Minutes

•

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM080116.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 1, 2016

The Board of Commissioners met at 8:00 am on Monday, August 1, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Carol Dandeneau.

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

1. Agenda

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

2. Highway Department Report

Kelly Robitaille reports that Tony Eldridge was in Friday. Work was done at the intersection of Saint Moritz and Basil in response to the drainage complaint received. Kelly Robitaille states that he would like to work the remainder of this section of Saint Moritz to the dead end. The catch basin before the driveway at #30 Saint Moritz is blocked. This was done in response to additional water flow onto the property at #30. Mike Smith makes a motion to start the process of obtaining a drainage easement for a culvert to be placed at 30 Saint Moritz. Ron Sandstrom seconds the motion. Discussion ensues on a full review with the Engineers for recommendations on correcting drainage issues at this location. Mike Smith withdraws the motion. Mike Smith makes a motion to send a letter to the property owner at 30 Saint Moritz outlining intent to have Engineer review the area. Ron Sandstrom seconds the motion and the motion passed 3-0. A washout was reported at the S-turn on Oak Ridge. 6” stone will be placed in the ditch line when possible. The International 7400 was noted to have a broken leaf spring. Truck has been brought to Albany Service Center. Three leaf springs have been identified as cracked and in need of replacement. Ron Sandstrom makes a motion to repair the leaf springs on the International 7400 up to $2,000. Mike Smith seconds the motion and the motion passed 3-0. Kelly Robitaille reports that some of the debris to be removed from Muddy Beach well field has been removed; remaining items will take two persons to move. The current focus will be on road maintenance. Ron Sandstrom discusses GPS devices that could be purchased and used on a monthly basis with no contract to be signed; adding that knowing the locations and routes of the trucks for snow plow operations may be beneficial. As there is no contract, the units could be purchased and implemented for a three month period only. Mike Smith states that he is not in favor with placing GPS devices in the trucks. This will be looked at again if such information is deemed to be necessary; i.e. there are issues with the snow plowing. Discussion ensues on part time snow plow operators that will be needed for this winter. Mike Smith makes a motion to place the ad for winter plow help on September 1. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille will complete the road review for submission. The work that is currently being done is to complete areas. Ditching in 2017 will focus on the Reinach side of the District. Kelly Robitaille will discuss the roller rental with MB Tractor. Mike Smith makes a motion to not rent a roller this year. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille discusses renting of a lift for removing tree branches over roads. An estimate will be submitted.
The year to date budget is reviewed and discussed. Line items are reviewed. The over expenditure of the insurance for the property-liability is discussed. The insurance cost increase with the new coverage is $25,000 over last year’s expenditure and this year’s line item. Allocating funds from budget line items to cover the expenditure is discussed. Creation of a purchase order to show funds as expended on the budget review is discussed. Mike Smith makes a motion to drop the on call status and stipend for the highway crew. Ron Sandstrom seconds the motion. The need for a person to be on call for emergency situations is discussed. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to create a purchase order and assign $15,000 as follows: $2,000 salt, $1,000 culverts, $500 safety, $500 Retirement, $1,000 Buildings & Grounds, $2,000 highway repairs, $5,000 fuel, and $3,000 subcontract equipment. Mike Smith seconds the motion and the motion passed 3-0.

3. Water

A quote for $731 for spare parts for the well controls for Muddy Beach has been received from Erin Hartley of Hartley Well. Mike Smith makes a motion to approve $731 in spare control parts for the Muddy Beach wells. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Engineers and water operator Ian Hayes are still working on collecting the data needed for full diagnosis of the flow and pressure issues at 1 Bristenstock and for houses at the other end of the line that are on Blinden.

4. Administration

A safety meeting will be scheduled going forward.
The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $3, 884.46. Mike Smith 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

The minutes of July 25 are presented. 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
8. Signature Items

A letter to the homeowner of 26 Diessbach for paving of the driveway without a permit is presented. Mike Smith makes a motion to sign and send the letter for submission of a driveway permit for construction. Ron Sandstrom seconds the motion and the motion passed 3-0.
A thank you letter to Mike and Heidi Gervino for the donation of a lot to the District is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to Suzanne Malkasian in response to emails and the request for a resolution report for the properties located on Oak Ridge Road is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Employee recognition for Nancy Cole for action above expectations for response to a motor vehicle accident that occurred on Rte. 113 is presented. Mike Smith makes a motion to sign the employee recognition and place the letter in the employee’s file. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has quoted $1,200 for the perflourinated compound testing recommended by NH DES for all water systems. Mike Smith makes a motion to add this testing as a line item to the 2017 water budget. Ron Sandstrom seconds the motion and the motion passed 3-0.
A request for camping one night on either Geneva or Porridge Shore Beach has been received. Mike Smith makes a motion to approve one night of camping after August 25 with notice to the office of the intended night for notification of the approval to local authorities. Ron Sandstrom seconds the motion. Discussion ensues; Ron Sandstrom states he is not in favor of allowing camping on any beach. Motion is called to a vote and the motion passed 2-1 with Ron Sandstrom against allowing camping.
The representative from Eversource with whom a meeting is to be established regarding the tree cutting in the District is being scheduled. Mike Smith makes a motion to have Kelly Robitaille take pictures of cut trees in ditch lines on Big Loop and Little Loop. Ron Sandstrom seconds the motion and the motion passed 3-0.

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

At 8:12 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion and the motion passed 3-0.
Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to sign the offer letter for Jeff DeMartino contingent upon the equipment review with Kelly Robitaille. Mike Smith seconds the motion and the motion passed 3-0.

At 8:18 am Ron Sandstrom makes a motion to exit Non-Public session and resume the Public meeting. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion and the motion passed 3-0.
At 9:30 am Mike Smith makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM072516.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 25, 2016

The Board of Commissioners met at 8:00 am on Monday, July 25, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Treasurer Dinah Reiss. The meeting was taped for Madison TV by Carol Dandeneau.

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

1. Agenda

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

2. Highway Department Report

Kelly Robitaille reports that some minor washouts occurred with the rainstorm. The availability of the compacting roller will be checked on. The ditch work done recently held up well during the storm. Discussion ensues on the 2 weeks’ roller rental due to the District from MB Tractor. Mike Smith makes a motion to have Kelly Robitaille negotiate a buy out of the two weeks of roller rental from MB Tractor if they are unable to deliver a unit. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille reports that the week of work with Tony Eldridge and TJ Eldridge went very well. All equipment is in working order. A battery is needed for the Ford 550. Maintenance is due on the equipment and will be done. Some gravel is needed. Additional hauling of fill to High Street will be coordinated. Kelly Robitaille states that TJ Eldridge would be available to haul fill out from behind DPW II evenings. Mike Smith makes a motion to have TJ Eldridge haul fill from behind the DPW II building 3 to 4 nights per week for up to 4 hours per night for 2 weeks. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom discusses obtaining quotes for needed work on Middle Shore Drive at Geneva Place; one for a full rebuild of the road and the other for a resurfacing only. The driveway at 55 Eidelweiss Drive was paved recently without a permit. A letter was sent to the property owner who has contacted the office and stated the application for a driveway permit will be completed and sent. An inspection will be ordered upon receipt. Kelly Robitaille reports that he has seen the driveway and a negative grade exists prior to intersecting the road. The functionality of channel grates in driveways is discussed. Surface calculations of the driveway and drainage area may be needed to properly size the channel grates. A follow up will be done with Eversource regarding tree removal in the District and the leaving of trees in ditch lines. Kelly Robitaille will take photos to be sent with the follow up.

3. Water

The reported lightning strike at Muddy Beach last week is discussed. The well transducers are not working. Mike Smith makes a motion to send an email to Tom Therrien questioning if the transducers or wiring is damaged. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to ask Tom Therrien if the transducers are damaged, can the company repair? If the wiring is damaged it is to be replaced. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to obtain the cost for the spare parts recommended to be kept in stock by Hartley Well. Ron Sandstrom seconds the motion and the motion passed 2-0. The worksheet listing of the remaining isolation valves that have been located will be worked on. Location information from the field will be added to the spreadsheet.

4. Administration

A debt analysis for the District has been put together by Treasurer Dinah Reiss. The report is reviewed and discussed. All loans and annual obligations are outlined. Treasurer Dinah Reiss recommends organization of priorities for water, roads and equipment. Long term capital needs are discussed. Saving for upcoming needs in lieu of taking of loans is discussed. Consideration for upcoming needs and incorporating these needs into a plan is discussed. Mike Smith makes a motion to explore the setup of a short term (5 year) and long term (10 year) outline for capital improvement needs. Ron Sandstrom seconds the motion and the motion passed 2-0. The need to update the water system master plan is mentioned as an item to be included in the above mentioned outline. Ron Sandstrom adds that the road plan on a 4-year cycle should also be outlined. Mike Smith makes a motion to establish a work shop for developing the Capital Improvement Plan. Ron Sandstrom seconds the motion and the motion passed 2-0. October will be the target time for this workshop.
The District has received notification from Mike and Heidi Gervino that they would like to donate a lot to the District. Mike Smith makes a motion to except the donation of 11 Lakeview Drive as offered by Mike and Heidi Gervino and to start the deed process. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to have the VDOE incur the costs for the deed. Ron Sandstrom seconds the motion and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 14 checks for $78,168.87. 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 July 18 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith discusses isolation valves that have been located that need repair. Mike Smith makes a motion to repair isolation valves as needed. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ron Sandstrom discusses that the Lodge Sale Review Committee meeting has been rescheduled to this week.

8. Signature Items
9. Correspondence

A trip hazard on Boulder Beach was reported and has been fixed.
Suzanne Malkasian has sent an email requesting contact from Commissioner Larry Leonard. The request is discussed. No response is needed at this time as all information requested was discussed during their recent appearance.
Water Operator Ian Hayes has sent the requested quote for installation of a gate valve in the DPW yard. Parts, excavation and labor cost estimates total $5,890. The benefits to the system of having this valve and blow off are discussed. The cost is discussed. Ron Sandstrom recommends placing this item on the 2017 Warrant for inclusion in the 2017 water usage fee. Mike Smith states that he would like to see this done this year. Discussion ensues on placing this item on the action list for review in September. This will be done.
NH DES has sent a request to all water systems to voluntarily test the water sources for perflourinated compounds. Estimated cost is up to $2,100. Mike Smith makes a motion to obtain a quote for this testing and for inclusion in next year’s water testing budget. Ron Sandstrom seconds the motion and the motion passed 2-0.
Granite State Analytical has sent the beach testing results. All results are good.
NH Municipal Association has sent the bi-weekly News Link.
Continued discussion between Engineers Paul Fluet and Nick Sceggell with water operator Ian Hayes as diagnosis of the water pressure issue at 1 Bristenstock continues has been received. Analysis of pressure and flow data via the data loggers is continuing.

10. Scheduled Appearances
11. Other Business

Establishing of an interview with a candidate for the DPW position is discussed. The interview will be set for Wednesday at 4:30 pm. Mike Smith makes a motion to move the Lodge Sale Review Committee meeting to 4:00 pm on Wednesday with the interview to follow. Ron Sandstrom seconds the motion and the motion passed 2-0.
Canoes and watercraft on the beaches and tied to trees are discussed. Mike Smith makes a motion to mark the watercraft for removal August 10. Ron Sandstrom seconds the motion and the motion passed 2-0.
Two trailers are located in the Huttwil parking lot. Mike Smith makes a motion to notify Madison Police for removal of the trailer. Ron Sandstrom seconds the motion. Discussion is held on posting the trailer for removal and checking on the approved request by Larry Leonard for parking of his boat in the lot. The request of Larry Leonard is pulled and it is verified that approval included parking of the trailer in the lot; the other trailer will be noticed for removal. Motion is called to a vote and the motion passed 2-0.

12. Public Comments

At 9:10 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM071816.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 18, 2016

The Board of Commissioners met at 8:00 am on Monday, July 18, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Suzanne Malkasian, Mark Sheridan 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 accept the agenda as presented. Ron Sandstrom seconds. Ron Sandstrom moves to amend the agenda to hear scheduled appearances first. Mike Smith seconds the amendment and moves to approve the agenda as amended. Motion passed 2-0.

2. Highway Department Report

Kelly Robitaille is not in today. Middle Shore, Little Shore, Big Loop and Sarnen were all graded last week. The intersection of Little Shore Middle Shore was ditched.
One application has been received for the open highway position.

3. Water

The transducer in the DPW well has been replaced and is recording well levels in the SCADA system. The polling sequence has been updated. The cost for the telephone pole at Reinach and documentation on the chemical injection room and Jungfrau are outstanding from Electrical Installation.

4. Administration

A safety meeting will be scheduled.
The cash flow report is reviewed and discussed. Treasurer Dinah Reiss discusses the projection for use of the TAN late this year. The tax check from Madison is due to the District August 1. Funding projects from savings and the depleted status of the capital reserve funds is outlined. Treasurer Dinah Reiss states that she is working on a debt service spreadsheet that will show the annual payments through loan maturity for each loan. Fixed expenses within the budget and funding future needs of the District are discussed.
Asset management is discussed. Dinah Reiss and Nancy Cole are working on the curb stop locations for the valves not located by the data collectors last year.
Mike Smith outlines that 31 isolation valves have been located on the south side of Eidelweiss Drive in the District. The target date for sending the plotted valve location information to Engineer Paul Fluet is September 1. Mike Smith states that he would like to do additional exploring and extending of the valves on Middle Shore, Little Shore and Big Loop. Mike Smith makes a motion to approve up to 2 days of isolation valve work with Ian Hayes. Ron Sandstrom seconds the motion and the motion passed 2-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $7,614.41. 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 additional funds expending on the pavement preservation work done on the upper section of Oak Ridge Road and Klausen are discussed. A prior discussion on withdrawing the additional $3,210 from the Road Construction Capital Reserve was held. It is questioned if the Board would like paperwork for a withdrawal. Ron Sandstrom states that the amount should be covered within the 2016 Highway budget gravel line item.
The motion log is reviewed. 21 motions have been moved to the completed sheet. 17 motions remain active, most being held for action in the fall.

5. Accounts Payable
6. Minutes

The minutes of July 11 are presented. 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 reports he has been looking at building designs; particularly the welcome center building on Rte 302 in ME.
Mike Smith makes a motion to obtain pricing for re-surfacing only and full reconstruction of the hill on Middle Shore at Geneva for the 2017 Warrant. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

A withdrawal request from the Water System Capital Reserve Fund in the amount of $11,237 for 50% of the cost of the Muddy Beach Well work is presented. Mike Smith makes a motion to sign and submit the withdrawal request. Ron Sandstrom seconds the motion and the motion passed 2-0.
A withdrawal request from the Water System Extension Fund in the amount of $11,237 for 50% of the cost of the Muddy Beach Well work is presented. Mike Smith makes a motion to sign the withdrawal request for Treasurer Dinah Reiss to move $11,237 from the Extension Fund to the operating account. Ron Sandstrom seconds the motion and the motion passed 2-0.
A withdrawal request from the Water System Capital Reserve Fund in the amount of $3,670 for the building repair work at Jungfrau and Oak stations is presented. Mike Smith makes a motion to sign and submit the withdrawal request. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 151 for the rental of a vibratory roller for one month is presented. Mike Smith makes a motion to approve purchase order 151 in the amount of $2,950. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 152 for a new welder for the highway department is presented. Mike Smith makes a motion to approve purchase order 152 in the amount of $1,046. Ron Sandstrom seconds the motion and the motion passed 2-0.
Work order 1125 is presented. Mike Smith makes a motion to approve work order 1125 for the checking and correction of the drainage at 30 Saint Moritz. Ron Sandstrom seconds the motion and the motion passed 2-0.
Work order 1126 is presented. Mike Smith makes a motion to approve work order 1126 for removal of the debris at the Muddy Beach wells. Ron Sandstrom seconds the motion and the motion passed 2-0.
Work order 1127 is presented. Mike Smith makes a motion to approve work order 1127 for blocking of access to the Muddy Beach wells. Ron Sandstrom seconds the motion and the motion passed 2-0.
An amended Driveway Permit for Construction for 17 Middle Shore, with wording recommended by Attorney Chris Boldt is presented. Mike Smith makes a motion to approve the Amended Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.
A Driveway Permit for Construction for 21 Saint Moritz is presented. Mike Smith makes a motion to approve Driveway Permit 201603 for paving at 21 Saint Moritz with conditions as listed. Ron Sandstrom seconds the motion and the motion passed 2-0.
A letter to the Town of Madison Board of Selectmen is presented. Mike Smith makes a motion to sign the letter to the Town regarding the water services balance and removal of the car on the lot at 14 Aspen. Ron Sandstrom seconds the motion and the motion passed 2-0.
A thank you letter to Attorney Peter Malia is presented. Mike Smith makes a motion sign the letter thanking Attorney Malia for his meeting with the Board. Ron Sandstrom seconds the motion and the motion passed 2-0.
A letter to the property owner of 55 Eidelweiss Drive is presented. Mike Smith makes a motion to sign the letter regarding paving of the driveway without a permit. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results for the water system. Results are clean.
Granite State Analytical has sent the monthly pH test results for the water system. Results are within range of 7.1 – 7.3.
NH DES has sent a bulletin outlining requirements for notification to the State should water restrictions be put into place. Many communities in the State are under varying levels of water usage restrictions as the water levels across the State are low. Ron Sandstrom makes a motion to place a notice on the website regarding the pond level as a result of reduced rainfall this year and to place a reminder that fireworks are not allowed. Mike Smith seconds the motion and the motion passed 2-0.

10. Scheduled Appearances

Suzanne Malkasian and Mark Sheridan, owners of 19 and 17 Oak Ridge Road, are in attendance to discuss drainage. Suzanne Malkasian states that she received the letter from the Board outlining the District’s proposed alteration of the drainage as it passes 17 Oak Ridge Road as discussed when the Malkasian’s appeared June 13 and questions why Commissioner Leonard did not sign the letter. Ron Sandstrom outlines that the two Commissioners present at the meeting when the letter was signed, signed the letter; two Commissioners is a quorum and the letter was signed during a posted meeting in which Commissioner Leonard was not present. Suzanne Malkasian questions why she did not receive requested phone contact from a Commissioner and was informed that one Commissioner, outside of a public meeting, does not have authority to bind the District and that communication with the Board occurs at a public meeting. Mike Smith states that an issue of drainage was raised at 17 Oak Ridge, which was responded to by the Board in writing. Suzanne Malkasian questions the driveway at 19 Oak Ridge, stating that there is water damage and that a portion of the road is broken at this location. Ron Sandstrom outlines that #19 was not part of this project, the project ended at the property line between 19 and 17. Suzanne Malkasian states that the prior project from 2007 ended at #23. Ron Sandstrom outlines that a complaint regarding water run-off at #19 is a new issue; the issue raised regarding the property at #17 has been corrected. Suzanne Malkasian requests that the driveway at #19 have paved apron placed and culvert headwalls placed. It is reiterated that the approved project recently completed for the reconstruction of Oak Ridge Road did not include #19. Use of the driveway to access the VDOE pump house is mentioned. Mike Smith makes a motion to have the engineers view the driveway at #19 Oak Ridge on their next scheduled visit to VDOE. Ron Sandstrom seconds the motion and the motion passed 2-0. The Suzanne Malkasian and Mark Sheridan are informed that no scheduled visit exists at this time, however, this driveway will be looked at when the engineers are in the District next; there is no time line at this point for this review.

11. Other Business

The property owner of 29 Grachen has submitted an as built drawing of the driveway at the property. Mike Smith makes a motion to have Kelly Robitaille check the boundary line set back from the edge of the driveway pavement to the Bridal Path. Ron Sandstrom seconds the motion and the motion passed 2-0.

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 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM071116.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 11, 2016

The Board of Commissioners met at 8:00 am on Monday, July 11, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:04 am). Also in attendance was Gloria Aspinall, Treasurer Dinah Reiss (arrived 9:10 am) and Ian Hayes (arrived 9:15 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 accept the agenda as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

2. Highway Department Report

Kelly Robitaille is not in attendance as part highway employees Tony Eldridge and TJ Eldridge are in the District for planned road work.
Gloria Aspinall has completed the data collection for all road culverts. The list of culverts needing attention is reviewed. Culverts are listed by number and location. 191 road culverts have been identified.
No issues have been reported with the equipment.

3. Water

Ian Hayes states that Muddy Beach Well #1 has been chlorinated and tested. He is waiting for the test results prior to putting the well on line. Information on the possible interconnection of the two wells at Muddy Beach will be looked at by the Engineers. Additional information will be collected going forward once the wells are on line. SCADA programming can be used to protect the wells from drawing down to levels that may damage the pumps. The cost of the pole needed at Reinach is still outstanding. Ian Hayes states that Tom Therrien of Electrical Installation will be in the District Thursday and is the contact person for that quote. The polling sequence, DPW transducer status and off peak programming will be followed up on with Tom Therrien when he is here Thursday. The new panel for Reinach has been ordered.
Ian Hayes adds that the secondary containment and new day tank for the Sodium Hydroxide has been installed. A new pump should be ordered for the Sodium Bicarbonate. Mike Smith makes a motion to hold action on a new bicarbonate pump until the end of the year. Ron Sandstrom seconds the motion and the motion passed 3-0.
1 Bristenstock is discussed. An outline of the field findings created by Ian Hayes is being reviewed and discussed with the Engineers. The temporary feed to this property is holding flow with a psi around 35. Some peaks and valleys show on the graph. Discussion ensues on factors that may be effecting the flow and pressure at this house. Once Muddy Beach is on line; any effect of that station on the pressure at 1 Bristenstock will also be captured. Ian Hayes reports that one of the transducers has been installed at 19 Blinden to show flow and pressure at the far end of the water line that serves 1 Bristenstock. The property owners at 19 Blinden have had the same periods of reduced pressure and flow that have been observed at 1 Bristenstock.
Having the data loggers available for use as needed in different sections of the water system would be beneficial in diagnosing issues. Ian Hayes will approach Granite State Rural Water to see if they may sell the data loggers being used by the District at this time to the District.
Ian Hayes will send the quote for the valves needed to establish the set up for calibration of the DPW well flow meter.

4. Administration

A safety meeting will be scheduled.
All policies have been placed on the website. Minutes were also added.
An Asset Management meeting was held yesterday. Nancy Cole outlines that pump house information is being compiled with all valves and pumps that will be placed within each pump house upon completion. The Jungfrau data sheet has been completed and is reviewed.
Maps with isolation valves for the North side of the District have been ordered. Testing of valves will be a future project. Locations and verifying accuracy of the locations on the maps is the current priority. The number of isolation valves within the District that have been located has exceeded expectations – it was not known that over 100 isolation valves existed within the system.
Mike Smith makes a motion to approve purchase of directional arrows for pipe flows for the pump houses not to exceed $400. Ron Sandstrom seconds the motion. Discussion ensues on marking the pipes to show flow direction in each pump house. Motion is called to a vote and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,794.11. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
The year to date budget is reviewed and discussed. All areas within the budget are within normal range for this time of year.
The outstanding balance report for water bills is reviewed. The Town of Madison will be approached regarding the outstanding balance at 19 Aspen, which was recently deeded by the Town. Mike Smith makes a motion to file in small claims for any balance due over $1,500. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to create a policy that any outstanding water bill is filed with small claims at $1,500. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include a request for protection of, or removal of, the car on the lot at 19 Aspen as a safety issue in the letter to the Town of Madison. Ron Sandstrom seconds the motion and the motion passed 3-0.
The June daily water usage report is reviewed.
The quarterly report of water usage has been submitted to the State.
17 Oak Ridge Road and the received quote for altering the drainage in front of this property is discussed. Mike Smith makes a motion to approve the G. W. Brooks proposal, with a request for billing to be on a time and material basis not to exceed the $9,883 proposal. Ron Sandstrom seconds the motion and the motion passed 3-0. A letter will be drafted to the property owner outlining the acceptance of the proposal for completion of this work.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 25 checks for $22,898.42. Mike Smith seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
6. Minutes

The minutes of June 27 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The minutes of June 28 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Mike Smith reports that he discussed the guardrail amendment request with the property owners at 17 Middle Shore. Nancy Cole informs the Board that the proposed wording has been sent to legal counsel for review.
Mike Smith discusses the needed updates from Tom Therrien on project work.
Muddy Beach wells are discussed. The wells are ready to be put back on line. The draw down from MB Well #2 noted during flushing of MB Well #1 will be watched to determine if the two wells are in the same vein of the aquifer. Mike Smith makes a motion to inform Engineer Paul Fluet about the initial draw down relationship shown between the two wells. Ron Sandstrom seconds the motion and the motion passed 3-0. The make, model and depth of installation of each well pump will be collected; as will the depth and information on the transducer for each well. Discussion is held on additional review of the Muddy Beach wells draw down and any risk to the system that may result.
Mike Smith makes a motion to have Kelly Robitaille pick up the old pump at the Muddy Beach well field and bring for recycling. Ron Sandstrom seconds the motion and the motion passed 3-0. A work order will be created.
Mike Smith makes a motion to have Kelly Robitaille block access to the Muddy Beach well field and place boulders at the well heads. Ron Sandstrom seconds the motion and the motion passed 3-0. A work order will be created. The manner of blocking the road with a chain is discussed. Bollards may be placed, or the chain may be installed to a tree.
Mike Smith makes a motion to begin the ground work for distributing information on Class VI to Class V road conversion, including instructions and communications required to complete the process, in time for the 2017 Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

The bank amendment to the TAN loan documents, altering to a line of credit from a single disbursement is presented. Ron Sandstrom makes a motion to sign the TAN loan amendment document. Mike Smith seconds the motion and the motion passed 3-0.
Purchase order 150 for 8-foot sign posts is presented. Mike Smith makes a motion to approve purchase order 150 in the amount of $350.06. Ron Sandstrom seconds the motion and the motion passed 3-0.
Driveway permit for operation for 23 Diessbach is presented. Mike Smith makes a motion to approve the Driveway permit for operation. Ron Sandstrom seconds the motion and the motion passed 3-0.
The schedule of exposures for the new Primex Liability policy is presented and reviewed. Mike Smith makes a motion to sign the schedule of exposures. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

PLT has sent information regarding a public hearing to be held on July 21 at 9:30 am at the PLT office in Concord for proposed changes to the by-laws of the company that are required to handle run-off of any claims now that PLT can no longer write coverage. Mike Smith makes a motion to have Nancy Cole attend the hearing. Ron Sandstrom seconds the motion and the motion passed 3-0.
NH Municipal Association has sent the bi-weekly NewsLink.
The third party electric supplier has reported that the District saved $54 in June.
NH DES has sent a congratulatory notice to all systems awarded funds through the Asset Management Grant.

10. Scheduled Appearances
11. Other Business

The Asset Management Committee meeting minutes of June 11 were distributed.
The Lodge Sale Review Committee met and will be exploring ability to sell the Lodge.

Mike Smith makes a motion to have Tom Therrien repair or replace the DPW well transducer when in the District this coming Thursday not to exceed $2,000. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard voting against as no work order has been created or approved.

12. Public Comments

Dinah Reiss updates the Commissioners on the Eidelweiss Property Owner’s Association (EPOA) meeting held last weekend. The EPOA discussed the proposed option of selling the Lodge and questioned maintenance on the building until such time as a sale may be made. Ron Sandstrom states that the District has received a quote for $30,000 of repairs to be completed at the Lodge and that the Board will place this item on the 2017 Warrant.
Dinah Reiss questions why Kelly Robitaille is not the operator of the road grader when part time employee Tony Eldridge is in; adding that Kelly would gain more experience by operating the machine. Ron Sandstrom responds that it has been reported to the Board that Kelly Robitaille is getting much better with the grader; however, when Tony Eldridge is in the District he is handling the more difficult work with the machine for the most cost effective results for the District.

At 10:15 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM062816.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 28, 2016

The Board of Commissioners reconvened at 9:00 am on Tuesday, June 28, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Ian Hayes (water operator). Engineer Nick Sceggell joined the meeting by phone.

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

The flow and pressure issues at #1 Bristenstock Drive are discussed. The temporary line to feed the house from the Bristenstock bleeder located at #3 Bristenstock was installed last Friday. The homeowner reported loss of flow Sunday morning around 8:30 am.
Nick Sceggell is informed that the Board would like the engineers to approach the State for approval to place a tank and booster into this house as a temporary fix until the Reinach pressure zone can be created. Protection of the temporary set up for the winter will also be needed from the engineers.
Ian Hayes states that the homeowner has granted permission to perform a pressure test on the service line for the property. This will be done and will show if there is a leak that has not been detected along the service line.
Closing of the curb stop valve to stop any flow from the Aspen line to see if any changes occur is discussed and will be done.
Placing of the three data loggers currently in possession of the District will be done to gather additional information; Aspen blow off valve, Bristenstock bleeder and the house will be the placement points.

The District, with its Engineer and Operator, will continue to work on this issue to identify possible causes and determine solutions for the short and long term benefit of the system.

At 10:08 am Ron Sandstrom makes a motion to adjourn. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

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

The Board of Commissioners met at 8:00 am on Monday, June 20, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

2. Highway Department Report

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

3. Water

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

4. Administration

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

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

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

9. Correspondence

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

10. Scheduled Appearances
11. Other Business

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

12. Public Comments

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

Motions and votes of Non-Public session:

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

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

Respectfully submitted,

Nancy E. Cole
Administrator

•

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

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

A safety meeting was held last week.
Policy review for all District policies, incorporating comments from Attorney Dan Crean will be done by the end of the month.
The Asset Management Committee met last weekend. Mike Smith outlines that Nancy Cole has been voted as Chair and Tommy Gunn was voted as Vice-Chair. Tommy Gunn will also act as the new Secretary for the Committee. Discussion was held on sending the curb stop valve locations to Engineer Paul Fluet for his records. Mr. Fluet will be asked if he would like that information. A date of September 1 was set for sending all isolation valve information to Paul Fluet for updating of the water model. NH DES has informed the office that the VDOE will be approved for $6,797.14 reimbursement through the Asset Management Grant. The next meeting for Asset Management will be Sunday, July 10 at 10 am.
The permit from NH DES for placing of culverts at 69 and 71 Eidelweiss Drive has been received.
$293 was received from North Country Recycling for materials brought from recent projects.
May water usage was distributed.
The emergency contact list was updated and distributed.
Total cost for Oak Ridge Road reconstruction is $218,517.
Mike Smith makes a motion to request a Tax Anticipation Note in the amount of $100,000. Ron Sandstrom seconds the motion and the motion passed 3-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 10 checks for $78,926.72. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of June 6, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0 1 with Ron Sandstrom abstaining as he was not in attendance.
The non-public minutes of June 6, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0 1 with Ron Sandstrom abstaining as he was not in attendance.

7. Commissioners Reports

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

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances

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

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

11. Other Business
12. Public Comments

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

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM060616.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 6, 2016

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

The year to date budget is reviewed. All line items within expected range for this time of year.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,242.10. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
The Asset Management Reimbursement request and project status document were submitted to NH DES Friday, June 3.
Outstanding water bill balance report is reviewed. $17,227 is still due to the District. Statements have been sent.
A water hook up application has been received and sent to Paul Fluet for review of pressure requirements at site.

Accounts Payable

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

6. Minutes

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

7. Commissioners Reports

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

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

8. Signature Items

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

9. Correspondence

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

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

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

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

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

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

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator

•

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

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

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

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

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

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

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

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

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

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

Motions and votes of Non-Public Session:

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

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

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

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

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

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

At 4:05 pm Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM053116.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 31, 2016

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

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

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

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

At 10:30 am Mike Smith makes a motion to recess the meeting until Thursday, June 2 at a time to be determined. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator