Minutes

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[gview file="https://vdoe-nh.org/wp-content/uploads/2017/04/CM032817.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 28, 2017

The Board of Commissioners met at 8:00 am on Tuesday, March 28, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and Ian Hayes (water operator, 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

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 punch outs will be reviewed and added to as necessary this week. All punch out locations will be documented.
The rubber edge on the plow blade of the Terra Star is working well.
Snow banks will be pushed back with the grader when possible.
The F-550 has been taken to Albany Service Center. The ABS light and engine light are on. The work needed will be verified for any possible warranty items prior to being repaired. Discussion is held on approval for the repairs; cost is not known at this time. Ron Sandstrom makes a motion to approve a purchase order not to exceed $1,000 for repairs to the F-550. Mike Smith seconds the motion and the motion passed 3-0.
Discussion is held on salt supply. Kelly Robitaille states that one load of salt will be ordered. Discussion is held on ordering two loads; there is room in the tent for two. Kelly Robitaille will order two loads of salt; purchase is covered within an existing authorized purchase order.
The crew will be attending the Basics of a Good Road class tomorrow.
Culvert markers will be straightened and moved back where needed.
A safety meeting will be held next week; proposed bollard locations at the garages will be marked following the meeting.

3. Water

Water Operator Ian Hayes has joined the meeting to discuss a recent email from a resident regarding the water system that copied in Rick Skarinka of NH Department of Environmental Services Drinking and Groundwater Bureau. Ian Hayes outlines frustration with residents putting negative information on line. Ian outlines that he has been discussing water loss with the Board since and the need for meters to isolate areas to look for leaks since he came back to the District. Four leaks have been repaired since December. None of these repairs have resulted in significant reduction of water usage. The pipes are aged; repairing one section can force other smaller leaks to open further along the pipes and can also put extra flow into any larger leaks that exist along the pipe. With over 14 miles of pipe in the ground, leaks could be anywhere in over 2/3 of the system. Oak station and Summit water usage are steady following the repairs on Upper Lakeview and Forclaz; that 1/3 of the District is not the target zone to look for significant water loss. Ralph Lutjen questions pro-active steps that could be taken now to help this issue. Placement of meters to monitor inflow and outflow within the booster stations and storage tanks would help locate areas to check for leaks; placement of isolation valve clusters is also extremely beneficial in further isolating leaks. Calibration of existing meters is discussed. Population within the District is also a factor and is an unknown.
Ian Hayes outlines that his priorities for the system would be meters; isolation valves; water line replacement and zone connections.
The need to identify an area to pursue excess usage is discussed. Meters placed within the stations would cost between $2,500 and $3,500. Upgrading of the Master Plan as a means to order the priorities for the system is discussed. The use of the Master Plan as a guide is outlined. Moving forward to a point where the system is receiving improvements instead of chasing repairs is the goal. Ian Hayes outlines the role of the System Operator and the importance of good communication with the Board.
Action items: Add outlet meter at Reinach;
Turn isolation valves and check for water flow within the isolated area;
Adding of additional isolation valve clusters to further isolate areas to be checked;

Water usage listed by month since 2011 has been prepared as a chart and is reviewed.
Discussion is held on the reported loss of pressure at 3 Geneva Place. Ian will check with the property owner following this meeting.
Ian Hayes will provide a cost estimate for the needed meters.
Ian Hayes will also list out target isolation valves to be turned to check areas for leaks.

4. Administration

The Sustainable Management for Water and Wastewater Utilities seminar held by Granite State Rural Water was attended last week by the Asset Management Committee. Commissioner Ralph Lutjen also attended. Some very good information on analysis of system components for placement into priority groups was received. The Asset Management Committee will be meeting this Thursday at 1 pm.
Mike Smith discusses holding a meeting with Engineer Paul Fluet upon completion of the Grison and Burgdorf designs, and to review the Reinach Pressure Zone proposal and Little Loop Road during the visit. Ralph Lutjen discusses accelerating this item and setting the meeting now. Ralph Lutjen makes a motion to communicate the intent to hold a meeting to Paul Fluet to review the Grison and Burgdorf designs, the Reinach Pressure Zone proposal, and view Little Loop Road for drainage needs. Ron Sandstrom seconds the motion and the motion passed 3-0.
Storm Water Management is discussed. Dinah Reiss mentions the drainage study previously done for Emerson Mountain. Engineer Paul Fluet has been contacted for a copy of this document. Ralph Lutjen makes a motion to add Storm Water Management as a discussion point with the Engineers. 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 $7,477.05. 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.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses tank inspections and lining. The moratorium published on the failed attempt to bid this project two years ago is reviewed. Discussion ensues on inspecting the Reinach tanks. Ralph Lutjen makes a motion to create a bid specification for inspection of the Reinach tanks only. Ron Sandstrom seconds the motion. Mike Smith discusses replacing the tank at Muddy Beach next year during the second portion of the station upgrades. Inspection and the value of the information that would be obtained are discussed. Requirements for proceeding one tank at a time to be outlined in the specification. Ralph Lutjen moves to amend the motion from creation of a bid specification to creation of a request for proposal from Mass Tank for inspection of the Reinach tanks. Ron Sandstrom seconds the motion to amend. Motion, as amended, is called to a vote and the motion passed 3-0.

Ron Sandstrom makes a motion to add the monthly summary total of water usage page to the monthly water usage logs. Ralph Lutjen seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to include replacement of the Muddy Beach tank with the funding to be proposed on the 2018 Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to include an article on the 2018 Warrant for deposit of all late fees collected on water usage bills be deposited into the Water System Tanks Capital Reserve Fund. Motion failed for lack of a second.

8. Signature Items

The Manifest Review Policy is presented. Mike Smith makes a motion to adopt and sign the Manifest Review Policy. Ron Sandstrom seconds the motion. Discussion ensues on the policy; the need for it; the review of invoices during a meeting; individual review of invoices by members of the Board; percent of disbursements over $1,000; awareness of expenditures by the Board; the purchase order approval for expenditures; and the value of reviewing invoices during the public meeting. Ron Sandstrom makes a motion to amend the policy review amount to $100. Ralph Lutjen seconds the motion. Discussion continues. Ron Sandstrom withdraws the motion. Mike Smith moves to table the discussion until next week. Ron Sandstrom seconds the motion and the motion passed 3-0.
Treasurer Dinah Reiss presents the signature cards for the operating account; all forms are signed as indicated by Dinah Reiss.

9. Correspondence

Information regarding a missing stop sign at Appenvel way and Eidelweiss Drive has been received from resident Mark Graffam. The sign has been replaced temporarily until it can be re-installed.

A 91-A request for water system information regarding leak detection actions has been received from resident Mark Graffam. Request will be responded to; the information that is available can be viewed at the office.

Granite State Analytical has sent additional chemical testing results. All results are in compliance.

The Town of Madison Trustees of the Trust Funds have released the check for withdrawal of the $20,000 from the Medical Insurance Capital Reserve Fund.

A Commissioner from Copple Crown Village District has sent a ‘friend request’ for sharing of information and challenges facing Village District’s in NH.

NH Municipal Association has sent the Legislative Bulletin.

The third party electric report has been received for February.

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

At 11:02 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="https://vdoe-nh.org/wp-content/uploads/2017/04/CM032117.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 21, 2017

The Board of Commissioners met at 8:00 am on Tuesday, March 21, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. 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 roads are being worked as possible; the recurring freeze-thaw cycle is creating potholes. Punch outs are being done as needed. Kelly Robitaille will list the locations of the punch outs.
All equipment is in good condition. The rake tines for the York rake have been received; the rake will be set up for spring use. The plows and sander have been removed from the International 7400; the truck can be used to haul gravel. All parts are in for the grader service; which will be scheduled.
Sand and salt supplies are good.
A class is available next week in Ossipee through UNH T2; Basics of a good road. Ron Sandstrom makes a motion to approve attendance at the class for both members of the highway department. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve up to $300 for class registration. Ron Sandstrom seconds the motion and the motion passed 3-0.
The house fire last week on Middle Shore is discussed. Kelly Robitaille reports that he was notified by the Sherriff’s Department of the fire and the need for sanding in the area of the water tankers. As snow was falling at a rate of over 2 inches per hour while the fire was being fought, it was difficult to keep the roads open.
The emergency contact list will be updated and distributed.

3. Water

Mike Smith discusses the approval for purchase of data loggers. A new pressure issue has been reported on Geneva Place. Status of the purchase of the data loggers will be checked on.
The upcoming electric work at Oak station will be reviewed by Mike Smith with the electrician, SCADA programmer and water operator on March 30. Summit station will also be reviewed. A follow up will be sent on the schematics for the chemical injection room.
The priority of Muddy Beach for 2017 is discussed. Securing of the sources of the water as a top priority is outlined. The work completed on the wells last year is outlined by Mike Smith. Discussion is held on establishing overall priorities for the water system. Upcoming additional known needs, such as creation of the Reinach pressure zone are discussed. The use of Muddy Beach and the current pumping schedule for benefit of those areas like 1 Bristenstock and 19 Blinden is reviewed.

4. Administration

The holding of a monthly safety meeting is outlined by Mike Smith. Topics reviewed and discussed are outlined.
The motion log has been distributed and is reviewed.
The audit should be completed this week. Auditor Tamar Roberts has received the report from the NH Retirement System which was needed to complete the document. Ralph Lutjen discusses the Management Discussion and Analysis report within the audit. The format will be updated for review when completed next.
The proposed contact with the Town of Madison for road funds is discussed. Mike Smith makes a motion to leave this action item on the report for contact at year-end/January 2018.
The status of the Asset Management Committee is reviewed and discussed. The planned attendance at a Capital Improvement Planning (CIP) seminar this week is outlined. Ralph Lutjen will attend in place of Jay Buckley who notified the office he will not be able to attend.
The chemical analysis results on the water system taken in the first quarter look good.
The Sanitary Survey of the Water System has been received from Rick Skarinka of NH DES.
The report is reviewed and discussed; no major deficiencies; recommend work on asset management continue; continue to improve system; review high water usage.
Elimination of water system bleeders, as outlined verbally by Rick Skarinka when he was in the District, is discussed as a consideration while planning work in the future. Blasting, as well as extensive excavation that would be needed to eliminate the bleeders in the Summit zone and the expense that an undertaking like that would incur are discussed. The establishing of priorities as a critical component of a CIP is discussed.
The 2017 water usage fee invoice is presented for review. The addition of the breakdown of the charges that are incorporated in the bill has been added. Mike Smith makes a motion to adopt use of the new invoice for the water billing and to put the rate calculation breakdown on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 4 checks in the amount of $810. Mike Smith seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Ron Sandstrom reviews an updated draft for the Manifest Review policy proposed. The policy is reviewed and will be discussed further next week. Ralph Lutjen outlines that he feels discussion on all expenditures should be done; there are not so many that it would be cumbersome.

Ralph Lutjen reports that he will be meeting Saturday morning with the pond preservation group. The historical VLAP (Volunteer Lake Assessment Program) information has been scanned in and is now available electronically. All current reports are being created electronically by the NH State Lab. There is 19 years of information that is being reviewed for trends on the decline of the Pea Porridge Ponds.

Mike Smith makes a motion to schedule Norm Garside for the bridge repairs and painting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to scheduled pouring of the concrete pad as containment for the diesel fueling area. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to schedule pouring of the bollards needed at the corners of the DPW building and DPW II garage not to exceed $600. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to schedule repairs to the Lodge beam, rafters and roof not to exceed $9,000. Ron Sandstrom seconds the motion. Discussion is held on the priority of repairs needed. Tree work and entry walkway work are a high priority for safe entry into the building. Mike Smith makes a motion to amend the approved work to not exceed $8,000. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion ensues on additional tree work that is needed in the vicinity of the Lodge. This will be reviewed by the committee.

8. Signature Items
9. Correspondence

The property owner of 3 Geneva Place has reported a pressure reduction at his house since the fire last week. The area is being checked and water operator Ian Hayes will verify there is no leak at the fire scene.
NH Municipal Association has sent the weekly Legislative Bulletin.
NH Municipal Association has sent the bi-weekly News Link.
Resident Jay Buckley has sent locations where shoulder work is needed on asphalt roads.

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

At 9:22 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="https://vdoe-nh.org/wp-content/uploads/2017/04/CM031417.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 14, 2017

The Board of Commissioners met at 8:00 am on Tuesday, March 14, 2017. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Treasurer Dinah Reiss and Ian Hayes (water operator, arrived 8:35). 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. Mike Smith seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Salt and sand supplies have been reported as good. The trucks are ready for today’s predicted storm, which has started early; the highway department is plowing.

3. Water

The water usage numbers are discussed. Percentage of water being supplied to the system from Muddy Beach is discussed. Ian Hayes outlines that the percentage of water being supplied by Muddy Beach has been reduced through set-point adjustments.
Ian Hayes states that water leaks have been discovered at 44 Eidelweiss Drive and 4 Salins.
Tom Therrien of Electrical Installation is scheduled to meet with Ian Hayes in the District on March 30. The flow of the pumps at Jungfrau will be worked on. Ian Hayes states that he would like to have Justin review the electric at the Summit station; the approved work at Oak station is scheduled for April 10. Mike Smith states that he would like to meet with Justin to review the work to be completed at Oak prior to onset of the work.
Mike Smith makes a motion to set a meeting for March 30 with Mike Smith, Justin of Just Electric, Ian Hayes and Tom Therrien. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase of data loggers is discussed. Mike Smith makes a motion to have Ian Hayes purchase as many as possible with the $1,500 allocated. Ron Sandstrom seconds the motion and the motion passed 2-0.
Once the units are received, a log out sheet will be created to track each unit’s location and use.
Ian Hayes discusses meters and the ability to monitor flow between the stations. Addition of meters at the PRV pits would also help monitor flow in different zones of the water system. Water usage is high, Ian believes there are leaks within the system; additional metering is a means of locating leaks.
Discussion is held on the Muddy Beach upgrades planned for 2017. Work will begin with the electrical change over with Eversource and Just Electric; lightening protection for the wells and placement of the transducers, followed by one pump.
Completion of the station upgrades, including remaining piping, the second booster pump and building repairs are planned for 2018.
Ian Hayes outlines that he is in touch with Granite State Rural Water for scheduling of additional leak detection work.

4. Administration

Treasurer Dinah Reiss reviews the cash flow report. The Tax Anticipation Note (TAN) was applied for yesterday. The payment for the grader is due the end of March. $20,000 will be advanced from the TAN to cover the payment and general bills until the water usage money begins to be collected mid-April.
The draft template for the 2017 Water Usage fee billing is reviewed.
The Asset Management meeting scheduled for tomorrow will be postponed to Thursday due to the ongoing storm.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,205.66. 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 January and February water usage reports are reviewed. Usage is high; the need for additional metering so as to track high usage areas for possible leaks is discussed.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 4 checks in the amount of $1,341.73. 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 March 6 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 close the office for the duration of the storm immediately following this meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

The DRA MS-232 is reviewed. Mike Smith makes a motion to sign the MS-232, Report of Appropriations Voted at the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.
The DRA MS-60A is reviewed. Mike Smith makes a motion to sign the MS-60A, Report of Auditor for Fiscal Year 2016. Ron Sandstrom seconds the motion and the motion passed 2-0.
The DRA MS-123 is reviewed. Mike Smith makes a motion to approve the MS-123, Clerk’s Report of Elected Officials. Ron Sandstrom seconds the motion and the motion passed 2-0. Clerk Nancy Cole signs the report.
The Manifest Review Policy is presented. Ron Sandstrom states that he would like to hold discussion on this policy until the full Board is present. Ron Sandstrom adds that he will update the wording for additional clarity and submit a revised version for review.
Purchase Order 178 is presented. Mike Smith makes a motion to approve Purchase Order 178 in the amount of $200 for service on the road grader. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase Order 179 is presented. Mike Smith makes a motion to approve Purchase Order 179 in the amount of $1,000.00 for the backhoe radiator. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase Order 180 is presented. Mike Smith makes a motion to approve Purchase Order 180 in the amount of $900 for rake tines. Ron Sandstrom seconds the motion and the motion passed 2-0.
The third-party electricity agreement renewal with Neighborhood Energy is presented. Mike Smith makes a motion to sign the agreement for a term of 6 months. Ron Sandstrom seconds the motion and the motion passed 2-0.
The form for withdrawal from a Capital Reserve Fund is presented. Mike Smith makes a motion to sign the request of withdrawal of $20,000 from the Medical Insurance Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Resident Jay Buckley has sent an email stating that Green Mountain Conservation Group is hosting a Green Snow Pro class. The Highway crew has been registered.

10. Scheduled Appearances

Dinah Reiss discusses establishing a committee to review and prioritize the work to be completed at the Lodge. Repair of the beam over the mantel and rafter ends is to be done first as this is a safety issue.
Mike Smith makes a motion to have Norm Garside schedule repairs for the beam, related rafters and roof flashing for safety. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to have Dinah Reiss form a committee to review and prioritize the repairs to the Lodge. Ron Sandstrom seconds the motion. Discussion on the importance of closing holes on the outside of the building to keep damage from re-occurring is held. Motion is called to a vote and the motion passed 2-0.

11. Other Business

At 8:30 am Ron Sandstrom makes a motion to reschedule Ian Hayes for the meeting March 28. Mike Smith seconds the motion. Discussion is held on meeting with Ian today should he make it to the office; reschedule if needed. Motion is called to a vote and the motion passed 2-0.

12. Public Comments

At 8:30 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call; Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.

At 8:35 am Mike Smith makes a motion to exit 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 and the motion passed 2-0.

At 9:02 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 and the motion passed 2-0.

Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to adjust the Administrator’s salary by $2,300 effective with the next payroll. Mike Smith seconds the motion. Ron Sandstrom withdraws the motion.
Mike Smith makes a motion to adjust the Administrator’s salary by to $913 weekly beginning with the next payroll. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to adjust the Highway Foreman hourly rate from $20.02 to $21.02 beginning with the next payroll. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 9:23 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; Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="https://vdoe-nh.org/wp-content/uploads/2017/04/CM030617.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 6, 2017

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

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. Mike Smith seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that roads are in good condition; potholes are being addressed where possible. The equipment is in good shape. The quote has been received for parts needed from Volvo for the grader service at $550. Mike Smith makes a motion to approve $550 for the parts needed for the 1,000-hour service on the road grader. Ron Sandstrom seconds the motion and the motion passed 2-0.
The backhoe has been difficult to start. The fuel filter and lines are being changed. Chaffing has been noted on one of the radiators, replacement radiator from Volvo is $1,000. Ron Sandstrom makes a motion to approve $1,000 for a replacement radiator for the backhoe funded from the Heavy Equipment Repair CRF. Mike Smith seconds the motion. Discussion is held on funding. Motion is called to a vote and the motion passed 2-0.
Tines are needed for the rake; cost estimate is $845. Mike Smith makes a motion to approve up to $900 for tines for the rake. Ron Sandstrom seconds the motion and the motion passed 2-0.
Repairs and equipment service will be the primary focus this week; the grader service is scheduled.

3. Water

Mike Smith makes a motion to include the NH DES published average water rates with the water usage bill. Ron Sandstrom seconds the motion and the motion passed 2-0.
Discussion ensues on establishing a semi-annual billing for the water. Ron Sandstrom discusses setting the rate at $460; outlining the large increase in one year. Calculations for the approved Warrant Articles are done. Mike Smith makes a motion to set the 2017 Water Usage Fee at $485. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to include a postcard for information request on curb stop valves still to be located. Ron Sandstrom seconds the motion and the motion passed 2-0.
The quote for needed electrical work at Oak station has been received in the amount of $4,500. Mike Smith makes a motion to approve the quote and electrical work for Oak station. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

The 2016 Management Discussion and Analysis is being reviewed.
The Asset Management Committee will attend a seminar being held by the Granite State Rural Water Association in Ossipee on March 22 regarding establishment of Capital Improvement Plans for water systems.
The year to date budget status is reviewed and discussed. The additional funds appropriated at the Annual Meeting have been added to the salt and sand lines as outlined during the meeting.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 13 checks in the amount of $19,952.04. 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 February 22 are reviewed. Mike Smith makes a motion to approve the minutes of February 22 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of February 27 are reviewed. Mike Smith makes a motion to approve the minutes of February 27 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom makes a motion to create a policy that the Commissioners review all expenditures, however only items over $1,000 are to be discussed during meetings.

8. Signature Items

Purchase order 177 is presented. Mike Smith makes a motion to approve purchase order 177 in the amount of $550 for Volvo parts needed for the 1,000-hour road grader service. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Attorney Boldt has sent correspondence stating that he enjoyed the Annual Meeting and comments on the amendment to alter the funding for the Muddy Beach project to include water usage fees. As it raises fees, not taxes, no adverse response is anticipated from the Department of Revenue.
The renewal information for the electricity supply is reviewed. Mike Smith makes a motion to accept the 6-month rate of $0.079 for electricity. Ron Sandstrom seconds the motion and the motion passed 2-0.
NH Municipal Association has sent the Legislative Bulletin and the News Link report.

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

At 9:02 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

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/03/CM022717.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 27, 2017

The Board of Commissioners met at 8:00 am on Monday, February 27, 2017. In attendance were Commissioners Ron Sandstrom, Mike Smith and Commissioner-elect Ralph Lutjen. Also present was Treasurer-elect Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.

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

Chairman Ron Sandstrom accepts the Oath of Office and swears in Nancy Cole as Clerk.
Clerk Nancy Cole accepts the Oath of Office and swears in Dinah Reiss as Treasurer.
Clerk Nancy Cole accepts the Oath of Office and swears in Ralph Lutjen as Commissioner.

Ron Sandstrom states that he is stepping down as Chair. Ron Sandstrom nominates Mike Smith as Chair for 2017. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith nominates Ralph Lutjen as Vice-Chair for 2017. Ron Sandstrom seconds the motion and the motion passed 3-0.

1. Agenda

Mike Smith 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

Highway Foreman Kelly Robitaille states that the roads handled the recent rain well. Some areas have potholes. Until the roads soften and dry, the road grader can’t be used to remove the potholes. Gravel could be added and areas smoothed. Kelly Robitaille will pick up gravel as the purchase will be under $200.
The driveways at #4 and #8 Little Shore will be looked at for water shedding into the roadway. Kelly Robitaille reports that punch outs are being made where needed. A punch out will be made across from the area of #31 and #33 Little Shore.
Kelly Robitaille will create a list of the locations where punch outs have been made.
Kelly Robitaille reports that the road grader needs service. An estimate for the parts and fluids will be completed. The work could be completed by part time employee Tony Eldridge who just completed service on the Volvo road grader he operates for the State. Mike Smith makes a motion to approve $200 for Tony Eldridge to complete the service. Ron Sandstrom seconds the motion. Ralph Lutjen questions warranty. The road grader and backhoe are out of warranty; the Capital Reserve Fund (CRF) for heavy equipment was established for that reason. Mike Smith moves to amend the motion to read “up to $200”. Ralph Lutjen seconds the amendment and amendment passed 3-0. Motion, as amended, is called for a vote and the motion passed 3-0.
Sand and salt are discussed. Kelly Robitaille discusses having an open purchase order so that sand and salt may be ordered as necessary. Supplies were ordered during the recent storms as needed. Mike Smith makes a motion to approve purchase order 176 in the amount of $2,000 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve purchase order 175 in the amount of $3,000 for salt. Ron Sandstrom seconds the motion and the motion passed 3-0. An additional purchase order will be created for review next week.
Training and classes for the highway crew available this year will be looked into. Ralph Lutjen discusses the Green Sno-Pro class; this class would be beneficial. Protection of the ponds is outlined as a factor for consideration while establishing road treatment procedures. The use of brine for pre-treating roads is discussed as a possible means of reducing the amount of salt needed on roads during winter storms. This technique is outlined to have had measurable results in reduction of salt purchases for some municipalities and some areas of the State roads.
Ralph Lutjen discusses reports of the District truck being outside the District. Time out of the District is to be reported on employees’ time cards as per the personnel policy. Recording of this time can be used to help alleviate insinuations.

3. Water

Ian Hayes will be in attendance next week. Mike Smith makes a motion to move Ian Hayes scheduled appearance time to 8:30 am. Ron Sandstrom seconds the motion and the motion passed 3-0.
An outline of the off-peak pumping programming for the water system is given to Ralph Lutjen.
Mike Smith makes a motion to send an email to office of Electrical Installations Inc. with a copy to Tom Therrien requesting the status of the chemical injection room schematic. Ralph Lutjen seconds the motion and the motion passed 3-0.
The water usage fee for 2017 is to be established. The base rate information will be sent to the Board for discussion next week.
Lee Carroll, electrical engineer, has been contacted for guidance on the lightning protection needed for Muddy Beach station. Mike Smith outlines the lightning strike and resulting damage from last summer.

4. Administration

A safety meeting will be held after this meeting.
DPW job descriptions will be reviewed by Ralph Lutjen.
The cash flow report is done monthly. Treasurer Dinah Reiss outlines that the grader lease payment is due the end of March. Establishing the Tax Anticipation Note (TAN) for 2017 will be looked into should funds be needed early in the year. The withdrawal from the Medical Trust Capital Reserve Fund authorized at the Annual Meeting may need to be taken in March.
The audit and the Government Accounting Standards Board recommendation to change auditors every few years so as to maintain independence are discussed.
The Management Discussion and Analysis will be completed now that the audited schedules are available.
A seminar for development of a Capital Improvement Plan (CIP) is being held in Ossipee on March 22. Nancy Cole, Asset Management Committee Chair, requests funding to be approved so that all members of the team could attend. Cost will be $500. Mike Smith makes a motion to approve up to $500 for the Asset Management Committee to attend the CIP seminar. Ron Sandstrom seconds the motion. Discussion ensues. Ron Sandstrom would also like to attend this seminar. Mike Smith makes moves to amend the motion to up to $600. Ron Sandstrom seconds the amendment. Amendment passed 3-0. Motion, as amended, is called to a vote and the motion passed 3-0.
A status update of the Asset Management Committee is given; spring work to be scheduled is outlined. The Development of a CIP for the District by the committee is beginning.
Ralph Lutjen discusses development of an overall Strategic Plan for the District which would incorporate both some budget areas as well as the CIP information. This plan would outline both intended maintenance work with gravel and asphalt needs as well as the funding needed for upcoming capital projects prioritized over the six year period to be covered. Holding of Public Hearings to inform the public about the plan is a very important aspect towards the successful implementation. As the taxpayers will be asked to fund the plan, all information regarding the plans development should be discussed. A focus on where the VDOE needs to be and associated costs to get there will be the base document. The need to prioritize items for best protection of the VDOE roads, water system, ponds and capital needs is discussed. Gather all the information and roll it into one Strategic Plan for the VDOE.
Mike Smith makes a motion to have Ralph Lutjen champion contact with the members of the pond protection volunteers listed on the report distributed at the Annual Meeting for formulation of the recommendations for protection of the ponds. Ron Sandstrom seconds the motion. Discussion is held on a joint meeting with the Asset Management Committee. Motion is called to a vote and the motion passed 3-0.
The next Asset Management Committee meeting is March 15 at 1 pm.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 2 checks in the amount of $28,837.67. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed; Oak Ridge Road Loan payment and Terra Star loan payment. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Mike Smith discusses organizing Warrant Articles for action.
A quote is expected from Just Electric for work at Oak Station. This will be followed up on.
Beginning the work at Muddy Beach with the electrical upgrades is discussed.
Mike Smith makes a motion to review the third party electric proposal renewal for next week. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Purchase orders were signed during Highway report.

9. Correspondence

Granite State Analytical has sent the monthly pH test results; within standard limits.
Jay Buckley has sent an email regarding plowing difficulties due to the truck parked very close to the road at 18 Oak Ridge. Kelly Robitaille has responded that there is no issue plowing in this area.
Andrew Harteveldt has sent an alternative to the canoe rack proposal discussed at the Budget Hearing in January. Registration for canoe rack spaces is recommended with an outline to minimize administration burdens that would result in charges for the rack spaces. Logistical issues still need to be worked out prior to implementing any change to the current first come, first served policy for the canoe racks. A proposal will be worked on for future implementation.
NH Municipal Association has sent the weekly Legislative Bulletin. Mike Smith outlines that the bill that would hold a municipality responsible for the plaintiff’s legal fees in all successful 91-A cases has been moved for reconsideration; this bill was reported as defeated last week.

10. Scheduled Appearances
11. Other Business

Ralph Lutjen discusses the weekly meeting schedule. Mr. Lutjen may need to request Monday afternoons at times. Tuesday meetings are discussed as an option. Mike Smith makes a motion to move the weekly Board of Commissioners meeting to 8 am on Tuesday’s beginning Tuesday, March 14. Ralph Lutjen seconds the motion and the motion passed 3-0.
Ralph Lutjen states that he would like to reinstate the fuel log verification spreadsheet. Ralph makes a motion to complete the report which compares fuel usage to fuel purchases on a monthly basis for review by the Board. Ron Sandstrom seconds the motion. Mike Smith discusses including vehicle mileage or equipment hours on the spreadsheet. Motion is called to a vote and the motion passed 3-0.

12. Public Comments

At 10:05 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

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

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 18 checks in the amount of $13,394.32. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of January 30 are reviewed. Mike Smith makes a motion to approve the minutes of January 30 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of February 6 are reviewed. Mike Smith makes a motion to approve the minutes of February 6 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

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

8. Signature Items
9. Correspondence

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

10. Scheduled Appearances

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

11. Other Business

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

12. Public Comments

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

Respectfully submitted,

Nancy E. Cole
Administrator

•

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

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 15 checks in the amount of $24,676.54. Larry Leonard seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

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

At 8:53 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

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

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water
4. Administration

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

Recommendations for articles are voted:

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

5. Accounts Payable

6. Minutes

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

7. Commissioners Reports
8. Signature Items

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

9. Correspondence

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator

•

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

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water
4. Administration

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

5. Accounts Payable

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

6. Minutes

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

7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances
11. Other Business

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

12. Public Comments

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

Respectfully submitted,

Nancy E. Cole
Administrator

•

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

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

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

6. Minutes
7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator