfit a truck with a tank for brining roads. The system wets the salt as it is placed; increasing adhesion and reducing the air temperature to which the salt will be effective against the forming of ice on the roads. Cost information will be looked into for this option. Mike Smith outlines that he has been in contact with the Loon Society and has asked if they have any information on the effectiveness of brine solutions for protection of the ponds.
Ron Sandstrom makes a motion to have Mike Smith oversee the input and removal of boards from the dam based on loon nest levels to the water. Ralph Lutjen seconds the motion and the motion passed 3-0.
Crack sealing on asphalt roads is discussed.
Kelly Robitaille will work with Ian Hayes to establish a schedule for digging the valves to be extended on Eidelweiss Drive. Ron Sandstrom discusses producing a work order for this project. Mike Smith makes a motion to produce work orders on all projects over $1,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
Kelly Robitaille recommends attendance for he and Jeff DeMartino at a pavement class this week. Ron Sandstrom makes a motion to approve $120 for the highway crew to attend the Pavement Preservation class. Mike Smith seconds the motion and the motion passed 3-0.
Kelly Robitaille reports that sand and salt supplies are good.
Mike Smith makes a motion to hire Gloria Aspinall to clean and stock the beach outhouses at a rate of $13 per hour. Ron Sandstrom seconds the motion and the motion passed 3-0.
Pumping of the outhouses before the summer season is discussed. Mike Smith makes a motion to obtain a quote for pumping of the outhouses. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

Ron Sandstrom discusses the rate of flow on the bleeder valve on Blinden. The flow appears higher than normal. All water system bleeders will be shut down soon.

4. Administration

The motion log will be reviewed next week.
Ron Sandstrom questions setting up the screen and projector for the meeting this afternoon with the engineer. This will be checked into if needed.
The cash flow report is reviewed and discussed. Use of TAN proceeds is discussed. A follow up will be done on the final audit report.
The Asset Management Committee and Board of Commissioners are meeting this afternoon with Engineer Nick Sceggell at 1 pm.
A petition has been received from residents on Grandval Way for the road to be upgraded to Class V standards paid via betterment assessment. The Board will have to hold a public hearing during which the cost of construction for needed upgrades at the hearing. Ron Sandstrom makes a motion to discuss the requirements and procedure with legal counsel next week. Mike Smith seconds the motion and the motion passed 3-0.
The number of estimates to be obtained, a survey of the road location and engineering costs that may be incurred in establishing the estimate for construction are discussed. The District should not incur any costs that would not be included in the assessment. Mike Smith makes a motion to track all charges incurred for the Grandval Way petition in a separate account, including legal costs incurred, for allocating to the betterment assessment cost.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 16 checks for $18,331.49. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. The number of hours and charges billed by the water operator for the property at 4 Salins are discussed. Ralph Lutjen makes a motion to bill the property owner of 4 Salins for charges over 2 hours in the amount of $300. Ron Sandstrom seconds the motion and the motion passed 3-0. Motion to approve 16 checks in the amount of $18,331.49 is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Ralph Lutjen distributes the draft of the strategic development plan. Plan will include capital projects identified by the Asset Management Committee once plan is approved for inclusion by the Board. Updates to the document are recommended to be done by one person only. Submission of recommended changes/updates can be sent to the office with the person’s initials and the date. Development of a long term financial plan for the District is the final goal.
Ron Sandstrom outlines that the website has been moved to a new host and the domain name has also been moved to a new host at significant savings.
Mike Smith makes a motion to have the lodge inspected by the Fire Chief. Ron Sandstrom seconds the motion and the motion passed 3-0. Ralph Lutjen makes a motion to have Mike Smith act as project manager for the Fire Department inspection. Mike Smith seconds the motion and the motion passed 3-0.

8. Signature Items
9. Correspondence

Granite State Analytical has sent the monthly bacteria and pH test results. All results are good.
The Town of Madison has sent a request for participation on the Madison Emergency Operations Planning Committee. Nancy Cole states she served on the prior committee with Madison for development of the Hazards Mitigation Plan and would be willing to serve on this Committee. Mike Smith makes a motion to have Nancy Cole represent VDOE on the Madison Emergency Operations Planning Committee. Ron Sandstrom seconds the motion and the motion passed 3-0.
The NH Municipal Association has sent the bi-weekly News Link and the weekly Legislative Bulletin. Discussion continues regarding ratifying of Town Meetings and elections postponed due to the storm on Tuesday, March 14.

10. Scheduled Appearances

11. Other Business

Mike Smith makes a motion to order two (2) copies in black and white of each of three (3) NH Department of Environmental Services Storm Water Manuals. Ralph Lutjen seconds the motion and the motion passed 3-0.
Lightening protection for Muddy Beach station is discussed. Engineer Lee Carroll has sent suggestions regarding recommended protection for the electronics and wells. Mike Smith makes a motion to obtain a quote from Just Electric for placing the conduit at Muddy Beach as specified by Lee Carroll. Ron Sandstrom seconds the motion and the motion passed 3-0.

Discussion is held on this afternoon’s meeting. Keeping on agenda topics to keep the meeting on track is discussed.

12. Public Comments

At 9:34 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/06/CM041117.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 11, 2017

The Board of Commissioners met at 8:00 am on Tuesday, April 11, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and water operator Ian Hayes (arrived 8:30 am). The meeting was filmed for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ron Sandstrom makes a motion to approve the agenda. Ralph Lutjen seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the roads are messy. The roads still have frost; they are not ready for grading. The York rake will be used this week.
Gravel has been purchased. A purchase order for gravel is requested. Mike Smith makes a motion to approve a purchase order in the amount of $5,000 for gravel. Ron Sandstrom seconds the motion. Discussion on place of purchase and type of gravel being purchased is held. Ambrose is used to purchase ledge pack; gravel is purchased from Coleman. Motion is called to a vote and the motion passed 3-0.
Discussion is held on stockpiling of sand over the summer. Mike Smith makes a motion to have High Street Sand & Gravel remove fill while delivering sand during the summer of 2017. Ron Sandstrom seconds the motion and the motion passed 3-0.
Kelly Robitaille will turn in the punch out location list.
The F-550 sander has been removed for summer.
Plowing the last storm was difficult as the roads were soft.
Salt and sand supplies are good.
Ron Sandstrom discusses creating an open PO list for review with the monthly budgets.
The crew attended the Green Snow Pro class last week. Good information was received on use of salt; the amount of salt to be used for best effect and salt alternatives including pre-treatment. Application of pre-treatment requires a truck to be outfitted with a tank. Kelly Robitaille states that salt is used properly for the conditions.
Ralph Lutjen outlines the decline in the ponds over the last 20 years. Increased materials in suspension within the ponds are part of the decline that has occurred. The ponds are still above average; however the decline over the last 10 years shows in the results of the pond testing. An increase in residences around the ponds over the last ten years and the varying sources of tributaries that flow into the ponds are discussed. Use of Magnesium Chloride may be better for the ponds over time. Benefit vs cost would need to be analyzed. The decline in the overall pond quality is recognized as a cumulative issue; taking action to control those factors possible is recommended.
Discussion is held on a call from a resident on Grison Road. Kelly Robitaille reports that he returned, plowed and treated the area. The road was slushy, but not in bad condition. Mike Smith states that he drove the road following the complaint and thought the road was good. Kelly Robitaille outlines a discussion with the property owner; responses to all calls from the property owner over the winter were outlined. Addressing of a complaint to the office for referral to the Board for resolution and discussion with property owners is outlined. Directing property owners to the office by the Highway crew is outlined by Ralph Lutjen. Ron Sandstrom states that total calls during the past few winters are far less than the historical average; Kelly Robitaille has done a good job handling issues as they occur. Ralph Lutjen responds that a perception by a resident of special treatment can create other problems; requested alteration to the plow routes should be directed to the Board. The Board will create actions to be taken. Mike Smith outlines safety as the primary concern for residents. Continued discussion on directing of any complaint to the office; the use of social media by some residents; and encouragement to contact the Board through the office for official District response is held.

3. Water

The year to date budget will be reviewed with Ian Hayes next month. Ian Hayes did receive a copy of the budget as expended through April 1.
Ian Hayes will complete a list of valves to be extended with Kelly Robitaille.
The DPW gate valve will be scheduled with outside excavation as it will require digging at the water main.
The water system bleeders will be shut down and seasonal flushing will be scheduled.
The PRV pits will be inspected.
The seals and valves for the chemical injection pumps will be changed.
Flood alarms have been ordered for the pump houses.
Lightening protection for Muddy Beach will be determined by the engineers; a follow up has been sent to Lee Carroll for recommendations.
Ian Hayes outlines lightening protection should be looked at for all stations.
Mike Smith makes a motion to have Ian Hayes attend the meeting with the Engineer next Tuesday at 2 pm. Ron Sandstrom seconds the motion and the motion passed 3-0.
The pricing for electrical upgrades needed at the pump houses has been requested.
Mike Smith makes a motion to approve the Just Electric quote for the electrical upgrades at Muddy Beach in the amount of $8,600. Ron Sandstrom seconds the motion. Ralph Lutjen discusses receipt of as built drawings prior to final payment being made. Mike Smith withdraws the motion. Ralph Lutjen makes a motion to adjust the proposal to reflect initial 50% payment on or after May 15th and include requirement for submission of an as built drawing prior to final payment. Ron Sandstrom seconds the motion and the motion passed 3-0. Ian Hayes outlines that the project will be completed after Memorial Day.
Ian Hayes outlines the costs for meters for the water system are:
2 inch meter $1,988
3 inch meter $2,217 plus $500
4 inch meter $2,289
To the cost of each meter add $500 for flanges and shipping. Standard delivery time is up to 6 weeks. Installation costs would include two persons for 1 day at $1,500 average.
Discussion ensues regarding the ability to read the new meter(s) to be installed through the SCADA system. Ian Hayes outlines that the remote locations would not be tied into the SCADA system, the PRV pits would be remote locations.
Discussion on increased ability to detect leaks by zone metering is held. Analysis of tank trends as a means of identifying that there are leaks within the system is discussed; comparison of 2 pm to 2 am could be done. Furthering the abilities of the SCADA system to detect flow changes within zones is outlined as a goal. The current use of more standard programming and materials is outlined. The development of the SCADA system from the original telemetry to current is outlines. The cost for upgrades versus the benefits of the increased information is discussed. Ian Hayes states that the VDOE system is good for the cost expended to date.
Ian Hayes recommends placement of a meter at Reinach – 3” meter, installed, at approximately $4,000. Tom Therrien, SCADA programmer, will be asked for a quote to add the meter to SCADA. Once the meter is placed, dead end sections of the Reinach zone could be isolated for leak detection; Ian Hayes estimates two persons for 2 – 3 days. Granite State Rural Water will then be contacted to perform leak detection on any section showing positive signs of a leak. If a large leak is found and repaired, cost could run from $4,000 to $12,500 depending on location. Ian Hayes outlines that with the age of the pipes in this system; repair of one leak can potentially worsen another or, in some cases cause a weak area to begin to leak. The possibility of many small leaks and/or one or two larger leaks within the system is discussed. A large leak, if located, would need to be repaired.
Ralph Lutjen states to place the meter at Reinach and embark on isolating dead end areas. The Board may determine any repairs to be done. Ralph Lutjen makes a motion to place and program for SCADA a meter at Reinach at a cost of $4,500. Ron Sandstrom seconds the motion. Discussion on allowance of an additional $500 for programming the meter into the SCADA system is held. Ralph Lutjen moves to amend the motion to allocate up to $5,000 for the placement and programming of a meter at Reinach. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0.
Discussion is held on inspecting the Reinach tank. Ian Hayes outlines the monitoring of the tank levels being at the top of one of the tanks. Prep work would need to be done to move the system to the other tank.

4. Administration

Ralph Lutjen is working on updates to the highway department job descriptions.
Discussion of the development of a capital improvement plan (CIP) for the District is held. Financing of water projects is discussed. Dinah Reiss outlines the need for general counsel approval to review the possibility of issuance of a general obligation note for a water project. Dinah Reiss would like to discuss this with the VDOE Attorney. Ron Sandstrom makes a motion for Dinah Reiss to contact Attorney Chris Boldt for guidance. Mike Smith seconds the motion. Discussion is held on two Commissioners being present for a call with the Attorney. April 25 will be the target date for discussion. Motion is called to a vote and the motion passed 3-0.
The agenda for the meeting with the engineer April 18 is reviewed. Water system will be discussed first, roads second. Mike Smith makes a motion to revise the agenda as outlined and distribute to Paul Fluet and Nick Sceggell. Ralph Lutjen seconds the motion and the motion passed 3-0.
The VDOE-nh domain host has been moved from FatCow to GoDaddy. The website has been moved to BlueHost for better control and cost effectiveness. Cost for the domain and website was reduced from the FatCow renewal of $466. to $106 for three years with BlueHost.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,580.71. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 1 check for $3,239.89. Ron Sandstrom seconds the motion. Check is monthly deposit to the NH Retirement System. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of April 4 are reviewed. Mike Smith makes a motion to approve the minutes of March 14 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen reviews three years of historical expenditures for the ability to forecast future budget levels. Projects from the CIP can be entered onto the budget forecast for review of financing needs. This tool can be used to forecast costs that the District can expect to incur going forward for road and water system needs. Increases in medical insurance, payroll items and loan payments are outlined as factors affecting base budget increases. The increase in fixed payments and debt level are reviewed.

Mike Smith discusses project management for the repairs to the lodge. Mike Smith makes a motion to have Mike Smith be project manager for the lodge repairs. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have the office produce an attendance list for Asset Management meetings. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith will work on getting an estimate for small repairs needed at Oak pump house. The work would be done after the electrical work is completed. The quote is expected in a few weeks.
Locks for pump houses are discussed. This item will be added to the action list.

8. Signature Items

Purchase order 182 is presented. Mike Smith makes a motion to approve Purchase Order 182 in the amount of $552.83 for repairs to the F-550. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 183 is presented. Mike Smith makes a motion to approve Purchase Order 183 in the amount of $245 for stamps for the water bill mailing. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

Resident Jim Ellis has sent a request for repair of the asphalt apron at Sarnen and Rte.113. Mr. Ellis has also suggested placing a remote sand supply at the intersection of Sarnen and Bern Drive; permission would be granted to place the supply container on Mr. Ellis’ property at that intersection. Ralph Lutjen states he is not in favor of placing remote supplies based on the logistics of checking/filling and repair/replacement of containers. Mike Smith states that the resident can do this if he chooses; the VDOE will not pursue.

10. Scheduled Appearances
11. Other Business

Dinah Reiss states that her curb stop valve cover has been knocked off by a plow. Water Operator Ian Hayes will be informed.

A cost per gallon analysis over the last five years for the water system is reviewed and discussed. Cost per gallon of water for 2016 was $0.004. Cost of system operations over the same period of years has been relatively steady. The water loss due to running the bleeders is discussed. An analysis done in 2005 to bury all water lines within the District so as to be able to remove the bleeders showed it was not feasible in a cost vs benefit review.

12. Public Comments

At 10:32 am Mike Smith makes a motion to recess the meeting until 11 am at the Lodge. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 11:00 am Mike Smith reconvenes the meeting at the Lodge. Ralph Lutjen seconds the motion and the motion passed 2-0.
Present were Commissioners Mike Smith and Ralph Lutjen, Dinah Reiss, Nancy Cole and contractor Norm Garside.

Norm Garside outlines that the building is safe with the support structure that has been placed; it could be used as is.
The roof will be repaired with the existing chimney flashing removed; shingles pulled back and checked; placement of new flashing and re-shingling of the area.
The improper shingling of the valley of the roof line leading to the chimney will be corrected.
The paneling along the fireplace wall will be removed and wall beams checked.
Paneling will be replaced upon completion of repairs to any beams and placement of new insulation with pine.
Downstairs is also showing signs of water damage around the chimney area. Area will be checked and beams will be repaired or replaced as needed.
The electrical connections and panel will be reviewed. Norm Garside will schedule electrician Chip Johnson to estimate any repairs or upgrades needed.
Deck boards will be replaced as needed. Railings on both upper and lower decks will be replaced with 42” railings as specified by codes.
The dishwasher on the lower deck will be removed.
The entrance railing and trees abutting the entry way will be next on the work list. This will be done after Memorial Day.
Fire Extinguishers will be given to Norm Garside for placement in the Lodge.

At 12:10 pm Ralph Lutjen makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator